[1]

भारत सरकार
GOVERNMENT OF INDIA

केंद्रीय लोक निर्ााण निभाग

CENTRAL PUBLIC WORKS DEPARTMENT

Notice Inviting e-Bid

Name of Work
Designing, Developing and Implementation of Web based IT
application for project life cycle management including
Accounting system for Self Financed Redevelopment works
under RPZ, CPWD, New Delhi. (Second call)

Office of
The Chief Project Manager
Redevelopment Project Zone
Central Public Works Department
Room No. 145, D-Wing, Vidyut Bhawan, New Delhi–110001
 [2]

INDEX

Name of Work: Designing, Developing and Implementation of Web based IT

application for project life cycle management including Accounting
system for Self Financed Redevelopment works under RPZ, CPWD,
New Delhi. (Second call)

S.No. Details Page No.

Section-A
1. Information and Instructions for bidders 5
2. Evaluation criteria for first stage pre-qualification 5
3. List of mandatory documents to be uploaded 10
4. Evaluation Criteria 12

Section-B
5. Glossary 19
6. Scope of work 20
7. Approach for Standard ERP Implementation 53

Section-C
8. Project milestones and Deliverables 61
9. Schedule of Payment 62
10. Service Level Agreement 64
11. General Conditions for Financial bid 66
12. Commercial Bid Evaluation Considerations 66
13. Deviations and Exclusions 66
14. Special Conditions of Contract 67

Section-D
15. Form of Performance Security (Guarantee) 71
16. Integrity Pact 74
17. Technical Bid Covering Letter 75
18. Integrity Agreement and form of Agreement 76
19. Letter of Transmittal 83
20. From A to K 84-95
 [3]

21. Clauses of Contract 96

22. Financial Quote 106

Certified that this NIT contains page 1 to 108

AEE-III, RPD-I EE, RPD-I

Chief Project Manager

Redevelopment Project Zone, CPWD
 [4]

SECTION- A
 [5]

Information & Instructions for Bidders

The Executive Engineer, Redevelopment Project Division-I, CPWD, Room No. 141, Vidyut
Bhawan, New Delhi – 110001 (Telephone No: 011-23411136, FAX No: 011-23412356, e-
mail: [email protected]) on behalf of President of India invites online lump sum bids in
two bid system from eligible Firms for the Designing, Developing and Implementation of Web
based IT application for project life cycle management including Accounting system for Self-
Financed Redevelopment works under RPZ, CPWD, New Delhi.

NIT No: 03/CPM/RPZ/NIT/2019-20

Name of Work & Location Designing, Developing and Implementation of

Web based IT application for project life cycle
management including Accounting system for
Self-Financed Redevelopment works under
RPZ, CPWD, New Delhi.(Second call)

Earnest Money 10 lakhs

Performance Guarantee 5% of the amount quoted in financial bid

Time & Date of Pre-bid meeting 22.08.2019 at 11.30 am

Last date & time of online submission of 09.09.2019 at 3.00 pm

technical bid and financial bid.

Last date and time of submission of 09.09.2019 till 3.00 pm

original EMD.

Time & date of opening of eligibility bid 09.09.2019 at 3.30 pm

Date of presentation of Technical Bid Date and time shall be notified separately to
successful bidders.

Date of Opening of Financial Bid Date and time to be notified separately to

successful bidders.

1. Initial Criteria for Eligibility: Firms who fulfil the following requirements shall be eligible
to apply. Joint ventures are not accepted.

Prequalification Criteria:

S.No. Prequalification Criteria Supporting Documents

1. The bidder must be incorporated and registered  Certificate of Incorporation /

in India under the Indian Companies Act 1956/ Copy of Registration
 [6]

LLP Act 2008 / Partnership Act 1932 and should Certificate (s)
have been operating for the last five years as on
the date of publishing of Tender notice
(including name change/impact of mergers or
acquisitions).

2. Should not have incurred any loss (in more than Certificate from CA firm for
two years) during the last five consecutive average annual financial
Financial years ending March 2018 duly audited turnover and no loss certificate
and certified by the Chartered Accountant for the years:-

3. The Bidder must have an average annual 2017-2018, 2016-2017,2015-

Turnover of minimum 25 Crores during the last 3 2016,2014-2015, 2013-2014
financial years ending 31st March 2018. In Form-A given in this
document.

4. During last 7 years ending last day of month Details of similar work in Form-
previous to the one in which applications are B given in this document.
invited: - Past experience in similar
The Bidder must have successfully completed nature of work should be
three similarly Offered standard ERP projects supported by certificates issued
within India, costing not less than the amount by the client in the format given
equal to Rs.150 lakh each in Form-C.
OR In case the work experience is
Two similar contracts of Offered standard ERP of Private sector the completion
supply and Implementation within India, costing certificate shall be supported
not less than the amount equal to Rs. with copies of Corresponding
225 lakh each TDS certificates.
OR The value of executed works
shall be brought to current
One similar contract of Offered standard ERP
costing level by enhancing the
supply and Implementation within India, costing
actual value of work at simple
not less than the amount equal to Rs.300 lakh
interest rate of 7% per annum,
Similar work shall mean Design, Development, calculated from the date of
Implementation and maintenance of completion to previous day of
standard Enterprise Resource Planning last date of submission of bid.
(ERP) application within India.
The determination of order value
or else etc. shall be based on
“exchange rate” of the currency
as on the last day of bid
submission.

5. The Bidder and OEM should not be blacklisted Self-declaration from the bidder
 [7]

by Central / State Government Ministry / in company letter head, signed

Department / PSU / Government Company. by authorized signatory as per
Bidder also should not be under any legal action Form-F.
for indulging in corrupt practice, fraudulent
practice, coercive practice, undesirable practice
or restrictive practice with any Indian Central /
State Government Ministry / Department / PSU /
Government Company.

6. The Bidder should have at least 30 technically Self- certified letter signed by
qualified professionals (software developers) on the Authorized signatory / CS as
the payroll of the company. per Form-G

7. The OEM of the proposed standard ERP should Certification/ Declaration by

have at least ten certified implementation OEM on their letter head with
partners / system integrators associated with it the names of the ten
for minimum last five years from last day of implementation partners /
submission of bid and should have done at least system integrators in Form-H.
one implementation of the proposed standard
ERP application.

8. The Bidder should have ISO 9001:2008 OR ISO Valid copy of certificate at the
20000 or latest. time of bidding.

9. The Firm should have his own office in Affidavit that they will have
Delhi/NCR for proper functioning and presence in Delhi /NCR
coordination of work or will have to set up an
office in Delhi/NCR during execution of work.

Agencies not meeting the Pre-Qualification Criteria shall be rejected.

2. Earnest Money of Rs. 10 Lakh only, in form of Treasury Challan or Demand Draft or
Pay Order or Banker’s Cheque or Deposit at Call receipt or Fixed Deposit receipt of
scheduled bank drawn in favour of Executive Engineer, RPD-I, CPWD, New Delhi.
Receipt of the EMD shall be scanned and uploaded to the e-tendering website within the
period of bid submission.

The bidder can deposit original EMD either in the office of Executive Engineer inviting
bids or division office of any Executive Engineer, CPWD within the period of bid
submission. The bidder shall obtain the receipt of EMD from the office of Executive
Engineer, RPD-I, CPWD, Room No. 141, Vidyut Bhawan, New Delhi or any
Executive Engineer of CPWD in the prescribed format uploaded with NIT. The Bid
Document as uploaded can be viewed and downloaded free of Cost by anyone
including intending bidder. But the bid can only be submitted after uploading the
 [8]

mandatory scanned documents such as Demand Draft/Pay order or Banker’s Cheque

of any Scheduled Bank in favour of Executive Engineer, Redevelopment Project
Division-I, copy of receipt of original EMD and other documents specified in the press
notice.

But the bid can only be submitted after deposition of original EMD either in the office of
Executive Engineer inviting bids or division office of any Executive Engineer, CPWD
within the period of bid submission and uploading the mandatory scanned documents
such as Demand Draft or Pay order or Banker’s Cheque or Deposit at call Receipt or
Fixed Deposit Receipts of any Scheduled Bank towards EMD in favour of Executive
Engineer as mentioned in NIT, receipt for deposition of original EMD to division office of
any Executive Engineer, CPWD and other documents as specified.

Interested bidder who wishes to participate in the bid has to make applicable e-bid
processing fee to M/s ITI Ltd. through their gateway by credit/debit card, internet
banking or RGTS/ NEFT facility.

Details of Beneficiary:

Beneficiary Name: Executive Engineer -

Redevelopment Project Division-I

Name of Bank: IndusInd Bank Limited, Dr. Gopal Das

Bhawan, 28, Barakhamba Road, New Delhi- 110001

Beneficiary Account No: 201003250182

IFS Code: INDB0000005

MICR Code: 110234002

TAN No: DELO05792D

3. The intending Bidder must read the terms and conditions of this document carefully. He
should only submit his bid if he considers himself eligible and he is in possession of all
the documents required.

4. Information and instructions for bidders posted on website shall form part of bid
documents.

5. The bid document consisting of scope of work, the set of terms and conditions of the
contract to be complied with and other necessary documents can be seen and
downloaded from website www.tenderwizard.com/CPWD or www.eprocure.gov.in free of
cost.
 [9]

6. The bid can only be submitted after deposition of original EMD either in the office of
Executive Engineer inviting bids or Division office of any Executive Engineer, CPWD
with in the period of bid submission and uploading the copy of receipt of documents
such as Demand Draft/or Pay Order or Banker’s cheque or Deposit Receipts in favour of
Executive Engineer as mentioned in NIT (as per proforma “E” in NIT) and other
documents as specified.

7. Those Bidders not registered on the website mentioned above, are required to get
registered beforehand. If needed, they can be imparted training on online bidding
process as per details available on the website.

8. The intending bidder must have valid Class-III digital signature to submit the bid.

9. On opening date of Financial Bid, which will be intimated after the screening process of
Technical Bids, the Bidder can login and see the bid opening process. After opening of
financial bids, he will receive the competitor’s bid sheets.

10. Bidder can upload documents in the form of JPG format and PDF format.

11. Certificate of Financial Turnover: At the time of submission of bid, bidder may upload
affidavit/Certificate from registered CA mentioning Financial Turnover of last 5 years or
for the period as specified in the bid document. Further details if required may be asked
from the bidder after opening of technical bids. There is no need to upload entire
voluminous balance sheet.

12. Bidder must ensure to quote rate of each item. The column meant for quoting rate in
figures appears in pink colour and the moment rate is entered, it turns sky blue. In
addition to this, while selecting any of the cells a warning appears that if any cell is left
blank the same shall be treated as “0”. Therefore, if any cell is left blank and no rate is
quoted by the bidder, rate of such item shall be treated as “0” (Zero).

13. The eligibility (Technical) bid shall be opened first on due date and time as mentioned
above. The time and date of opening of financial bid of bidders qualifying the eligibility
(Technical) bid shall be communicated to them at a later date.

14. Pre-bid conference shall be held with the eligible and intending bidders to clear the
doubt of intending bidders, if any. Bidders should send all their queries by email,
before pre-bid conference, latest by 17.00 Hrs. on 21.08.2019 to the office of the
Executive Engineer, RPD-I CPWD (Telephone No: 011-23411136, FAX No: 011-
23412356, e-mail: [email protected]). Because of pre-bid conference, certain
modifications may be issued to all eligible bidders by the Engineer-in-Charge by e-mail,
if felt necessary by him. If further pre-bid conferences are required for complete and
effective interactions, the date and time of same will be communicated at the end of 1st
 [10]

pre-bid meeting or later. All modifications/addendums/corrigendum issued regarding this

bidding process, shall be uploaded on website only and shall not be published in any
Newspaper. The Pre-bid meeting shall be at 11.30 am on 22.08.2019.The venue of Pre-
bid meeting shall be as given below:
Office of Chief Project Manager, Redevelopment Project Zone,
Room No. 145, Vidyut Bhawan
Shankar Market, New Delhi- 110001

15. The Department reserves the right to reject any prospective application without
assigning any reason and to restrict the list of qualified bidders/ implementing agency/
Firm(s) to any number deemed suitable by it, if too many bids are received satisfying the
laid down criterion.

16. After submission of the bid the agency can re-submit revised bid any number of times
but before last time and date of submission of bid as notified.

17. While submitting the revised bid, agency can revise the rate of one or more item(s) any
number of times (he need not re-enter rate of all the items) but before last time and date
of submission of bid as notified.

18. The bid submitted shall become invalid and e-bidding processing fee shall not be
refunded if:
(i) The bidder is found ineligible.
(ii) The bidder does not deposit EMD with division office of any Executive Engineer,
CPWD.
(iii) The bidder does not upload all the documents (including GST Registration, PAN
card) as stipulated in the bid document.
(iv) If any discrepancy is noticed between the documents as uploaded at the time of
submission of bid and hard copies as submitted physically by the bidder in the office
of bid opening authority.

19. List of mandatory Documents to be scanned and uploaded within the period of bid
submission:
• Treasury Challan / Demand Draft / Pay order or Banker`s Cheque /Deposit at
Call Receipt against EMD.
• Letter of transmittal.
• Certificate of Incorporation/ Copy of Registration Certificate(s) under the
Indian Companies Act 1956/ LLP Act 2008.
• Certificate of financial turnover and no loss certificate from CA in Form-A.
• Details of all works of similar nature completed during the last five years in
Form -B
• Experience Certificate from Client in Form –C
• Undertaking for Organizational Structure as per Form-D
 [11]

• Copy of Receipt for deposition of “original EMD” issued by Division office of

CPWD of any Executive Engineer located anywhere in India Form - E.
• Self-Declaration from the bidder and OEM in company letter head as per
Form-F
• Self certified letter as per Form-G
• Declaration from OEM on their letter head as per Form-H
• Technical bid along with the required supporting documents as per Form - I.
• Undertaking for CMMI certification as per Form-J
• Proforma for Compliance as per Form-K
• Valid copy of ISO 9001:2008 or ISO 20000 certification or latest.
• Affidavit that bidder will have presence in Delhi/ NCR.
• No Deviation Certificate from bidder
• Scanned copy of PAN card issued by Income Tax Department.
• Copy of GST Registration/Application
 [12]

EVALUATION CRITERIA
1. Technical Criteria:

a. The technical bid submitted by the Bidder will be evaluated only if they fulfill the Pre-
Qualifying eligibility criteria. The Technical Proposal shall provide the information
indicated in the following paras, and the bidder shall submit the details in the formats
given in this document.
i. A brief description of the Bidder’s organization.
ii. Service provider should have capabilities/expertise in all requirements described in
the scope of work.
iii. Bidder should be able to substantiate the experience claimed in their proposal.

b. Based on the responses furnished by the Bidder against the Scope of Work
requirement, the Committee shall evaluate the technical proposal as indicated
below in Technical Evaluation Framework and award marks to each bidder.

1.1 TECHNICAL EVALUATION FRAMEWORK

The bidder's technical solution proposed in the technical evaluation bid document
will be evaluated as per the evaluation criteria mentioned in the table below:

# Evaluation Criteria Total Marks Minimum Qualifying

Marks(Cut-off)
1 Feasibility of proposed Standard ERP 100 >=65 (65%)
Application (OEM) for CPWD
2 Bidder’s Experience 100 >=65 (65%)

3 Bidder’s Experience in Construction Works 100 >=65 (65%)

4 Agency Employee Strength 50 >=32.50 (65%)
5 Certification 50 >=32.50 (65%)
6 Demo 100 >=65 (65%)
Total 500 >= 350 (70%)

CPWD reserves the right to check/validate the authenticity of the information provided in the
pre-qualification and Technical evaluation criteria and requisite support must be provided by
the bidder.
Only those bidders who are first stage pre-qualified after evaluation of documents /details
submitted by them will be asked to submit presentation as part of technical bid at the notified
date, time and place before the evaluation committee. In the next stage, presentation of the
bidders shall be evaluated.
 [13]

Evaluation of this part of Technical Bids shall be carried out by the evaluation committee
formed by the competent authority of the Employer/Client/Department.
The following sections explain how the bidders will be evaluated on technical evaluation
criteria.
S. Criteria Details Documentary Max.
No. Evidence Marks
1. Feasibility of The standard ERP is to have Work Order/
proposed minimum 5 active implementations Purchase Order 100
Standard in Government / PSU / Utilities with supported by
ERP more than 1000 transactional users Customer
Application of the proposed standard ERP Completion /
(OEM) for modules Product Acceptance
CPWD The references / certificates should Certificate OR
clearly state users / Reference letter
implementations that are actively from customers
being used as on last day of tender stating modules
submission. implemented and
active users
1. For Citations =5 65 marks
2. For Citations >5&<10 80marks
3. For Citations >= 10 100 marks
2. Bidder Prior Experience: Citation shall Copy of work order
Experience in be from last 7 years ending last + Completion 100
Application day of month previous to the one in Certificates from the
Development which applications are invited: client; OR
* At least one (1) citation should be Work Order + Self
successfully completed of the Certificate of
proposed Standard ERP in Completion
government departments/public (Certified by
sector units CS/independent
auditor of the
* 2 citations (at least 1 should be
bidding entity);
successfully completed) = 100,
* 1 citation (successfully
completed) = 65
Wherever there is problem in
providing name or cost of project
due to Non-disclosure agreements
with the clients, the bidder can
provide a certificate from an
independent auditor or Company
Secretary. The certificate should
 [14]

include the scope of work and the

remuneration received for the same
3. Bidder The Bidder should have Copy of work order 100
Experience in implemented at least one standard + Completion
Construction ERP projects of the proposed OEM Certificates from the
Works with each having order value of at client; OR
least Rs.1 Cr. from last 10 years Work Order + Self
ending last day of month previous Certificate of
to the one in which applications are Completion
invited for the organizations who (Certified by
are into Construction works. CS/independent
1. One work in construction sector auditor of the
= 65 marks bidding entity);
2. Two works in construction
sector = 80 marks
3. Three works or more in
construction sector = 100 marks

Note: All works which includes

construction /infrastructure as
part of their job shall be
considered i.e. construction of
roads, railways, metros, ports,
power plants, refineries.
4. Agency The Bidder is expected to have: Self-declaration on 50
Employee (a) 30 technically qualified company letter
Strength professionals in the area of solution head signed by
architecture, software authorized signatory
development, systems integration, + Resume of key
functional subject matter experts. resources proposed
Marks for the experience shall be for the project as
awarded as under:- per Form-G.
1. If on-roll >=30&<50 qualified
professionals as per (a) above =
32.5
2. If on-roll >=50 qualified
professionals as per (a) above =
50
5. Certification Bidder should be at least CMMi L3 Valid Certificate 50
certified copy and
If CMMi L3 – 32.5 marks undertaking as per
 [15]

If CMMi L5 – 50 marks Form-J

6. Demo Demo of the Proposed solution & Demo 100

prototype shall be given by the
bidders who are technically
qualified based on Prequalification
criteria and invited for presentation
before a committee to be formed by
bid inviting authority.
Demo should but not restricted to,
include the following:
1. Approach and methodology of
completing the delivery of the
product
2. Proposed Solution for
Redevelopment Project zone,
CPWD
3. Project Plan including resource
deployment
4. Requirement of customization
for CPWD and proposed use of
3rd party products function-wise
(if any)
Compliance to the “scope of
work” (Page- 20-53 of “Notice
Inviting e-Bid”) shall be
submitted along with the bid as
per the Performa attached as
Form-K of this corrigendum.

2. Method of Evaluation of Technical Part of Bid:

2.1 Technical Evaluation:-

Each Technical bid will be assigned a technical score out of a maximum of 500
marks as explained above. Only the bidders who get a technical score of 65 percent
or more in each section and 70 percent or more overall will qualify for commercial
evaluation stage. Failing to secure minimum marks shall lead to technical rejection
of the bid.

The normalized technical score of the bidder shall be calculated as follows:

Normalized Technical Score of a bidder = {Technical Score of that bidder/Score of the
bidder with the highest technical score} X 500 (adjusted to 2 decimals)
 [16]

Example: Technical Score

Bidders Technical score Normalized Technical score Final Score

(B)
1 450 (450/490)*500 459.18
2 460 (460/490)*500 469.39
3 470 (470/490)*500 479.59
4 480 (480/490)*500 489.80
5 490 (490/490)*500 500.00

3. Method of Evaluation of Financial Bid:

3.1 Evaluation of Financial bid:-
The bidders are required to quote fees for the whole work in prescribed format
inclusive of all prevailing taxes and levies in the prescribed format.
Technically qualified bidders as per technical evaluation process will participate in
financial bid opening process. The bidder with the lowest financial bid will be
declared L1 bidder and further evaluated as per following method:
Normalized Commercial Score of a bidder = {lowest quote/ bidders quote} X 500
(adjusted to 2 decimals)
Bidders Price Quoted by bidders Normalized commercial score Final Score
(in Lakhs)
1 10 (10/10)*500 500.00
2 11 (10/11)*500 454.55
3 12 (10/12)*500 416.67
4 13 (10/13)*500 384.62
5 14 (10/14)*500 357.14

4 Final score calculation based on QCBS Method:

The final score will be calculated through Quality and Cost based selection method with
the following weight-age:
Technical: 70%, Commercial: 30%
Final Score = (0.70*Normalized Technical Score) + (0.30* Normalized Commercial
Score)

Bidders Final Technical score Final Commercial score Final Score (70:30)

1 459.18*.7 500.00*.3 471.429

2 469.39*.7 454.55*.3 464.935

 [17]

3 479.59*.7 416.67*.3 460.714

4 489.80*.7 384.62*.3 458.242

5 500.00*.7 357.14*.3 457.143

The bids with Highest Final Score will be selected.

 [18]

SECTION- B
 [19]

GLOSSARY

CPM Chief Project Manager

CPWD Central Public Works Department
AE / AEE Assistant Engineer / Assistant Executive Engineer
BG Bank Guarantee

COTS Commercial Off -The-Shelf

ERP Enterprise Resource Planning

EMD Earnest Money Deposit

EE (C) Executive Engineer (Civil)

EE (E) Executive Engineer (Electrical)
ESS Employee Self Service
GCC General Conditions of Contract

GST Goods And Services Tax

LD Liquidated Damages

LOA / PO Letter of Award / Purchase Order

LOI Letter of Intent

NDA Non-Disclosure Agreement

OEM Original Equipment Manufacturer

PBG Performance Bank Guarantee

PQ Pre-Qualification Criteria

QCBS Quality and Cost Base Selection

RFP Request for Proposal

RPO Recovery Point Objective

RTO Recovery Time Objective
SI System Integrator

SLA Service Level Agreement

TDS Tax Deduction at Source

 [20]

BRIEF PARTICULARS OFSCOPE OF THE WORK & DELIVERABLES

1.1 Objective:
The detailed Scope of Work (technical and Functional Requirements) is given below:

1.1.1 Business Functionality for Projects

General

1. The system should enable electronic communication between different officers as

required by the process.

2. The system shall enable definition of workflow for the process and easy
configuration of user interface by the administrator.

3. The system should provide access to only authenticated and authorized users.

4. The system should provide provision for automatically sending the alerts/messages
as defined by the process requirement and sent to the concerned recipients by
email/SMS.

5. The system should have the capability of creation of reports based on various
parameters, as per the requirement of the process. These reports should be
available at the click of a button.

6. The system should have the capability of exporting these report in a number of
format like Doc(x), Xls(x), Pdf etc. or as desired by the user.

7. The system shall have provision for alerts to be automatically raised, as defined by
the process requirement.

8. System should be able to empower project managers & top management to

evaluate project status, identify risk and underperforming projects using drill down
reports that graphically display key business metrics.

9. System should be able to provide web-enabled access to project data to help

project Users to make timely, informed decisions and to easily manage, track, and
report on their project activities

10. System should be able to capture the data pertaining to all aspects of the project
that will contain details like technical details, financial aspects of the contracts,
advance payments, repayments, work-orders, physical progress, completion
schedules, expenditure incurred under various heads, targets for key milestones
and analysis for deviation of actual achievement against these targets

11. System should have ability to allow searching and retrieving information related to
relevant projects quickly from various sources of data etc.
 [21]

12. The System shall enable multiple hierarchical approval levels

13. The System shall enable the ability to add approvers/reviewers to the approval
path; restricted ability for requesters or approvers to override approvals.

14. The System shall enable reminder notices for late approvals - request for
notification if no action is defined number of days.

15. The system shall facilitate to define the project in the system, specifying the plan
head fund source, abstract estimate, date of sanction, overall time frame etc.

16. The system should allow creation of new projects by using templates of an existing
project

17. The system shall facilitate the concern official to make decision for allocation of
work to Project Implementation Unit based on nature and geography of work.

18. The system shall facilitate the concerned official to prepare proposal for allocation
of work to a project unit and get approval from all concern authorities

19. Once the approval is received system shall facilitate to prepare office orders and
forward it to all concern officials specifying the project unit responsible for the
execution of the project.

20. The system should enable definition of project, its governance structure/ WBS

21. The system shall facilitate to define Project Governance Team, roles and
responsibilities to support decision-making in the project.

22. The system shall facilitate CPM to nominate project director and same is configured
in the system.

23. The system shall facilitate CPM to inform the respective department (Civil,
Electrical and Horticulture) about allocation of work to the project unit.

24. The system should enable preparation of the Work Breakdown Structure (WBS) by
selecting work items from existing projects/templates

25. The system should provide customizable templates and business workflow for
definition of project program. It should allow to capture multiple parameters required
for the project initiation

26. The system shall facilitate Project Director to define project milestones, along with
timelines, for implementation of the project.
 [22]

27. The project director defines the project program by specifying milestones in the
system. The system shall provide configurable pre-defined project program
template for definition of the project program. The structure of the initial project
program could be as follows.
i. Conduct Field Location Survey (FLS)
a) Selection of FLS consultant
b) Approval of Detailed Design
c) Approval of Submitted FLS Report
ii. Preparation of Detailed Estimate
a) Detailed Estimate for Civil, HORTICULTURE and Electrical
b) Approval of Detailed Estimate
c) The estimate shall be prepared block section wise and station wise and
should be able to be consolidated.
iii. Selection of Project Management Consultant
a) Issuance of tender
b) Evaluation of Bids
c) Finalisation of Consultant
iv. Selection of Works Contractor
a) Issuance of tender
b) Evaluation of Bids
c) Finalisation of Contractor
v. Commencement of Work
vi. Testing of equipment and service.
vii. Commissioning of Work
viii. Intimation of shortcomings and defects and compliance

28. The system should enable updation and versioning of project program.

29. The system shall facilitate the following:

i. Create Activities as the base unit for analysis of all information about the project
related to costs, progress, deliverables etc.
ii. Create relationships between activities
iii. Resource Allocation

30. The system should provide the functionality to define a workflow matrix specific to a
contract.

31. The system should provide the functionality to be able to enter milestones,
 [23]

milestone dates and Key Performance Indicators in the system specific to the
contracts

32. The system should provide the functionality to enable consolidation of all
information/data of all the contracts of a particular project in project management
module

33. The work Plan should consolidate into Project Plan

34. Ability to arrive at the Total cost of the project.

35. Ability to create approved budget details (activity wise/ Item wise)

36. Ability to revise the sanctioned value

37. Ability to establish a project budget based on the operational goals.

38. Ability to do budget allocations for projects and PIUs

39. The system should provide the functionality of allocating / distributing project
budget over the project period as per needs of project phases

40. Ability to define project Work Breakdown Structure / Work Scheduling (WBS) by
breaking down to Networks and activities

41. Ability to support Multiple Work Break Down structure

42. Ability to create a repository covering all the packages containing defined
parameters like progress status of all the billable/ no billable items, Bill of Quantities
(BOQ) having quantum of work and unit rates, status of quality checks etc.

43. The system shall facilitate concerned officer to request the representative of other
departments in Project Governance Team to provide detailed estimates for their
department (Civil, Electrical and Horticulture). The system shall forward the relevant
tentative drawings received from FLS to the respective departments through
system.

44. The system should provide customizable templates for preparation of detailed
estimates.

45. The system should allow access of relevant drawings and enable viewing the
drawings.

46. The system should allow access to the database of items in BOQ and additional
items required for detailed estimate, not in BOQ.
 [24]

47. The system shall allow the concern officer to define different subheads of the
detailed estimates by selecting work items from
BOQ and
BOQ

48. The system shall provide access to relevant items for that particular sub-head from
these databases while creating estimates for each component

49. The system shall provide access to other previously performed detailed estimates
to support the process of estimation.

50. The system should provide access to the central repository with previously
performed detailed estimates and historical data related to detailed estimates.

51. The system should allow specifying Non-Schedule (NS) items and their rates and
allow uploading of scanned supporting documents.

52. The system shall forward the detailed estimate to concern departments for
technical and financial vetting once the detailed estimates are prepared.

53. The system shall facilitate preparation of the BOQ for single/multiple package
based on drawings.

54. The system should allow access of relevant drawings and enable viewing the
drawings.

55. The system should allow access to the database of items in BOQ and NS items.

56. The system should provide access to the central repository with previously
prepared BOQs and historical data

57. Facility to forward the BOQ to concerned officer of respective department (Civil /
HORTICULTURE / Electrical) for technical vetting.

58. The system should provide tracking of drawings / designs related to a project
through the approval process along with the due dates in the workflow.

59. The system should allow access of relevant drawings, enabling viewing and
facilitating comments / remarks

60. The system should allow maintaining and identifying drawings, specifications and
other supporting documentation in the Drawing Log.

61. Facility to forward the drawings and designs to the concerned officer (CPWD-PIU /
PMC) for checking and approval once the error is rectified and also

62. The system facilitates the concerned officer (CPWD) to check the submitted
drawings / designs for completeness and correctness.
 [25]

63. The system shall provide access to relevant documents, specifications, manuals,
drawings and designs required for checking the drawings / designs.

64. Provision to forward the comments given by the officer who checks the drawings /
designs and may advise alterations, if required.

65. The system shall forward the drawings / designs to the next level for approval, if
required

66. The system shall facilitate the concerned PIU officer to provide approval after
verification of inclusion of the changes.

67. The system shall track the status of the approval of drawings and send alert if
delays occurred.

68. The system should allow viewing and collaboration on all document types

69. The system should allow viewing and access to engineering documents

70. The system should allow access to relevant documents, specifications, manuals,
drawings and designs required for checking the documents.

71. Projects Monitoring and Controlling

72. The system shall provide templates to enter Detailed Works Programme, for
different Plan Heads.

73. The system shall allow CPM to define/modify the project team by selecting
members from list of concerned CPWD PIU‘s project staff, assign team members
their respective roles that would define the project‘s Organization structure and the
tenure of each project team member on the project.

74. The system shall be able to link up the time recording to man-days booked by the
PMC staff in a month, and would be used to aid PMC‘s invoicing process, as per
PMC Contract‘s Payment terms and conditions.

75. The system shall be able to record the Works progress data entered by the Project
Engineers

76. The System shall be able to check the Quantities against the Contract and given an
appropriate message if the Contract quantities are exceeding

77. Facility to create the Invoice against Measurement Book (Service Entry Sheet)

78. The System shall automatically calculate the invoice value by picking the price from
the Contract and quantity of items consumed for the amount of work done, from the
Measurement Book data (BOQ being an integral base of it).

79. Once the invoice is created, the same shall be approved by the PMC. The invoice
will then be forwarded to the concerned CPWD official for processing.
 [26]

80. The system shall be able to Record the purchase data which shall update the
Materials inventory / at Site Stores managed by the CONTRACTOR. Items added
to or issued from the Stores would employ a streamlined Materials issue and
receipt practice, enabled through the System.

81. The System shall also raise in advance, replenishment notices/alerts to the
CONTRACTOR and PMC so that the items which are low on inventory or could go
below threshold value, are procured in time.

82. The System shall be able to send user defined alerts on infringements, slippages,
project delays or cost overruns. In case the infringements, slippages, project delays
should amount to deductions in payment for the contractor/PMC, the same would
be checked for and applied during invoicing process initiated by the PMC

83. The System shall operate on predefined/configured approval workflows for all
changes to be made in procurement / inclusion of NS items, alignment, drawings or
designs etc.

84. The System shall provide an integrated Incident logging and tracking system for
both the Contractor and PMC. These incidents could refer to events or activities
pertaining to project execution.

85. The system should have a real time cost sheet where project cost information is
available for drilldown by work package or for the entire project.

86. The system should provide real-time cost sheets to manage information around
Budgets, Forecast, Commits, Change Commits, Spends, Variances, Trends, and
more.

87. The system should have powerful Engine to enforce cost and funding controls.

88. The system should allow for configuring the approval workflows based on the
Delegation of Power at CPWD. The system should also allow for configuring other
approval workflows for changes to schedule, designs & drawings, activity plan,
alignment etc.

89. The System should be able to generate various MIS reports for project monitoring
and control on the following heads, but not limited to them:
I. Monthly progress (Timelines, Percentage of Completion)
II. Financial progress (Planned Revenue Vs Actual)
III. Budget (Planned Vs Actual)
IV. Costs (Planned Vs Actual)
V. Approved payments to contractor / PMC
VI. Pending payments to contractor / PMC
VII. Vendor payment history
VIII. Stores inventory status
 [27]

IX. Procurement items forecast

90. The system should enable recording of resource (Material, Labour& Equipment)
consumption against each activity/project

91. The system should enable recording of duration wise, unit wise and physical
progress for each task.

92. The system should provide analysis of the project, based on Earned Value Analysis
and Critical Path Analysis etc.

93. The system should provide report templates and enable configurable reports to
exhibit project related information.

94. The system should provide predefined project management reports and
dashboards based on global project management best practices and ability to
automatically drill down into more information

95. The system shall be able to:

I. Work in Progress (WIP) Accounting.
II. Regulate payments in accordance with budgetary allocation for the work.
III. Monitor the expenditure booking against the CMC’s sanctioned value for the
Projects

96. The system shall track each activity and project based on:
I. Budgeted Cost
II. Actual cost for a period
III. Actual cost to date
IV. Percentage completed
V. Cost to complete
VI. Cost at completion

97. The system should enable to prepare ad hoc report layouts by grouping, sorting,
filtering projects, project activities etc. on various parameters like location,
department, responsible person etc.

98. Project Plan Scheduling and Monitoring

99. The system should be able to conduct critical path method (CPM) scheduling, using
the activity durations, relationships between activities and calendars to calculate a
schedule for the project projecting finish dates automatically.

100. The system should be capable to manage complex projects without any limitation
on number of activities. It should be capable of managing such multiple complex
projects
 [28]

101. The system should help identify and reviewing the critical path of activities (those
activities that affect the completion date for the project or an intermediate deadline,
and if delayed will delay the whole project)

102. The system should enable schedule analysis by enabling the Critical path data pre-
filtered in dashboards.

103. The system should allow conducting Multiple Float Path Analysis to identify multiple
critical paths within a project to help avoid potential delays before they occur and to
help visualize an activity's importance to overall project plan.

104. Should be able to prepare detailed project plan in accordance with the BOQ

105. The system should be able to provide the scheduling of Material procurement plan.

106. The system shall be able to create consolidated financial statements per project
and CONTRACTOR / vendor.

107. The system shall be able to generate alerts in slippages in approval of

drawings/documents from the schedule.

108. The system shall be able to track project cost across project offices and time
periods

109. The system shall be able to track vendor invoices and their payments with respect
to advances, job competitions, outstanding dues against other projects etc.

110. The system shall be able to allow for splitting of an expense item across multiple
project

111. The system shall be able to calculate the percentage completion of the project
using the following measurement techniques:
I. Start-finish rule (i.e. percentage completion of the project is based on the
number of activities completed)
II. Time proportionality (i.e. percentage completion is defined by the time spent
on the project to the total time allotted for the project)
III. Milestone technique (i.e. milestones are defined for the project, completion of
which would be used to compute the total completion of the project)

112. Project Baseline & Variance Analysis

113. The system should allow preparing multiple baselines to capture the initial project
plan and revisions. The system should also enable to keep multiple versions of the
baseline and categorize them accordingly, e.g., initial plan, approved, latest catch-
up etc.

114. The system should allow benchmarking current project against any baseline and
make the entire team aware of how the project is performing.
 [29]

115. The system should allow restoring baseline and do controlled update to baselines
to accommodate scope changes

116. The System should be able to perform complete variance analysis with respect to
planned duration, schedule, cost and efforts at different level of project WBS.

117. Maintaining Standard Tender related Documents such as SBD, BOQ

118. System should provide the provision to revise the list of Project BOQ items during
various project’s execution when some unidentified items being purchased for
Works execution or some NS items getting repeated in different projects.

119. System should provide the provision to ―Newly identified items‖ when the new and
/ or repetitive set of BOQ items (as well as Non Scheduled items) get identified
during projects execution.

120. Project BOQ should be updated in the System after negotiation with bidder.

121. In case of items which are not available in BOQ but required specifically for the
project and some of the items which are available in Standard BOQ but the rates of
these items are dependent upon lead of input materials received in the System, the
System should provide the provision to aid the concerned official of PIU in
analyzing the rates for arriving at estimated rates to be adopted for each project
separately.

122. The rates adopted in the BOQ should be updated on an annual basis for each
Schedule on an overall basis through the System, considering the latest market
rates that were obtained over the BOQ rates for each schedule in recently awarded
tenders.

123. After receiving these changes through the System, Manager of concerned
Department should be able to send it to Competent Authority for approval through
the System.

124. System should be able to send notification to all PIU on the updates made to the
BOQ, SBD. This version of BOQ and SBD should become the version to be used
by CPWD for all future tenders.

1.1.2 Business Functionality for Finance

General

1. The access shall only be provided to authenticated and authorised users.

2. Flexibility to define fiscal year including start month and end month

3. Ability to define 12 periods / month within fiscal year

 [30]

4. Provision for separate logical periods for the purpose of annual closing activities

5. Multiple sets of same books of accounts are permitted.

6. Allows closing of fiscal periods to restrict transaction posting.

7. Allows to keep multiple periods open across financial years or within financial year

8. Ability to reopen closed period, subject to valid authorization.

9. Ability to define exchange rates within multiple currencies vis-à-vis base currency.

10. Flexibility options for posting of these differences meet criteria defined by the Indian
Accounting Standards

11. Ability to draw complete set of books of accounts such as profit and loss account,
balance sheet for the legal entity, each circle, division, Zone etc.

12. Availability of various document types for different financial transaction

13. Availability of system generated numbering for the documents

14. Availability of option of manual numbering for certain documents

15. Numbering sequence for all documents is reset per fiscal year.

16. Flexibility to control posting to specific ledger accounts with specific documents

17. Flexibility to date formats, number formats per user.

18. Record and tracking of audit objections and corrective actions taken

19. Reconciliation of all units in the field and head office

20. Support definition of Organization structure as legal entity, its Zonal, Regional,
circles, divisional offices etc.

21. Support definition of country, regions, sub-regions to meet legal requirements such
as GST, TDS, state taxes and local corporation taxes & duties

22. The system shall provide security mechanisms to ensure confidentiality of

documents in electronic format.

23. The scanned copies of submitted bills and other documents shall be kept with high
standards of security for record-keeping and audit.

24. Receipt of electronic submissions, including the date and time of submission, shall
be acknowledged immediately, and shall also be sent electronically

25. The system shall enable creation of detailed reports based on the various
parameters as per the requirement. These reports shall be available at the click of a
button.
 [31]

26. The system shall enable exporting these report in different formats like Doc, Xls, Pdf
etc. or as desired by the user

27. The system shall have provision for alerts to be automatically raised, as defined by
the process requirement and sent to the concerned recipients by email/SMS. These
alerts can be of confirmation, status update or escalation.

28. The system shall enable definition of workflow for the process and easy
configuration of user interface by the administrator

Financial Vetting

29. Provision shall be made to pre define the areas that needs to be vetted for each
category.

30. System shall send proposals to be vetted to concerned officials as appropriate.

31. Scrutiny of proposal:

I. The system will check the Competency of sanctioning authority using SOP
II. The appropriateness of expenditure is checked through possibility of reference
of past vetting of similar cases, rate analysis etc. The previous rates of similar
items or variation of quantity in similar projects shall be available in the system
III. The system will check the Non Schedule items with the BoQ and will validate
the rates if the item is present in BOQ or used in other project.

32. Detailed estimates are prepared by system hence using approved rates and
quantities available in system. Hence there is no scope of arithmetical inaccuracy.
Finance will generate reports from system to
I. Validate unit rates w.r.t. BOQ, rate analysis, quantity etc.
Validate variations for escalation & other than escalations factors against
abstract estimate
II. Validate Budget Outlay for the current financial year in the project concerned

33. I. Vetting of Bill of Quantities (BOQs) includes vetting of variations in quantity.

System should be able to check whether BOQs rates are identical to rates used
in Detailed Estimates. In case any discrepancy, system will flag it. Finance
official can seek clarification through the system for the justification of variation.
Vetting is also automatically taken care, System notifies all authorized users in
case of Vetting.
II. The system shall be able to check whether the sanction of BoQ and any
variations are approved by the competent authority as per the SoP. In case
there is a discrepancy, system should raise an alert.
 [32]

34. Vetting of Bid Documents includes works and PMC tenders

System should compare whether there have been any changes from the Standard
Bid document and highlight those areas.
System shall particularly see the areas like EMD, Performance Security, and
Eligibility Qualification Criteria (EQC) etc. And highlight if there are any deviations in
the same.

35. The System will give provision to authorize finance official to ask clarification if
required for vetting from the concern person.

36. There should be a provision for fetching the earlier vetted proposals and the
comments made on them.

Payment to Contractor/PMC

37. The system shall allow raising of invoice and options to upload scanned documents.

38. The system will provide templates for raising the invoice to the for different types of
work:
i. Mobilization advance
ii. Provisional Payment
iii. Payment against Measurement Book
iv. Final payment
v. Payment against Price variation etc

39. All the invoices will be raised by the PMC. All the invoices will be raised through the
system.

40. The system shall aid in generating the invoices by fetching the rates from the
contract and the quantity from the measurement book.

41. The system shall confirm whether the bill is approved by the competent authority.

42. The system then shall facilitate to make the following checks:
i. Check bills as per agreement/contract and Measurement Books
ii. Check rates are taken as per contract or approved rates.
iii. Check that quantity claimed is within the approved quantity in BOQ or NS items.
iv. Check all mandatory tests done. Check Test Certificate provided by agency.
v. Check date of completion (DOC)
vi. Check if all the required certificates like certificate and acceptance by the
employer, certificate of payment signed by CPM/project director/CA, have been
recorded
vii. Check the calculations and recoveries like TDS, CONTRACTORT (Work
Contract tax), Labour cess, Royalty, Mobilization advance, Interest on
mobilization advance etc.
viii. Refer validity of related documents, bank guarantee and insurance available on
 [33]

date.

43. In case of final bills the system shall facilitate to check the following additional things
i. No claim certificate has been submitted by the Contractor
ii. Work has been completed as per contract
iii. Quantities claimed were as approved in variation statement if any.
iv. Final corrigendum/addendum is approved by CA after finance vetting
v. Material reconciliation statement is signed by contractor. (Material issued to
contractor is consumed or returned by contractor.)
vi. All the free material supplied to contractor is accounted for Scrap is submitted
by contractor if applicable.
vii. Check the certificate from employer stating that all material supplied to
contractor is reconciled
viii. Checked that nothing is due against contractor
44. System shall allow authorised users to access invoices, approved rates, quantities,
required certificates, RFI etc. to check/validate invoice manually.

45. System shall have option for mobilization advance payments, recovery, with holding
of payment etc.

46. CPM shall be provided option to issue certificates related to work completion etc.

Arrangement of Payments – NEFT/RTGS/Cheques and Reconciliation of Bank A/c

47. System should have provision to manage Bills/ vouchers, available with Finance
Department for record keeping. All these documents should be available in form of
invoices in system.

48. Once approved by the competent authority, the system shall make necessary
entries in the books of accounts

49. Once accounting entries are made, the system shall allow the payment process.
System should provide provision to Banking Official of Finance for selecting mode of
payment with suggestion for selection of these modes on the basis of account
details available in Invoice. Following modes should be available for payment.
i. Payment Advice
ii. NEFT
iii. RTGS
iv. Cheque
The preferable mode of payment will be NEFT (upto 2 lakhs) or RTGS (> 2 lakhs)

50. System should be able to auto generate the payment instruction file; Competent
Authority should be able to review the auto generated file and should be able to edit
the file if required.

51. System should provide provision to make payments through cheques also.
 [34]

52. Cheques should be printed through System and System should provide provision for
digital signature by the Competent Authority. There should also be a provision to
assign a system generated number on the cheque.

53. System should generate a list of payment on the basis of Printed cheques, which
should be reviewed and reconciled with the bank statement received online/ in soft
copy.

54. System should provide provision to make payments to all government organizations,
statutory authorities for TDS, CONTRACTORT/ labour cess, service tax etc.

55. After payments, mode of payment/reference numbers are captured along with the
paid bills/vouchers for record keeping and system also gets updated with these
details/reference numbers.

56. System shall make the payments on First in First Out (FIFO) basis

57. System shall provide overriding authority to select authorized official to overrule
FIFO method, but mandatorily ask for the reason for the same

58. System shall also support exception scenario such as cheque revalidation,
cancellation, duplicate cheque printing, etc.

59. System shall send reconciliation statements to concerned officials as defined by

rules.

60. System shall facilitate the user in matching of the cheque issued/ ECS or NEFT
Transaction Id against the cheque realized/ ECS or NEFT executed based on the
information received from the bank. Provision shall be made to receive statement
from the bank in the soft format through the portal and do auto reconciliation.

61. System shall generate an exception report to settle differences with the Bank
subsequent to the reconciliation process

Demand for Release of funds from Government / SPVs

62. The system should be able to categorise project based on the funding agency and
should provide the statements needed by these agencies to support the demand of
funds.
System should be able to generate project wise Report for
i. Expenditure during the year till date of demand including management fees and
common expenses (pro rata booking of common expenditure)
ii. Revised/ Latest estimated cost of project (including expected Price variation)
iii. Status of physical progress of the project
iv. Revised completion target
v. Management fees as per agreement
 [35]

63. System should be able to calculate balance funds available for project expenditure.

64. System should be able to assess of anticipated project expenditure (quarterly/half

yearly/annually), taking into consideration the Budget Outlay(Demand)

65. Concerned official should be able to update the status of demand request when
Funds directly credited to CPWD‘s specific current account.

66. System should be able to prepare Receipt Vouchers for funds and accounts should
be updated accordingly.

67. System should have provision to send an advice to CPWD and notification through
email as well.

Custody of Insurance Documents and Maintenance, Release & Encashment of Bank

Guarantee

68. Contractor should be able to furnish Details of Insurance and Bank Guarantee (BG)
in a pre- defined format through the System and original documents should be
submitted to finance department of PIU.

69. System should provide provision to upload scanned copies of BG and Insurance
documents. System should send a notification to Finance department about
uploading of documents.

70. System should be able to check whether Insurance and BG are as per contractor
not e.g. amount, date of validity, Project name, number & location, date of
submission of documents etc. The system shall auto assign the Bank Guarantee to
respective project.

71. System should provide provision to CPM/Project director for verification and
approval of details of Bank Guarantee (BG) and Insurance documents.

72. System should provide the checklist for verification for the same.

73. System should provide provision to the Contractor to make covering letter for BG
with the help of templates available in the System.

74. After pre-screening, in case of BG, System should be able to record the confirmation
about genuineness of BG with relevant details. System should provide provision to
finance official for file confirmation letter received from bank in case of BG and
upload scanned copy of letter on system.

75. System should provide intimation (email/SMS) to Finance Official and concerned
CPM before 2 months of expiration of BG or Insurance. Also in case of BG
intimation goes to Bank as well.

76. CPM should be able to raise a request for extension of date of BG, if required
 [36]

77. System should provide provision for approval of extension Request of BG.

78. If BG extension received then concerned official should be able to update extension
details of BG in the System.

79. System should provide provision to CPM to raise a request to release BG in system.

80. On receiving request CPM, finance official should be able to release BG to

contractor and should update status of BG in System.

81. System should allow release of BG due to following reasons:

i. In case contract is not awarded then BG is returned to all unsuccessful bidders.
ii. Work is finalized and approved as per contract
iii. If new BG is submitted by contractor due to various reason then old BG is
released
iv. If extension of BG is not required

Financial Accounting & Taxation: Maintenance of Accounts data and Bank reconciliation

82. The System should provide for the following Global settings to be defined for
Finance and Accounts

83. A. Accounting Structure:

84. The system should be able to capture common expenditure pertaining to projects
like:
i. Distribution of common expenses between/among projects and then sub-heads.
ii. Distribution of management fee being changes on the projects as per the
specified percentages on those specific projects.
iii. Calculation of depreciation on assets on any specific date may be provided by
the system.
iv. The assets should be linked with the user
v. All dues/outstanding of any customer/contractor/vendor and employee should
be available on a single window as status at any point of time.

85. Ability to define Legal entity, HQ, Regional office, other units etc. with automatic
General Ledger level consolidation

86. Ability to support flexible Chart of Accounts design for capturing information to meet
various reporting and analysis requirements of CPWD without duplication of data.

87. Ability to view & maintain the chart of accounts online with the provision to prevent
deletion ofany data.

88. Ability to support future expansion in operations of CPWD for e.g. additional
Location (PIU wise, account wise) etc.

89. Ability to provide parent, child, sub child and further relations between various
 [37]

accounts in a chart of accounts. System should not allow posting to the parent
account.

90. Ability to define rules that ensures validity of various combinations of chart of
accounts.

91. Set up security by various user groups to restrict access for those account ranges
that belong to a different departments/groups

92. Account level security by user should be available. e.g.: The system should restrict
user entering or reviewing balances for certain account or range of account

93. Ability to restrict an account posting to a specific cost center or project etc.

94. Ability to create account only for budgeting purposes and for limited periods.

95. Centralized account maintenance capability. This will ensure that any addition or
change in the account code in the master chart of account will be available
automatically in all the ledgers/books.

96. Ability to group the accounts by different types (user defined) e.g. assets, liabilities,
etc.

97. Ability to drill down on any Ledger A/c in the chart of A/c to see the details of the
Ledger

98. Ability to define more than one Chart of Accounts, if required by CPWD

99. Ability to support multiple GAAP representations to meet statutory and regulatory
requirements.

100. Ability to assign an activity status to accounts (e.g. active, inactive)

101. Ability to retrieve an account master record via account alias

102. The System should be able to handle creation, edit and deletion of Voucher entries
for Ledger Accounting. The following Accounting Vouchers would get automatically
maintained:
i. Journal Voucher (requires Plan head, Source of fund, Name of project, Head of
expenditure, Ledger heads) (Plan Head, source of fund, Name of Project
combined makes a cost centre)
ii. Payment Voucher
iii. Contra Voucher
iv. Receipt Voucher

103. The System should be able to generate Expenditure statements of PIUs along with
the comparison with budget.

104. The System should be able to convert Bank Statement extracts to relevant Ledger
 [38]

entries within its database

105. The System should be able to handle reconciliation of Debit & Credit entries

106. The System should be able to generate the Bank Reconciliation Report

107. The System should be able to generate MIS reports for all Ledger accounting
transactions, as required by CPWD without having the need for separate Data
warehouse and Business Intelligence systems

108. System should be able to provide approved invoice/bills with uploaded supported
documents by different departments of CPWD.

109. System should be able to capture expenditure details of PIUs with supported
documents/vouchers on weekly basis.

110. On the basis of expenditure details received from PIUs and approved invoice/bills,
System should be able to maintain following Accounting Vouchers (voucher entries
performed) for Accounting:
i. Journal Voucher (requires Plan head, Source of fund, Name of project, Head of
expenditure, Ledger heads) (Plan Head, source of fund, Name of Project
combined makes a cost centre)
ii. Payment Voucher
iii. Contra Voucher
iv. Receipt Voucher

111. System should be able to take care for following validations while making Voucher
entries:

112. System should be able to calculate correct deduction of statutory dues.

113. System should be able to take care of proper head of allocation according to chart of
accounts is written on it.

114. System should provide Code (According to chart of accounts) for allocation to a
particular project.

115. System should be able to provide voucher details with supported bills/challan/office
order for payment.

116. Payments would be processed post scrutiny concerned F&A staff, on the basis of
the delegation of power.

117. The approval workflow of the system shall be able to send the electronic payment
vouchers to AM / Manager, Banking Operation (BO) for payment.
 [39]

118. System should provide Vouchers related to payment in following voucher types:
i. Cheque Pay Voucher (For electronic cheque printing)
ii. Payment – Head Office (HO) (For manual cheques)
iii. Payment RTGS (For funds transfer, where account of beneficiary is in any bank
other than transferor bank)
iv. Payment Advice (Funds transfer to accounts of beneficiary, where account is
maintained in same bank)

119. The system shall allow execution of the payment process for online transfer of
money (RTGS, NEFT). An electronic payment advice would be generated by the
System which will be sent to the Bank

120. System should be able to check that every entry should pass in such a way that
every credit and debit to a particular party/employee can be traced with the entry.

121. The system should provide the facility prints would be taken from the System of the
electronic vouchers along with their supporting vouchers and would be kept in the
space provided by CPWD

122. System should provide every ledger head in accounts department based on the
Chart of Accounts. The Chart of Accounts should be compiled with a view to
systemize the maintenance of accounts ledgers in CPWD by providing a meaningful
nomenclature and (10 digit) numeric codes to each ledger. The numeric codes
should assigned taking into consideration the requirements of preparation of
accounts in conformity with Revised Schedule VI of Companies Act, 1956 and
International Financial Reporting Standards (IFRS)

123. In System, The Chart of Accounts should also accompanied by a scheme of cost
centres that helps to identify expenses on a particular project and branch.

124. After making posting entries on respective Ledger heads, System should send
vouchers online to concerned official for payment. System should be able to make
payments related to PIUs/branches directly, after payments entries are passed in
System.

125. System should provide facility to scrutiny of vouchers and vouchers should be print
(at month end), affixed with supporting and System should provide safely storage of
Vouchers in a file.

126. For periodic Bank reconciliations of debit and credit entries, Manager (F&A) (BO)
should be able to extracts Bank Statement either from Banking person or through
the Bank‘s website

127. The finance official should be able to match the deposits & payments on the Bank
Statement with those recorded in the Bank books.
 [40]

128. The finance official should be able to trace the entries which should be entered in
System but not realized by Bank and vice versa. The finance official then should be
able to reconciles the difference(s) between Bank and System

129. Once the pending debits & credits should clear Manager (F&A) (BO) should
reconciles those items and should prepares the Bank Reconciliation Report.

Preparation of Balance Sheet under different Requirements

130. The System should be able to extract Ledger Account entries for Trial Balance

131. The system shall alert the concern F& A official on predefined time to perform trial
balance.

132. The system shall send alert to all concern approval authorities for finalization of
accounts

133. The system shall prepare financial statement of 3, 6 and 9 month.

134. The System should be able to initiate Audit of Accounts and capture results of the
Audit

135. The System should allow revision of Ledger Accounts data for Financial Statements
preparation

136. The System should be able to trigger approval workflows for Finalization of Accounts

137. The System should be able to prepare account in predefined template of Forms
23AC and23ACA for filing returns.

138. The system will generate summarized Financial statements

Accounts Receivables

139. System should be able to maintain an Accounts Receivable master record with the
following details:
i. Customer Code
ii. Customer Name
iii. Customer Address
iv. Customer phone no.
v. Customer e-mail id
vi. Customer Credit
vii. Customer payment terms
viii. Customer Bank Account details
ix. Prior Payment History
x. Description
xi. Invoice Number and Date
 [41]

140. Should generate alerts / reminders based on the Payment terms with the customer

141. Should generate codes for new services

142. Should generate codes in user defined formats

143. Should be able to change the code for a service in future by adding suffixes

144. Should be able to change the code for a service in future by adding prefixes

145. Should maintain a list of Service / Service codes

146. Should be able to perform all transactions related to a customer with reference to its
customer code

147. Should be able to generate Invoices for a customer/service based on automatic

capture of data

148. Should be able to use user defined formats for the invoices

149. Should be able to generate reminders and alerts for invoiced and due from
customers

150. Should generate receipt for cash / check payments

151. Should be able to automatically update the accounting records as soon as the
receipt is generated

152. Should be able to generate reminders to clients for payments before 180 days

153. Should be able to send across the certificate to the vendor through electronic mail

154. Should be able to record reasons against late payments made by customers

155. Should generate reports on Ageing analysis for payments due

156. Should maintain and generate reports on Outstanding from customer with reasons
and action plan

157. Should be able to separate the creation and approval of customer invoices and
modifications

158. Should be able to account for cash receipts

159. Should be able to support accounts receivable reporting including:

i. Throughputs by revenue category, customer and period;
ii. Customer performance;
iii. Cash due in, by period; and
iv. Discount received

160. Should display the account balances for customer

 [42]

161. Should show account balances for the Previous year‘s figure and the YTD figure

162. Should be able to reverse Invoices

163. Should be able to generate trend analysis based on the customer hierarchy

164. Should be able to generate a list of inactive customers and then delete it after
necessary approval

165. Should be able to reprint invoices (upto 5 years)

166. Should automatically link receipts to the Invoice

167. Should be able to do accounting of Invoice & realizations in foreign currency

168. Should be able to calculate interest on overdue balances as it may be specified by

the user

169. Should have the provision of trail balance, aging reports and accounts receivables
action reports

170. Should be able to allocate cash receipts to invoices including the ability to hold
unallocated reports

171. Should be able to analyze customer payment performance

172. Should be able to generate ad-hoc customer inquiry/reporting

173. Should be able to generate ad-hoc receivable inquiry/reporting

Accounts Payable

174. Should maintain a Payables register with the following entirely:

i. Invoice Number
ii. Date of receipt
iii. Amount
iv. Date sent for approval
v. Person sent for approval
vi. Approval receipt date (later)
vii. Transmittal number (later)

175. Should be able to register Invoices received and generate a scroll no

176. Should be able to define template for invoices

177. Should be able to receive, electronically, with digital signatures, invoices from
contractors, consultants

178. Should be able to perform centralized receipt and payment of invoices

 [43]

179. Should provide:

i. invoice register facilities
ii. certification of invoice values

180. Should update General Ledger:-

i. at the time of bill passing
ii. at the time of approval of GRN
iii. Service receipts in case of service type payment

181. Should be able to make recurring payments at a frequency other than month

182. Should be able to perform release - approval hierarchy for Invoice approval

183. Should be able to provide the following fields in the transaction record:
i. vendor code
ii. vendor reference invoice number
iii. unique transaction reference for internal use
iv. invoice type, terms, invoice date, invoice receipt date, posting date, due date,
period
v. gross amount, discount/deductions, penalty deducted for late delivery
vi. other deductions, net amount, quantity, unit price, transaction currency,
currency rates
vii. payment method e.g. cheque, telex transfer
viii. bank details
ix. narrative
x. GL code
xi. hold information
xii. status code
xiii. flag prepaid for items
xiv. whereabouts of invoice for tracking

184. Should enforce additional check for verification for period specified invoices

185. Should alert at the time of invoice receipt and entry as to whether the invoice is
duplicate

186. Should be able to reference GRN under which the items were received

187. In case of a service contract, should be able to provide a unique reference

188. Should check for duplicate vendor invoice amounts

189. Should check for duplicate vendor invoice numbers

190. Should alert and stop transaction if the invoice has already been paid
 [44]

191. Should be able to enter general ledger code distributions on:

i. purchase orders
ii. vendor record
iii. individual lines on an invoice
iv. invoice total
v. automatically distributed based on user-defined percentages

192. Should be able to copy details automatically from the purchase order to the invoice

193. Should be able to edit copied details from the purchase order

194. Should be able to prevent (access rights) users from changing details copied from
the purchase order GL distribution codes should be validated:
i. in the AP
ii. interactively in a GL
iii. only when interface files are input to a GL Validation should be on-line and/or in
batch.
iv. Invalid transactions should be rejected or posted to suspense

195. Should check that the total recorded against the distribution lines equals the total
invoice sum

196. Should be able to capture data for printing cheque automatically from the system
i. Vendor
ii. Amount
iii. Other details

197. Should be able to customize cheque printing format

198. During the cheque printing routine, should print asterisks or wild characters to fill up
the numeric and description blocks not being used in the amount and word fields of
the cheque. There should be a provision for printing system generated number on
the cheques printed for tracking.

199. Should be able to process credit notes

200. Should be able to process invoices with both debit and credit lines

201. Should be able to match a credit note with:

i. parts of one invoice
ii. parts of several invoices
 [45]

202. Memo postings should be made immediately such that they would be available for
inquiry purposes
i. Posting should update:
ii. accounts payable
iii. general ledger
iv. purchase order processing
v. if the bill passed amount is different than the PO amount, the effect will go to
store ledgers

203. Should be able to save supporting detail associated with the suspended item in the
same format as it was originally entered, and transferred to the proper code when a
correction is made

204. Transaction types should be by default AP voucher for all transaction through AP.

205. Should post generated transactions automatically to the general ledger

206. Should be able to do posting real time.

207. Should handle discounts:

i. as an amount
ii. as a percentage of individual invoice line items
iii. as a percentage of an invoice total
iv. based on the volume of the product purchased from the vendor & Discounts
received after actual delivery.

208. Should post discounts automatically to the correct general ledger account for
discounts

209. Should be able to process more than one accounting period typically previous and
future periods

210. Should be able to handle accruals with automatic reversal in the next period

211. Should be able to accept:

i. balance forward
ii. open item accounting

212. Should be able to match invoices to goods and services received which have
generated, on receipt, an accrued liability
 [46]

213. Should be able to search by:

i. supplier name
ii. supplier short name
iii. post code
iv. invoice number
v. invoice reference
vi. purchase order number
vii. cheque number
viii. transaction date
ix. transaction value
x. other please specify

214. Search should support wild card characters

215. Should distinguish between types of prepaid advances & adjustment of same while
passing the bill

216. Should be able to select bank accounts for disbursements, including reviewing
multiple bank accounts to determine the proper account to issue checks from

217. Should have on-line help and value prompting

218. Should be able to process unmatched GRN at the end of any date/month

219. Should be able to check with payment-terms of PO to get schedule of payment on

respective date.

220. Should be able to provide screen vision of receipts of imported materials/Equipment/

Engg-spares before passing bills of clearing-agents.

221. Should generate liability statement for transporters invoices as against materials
already received by CPWD

222. Should be able to generate AP/RECEIPT voucher for mapping of respective

invoices e.g. refund received from suppliers

223. Should be able to maintain open items in both local and foreign currency

224. Should be able to maintain standard currency exchange rates for each foreign
currency

225. Should be able to handle multiple standard exchange rates for a given currency
based upon effective dates

226. Should be able to override standard currency exchange rate with each input
transaction When the standard exchange rate is overridden, output report generated
should show:
i. the standard exchange rate
 [47]

ii. the override exchange rate

iii. the person entering the override transaction

227. All postings and account balances should be maintained in both local currency and
user- defined foreign currencies

228. Should be able to calculate foreign exchange gains/losses

229. Should generate numbers to Vouchers automatically

230. Should be able to define the formats for numbering:

i. at the time of installation
ii. any time after go live

231. Should be able to post foreign exchange gains and losses to a user defined general
ledger code:
i. at payment generation
ii. after revaluation against the new exchange rate
iii. after reconciliation of a payment

232. Should be able to handle payments in currency other than that of the original invoice

233. Should be able to process manual cheques

234. Should be able to handle voucher preparation and cheque preparation as two stage
activity manual cheques should close `open payable' items Cheque no. should be
entered for manual cheque

235. Should be able to display manual cheques appear on the cheque register

236. Should be able to do automatic processing of recurring payment transactions

237. Should be able to specify an end date

238. Should be able to report automatic payments on a separate payment register

239. Should be able to make recurring payments at a frequency other than monthly

240. Should be able to make recurring payments after editing the data for the current
months modifications if any

241. Should be able to pay vendor on one cheque for more than one invoice

242. Should be able to handle multiple bank accounts in the same processing run

243. Should be able to stop payment of a specific invoice temporarily

244. Should be able to make payment during the same processing cycle that the invoice
was entered

245. Should be able to make part payments

 [48]

246. Should be able to pay invoices as specified without regard to the payment
scheduled date

247. Should be able to make a cheque on a different date than the payment voucher date
and if both dates fall in different accounting periods than in which period the effect
will be taken

248. Should be able to issue post-dated cheques

249. Should list in advance all individual items to be paid on the next payment date of the
cheque processing cycle

250. Should be able identify all duplicate payments

251. Should include outstanding credit notes in the payments calculation

252. Should be able to specify individual general ledger codes for each Bank account

253. Should be able to handle advance payments with and without invoice

254. Should be able to make advance payments without a purchase order but based on a
Letter of Intent

255. Should be able to pass cheque reference numbers into the general ledger to assist
with bank reconciliation's

256. Should display balance is lying in the party account at the time of making payment
and the detail of the balance can be drilled down from payment screen.

257. Should be able to identify duplication of cheque no. used with reference to payment
voucher No. In case of posted payment being voided, GL posting should be
automatically reversed

General Ledger

258. Should be able to maintain multiple chart of accounts, if required in the case of
Projects.

259. Should maintain project codes, contract codes, and job codes or assigned cost
centres.

260. Should be able to maintain task codes or activity codes assigned within projects.

261. System shall allow user to define various budget heads and allow grouping of
budget heads. Capital Budget and Revenue budget heads should be provided.

262. Should be able to create and maintain accounts and account information on-line

263. Should be able to delete inactive accounts in-line if date of last activity is in the prior
year and the account balance is zero
 [49]

264. Should be able to create memo accounts for collecting non-financial statistical
information

265. Should be able to make multiple accounting periods to be open at one time

266. Should be able to post pre-payments like depreciation, internal charges for
manpower, fixed assets depreciation, etc.

267. Should be able to post adjustments to prior year

268. Should be able to segregate expense accounts by Cost/Profit center, department,

Corridor and Contract & contractor

269. Should be able to terminate a recurring journal entry based on the automatic
accumulation of all payments equalling total commitment

270. Should be able to set starting and ending period/year for recurring entries

271. Should be able to enter and maintain statistical information either along with or
independently of journal entries

272. Should be able to make journal entries for current and future period

273. Should be able to transfer or consolidate accounts and automatically combine all
details

274. Should be able to record settlements and adjustments through journal entries

275. Should be able to look-up by account number and description during entry

276. Should be able to close a batch of journal entry transactions that is not balanced

277. Should be able to create automatic recurring journal entries

278. Should be able to create automatic recurring entries that allocate one account
balance among several others based on ratios

279. Should be able to carry out reversal of journal entries

280. Should be able to post journal entries in batch

281. Should be able to sort information from a header record in each transaction

282. Should be able to repeat details from the previous journal (e.g. date, description)
while at the same time preventing duplication of journal entry

283. Should be able to debit or credit a control account by the same journal Voucher

284. Should be able to enter description for each detail line of a journal

285. Should not be able to post balances without an associated transaction

 [50]

286. Should be able to create multiple batches of journal entry at one time

287. Should be able to automatically accept and post journal entries from Account
Payable, Accounts Receivable, etc.

288. Should have unique number for each journal entry

289. Should prevent duplicate posting to the same account

290. Should be able to check before a period close that all the vouchers have been
authorized and posted and Should give a warning if some unauthorized /un-posted
voucher remains in the system

291. Should ensure at year-end close that all entries are in balance and that all periods
have been closed

292. Should identify and process accruals with automatic reversal in the next accounting
period

293. Should be able to automatically post accrual/reversal entries after closing Should
automatically roll-up detail accounts to summary accounts

294. Should be able to calculate and maintain current, prior, and previous year
comparative information

295. Should be able to revise invalid journals

296. Should be able to define a number of suspense codes

297. Should be able to post errors to different suspense codes according to the source

298. Should be able to correct transactions posted to suspense real time

299. Should be able to save and transfer all supporting detail of the suspended item as
originally entered when a correction is made

300. Should be able to capture cash advances paid to the employees

301. Should be able to generate Bank Payment vouchers based on these settlement
expenses

302. Should be able to generate Cash Payment vouchers based on these settlement
expenses

303. Should be able to maintain Bank required formats for Employee payment advice

304. Should have a GL report writer

305. Should be able to generate unlimited number of financial reports for balance sheet,
income statement, supporting schedule, cash flow and other specific account
analysis
 [51]

306. Should be able to perform statistical calculations such as percent to total, or other
statistical analysis of accounts

307. Should be able to specify account for inclusion by :

i. natural account number
ii. profit center / cost center
iii. range of account numbers
iv. range of account numbers with specified exceptions

308. Should be able to specify the contents of each column with no restriction i.e. current
month, current budget, year to date, budget to date, last year to date

Cash/Bank Management

309. Should be able to capture petty cash transactions in different locations on areal time
basis

310. Should be able to maintain the following information on the Bank record:
i. Bank code, Branch name and address, Type of Account
ii. Account No
iii. Fund based Limit
iv. LC limit
v. Bank Guarantee Limit
vi. Signatories authorize to operate the account
vii. Relevant GL code
viii. Name of the contact person
ix. Telephone No
x. Balance as per Bank

311. Should be able to add and maintain the cheque book No. issued by the bank

312. Should be able to generate a projected cash flow statement, monthly (10th of every
month)

313. Should include Bill discounting and other Bank Loans for projecting cash flows

314. Should generate a report before the payments run to list payments to each vendor

315. Should be able generate payment forecast for the specified periods

316. Should generate comprehensive cash requirements reports by period planned

payment run date

317. Should generate comprehensive cash requirements reports by bank

318. Should generate comprehensive cash requirements reports by Vendor type

319. Should generate comprehensive cash requirements reports by combination

 [52]

320. Should generate comprehensive cash requirements reports as defined by the user

321. Should be able to generate cash requirements for an individual vendor and
displayed on-line

322. Should take cash requirements reports and inquiries into account:
i. registered, but unapproved invoices
ii. projected payments in respect of goods received, but not invoiced
iii. projected payments in respect of goods on order, but not received

323. Should be able to carry out voucher preparation and cheque perpetration as two
stage activity

324. Should be able to close `open payable' items by manual cheques

325. Should be able to make recurring payments after editing the data for the current
month's modifications if any

326. Should be able to make payment on more than one invoice for a vendor on one
cheque

327. Should be able to use multiple bank accounts in the same processing run

328. Should be able to stop payments to specific vendors temporarily

329. Should be able to make payment during the same processing cycle as that the
invoice was entered

330. Should be able to make payments on invoices as specified without regard to the
payment scheduled date

331. Should be able to make part payments

332. Should be able to make a cheque on a different date than the payment voucher date
and if both dates fall in different accounting periods than in which period the effect
will be taken

333. Should be able to issue post dated cheques

334. Should display all individual items to be paid on the next payment date in advance of
the cheque processing cycle

335. Should identify duplicate payments

336. Should include outstanding credit notes in the payments calculation

337. Should be able to specify individual general ledger codes for each bank account

338. Should be able to make advance payments with and without invoice

339. Should be able to pay advance without a purchase order but on a letter of intent
 [53]

340. Should pass cheque number reference into the general ledger to assist with bank
reconciliation's

341. Should be able to make multiple payment runs per accounting period

342. Should show the balance lying in the party account at the time of making payment
and the detail of the balance should be able to be drilled down from payment screen

343. Should identify duplication of cheque no used with reference to payment voucher
No. Account Payable/GL

344. Should automatically reverse GL posting if a posted payment is voided

345. Should perform automatic bank reconciliation every 15 days or as set by the user

346. Should have in-built bank reconciliation facilities

347. Should identify and report gaps in cheque sequence

348. Should be able to identify and generate a listing of outstanding cheques

349. Should include voided, cancelled or returned cheques in reconciliations

350. Should be able to calculate un-cleared payments by vendor during reconciliation

351. Should be able to identify and flag the un reconciling items

352. Should be able to specify the date of realization of cheques or collection

353. Should be able to capture date of Bank Transfer

354. Should be able to import the bank statements for the purpose of bank Reconciliation

1.2 Approaches for standard ERP Implementation

1.2.1 Adoption of best practices: Process Improvements as deemed fit will be done to
enable CPWD to adopt some of the best practices embedded in the standard
ERP Solution. The areas that can bring maximum benefits will be identified by
the bidder in close coordination with CPWD process owners. Since process
improvement is a part of overall implementation plan, the bidder should
recommend possible places of process improvement, detailed in the plan.
1.2.2 The bidder is required to capture all the processes in practice at CPWD for the
Redevelopment Project Zone at the time of business blue printing and
implementation of the ERP. Wherever possible CPWD would like to adopt the
best practices and standard processes available with the standard ERP
solution, including Reports and Forms to the extent possible.
1.2.3 The below list of objects developed or changes to standard objects shall be
considered as maximum “Configuration” and minimum possible “Customization
or development”. The bidder shall not expect or propose any additional charges
 [54]

for developing/customizing these objects. It is expected that such efforts are

part of the normal effort for implementation of the standard ERP solution
a. Use of standard ERP solution provided Customer/ User Exits to achieve
specific process requirements/ expectations
b. Configuration of Field selection and Screen Layouts
c. Definition and assignment of User Defined statuses for various objects
d. Definition of Authorization Controls and Assignment
e. Configuration of standard Workflows
f. Seamless integration across all standard ERP solution modules and engines
or any other third party solutions proposed to meet the requirements of
CPWD.
g. Reports developed in the different functional area using tools like Report
Writer/ Report painter
h. Reports and Variants based on different solution modules/engines along with
specific reports.
i. Change to standard ERP standard reports/ information systems to define and
enable User Specific Variants
j. Change to standard ERP forms to incorporate standard texts and CPWD logo
and formatted to address the CPWD formats.
k. Conversion Programs developed for migrating Master Data for making the
solution “usage ready” from existing tools/processes.
l. Any changes and updates required to comply with statutory requirements,
law of land, or compliance mandates enforced from time to time by the
government. CPWD expects to get such updates/upgrades throughout the
period of the contract.
m. At the time of exit, either at the end of contract or upon termination, effort
involved in handing over all accumulated documentation, customized code
(and its run able components), business know-how, all data, and, if required,
any translation.
1.2.4 Plan for customization/development – The bidder should plan for following
developments as a part of the normal effort for implementing the standard ERP
Solution.
a. Integration for different types of online payments
b. Banking transaction integration as deemed fit
c. Input and outputs to the standard ERP system from pdf reports
d. Documents outputs in pdf formats
e. All the reports required by CPWD
1.2.5 Documentation: The bidder shall ensure preparation of complete documentation
 [55]

of all configuration settings, customized applications, other activities, steps /

stages involved in the implementation including the source code for the
customized product developed for CPWD. The bidder shall prepare the
business process document, end-user manual and training document.
1.2.6 Solution Documentation - The bidder will provide detailed final system
documentation for reference of CPWD. The bidder shall prepare the final user
manual incorporating all details of all menus and functionality provided by the
system.
1.2.7 Use of the Project management tool - The bidder will use a standard project
management tool to record the entire activities of the project including but not
limited to
a. The business design documents with version control review comments
b. The minutes of the meeting
c. System documentation
d. Issue lists, resolutions
1.2.8 ESS shall have to be provided in Standard ERP for the purpose of officers and
staff of CPWD for their miscellaneous expenditure, reimbursement of expenses
of travel & stay etc. and other petty expenditure chargeable to the work.
1.2.9 All licenses shall be procured in the name of Executive Engineer,
Redevelopment Project Division-I.
1.2.10 The system should have the capacity of 30 users at a particular time.
1.2.11 Redevelopment works under RPZ, CPWD are in self-financed mode. RPZ,
CPWD doesn’t generate any revenue from these projects. However, few
deposits are received such as EMD, PG and other small deposits by the
contractors etc.
1.3 The Implementation Methodology
1.3.1 The methodology to be deployed by the bidder to implement the standard ERP
solution will have different work elements and activities. All these activities and
the work elements should coherently focus on achieving the following key
results
a. Quality of the solution deployed
b. Customer satisfaction while deploying and during usage
c. Successful implementation in terms of completeness and timely
accomplishment of the outcome
1.3.2 Critical activities of Implementation:
While there are different techniques and tools available as a part of the
methodology, the bidder shall be implementing the following methodology
mandatorily, this is as given below:
 [56]

a. Workshops with different stake holders for capturing business requirements,

creating awareness of best practices, communicating the changes, building
consensus on process design, for signing off the deliverables etc. These
need to be organized at different intervals and in different places throughout
the duration of the projects as demanded by the context.
b. Stake holder consultation other than workshops, with those stake holders
who will be identified by CPWD, for the purpose of critical inputs, review,
suggestions, process description etc.
c. Review sessions with different stake holders for signing off the deliverables,
walking through the deliverables for facilitating quick understanding
d. Documentation of proceeding – recording the developments, discussions,
deliverables, using standard methodology and native tools available with the
standard ERP solution
e. Work standards/practices for documentation, configuration, testing, data
migration etc.
f. To impart Training to the different stake holders, on a continuous basis along
with handholding support as and when desired.
g. After the delivery of complete training, getting the sign off would be the
responsibility of System Integrator / implementing agency before deployment
of the standard ERP system.
1.3.3 Data Migration: Migration of the existing data in the new system is responsibility
of the bidder. Bidder will migrate and will take the responsibility of collecting and
making the data available in digitized form as per the format suggested by the
bidder. A detailed plan for data migration is expected from the bidder during the
initial stages of the project, which will include data to be migrated, templates for
upload of data and data collection/digitization/migration timelines. The existing
data of RPZ, CPWD is from February 2017 which can be inspected by the
bidder before quoting the rates.
1.3.4 Deliverables acceptance criteria
a. The acceptance criteria for each stage/phase is the submission and
acceptance of all deliverables specified for that stage/phase. The formal
acceptance by CPWD of the phase deliverables constitutes completion of the
phase and approval to launch the next stage/phase and invoice CPWD for
payment if there is a payment attached to that milestone.
b. Acceptance criteria for each deliverable will be established in accordance
with the process described in the following paragraphs prior to the beginning
of each phase.
c. The bidder should provide templates of proposed deliverables. At the onset of
each stage/phase, SI will meet with CPWD contact person to review the
applicable templates, tailored to accommodate the needs of the project, and
 [57]

agree on the scope, format, and content of each of the major deliverables for
that stage/phase. The agreements made during this meeting will be captured
in a Deliverable Review Document (DRD) for each deliverable.
d. CPWD team will give a go ahead to move from one project milestone to the
other project milestone only after the deliverables of a particular project
milestone are accepted by the concerned authority. Hence, the protocol for
submission, review, revision and acceptance will be established at the
beginning of the project. The bidder is required to propose the details of this
protocol as a part of the proposal.
1.3.5 Project Standards: the bidder to provide Project Standards for various
activities/documentation. Following is a minimum list where standards have to
be set by the bidder:
a. Test cases
b. Test scenarios
c. Business Process Design
d. Functional design specs,
e. Technical design specs
f. Transporting objects
g. Change control
h. Reporting defects
1.3.6 Project Success Criteria: The finished standard ERP solution meets planned
scope and specifications
a. No issues pending at the end of support period
b. “on-line” transactions of all implemented modules – No backlog / offline
transaction data entry during the last month of support
c. The project is completed on time & All Users adopt the software according to
plan
1.3.7 Change Requests – Since this is a fixed price project with clearly identified
scope of solution and services, the bidder is expected to complete the project
without raising any requests for change and seeking the payments for them. If
there is a genuine change to the scope of work, CPWD will raise or accept
change requests and pay for them based on the efforts estimated for them and
the cost of manpower indicated by the bidder in the commercial proposal. The
genuineness of the change will be established based on the process,
deliverables, solution capability and the validation of it by CPWD
1.4 Project plan
1.4.1 The work Plan: Other than the management of resources/deployment of experts
and management of timeline, the project management will focus on The Work
 [58]

Plan containing a detailed set of phases, work packages, activities, and tasks
preferably from the standard ERP solution implementation Roadmap.
1.4.2 Issue Management: An issue is a formally identified matter that may hinder
progress on a project or program and about which no agreement has yet been
reached. Often it can be difficult to determine which questions should be
documented as issues and which can be resolved directly without impeding the
project flow. Those items that require documentation, formal investigation and
approval should be managed as issues and this Issue management
methodology has to be proposed by the SI.
1.4.3 Scope Management: Scope of the project will be managed through a formal
scope change management process. Project management is essential to
ensure that changes to the scope of the program do not adversely affect the
program objectives. Change management documentation of project scope and
approval procedures provide a visible decision-making process for the project
and provide a clear audit trail of scope changes and the corresponding cost
benefit appraisal and has to be proposed by the bidder in the Project
Management Methodology.
1.4.4 Project structure: bidder is required to propose a Project structure based on
their own experience of successfully implementing similar solution.
1.4.5 Project Steering Committee: The steering committee would form the apex body
on various issues relating to finalization of Functional Policies and Procedures,
Requirements Definition and other policy issues. The committee will comprise of
the senior executives of CPWD. The steering committee will carry out the
following activities:
a. Mobilize the resources necessary for Project Execution
b. Standardization of processes and procedures across the company
c. Only authority to approve deviations in Scope, Project Time Lines and
Budgets
d. Meets fortnightly to review project progress & resolve issues, if any
1.4.6 Project Manager: The Project Manager assumes overall responsibility for the
assignment and ensures that all resources required are made available and the
engagement is carried out according to agreed plans. He shall function as the
primary channel of communication for all CPWD requirements to the
implementation team.
1.5 Hosting Requirements:
1.5.1 Bidder shall be responsible for hosting the standard ERP application and web
portal on the cloud platform on Platform as a Service (PaaS) model. All
prevailing guidelines of MeitY, GOI for hosting applicable to government
departments and certifications therein shall be followed before deployment.
1.5.2 Bidderwill be responsible for installation of all the software required for the
successful hosting of the standard ERP application.
 [59]

1.5.3 In case there is any requirement of application specific server at any point of
time, the supplier shall be required to provide the same also without any
additional cost to the CPWD.
1.5.4 Cloud platforms should provide sufficient capacity in terms of data processing,
data storage and network bandwidth to handle the overall load and traffic
coming to the standard ERP application without compromising the overall
performance of the system.
1.5.5 It will be the responsibility of the Bidder to prepare the specification for cloud
platform i.e. CPUs, RAM, storage, required software, other equipment and the
network requirements for running the standard ERP application efficiently.
Whatever infrastructure is needed shall be clearly accounted in the bid
document.
1.5.6 Appropriate redundancies shall be built in the IT infrastructure as per standard
industry practices. The cost of cloud platform should also include cost of
Disaster Recovery (DR) site as well. The location for the DR site shall be in a
different seismic zone as that of Primary Data Centre.
1.5.7 The Bidder shall formulate an effective Back-up Strategy and Disaster Recovery
Plan and take sign-off from the CPWD. Bidder shall be responsible for the
implementation of approved Back-up and Disaster Recovery plan.
1.5.8 The Bidder shall also ensure that the hosting services should be portable to
another vendor without any changes to environment.
1.5.9 It is mandatory for the Bidder to host the standard ERP solution on the MeitY
empanelled CSPs.
1.5.10 Security and Firewall shall be as per MeitY, GOI guidelines.
 [60]

SECTION-C
 [61]

1.0 Project Milestones and Deliverables

Amount to be
Time allowed withheld in
S.No. Milestone Deliverable in days (from case of Non-
date of start) achievement
of milestone

1 Contract - Inception Report 15 days 0.50 % of

Signing, Kick - Setup/Provisioning Certificate amount quoted
off and System in Part-A of
Provisioning financial bid

2 Agreed and - Implementation Scope 30 days 0.50% of

Finalized - Milestone Plan amount quoted
Project Plan in Part-A of
- Change Management Strategy
financial bid
- Data Migration Strategy
- Testing Strategy
- Training Plan

3 Business - Master Data Structures 90 days 1% of amount

Design Sign- - Gap Analysis Report quoted in Part-
off A of financial
- Integration and Interface
bid
specification
- Customization Needs
- Business Blueprint Document

4 Integration Integration Test Report, Load Test 140 days 1% of amount

Testing Report quoted in Part-
A of financial
bid

5 User UAT Report 160 days 1% of amount

Acceptance quoted in Part-
Testing (UAT) A of financial
bid

6 Go-Live - Data Migration Sign-off 180 days 1% of amount

- User Acceptance quoted in Part-
A of financial
bid
 [62]

1.1 Schedule of Payment:

1.1.1 For Part-A of Financial Bid

Fee Schedule

Fee payable (in Cumulative Fee

S.No. Activities % of amount payable (in %
quoted in Part-A amount quoted in
of financial bid) Part-A of financial
bid)

For item No.1.0 Part-A of Financial Bid

1 Contract Signing, Kick off and System

Provisioning
10% 10%
- Inception Report
- Setup/Provisioning Certificate

2 Agreed and Finalized Project Plan

- Implementation Scope
- Milestone Plan
- Change Management Strategy 10% 20%
- Data Migration Strategy
- Testing Strategy
- Training Plan

3 Business Design Sign-off

- Master Data Structures
- Gap Analysis Report
- Integration and Interface specification 15% 35%
- Customization Needs
- Business Blueprint Document

4 Integration Testing
- Integration Test Report 20% 55%
- Load Test Report

5 User Acceptance Testing and Training

Completion
20% 75%
- Training Structure
- ILT Content
 [63]

- WBT Content
- Assessment Modules, as applicable,
ILT Feedback

7 Go-Live
- Data Migration Sign-off 25% 100%
- User Acceptance

For item No.2.0 Part-A of Financial Bid

1. Payment shall be made at the beginning of each year on yearly basis

1.1.2 For Part-B of Financial Bid

S.No. Activities

For item No.1.0 Part-B of Financial Bid

1. Annual Maintenance and support Cost shall be paid on half yearly basis at the end of it.

For item No.2.0 Part-B of Financial Bid

1. Payment shall be made as and when required.

Note:
Agency will raise the invoice as per payment schedule and the payment will be made on the
basis of invoice after duly checked by CPWD.

1.2 Preparation of BoM for IT & non-IT infrastructure

1.2.1 The bidder shall prepare Bill of Material for hardware, networking, additional
system software and licenses.
1.2.2 The bidder shall need to size for adequate infrastructure on cloud deployment,
database, all other relevant applications, CPWD’s current & future requirements.
1.2.3 Bidders shall need to consider vertical and horizontal scalability as the
suggested infrastructure needs to scale based on user or business volumes, on
the same infrastructure with additional components such as processors,
memory etc. Bidder shall provide detailed infrastructure sizing calculations to
meet CPWD requirements.
1.2.4 For sizing purposes, empirical third party reports / evidence would be required in
the form of benchmarks on that class of infrastructure with the suggested
processors/ components for the proposed standard ERP solution to accept the
hardware sizing calculations.
1.2.5 RPO required should be less than or equal to 2 hours.RTO required should be
less than or equal to 4 hours.
 [64]

1.3 Service Levels Agreement – Cloud Service Provider

1.3.1 Bidder / Cloud Service Provider shall provide the monitoring System including
any additional tools required for measuring and monitoring each of the Service
Levels to CPWD
1.3.2 RPO required should be less than or equal to 2 hours. RTO required should be
less than or equal to 4 hours.
1.3.3 The uptime availability guarantee for production systems at business application
layer to be at least 99.5% per month.
1.3.4 The uptime availability guarantee for non-production systems at business
application layer to be at 95% per month. The planned downtime requirement
shall not exceed 4 hours per month.
1.3.5 In case of any violation of the above SLAs, 10% penalty will be charged on the
Hosting and Support charges for that specific month.
1.3.6 Breach of SLA
In case the bidder does not meet the SLA parameters as defined above for
three continuous time periods of measurement (quarters/ 3 months), the
Purchaser / Employer/ Owner will consider this a breach of SLA and following
actions will be taken:
i CPWD will issue a show cause notice to the bidder. The Bidder should reply
to the notice within 3 working days
ii If the appropriate authority of the Purchaser / Employer / Owner is/are not
satisfied with the reply, the Purchaser / Employer / Owner may initiate
appropriate provisions.

1.4 Technical Requirements

1.4.1 Data Centre – Cloud Platform
i The proposed data centers (both primary and secondary) should be located
in India.
ii The service provider should be audited and should follow reporting
according to the standards of ISAE 3402/SSAE16/SAS70.
iii The data center should be Uptime/TIA 942 certified

1.5 Security
i. All access to the data center should be enabled with proximity readers, while the
access to server room should be provided only through fingerprint scanners/ retinal
scans Physical Access Control Policies need be documented
ii. Physical Access to facilities needs to be centrally controlled and all logs to be
stored for min. 90 days
iii. Access control lists need to be reviewed on a regular basis
iv. Entire data center should be monitored 24X7 through surveillance cameras
v. Redundant fire suppression and detection devices should be available
vi. Application servers Operating Systems should be protected with anti-virus software
 [65]

vii. Secure Hardening of Operating systems should be performed by removing un-

needed files and disabling
viii. services that are not being used
ix. Operating Systems needs to be kept updated on most relevant service packs and
patches
x. Network based Intrusion Detection and Protection should be implemented

1.6 Backup/ Restore

i. Should provide replication of the backups to the secondary data centers
ii. The backups need to be encrypted and compressed
iii. There should be provision for fast restoration of backup Policy to be followed for
Database - Daily Incremental, weekly full and monthly full, log backup multiple
times daily
iv. Backup policy to be followed for file systems - Daily incremental and monthly full
v. The scalability of application infrastructure should be guaranteed in terms of scale
up options (CPU, memory, storage) & scale out options (additional server nodes)
as and when needed

1.7 Network and Connectivity

i. VPN and MPLS connectivity to be terminated at the data center
ii. Two redundant network routes should be provided into the primary data center,
with appropriate physical separation To provide N+N redundancy on data center
LAN connection lines
iii. Data center to be ISP carrier neutral
iv. All the Telecom Service Provider Mixes have to be available in the datacenter.
These Mixes shall be part of their fibre ring to ensure lower failures.
v. Multiple paths to be available for the fibre cable entry into the data center. The
Datacenter should have redundant telecom room / mixes
vi. Internet from Multiple Upstream providers have to be available for High
Redundancy
vii. Data center's cumulative Internet bandwidth availability from multiple providers
should not be less than 10gbps
viii. The data centers should be inter-connected on redundant high speed links

1.8 Services
i. Services to ensure the business applications and databases up-to-date by following
a patching cycle
ii. Services to include at least 1 DR Drills per year in presence of CPWD officials
iii. To have provisioning flexibility for on-demand temporary systems within mutually
agreed timelines
 [66]

1.9 General Conditions of Financial Bid:

a) For costing, the bidders are requested to take the RPZ, D-wing, Vidyut Bhawan, New
Delhi, CPWD as the project site.
b) The bidder is required to bear the cost of movement/stay of its people from its office
to the Project site during the project.
c) The bidder is required to bear the cost of client-side infrastructure of laptops/desktops
required by the project team of the bidders during the implementation.
d) The bidder is required to ensure that the costing covers all the costs like cost of local
travel, food, stay of the project team of the bidder.
e) Expenses for all/ senior executives of the bidder to attend the review meetings, If
any should be borne by the bidder.
f) The bidder is expected to price fully in the financial bid for all the services being
provided by it to CPWD. Any assumptions about possible future recovery of the
underpriced items shall be at the risk of the bidder.

1.10 Commercial Bid Evaluation Considerations:

Commercial bid valuation shall be considered as below in case of any kind of
discrepancy:
a. If, in the price structure quoted by a Bidder, there is discrepancy between the unit
price and the total price (which is obtained by multiplying the unit price by the
quantity), the unit price shall prevail and the total price corrected accordingly.
b. If there is an error in a total price, which has been worked out through addition and/or
subtraction of subtotals, the subtotals shall prevail and the total corrected; and
c. If there is a discrepancy between the amount expressed in words and figures, the
amount in words shall prevail,
d. All liability related to non-compliance of this minimum wages requirement and any
other law will be responsibility of the bidder.
e. CPWD shall not incur any liability to the affected bidder on account of such rejection.
f. The final decision on the successful bidder will be taken by the CPWD. The
implementation of the project will commence upon issuing of LOA and signing of a
contract between the CPWD and the selected bidder based on the evaluation.

1.11 Deviations and Exclusions:

Bids shall be submitted strictly in accordance with the requirements and terms &
conditions of the tender. The bidder shall submit a No Deviation Certificate. The bids
with deviation(s) are liable for rejection. Any bid which is conditional or in contradiction
of provisions of this document shall be summarily rejected.
 [67]

1.12 Special Conditions of Contract

1.12.1. Taxes & Duty: Bidder should assess all applicable taxes and should include
them in the financial bid only.

1.13 Authentication of bids:

Bid should be accompanied by an authorization in the name of the signatory of the bid.
The authorization shall be in the form of a written power of attorney accompanying the
bid or in any other form demonstrating that the representative has been duly authorized
to sign.

1.14 Indemnities and Limitation of Liability:

The Service Provider shall indemnify CPWD, against all claims, suits, liability which may
arise against CPWD because any third party IPR breach or Service Provider’s
confidentiality breach or willful misconduct under the contract.
CPWD shall be entitled to claim and the Service Provider shall indemnify CPWD against
all damages and losses suffered by CPWD on account of Service Provider’s non-
performance or breach under this Agreement.
No party shall be liable for any type of consequential, indirect or incidental damages or
losses, or loss of profit or good will, against another party to this contract.

1.15 Non-Disclosure:
All CPWD’s technical information, data, details, applications, papers, statements,
drawings, business/customer information and other related documents forming part of
order which may be communicated to or come to the knowledge of Bidder and /or its
employees during the project shall be treated as absolutely confidential and Bidder and
its employees shall keep the same secret and confidential and not disclose the same, in
whole or in part to any third party without the prior written permission of CPWD. In the
event of any breach of this provision, the Bidder shall indemnify the CPWD against any
loss, cost or damage or claim by any party in respect of such breach. The bidder should
execute the NDA (to be provided by CPWD with LOA) within 15 days from the date of
the LOA/PO.

1.16 Use of Contract Documents and Execution:

The bidder shall not, without CPWD’s prior written consent, disclose the Contract or any
provision thereof, or any specification or information furnished by or on behalf of CPWD
in connection therewith, to any person other than a person employed by the bidder in
the performance of the Contract. Disclosure to any such employed person shall be
made in confidence against Non-disclosure agreements completed prior to disclosure
 [68]

and disclosure shall extend only so far as may be necessary for the purposes of such
performance.
Any document shall remain the property of CPWD and all copies thereof shall be
returned to CPWD on termination of the Contract.
The bidder shall not, without CPWD’s prior written consent, make use of any document
or information above except for the purposes of performing the Contract.
1.17 Privacy and Security Safeguards:
The successful bidder shall not publish or disclose in any manner, without the CPWD's
prior written consent, the details of any security safeguards designed, developed, or
implemented by the successful bidder under this contract or existing at any CPWD
location. The successful bidder shall develop procedures and implementation plans to
ensure that IT resources leaving the control of the assigned user (such as being
reassigned, removed for repair, replaced, or upgraded) are cleared of all CPWD data
and sensitive application software. The successful bidder shall also ensure that all its
employees and associated staff who are involved in providing such security safeguards
or part of it shall not publish or disclose in any manner, without the CPWD's prior written
consent, the details of any security safeguards designed, developed, or implemented by
the successful bidder under this contract.
1.18 Confidentiality:
This document contains information confidential and proprietary to the CPWD.
Additionally, the bidder will be exposed by virtue of the contracted activities to internal
business information of the CPWD, affiliates, and/ or business partners. Disclosure of
receipt of any part of the aforementioned information to parties not directly involved in
providing the services requested could result in the disqualification of the bidder,
premature termination of the contract, or legal action against the bidder for breach of
trust. The information provided/ which will be provided is solely for the purpose of
undertaking the services effectively.
No news release, public announcement, or any other reference to this tender/ RFP or
any program there under shall be made without written consent of CPWD. Reproduction
of this tender, by photographic, electronic, or other means is strictly prohibited.
1.19 Exit Management:
a) This clause sets out the provisions, which will apply on expiry, withdrawal by the
bidder or termination of the Agreement.
b) It is the prime responsibility of the bidder to ensure continuity of Services at all times
of the Agreement including exit management period and in no way any
facility/service shall be affected/degraded. Further, Bidder is also responsible for all
activities required to train and transfer the knowledge to the Replacement SI / CPWD
to ensure similar continuity and performance of the Services post expiry of the
Agreement. The SI will be required to carry out a gap analysis of the proposal made
by the Replacement SI and specifically inform CPWD. The Parties shall ensure that
 [69]

their respective associated entities carry out their respective obligations set out in
this Exit Management Schedule.
c) In case of contract being terminated by CPWD, CPWD reserves the right to ask SI to
continue running the project operations for a period of 6 months after termination
orders are issued. The payment for such extended period shall be as per the rate
quoted by bidder in Financial Quote part –B (1) on pro rata basis.
d) Upon service of a notice under this Clause the following provisions shall apply:
i All risk in and title to the Assets, if any, to be transferred / to be purchased by
CPWD pursuant to this Clause shall be transferred to CPWD, on the last day of
the exit management period.
ii Payment to the outgoing Bidder shall be made to the tune of last set of completed
services / deliverables, subject to SLA requirements.
iii The outgoing Bidder will pass on to CPWD and/or to the Replacement SI, the
subsisting rights in any leased properties/ licensed products on terms not less
favorable to CPWD/ Replacement SI, than that enjoyed by the outgoing SI.
e) During the exit management period:
i. The SI will allow CPWD access to information reasonably required to define the
then current mode of operation associated with the provision of the services to
enable CPWD to assess the existing services being delivered;
ii. Promptly on reasonable request by CPWD, 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 provided by the SI. CPWD 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 CPWD to have
reasonable access to its employees and facilities as reasonably required by
CPWD to understand the methods of delivery of the services employed by the SI
and to assist appropriate knowledge transfer.
f) The SI will promptly on the commencement of the exit management period supply to
CPWD the following:
i. All current and updated data as is reasonably required by CPWD for the
purposes of transitioning the services to its Replacement SI in a readily available
format;
ii. all other information (including but not limited to documents, records and
agreements) relating to the services reasonably necessary to enable CPWD , or
its Replacement SI to carry out due diligence in order to transition the provision of
the Services to CPWD , or its Replacement SI (as the case may be).
iii. All Intellectual Property Rights related to the Project and /or documentation
relating to Project’s Intellectual Property Rights.
iv. Project Data and Confidential Information.
 [70]

g) Before the expiry of the exit management period, the SI shall deliver to CPWD 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.
h) On request by CPWD, the SI shall affect such assignments, transfers, licenses and
sub-licenses as CPWD may require in favor of CPWD 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 CPWD or
its Replacement SI.
1.20 The bidder shall share with CPWD the license document signed with OEM. The draft
document before signing the license agreement with OEM shall also be shared by the
bidder with CPWD.
 [71]

FORM OF PERFORMANCE SECURITY (GUARANTEE)

BANK GUARANTEE BOND
1. In consideration of the President of India (hereinafter called "the Government") having
offered to accept the terms and conditions of the proposed agreement between
………………………………………and…...…..…………………………….. (Herein after
called "the said bidder(s)") for the work
………………………………………………………………………. (Herein after called "the
said agreement') having agreed, to production of an irrevocable Bank Guarantee for
Rs……………….. (Rupees………………………………………..only) as a security/
guarantee from the bidder(s) for compliance of his obligations in accordance with the
terms and conditions in the said agreement.

We ………………………………………………...................... (Hereinafter referred to as "as

Bank")
(Indicate the name of Bank)
Hereby undertake to pay to the Government an amount not exceeding
Rs………………….. (Rupees………………………………………….
…………………………………..) only on demand by the Government.

2. We …………………………………………………………………………..do hereby (indicate

the name of Bank) undertake to pay the amounts due and payable under this Guarantee
without any demure, merely on a demand from the Government stating that the amount
claimed is required to meet the recoveries due or likely to be due from the said bidder (s).
Any such demand made on the Bank shall be conclusive as regards the amount due and
payable by the bank under this Guarantee. However, our liability under this guarantee
shall be restricted to an amount not exceeding Rs…………………
(Rupees……………………………………………………………..) Only.

3. We, the said bank further undertake to pay the Government any money so demand
notwithstanding any dispute or disputes raised by the bidder(s) in any suit or proceeding
pending before any court or Tribunal relating thereto, our liability under this present being
absolute and unequivocal.

The payment so made by us under this bond shall be a valid discharge of our liability for
payment there under and the bidder(s) shall have no claim against us for making such
payment.

4. We ……………………………………………………………….(indicate the name of the Bank)

further agree that the guarantee herein contained shall remain in full force and effect
 [72]

during the period that would be taken for the performance of the said agreement and that
it shall continue to be enforceable till all the dues of the Government under or by virtue of
the said Agreement have been fully paid and its claim satisfied or discharged or till
Engineer-in-Charge on behalf of the Government certifies that the terms and conditions of
the said Agreement have been fully and properly carried out by the said bidder(s)
accordingly discharges this guarantee.

5. We………………………………………………………………….(indicate the name of Bank)

further agree with the Government that the Government shall have the fullest liberty
without our consent and without affecting in any manner our obligations hereunder to vary
any of the terms and conditions of the said Agreement or to extend time of performance
by the said bidder(s) from time to time or to postpone for any time or from time to time any
of the powers exercisable by the Government against the said bidder(s) and to forebear or
enforce any of the terms and conditions relating to the said agreement and we shall not be
relieved from our liability by reason of any such variation, or extension being granted to
the said bidder(s) or for any forbearance, act of omission on the part of the Government or
any indulgence by the Government to the said bidder(s) or by any such matter or thing
whatsoever which under the law relating to sureties would, but for this provision, have
effect of so relieving us.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or
the bidder(s).

7. We ……………………………………………………………… (Indicate the name of bank)

lastly undertake not to revoke this guarantee except with the previous consent of the
Government in writing.

8. This guarantee shall be valid upto………………………………………………..unless

extended on demand by Government. Notwithstanding any thing mentioned above, our
liability against this Guarantee is restricted to Rs. …………..
(Rupees………………………………………………..) only and unless a claim in writing is
lodged with us within six months of the date of expiry or the extended date of expiry of this
guarantee, all our liabilities under this guarantee, shall stand discharged.
Dated, the ………… Day of.......................For……………………….................……

9. Not with standing anything contained herein,

a) Our liability under this Bank guarantee shall not exceed
Rs________________ (Rupees______________________________________only)
b) The bank Guarantee is valid up to __________
 [73]

and
c) We are liable to pay the guaranteed amount or any part thereof under this Bank
guarantee only and only if you serve upon us a written claim or demand on or
before_____________ .

(Indicate the name of the Bank)

 [74]

INTEGRITY PACT

To,

…………………………..
…………………………..
…………………………...
……………………………

Subject: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi. (Second call)

NIT No. 03/CPM/RPZ/NIT/2019-20

Dear Sir,

It is hereby declared that CPWD is committed to follow the principle of transparency, equity
and competitiveness in public procurement. The subject Notice Inviting Bid (NIT) is an
invitation to offer made on the condition that the Bidder will sign the integrity Agreement,
which is an integral part of bid documents, failing which the bidder will stand disqualified from
the bidding process and the bid of the bidder would be summarily rejected.

This declaration shall form part and parcel of the Integrity Agreement and signing of the
same shall be deemed as acceptance and signing of the Integrity Agreement on behalf of the
CPWD.

Yours faithfully

Executive Engineer
 [75]

TECHNICAL BID COVERING LETTER

To,
The Executive Engineer,
Redevelopment Project Division-I,
CPWD, Room No. 141, Vidyut Bhawan,
Shankar Market, New Delhi – 110001

Subject: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi. (Second call).

Dear Sir,
I/We acknowledge that CPWD is committed to follow the principles thereof as enumerated in
the Integrity Agreement enclosed with the bid/bid document.

I/We agree that the Notice Inviting Bid (NIT) is an invitation to offer made on the condition
that I/We will sign the enclosed integrity Agreement, which is an integral part of bid
documents, failing which I/We will stand disqualified from the biding process. I/We
acknowledge that THE MAKING OF THE BID SHALL BE REGARDED AS AN
UNCONDITIONAL AND ABSOLUTE ACCEPTANCE of this condition of the NIT.

I/We confirm acceptance and compliance with the Integrity Agreement in letter and spirit and
further agree that execution of the said Integrity Agreement shall be separate and distinct
from the main contract, which will come in to existence when bids finally accepted by CPWD.
I/We acknowledge and accept the duration of the Integrity Agreement, which shall be in the
line with Article1 of the enclosed Integrity Agreement.

I/We acknowledge that in the event of my/our failure to sign and accept the Integrity
Agreement, while submitting the bid, CPWD shall have unqualified, absolute and unfettered
right to disqualify the bidder and reject the bid in accordance with terms and conditions of the
bid.

Yours faithfully

(Duly authorized signatory of the Bidder)

(To be signed by the bidder and same signatory competent / authorized to sign the relevant
contract on behalf of CPWD).
 [76]

INTEGRITY AGREEMENT

This Integrity Agreement is made at ............... on this...........day of........... 20…....

BETWEEN
President of India represented through Executive Engineer, Redevelopment Project Division-
I, CPWD, Room No. 141, Vidyut Bhawan, New Delhi here in after referred as the
Principal/Owner’, which expression shall unless repugnant to the meaning or context thereof
include its successors and permitted assigns)

AND
............................................................................................................
(Name and Address of the Individual / firm/ Company)
Through.................................................................... …………………… (Hereinafter referred
to as the (Details of duly authorized signatory)

“Bidder” and which expression shall unless repugnant to the meaning or context here of
include its successors and permitted assigns)

Preamble:

WHEREAS the Principal/Owner has floated the Bid (04/CPM/RPZ/2016-17)

(hereinafter referred to as “Bid”) and intends to award, under laid down organizational
procedure, contract for Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting system for Self-
Financed Redevelopment works under RPZ, CPWD, New Delhi.(Second call).

AND WHEREAS the Principal/Owner values full compliance with all relevant laws of the land,
rules, regulations, economic use of resources and of fairness/ transparency in its relation with
its Bidder(s). AND WHEREAS to meet the purpose aforesaid both the parties have agreed to
enter in to this Integrity Agreement (hereinafter referred to as “Integrity Pact” or “Pact”), the
terms and conditions of which shall also be read as integral part and parcel of the Bid / Bid
documents and Contract between the parties.

NOW, THEREFORE, in consideration of mutual covenants contained in this Pact, the parties
hereby agree as follows and this Pact witnesses as under:
 [77]

Article 1: Commitment of the Principal/Owner

1) The Principal/Owner commits itself to take all measures necessary to prevent corruption
and to observe the following principles:
(a) No employee of the Principal/Owner, personally or through any of his/her family
members, will in connection with the Bid, or the execution of the Contract, demand,
take a promise for or accept, for self or third person, any material or immaterial benefit
which the person is not legally entitled to.
(b) The Principal/Owner will, during the Bid process, treat all Bidder(s) with equity and
reason. The Principal/Owner will, in particular, before and during the Bid process,
provide to all Bidder(s) the same information and will not provide to any Bidder(s)
confidential / additional information through which the Bidder(s) could obtain an
advantage in relation to the Bid processor the Contract execution.
(c) The Principal/Owner shall Endeavour to exclude from the Bid process any person,
whose conduct in the past has been of biased nature.

2) If the Principal/Owner obtains information on the conduct of any of its employees which
is a criminal offence under the Indian Penal code (IPC) / Prevention of Corruption Act,
1988 (PC Act) or is in violation of the principles here in mentioned or if there be a
substantive suspicion in this regard, the Principal/Owner will inform the Chief Vigilance
Officer and in addition can also initiate disciplinary actions as per its internal laid down
policies and procedures.

Article 2: Commitment of the Bidder(s)

1) It is required that each Bidder (including their respective officers, employees and agents)
adhere to the highest ethical standards, and report to the Government / Department all
suspected acts of fraud or corruption or Coercion or Collusion of which it has knowledge
or becomes aware, during the biding process and throughout the negotiation or award of
a contract.

2) The Bidder(s) commit himself to take all measures necessary to prevent corruption. He
commits himself to observe the following principles during his participation in the Bid
process and during the Contract execution:
(a) The Bidder(s) will not, directly or through any other person or firm, offer, promise or
give to any of the Principal/Owner’s employees involved in the Bid process or
execution of the Contract or to any third person any material or other benefit which
he/she is not legally entitled to, in order to obtain in exchange any advantage of any
kind whatsoever during the Bid processor during the execution of the Contract.
(b) The Bidder(s) will not enter with other Bidder(s) into any undisclosed agreement or
understanding, whether formal or informal. This applies in particular to prices,
specifications, certifications, subsidiary contracts, submission or non-submission of
 [78]

bids or any other actions to restrict competitiveness or to cartelize in the bidding

process.
(c) The Bidder(s) will not commit any offence under the relevant IPC/PC Act. Further the
Bidder(s) / Firm(s) will not use improperly, (for the purpose of competition or personal
gain), or pass on to others, any information or documents provided by the
Principal/Owner as part of the business relationship, regarding plans, technical
proposals and business details, including information contained or transmitted
Electronically.
(d) The Bidder(s) of foreign origin shall disclose the names and addresses of agents /
representatives in India, if any. Similarly, Bidder(s) of Indian Nationality shall disclose
names and addresses of foreign agents / representatives, if any. Either the Indian
agent on behalf of the foreign principal or the foreign principal directly could bid in a
bid but not both. Further, in cases where an agent participates in a bid on behalf of
one manufacturer, he shall not be allowed to quote on behalf of another manufacturer
along with the first manufacturer in a subsequent / parallel bid for the same item.
(e) The Bidder(s) will, when present in his bid, disclose any and all payments he has
made, is committed to or intends to make to agents, brokers or any other
intermediaries in connection with the award of the Contract.

3) The Bidder(s) will not instigate third persons to commit offences outlined above or be an
accessory to such offences.

4) The Bidder(s) will not, directly or through any other person or firm indulge in fraudulent
practice means a willful misrepresentation or omission of facts or submission of fake /
forged documents in order to induce public official to act in reliance thereof, with the
purpose of obtaining unjust advantage by or causing damage to justified interest of
others and/or to influence the procurement process to the detriment of the Government
interests.

5) The Bidder(s) will not, directly or through any other person or firm use Coercive Practices
(means the act of obtaining something, compelling an action or influencing a decision
through intimidation, threat or the use of force directly or indirectly, where potential or
actual injury may be fall upon a person, his /her reputation or property to influence their
participation in the biding process).

Article 3: Consequences of Breach

Without prejudice to any rights that may be available to the Principal / Owner under law
or the Contract
 [79]

1) If the Bidder(s), either before award or during execution of Contract has committed a
transgression through a violation of Article 2 above or in any other form, such as to put
his reliability or credibility in question, the Principal/ Owner after giving 14 days’ notice to
the Bidder(s) shall have powers to disqualify the Bidder(s) from the Bid process or
terminate / determine the Contract, if already executed or exclude the Bidder from future
contract award processes. The imposition and duration of the exclusion will be
determined by the severity of transgression and determined by the Principal/Owner.
Such exclusion may be forever or for a limited period as decided by the Principal/Owner.

2) Forfeiture of EMD/Performance Guarantee/Security Deposit :If the Principal/Owner has

disqualified the Bidder(s) from the Bid process prior to the award of the Contract or
terminated/determined the Contractor/ Firm(s) has accrued the right to
terminate/determine the Contract according to Article 3(1), the Principal/Owner apart
from exercising any legal rights that may have accrued to the Principal/Owner, may in its
considered opinion forfeit the entire amount of Earnest Money Deposit, Performance
Guarantee and Security Deposit of the Bidder.

3) Criminal Liability: If the Principal/Owner obtains knowledge of conduct of a Bidder or of

an employee or a representative or an associate of a Bidder which constitutes corruption
within the meaning of IPC Act, or if the Principal/Owner has substantive suspicion in this
regard, the Principal/Owner will inform the same to law enforcing agencies for further
investigation.

Article 4: Previous Transgression

1) The Bidder declares that no previous transgressions occurred in the last 5 years with any
other Company in any country confirming to the anticorruption approach or with Central
Government or State Government or any other Central / State Public Sector Enterprises
in India that could justify his exclusion from the Bid process.

2) If the Bidder makes incorrect statement on this subject, he can be disqualified from the
Bid process or action can be taken for banning of business dealings / holiday listing of
the Bidder as deemed fit by the Principal/Owner.

3) If the Bidder can prove that he has resorted / recouped the damage caused by him and
has installed a suitable corruption prevention system, the Principal/Owner may, at its
own discretion, revoke the exclusion prematurely.

Article 5: Equal Treatment of all Bidders/Firms

 [80]

1) The Bidder(s) undertake(s) to demand from all partners/ sub-vendors a commitment in

conformity with this Integrity Pact. The Bidder shall be responsible for any violation(s) of
the principles laid down in this agreement / Pact by any of its partners/ sub-vendors.

2) The Principal/Owner will enter into Pacts on identical terms as this one with all Bidders
and implementing agency/ Firm(s).

3) The Principal/Owner will disqualify Bidders, who do not submit, the duly signed Pact
between the Principal/Owner and the bidder, along with the bid or violate its provisions at
any stage of the bid process, from the Bid process.

Article 6: Duration of the Pact

This Pact begins when both the parties have legally signed it. It expires for the bidder/ Vendor
12 months after the completion of work under the contract or till the continuation of defect
liability period, whichever is more and for all other bidders, till the Contract has been awarded.
If any claim is made /lodged during the time, the same shall be binding and continue to be
valid despite the lapse of this Pacts as specified above, unless it is discharged/ determined by
the Competent Authority, CPWD.

Article 7: Other Provisions

1) This Pact is subject to Indian Law, place of performance and jurisdiction is the Headquarters of
the Division of the Principal/Owner, who has floated the Bid.

2) Changes and supplements need to be made in writing. Side agreements have not been made.

3) If the bidder is a partnership or a consortium, this Pact must be signed by all the partners or by
one or more partner holding power of attorney signed by all partners and consortium members.
In case of a Company, the Pact must be signed by a representative duly authorized by board
resolution.

4) Should one or several provisions of this Pact turn out to be invalid; the remainder of this Pact
remains valid. In this case, the parties will strive to come to an agreement to their original
intensions.

5) It is agreed term and condition that any dispute or difference arising between the parties with
regard to the terms of this Integrity Agreement / Pact, any action taken by the Owner / Principal
in accordance with this Integrity Agreement / Pact or interpretation there of shall not be subject
to arbitration.
 [81]

Article 8: Legal and Prior Rights

All rights and remedies of the parties here to shall be in addition to all the other legal rights
and remedies belonging to such parties under the Contract and /or law and the same shall be
deemed to be cumulative and not alternative to such legal rights and remedies afore said. For
the sake of brevity, both the Parties agree that this Integrity Pact will have precedence over
the Bid/Contact documents with regard any of the provisions covered under this Integrity Pact.
IN WITNESS WHERE OF the parties have signed and executed this Integrity Pact at the
place and date first above mentioned in the presence of following witnesses:

...............................................................
(For and on behalf of Principal/Owner)

.................................................................
(For and on behalf of Bidder)

WITNESSES:

1..............................................
(Signature, name and address)

2................................................
(Signature, name and address)

Place:

Dated:
 [82]

FORM OF AGREEMENT
The agreement made on this……………………….day of month……………….year Two
Thousand fifteen between the President of India, on the one hand hereinafter known as the
President, which shall include his duly authorized representatives and officers of the Central
Public works Department, Government of India and ……………….(name of bidder/firms) on
the other hand, hereinafter known as the implementing agency, a firm carrying the business
of rendering services from the premises located ………………….. (Address of firm(s)), which
includes its authorized representatives, and legal heirs each of which will be finally and
severally liable to the President for all the obligations under this agreement.

• In consideration of the payment to be made by the department to the implementing

agency, the implementing agency hereby agrees with the Engineer-in-charge to perform
the service in the best professional manner and in conformity with the terms and
conditions of this agreement.

• The following documents shall be part of this agreement

• …………………………..
• …………………………..
• …………………………….

…………………………. ………………………….

Authorized signatory of bidder/ implementing agency Executive Engineer

(For and on behalf of President of India)
1. Witness:

2. Witness:
 [83]

Letter of Transmittal
To,
The Executive Engineer,
Redevelopment Project Division-I,
CPWD, Room No. 141, Vidyut Bhawan,
Shankar Market, New Delhi – 110001

Sub: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi. (Second call).
Sir,
1 I/We have read and examined the complete document including the instruction to
bidder(s)/firm(s), terms of reference and general conditions of the agreement and
services to be provided during pre/ post construction stage for above-mentioned
work.
2 I/We hereby express our interest and submit my/our bid for ‘Initial Eligibility Bid’ on
prescribed formats for undertaking the work referred to in the aforesaid documents.
I/We agree to abide by and fulfil all the terms, conditions and provisions of the
aforesaid documents.
3 I/We confirm that to the best of my/our knowledge and belief the information
contained in the specified formats and all supporting and explanatory information is
truthful and exact.
4 I/We hereby certify that all the statements made and information supplied in the
enclosed forms and accompanying statements are true and correct.
5 I/We have furnished all information and details necessary for pre-qualification and
have no further pertinent information to supply.
6 I/We understand that ‘Technical Bid’ is required to be submitted of those bidders
only who are ‘first Stage Pre-qualified’ and we agree to submit the same if first
stage pre-qualified.
7 I/We have uploaded my/our ‘Financial Bid’ in prescribed format. I/we understand
that financial bid of top five final pre-qualified bidders only be opened.
8 I/We also authorize Executive Engineer, Redevelopment Project Division-I, CPWD,
Room No. 141, Vidyut Bhawan, New Delhi to approach individuals, employers,
firms and corporation to verify our credentials, competence and general reputation.

(Signature of authorized signatory)

(Name and Address)
Date:
 [84]

FORM - A
FINANCIAL INFORMATION

NIT No: - 03/CPM/RPZ/NIT/2019-20

Name of Work: Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting
system for Self-Financed Redevelopment works under RPZ, CPWD,
New Delhi.(Second call).
I. Financial Analysis – Details to be furnished duly supported by figures in balance sheet/
profit & loss account duly certified by the Chartered Accountant, as submitted by the applicant
to the Income Tax Department (Copies to be attached).

2013-14 2014-15 2015-16 2016-17 2017-18

(i) Gross Annual turnover for the last three consecutive years ending March 2018

(ii) Profit/Loss for the last five consecutive years ending March 2018.

Signature of Chartered Accountant with Seal Signature of Bidder

 [85]

FORM - B
NIT No: - 03/CPM/RPZ/NIT/2019-20
Name of Work: Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting
system for Self-Financed Redevelopment works under RPZ, CPWD,
New Delhi.(Second call).

Details of all works of similar nature completed during the last five years ending previous day of last
date of submission of bid (As per Eligibility Criteria)

S. Name of Name of Cost of Date of Details of Stipulat Actu Litigation/ Name Rema
No. Work Clients work in commenc works. ed date al arbitration and rks
/project Lakh of ement as (a) Project of date cases address
and rupees per description in complet of pending/ in /
location contract brief. ion com progress with telepho
pleti details ne
(b) Location
on number
of the project
of office
site.
to
(c)Was any whom
unique referenc
problem e may
faced? If so be
please made
specify in for
brief including verificati
remedial on.
action taken
to resolve the
problem.
Services
included in the
Project.

1 2 3 4 5 6 7 8 9 10 11

Signature of Bidders
Note: Supporting documents like Certificate from Client in support of each of the above
projects to be furnished.
 [86]

FORM - C

Work Experience Certificate from…… (Clients Name) of works referred to in Form B

1 Name of Work / project & Location

2 Name and Address of the Clients

3 Agreement Amount

4 Cost of work on completion

5 Date of Start

6 Stipulated date of completion

7 Actual date of completion

Amount of compensation levied for

8
delayed completion, if any

9 Type of Work: - “Implementation of ERP”

10 Performance report Outstanding Very Good Good Poor

(a) Quality of work

(b) Resourcefulness

(c) Financial Soundness

(d) Technical proficiency

(e) General behavior

Date:

Name & Designation

Signature with Seal of issuing Authority

Note: - All the information sought in Form-‘C’ may be provided by agency in different format.
However, they must be duly certified by the client. The performance report (certified by client)
if available shall be provided. In absence of such performance report, CPWD shall evaluate
the performance which shall be acceptable to the bidders.
 [87]

FORM - D
STRUCTURE & ORGANIZATION
NIT No: - 03/CPM/RPZ/NIT/2019-20
Name of Work: Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting
system for Self-Financed Redevelopment works under RPZ, CPWD,
New Delhi.(Second call).

1. Name & Address of the bidder

2. Telephone No. /Email id /Telex
No./Fax No.
3. Legal status of the bidder
(attach copies of original document
defining the legal status).
a) An Individual
b) A proprietary firm
c) A firm in partnership
d) A limited company or Corporation
4. Particulars of registration with various Government bodies (attach attested photo-
copy).
Organization/place of registration Registration no.
1.
2.
5. Names and Titles of Directors & Officers with designation to be
concerned with this work.
6. Designation of individuals authorized to act for the organization.
7. Has the bidder or any constituent partner in case of partnership
firm, ever abandoned the awarded work before its completion? If
so, give name of the project and reasons for abandonment.
8. Has the bidder, or any constituent partner in case of partnership
firm/ limited company/ joint venture, ever been convicted by the
court of law? If so, give details.
9. In which field of Civil Engineering Construction, the bidder has
specialization and interest?

10. Any other information considered necessary but not included

above.

Signature of bidder(s) with stamp

 [88]

FORM - E

EMD RECEIPT FORMAT

Receipt of deposition of original Bank Guarantee as EMD

Receipt No…………*……………. /date………*……….

Name of Work: Designing, Developing and Implementation of Web based IT

application for project life cycle management including Accounting
system for Self-Financed Redevelopment works under RPZ, CPWD,
New Delhi.(Second call). NIT No: 03/CPM/RPZ/NIT/2019-20

1. Amount of Earnest Money Deposit: Rs 10 Lakh (Rupees ten Lakh only)

i) In the form of Treasury Challan, or

Demand draft, or
Pay order, or
Banker’s cheque, or
Deposit at call Receipt or Fixed Deposit Receipt Rs……………. Vide
………………Date….
ii) In the form of Bank Guarantee Rs………issued by……. …. Date…. (as per Form-
G)

iii) Last date of submission of bid: 15:00 Hrs. 9th Sept 2019

(1) Name of Bidder: ……………………………..#

(2) Total EMD Deposited: …………………………………………………. #

(3) Amount of Earnest Money Deposit: …………………………………. #

(i) In the form of Treasury Challan or

Demand draft or pay order or
Banker’s cheque or
Deposit at call Receipt or
Fixed deposit Receipt Rs……………. Vide ………………Date…...

(4) Date of submission of EMD:……………………………………….#

Signature, Name and Designation of EMD receiving officer (EE/AE(P)/AE/AAO along with
Office stamp.
 [89]

FORM - F
PROFORMA FOR NOT BEING BLACKLISTED
(To be submitted on the Letterhead of the Bidder and OEM separately)
To,
The Executive Engineer,
Redevelopment Project Division-I,
CPWD, Room No. 141, Vidyut Bhawan,
Shankar Market, New Delhi – 110001

Sub: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi. (Second call).
NIT No: - 03/CPM/RPZ/NIT/2019-20: Proforma for not being black-listed:

Dear Sir,
We confirm that our company is not blacklisted in any manner whatsoever by any
State Government, Central Government or any other Public sector undertaking or a
Corporation or any other Autonomous organization of Central or State Government as
on Bid submission date.
It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/
organization and empowered to sign this document as well as such other documents, which
may be required in this connection.
[On behalf of Bidder Name]
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of Bidder:
(Place)
(Date)
 [90]

FORM - G
UNDERTAKING FOR AVAILABILITY OF SUFFICIENT AND COMPETENT MANPOWER
[To be submitted on Bidder Company’s Letterhead]
Date:
To:
The Executive Engineer,
Redevelopment Project Division-I,
CPWD, Room No. 141, Vidyut Bhawan,
Shankar Market, New Delhi – 110001

Sub: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi.(Second call).
NIT No: - 03/CPM/RPZ/NIT/2019-20: Undertaking for Sufficient IT Manpower

Dear Sir,
In accordance with eligibility requirements of this tender process, we
_________<Name of the Bidding firm>__________________ wish to declare that, we have
more than _______<number of employees> full time employees on our own payroll,
competent to support CPWD’s Project to execute and deliver the services as per the
envisaged scope of work.
Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)
Place: (Name and rubber seal of the Bidder)
 [91]

FORM - H
DECLARATION BY THE OEM
Name of Work: - Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting system for Self-
Financed Redevelopment works under RPZ, CPWD, New Delhi.(Second call). NIT No.-
03/CPM/RPZ/NIT/2019-20

This is to certify that I/We am/are the Original Equipment Manufacturer in respect of the
products listed below.
I/We confirm that <Name of the Bidder> have due authorization from us to provide services,
to CPWD that are based on our product(s) listed below as per bidding document relating to
providing of the Solution Implementation, and System Integration services to CPWD.
S.No. Product Name Remarks

It is further certified that following implementation partners/system integrators have been

associated with us for the adjoining duration:

S. No. Name of implementation partners/system integrators Duration of association

M\s hereby gives an undertaking that the proposed standard ERP Application has been
implemented by us at following sites:

S.No. Name of firm/institution Year of implementation

 [92]

It is also confirmed that we, M\s_______are only employing M\s /Mr __________as our
Authorized Representative/Agent and that except for M\s / Mr___________, we are not
employing any other middleman, sales consultant or advisor to influence the outcome of the
contract through any means.

Signature of the Signature of the

Authorized Representative/Agent CEO/MD, OEM
Place: _____________
Date: ______________

Note: - The sub-parts may be provided in different/separate formats duly certified by

respective authority but all the sub-parts must be provided.
 [93]

FORM - I
DETAILS OF CRITERIA FOR TECHNICAL EVALUATION
Name of work: Designing, Developing and Implementation of Web based IT
application for project life cycle management including Accounting
system for Self-Financed Redevelopment works under RPZ, CPWD,
New Delhi. (Second call).
S.No. Criteria (for details refer section 1.1: Technical Detail Documentary
Evaluation Framework) evidence
uploaded as

1. Feasibility of proposed standard ERP application (OEM) for Citations

CPWD.

The bidder is to have minimum 5 active Standard ERP 1.

implementations in Government/ PSU/ Utilities with more
than 1000 transactional users of the proposed modules 2.

The references / certificates should clearly state users / 3.

implementations that are actively being used as on last day
4.
of tender submission.
5.

2. Bidder Experience in Application Development Citations

Citation shall be from last 7 years ending last day of month 1.

previous to the one in which applications are invited.
At least one citation should be successfully completed of the 2.
proposed standard ERP in government departments/public
sector units.

3. Bidder Experience in Construction Works Name of work

The Bidder should have implemented at least one standard 1.

ERP projects of the proposed OEM with each having order
value of at least Rs.1 Cr. from last 7 years ending last day of
month previous to the one in which applications are invited
for the organizations who are into Construction works.

4. Agency Employee Strength Self-

declaration on
The Bidder is to have minimum 30technically qualified company letter
professionals in solution architecture, software development, head and
systems integration, functional subject matter experts. resume of key
resources

5. Certification Valid
certificate copy
The bidder should at least be CMMi L3 certified.
 [94]

FORM - J
UNDERTAKING FOR BEING CMMI CERTIFIED
[To be submitted on Bidder Company’s Letterhead]
Date:
To:
The Executive Engineer,
Redevelopment Project Division-I,
CPWD, Room No. 141, Vidyut Bhawan,
Shankar Market, New Delhi – 110001

Sub: Designing, Developing and Implementation of Web based IT application for

project life cycle management including Accounting system for Self-Financed
Redevelopment works under RPZ, CPWD, New Delhi.(Second call).
NIT No: - 03/CPM/RPZ/NIT/2019-20: Undertaking for being CMMI certified

Dear Sir,
In accordance with eligibility requirements of this tender process, we
_________<Name of the Bidding firm>__________________ wish to declare that, we have
CMMI certification competent to support CPWD’s Project to execute and deliver the services
as per the envisaged scope of work.
The details of the CMMI certification are:
Description
Maturity Level
Certificate ID/No.-
Valid upto:-
Authorised Appraiser ID:-

Yours faithfully,

Date: (Signature of the Authorized signatory)

(Name and designation of the of the Authorized signatory)
Place: (Name and rubber seal of the Bidder)
 [95]

FORM-K

PERFORMA FOR COMPLIANCE TO SCOPE OF WORK

S.No. Description of FRS and TRS Standard ERP Customization Custom-Built

Note: Compliance Performa should be signed and stamped by OEM of standard ERP
Product which is being proposed by the bidder for this work. Bidder shall not be
allowed to change the OEM at the later stage. However, in exceptional situations if it
becomes necessary, the due approval of CPWD shall be obtained by the bidder.
 [96]

CLAUSES OF CONTRACT

1. Performance Guarantee:
1.1 The Bidder shall submit an irrevocable Performance Guarantee of 5% (Five
percent) of the Bid amount (Quoted in Financial Quote) in addition to other
deposits mentioned elsewhere in the contract for his proper performance of the
contract agreement, (not withstanding and/or without prejudice to any other
provisions in the contract) within 10 days from the date of issue of letter of
acceptance. This period can be further extended by the Engineer-in-Charge up to
a maximum period of 7 days with late fees on written request of the Bidder stating
the reason for delays in procuring the Performance Guarantee, to the
satisfaction of the Engineer-in-Charge. This guarantee shall be in the form of
Cash (in case guarantee amount is less than Rs. 10,000/-) or Deposit at
Call receipt of any scheduled bank/Banker’s Cheque of any scheduled
bank/Demand Draft of any scheduled bank/Pay Order of any scheduled bank (in
case guarantee amount is less than Rs. 1,00,000/-) or Government Securities
or Fixed Deposit Receipts or Guarantee Bonds of any Scheduled Bank or
the State Bank of India in accordance with the form annexed hereto. In case
a fixed deposit receipt of any Bank is furnished by the Bidder to the Government
as part of the performance guarantee and the Bank is unable to make payment
against the said fixed deposit receipt, the loss caused thereby shall fall on
the Bidder and the Bidder shall forthwith on demand furnish additional security to
the Government to make good the deficit.
1.2 The Performance Guarantee shall be initially valid for 180 days + 1150days. In
case the time for completion of work gets enlarged, the Bidder shall get the
validity of Performance Guarantee extended to cover such enlarged time for
completion of work. After recording of the completion certificate for the work by
the competent authority, the performance guarantee shall be returned to the
Bidder, without any interest.
1.3 The Engineer-in-Charge shall not make a claim under the performance guarantee
except for amounts to which the President of India is entitled under the
contract (not withstanding and/or without prejudice to any other provisions in the
contract agreement) in the event of:
(a) Failure by the Bidder to extend the validity of the Performance
Guarantee as described herein above, in which event the Engineer-in-
Charge may claim the full amount of the Performance Guarantee.
(b) Failure by the Bidder to pay President of India any amount due, either as
agreed by the Bidder or determined under any of the Clauses/Conditions
of the agreement, within 30 days of the service of notice to this effect by
Engineer-in-Charge.
(c) Failure to execute any subcomponent for which action to get it done at “Risk
 [97]

and cost of the bidder” is taken as per the relevant clause of this agreement.
1.4 In the event of the contract being determined or rescinded under provision of any
of the Clause/Condition of the agreement, the performance guarantee shall
stand forfeited in full and shall be absolutely at the disposal of the President of
India.
1A. Recovery of Security Deposit:
The person/persons whose bid(s) may be accepted (hereinafter called the Bidder)
shall permit Government at the time of making any payment to him for work done under
the contract to deduct a sum at the rate of 5% of the gross amount of each
running and final bill till the sum deducted, will amount to security deposit of 5% of the
bided value of the work. Such deductions will be made and held by Government by way
of Security Deposit unless he/they has/have deposited the amount of Security at the
rate mentioned above in cash or in the form of Government Securities or fixed
deposit receipts. In case a fixed deposit receipt of any Bank is furnished by the Bidder to
the Government as part of the security deposit and the Bank is unable to make payment
against the said fixed deposit receipt, the loss caused thereby shall fall on the Bidder
and the Bidder shall forthwith on demand furnish additional security to the Government
to make good the deficit.
All compensations or the other sums of money payable by the Bidder under the terms of
this contract may be deducted from, or paid by the sale of a sufficient part of
his security deposit or from the interest arising there from, or from any sums which may
be due to or may become due to the Bidder by Government on any account whatsoever
and in the event of his Security Deposit being reduced by reason of any such
deductions or sale as aforesaid, the Bidder shall within 10 days make good in cash
or fixed deposit receipt bided by the State Bank of India or by Scheduled Banks
or Government Securities (if deposited for more than 12 months) endorsed in favor of
the Engineer-in-Charge, any sum or sums which may have been deducted from, or
raised by sale of his security deposit or any part thereof. The security deposit shall be
collected from the running bills of the Bidder at the rates mentioned above.
Earnest money deposited at the time of bids will be refunded after receipt of
Performance Guarantee.
The security deposit as deducted above can be released against bank guarantee issued
by a scheduled bank, on its accumulations to a minimum of Rs. 5 lakh subject to the
condition that amount of such bank guarantee, except last one, shall not be less than
Rs. 5 lakh. Provided further that the validity of bank guarantee including the one given
against the earnest money shall be in conformity with provisions contained in various
clauses and which shall be extended from time to time depending upon extension of
contract granted under provisions of various clauses
Note-1: Government papers bided as security will be taken at 5% (five per cent) below
its market price or at its face value, whichever is less. The market price of
Government paper would be ascertained by the Divisional Officer at the
 [98]

time of collection of interest and the amount of interest to the extent of

deficiency in value of the Government paper will be withheld if necessary
Note-2: Government Securities will include all forms of Securities mentioned in Rule No.
274 of the G.F. Rules except fidelity bond. This will be subject to the
observance of the condition mentioned under the rule against each form of
security.
Note-3: Note 1 & 2 above shall be applicable for both clause 1 and 1A.

2. Compensation for Delay:

If the Bidder fails to maintain the required progress to complete the work or extended
date of completion, he shall, without prejudice to any other right or remedy
available under the law to the Government on account of such breach, pay as agreed
compensation the amount calculated @ 1.0 % per month of delay to be computed on
per day basis decided by the Project Manager/Superintending Engineer (whose
decision in writing shall be final and binding) may decide on the amount of Bided value
of the work for every completed day/month (as applicable) that the progress
remains below that specified in Time Schedule of work given in this document or that
the work remains incomplete.
Provided always that the total amount of compensation for delay to be paid
under this Condition shall not exceed 10% of the Bided Value of work or of the
Bided Value of the item or group of items of work for which a separate period of
completion is originally given. The amount of compensation may be adjusted or
set-off against any sum payable to the Bidder under this or any other contract
with the Government.
3. When Contract can be Determined:
Subject to other provisions contained in this clause, the Engineer-in-Charge may,
without prejudice to his any other rights or remedy against the Bidder in respect
of any delay, inferior work, any claims for damages and/or any other provisions of this
contract or otherwise, and whether the date of completion has or has not elapsed,
by notice in writing absolutely determine the contract in any of the following cases:
3.1 If the Bidder having been given by the Engineer-in-Charge a notice in
writing to that the work is being performed in an inefficient or otherwise
improper or un work man like manner shall omit to comply with the
requirement of such notice for a period of seven days thereafter.
3.2 If the Bidder has, without reasonable cause, suspended the progress of the work
or has failed to proceed with the work with due diligence so that in the
opinion of the Engineer-in-Charge (which shall be final and binding) he will
be unable to secure completion of the work by the date for completion and
continues to do so after a notice in writing of seven days from the Engineer-in-
Charge.
3.3 If the Bidder fails to complete the work within the stipulated date or items of work
 [99]

with individual date of completion, if any stipulated, on or before such

date(s) of completion and does not complete them within the period specified in a
notice given in writing in that behalf by the Engineer-in-Charge.
3.4 If the Bidder persistently neglects to carry out his obligations under the
contract and/ or commits default in complying with any of the terms and
conditions of the contract and does not remedy it or take effective steps to
remedy it within 7 days after a notice in writing is given to him in that behalf by the
Engineer-in-Charge.
3.5 If the Bidder shall offer or give or agree to give to any person in Government
service or to any other person on his behalf any gift or consideration of any
kind as an inducement or reward for doing or forbearing to do or for having done
or forborne to do any act in relation to the obtaining or execution of this or
any other contract for Government.
3.6 If the Bidder shall enter into a contract with Government in connection with which
commission has been paid or agreed to be paid by him or to his knowledge, unless
the particulars of any such commission and the terms of payment thereof have
been previously disclosed in writing to the Engineer-in-Charge.
3.7 If the Bidder shall secured a contract with Government as a result of wrong Bidding
or other non-bonafied methods of competitive Bidding or commits breach of
integrity agreement.
3.8 If the Bidder being an individual, or if a firm, any partner thereof shall at any time
be adjudged insolvent or have a receiving order or order for administration
of his estate made against him or shall take any proceedings for liquidation
or composition (other than a voluntary liquidation for the purpose of
amalgamation or reconstruction) under any Insolvency Act for the time being in
force or make any conveyance or assignment of his effects or composition or
arrangement for the benefit of his creditors or purport so to do, or if any application
be made under any Insolvency Act for the time being in force for the sequestration
of his estate or if a trust deed be executed by him for benefit of his creditors.
3.9 If the Bidder being a company shall pass a resolution or the court shall
make an order that the company shall be wound up or if a receiver or a manager
on behalf of a creditor shall be appointed or if circumstances shall arise which
entitle the court or the creditor to appoint a receiver or a manager or which entitle
the court to make a winding up order.
3.10 If the Bidder shall suffer an execution being levied on his goods and allow it to be
continued for a period of 21 days.
3.11 If the Bidder assigns, transfers, sublets (engagement of labour on a piece-
work basis or of labour with materials not to be incorporated in the work,
shall not be deemed to be subletting) or otherwise parts with or attempts to
assign, transfer, sublet or otherwise parts with the entire implementation works or
any portion thereof without the prior written approval of the Engineer -in-Charge.
When the Bidder has made himself liable for action under any of the cases
aforesaid, the Engineer-in-Charge on behalf of the President of India shall have
 [100]

powers:
a) To determine the contract as aforesaid (of which termination notice in
writing to the Bidder under the hand of the Engineer-in-Charge shall be
conclusive evidence). Upon such determination, Security Deposit already
recovered and Performance Guarantee under the contract shall be liable
to be forfeited and shall be absolutely at the disposal of the Government.
b) After giving notice to the Bidder to measure up the work of the Bidder and to
take such whole, or the balance or part thereof, as shall be un-executed out of
his hands and to give it to another Bidder to complete the work. The Bidder,
whose contract is determined as above, shall not be allowed to participate in
the Bidding process for the balance work.
In the event of above courses being adopted by the Engineer-in-Charge, the
Bidder shall have no claim to compensation for any loss sustained by him
by reasons of his having purchased or procured any materials or entered
into any engagements or made any advances on account or with a view to the
execution of the work or the performance of the contract. And in case action is
taken under any of the provision aforesaid, the Bidder shall not be entitled to
recover or be paid any sum for any work thereof or actually performed under this
contract unless and until the Engineer-in-Charge has certified in writing the
performance of such work and the value payable in respect thereof and he
shall only be entitled to be paid the value so certified.
In case, the work cannot be started due to reasons not within the control of
the bidder within 1/8th of the stipulated time for completion of work or one month
whichever is more, either party may close the contract. In case bidder wants to
close the contract, he shall give notice to the department stating the failure on the
part of department. In such eventuality, the Performance Guarantee of the bidder
shall be refunded.
4. Time and Extension for Delay:
The agency shall start the work within 15 days after issue of Acceptance letter by
CPWD. The time allowed for execution of the work as specified or the extended time in
accordance with these conditions shall be the essence of the Contract. The execution of
the standard ERP works shall commence from such time period or from the date of
handing over of the records/Performa etc. whichever is later. If the Bidder commits
default in commencing the execution of the work as aforesaid, Government shall
without prejudice to any other right or remedy available in law, be at liberty to
forfeit the performance guarantee and security deposit absolutely.
4.1 If the work(s) be delayed by:-
(i) Force majeure, or
(ii) Serious loss or damage by fire, or
 [101]

(iii) Civil commotion, local commotion of workmen, strike or lockout, affecting

any of the trades employed on the work, or
(iv) Delay on the part of other Bidder or tradesmen engaged by Engineer-
in-Charge in executing work not forming part of the Contract, or
(v) Any other cause which, in the absolute discretion of the Engineer-in-
Charge is beyond the Bidder’s control.
Then upon the happening of any such event causing delay, the bidder shall
immediately give notice thereof in writing to the Engineer-in-Charge but shall
nevertheless use constantly his best endeavors to prevent and make good the
delay and shall do all that may be reasonably required to the satisfaction of the
Engineer-in-Charge to proceed with the work.
4.2 Request for extension of time, to be eligible for consideration, shall be made
by the Bidder in writing within fourteen days of the happening of the event
causing delay on the prescribed form to the Engineer-in-Charge. The Bidder
may also, if practicable, indicate in such a request the period for which
extension is desired.
4.3 In any such case, the authority Chief Project Manager may give a fair and
reasonable extension of time and reschedule the “time schedule” given in this
document for completion of work. Such extension or re scheduling of “time
schedule” shall be communicated to the Bidder by the authority in writing, within
1 months or 4 weeks of the date of receipt of such request . Non application
by the bidder for extension of time/ re-scheduling of “time schedule” shall not be a
bar for giving a fair and reasonable extension/re scheduling of “time schedule” by
the authority and this shall be binding on the bidder

5. Foreclosure of Agreement :
If at any time after acceptance of bid, Engineer-in-Charge shall decide to the
abandonment or reduction of scope of the work due to any reason whatsoever do not
require the whole or any part of the work to be carried out, the Engineer-in-charge shall
give notice in writing to that effect to the bidder and the bidder shall act accordingly in
the matter. The bidder shall have no claim to any payment of compensation or
otherwise whatsoever in account of any profit or advantage which he might have
derived for the execution of work in full but which he did not derive inconsequence of
the foreclosure of the whole or part of the work. In such circumstances, the bidder shall
be paid at contract rates full amount for works carried out by him and accepted by the
department, security deposit and the Performance guarantee of the bidder shall be
refunded, but no payment on account of interest, loss of profit or damages etc. shall be
payable at all.
 [102]

6. Settlement of Disputes & Arbitration:

Except where otherwise provided in the contract, all questions and disputes
whether arising during the progress of the work or after the cancellation,
termination, completion or abandonment thereof shall be dealt with as mentioned
hereinafter:
(i) If the Bidder considers any work demanded of him to be outside the requirements of
the contract, or disputes any drawings, record or decision given in writing by
the Engineer-in-Charge on any matter in connection with or arising out of the
contract or carrying out of the work, to be unacceptable, he shall promptly within 15
days request the Engineer-in-Charge in writing for written instruction or decision.
Thereupon, the Engineer-in-Charge shall give his written instructions or decision
within a period of one month from the receipt of the Bidder’s letter.
If the Engineer-in-Charge fails to give his instructions or decision in writing
within the aforesaid period or if the Bidder is dissatisfied with the instructions or
decision of the Engineer-in-Charge, the Bidder may, within 15 days of the
receipt of Engineer-in-Charge, appeal to the Project Manager/Superintending
Engineer who shall afford an opportunity to the Bidder to be heard, if the later so
desires, and to offer evidence in support of his appeal. The Project
Manager/Superintending Engineer shall give his decision within 30 days of receipt of
Bidder’s appeal. If the Bidder is dissatisfied with the decision of the Superintending
Engineer/Project Manager, the Bidder may within 30 days from the receipt of the
Superintending Engineer/Project Manage decision, appeal before the Dispute
Redressal Committee (DRC) along with a list of disputes with amounts claimed in
respect of each such dispute and giving reference to the rejection of his
disputes by the Superintending Engineer/Project Manager. The Dispute Redressal
Committee (DRC) shall give his decision within a period of 90 days from the receipt
of Bidder’s appeal. The constitution of Dispute Redressal Committee (DRC) shall be
as below:
Chairman : CPM, IIT Delhi project Zone or equivalent rank officer nominated
by CPWD
Member : Director (Finance), CPWD
Member : Executive Engineer, e-gov
EE, RPD-I, CPWD shall present the case.
If the Dispute Redressal Committee (DRC) fails to give his decision within
the aforesaid period or any party is dissatisfied with the decision of Dispute
Redressal Committee (DRC), then either party may within a period of 30 days from
the receipt of the decision of Dispute Redressal Committee (DRC), give notice to the
Chief Engineer for appointment of arbitrator on prescribed Performa failing
which, the said decision shall be final binding and conclusive and not referable to
adjudication by the arbitrator.
(ii) Except where the decision has become final, binding and conclusive in terms of Sub
 [103]

Para (i) above, disputes or difference shall be referred for adjudication through
arbitration by a sole arbitrator appointed by the Chief Engineer/Chief Project
Manager, CPWD, in charge of the work or if there be no Chief Engineer/Chief
Project Manager, the Additional Director General of the concerned region of CPWD
or if there be no Additional Director General, the Director General, CPWD. If the
arbitrator so appointed is unable or unwilling to act or resigns his appointment or
vacates his office due to any reason whatsoever, another sole arbitrator shall
be appointed in the manner aforesaid. Such person shall be entitled to proceed
with the reference from the stage at which it was left by his predecessor.
It is a term of this contract that the party invoking arbitration shall give a list of
disputes with amounts claimed in respect of each such dispute along with the
notice for appointment of arbitrator and giving reference to the rejection by
the Chief Engineer/Chief Project Manager of the appeal.
It is also a term of this contract that no person, other than a person
appointed by such Chief Engineer/Chief Project Manager, CPWD or Additional
Director General or Director General, Works, CPWD, as aforesaid, should act as
arbitrator and if for any reason that is not possible, the matter shall not be referred to
arbitration at all.
It is also a term of this contract that if the Bidder does not make any
demand for appointment of arbitrator in respect of any claims in writing as aforesaid
within 120 days of receiving the intimation from the Engineer-in-charge that the
final bill is ready for payment, the claim of the Bidder shall be deemed to have
been waived and absolutely barred and the Government shall be discharged
and released of all liabilities under the contract in respect of these claims.
The arbitration shall be conducted in accordance with the provisions of the
Arbitration and Conciliation Act, 1996 (26 of 1996) the Jammu & Kashmir
Arbitration & Conciliation Act 1937 (35 of 1997) as the case may be or any statutory
modifications or re-enactment thereof and the rules made there under and for the
time being in force shall apply to the arbitration proceeding under this clause.
It is also a term of this contract that the arbitrator shall adjudicate on only such
disputes as are referred to him by the appointing authority and give separate award
against each dispute and claim referred to him and in all cases where the total
amount of the claims by any party exceeds Rs.1,00,000/-, the arbitrator shall give
reasons for the award.
It is also a term of the contract that if any fees are payable to the arbitrator, these
shall be paid equally by both the parties.
It is also a term of the contract that the arbitrator shall be deemed to have entered
on the reference on the date he issues notice to both the parties calling them
to submit their statement of claims and counter statement of claims. The venue of
the arbitration shall be such place as may be fixed by the arbitrator in his sole
discretion. The fees, if any, of the arbitrator shall, if required to be paid before
 [104]

the award is made and published, be paid half and half by each of the parties.
The cost of the reference and of the award (including the fees, if any, of the
arbitrator) shall be in the discretion of the arbitrator who may direct to any by whom
and in what manner, such costs or any part thereof shall be paid and fix or settle the
amount of costs to be so paid.

7. Incentive for early Completion

In case, the successful bidder(s) completes the work ahead of updated stipulated date
of completion considering the effect of extra work (to be calculated on pro-rate basis as
cost of extra work X stipulated period / tendered cost), a bonus @ 2% (two per cent) of
the tendered value per month computed on per day basis, shall be payable to the
successful bidder(s), subject to a maximum limit of 5% (five per cent) of the tendered
value. The amount on bonus, if payable, shall be paid along with final bill after
completion of work.

8. Bidder to indemnify Govt. against Patent Rights:

The Bidder shall fully indemnify and keep indemnified the President of India against any
action, claim or proceeding relating to infringement or use of any patent or
design or any alleged patent or design rights and shall pay any royalties which may be
payable in respect of any article or part thereof included in the contract. In the event of
any claims made under or action brought against Government in respect of any
such matters as aforesaid, the Bidder shall be immediately notified thereof and the
Bidder shall be at liberty, at his own expense, to settle any dispute or to conduct
any litigation that may arise there from, provided that the Bidder shall not be
liable to indemnify the President of India if the infringement of the patent or design
or any alleged patent or design right is the direct result of an order passed by the
Engineer-in-Charge in this behalf.

9. Levy/taxes payable by Bidder:

GST, Income tax, Building and other Construction Workers Welfare Cess or any
other tax or Cess in respect of this contract shall be payable by the Bidder and
Government shall not entertain any claim whatsoever in this respect. The rates
quoted by the bidder shall be inclusive of all GST/service tax, nothing extra shall be paid
in this regard.

10. Additions and Alterations:

The clients / Employee shall have the right to request in writing changes, additions,
modifications in the scheme resulting in additional work in connection therewith and the
bidder shall comply with such request. If the Client deviates substantially from the
original scheme which involves extra services, expenses and extra labor on the part of
 [105]

the bidder for making changes and modifications or other documents rendering major
part or the whole of his work in fructuous, the bidder may then be compensated for such
extra services and expenses on quantum merit basis at mutually agreed rates and other
terms and conditions, unless such changes, alterations are due to its own commissions
and /or discrepancies including changes proposed by bidders. The decision of the
department shall be final and binding on whether the deviations and additions are
substantial and required any compensation to be paid to the bidder. However, for the
minor modification or alteration which does not affect the entire design, planning etc. no
extra amount will be payable.
 [106]

Financial Quote

ABSTRACT

Total Quoted Amount for

Schedule Work
Respective Schedule (Rs.)

Designing, Developing and Implementation of Web based IT application for project life
cycle management including Accounting system for Self-Financed Redevelopment
PART ‘A’ works under RPZ, CPWD, New Delhi. (Second call).
SH: Original Work
Designing, Developing and Implementation of Web based IT application for project life
cycle management including Accounting system for Self-Financed Redevelopment
PART ‘B’ works under RPZ, CPWD, New Delhi. (Second call).
SH: Maintenance Work

Total Quoted Amount

 [107]

Financial Quote
PART-A

Name of Work: Designing, Developing and Implementation of Web based IT application for project life cycle management
including Accounting system for Self-Financed Redevelopment works under RPZ, CPWD, New Delhi. (Second
call).
SH: Original Work

Rate in Rs. Amount

S.No. Particulars Quantity Unit
in Figure in Words (in Rs.)

Designing, Customization/ Development and Implementation of

standard ERP Solution for Redevelopment works of CPWD as per
the requirement and scope of work including standard ERP
Solution, Annual Technical Support (ATS) and License Fee for a
period of three years for 30 Licenses (All users should be
1. interoperable between implemented modules), including cost of 1 Per job
standard ERP software, RDBMS(Should be available in 1:1 ratio
between Data Center(DC) and Disaster Recovery (DR)),
Employee Self Service (ESS) license and development
environment for proposed standard ERP application complete job
as per direction of Engineer-in-charge.

Hosting of standard ERP application on cloud-based platform at 3 Per year

the Primary Data Centre and Disaster Recovery site including
2. operations and maintenance cost and license cost (if any) for a
period of three years on per year basis complete job as per
direction of Engineer-in-charge.

Total
Note: The price quoted above by the bidder is inclusive of GST/Service Tax or any other applicable taxes.
 [108]

Financial Quote
PART-B

Name of Work: Designing, Developing and Implementation of Web based IT application for project life cycle management
including Accounting system for Self Financed Redevelopment works under RPZ, CPWD, New Delhi. (Second
call)
SH: Maintenance Work

Rate in Rs. Amount

S.No. Particulars Quantity Unit
in Figure in Words Rs.

Maintaining & running the developed Standard Enterprise Per year

Resource Planning (ERP) Solutions for a period of three
1 years from the date of Go-live in all aspects as per the 3
requirement and scope of work for CPWD as per directions
of Engineer-in-Charge.

Man-days Bundle (if required) to implement/accommodate

“change request” that are not part of the scope of this
2 agreement on the man day basis after “Go-live” of the 60 Per Man-day
Standard Enterprise Resource Planning (ERP) Solutions as
per the directions of Engineer-in-Charge.

Total

Note: The price quoted above by the bidder is inclusive of GST/Service Tax or any other taxes applicable.