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RFP101

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RFP101

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Bidding Document

Jaipur Vidyut Vitran Nigam Limited (JVVNL)

Ajmer Vidyut Vitran Nigam Limited (AVVNL)
Jodhpur Vidyut Vitran Nigam Limited (JdVVNL)

Request for Proposal

For

Selection of System Integrator (ERPSI) for Supply,

Installation, Commissioning, Implementation and
Support for Enterprise Resource Planning (ERP) System
at Rajasthan Discoms (JVVNL, AVVNL & JdVVNL)

Request for Proposal(RFP): JVVNL/SE/IT/RDSS/ERPSI/TN-101

Corporate Identification Number (CIN) – U40109RJ2000SGC016486
Regd. Office: Vidyut Bhawan, Jyoti Nagar, Jaipur- 302005
Website: http://energy.rajasthan.gov.in/jvvnl
Tender document cost: Rs. 25,000 + GST (18%)
Summary, Abbreviations & Table of Content Page |2

Tender Disclaimer
1. The information contained in this RFP or subsequently provided to Bidder(s), whether verbally
or in documentary or in any other form by or on behalf of JVVNL or any of its employees,
Bidders or associates, is provided to Bidder(s) on the terms and conditions set out in this RFP
and such other terms and conditions subject to which such information is provided.
2. This RFP is not an agreement and is neither an offer nor invitation by JVVNL to the prospective
Bidders or any other party. The purpose of this RFP is to provide interested parties with
information that may be useful to making their Bid. This RFP includes statements, which reflect
various assumptions and assessments arrived at by JVVNL in relation to the Project. Such
assumptions, assessments and statements do not support to contain all the information that
each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible
for JVVNL to consider the technical capabilities, investment objectives, financial situation and
needs of each party who reads or uses this RFP. The assumptions, assessments, statements and
information could check the accuracy, adequacy, correctness, re obtained in this RFP may not
be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own
investigations and analysis and liability and completeness of the assumptions, assessments,
statements and information contained in this RFP and obtain independent advice from
appropriate sources.
3. Information provided in this RFP to the Bidder(s) is on a wide range of matters, some of which
depends upon interpretation of law. The information given is not an exhaustive account of
statutory requirements and should not be regarded as a complete or authoritative statement of
law. JVVNL accepts no responsibility for the accuracy or otherwise for any interpretation or
opinion on law expressed herein.
4. JVVNL or any of its employees, Bidders or associates make no representation or warranty and
shall have no liability to any person including any Bidder under any law, statute, rules or
regulations, principles of restitution or unjust enrichment or otherwise for any loss, damages,
cost or expense which may arise from or be incurred or suffered on account of anything
contained in this RFP or otherwise including the accuracy, adequacy, correctness, completeness
or reliability of the RFP and any assessment, assumption, statement or information contained
therein or deemed to form part of this RFP or arising in any way in this Bid stage.
5. JVVNL or any of its employees, Bidders or associates also accept no liability of any nature
whether resulting from negligence or otherwise howsoever caused arising from reliance of any
Bidder upon the statements contained in this RFP.
6. JVVNL may in its absolute discretion, but without being under any obligation to do so, update,
amend or supplement the information, assessment or assumptions contained in this RFP.The
issue of this RFP does not imply that JVVNL is bound to select a Bidder for the Project and
JVVNL reserves the right to reject all or any of the Bidders or Bids or discontinue or cancel the
bidding process without assigning any reason whatsoever
7. The Bidder shall bear all its costs associated with or relating to the preparation and submission
of its Bid including but not limited to preparation, copying, postage, delivery fees, traveling,
food, lodging, expenses associated with any demonstrations or presentations which may be
required by JVVNL or any other costs incurred in connection with or relating to its Bid. All
such costs and expenses will remain with the Bidder and JVVNL shall not be liable in any
manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder
in preparation for submission of the Bid, regardless of the conduct or outcome of the Bidding
Process.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for
Enterprise Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Summary, Abbreviations & Table of Content Page |3

TABLE OF CONTENTS
About Rajasthan Discoms………………………….…………………………………..…4
Summary ..................................................................................................................................5
PART I ......................................................................................................................................9
Section 1. Request for Proposal Notice ..............................................................................10
Section 2. Eligibility and Qualification Requirements ....................................................14
Section 3. Instructions to Bidders and Bid Data Sheet .....................................................30
Section 4. Bidding Forms- Technical Proposal ................................................................61
Section 5. Financial Proposal - Forms ...............................................................................88
Section 6. ERP System Requirements and Service Level.................................................99
Agreement 99
PART II ................................................................................................................................328
Section 7. Conditions of Contract .....................................................................................329
PART III ...............................................................................................................................360
Section 8. Contract Related Forms ....................................................................................361

About Rajasthan Discoms

Jaipur Vidyut Vitran Nigam Ltd (JAIPUR DISCOM), Ajmer Vidyut Vitran Nigam Ltd, (AJMER
DISCOM) and Jodhpur Vidyut Vitran Nigam Ltd, (JODHPUR DISCOM) have been established
under the Companies Act, 1956 by Govt. of Rajasthan. All these three Discoms have been
created with the principal object of engaging in the business of distribution and supply of
electricity in Rajasthan State.

Jaipur Discom manages the power supply in 18 districts of Rajastan namely Jaipur, Jaipur
Rural, Dausa, Alwar, Khairthal, Kotputli, Dudu, Tonk, Kota, Bundi, Baran, Jhalawar, Baratpur,
Deeg, Sawai Madhopur, Gangapur City, Karauli and Dholupur.

Jodhpur Discom manages the power supply 15 districts of Rajasthan namely Jodhpur East,
Jodhpur West, Pali, Sirohi, Barmer, Jaisalmer, Jalore, Bikaner, Hanumangarh, Sri-ganganagar,
Churu, Balotra, Anupgarh, Phalodi and Sanchore.

Ajmer Discom manages the power supply in 17 districts of Rajasthan namely Ajmer, Bhilwara,
Nagaur, Sikar, Jhunjhunu, Udaipur, Banswara, Chittorgarh, Rajsamand, Dungarpur,
Pratapgarh, Deedwana-Kuchaman, Kekari, Beawar, Neem ka Thana, Shahpura and Salumber.

All three discoms are engaged in Distribution & Supply of Electricity in Rajasthan State and
together represented as RAJASTHAN DISCOMS.

Day by day, the business area, key personnel & engagement with customers are increasing,
therefore, Rajasthan Discoms intend to implement an Enterprise Resource Planning (ERP)
solution for an integrated data collection, analysis and sharing platform to address the key
business challenges and share the data across various functional areas which can make its
business processes efficient, more robust and reliable to meet the present and future challenges.

On the behalf of Rajasthan Discoms, Jaipur Discom as Nodal Agency is floating this Request for
Proposal (RFP) to implement ERP System in all three discoms. During the implementation till
Go-Live, project shall be dealt by Jaipur Discom and post Go-Live, Facility Management
Services (FMS), Annual Technical Support (ATS) & other services shall be dealt by each discom
separately for their jurisdiction.

Summary
PART I – BIDDING PROCEDURES AND REQUIREMENTS

Section 1: Request for Proposals (RFP) Notice

This Section includes Request for Proposals.

Section 2: Eligibility and Qualification Requirements

This Section contains information regarding specific eligibility and qualification requirements
applicable for prospective bidders to be considered for further evaluation of their proposal.

Section 3: Instructions to Bidders and Bid Data Sheet

This Section consists of two parts: “Instructions to Bidders” and “Bid Data Sheet”. “Bid Data
Sheet” contains information specific to selection and corresponds to the clauses in “Instructions
to Bidders” that call for selection-specific information. This Section provides information to help
prospective bidders prepare their proposals. Information is also provided on submission,
opening and evaluation of proposals, selection of successful bidder and award of contract.

Section 4: Bidding Forms – Technical Proposal

This Section includes the forms for Technical Proposal that are to be completed by the
prospective bidders and submitted in accordance with the requirements of Section 3.

Section 5: Bidding Forms - Financial Proposal

This Section includes the financial forms that are to be completed by the prospective bidders,
including the bidders’ costing and pricing, which are to be submitted in accordance with the
requirements of Section 3.

Section 6: Project Requirements

This Section describes the background information of the Project, Scope, of Work, System
Requirement, Specifications, Quality Requirements, Service Level Agreement (SLA), Standards,
Activities and Tasks, Plans, Deliverables, Documentation, and other requirements/ details
related to and/or connected with the Project.

PART II – CONTRACT FORM AND CONDITIONS OF CONTRACT

Section 7: Contract Form and Conditions of Contract

This Section includes standard contract form. It includes General Conditions of Contract
(“GCC”) and Special Conditions of Contract (“SCC”). The SCC include clauses specific to this
contract to supplement the General Conditions.

PART III – Contract Related Forms

Section 8: Contract Related Forms

This Section includes the form used to notify Award of the Contract to the successful bidder
and the form for Performance Security to be furnished by the bidder.

ABBREVIATIONS

Letter of Authorization/ Letter

ACL Access Control Lists LOA/LOI of Intent
Ministry of Electronics
ACR Annual Confidential Report MEITY Information and Technology
Annual Maintenance
AMC Contract MFA Multi-Factor Authentication
Application Programming Management Information
API Interface MIS Systems
APT Advanced Persistent Threat MM Materials Management
ATS Annual Technical Support MPLS Multi-Protocol Label Switching
BCP Business Continuity Plan NAT Network Address Translation
Network Bandwidth Service
BG Bank Guarantee NBSP Provider
BGP Border Gateway Protocol NIC Network Interface Cards
BI Business Intelligence O&M Operation and Maintenance
Open/Portable Document
BOQ Bill of Quantities ODF/PDF Format
Original Equipment
BPML Business Process Master List OEM Manufacturer
CCB Change Control Board OPC Open Platform Communications
CCN Change Control Notice OS Operating System
Indian Computer Open Web Application Security
CERT-In Emergency Response Team OWASP Project
Capability Maturity Model
CMMI Integration P2P Peer to Peer
Contract Performance
CPG Guarantee PDA Personal Digital Assistant
Program Evaluation Review
CRP Conference Room Pilot PERT Technique
Public Key Cryptography
CSP Cloud Service Provider PKCS Standards
DC Data Center POA Power of Attorney
DDA Data Digitization Agency POP3 Post Office Protocol version 3
Distributed Denial of
DDOS Service PQR Pre-Qualification Requirements
Dynamic Host
DHCP Configuration Protocol PS Project Planning & Management
DISCOM Distribution Company PSU Public Sector Undertaking
Document Management
DMS System PT Performance Testing
DMZ Demilitarized Zone QA Quality Assurance
DNS Domain Name System QC Quality Control
Redundant Array of
DRC Disaster Recovery Center RAID Independent Disks
Restructured Accelerated Power
Development and Reforms
EMD Ernest Money Deposit R-APDRP Programme

Element / Network Relational Database

EMS/NMS Management System RDBMS Management System
Enterprise Resource Revamped Distribution Sector
ERP Planning RDSS Scheme
Enterprise Resource
ERPSI Planning System Integrator RFP Request for Proposal

ESS Employee Self Service RFP Radio Frequency

Reports, Interface, Conversion,
Finance and Accounts Enhancements, Forms and
F&A Management RICEFW Workflow
Recovery Point Objective /
FAQ Frequently Asked Questions RPO/RTO Recovery Time Objective
Facility Management
FMS Services SAAS Software as a Service
Functional Requirement
FRS Specifications SAN Storage Area Network
SysAdmin, Audit, Network and
FTP File Transfer Protocol SANS Security
General/Special Conditions Supervisory Control and Data
GCC/SCC of Contract SCADA Acquisition
Guidelines for Indian
GIGW Government Websites SDLC System Development Life Cycle
Geographic Information Software-defined Wide Area
GIS System SD-WAN Network
GPS Global Positioning System ERPSI System Integrator
GST Goods and Services Tax SIT System Integration Testing
GUI Graphical User Interface SLA Service Level Agreement
Host Intrusion Prevention
HIPS System SMTP Simple Mail Transfer Protocol
High-Level Design / Low-
HLD/LLD Level Design SOA Service Oriented Architecture
Human Resource
HRM Management SOAP Simple Object Access Protocol
HTTP/HTTP Statement of Work/ Scope of
S Hypertext Transfer Protocol SOW Work
IaaS Infrastructure as a Service SPOC Single Point of Contact
Internet Control Message
ICMP Protocol SQL Structured Query Language
Identity and Access
IDAM Management SSD Solid State Drive
Intrusion detection systems
and intrusion prevention
IDS/IPS systems SSE Server Side Encryption
IFB Invitation for Bids SSL Secure Sockets Layer
Indian Accounting
INDAS Standards STLC Software Testing Lifecycle
Standardization Testing and
IOC Indicator of Compromise STQC Quality Certification

IOPS Input/Output Per Second TAC Technical Assistance Centers

IP Internet Protocol TCP Transmission Control Protocol

Integrated Power
IPDS Development Scheme TIFF Tag Image File Format

IPS Intrusion Prevention System TPAA Third-Party Audit Agency

Information Security Technical Qualification
ISMS Management Systems TQR Requirements
International Organization Technical Requirement
ISO for Standardization TRS Specifications
IT Information Technology TSI Turnkey System Integration
ITB Instruction to Bidders UAT User Acceptance Testing
Information Technology
ITIL Infrastructure Library UT Unit Testing
ITSM IT Service Management VM Virtual Machine
IVR Interactive Voice Response VPN Virtual Private Network
JDBC Java Database Connectivity WAF Web Application Firewall
Joint Photographic Experts
JPEG Group

PART I

BIDDING PROCEDURES AND REQUIREMENTS

Section 1. Request for Proposal Notice

Selection of System Integrator for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP)
System
PROCUREMENT NOTICE
(Single Stage Two-Envelope Least Cost Selection (L1) Bidding Process with e-Procurement)

OPEN COMPETITIVE PROCUREMENT

Contract Title: “Selection of ERPSI for Supply, Installation, Commissioning, Implementation

and Support for Enterprise Resource Planning (ERP) System in Rajasthan
Discoms (JVVNL, AVVNL & JdVVNL)’’

Request for Proposal (RFP)/ Tender Number: JVVNL/SE/IT/RDSS/ERPSI/TN-101

Issued on: 22.02.2024

1. JAIPUR VIDYUT VITRAN NIGAM LIMITED on behalf of Rajasthan Discoms (JVVNL,

AVVNL & JdVVNL) (hereinafter also referred to as ‘Utility’) invites online Proposals for
“Selection of System Integrator for Supply, Installation, Commissioning, Implementation
and Support for Enterprise Resource Planning (ERP) System in Rajasthan Discoms
(JVVNL, AVVNL & JdVVNL)’’.
Bidders are advised to note the clauses on Eligibility and Qualification Requirements in
Section-2 and Evaluation Criteria in Section-2 of the RFP Document for evaluation of
Proposals.
2. Bidding for selection of System Integrator will be conducted through Domestic competitive
bidding on turnkey basis.
3. The RFP Document is available online on https://eproc.rajasthan.gov.in &
https://energy.rajasthan.gov.in/jvvnl from 23.02.2024 to 26.03.2024 on payment of cost of
document (Tender Fee) as indicated in the TABLE below. The prospective Bidders would be
responsible for downloading the RFP Document and ensuring that any addenda/
corrigendum/ amendment/ clarification thereto available on the website is also
downloaded and incorporated.
4. The bidding shall be conducted under Single Stage Two-Envelope Least Cost Selection
(L1) Bidding process with e-Procurement as specified in Section 2.
5. Under the Single Stage Two-Envelope Bidding process, the Bidder shall not quote, disclose,
or submit its price in the Technical Proposal (First Envelope) or in any other manner,
whatsoever, except as part of the Financial Proposal (Second Envelope). In case of any non-
compliance in this regard, the Proposal shall be out-rightly / summarily rejected.
6. An incomplete and/or ambiguous and/or conditional Proposal and/or Proposal submitted
late is liable to be ignored/ summarily rejected.

7. Proposal must be submitted online through the e-Procurement/ e-Tendering process

specified in Section 3. Any Proposal or modifications to Proposal received outside the e-
Procurement system will not be considered, unless otherwise specified in Section 3. Utility
shall not be held liable for any delays due to e-Procurement/ e-Tendering system failure
beyond its control. Even though the system will attempt to notify the bidders of any bid
updates, Utility shall not be liable for any information not received by the bidder. It is the
bidders’ responsibility to verify the website for the latest information related to this RFP.
8. The Bidder should provide detailed information on any litigation or arbitration arising out
of its completed contracts or contract under execution during the last five years with
Rajasthan Discoms. A history of awards involving litigations against the Bidder, or any
part or JV may result in rejection of bid. The Bidder should furnish the self-declaration
stating the above and upload the same along with the other documents in the relevant field
in the e-procurement portal, failing which the offer is liable to be rejected
9. If the information furnished by the Bidder found to be false at any stage of tendering /
execution, then the Rajasthan Discoms, at its discretion may act against such Bidder. If
false information is found at the Tendering stage Rajasthan Discoms may forfeit the EMD
paid, disqualify the offer of such Bidder, blacklist the Firm etc. If false information is found
at execution stage, then Rajasthan Discoms may cancel the works awarded, forfeit the
Bank Guarantee furnished against the performance of the contract, blacklist the Firm,
besides initiating action for recovery of excess money paid by Rajasthan Discoms, if any
after getting the works executed from other contractors, levy liquidated damages etc.
10. Important dates, amounts and other details pertaining to this RFP Notice including
submission and opening of proposal, cost of documents/ Tender Fee, address for
communication, etc., are given in the TABLE below.
11. If Utility office happens to be closed on the specified date of opening of the Proposals, the
Proposals/ bids will be opened on the next working day at the same time and
venue/online joining link or as may be notified by Utility.
12. Other details can be seen in the RFP document.

TABLE - Important Dates, Amounts and Other Details

Dates

Date Time

a) Commencement of downloading of this : 23.02.2024 05:00 PM

RFP and e-bidding
b) i. Last date for submission of query : 05.03.2024 06:00 PM
through email: [email protected] on RFP
ii. Pre-bid meeting 07.03.2024 11:00 AM
c) Last date of e-bidding : 26.03.2024 03:00 PM
d) Last date for receipt of Fee and other : 27.03.2024 03:00 PM
documents as per RFP
e) Date of Opening Technical Bid : 28.03.2024 03:00 PM

f) Evaluation of Technical Bid and Opening of : Shall be informed after the opening
Financial Bid of technical bid
g) Issue of Letter of Award (LOA) : Shall be informed later

h) Execution of ERP System Integrator (ERPSI) : Shall be informed later

Contract

Amounts for Bidding

a) Tender Fee to be submitted with the RFP : INR 29,500 In the form of DD/
(Non- Refundable) (25,000 + GST Banker-Cheque / Online
@ 18%) in the favour of Accounts
Officer (IT&RE), Jaipur
Discom, Payable at
Jaipur.
b) Bid Security/EMD (Refundable) : 2% of In the Name SE (IT),
(To be stamped in accordance with estimated JVVNL. Payable at Jaipur
Rajasthan Stamp Act in the name of SE Tender Value
i.e., INR 1.8
(IT) JVVNL, on Non-Judicial Stamp
Cr.
Paper of Rajasthan should be of 0.25%
of BG amount or maximum upto Rs.
25,000/- and the same should be duly
notarized and issued from
nationalized/scheduled Bank).
c) Other Payments or Bank Guarantees for the ERP System Integrator (ERPSI) shall be as
per the terms and conditions defined in this RFP

Bank Guarantees for the ERP System Integrator (ERPSI) shall be as per the terms and
conditions defined in this RFP. (Tender E Processing Fee INR 2,950 (2500 + 18%GST) in
the form of Demand Draft in the favour of MD RISL payable at Jaipur)

Other Details

a) Address for Communication including Contact details:

Superintending Engineer (IT)
Jaipur Vidyut Vitran Nigam Ltd,
3rd Floor Data Centre Building,
Old Power House Premises, Near Ram Mandir,
Bani Park, Jaipur-302006.
Tel-0141-2200972; Email- [email protected];
Address for Fee & Bid Security deposition and other requisite documents:
Accounts Officer (IT)
Jaipur Discom, Old Power House Premises,
Near Ram Mandir, Bani Park, Jaipur-302006.
Mob No – 9414029447

b) Payment of cost of document/ Tender Fee:

1. Tender Fee shall be made in the form of A/C payee demand draft in favour of
Accounts Officer (IT&RE), Jaipur Discom, or RTGS payable at Jaipur drawn on
any Scheduled Commercial Bank.
2. Tender Fee (or its receipt in case of RTGS payment) and Bid Security must be
submitted in physical form in a sealed envelope at address given above, before the
Bid Submission Deadline. The sealed envelope shall be clearly marked on the top as
Tender Fee for Selection of ERPSI for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP) System in
Rajasthan Discoms (JVVNL, AVVNL & JdVVNL) RFP/Tender No TN-101. The
sealed envelope shall also clearly mention the name of the Lead Consortium
Member/ Sole Bidder submitting the Bid, as further detailed in Section 3.
3. Any Bid not accompanied by a Tender Fee as above shall be rejected by Utility as
non-responsive.
4. Tender Fee is non-refundable

c) Other Payments or Bank Guarantees for the RFP/ Contract shall be as per the terms and
conditions defined in this RFP Document
Accounts Officer (IT&RE), Jaipur Discom, Jaipur
Bank Name- State Bank of India
Account Number- 51093320466
IFSC Code - SBIN0031026
Branch Name – State Bank of India, Collectorate Branch, Jaipur (Rajasthan)
Phone No of AO (IT&RE), JVVNL, JAIPUR – 0141 2207507
Mob - 9414029447
Email Id of AO(IT&RE), JVVNL, JAIPUR - [email protected]
GSTIN of JAIPUR DISCOM – 08AABCJ6373K1Z7

Section 2. Eligibility and Qualification Requirements

1. The Bid can be submitted by a Sole Bidder as an individual entity or a Consortium of
firms/companies (specific requirements for Consortium are given under Clause 5 below)
who are eligible to participate in tenders for public procurement in India in accordance
with Applicable Laws including any amendments or modifications to the same from time to
time.

2. If at any stage of the bidding, any order/ ruling is found to have been passed in the last 1
(one) year preceding the Bid submission deadline by a competent Court of Law or any
appropriate Commission or any Arbitral Tribunal against the Sole Bidder/ Lead Bidder/
any Consortium Members or its Affiliates for breach of any Contract awarded by any
Government agency/department, then Bids from such Bidders shall be liable to be rejected.
All Bidders shall confirm in accordance to Form 7 given in Section 4 that no such order(s)/
ruling(s) have been passed by a competent Court of Law or an appropriate Commission
against it or its Affiliates. In case of any such order/ ruling, it is the duty of the Bidder to
inform Utility for the same during the Bid submission.

3. Technically qualified Bidders shall continue to maintain compliance with the Eligibility and
Qualification Requirements specified herein. Failure to comply with the aforesaid
requirements shall make the Bid from such Bidders liable for rejection at any stage of the
bidding process.

4. To be eligible to bid, the Bidders must ensure compliance to the following, failing which
they shall not be eligible:
Restrictions under Rule 144 (xi) of GFR 2017: Restrictions on procurement from a bidder
of a country which shares a land border with India
a) Any bidder from a country which shares a land border with India will be eligible to
bid only if the bidder is registered with the Competent Authority.
b) “Bidder” (Seller / Service Provider) means any person or firm or company including
any member of a consortium or joint venture (that is an association of several
persons, or firms or companies), every artificial juridical person not falling in any of
the descriptions of bidders stated hereinbefore, including any agency branch or
office controlled by such person, participating in a procurement process.
c) “Bidder from a country which shares a land border with India” for the purpose of
this Order/ Rule means: -
a. An entity incorporated, established, or registered in such a country; or
b. A subsidiary of an entity incorporated, established, or registered in such
country; or
c. An entity substantially controlled through entities incorporated, established
registered in such a country; or
d. An entity whose beneficial owner is situated in such a country; or
e. An Indian (or other) agent of such an entity; or
f. A natural person who is a citizen of such a country; or
g. A consortium or joint venture where any member of the consortium or venture
falls under any of the above

d) The bidders are required to ensure compliance to the directions issued by Ministry
of Power, Government of India vide OM No: A-1/2021-FSC-Part (5) dated
November 16, 2021 pertaining to “Public Procurement (Preference to Make in India)
to provide for purchase preference (Linked with local content) in respect of Power
Sector” and other OM’s/directions/circulars issued by appropriate Ministries’ in
this regard and subsequent amendments thereof.
e) The beneficial owner for the purpose of (III) above will be as under:
1. In case of a company or Limited Liability Partnership, the beneficial owner, or
the natural person(s), who, whether acting alone or together, or through one or
more juridical person, has a controlling ownership interest or who exercise
control through other means. Explanation—
a. “Controlling ownership interest” means ownership of or entitlement to more
than twenty-five percent of shares or capital or profits of the company;
b. “Control” shall include the right to appoint majority of the directors to
control the management or policy decisions including by virtue of the
shareholding or management rights or shareholders agreements or voting
agreements;
2. In case of a partnership firm, the beneficial owner is the natural person(s), who,
whether acting alone or together, or through one or more juridical person, has
ownership of entitlement to more than fifteen percent of capital or profits of the
partnership;
3. In case of an unincorporated association or body of individuals, the beneficial
owner is the natural person(s), who, whether acting alone or together, through
one or more juridical person, has ownership of or entitlement to more than
fifteen percent of the property or capital or profits of such association or body of
individuals;
4. Where no natural person is identified under (1) or (2) or (3) above, beneficial
owner is the relevant natural person who holds the position of serving managing
official;
5. In case of a trust, the identification of beneficial owner(s) shall include the
identification of the author of the trust, the trustee, the beneficiaries with fifteen
percent or more interest in the trust and any other natural person exercise
ultimate effective control over the trust through a chain of control or ownership;
f) An Agent is a person employed to do any act for another, or to represent another in
dealings with third person.
g) The successful bidder shall not be allowed to sub-contract works to any contractor
from a country which shares a land border with India unless such contractor
registered with the Competent Authority.

5. Eligibility Requirements for Consortium

5.1. Members of the Consortium shall enter into a binding Consortium Agreement, in the
form specified at Form 8 (the “Consortium Agreement”) given in Section 4 of RFP
Document, for the purpose of submitting Bid. The Consortium Agreement, to be
submitted along with the Bid, shall, inter alia:
(a) convey the intent to comply with the terms and conditions of the ERP System
Integrator (ERPSI) Contract in the event selected to undertake the Project; and

(b) Clearly outline the proposed roles and responsibilities, if any, of each member.
5.2. Every Consortium Member shall provide consent to the Lead System Integrator
(ERPSI-Lead) and make itself aware of all the proceedings of the bidding process and
Project implementation through legally enforceable Consortium Agreement, power of
attorneys, legal undertakings, etc. (if applicable) entered amongst all members of that
Bidding Consortium including but not limited to those as prescribed in Form 8, Form
9 and Form 11 given in Section 4. In the absence of duly executed formats, the Bid shall
not be considered for evaluation and shall be rejected.
5.3. The ERPSI-Lead shall be liable for the execution of the entire obligation in the ERP
System Integrator (ERPSI) Contract in accordance with the terms and conditions
thereof. Only the Lead Consortium Member, who must be a System Integrator
(ERPSI), shall have the authority to conduct all businesses for and on behalf of the
Consortium during the bidding process.

6. The Bidder, participating in the bid as a Sole Bidder, or as a Consortium Member or as Lead
Consortium Member of a Bidding Consortium, and its Sub-Contractor(s) should not be
blacklisted/ debarred/ banned/ suspended as on date of bid submission:
(a) due to conviction of an offence
i. under the Prevention of Corruption Act. 1988; or,
ii. the Indian Penal Code or any other law for the time being in force, for causing
any loss of life or property or causing threat to public health as part of
execution of a public procurement contract.
(b) through any order/ list Issued by Department of Expenditure (DoE), Ministry of
Finance (MoF)
(c) due to breach of code of integrity as per Rule 175 of GFRs 2017 in any Govt.
Organization or regulatory agencies or Govt. undertaking.
(d) by any Ministry/ Department/ Organization under the State Govt. of Rajasthan.

This clause shall be interpreted in-line with Rule 151 of GFRs, 2017 along with any
guidelines/ amendment issued by DoE, MoF.

Bidder should submit a self- undertaking signed by its authorized signatories for the same
as per the format prescribed in Form 7 given in Section 4.

7. The ERPSI-Lead/ Sole Bidder shall submit the Bid after submitting the Tender Fees and Bid
Security as per the various terms, schedules and formats prescribed in this RFP. Further, The
ERPSI-Lead shall be the point of contact for the Consortium during the Bid process before
award of the Project to the ERPSI for the ERP implementation, and Utility shall
communicate directly to the contact person appointed through the Power of Attorney as per
Form 10 given in Section 4.

8. The Technically Evaluated Entity may be the Sole Bidder or the ERPSI-Lead/2nd Member
of a Consortium, as the case may be. The Consortium may consist of 2 members at the
maximum (i.e., the ERPSI-Lead and the ERPSI-2nd). The ERP OEM, CSP and DDA are all
sub-contracted.

9. No further sub-contracting other than as mentioned in Pre-qualification and Technical

evaluation criteria will be allowed during any stage of the project implementation without
prior consent of Rajasthan Discoms.

10. Post successful onboarding, the bidder shall assist the Rajasthan Discoms in procurement
of SD-WAN Services Provider (SD-WANSP). After selection of competent service providers
for Network Services, the Rajasthan Discoms will sign a tripartite agreement with ERPSI
and respective service providers i.e., SD-WANSP. <Necessary only in the case of Cloud
Implementation only>

11. Qualification Requirements

11.1. The technical and financial requirements of qualification for the System Integrator
(ERPSI) are as follows
The prospective Bidder (referred as ERPSI-Lead) and the 2nd consortium member (in
case of a consortium; referred as ERPSI-2nd) shall have to enclose all documentary
evidence in support of pre-qualification criteria

Sl.
Requirements Supporting Documents
No
1. GENERAL
The Sole Bidder should be a company registered
under the provisions of the Indian Companies  Certificate of incorporation /
Act, 1956 / 2013 or a partnership firm under the Partnership deed
Indian Partnership Act, 1932 or the Limited
 GST Registration
Liability Partnerships Act, 2008.
1.1 In case of consortium, the consortium members  Certificate of commencement of
should be a company registered under the business (if applicable)
provisions of the Indian Companies Act, 1956 /
(Such supporting documents should be
2013 or a partnership firm under the Indian
submitted for Bidder/ all the consortium
Partnership Act, 1932 or the Limited Liability members, as applicable)
Partnerships Act, 2008.
The ERPSI-Lead should have at least
CMM/CMMI level 5 valid certification. In case of
a consortium, this requirement needs to be met Copy of certification from authorized
1.2
either by the ERPSI-Lead or ERPSI-2nd Member certification body valid as on date
and 2nd Member must be ISO/ IEC-9001:
2008/2015 or above certified.
Bidder should be authorized system
integrator/implementation partner of the offered
ERP OEM Product for sale, support, and services Letter from OEM of offered ERP OEM
1.3
of the offered ERP OEM Product. In case of Product
Consortium, either ERPSI-Lead/ERPSI-2nd may
met the requirement.

The ERPSI-Lead and ERPSI-2nd should not be

ERPSI-Lead & ERPSI-2nd shall submit
blacklisted/ debarred/ banned/suspended as on
1.4 self-declaration on Rajasthan non-
date of submission of bid, as per the Clause 6 of
Judicial stamp paper of Rs. 100/-
Section 2.
The bidder must have at least more than 250 full
time resources. Additionally, bidder must have at
least 2 OEM certified resources of each proposed Copy of Self-declaration certificate with
1.5 module of the proposed ERP OEM Product. the details of OEM Certified Resource
In case of a consortium, the requirement may be
met jointly by ERPSI-Lead and the ERPSI-2nd
2 FINANCIAL
Minimum Average Annual Turnover (MAAT) for
Copy of Annual Audited Financial
best three years out of last five financial years of
Statements certified by Chartered
the bidder should not be less than INR 27 Crores
Accountant for the preceding five
i.e., 30% of the estimated cost of the project.
years. All the financial documents like
In case of a consortium, ERPSI-Lead and ERPSI- Balance Sheet, P&L shall have valid
2.1
2nd combined should meet this requirement of UDIN number.
turnover, with ERPSI-Lead meeting minimum
51% INR 13.77 Crore, however the 2nd Member (Such supporting documents should be
submitted for Bidder/all the consortium
meet at least 26% of the MAAT i.e. INR 7.02
members, as applicable)
Crore.
Net Worth for the each of the last three Financial
Copy of Annual Audited Financial
Years should be positive. In case of a consortium,
Statements certified by Chartered
both the ERPSI-Lead and ERPSI-2nd should have
Accountant for the preceding three
positive net worth in each of the last three audited
years. All the financial documents like
financial years i.e. 2020-21, 2021-22 & 2022-23.
Balance Sheet, P&L shall have valid
‘Net-worth’ will consist of ‘paid up equity capital, free UDIN number.
2.2
reserves, balance in share premium account and capital Net worth calculations to be done as
reserves representing surplus arising out of sale per the given definition and certified by
proceeds of assets but not reserves created by an Auditor/ Chartered Accountant.
revaluation of assets’ adjusted for ‘accumulated loss (Such supporting documents should be
balance, book value of intangible assets and Deferred submitted for Bidder/all the consortium
Revenue Expenditure, if any’. members, as applicable)

3 CREDENTIALS AND EXPERIENCE

The Bidder(s) should have implemented at least
One (1) Turnkey IT System Integration (TSI)
project having installation, configuration,  Necessary Purchase
customization, implementation, Roll Out as well order/LOI/Contract/Certification
as providing FMS services / System Operation on client letterhead/Completion
services and preferably supply of certificate as on date of Bid as proof
Hardware/cloud services/Software/ licenses of services provided
during the last Ten (10) financial years,
one project worth at least INR. 20 Cr. or 80% of
the estimated cost, whichever is Lower

OR
Two projects each costing not less than the
amount equal to INR. 13 Cr. or 50% of the
estimated cost, whichever is Lower
OR
Three projects each costing not less than the
amount equal to INR. 10 Cr. or 40% of the
estimated cost, whichever is Lower
The bidder should have successfully implemented
2 (two) ERP Projects of the ERP OEM Product in
India in last 10 year. Out of two (2) eligible ERP  For Completed projects: Bidders
projects one must have been implemented in must provide the Necessary
Central/State PSU or Govt. Organization. Purchase Order/ LOI/ Contract
Agreement. Further, the bidder
(In case of a consortium, this requirement needs must provide the successful
to be met by either of the Member) completion letter from the client.
Further, in both projects mentioned above- The successful completion shall
 The offered ERP OEM Product shall have include at least one year FMS
cumulatively 500 transactional user-base in subsequent to Go-Live.
two eligible ERP projects
 At least 3 modules out of following functions  For ongoing Projects: Bidders
3.1 / modules of the offered ERP OEM Product must provide the Necessary
must have been implemented– Purchase Order/ LOI/ Contract
o Finance and Accounting Agreement. Further, the bidder
o Purchasing/Contract Management must provide a letter from the client
o Inventory Management explicitly mentioning that the
o Governance, Risk and Compliance (GRC) project has successfully achieved
o Human Resource Management, Payroll
Go-Live status.
and ESS
o Business Intelligence Reporting
Out of the two (2) implemented projects, at least (*Completion Certificate for completed projects
one (1) should be successfully completed (Go-live shall be issued after the Go-Live and at least one
year FMS period is over)
achieved followed by completion of at least one
year FMS) and second (2nd) project must have
achieved Go-live status.

11.2. The technical and financial requirements of qualification for the ERP OEM are as
follows:

Sl.
Requirements Supporting Documents
No
GENERAL

 Certificate of incorporation /
Partnership deed
The ERP OEM should be incorporated in India
1  GST Registration
under the Companies Act 1956.
 Certificate of commencement of
business (if applicable)
The offered ERP OEM product should have
been implemented on a Cloud based IT
Purchase Order / Client Certificate along
2 Infrastructure for at least One customer.
with user certificate
<Applicable only in case Cloud Infrastructure is
being procured>
FINANCIAL
Copy of Annual Audited Financial
Minimum Average Annual Turnover (MAAT)
Statements certified by Chartered
for best three years out of last five financial
Accountant for the preceding five years.
3 years of the ERP OEM should not be less than
All the financial documents like Balance
INR Five Hundred (500) Crore. ERP OEM must
Sheet, P&L shall have valid UDIN
have positive net worth.
number.
CREDENTIALS AND EXPERIENCE
The OEM of the ERP OEM Product should have
at least Five (5) Implementation Partners /
System Integrators who must have experience Self-certificate by the ERP OEM with the
in implementation of the proposed ERP OEM list of five (5) implementation Partners /
4 product in enterprises. System Integrators with details of the
Partners must have implemented at least One projects
(1) ERP System not more than ten (10) years
earlier from the date of submission of bid.
The ERP OEM product should have been
 Bidders must provide the Necessary
successfully implemented at least 3 (three) ERP
Purchase Order/ LOI/ Contract
Projects of the offered ERP OEM Product in
Agreement along with a cover letter
India in last 10 years with at least 500 ERP
from the ERP OEM. Further, the
5 licenses in each project.
bidder must provide the successful
Out of the 3 (three) projects at least 1 (one) completion letter from the client.
project must have been implemented in Power
Sector (Generation, Transmission or (*Completion Certificate is issued after the Go-
Distribution) Live and FMS period is over)

ERP OEM product must be specific and latest

version for India with statutory requirements
incorporated and should have a localization
support in terms of Excise, Income Tax, GST, Self-Certifications by the authorized
6 auditing etc. specific to Indian requirements. It signatory of the OEM.
should also support data entry in
Hindi/regional languages a second language
also.

ERP OEM Product should be a cloud based

modular architecture which should provide
1. Clean Core (KPI) Dashboard
2. Process optimization and automation
3. Unique access to the sustainability-focused
innovations.
4. New AI capabilities, inclusive of Generative
AI based functionality.
ERP OEM should have Service Level
Agreement (SLA) based support for offered
products & related issues with first level
support point in India. The support should be Details of Support Services with address
available on 24x7x365 basis with Technical of support centres in India along with
7 Assistance Centres (TAC)/Support Centre Self Certification by the authorized
based in India. signatory of the OEM.
The support centre should offer post-sales
support including Tele support for the offered
products.

11.3. The technical and financial requirements of qualification for the CSP Vendor are as
follows:
Sl.
Requirements Supporting Documents
No
GENERAL
 Certificate of incorporation /
The Cloud Service Provider (CSP) should be Partnership deed
1 incorporated and registered in India under the  GST Registration
Indian Companies Act 1956.  Certificate of commencement of
business (if applicable)
The Cloud Service Provider (CSP) must be
a) Valid STQC Audit Compliant
empanelled with the Ministry of Electronics &
certificate.
Information and Technology, Government of
2 b) Proof of valid Empanelment by
India (MEITY). The CSP must follow all the
MEITY (reference on MEITY website or
Guidelines issued by MeITY/appropriate
Empanelment Certificate).
Government from time to time.
The proposed Cloud Service Provider (CSP)’s Self-certificate singed by authorized
3 Data Centres /DRC Centres shall be in India signatory and duly attested by the
Bidder.
Proposed Cloud Service Provider (CSP) should Copy of relevant certification or self-
4
be SOC – 2 Type II compliant. certification
FINANCIAL
The CSP should have a turnover of INR Fifty Certificate by a Chartered Accountant for
5
(50) Crores in the last three (3) of five (5) the preceding five years

financial years for Data Centre related services

including cloud service solutions.

11.4. The technical and financial requirements of qualification for the Data Digitization
Agency (DDA) are as follows:
<APPLICABLE ONLY WHERE DDA IS SUB-CONTRACTED BY THE ERPSI>
This criterion is applicable if the ERPSI decides to sub-contract the data digitization
part of the scope of work to a third-party.

Sl.
Requirements Supporting Documents
No
GENERAL
The Data Digitization agency should have
executed or completed at least two (2) projects
Work order / Purchase Order directly
for providing the workforce and carrying out
placed on Data Digitization Agency
1 data entry and data digitization service of not
/through ERPSI along with Agreement
less than INR 25 Lakh per annum for each
copy
project and handling of at least 50 Lakh
physical record digitization.
The Data Digitization agency should have
Incorporation Certificate, And Work
experience of minimum three (3) years of
order / Purchase Order directly placed
2 providing Data Digitization services as
on Data Digitization Agency /through
mentioned in the scope of work (Section 6 Sub-
ERPSI along with Agreement copy
Section 4).

11.5. For the purposes of satisfaction of Technical Requirement, the following shall apply:
a) Eligible Projects, as referred in Technical Requirement, shall mean works
contracts for developing asset/ facility in India or abroad which involve
building/ installing, and commissioning/ go-live such asset/ facility but shall
not include any assignment where the scope is limited to only (i) supply of
goods or (ii) supply of manpower;
b) Projects that have achieved completion/ or have achieved commissioning/ go-
live as identified in the Project document(s) at least 7 (seven) Days prior to the
Bid Submission Deadline shall be considered.
c) For the purpose of clause, a and b above the Eligible Project(s) in the Power
sector shall mean projects relating to generation or transmission or distribution
of electricity;

Note: All the required supporting documents shall be self-attested by the Bidder.

12. Technical Evaluation Criteria

The prospective Bidder (referred as ERPSI-Lead) and the 2nd consortium member (in case of
a consortium; referred as ERPSI-2nd) shall have to enclose all documentary evidence in
support of technical evaluation criteria

12.1. Technical evaluation criteria of System Integrator

Sl. Criteria Max Supporting Documents

No. Score
1 Technical Presentation 10
Marks
1.1 Presentation by the bidders on their understanding 10 Presentation delivered by the
of the business/ functional requirements of Project Manager and Assistant
Rajasthan Discoms’ and proposed solution and Project Managers who are
implementation approach. proposed to be deployed on
full time basis at client
locations until GO Live and
Note: Bidder has to score minimum 5 marks to should depict Bidder’s
technically qualify in this section 1.1. understanding of the
business/functional
requirements of the Rajasthan
Discoms, the proposed
solution and implementation
approach.
2 Human Resource / Manpower Proposed1 15
Marks
2.1 Project Manager (Project In-charge) 5  Self-Certified CV
a. Should have worked as a Project Manager for  Self-attested copy of EPFO
Large Projects of System Integration (More than Service History is mandatory
INR. 24 Cr. or 80% of the estimated project cost, to enclose as supporting
whichever is higher) with Central / State document for the period
Govt./Private Organizations in Power Sector: which is being claimed for
the purpose of considering
 More than 2 projects= 2 Marks work experience along with
 2 projects= 1 Mark CV certified by the Bidder
Note: Bidder has to score minimum 1 mark to
technically qualify in this section 2.1a.

b. Total Years of Experience:

 >= 20 Years: 1.5 Marks
 >=15 and < 20 Years: 1 Mark
Note: Bidder has to score minimum 1 mark to
technically qualify in this section 2.1b.
c. Relevant experience in offered ERP:
 >= 15 Years: 1.5 Marks
 >=10 and < 15 Years: 1 Mark
Note: Bidder has to score minimum 1 mark to
technically qualify in this section 2.1c.
2.2 Associate Project Manager (Project Coordinator at 4  Self-Certified CV
Rajasthan Discoms  Self-attested copy of EPFO
a. Worked as a Project Manager for Projects of Service History is mandatory
System Integration (More than INR. 24 Cr. or to enclose as supporting
80% of the estimated project cost, whichever is document for the period
higher) with Central / State Govt./Private which is being claimed for
Organizations in Power Sector: the purpose of considering
work experience along with

1
No sub-contracting for resource deployment allowed

Sl. Criteria Max Supporting Documents

No. Score
 2 or more projects= 2 Marks CV certified by the Bidder
 1 Project = 1 Mark
Note: Bidder has to score minimum 1 mark to
technically qualify in this section 2.2a.

b. Total Years of Experience

 >= 10 Years: 2 Marks
 >=5 and < 10 Years: 1 Mark
Note: Bidder has to score minimum 1 mark to
technically qualify in this section 2.2b.
2.3 Data Base Administrator 2  Self-Certified CV
5 years’ experience – 1 Mark  Self-attested copy of EPFO
Greater than 5 years’ experience – 2 Marks Service History is mandatory
to enclose as supporting
Note: Bidder has to score minimum 1 mark to document for the period
technically qualify in this section 2.3. which is being claimed for
the purpose of considering
work experience along with
CV certified by the Bidder
2.4 IT Infrastructure expert 2  Self-Certified CV
10 years’ experience – 1 Mark  Self-attested copy of EPFO
Greater than 10 years of experience – 2 Marks Service History is mandatory
to enclose as supporting
Note: Bidder has to score minimum 1 mark to document for the period
technically qualify in this section 2.4. which is being claimed for
the purpose of considering
work experience along with
CV certified by the Bidder
2.5 Cloud Services Expert 2  Self-Certified CV
5 years’ experience – 1.5 Marks  Self-attested copy of EPFO
Greater than 5 years’ experience – 2 Marks Service History is mandatory
to enclose as supporting
Note: Bidder has to score minimum 1.5 marks to document for the period
technically qualify in this section 2.5. which is being claimed for
the purpose of considering
work experience along with
CV certified by the Bidder
3 Turnkey System Integration (TSI) Experience 10
Marks
3.1 The Bidder(s) should have implemented at least 10 Copy of Work / Purchase Order
One (1) Turnkey IT System Integration (TSI) project & Certificate of Go-Live /
having installation, configuration, customization, Certification for project being
implementation, Roll Out as well as providing FMS operational as on date of Bid
services / System Operation services and preferably Submission as proof of services
supply of Hardware/cloud services/Software/ provided
licenses during the last Ten (10) financial years.

a) for one project value not less than INR 20 crore

or 80% of the estimated project cost (whichever

Sl. Criteria Max Supporting Documents

No. Score
is lower)
• One (1) project – 9 Marks
• Two (2) projects – 10 Marks
OR,
b) two projects each costing not less than the
amount equal to INR. 13 Cr. or 50% of the
estimated cost, whichever is lower
• Two (2) projects – 9 Marks
• Four (4) projects – 10 Marks
OR,
c) three projects each costing not less than the
amount equal to INR. 10 Cr. or 40% of the
estimated cost, whichever is lower.
• Three (3) project 9 Marks
• Six (6) projects – 10 Marks
Note: Bidder has to score minimum 9 marks to
technically qualify in this section 3.1.
4 ERP Implementation Experience 15
Marks
4.1 The bidder should have successfully implemented 10  For Completed projects:
at least two ERP Projects of the offered ERP OEM Bidders must provide the
product in India in last 10 (ten) years with at least Necessary Purchase Order/
250 ERP licenses in each project. LOI/ Contract Agreement.
Further, the bidder must
Further, in both projects mentioned above
provide the successful
 At least 3 modules out of following functions /
completion letter from the
modules of the offered ERP OEM Product must
client. The successful
have been implemented–
completion shall include at
o Finance and Accounting
least one year FMS subsequent
o Purchasing/Contract Management
to Go-Live.
o Inventory Management
o Governance, Risk and Compliance (GRC)
 For ongoing Projects: Bidders
o Human Resource Management, Payroll &
must provide the Necessary
ESS
Purchase Order/ LOI/
o Business Intelligence Reporting
Contract Agreement. Further,
Total number of ERP projects the bidder must provide a
completed/operational*: letter from the client explicitly
 2 ERP projects (at least 1 completed project) – mentioning that the project
6 Marks has successfully achieved Go-
 3 ERP projects- (at least 2 completed projects) Live status.
– 8 Marks (*Completion Certificate for completed
 >=4 ERP projects (at least 3 completed projects shall be issued after the Go-
Live and at least one year FMS period
projects) – 10 Marks
is over)
* The criterion of at least 250 ERP licenses in each
project is only applicable for qualifying purpose (2
projects only). However, for marking additional projects
only completed project shall be undertaken for
consideration.

Sl. Criteria Max Supporting Documents

No. Score
Note: Bidder has to score minimum 6 marks to
technically qualify in this section 4.1.

4.1a  1 ERP project in Power sector – 4 Marks. 5

 2 ERP project in Power sector – 5 Marks

5 Bidder’s Cloud Experience <Applicable only if 10

DISCOM opts for Cloud Implementation> Marks
5.1 The Bidder(s) should have experience of Cloud 10 Work Orders / Purchase Orders
based solution hosting projects (any cloud hosting and Successful Completion
project experience allowed). Certificates of the project
mentioning the cost of cloud
 1 project – 7.5 Marks component issued by Officers
 2 projects – 8.5 Marks not below the rank of Executive
 3 projects – 10 Marks Engineer.
Note: Bidder has to score minimum 7.5 marks to
technically qualify in this section 5.1. (*Completion Certificate for completed
projects shall be issued after the Go-
Live and at least one year FMS period
is over)
6 FRS Compliance with Solution 20
Marks
6.1 The Bidder(s) shall indicate in the checklist the 20
compliance of the proposed solution as per format
enclosed for each of the Functional Requirements.
The compliance shall be categorized as under:
 Availability of full functionality as part of the
solution proposed through parameterization or
software configuration (i.e., no code change)
would be given higher weightage. i.e.,
Compliant (C)
 Where part functionality is available, or the
required functionality is met with customization
OR an add-on/bolt-on software including any
bespoke development would be given lower
weightage i.e., Customized Compliant (CC)
 FRS must be demonstrable. Random sample
verification may be conducted during
presentation.
All line items as mentioned in FRS would be
considered along with weightage as mentioned
above. The total marks will be awarded based on
the cumulative response and total points for each
requirement.
Marks would be awarded based as below: (Max. 20
Marks)
 90% & above - 20 Marks
 80%-90% - 17.5 Marks
 70%-80% - 15 Marks
Note: Bidder has to score minimum 15 marks to

Sl. Criteria Max Supporting Documents

No. Score
technically qualify in this section 6.1.
The Bidder has to score minimum 70% compliance in
this section 6.1. The Bidder having below 70%
compliance is liable for rejection and may be considered
technically disqualified.

Note: Methodology to award marks: -

1. Each requirement specification mentioned in
Funtional Requirement Specifications may be
considered with the maximum weightage of 1
point.
2. 1 point for each Compliant (C) or Fully
Compliant (FC).
3. 0.5 point for each Customized Compliant (CC) or
Partially Compliant (PC).
As per compliance report submitted by Bidder, total
points & percentage will be calculated. And,
accordingly, marks will be awarded to Bidder.

12.2. Technical Evaluation Criteria for ERP OEM

S. Criteria Max Score Supporting

No. 20 marks Documents
1 The ERP OEM product should have been successfully 15 Work order /
implemented at least three ERP Projects of the offered Purchase Order
ERP OEM Product in India in last 10 (ten) years with at directly placed on
least 500 ERP licenses in each project. OEM /through
ERPSI along with
Out of the three (3) projects at least One (1) project must Agreement copy and
have been implemented in Power Sector (Generation, a cover letter from
Transmission or Distribution) the ERP OEM
Total no. of ERP projects implemented:
 3 ERP projects – 11 Marks
 4 ERP projects – 13 Marks
 >= 5 ERP projects – 15 Marks
Note: Bidder has to score minimum 11 marks to technically
qualify in this section.
2 1 ERP project in Power Sector – 4 Marks 5 Work order /
2 ERP projects in Power Sector – 5 Marks Purchase Order
directly placed on
Note: Bidder has to score minimum 4 marks to OEM /through
technically qualify in this section. ERPSI along with
Agreement copy and
a cover letter from
the ERP OEM

The bidder has to provide the details of TQR supporting documents for evaluation in the format
as per Form 14 (Table of Compliance) – Section 5

Note:
A. In addition , Minimum criteria of each sub-section shall be met i.e. 12.1 ( 1.1, 2.1 to
2.5, 3.1,, 4.1, 4.1a, 5.1,6.1) & 12.2 (1,2) to get qualified.
B. Minimum education qualification & experience required for Human Resource/
Manpower are mentioned in Clause 11.4 of Section 6 of this RFP.

13. Bid Opening and Evaluation Methodology

The Bid evaluation will be done in following two (2) stages:

13.1 Stage 1
13.1.1 Verification of Pre-Qualification Criteria
Envelope 1 containing the Pre-Qualification Criteria (PQC) Compliance Format &
supporting documentary evidence will be opened. The bids qualifying the PQC
will then be taken forward to next step. Those bids which do not meet the PQC
will be summarily rejected.
The bidder has to provide the details of PQR supporting documents for
evaluation in the format as per the Pre-Qualification Compliance Format as per
Form 14 in Section 4.

13.1.2 Technical Bid Evaluation

Envelope 2 containing the Technical Criteria Compliance Format & the
supporting documents will be opened next. Technical Bid Evaluation will be
done for the bidders who qualify in the Pre-qualification Criteria (Stage 1). The
bidder must provide the details of TQR supporting documents for evaluation in
the format as per the Technical Qualification Compliance Format as per Form 14
in Section 4.
1. Maximum 100 marks shall be awarded under Technical Evaluation and
marking for the same is defined in the Technical Evaluation Criteria above.
2. Those Bids which obtain minimum Seventy (70) marks out of 100 in
Technical Evaluation will be considered further for financial evaluation
process.
3. The bidder is supposed to give Technical Presentation after the opening of
the Technical Proposal of their bid.
4. The marks scored by the bidder in the presentation shall become the part of
the technical evaluation criteria of total 100 marks, which shall be done only
for the bidders who fulfil the Pre-Qualification Criteria.

13.2 Stage 2: Financial Evaluation

Envelope 3 containing the Financial Bid Letter and Financial Breakup of Components
of the bidders qualified in the technical Evaluation (Stage 2) will be opened next
(bidders scoring minimum 70 out of 100 in technical evaluation). The Financial Bid
Submission Letter template is the Form 1 in Section 5.
1. Financial bids shall be evaluated by the Purchaser for completeness and accuracy.
Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit

price and quantity, the unit price shall prevail, and the total price shall be
corrected. If there is a discrepancy between words and figures, the amount in
words will prevail.
2. The bidder must provide the details of financial bid and supporting documents for
evaluation in the format as per the Form 2 of Section 5. There will be no post-tender
negotiation related to the financial bids.
3. The Financial evaluation of bidder shall be carried out based on the Total cost of
ERP System = ERP System Implementation Phase Cost + ERP System Operation
and Maintenance Phase cost for 5 Years as detailed in the Form 2 of Section 5. After
the standard ATS and FMS period of 5 years, the Rajasthan Discoms can choose to
extend the service for additional 2.5 years at the same rates as quoted in the
Financial Breakup of Cost Components (Form 2 - Section 5).
4. The evaluation of the financial bids will be done based on Least Cost Selection
(L1). The lowest quote shall be considered as L1. The corresponding bidder shall be
declared as a successful bidder and will be eligible for the award of Work.
Note: The price quoted by bidders shall be in INR. Bidders shall quote base price and GST separately as per
BoQ. If the bidders have quoted the GST price against any item as per BoQ, which is not correct and not
matching the actual GST price, their offer shall be loaded by the actual rate as per applicable GST norms to
tendered item/items and the same will be used to calculate L1 bidder.

Section 3. Instructions to Bidders and Bid Data Sheet

TABLE OF CONTENTS
Section 3. Instructions to Bidders and Bid Data Sheet .....................................................30
Instructions to Bidder ....................................................................................................31
A. General Provisions..................................................................................... 31
1. Definitions ........................................................................................... 31
2. Introduction ........................................................................................ 33
3. Conflict of Interest.............................................................................. 35
4. Bidders to Inform Itself Fully ........................................................... 36
5. Fraud and Corruption ....................................................................... 36
6. Eligibility and Qualification Requirements.................................... 36
B. Preparation of Proposals ........................................................................... 36
7. General Considerations and Instructions ....................................... 36
8. Cost of Bidding / Preparation of Proposal .................................... 38
9. Language ............................................................................................. 38
10. Documents Comprising the Proposal and List of Forms ............. 38
11. Only One Proposal ............................................................................. 38
12. Proposal / Bid Validity & Bid Security .......................................... 39
13. Extension of Proposal Validity ......................................................... 40
14. Clarification and Amendment of RFP............................................. 40
15. Preparation of Bid/ Proposal and Bid Formats ............................. 41
16. Technical Bid/ Proposal Format and Content ............................... 42
17. Financial Bid/ Proposal Format and Content ............................... 44
C. Submission, Opening and Evaluation .................................................... 45
18. Submission of Bids/ Proposals and Bid Submission Deadline ... 45
19. Confidentiality .................................................................................... 47
20. Opening of Technical Bids/ Proposals ........................................... 47
21. Bid/ Proposals Evaluation Overview and Verification/
Clarifications..................................................................................................... 48
22. Evaluation of Technical Bids/ Proposals ....................................... 49
23. Opening of Financial Proposals ....................................................... 50
24. Evaluation of Financial Bids/ Proposals ........................................ 50
25. Deviations, Reservations and Omissions ....................................... 50
26. Successful / Selected Bidder ............................................................ 51
D. Award of Contract ..................................................................................... 51
27. Award Criteria.................................................................................... 51
28. Utility’s Right to Vary Quantities at the time of Award .............. 52
29. Letter of Award .................................................................................. 52
30. Signing of Contract and Contract Performance Security ............. 52
Bid Data Sheet ................................................................................................................53
Annexure (BDS) .............................................................................................................60
Section 3. Instructions to Bidders and Bid Data Sheet P a g e | 31

Instructions to Bidder
A. General Provisions
1. Definitions 1.1 Definitions
(a) “ERP System Integrator (ERPSI) Contract” or “ERPSI
Contract” or “Contract” shall mean the Contract to be entered
into between the Selected Bidder in the event the Selected
Bidder is an individual entity, Lead Bidder in the event the
Selected Bidder is a Consortium1 and the Utility, for
undertaking the Project;
(b) “Bid” shall mean the bid submitted by a Bidder(s) in response
to this RFP and shall include the Technical Bid and the
Financial Bid;
(c) “Bidder(s)” shall mean individual entity or Consortium of
entities bidding in response to this RFP. The Bidder can either
be a company incorporated under the applicable laws of their
relevant jurisdiction;
(d) “Bidding Consortium” shall mean the Consortium of entities
bidding for Project after executing Consortium Agreement as
per the terms and conditions of this RFP;
(e) “Bid Data Sheet (BDS)” means an integral part of the
Instructions to Bidders (ITB) Section 3, that is used to reflect
issues, details, and conditions specific to the procurement, to
supplement and/or modify the provisions of ITB.
(f) “Bid Submission Deadline” shall have the meaning as
ascribed thereto in ITB 18.10;
(g) “Conflict of Interest” shall have the meaning as ascribed
thereto in ITB 3;
(h) “ERPSI 2nd” shall mean the Member of the Bidding
Consortium other than the ERPSI-Lead;
(i) “Contractor” shall mean the same as “ERPSI”;
(j) “Contract Price” shall have the meaning as ascribed thereto in
Section 7;
(k) “Financial Bid” shall have the meaning as ascribed thereto in
ITB 17;
(l) “Financially Evaluated Entity” shall mean the company
which has been evaluated for the satisfaction of the financial
requirement set forth in Clause 11 of Section 2;

1 ERPSI-Lead in the event the Selected Bidder is a Consortium

(m) “Financial Proposal” shall mean the same as Financial Bid;

(n) “Financial Year” or “FY” shall mean the period starting from
1st April of a calendar year to 31st March of the consecutive
calendar year;
(o) “ITB” (this Section 3 of the RFP) means the Instructions to
Bidders that, along with other Sections, provides the Bidders
with all information needed to prepare their Proposals.
(p) “ERPSI-Lead” or “Lead Bidder” shall mean the Member of
the Bidding Consortium, designated as such by the other
members of the Consortium, having authority to represent all
the members before the Utility;
(q) “Month” shall mean calendar months unless otherwise
specified.
(r) “Operational Go-live” or “Operational” shall have the
meaning as ascribed thereto in Clause 12.5 to 12.7 of Section 6
of the RFP Document;
(s) “Project” shall mean the Utility’s ERP Project defined in
Clause 1 of Section 6 of the RFP Document;
(t) “Project Completion” or “Completion” shall signify the end
of the Implementation and FMS phase of the Project
(u) “Proposal” shall mean the same as Bid and shall include the
Technical Proposal and the Financial Proposal;
(v) “Request for Proposal” or “RFP” means this Tender of which
the number, name and details have been mentioned in Bid
Data Sheet, including all its Volumes/ Sections/ Forms/
Annexures/ Appendices etc., for Selection of System
Integrator (ERPSI) (including all clarification/ addendum/
amendment/ corrigendum/ etc. issued from time to time);
(w) “RFP Document” shall have the same meaning as ascribed
thereto in ITB 2.1 and ITB 2.1.1
(x) “Service(s)” or “Related Service(s)” shall mean any
Service(s) performed or to be performed as a part of the
Project by the ERPSI;
(y) “Sub-Contractor” shall mean any person, natural or legal,
including manufacturers, to whom execution of any part of
the ERPSI Contract, including preparation of any design or
supply of the ERP OEM Product, is sub-contracted directly or
indirectly by the Contractor, and includes its legal successors
or permitted assigns;
(z) “Technical Bid” shall have the meaning as ascribed thereto in
ITB 16;

(aa) “Technical Proposal” shall mean the same as Technical Bid;

(bb) “Technically Evaluated Entity” shall mean the company
which has been evaluated for the satisfaction of the technical
requirement set forth in Clause 11 of Section 2;

(cc) “Tender” shall mean the same as “RFP”;

(dd) “Tender Fee” shall mean the fees submitted with the RFP;

(ee) “Utility” means the entity, named, and as briefly described in

Bid Data Sheet, that has issued the Request for Bids for
Appointment of Selection of System Integrator for Supply,
Installation, Commissioning, Implementation and Support for
Enterprise Resource Planning (ERP) System at Rajasthan
Discoms, to enter into a Contract for the implementation of
the ERP system in the Project area as per the RFP Document.
1.2 Capitalised terms used herein but not defined specifically shall
have the meaning as ascribed to them in Section 6 and Section
7, and elsewhere in RFP Document.
1.3 Headings and Marginal Notes: Headings and marginal notes
to the terms and conditions of the Contract are not deemed to
form part thereof nor are to be taken into consideration in the
interpretation or construction thereof or of the Contract.
2. Introduction 2.1 This Request for Proposal (RFP) is issued by the Utility for
selecting the System Integrator (ERPSI) to implement Utility’s
(a) About this
Supply, Installation, Commissioning, Implementation and
Request for
Support for Enterprise Resource Planning (ERP) Solution. This
Proposal
RFP Document provides the overall structure of the document
(as outlined in the beginning of the document in the section titled
“Summary, Abbreviations & Table of Content”), requirements
and general terms and conditions applicable to each Bidder.
2.1.1 The RFP Document (also referred to as the bidding
document) consist of Parts I, II, and III, which include all
the sections indicated below, and should be read in
conjunction with any Addenda/ Corrigenda/
Amendments/ Clarifications etc. issued thereto from time
to time in accordance with this Section 3.
PART I Bidding Procedures and Requirements
 Section 1 - Request for Proposal Notice
 Section 2 - Eligibility Requirements
 Section 3 - Instructions to Bidders and Bid Data
Sheet
 Section 4 - Bidding Forms - Technical Proposal
 Section 5 - Bidding Forms - Financial Proposal

 Section 6 - Project Requirements

PART II Contract Form and Conditions of Contract
 Section 7 – Contract Form and Conditions of
Contract
PART III Contract Related Forms
 Section 8 – Contract Related Forms
2.2 Bidding against the Request for Proposal shall be under Two
(b) Bidding Process Envelope Single Stage Bidding Process. The bidding process will
and Electronic- be conducted online with Electronic – Procurement System (e-
Procurement Procurement/ e- Tendering/ e- Bidding System) as specified in
System BDS.
2.2.1 The Bidders who wish to participate in online Tenders will
have to procure/ should have legally valid digital
signature as per Information Technology Act, 2000 using
which they can sign their electronic Bids.
2.2.2 All Bids should be digitally signed. For details regarding
digital signature certificate and related training, the Bidder
should contact at the address mentioned in BDS.
2.3 The Bidders are invited to submit their Proposal comprising a
Technical Proposal and a Financial Proposal, for award of
Contract named in the BDS. The Proposal will be the basis for
evaluation and holding discussions, if required, and ultimately
signing the Contract with the Selected Bidder.
2.4 A standard brief regarding detail of existing systems relevant to
the ERP Project has been provided in BDS. However,
(c) Study of Utility’s notwithstanding the same, all Bidders are advised to visit and
Existing Systems examine the site and existing facilities, and obtain for itself, on its
own responsibility and cost, all information that may be necessary
for preparing the Bid. The cost of visiting the site shall be at the
Bidder’s own expense.
2.5 The Bidder and any of its personnel or agents shall be granted
permission, through the assistance of the Utility, by the Utility to
enter upon its premises and lands for the purpose of such
inspection, but only upon the express condition that the Bidder,
its personnel and agents will release and indemnify the Utility
and its personnel and agents from and against all liability in
respect thereof and will be responsible for death or personal
injury, loss of/or damage to property and any other loss, damage,
costs and expenses incurred as a result of the inspection.
2.6 The Bidder’s designated representative(s) is/are invited to attend
a pre-bid meeting at Bidder’s expense, which shall take place
(d) Pre-Bid Meeting online or at the time and venue/online joining link specified in
the BDS

2.7 The purpose of the meeting will be to clarify any issues regarding
this RFP in general and the scope of work in particular.
2.8 The Bidder may submit any question or query to Utility in
writing, to reach Utility not later than one week before the
meeting as per the format given in BDS. It may not be practicable
at the meeting to answer questions received late, but questions
and responses will be transmitted as indicated hereafter.
2.9 Minutes of the meeting, including the text of the questions raised
and the responses given, together with any responses prepared
after the meeting, will be transmitted through the e-Procurement
System mentioned in ITB 2.2 without delay to all prospective
Bidders who have downloaded the RFP.
2.10 Non-attendance at the pre-bid meeting (online/at the Utility
specified venue) will not be a cause for disqualification of a
Bidder
3. Conflict of 3.1 A Bidder shall not have a conflict of interest that affects the
Interest Bidding process (the “Conflict of Interest”). In the event a Bidder
is found to have a Conflict of Interest, the Utility may choose to
reject the Bid, terminate the ERPSI Contract (in the event it has
been awarded) as per termination clause in the ERPSI Contract.
Any Bidder found to have a Conflict of Interest shall be
disqualified.

3.2 A Bidder shall be deemed to have a Conflict of Interest affecting

the bidding process, if:
a) a constituent of such Bidder is also a constituent of another
Bidder; or
b) such Bidder or its Member thereof receives or has received
any direct or indirect subsidy, grant, concessional loan or
subordinated debt from any other Bidder or its Member, has
provided any such subsidy, grant, concessional loan or
subordinated debt to any other Bidder or its Member; or

c) such Bidder has the same legal representative for purposes of

this Bid as any other Bidder; or
d) such Bidder, has a relationship with another Bidder, directly
or through common third party/ parties, that puts either or
both of them in a position to have access to each other’s
information about, or to influence the Bid of either or each
other; or
e) such Bidder has participated as a consultant to the Authority
in the preparation of any documents, design, or technical
specifications of the Project.

Explanation: In case a Bidder is a Consortium, then the term Bidder

as used in this Clause shall include each Member of such Consortium.
4. Bidders to 4.1 The Bidder shall make independent enquiry and satisfy itself
Inform Itself with respect to all the required information, inputs, conditions
Fully (including site conditions) and circumstances and factors that
may have any effect on its Bid. Once the Bidder has submitted
the Bid, the Bidder shall be deemed to have examined the laws
and regulations in force and fixed its price taking into account all
such relevant conditions and also the risks, contingencies and
other circumstances which may influence or affect the Services
performed within the scope of work, as provided in this RFP.
Accordingly, the Bidder acknowledges that, on being selected, it
shall not be relieved from any of its obligations under the RFP
Documents nor shall be entitled to any extension of time for
commencement of Services or financial compensation for any
reasons whatsoever attributable to ERPSI.
4.2 The Bidders should particularly acquaint themselves with the
technical requirements of Utility’s all the existing business
processes, systems, operations, assets, equipment, statutory
codes, and standards.
4.3 The Bidder shall familiarize itself with the procedures and time
frames required to obtain all consents, clearances and permits
required for implementation of the Project
5. Fraud and 5.1 Utility requires compliance with the Anti-Corruption
Corruption Guidelines/ Laws in force of the relevant Government/ its
instrumentalities/ Utility.
6. Eligibility and 6.1 The eligibility and qualification requirements for submission of
Qualification Proposals against the RFP are given in Section 2. Proposals, if
Requirements any, from Bidders not complying with the same shall be rejected
outright and shall not be considered for evaluation.

B. Preparation of Proposals
7. General 7.1 In preparing the Proposal, the Bidder is expected to examine the
Considerations RFP Document in detail. Material deficiencies in providing the
and Instructions information or documentation requested in the RFP Document
may result in rejection of the Proposal.
7.2 All Bidders shall comply with the dates and amounts indicated
in Section 1 of this RFP.
7.3 The Bidders shall comply with and agree to all the provisions of
this RFP for various bidding considerations including but not
limited to eligibility, costs, payments, information regarding

Utility’s systems, bid formats, Bid submission and other

considerations.
7.4 The Bidders shall be evaluated based on the requirements,
criteria, norms, and procedures laid out or included by
reference, in this Section 3 of the RFP Document.
7.5 The Bidders shall be required to undertake the scope of work for
the Project indicated in Section 6 of the RFP Document.
7.6 The Bidders must conform to the requirements and provide a list
of equipment (including any special equipment) necessary to
meet the technical specifications, functional & performance
requirements as specified in the Section 6 of RFP Document as
per the format provided in Form 14 in Section 4. The equipment
supplied shall confirm to all the requirements under all
applicable laws including any order issued by the central
government including Order No No.9/16/2016-Trans-Part (2)
dated 18 November 2020 and Order No. 11/05/2018-Coord.
dated 17 September 2020 issued by Ministry of Power and Order
No. F/No.6/18/2019-PPD by Ministry of Finance, Department
of Expenditure, Public Procurement Division dated 23 July 2020
including any amendments or modifications to the same from
time to time.
7.7 Bidder shall submit ‘Clause by Clause’ compliance to the RFP
document including the ERPSI Contract and the technical
specifications and functional requirements (with amendments, if
any) as per the format prescribed in Form 14 given in Section 4.
7.8 Bidder’s Proposal shall include sufficient information and
supporting documentation in order to determine compliance
without further necessity for inquiries.
7.9 The Bidder’s Proposal shall clearly identify all features described
in the specifications along with any supporting reference
material in accordance with ITB 16.12 as per the format
prescribed in Form 13 given in Section 4.
7.10 An analysis of the technical specifications, functional and
performance requirements of the ERP system as provided in
Section 6 may lead the Bidders to conclude that additional items
of hardware, software and/or services (for example
communication repeater, router etc.) are required that are not
specifically mentioned in this specification. The Bidders shall be
responsible for installing such items (at no additional cost to the
Utility) such that a reliable and fully functional ERP system is
implemented that meets or exceed the capacity and performance
requirements. Such materials shall be deemed to be within the
scope of the ERPSI Contract. To the extent possible, the Bidder

shall identify and include all such additional items in their

proposal.
7.11 The Bidders are advised to visit sites (at their own expense),
prior to the submission of the proposal, and make surveys and
assessments as deemed necessary for proposal submission.
7.12 Failure by Utility to request information from a Bidder that has
not been properly provided shall not be construed as waiver on
the part of Utility of the obligation of the Bidder to furnish the
said data / information unless the waiver is in writing.
7.13 Bid submitted by the Bidders before the Bid Submission
Deadline, shall become the property of the Utility, and shall not
be returned to the Bidders.

7.14 The cost of all stamp duties payable for executing the RFP, Bid
Documents or Project shall be borne by the Bidders.

7.15 No interest shall be paid to the Bidder on any amount submitted

to Utility, whether to be returned or not.
8. Cost of Bidding 8.1 The Bidder shall bear all costs associated with the preparation
/ Preparation of and submission of its Proposal, including post-bid discussions,
Proposal technical and other presentations etc., and Utility shall not be
responsible or liable for those costs, regardless of the conduct or
outcome of the selection process. Utility is not bound to accept
any proposal and reserves the right to annul the selection
process at any time prior to Contract award, without thereby
incurring any liability to the Bidder.
9.1 Bid/Proposal prepared by the Bidders and all correspondence
9. Language and documents relating to the Bid exchanged by the Bidder and
Utility and its associates shall be written in the English language.
9.2 In case the correspondence or documents are in different
language, the Bidder must submit certified translations along
with the original document. These translations can be certified
by a Certified Translator or the same can be submitted with an
undertaking on a non-judicial stamp paper for translation.

10. Documents 10.1 The Proposal shall comprise the documents and forms
Comprising the mentioned in this Section in general and listed in Section 4 and
Proposal and Section 5 in particular. A Document Checklist for the same as
List of Forms well as the list of forms referred to in this RFP Document is
provided in BDS.
11. Only One 11.1 A Bidder shall submit only one Bid in the same bidding process,
Proposal either individually as a Sole Bidder or as a Member of a Bidding
Consortium (including the ERPSI-Lead). It is further clarified
that any of the Parent/ Affiliate/Ultimate Parent of the Bidder/

Member in a Bidding Consortium shall not separately

participate directly or indirectly in the same bidding process.
12. Proposal / Bid 12.1 The Bid/ Proposal submitted by the Bidder(s) shall be valid for a
Validity & Bid period of specified in BDS reckoned from the Bid Submission
Security Deadline specified in ITB 18 as may be extended from time to
time.
12.1.1 All such offers, and terms and conditions set forth in this
RFP shall be valid for the ERPSI till the successful
completion of the Project.
12.1.2 In exceptional circumstance, Utility may solicit the
Bidder’s consent to an extension of the Bid validity
period. The request and responses thereto shall be made
in writing or by email. If a Bidder accepts to extend the
validity, the Bid Security shall also be suitably extended.
A Bidder may refuse the request without forfeiting its
Bid Security. A Bidder granting the request will not be
required or permitted to modify its Bid.

12.2 The Bidder shall furnish as part of its Technical Bid, a Bid
security in original form, and in the amount specified in the
BDS.

12.3 Pursuant to ITB 12.2, the Bid Security shall be a demand

guarantee, and in any of the following forms, at the Bidder’s
option:
a) an unconditional bank guarantee issued by any of the banks
mentioned in BDS;
b) Bid Security in other forms, if specified in the BDS.

In the case of a bank guarantee, the Bank Guarantee for Bid

Security shall be provided by the Lead Consortium Member/
Sole Bidder in the format prescribed in Form 6 included in
Section 4, Bidding Forms - Technical Proposal. The bid security
shall be valid for 90 (ninety) Days beyond the end of validity
period of the Bid specified in ITB 12.1. This shall also apply if
the period of the Bid validity is extended.

12.4 Any Bid not accompanied by a substantially responsive Bid

Security a specified, shall be rejected by the Utility as non-
responsive.

12.5 If the Bid Security from any Bidder is forfeited or lapsed either
partly or wholly during the Bid process, then such Bidders and
Consortium are liable for rejection.

12.6 Bid Security of unsuccessful Bidders shall be returned as

promptly as possible upon the successful bidder’s signing the

contract and furnishing the Performance Security pursuant to

ITB 30.

12.7 The Bid Security of the Selected Bidder shall be returned as

promptly as possible once the ERPSI has signed the Contract
with the Utility and furnished the required Performance
Security.

12.8 The Bid Security may be forfeited if

1. the Bidder withdraws/ modifies/ substitutes its Bid during

the period of Bid validity as specified in ITB 12.1 or any
extension thereto provided by the Bidder;

2. bid is rejected for existence of conflict of interest, or more

than one bid being submitted by a Bidder;

3. bid submitted by a Consortium is not accompanied by

Consortium Agreement in the form provided in this RFP.

4. The Selected Bidder:

o fails to sign the ERPSI Contract; or
o fails to furnish a Performance Security in accordance
with ITB 30; or is found to have submitted false
particulars/ fake documents; or
o refuses to execute the work at its agreed
scope/quoted rates, after Utility issues the Letter of
Award;
o is involved in incidents of manipulation of rates either
by cartelization or otherwise.
13. Extension of 13.1 Utility will make its best effort to complete the bidding process
Proposal and award the contract prior to the date of expiry of the Bid/
Validity Proposal validity. However, should the need arise, Utility may
request, in writing, all Bidders who submitted Bids/Proposals
prior to the Bid Submission Deadline to extend the Proposals’
validity.
13.2 If the Bidder agrees to extend the validity of its Proposal, it shall
be done without any change in the original Proposal.
13.3 The Bidder has the right to refuse to extend the validity of its
Proposal in which case such Proposal will not be further
evaluated.
14. Clarification 14.1 Bidders may seek clarifications on this RFP in writing, through a
and letter, fax, or email to reach Utility no later than the period
Amendment of specified in BDS.
RFP
14.2 Utility may issue clarification only, at its sole discretion, which is

considered reasonable by it.

14.3 Any such clarifications issued shall be sent to all the Bidders to
whom the RFP has been issued. Any such clarification shall also
be hosted on the website of the Utility and transmitted through
the e-Procurement System mentioned in ITB 2.1.
14.4 Utility is not under any obligation to entertain/ respond to
suggestions made or to incorporate modifications sought for.
14.5 For the avoidance of any doubt, it is hereby clarified that the
Utility is not obliged to extend the Bid Submission Deadline on
account of clarifications sought in accordance with ITB 13.4.
14.6 During the bidding process, Utility, for any reason may modify
the RFP, including the timelines, by issuance of addendum /
modification / errata and / or a revised document.
14.7 Revisions or amendments in the bidding guidelines may cause
Utility to modify amend or supplement the RFP to be in
conformance with any applicable Law. Such document shall be
notified in writing through the e-Procurement System
mentioned in ITB 2.1, or letter or fax or e-mail to all the entities
who have downloaded the RFP, and the same shall be binding
on them.
14.8 Utility shall not be responsible for any delay in receipt of the
addendum/ modification/ errata and/ or revised document
and receipt of the same by the Bidders shall be presumed by
Utility upon taking all reasonable steps to notify the Bidders.
Late receipt of any addendum/ modification/ errata and/ or
revised document will not relieve the Bidder from being bound
by that modification or the Bid Submission Deadline. All such
amendments/modifications shall be issued at least 7(seven)
working days prior to the Bid Submission Deadline.
14.9 In order to provide reasonable time to the Bidders to take the
modification into account in preparing their Bid, or for any other
reasons, Utility may, at its discretion, extend the deadline/
timeline for Bid submission.
15. Preparation of 15.1 The Bidder shall prepare its Bid and furnish required
Bid/ Proposal information and documents as per the guidelines, formats,
and Bid forms, schedules, fees, and other specification in this Section, as
Formats well as the RFP Document in general.

15.2 Strict adherence to the formats/ forms, wherever specified, is

required. Wherever information has been sought in specified
formats, the Bidder shall refrain from referring to brochures or
pamphlets. Non-adherence to formats and/ or submission of
incomplete information may be a ground for declaring the Bid as

non-responsive. Each format must be duly signed and stamped

by the authorized signatory of the Bidder.
16. Technical Bid/ 16.1 The Technical Bid/Proposal shall be prepared using the Forms
Proposal Format provided in Section 4 of the RFP and shall comprise the
and Content information, details and documents listed in subsequent clauses
herein The Technical Bid/ Proposal shall not include any
financial information. A Technical Proposal containing material
financial information shall be declared non-responsive.

16.2 The Technical Bid shall contain the list of all participating
Consortium Members and Sub-contractor(s) (if applicable)
participating in the Bid as per the format prescribed in Form 1
given in Section 4. Furthermore, the Technical Bid shall contain a
covering letter by the Lead Consortium Member/ Sole Bidder
duly designated and signed by all Members of that Bidding
Consortium as per the format prescribed in Form 8 given in
Section 4.

16.3 The Technical Bid shall contain a legally enforceable Consortium

Agreement (in case Bidder is a Consortium) entered amongst all
Members of that Bidding Consortium, designating one of the
Members to be the Lead Consortium Member as per the format
prescribed in Form 8 given in Section 4. In the absence of a duly
executed Consortium Agreement, the Bid shall not be
considered for evaluation and will be rejected.

16.4 The Technical Bid shall contain Power of Attorney from each
Consortium Member in favour of the Lead Consortium Member
as per the format prescribed in Form 9 given in Section 4. All
submissions and representations by the Lead Member shall be
deemed to be on-behalf of the entire consortium and shall be
binding all the members of the Consortium.

16.5 The Lead Consortium Member/ Sole Bidder shall designate one
person to represent the Bidding Consortium/ Bidder in its
dealings with Utility. The person designated by the Lead
Consortium Member/ Sole Bidder (registered Company) shall
be authorized through a Power of Attorney as per Form 10
given in Section 4 to perform all tasks including, but not limited
to, providing information, responding to inquiries, signing of
Bid on behalf of the Consortium, etc. and attach the same in the
Technical Bid.

16.6 The Technical Bid shall contain signed Letter of Consent as per
Form 11 given in Section 4 from each Consortium Member that
the Bid has been reviewed and each element of the Bid is agreed
to by them including but not limited to any commitment in the

Project.

16.7 The Technical Bid shall contain the Tender Fees and the Bid
Security as per the format prescribed in Form 6 given in Section
4.

16.8 The Technical Bid shall contain all documents required to

prove/substantiate the Eligibility and Qualification
Requirements of the Bidders or the Bidding Consortium
specified in ITB 6.1 and Section 2 (as per the format prescribed
in Form 2 given in Section 4):
a) Company profile document with evidence of fields of
competence for each Consortium Member;
b) Attested copy of Certificate of Registration/
Incorporation issued by the Registrar of Companies for
each Consortium Member/ Bidder;
c) Certificate of Commencement of Business issued by the
Registrar of Companies for Lead Consortium Member/
Sole Bidder clearly indicating the number of years of
operation.
16.9 The Bidder shall submit a preliminary Project implementation
plan along with the Bid which shall include at least the
following activities (as per the format prescribed in Form 3 given
in Section 4).

16.10 In case of Award of the ERPSI Contract, the detailed Project

implementation plan, submitted as part of the Technical Bid,
shall be revised, and submitted by the ERPSI, in consultation
with the Utility, to ensure smooth takeover of existing Utility
systems and any ongoing Services under the scope of the ERP
Project.

16.11 The Technical Bid of the Bidder shall contain the indicative List
of Material and Services in the format prescribed in Form 14 as
given in Section 4 without any mention of costs/ prices.

16.12 The List of Material and Services shall be accompanied by the

detailed specifications of the supply in the Technical Bid
demonstrating responsiveness of the quoted Solution. The
Bidder shall also indicate the country of origin of each
equipment in Form 14 as given in Section 4. For supply of
equipment / material from the country of origin other than
India, the bidder shall submit performance certificate in support
of satisfactory operation in India or a country other than the
country of origin having climatic and operational conditions
including ambient temperature similar to that of India for more

than number of years, indicated in BDS in accordance with

Order No. 11/05/2018-Coord. dated 17 September 2020 issued
by the Ministry of Power including any amendments or
modifications to the same from time to time.

16.13 The Technical Bid of the Bidder shall contain the names and
details of the suitably qualified Bidder’s representative and Key
Personnel to perform the ERPSI Contract as per the format
provided in Form 4 given in Section 4. The data on their
experience should be supplied using the Form 5 given in Section
4 for each candidate proposed.

16.14 Any removal/ change/ replacement of Key Personnel (as

provided in Form 4 and 5 given in Section 4) shall be notified to
Utility within 7(seven) working days along with the Curriculum
Vitae (CV) of the personnel replacing the previous personnel.
The personnel replacing the previous key personnel shall have
equivalent or better educational qualification and relevant
professional experience

Note: Submission of the Technical Proposal in a materially wrong

format may lead to the Proposal being deemed non-responsive to the
RFP requirements.
17. Financial Bid/ 17.1 The Financial Proposal shall be prepared using the Forms
Proposal Format provided in Section 5 of the RFP and shall comprise the
and Content information, details and documents listed in subsequent
clauses herein.

17.2 The Financial Bid shall only be submitted electronically as per

the format prescribed in Form 1 given in Section 5. No hard
copy of the Financial Bid shall be submitted.
The Financial Bid shall include the cost of different licenses that
are required for installation, cloud data centre facilities, data
collection / digitisation / migration to new platform,
operational Go-Live, and maintenance of the Project and the
person-day rate for executing new requirement for software
components. Price quoted should clearly mention the basic
cost/ unit price including any other taxes/ duties/ levies,
Goods and Service Tax (GST). The Financial Bid will be
evaluated basis the total cost of the Project as quoted by the
Bidder(s) for the Contract Period in Form 1 given in Section 5.

17.3 Unit prices (exclusive of all taxes/ duties/ levies/ cess etc.) (as
provided in Form 1 given in Section 5) quoted by the Bidder
shall be firm and final and shall remain constant throughout
the Contract Period and shall not be subject to any

modifications.

17.4 Any items or prices omitted by the Bidder, if incurred at a later

stage by the Bidder, within the scope of work as provided in
the ERPSI Contract, shall be borne by the Bidder with no
financial liability on Utility.

17.5 Any scope of work required for expansions during the

Contract Period shall be supplied by the ERPSI keeping the
specifications and unit price same as per the List of Material
and Services (as provided in Form 13 given in Section 4) and
Financial Bid (as provided in Form 1 given in Section 5),
respectively.

17.6 All prices in the Financial Bid shall be quoted in Indian Rupees.
The Bidder shall bear the risk related to foreign exchange
variations during the Contract Period. The variation in the
statutory taxes will be in accordance with the ERPSI Contract.

17.7 Alternative (alternate technology/ architecture/ design/

functionality or proposals with multiple options) Bids shall be
rejected.

C. Submission, Opening and Evaluation

18. Submission of 18.1 Both Technical Bid and Financial Bid shall be digitally signed
Bids/ Proposals and submitted electronically using the e-Procurement system
and Bid indicated in ITB 2.2 on or before the Bid Submission Deadline
Submission following the instructions therein. All the documents shall be
Deadline
scanned and uploaded however, where the data is required to
(a) Submission of be entered manually, the same shall be entered accordingly by
Bids/ Proposals the Bidder.

18.2 Requisite Tender Fee and Bid Security in the specified form/
instrument shall be submitted in original so as reach before the
Bid Submission Deadline, failing which the Bid shall be
deemed non-responsive.

18.3 In addition to the electronic submission and submission of

Tender Fee and Bid Security in the specified form/ instrument
in original as per ITB 18.2, if so, specified in BDS, the Bidder
shall also provide certain document in original/ hard
copy/(ies) of the original/ revised (if any) in a sealed envelope
before the Bid Submission Deadline.

18.4 The hard copies to be submitted as per ITB 18.3 shall be in

original and/ or attested as may be specified in BDS.

18.5 The hard copy of the document as per ITB 18.2 and ITB 18.4

above shall be sent in a sealed envelope to Utility via

Registered Post with Acknowledgement Due (RPAD), speed
post or courier in the manner specified in ITB 18.3, which
should reach Utility before the Bid Submission Deadline.

18.6 The sealed envelope shall be clearly marked on the top with
details mentioned in BDS. The sealed envelope shall be
addressed to the Utility as specified in BDS. The sealed
envelope shall also clearly mention the name of the Lead
Consortium Member/ Sole Bidder submitting the Bid.

18.7 The sealed envelope shall not contain the Financial Bid. The
Financial Bid shall only be submitted electronically.

18.8 In case of discrepancy between the electronically submitted

documents and the physically submitted documents in the
sealed envelope, the electronically submitted documents and
the information contained therein shall prevail and be treated
as the final submission.

18.9 Insufficiency of the electronically submitted Bid shall not be

compensated by any information, documentation or material
provided additionally in the physically submitted documents
in the sealed envelope.

18.10 All Bids shall be electronically submitted and physically

received, as may be specified in this Section, by Utility no later
(b) Bid Submission
than the Bid Submission Deadline indicated in BDS as may be
Deadline
extended from time to time by the Utility.

18.11 Bidders may prepare, edit, substitute, or withdraw their offers

any number of times online before the Bid Submission
Deadline as may be permitted by the e-Procurement system.
After the Bid Submission Deadline, the Bidder shall not, or
attempt to, change, or withdraw the Bid under any
circumstances. No written or online request in this regard shall
be entertained.

18.12 Any Bid received by Utility, either electronically or physically,

after the Bid Submission Deadline prescribed by Utility will not
be uploaded and accordingly be rejected. In case of hard copy
submissions, late Bids shall be returned unopened to the
Bidder.

18.13 Utility may, at its discretion, extend this Bid Submission

Deadline by amending the RFP at any time prior to opening of
the Bids, in which case all rights and obligations of Utility and
the Bidders shall thereafter be subject to the deadline as

extended.

18.14 Any Proposal or its modification received by Utility after the

deadline through any means or medium, whatsoever, shall be
declared late and rejected, and promptly returned unopened.
19. Confidentiality 19.1 Information relating to the examination, evaluation,
comparison, and recommendation of ERPSI Contract award,
shall not be disclosed to Bidders or any other persons not
officially concerned with such process.

19.2 Any attempt by a Bidder to influence Utility in the

examination, evaluation, comparison, and post qualification of
the Bids or ERPSI Contract award decisions may result in the
rejection of its Bid.

19.3 If any Bidder, from the time of opening the Technical Bids to
the time of ERPSI Contract award, wishes to contact Utility on
any matter related to the bidding process, it should do so in
writing.
20. Opening of 20.1 The Technical Bids shall be opened online or at the date and
Technical Bids/ time, and the address indicated BDS. In case hard copy
Proposals submission of Technical Bid or certain document is requested
by the Utility as per ITB 18 the physically submitted Technical
Bids/ documents in the sealed envelope shall be opened
simultaneously to check inter alia requisite submissions and
for the Tender Fees and the Bid Security.

20.2 The Bids shall be deemed to be under consideration

immediately after they are opened and confirmation or receipt
of the Tender Fee and Bid Security, and until an official
intimation of award or rejection is made by Utility to the
Bidders.

20.3 Utility shall then separately evaluate the Bids with respect to
the Eligibility and Qualification Requirements, sufficiency of
the submission, conformation/ compliance/ responsiveness to
all the mandatory requirements, terms, conditions, and
specifications of the RFP Document without any deviation,
reservation, or omission, and other parameters outlined in this
RFP.

20.4 The Financial Proposal shall remain unopened in the e-

Procurement/ e-Tendering system securely, until they are
opened in accordance with ITB 23.

20.5 At the opening of the Technical Proposals the following shall

be published on E-proc portal: (i) the name of the Bidder; (ii)
any modifications to the Proposal submitted through the e-

Procurement/ e-Tendering system prior to proposal

submission deadline; and (iii) any other information deemed
appropriate.
21. Bid/ Proposals 21.1 The bidding process is designed to select the ERPSI through a
Evaluation series of assessment of: (i) conformation/ compliance to all the
Overview and mandatory requirements under applicable laws and this
Verification/ tender, terms, conditions, and specifications of the RFP
Clarifications
Document without any material deviation, reservation, or
omission; and (ii) the financial amounts quoted by the Bidder.
The Bid submitted by the Bidder shall consist of a Technical
Bid and a Financial Bid.

First Stage-Fulfillment of Eligibility and Qualification

Requirements and determination of substantial
responsiveness to the RFP Documents: The Technical Bids
shall be opened by Utility and be checked to determine (i)
whether the Bidders comply with the Eligibility
Requirements, have offered eligible ERP system requirements
and modules in their Bids, as specified in ITB 6.1 and Section
2; (ii)whether the Bidders meet the Qualification Requirement
specified in ITB 6.2 and Section 2; (iii) whether the Bids are
substantially responsive to the RFP document including the
requirements specified in Section 7 basis ‘Clause by Clause’
compliance to the RFP Document including the technical
specifications and functional requirements (with amendments,
if any) as per the format prescribed in Form 14 given in
Section 4
Second Stage-Opening of Financial Bid: Financial Bids of all
technically qualified Bidders would be opened, basis which
the award of ERPSI Contract shall be determined.
Third Stage-Award of Project:
The “Successful Bidder” as defined in ITB 26 shall be awarded
the ERPSI Contract.
21.2 The Bidder is not permitted to alter or modify its Bid/
Proposal in any way after the Bid Submission Deadline.
21.3 Utility’s determination of the responsiveness of a Bid/
Proposal is to be based on the contents of the Proposal itself
including any response to clarifications sought by Utility
which does not alter the substance of the Proposal or the price.
21.4 A substantially responsive Bid/ Proposal is one that
conforms to all the mandatory requirements, terms,
conditions, and specifications of the RFP Document without
any material deviation, reservation, or omission, as defined in

ITB 25.
21.5 The Contract, if awarded, shall be executed in accordance with
RFP document and any other conditions.
21.6 Notwithstanding anything stated in the RFP Document, Utility
reserves the right to verify the authenticity of the documents
submitted for meeting the eligibility, qualification and/or
other specified requirements and may request for clarifications
any additional information/ documents from the Bidder.
However, the Bidder shall not be permitted to alter the
substance of the Proposal or the price under any circumstances
whatsoever
21.7 Utility reserves the right at its sole discretion to contact the
Bidder’s bank, lenders, financing institutions and any other
persons as necessary to verify the Bidder’s
information/documents for the purpose of eligibility,
qualification and/ or other specified requirements.
21.8 Utility may verify the Bidder’s technical and financial data by
checking with the Bidder’s clients/ lenders/ bankers/
financing institutions/ any other person as necessary.
21.9 To assist in the examination, evaluation, comparison and post-
qualification of the Bids, Utility may, at its discretion, ask any
Bidder for a clarification of its Bid. Any clarification submitted
by a Bidder that is not in response to a request by Utility shall
not be considered. Utility’s request for clarification and the
response shall be in writing. No change in the prices shall be
sought, offered, or permitted by Utility in the evaluation of the
Financial Bids.
22. Evaluation of 22.1 All Bids will first be evaluated for ‘Clause by Clause’
Technical Bids/ compliance to the RFP document and the ERPSI Contract
Proposals including the technical specifications and functional
requirements (with amendments, if any) as per the format
prescribed in Form 14 given in Section 4. The Bidders fulfilling
the Eligibility and Qualification Requirement and having
submitted substantially responsive Bids conforming to and
meeting all the mandatory requirements, terms, conditions,
and specifications of the RFP Document without any material
deviation, reservation, or omission, as defined in ITB 25, shall
qualify for the opening of Financial Bid.

22.2 In the event the Technical Bid is substantially responsive,

Utility may waive any deviation, reservation, or omission in
the Bid as defined in ITB 25.1
22.2.1 Provided that a Technical Bid is substantially

responsive, Utility may request that the Bidder

submit the necessary information or documentation,
within a reasonable period of time, to rectify
nonmaterial, nonconformities or omissions in the
Technical Bid related to documentation
requirements. Such omission shall not be related to
any aspect of the price Bid. Failure of the Bidder to
comply with the request may result in the rejection of
its Bid.
23. Opening of 23.1 At the completion of the technical evaluation, Utility shall
Financial intimate the technically qualified Bidders for opening of
Proposals Financial Bids, along with the date, time of opening of
Financial Bids either online or at a venue/online joining link
intimated by the Utility.

23.2 The Financial Bids shall be opened through the e-Procurement

system referred to in ITB 2.2, in the presence of authorized
representatives of all technically qualified Bidders who chose
to attend the online bid opening on the specified date and
time.
24.1 Provided that the Technical Bid is substantially responsive,
24. Evaluation of Utility will correct arithmetical errors during evaluation of
Financial Financial Proposals on the following basis:
Bids/ i. if there is a discrepancy between the unit price and the
Proposals total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail and the total
price shall be corrected, unless in the opinion of Utility
there is an obvious misplacement of the decimal point in
the unit price, in which case the total price as quoted shall
govern and the unit price shall be corrected;
ii. if there is an error in a total corresponding to the addition
or subtraction of subtotals, the subtotals shall prevail, and
the total shall be corrected;
iii. if there is a discrepancy between words and figures, the
amount in words shall prevail. However, where the
amount expressed in words is related to an arithmetic
error, the amount in figures shall prevail subject to (i) and
(ii) above.
Except as provided in (i) to (iii) herein above, Utility shall reject the
Financial Bid if the same contains any other computational or
arithmetic discrepancy or error.
25. Deviations, 25.1 During the evaluation of Bids/ Proposals, the following
Reservations definitions apply:
and Omissions (a) “Deviation” is a departure from the requirements

specified in the RFP document;

(b) “Reservation” is the setting of limiting conditions or
withholding from complete acceptance of the requirements
specified in the RFP document; and
(c) “Omission” is the failure to submit part, or all of the
information or documentation required in the RFP
document.
25.2 A substantially responsive Bid is one that meets the
requirements of the bidding document without material
deviation, reservation, or omission. A material deviation,
reservation, or omission is one that:
(a) if accepted, would:
(i.) affect in any substantial way the scope, quality, or
performance of the Goods and Related Services
specified in the Contract; or
(ii.) limit in any substantial way, inconsistent with the
bidding document, the Utility’s rights, or the Bidder’s
obligations under the Contract; or
(b) if rectified, would unfairly affect the competitive position
of other Bidders presenting substantially responsive Bids.
26. Successful / 26.1 The price as per the Financial Proposal/ Bid of all technically
Selected Bidder qualified Bidders, determined upon evaluation of Financial
Proposals/ Bids, shall be the basis for determination of the
Successful Bidder/ Selected Bidder.
26.2 The technically qualified Bidder with the lowest Financial Bid
shall be considered as the Successful Bidder/ Selected Bidder
and shall be considered for award of the ERPSI Contract.

26.3 If the Successful Bidder/ Selected Bidder does not accept the
correction of errors as per ITB 23.1, its Bid shall be
disqualified, and its Bid Security shall be forfeited.

D. Award of Contract
27. Award Criteria 27.1 Subject to ITB 26, the Utility shall award the Contract to the
Successful Bidder/ Selected Bidder.

27.2 Utility shall present the Letter of Award (as per the format
prescribed in Form 2 given in Section 8) to the Successful
Bidder and invite the Performance Security in order to sign the
ERPSI Contract to implement the Project.

27.3 The Successful Bidder shall provide an undertaking that the

key staff identified for the Project (as submitted in its
Technical Bid) shall be available for the respective proposed
work requirement, anytime during the duration of the Project,

till its successful completion

27.4 If for any reason the Bid of the Successful Bidder is rejected or
Letter of Award issued to the Successful Bidder is cancelled,
Utility is empowered to take decisions for any of the
following:
a) Consider the next lowest evaluated Bid from eligible and
qualified Bidder whose bid is determined substantially
responsive; or
b) Annul the Bid process; or
c) Take any such measure as may be deemed fit in the sole
discretion of Utility, as applicable.
28. Utility’s Right 28.1 Utility reserves the right to increase or decrease the number of
to Vary items as per BoQ under the ERPSI Contract subject to the limit
Quantities at of - 20% (twenty percent) up to +30% (thirty percent) of the
the time of existing number of items as per BoQ (as provided in Form 1
Award
given in Section 5), covered under the ERPSI Contract, without
any change in the unit prices or other terms and conditions of
the ERPSI Contract and the Bid.
29. Letter of Award 29.1 Prior to the expiry of the period of Bid validity, Utility shall
notify the successful Bidder, in writing, by issuing the Letter of
Award, that its Bid has been accepted.

29.2 Until the ERPSI Contract is prepared and executed, the

notification of award shall constitute a binding contract.
30. Signing of 30.1 Within 30 (thirty) Days of receipt of the Letter of Award, the
Contract and successful Bidder shall sign the ERPSI Contract.
Contract
Performance 30.2 Within 21 (twenty-one) Days of the receipt of Letter of Award
Security from Utility, the Successful Bidder shall furnish the
Performance Security, for an amount equivalent to five
percent (5%) (or as per CVC guidelines applicable at the time)
of the Contract Price (final price after the negotiation (if any)),
using for that purpose the format of Performance Security
given in Form 1 in Section 8. Immediately upon furnishing of
Performance Security, ERPSI may request the Utility to
execute the ERPSI Contract.

30.3 Failure of the Successful Bidder to submit the above-

mentioned Performance Security or sign the ERPSI Contract
shall constitute sufficient grounds for the annulment of the
award and forfeiture of the Bid Security. In that event Utility
may award the ERPSI Contract to the next lowest Bidder.

Bid Data Sheet

ITB
Reference
A. General Provisions

1.1 (v) Jaipur Vidyut Vitran Nigam Limited on behalf of all three Discoms (JVVNL,
AVVNL & JdVVNL) invites Bid for “Selection of System Integrator (ERPSI) for
Supply, Installation, Commissioning, Implementation and Support for
Enterprise Resource Planning (ERP) System in Rajasthan Discoms (JVVNL,
AVVNL & JdVVNL)” against Tender No. JVVNL/SE/IT/RDSS/ERPSI/TN-101

1.1 (ee) Jaipur Vidyut Vitran Nigam Limited (Jaipur Discom), Ajmer Vidyut Vitran
Nigam Limited (Ajmer Discom) and Jodhpur Vidyut Vitran Nigam Limited
(Jodhpur Discom) have been established under the Companies Act, 1956 by
Government of Rajasthan. All three discoms are engaged in Distribution &
Supply of Electricity in Rajasthan State and together represented as
RAJASTHAN DISCOMS.

2.2 Bidding against RFP shall be conducted through/ with Electronic –

Procurement (e- Procurement/ e- Tendering) System.
Utility shall use the following Electronic-Procurement system to manage this
Request for Proposal (RFP) process:
https://eproc.rajasthan.gov.in
The electronic-procurement system shall be used to manage the following part
of the RFP process:
[e.g., issuing RFP, corrigendum/ addendums, submissions of Proposals,
openingof Proposals etc.]
To aid and facilitate the Bidders on e-Procurement/ e-Tendering process a
detailed manual on the same titled Bidder Help Manual for e-Bidding has
been provided annexed to the Bid Data Sheet as Annexure I (BDS). The same
may be utilized by the Bidders.

2.2.2 Address of DISCOM for Communication

OFFICE OF THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Power House, Near Ram Mandir,
Bani Park, Jaipur- 302006
Phone No: 0141-2200972,
Mob: 9413390182
E-mail: - [email protected]

Website: - energy.rajasthan.gov.in/jvvnl

2.3 The name of the Contract is: “Selection of System Integrator (ERPSI) for Supply,
Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System in Rajasthan Discoms (JVVNL, AVVNL &
JdVVNL)” against Tender No. JVVNL/SE/IT/RDSS/ERPSI/TN-101

2.4 Standard brief regarding detail of existing systems relevant to the ERP
System implementation Project:
At present, all three Discoms are using the ERP developed by M/s RISL for
HRMS, F&A and MM modules. This application is using SSO ID based login
feature. Application data is hosted in Rajasthan State Data Centre (RSDC), Jaipur.
Existing Data need to be migrated in new ERP.

2.6 A Pre-Bid Meeting will be held as per the details below.

Date of Pre-Bid Meeting – 07.03.2024
Time: 11:00 AM
Address: Conference Hall, Vidyut Bhawan, Jyoti Nagar, Jaipur- 302005
Telephone: 9413390182
E-mail: [email protected]
Contact person/Meeting coordinator: Superintendent Engineer (IT), JVVNL

2.8 Format for Sending Query to Utility

Query may be sent in hard copy to the Nodal Officer of JVVNL, at the address
OFFICE OF THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building, Old Power House,
Near Ram Mandir, Bani Park, Jaipur- 302006
AND via email to [email protected]
[Reference No.]

From:
[Address of the Bidder]
[Telephone No., Fax No., Email]
[Date]

To:
Superintending Engineer (IT),
JAIPUR VIDYUT VITRAN NIGAM LTD,
3rd Floor, Data Center Building,
Old Power House, Near Ram Mandir, Bani Park, Jaipur- 302006

Sub: Query.

Ref: “Selection of System Integrator (ERPSI) for Supply, Installation,

Commissioning, Implementation and Support for Enterprise Resource Planning
(ERP) System in Rajasthan Discoms (JVVNL, AVVNL & JdVVNL) against Tender
No. TN-101”.

Dear Sir/ Madam,

Please find below our query with respect to the RFP subject to the terms
and conditions therein:

Referenc
S. No. Page No. Query
e Clause
No.
1.
2.
3.

Thanking you,
Yours Sincerely,
[Insert Signature here] [Insert Name here] [Insert Designation here]

B. Preparation of Proposals

10.1 Document Checklist and list of Forms

S. RFP
Document
Section
No. Reference
1. Tender Fee 1, 3
2. List of Consortium Members and Subcontractor(s) (as
applicable) as per the format prescribed in Form 1 4
given in Section 4
3. Bidder Information as per the format prescribed in 4
Form 2 given in Section 4
4. Project Implementation Plan as per format provided 4
in Form 3 given in Section 4
5. Curriculum Vitae of key personnel as per format 4
provided in Form 4 and Form 5 given in Section 4
6. Bid Security in the form of Demand Draft or Bank 4
Guarantee as per format prescribed in Form 6 given in
Section 4
7. Covering Letter for Submission of Bid by Sole Bidder
/ Lead Consortium Member as per format prescribed 4
in Form 7 given in Section 4
8. Consortium Agreement Format entered amongst both
Members of the Bidding Consortium as per format 4

prescribed in Form 8 given in Section 4

9. Power of Attorney by ERPSI – 2nd in favour of 4
ERPSI-Lead as per format prescribed in Form 9 given
in Section 4
10. Power of Attorney by ERPSI-Lead/ Sole Bidder
authorizing an Individual Designated Representative 4
for the Consortium/ Bidder as per the format
prescribed in Form 10 given in Section 4
11. Letter of Consent by each Consortium Member
reviewing each element of the Bid as per format 4
prescribed in Form 11 given in Section 4
12. For ERPSI-Lead in case of Consortium Bidding /
Sole Bidder Experience [Refer Clause 11 in Section
2]:
i. References along with requisite contract/
Purchase Order (PO)/ Work Order (WO).
The references should indicate client name,
scope of work, Project start date (as per the
4
format prescribed in Form 12 given in
Section 4);
Documentary evidence of Project completion such as
client completion certificate, proof of payment
received and client certificate of delivery of material,
proof of asset capitalized in books of accounts (as
applicable)/ and similar proofs along with contact
details of the client.
13. For System Integration Experience [Refer Clause 11 4
in Section 2]:
i. References along with requisite contract/
Purchase Order (PO)/ Work Order (WO).
The references should indicate client name,
scope of work, Project start date (as per the
format prescribed in Form 12 given in
Section 4);
ii. Documentary evidence of completion of the
Project or completion of Go-Live status (i.e.,
Go-live certificate, UAT testing certificate
etc.) or other documentary evidence
indicating completion (e.g., proof of payment
received and client certificate for supply of
material or similar proofs) along with contact
details of the client;
Client certificate and other documentation for
implementation performance/ operation.
14. List of Material and Services as per format provided 4
in Form 13 given in Section 4
15. Table of Compliance as per format provided in Form 4
14 given in Section 4
16. Financial Bid as per format provided in Form 1 given 5
in Section 5
17. Performance Security as per the format prescribed 8

in Form 1 given in Section 8

18. Letter of Award as per the format prescribed in Form 8
2 given in Section 8
19. Copy of this RFP with sign and official seal on every 1 to 8
page
20. Format for Sending Query to Utility for clarification 3

12.1 The Bid shall remain valid until i.e. up to and including 180 days reckoned from
the Bid Submission Deadline specified in ITB 18, as may be extended by the
Utility.

12.2 Currency and the amount of Bid Security to be furnished by the Bidder is:
Currency: INR
Amount: 1.8 Crores (2% of estimated Tender Value)

12.3(a) Banks by whom Bank Guarantee is required to be issued:

A confirmed guarantee by a Commercial Scheduled / Nationalized Bank,
promising payment of the guaranteed sum to the DISCOM on demand without
any demur whatsoever and without seeking any reasons whatsoever. The
demand for payment by the DISCOM shall be treated as conclusive proof of
payment.

12.3(b) Bid Security may be furnished in other forms mentioned below:

Bid security to be provided either in Bank Guarantee or in Demand Draft

14.1 Clarifications may be requested no later than 05.03.2024 at 06:00 PM

Request to be sent at:
OFFICE OF THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building, Old Power House,
Near Ram Mandir, Bani Park, Jaipur- 302006 Phone No: 0141-2200972,
E-mail: - [email protected]
Website: - energy.rajasthan.gov.in/jvvnl

16.12 Number of years: Fifteen (15) months implementation phase + Five (5) years
Operation & Maintenance Phase + Two & half (2.5) years extendable.

C. Submission, Opening and Evaluation

18.3 Bidder shall provide the following document in original/ hard copy:

 Tender Fee - Demand Draft/Banker Cheque/Receipt of online

 Form 9: Format of Power of Attorney by Consortium Member in favour

of Lead Consortium Member (if applicable)
 Form 10: Format of Power of Attorney by Lead Consortium Member /
Sole Bidder authorizing an Individual Designated Representative for
the Consortium (if applicable)
 Form 11: Format of Letter consent by Sole Bidder/ERPSI-Lead
reviewing each element of the Bid

OFFICE OF THE SUPERINTENDING ENGINEER(IT),

JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building, Old Power House,
Near Ram Mandir, Bani Park, Jaipur- 302006
Phone No: 0141-2200972,
E-mail: - [email protected]
Website: - energy.rajasthan.gov.in/jvvnl

Bear the following Identification

Bid for “Selection of System Integrator (ERPSI) for Supply, Installation,
Commissioning, Implementation and Support for Enterprise Resource
Planning (ERP) System in Rajasthan Discoms (JVVNL, AVVNL & JdVVNL)
against Tender No. TN-101.”
Note: All the above-mentioned documents and other documents (as per the
tender requirements) must be submitted online on
https://eproc.rajasthan.gov.in

18.4 The following documents shall be submitted in original:

 Tender Fee - Demand Draft/Banker Cheque/Receipt of online

payment
 Tender E Processing Fee – Demand Draft
 Form 6: Bid Security- Demand Draft or Bank Guarantee
 Form 7: Format of Covering Letter by ERPSI-Lead/Sole Bidder
 Form 8: Format of Consortium Agreement to be entered amongst all
Members of a Bidding Consortium (if applicable)
 Form 9: Format of Power of Attorney by Consortium Member in favour
of Lead Consortium Member (if applicable)
 Form 10: Format of Power of Attorney by Lead Consortium Member /
Sole Bidder authorizing an Individual Designated Representative for
the Consortium (if applicable)
 Form 11: Format of Letter consent by Sole Bidder/ERPSI-Lead
reviewing each element of the Bid

The copies of the following documents shall be duly attested as specified:

 Form 1: List of Consortium Members/Sub Contractor(s)

 Form 2: Bidder Information

18.6 Details to be marked on the sealed envelope:

Bid for “Selection of System Integrator (ERPSI) for Supply, Installation,

Commissioning, Implementation and Support for Enterprise Resource Planning
(ERP) System in Rajasthan Discoms (JVVNL, AVVNL & JdVVNL) against
Tender No. TN-101.”

Sealed Envelope(s) to be addressed to:

Account Officer (IT&RE)
JAIPUR VIDYUT VITRAN NIGAM LTD,
Room No. 42, Old Powerhouse Premises, Near Ram Mandir,
Bani Park, Jaipur-302006.
Tel-9414029447; Email- [email protected]

18.10 The Bid Submission Deadline is:

Date: 26.03.2024
Time: 03:00 PM

20.1 The Technical Bids/ Proposals shall be opened as indicated below:

The opening shall take place at:

Jaipur Vidyut Vitran Nigam Limited

Address: OFFICE OF THE SUPERINTENDING ENGINEER(IT), JAIPUR
VIDYUT VITRAN NIGAM LTD., 3rd Floor, Data Center Building, Old Power
House, Near Ram Mandir, Bani Park, Jaipur- 302006

Date: 28.03.2024
Time: 03:00 PM

Annexure (BDS)
Bidder Help Manual for E-Bidding

HELP LINE TO VENDORS

1. Bidding will be conducted through the global open competitive bidding procedures as per
the provisions of ITB/BDS and the contract shall be executed as per the provisions of the
Contract.
2. The detailed Qualifying Requirements (QR) are given in the Bidding Document.
3. The complete Bidding Documents including technical specifications are available at JVVNL
website www.energy.rajasthan.gov.in/jvvnl. Bidders who wish to participate in this
bidding process must register on https://eproc.rajasthan.gov.in (bidders who registered on
http://eproc.rajasthan.gov.in before 30.09.2011 must register again). Interested bidders can
download the bid documents through e-tendering portal
http://www.eproc.rajasthan.gov.in and commence preparation of bids to gain time.
4. The bid document provides detailed terms and conditions and technical details.
5. Interested eligible bidders may obtain further information from the office of S.E.(IT), Jaipur
Vidyut Vitran Nigam Limited, between 11:00 AM to 02:00 PM on all working days.
6. The bid shall only be submitted through online procurement system of
https://eproc.rajasthan.gov.in The bid document will be downloaded by the said online
portal www.eproc.rajasthan.gov.in and Interested Bidder who wish to participate have to
pay the bid cost and copy of receipt is to be enclosed along with the E-bid in pdf file & shall
be deposited in the office of S.E.(IT), JVVNL, JAIPUR as mentioned in Salient Details of RFP
Notice.
7. The bids without having the bid cost will not be opened.
8. Participate in this online bid, bidders will have to procure Digital Signature Certificate
(Type-II or III) as per Information Technology Act-2000 using which they can sign their
electronic bids. Bidders can procure the same from any CCA approved certifying agency
i.e. TCS, Safecrypt, Ncode etc. Or they may contact e-procurement cell, Department of IT &
C, Govt. of Rajasthan for future assistance, bidders who already have a valid digital
Certificate need not to procure a new Digital Certificate.
9. Contact No. 0141-4022688 (Help desk of RISL-10.00 AM to 6.00 PM)
10. E-mail: [email protected]
11. Address: e-procurement cell, RISL, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur. Bidders
should go through the website https://www.eproc.rajasthan.gov.in, should refer to the
website and go through the link “Help for Contractors”, “Information about DSC”, “FAQ”
and “Bidders Manual Kit” to know the process for submitting the electronic bids at the
website.

Section 4. Bidding Forms- Technical Proposal

Checklist of Required Forms
This Checklist shall be filled in and submitted by the bidder along with the Technical Bid.
Except Form 1 given in Section 5 (to be completed and submitted by the Bidder in the Financial
Bid) all other documents/ forms duly filled and complete in all respect are to be submitted by
the Bidder in the Technical Bid.

S. Attached? For Official

Document
No. (Yes/ No) Use
1. Tender Fee

2. List of ERPSI-Lead / Second ERPSI and Subcontractor(s)

(as applicable) as per the format prescribed in Form 1
given in Section 4

3. Bidder Information as per the format prescribed in Form 2

given in Section 4
4. Project Implementation Plan as per format provided in
Form 3 given in Section 4
5. Curriculum Vitae of key personnel as per format
provided in Form 4 and Form 5 given in Section 4
6. Bid Security in the form of Demand Draft or Bank
Guarantee as per format prescribed in Form 6 given in
7. Section
Covering4 Letter for Submission of Bid by Sole Bidder /
ERPSI-Lead as per format prescribed in Form 7 given in
8. Section 4
Consortium Agreement Format entered amongst all
Members of the Bidding Consortium as per format
prescribed in Form 8 given in Section 4
9. Power of Attorney by ERPSI-2nd in favour of ERPSI-Lead
as per format prescribed in Form 9 given in Section 4
(Only 2 bidders allowed in a Consortium)
10. Power of Attorney by Lead Consortium Member/ Sole
Bidder authorizing an Individual Designated
Representative for the Consortium/ Bidder as per the
format prescribed in Form 10 given in Section 4
11. Letter of Consent by each Consortium Member reviewing
each element of the Bid as per format prescribed in Form
11 given in Section 4

S. Attached? For Official

Document
No. (Yes/ No) Use
12. For Lead Member in case of Consortium Bidding / Sole
Bidder Experience [Refer Clause 11 in Section 2]:
i. References along with requisite contract/ Purchase
Order (PO)/ Work Order (WO). The references
should indicate client name, scope of work,
Project start date (as per the format prescribed in
Form 13 given in Section 4);
ii. Documentary evidence of Project completion such
as client completion certificate, proof of payment
received and client certificate of delivery of
material, and similar proofs along with contact
details of the client.

13. For System Integration Experience [Refer Clause 11 in

Section 2]:
i. References along with requisite contract/
Purchase Order (PO)/ Work Order (WO). The
references should indicate client name, scope of
work, Project start date (as per the format
prescribed in Form 13 given in Section 4);
ii. Documentary evidence of completion of the
Project or completion of Go-Live status (i.e., Go-
live certificate, UAT testing certificate etc.) or
other documentary evidence indicating
completion (e.g., proof of payment received and
client certificate for supply of material or similar
proofs) along with contact details of the client;
iii. Client Strength
14. For Financial certificate[Refer
and other
Clausedocumentation
11 in Section for
2]:
implementation
Audited performance/
Annual financial operation.
statements, Balance Sheet and
P&L Account of all Consortium Members/ Sole Bidder
for the respective Financial Years as per the format
prescribed in Form 12 given in Section 4
15. List of Material and Services as per format provided in
Form 14 given in Section 4
16. Table of Compliance as per format provided in Form 15
given in Section 4

Form 1: List of Consortium Members/ Sub-Contractor(s)

[The Bidder shall identify below the Consortium Members/ Sub-contractor(s) for major
Project items. For sub-contractor a Letter of Intent must be provided.]
Proposed Consortium
Major Project Item Member / Sub- Nationality
Contractor(s)
System Integrator (Lead)

System Integrator (2nd)

ERP OEM
Subcontractor (Not a consortium
member)
Cloud Service Provider (CSP) /
Managed Service Provider (if any)
Subcontractor (Not a consortium
member)
Data Digitization Agency (if any)
Subcontractor (Not a consortium
member)
[Other] (if any)

Form 2: Bidder Information

[Sole Bidder/ all Consortium Members must provide all documents required to prove/ substantiate its
Eligibility as required in Eligibility Criteria as per section 2 for each Consortium Member]

S.
Information Requirement Details
No.
1 Company Name and Details
2 Address of its place of business in India
3 List of board of directors or regulating/controlling body
4 Attested copy of Certificate of Registration/ Incorporation
issued by the Registrar of Companies
6 Certificate of Commencement of Business issued by the
Registrar of Companies
7 Copy of the Goods and Services Tax (GST) Registration
Certificate
8 Provident Fund (PF) Certificate indicating PF Code
9 Copy of Permanent Account Number (PAN) Card
11 CA certified audited annual financial statements and positive
financial Net worth for the last three years

Form 3: Project Implementation Plan

The Bidder shall submit a preliminary Project implementation plan along with the Bid which shall include
at least the following activities:
1) Site Survey;
2) Understanding of Utility and its requirement with respect to Project implementation;
3) Overall system architecture (incl. Cloud Services if applicable), configuration, and customization;
4) Approach towards data privacy and cyber security;
5) Details of proposed roll out and testing methodology along with data migration plan;
6) Approach paper documenting the interfaces for integration with existing and future applications
based on the information provided by utility;
7) Project team structure;
8) Quality Assurance Program;
9) Training Schedule,
10) Change Management Plan
11) Documentation
12) Cutover and Go-Live Plan
13) Exit Management and Knowledge Transfer Plan

Form 4: Bidder’s Representative and Key Personnel

[Bidders should provide the names and details of the suitably qualified Contractor’s Representative and Key
Personnel to perform the System Integrator Contract. The data on their experience should be supplied using
the Form 5 given in Section 4 below for each candidate.]

1. Title of position: Project Manager

Name of candidate:
Duration of [insert the whole period (start and end dates) for which this position will
appointment: be engaged]
Time commitment: [insert the number of days/week/months/ that has been scheduled for this
for this position: position]
Expected time [insert the expected time schedule for this position (e.g., attach high level
schedule for this Gantt chart]
position:
2. Title of position: [System Integration Specialist]

Form 5: Resume and Declaration

Name of Bidder:

Position [#1]: [title of position]

Personnel Name: Date of birth:

information
Address: E-mail:

Professional qualifications:

Academic qualifications:

Language proficiency: [language and levels of speaking, reading, and writing skills]

Details
Address of employer:

Telephone: Contact (manager / personnel officer):

Fax:

Job title: Years with present employer:

Summarize professional experience in reverse chronological order. Indicate technical and

managerial experience relevant to the Project.
Duration of
Project Role Relevant experience
involvement
[main
[role and responsibilities
project [time in role] [describe the experience relevant to this position]
on the project]
details]

Declaration
I, the undersigned [ insert either “Contractor’s Representative” or “Key Personnel” as applicable],
certify that to the best of my knowledge and belief, the information contained in this Form 5
correctly describes myself, my qualifications, and my experience.
I confirm that I am available as certified in the following table and throughout the expected
time schedule for this position as provided in the Bid:
Commitment Details

Commitment to duration of [insert period (start and end dates) for which this Contractor’s
contract: Representative or Key Personnel is available to work on this contract]
Time commitment: [insert period (start and end dates) for which this Contractor’s
Representative or Key Personnel is available to work on this contract]

I understand that any misrepresentation or omission in this Form may:

(a) be taken into consideration during Bid evaluation;
(b) result in my disqualification from participating in the Bid;
(c) result in my dismissal from the contract.

Name of Contractor’s Representative or Key Personnel: [insert name]

Signature: __________________________________________________________

Date: (day month year): _______________________________________________

Countersignature of authorized representative of the Bidder:

Signature: ________________________________________________________

Date: (day month year): ______________________________________________

Form 6: Format of Bank Guarantee for Bid Security

[To be stamped in accordance with Stamp Act in the name of SE (IT) JVVNL, on Non-Judicial Stamp
Paper of Govt of Rajasthan should be of 0.25% of BG amount or maximum upto Rs. 25,000/- from
Commercial Scheduled / Nationalized Bank]

Reference No. ……………. Bank Guarantee No. ……………. Dated: …………….

To:
THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Power House, Near Ram Mandir, Bani Park,
Jaipur- 302006

Dear Sir/ Madam,

WHEREAS……………………… [Insert name of the Sole Bidder/ERPSI-Lead] with address

……………. [Insert address of Sole Bidder /ERPSI-Lead] having its registered office at
……………. [Insert address of the Sole Bidder /ERPSI-Lead] (Hereinafter, the “Bidder”)
wishes to participate in Tender No. [Tender Details] (the “RFP”) issued by [Utility] (hereinafter,
the “Utility”) for Selection of System Integrator for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP) System.

And WHEREAS a Bank Guarantee for [Amount] valid [Date] is required to be submitted by
the Bidder along with the RFP.

In consideration of the [details of the Bidder] agreeing to undertake the obligations under the
[insert details of the bid document], we, …………….[Insert name of the Bank and address of
the B r a n c h giving the Bank Guarantee] having our registered office at …………….[Insert
address of the registered office of the Bank] (“Guarantor Bank”) hereby give this Bank
Guarantee No. …………….[Insert Bank Guarantee number] dated …………….[Insert the date
of the Bank Guarantee], and hereby agree unequivocally, irrevocably and unconditionally to
pay immediately on demand in writing from the Utility any officer authorized by it in this
behalf any amount not exceeding [Amount] to the said Utility on behalf of the Bidder.

We, [Insert name of issuing bank] do hereby undertake to pay the amounts due and payable
under this bank guarantee without any demur, protest, dispute or any inquiry. Any such
demand made on the Guarantor Bank, shall be conclusive as regards the amount due and
payable by the Guarantor Bank under this bank guarantee. Our liability under this present
being absolute and unequivocal. The Guarantor Bank hereby expressly agrees that it shall not
require any proof of the terms of the [bid documents] or the occurrence of any event specified
thereunder and shall make the payment to the Utility immediately on the written demand from
the Utility, made in any format, raised at the above-mentioned address of the Guarantor Bank.

We ……………. [Insert name of the Bank] also agree that withdrawal of the Bid or part thereof
by the Bidder within its validity or non-submission of Performance Security by the Bidder
within the stipulated time of the Letter of Award to the Bidder or any violation to the relevant
terms stipulated in the RFP would constitute a default on the part of the Bidder and that this
Bank Guarantee is liable to be invoked and encashed within its validity by the Utility in
case of any occurrence of a default on the part of the Bidder and that the amount is liable
to be forfeited by the Utility.

This Guarantee shall be valid and binding on this Bank up to and inclusive of …………….
[Insert the date of validity of the Bank] and shall not be terminable by notice or by Guarantor by
reason of merger, amalgamation, restructuring, liquidation, winding up, dissolution or change
in the constitution of the Bank or the firm of the Bidder Or by any reason whatsoever and our
liability hereunder shall not be impaired or discharged by any extension of time or variations or
alternations made, given, conceded with or without our knowledge or consent by or between
the Bidder and the Utility.

NOTWITHSTANDING anything contained hereinbefore, our liability under this guarantee is

restricted to [Amount]. Our Guarantee shall remain in force till [Date]. Unless demands or
claims under this Bank Guarantee are made to us in writing on or before [Date], all rights of the
Beneficiary under this Bank Guarantee shall be forfeited, and we shall be released and
discharged from all liabilities there under.

[Insert the address of the Bank with complete [Insert signature of the Bank’s Authorized
postal branch code, telephone and fax numbers, Signatory]
and official round seal of the Bank]

Attested
……………………………. [Signature]
(Notary Public)
Place: …………………………. Date: …………………………….

INSTRUCTIONS FOR SUBMITTING BANK GUARANTEE

1. Bank Guarantee to be executed on non-judicial stamp paper of appropriate value as per
Stamp Act relevant to place of execution.
2. The Bank Guarantee by Bidder shall be given from any Scheduled Commercial Bank.
3. The full address along with the Telex/Fax No. and e-mail address of the issuing bank to
be mentioned.

Form 7: Format of Covering Letter by ERPSI-Lead/ Sole Bidder

for Submission of Bid

[Covering Letter shall be on the official letterhead of the ERPSI-Lead of the Bidding Consortium/ Sole
Bidder]

[Reference No.]
From:
[Address of the ERPSI-Lead/ Sole Bidder]
[Telephone No., Fax No., Email]
[Date]

To:
THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Power House, Near Ram Mandir, Bani Park,
Jaipur- 302006

Sub: Bid for Selection of System Integrator for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP) System

Ref: TN-101

Dear Sir/ Madam,

We, the undersigned ……………. [Insert name of the ERPSI-Lead/ Sole Bidder] having read,
examined, and understood in detail the RFP for Selection of System Integrator for Supply,
Installation, Commissioning, Implementation and Support for Enterprise Resource Planning
(ERP) System hereby submit our Bid comprising of Technical and Financial Bids.

1. We give our unconditional acceptance to the RFP including but not limited to all its
instructions, terms and conditions, and formats attached thereto, issued by Utility, as
amended. In token of our acceptance to the RFP, the same have been initialed by us and
enclosed to the Bid. We shall ensure that our Consortium shall execute such requirements
as per the provisions of the RFP and provisions of such RFP shall be binding on us.

2. Fulfilment of Eligibility
We undertake that we fulfil the Eligibility Criteria stipulated in the RFP and fulfil all the
eligibility requirements as the Lead Consortium Member/ Sole Bidder as outlined in the
RFP.

3. Bid Security

We have enclosed a Bid Security of [Amount] in the form of a Bank Guarantee No.
……………. [Insert Bank Guarantee Number] (OR Demand Draft) dated ……………. [Insert
date of the Bank Guarantee] as per Form 6 given in Section 4 from ……………. [Insert name of
Bank providing Bid Bond] and valid up to [Date].

4. No Deviation
We have submitted our Financial Bid strictly as per terms and formats of the RFP, without
any deviations, conditions and without mentioning any assumptions or notes for the
Financial Bid in the said format.

5. Acceptance
We hereby unconditionally and irrevocably agree and accept that the decision made by
Utility in respect of any matter regarding or arising out of the RFP shall be binding on us.
We hereby expressly waive any and all claims in respect of Bid process.
We confirm that there are no litigations or disputes against us, which materially affect our
ability to fulfil our obligations with regard to fulfilling our obligations as per the RFP.

6. Familiarity with Relevant Indian Laws and Regulations

We confirm that we have studied the provisions of the relevant Indian laws and regulations
as required to enable us to submit this Bid and execute the RFP Documents, in the event of
our selection as Selected Bidder. We further undertake and agree that all such factors as
mentioned in the ERPSI Contract have been fully examined and considered while
submitting the Bid.

7. Contact Person
Details of the contact person representing our Bidding Consortium/ Sole Bidder (registered
Company) supported by the Power of Attorney prescribed in Form 10 given in Section 4 of
the RFP are furnished as under:
Name: ………………………………………………….
Designation: ………………………………………………….
Company: ………………………………………………….
Address: ………………………………………………….
Mobile: ………………………………………………….
Phone: ………………………………………………….
Fax: ………………………………………………….
Email: ………………………………………………….

1. We are submitting herewith the Technical Bid containing duly signed formats, both
in electronic and physical forms, (duly attested) as desired by you in the RFP for
your consideration.
2. We are also submitting herewith the Financial Bid in electronic form only, as per the
terms and conditions in the RFP.

8. It is confirmed that our Bid is consistent with all the requirements of submission as stated in
the RFP and subsequent communications from Utility.

9. The information submitted in our Bid is complete, strictly as per the requirements stipulated
in the RFP and is correct to the best of our knowledge and understanding. We would be
solely responsible for any errors or omissions in our Bid.

10. We confirm that all the terms and conditions of our Bid are valid for acceptance for a period
of 1 (one) year from the Bid Submission Deadline.

11. We confirm that we have not taken any material deviation so as to be deemed non-
responsive with respect to the provisions stipulated in the RFP.

12. We confirm that no order/ ruling/ judgment has been passed by any Competent Court or
Appropriate Commission against us or any of our Consortium Members or in the preceding
1 (one) year from the Bid Submission Deadline for breach of any contract and that the Bid
Security submitted by the us or any of our Consortium Members has not been forfeited,
either partly or wholly, in any bid process in the preceding 1 (one) year from the Bid
Submission Deadline.

13. We confirm that we are not currently blacklisted/ debarred/ banned/ suspended as per
Clause 6 under Section 2 of this RFP.

14. We are registered/ exempt from registering in accordance with applicable laws

[Evidence of valid registration by the Competent Authority shall be attached if applicable]

Dated the ……………. [Insert date of the month] day of ……………. [Insert month, year] at
……………. [Insert place].

Thanking you,
Yours Sincerely,
[Insert Signature here]
[Insert Name here]
[Insert Designation here]

Form 8: Format of Consortium Agreement to be entered

amongst all Members of a Bidding Consortium

[To be on Rajasthan non-judicial stamp paper of Rupees Five Hundred Only (INR 500/-) duly notarized
and signed by each member on each page]

FORM OF CONSORTIUM AGREEMENT BETWEEN

M/s…........................................, M/s. .........................................., M/s. ..........................................,
AND M/s. .......................................... for bidding for Tender No. [Tender Details] (the “RFP”)
dated [Date] as per its Clause 4.3.2

1. THIS Consortium Agreement (hereinafter referred to as “Agreement”) executed on this

.......... [date] day of .......... [month], .......... [year] between
2. M/s. .........................................., a company incorporated under the laws of .................... and
having its Registered Office at .........................................., (hereinafter called "Party 1,” or
“Lead Consortium Member” which expression shall include its successors, executors and
permitted assigns);
3. M/s. .........................................., a company incorporated under the laws of .................... and
having its Registered Office at .........................................., (hereinafter called "Party 2,” which
expression shall include its successors, executors and permitted assigns);

[The Bidding Consortium should list the name, address of its registered office and other details of all the
Consortium Members above.]

WHEREAS the Parties abovenamed are entering into this Consortium Agreement for the
purpose of submitting the Bid in response to the RFP and in the event of selection as Selected
Bidder to comply with the requirements as specified in the RFP and ensure execution of the
System Integrator Contract as may be required to be entered into with Utility.

Party 1, Party 2 are hereinafter collectively referred to as the “Parties” and individually as a
“Party.

WHEREAS the RFP stipulates that the Bidders applying as a Bidding Consortium shall submit
a legally enforceable Consortium Agreement in a format specified in the RFP, whereby each
Consortium Member undertakes to be liable for its Roles and Responsibilities, provide
necessary guarantees and pay required fees as required as per the provisions of the RFP, as
specified herein.
WHEREAS any capitalized term in this Agreement shall have the meaning ascribed to such
term in the RFP document.

NOW THEREFORE, THIS AGREEMENT WITNESSTH AS UNDER:

In consideration of the above premises and agreement all the Parties in this Consortium do
hereby mutually agree as follows:

1. In consideration of the selection of the Consortium as the Bidding Consortium by Utility, we

the Members of the Consortium and Parties to the Consortium Agreement do hereby
unequivocally agree that M/s........................................................... [Insert name of the Lead
Member], shall act as the Lead Member as defined in the RFP for self and agent for and on
behalf of M/s. .........................................., M/s. .........................................., M/s.
.........................................., and M/s. .......................................... [the names of all the other Members
of the Consortium to be filled in here].

2. The Lead Consortium Member is hereby authorized by the Members of Consortium and
Parties to the Consortium Agreement to bind the Consortium and receive instructions for
and on behalf of all Members. The Roles and Responsibilities of all other members shall be
as per Clause 11.7 in Section 6 of to this Agreement.

3. Both Consortium Members undertake to be jointly and severally liable for the performance
of its part of the Roles and Responsibilities without in any way limiting the scope of
collective liability envisaged in this Agreement in order to meet the requirements and
obligations of the RFP. The ERPSI-Lead shall be liable and responsible for ensuring the
individual and collective commitment of each of the Members of the Consortium in
discharging all their respective Roles and Responsibilities.

4. In case of any breach of any of the commitment as specified under this Agreement by any of
the Consortium Members, the Lead Consortium Member of the Consortium shall be liable
to meet the obligations as defined under the RFP.

5. Except as specified in the Agreement, it is agreed that sharing of responsibilities as aforesaid

and obligations thereto shall not in any way be a limitation of responsibility of the Lead
Member under these presents.

6. The Members expressly agree to adhere to all the terms and conditions of the RFP and
confirm that we don’t have any Conflict of Interest (as defined in the RFP).

7. This Consortium Agreement shall be construed and interpreted in accordance with the
Laws of India and Courts at [Place] shall have the exclusive jurisdiction in all matters
relating thereto and arising there under.

8. It is hereby agreed that the Lead Consortium Member shall furnish the Bid Security, as
stipulated in the RFP, on behalf of the Bidding Consortium.

9. It is hereby agreed that in case of selection of Bidding Consortium as the System Integrator,
the Parties to this Consortium Agreement do hereby agree that they shall furnish the
Performance Security and other commitments to Utility as stipulated in the RFP and System
Integrator Contract. The Lead Member shall be responsible for ensuring the submission of
the Performance Security and other commitments on behalf of all the Consortium Members.

10. It is further expressly agreed that the Consortium Agreement shall be irrevocable and, for
the System Integrator, shall remain valid over the term of the Project, unless expressly
agreed to the contrary by Utility.

11. The Lead Consortium Member is authorized and shall be fully responsible for the accuracy
and veracity of the representations and information submitted by the Consortium Members
respectively from time to time in response to the RFP for the purposes of the Bid. The
representation by the Lead Member shall be deemed to be on behalf of and binding on all
members of the Consortium.

12. It is expressly understood and agreed between the Members of the Consortium and Parties
that the responsibilities and obligations of each of the Members shall be as delineated as
annexed hereto as Annexure-A forming integral part of this Agreement. It is further agreed
by the Members that the above sharing of responsibilities and obligations shall not in any
way be a limitation of responsibilities and liabilities of the Members, with regards to all
matters relating to the execution of the Bid and implementation of the Project envisaged in
the RFP Documents.

13. It is clearly agreed that the Lead Consortium Member shall ensure performance indicated in
the RFP. In the event one or more Consortium Members fail to perform its/ their respective
obligations, the same shall be deemed to be a default by all the Consortium Members.

14. It is hereby expressly agreed between the Parties to this Consortium Agreement that neither
Party shall assign or delegate or subcontract its rights, duties, or obligations under this
Agreement to any person or entity except with prior written consent of Utility.

15. This Consortium Agreement:

a) has been duly executed and delivered on behalf of each Party hereto and constitutes the
legal, valid, binding, and enforceable obligation of each such Party;
b) sets forth the entire understanding of the Parties hereto with respect to the subject
matter hereof; and
c) may not be amended or modified except in writing signed by each of the Parties and
with prior written consent of Utility.

Common Seal of .................................. has For M/s. .......................................... (Party 1)

been affixed in my/ our presence pursuant [Signature of Authorized Representative]
to Board Resolution dated ..................... ................................................................
[Name of the Authorized Representative]
[Designation of the Authorized Representative]
Witness 1 Witness 2

[Signature of Witness 1] [Signature of Witness 1]

................................................................ ................................................................
Name: Name:

Designation: Designation:

…..

N. Common Seal of .................................. has For M/s. .......................................... (Party N)

[Signature of Witness 1] [Signature of Witness 1]

................................................................ ................................................................
Name: Name:
Designation: Designation:

Form 9: Format of Power of Attorney by ERPSI-2nd in favor of

ERPSI-Lead
[To be on Rajasthan non-judicial stamp paper of Rupees One Hundred Only (INR 100/-) duly notarized
and signed on each page]
[To be provided by each Consortium Member (other than the Lead Consortium Member) in favor of the
Lead Consortium Member]

WHEREAS [Utility] has issued for Tender No. [Tender Details] (the “RFP”) dated [Date] for
inviting Bids in respect of Selection of System Integrator for Supply, Installation,
Commissioning, Implementation and Support for Enterprise Resource Planning (ERP) System
(the “Project”) on the terms contained in the RFP;

WHEREAS M/s.……………., M/s. ………………., M/s. and M/s. ………………. [Insert names
of all Members of Consortium] the Members of the Consortium are desirous of submitting a Bid
in response to the RFP, and if selected, undertaking the responsibility of implementing the
Project as per the terms of the RFP;

WHEREAS all the Members of the Consortium have agreed under the Consortium Agreement
dated …………. (the “Consortium Agreement”), entered into between all the Members and
submitted along with the Bid to appoint ………... [Insert the name and address of the Lead
Consortium Member] as Lead Consortium Member to represent all the Members of the
Consortium for all matters regarding the RFP and the Bid;

AND WHEREAS pursuant to the terms of the RFP and the Consortium Agreement, we, the
Members of the Consortium hereby designate M/s …………... [Insert name of the Lead
Member] as the Lead Consortium Member to represent us in all matters regarding the Bid and
the RFP, in the manner stated below: -

Know all men by these presents, we …………………………………………. [Insert name and

address of the registered office of the Member 1], ………………………………………………….
[Insert name and address of the registered office of the Member 2] …...,
……………………………………. [Insert name and address of the registered office of the
Member n] do hereby constitute, appoint, nominate and authorize ………………………………
[Insert name and registered office address of the Lead Consortium Member], which is one of the
Members of the Consortium, to act as the Lead Member and our true and lawful attorney, to do
in our name and on our behalf, all such acts, deeds and things necessary in connection with or
incidental to submission of Consortium’s Bid in response to the RFP issued by Utility including
signing and submission of the Bid and all documents related to the Bid as specified in the RFP,
including but not limited to undertakings, letters, certificates, acceptances, clarifications,
guarantees or any other document, which Utility may require us to submit. The aforesaid
attorney is further authorized for making representations to Utility named in the RFP, and
providing information / responses to Utility, representing us and the Consortium in all matters
before Utility named in the RFP, and generally dealing with Utility named in the RFP in all

matters in connection with our Bid, till completion of the bidding process as well as
implementation of the Project, if applicable, in accordance with the RFP.

We, as Members of the Consortium, hereby agree to ratify all acts, deeds and things done by
our said attorney pursuant to this Power of Attorney and that all acts, deeds, and things done
by our aforesaid attorney shall be binding on us and shall always be deemed to have been done
by us.

All the terms used herein but not defined shall have the meaning ascribed to such terms under
the RFP.

Signed by the within named ………………………………. [Insert the name of the executant
Consortium Member] through the hand of Mr./ Ms./ Dr. ……………………………………….
duly authorized by the Board to issue such Power of Attorney dated this …………………. day
of ………….…

Accepted

………………………………
(Signature of Attorney)
[Insert Name, designation, and address of the Attorney]

Attested

…………………………………..
(Signature of the executant)
(Name, designation, and address of the executant)
…………………………………….
Signature and stamp of Notary of the place of execution

Common seal of ……………… has been affixed in my/our presence pursuant to Board of
Director’s Resolution dated……

1. WITNESS1. ………………………………………………. (Signature)

Name ………………………………………….
Designation...........…………………………...

2. WITNESS2...........…………………………..................... (Signature)
Name ………………………………………….
Designation...........……………………………

Notes
a. The mode of execution of the power of attorney should be in accordance with the procedure, if
any, laid down by the applicable law and the charter documents of the executant(s).
b. In the event, power of attorney has been executed outside India, the same needs to be duly
notarized by a notary public of the jurisdiction where it is executed. Such POAs must be duly
apostilled and (if required) suitable confirmation of the concerned consulate must also be obtained.
c. Also, wherever required, the executant(s) should submit for verification the extract of the charter
documents and documents such as a Board resolution / power of attorney, in favor of the
person executing this power of attorney for delegation of power hereunder on behalf of the
executant(s).

Form 10: Format of Power of Attorney by ERPSI-Lead / Sole

Bidder authorizing an Individual Designated Representative
for the Consortium
[To be on Rajasthan non-judicial stamp paper of Rupees One Hundred Only (INR 100/-) duly
notarized and signed on each page]

Know all men by these presents, we …………………………………………….[Insert name and

address of the registered office of the Lead Consortium Member of the Bidding Consortium/ Sole Bidder]
do hereby constitute, appoint, nominate and authorize Mr./Ms.
………………………………………………… [Insert name and residential address], who is presently
employed with us and holding the position of ………………………………. as our true and
lawful attorney, to do in our name and on our behalf, all such acts, deeds and things necessary
in connection with or incidental to submission of our Bid in response to Tender No. [Tender
Details] for Selection of System Integrator for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP) System (the “Project”)
issued by [Utility], including signing and submission of the Bid and all other documents related
to the Bid, including but not limited to undertakings, letters, certificates, acceptances,
clarifications, guarantees or any other document which Utility may require us to submit. The
aforesaid attorney is further authorized for making representations to Utility, and providing
information / responses to Utility, representing us in all matters before Utility, and generally
dealing with Utility in all matters in connection with our Bid till the completion of the bidding
process as per the terms of the RFP.

We hereby agree to ratify all acts, deeds and things done by our said attorney pursuant to this
Power of Attorney and that all acts, deeds, and things done by our aforesaid attorney shall be
binding on us and shall always be deemed to have been done by us.
All the terms used herein but not defined shall have the meaning ascribed to such terms under
the RFP.

Signed by the within named ........................................... [Insert the name of the executant company]
through the hand of Mr./ Mrs. ………………………………………. duly authorized by the
Board to issue such Power of Attorney dated this ………………………. day of ………

Accepted

……………………………… (Signature of Attorney)

[Insert Name, designation, and address of the Attorney]

Attested
…………………………………..
(Signature of the executant)
(Name, designation, and address of the executant)

…………………………………….
Signature and stamp of Notary of the place of execution

Common seal of ……………… has been affixed in my/our presence pursuant to Board of
Director’s Resolution dated……

1. WITNESS 1. ………………………………………………. (Signature)

Name ………………………………….
Designation...........………………….
2. WITNESS 2. ………………………………………………. (Signature)
Name ………………………………….
Designation...........…………………. _

_________________________________________________________________________
Notes:
a. The mode of execution of the power of attorney should be in accordance with the procedure, if any,
laid down by the applicable law and the charter documents of the executant(s).

b. In the event, power of attorney has been executed outside India, the same needs to be duly notarized
by a notary public of the jurisdiction where it is executed. Such POAs must be duly apostilled and (if
required) suitable confirmation of the concerned consulate must also be obtained.

c. Also, wherever required, the executant(s) should submit for verification the extract of the charter
documents and documents such as a Board resolution / power of attorney, in favor of the person
executing this power of attorney for delegation of power hereunder on behalf of the executant(s).
_________________________________________________________________________

Form 11: Format of Letter of Consent by Sole Bidder/ ERPSI-

Lead reviewing each element of the Bid

[On the letter head of Sole Bidder/ each Member of the Consortium including Lead Member]

[Reference No.]

From:
[Address of the Lead Consortium Member/ Sole Bidder]
[Telephone No., Fax No., Email]
[Date]

To:
THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Powerhouse, Near Ram Mandir, Bani Park,
Jaipur- 302006

Sub: Bid for Selection of System Integrator for Supply, Installation, Commissioning,
Implementation and Support for Enterprise Resource Planning (ERP) System.
Ref: TN-101

Dear Sir/ Madam,

We, ……................… [Insert name of the undersigned Sole Bidder/ Consortium Member] Sole
Bidder/ Member of Consortium and Lead by ……................… [Insert name of the Lead
Consortium Member] have read, examined, and understood the RFP and RFP Documents for
Selection of System Integrator for Supply, Installation, Commissioning, Implementation and
Support for Enterprise Resource Planning (ERP) System.

We hereby confirm our concurrence with the RFP including in particular the Bid / and
Consortium Agreement submitted by ……................… [Insert name of the Sole Bidder/ Lead
Consortium Member], in response to the RFP. We confirm that the Bid has been reviewed and
each element of the Bid is agreed to including but not limited to the commitment and
obligations of our Company.

The details of contact person are furnished as under:

Name :
Designation :
Name of the Company :
Address :

Phone Nos. :
Fax Nos. :
E-mail address :

Dated the ……. day of ……. of 20……

Thanking you,
Yours faithfully,
………………………………..
[Signature, Name, Designation of Authorized Signatory of Consortium Member and Company's Seal]

Business Address:
[Name and address of principal officer]

Form 12: Record of Similar Work Done

Name of the Project: Location:

Client Name: Client Address:

Type of Client: (PSU / Power Utility/ Indian Power Utility/ Private/ Others):

Project Duration (In Months): Project Value: (In INR Crores):

Status: (Complete / Ongoing)

Start Date: Completion Date:

Number of Users: Modules covered:

Name of the ERP OEM Product implemented*:

Complete Documentary Evidence Attached Documentary Evidence (Start Page No. To End
(Yes/No): Page No.):

Form 13: List of Material and Services

Please Note: The list is indicative only. This needs to be detailed out and customized by ERPSI, in
consultation with the Rajasthan Discoms, based on the Project requirement and system configuration
to meet SLAs, performance targets, functional requirements and other conditions as mentioned in the bid
document.

Table 1: Data Center (DC) and Disaster Recovery Center (DRC) Components [To be defined
by ERPSI]
Minimum Config of Each VM Total Quantity
Sl. Cloud Services Unit of Quantity -
No. Measure VM on Cloud
ment vCPU vRAM Storage

Table 2: Bill of Materials and Services for ERP System Licenses [Indicative Only. To be
defined by ERPSI]

Sl. No. Particular Units Total

1. Full Use - ERP Application Users No.
2. Payroll User’s Employee No.
3. Self-service users for employees No.

Table 3: Bill of Materials and Services for Hardware [Indicative Only. To be defined by
ERPSI]

Sl. No. Item Unit of Total Quantity

Measurement
1
2

Form 14: Table of Compliance

The Bidder shall submit ‘Clause by Clause’ compliance to the RFP document including the
technical specifications and functional requirements (with amendments, if any) as per the
format prescribed in Form 14

The Bidder shall annotate the Table of Contents of each section to provide a high-level
summary of compliance status. In all cases, the following symbols, and no others shall be
used:

 C - Bid complies with all requirements in the adjacent paragraph.

 A - Bid is not compliant with the requirements in the adjacent paragraph, but a
functional alternative is proposed.
 X - Bid takes exception to the requirements of the adjacent paragraph and no
functional alternative is proposed.

Only one symbol shall be assigned to paragraph and shall indicate the worst-case level of
compliance for that paragraph. This annotation may be handwritten.

The Bidder shall also underline, on the compliance copy, all requirements to which
exceptions have been taken (X) or to which alternatives have been proposed (A).

Each alternative shall be clearly and explicitly described. Such descriptions shall use the
same paragraph numbering as the bid document sections addressed by the alternatives. All
alternative descriptions shall be in one contiguous section of the bidder’s proposal,
preferably in the same volume, and titled "Alternatives." A separate section titled
"Exceptions" shall also be provided containing any discussion or explanation chooses to
provide concerning exceptions taken. Alternatives which do not substantially comply with
the intent of the Bid documents will be considered exceptions.

Any clause which is not included in this compliance table shall be treated as “fully
complied” or C.

The Utility will assess the merits of each alternative and exception and will be the sole judge
as to their acceptance.

Additionally, the bidder has to provide the details of PQR and TQR supporting documents
in the following format

PQR/TQR Criteria Supporting Compliance Page# at which document

Clause Ref Description Document provided as part of
(Yes / No) Technical Proposal

Section 5. Financial Proposal - Forms

Attached? For Official
Sr. Document
(Yes/ No) Use

1 Financial Bid as per format provided in Form 1

Form 1: Format of Submission of Financial Bid (For Reference

Only)

[IMPORTANT NOTE: THE FINANCIAL BID SHALL ONLY BE SUBMITTED IN THE

ELECTRONIC FORMAT. IT SHALL NOT BE SUBMITTED IN HARD COPY OR AS A PART
OF THE TECHNICAL BID.]

[On the letter head of each Member of the Consortium including Lead Member/ Sole Bidder]

[Reference No.]

From:
[Address of the Lead Consortium Member/ Sole Bidder]
[Telephone No., Fax No., Email]
[Date]

To:
THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Powerhouse, Near Ram Mandir, Bani Park,
Jaipur- 302006

Sub: Financial Bid for Selection of System Integrator for Supply, Installation,
Commissioning, Implementation and Support for Enterprise Resource Planning
(ERP) System.
Ref: TN-101

Dear Sir/ Madam,

We, the undersigned …....................…. [Insert name of the Lead Consortium Member/ Sole
Bidder ‘Party 1’] representing …....................…. [Insert name of the Lead Consortium
Member ‘Party 2’], …....................…. [Insert name of the Lead Consortium Member ‘Party 3’],
..., and …....................…. [Insert name of the Lead Consortium Member ‘Party n’], having read,
examined and understood in detail the RFP for Implementation of [Utility]’s ERP System
hereby submit our Financial Bid. We hereby undertake and confirm that:

A. We have submitted our Financial Bid strictly in accordance with the RFP without any
deviations or condition.

B. Our Financial Bid is consistent with all the requirements of submission as stated in the
RFP and subsequent communications.

C. Price quoted clearly mentions the total cost (basic cost, Goods and Services Tax, or any
other taxes/duties/levies).

D. Under no circumstances shall escalation in prices of this Financial Bid be entertained by

Utility whether due to factors within or beyond control of the Bidding Consortium such
as change in tax structure, currency value change, etc.

E. The details quoted herein shall stand valid at least for 9 months from the date of
submission of this Financial Bid and for implementation of Project, if awarded, as per
the timeframe indicated in the RFP.

F. Our Total Cost of the Project for the contract period is INR………; and the quoted ERPSI
Service Charge will be a fixed for the entire contract duration

G. Our quoted prices are as per the Annexure attached herein.

Dated the ……………. [Insert date of the month] day of ……………. [Insert month, year] at
……………. [Insert place].

Thanking you,

Sincerely yours,

[Insert Signature here]

[Insert Name here]
[Insert Designation here]

Form 2: Format for Financial Breakup of Cost Components

ERP System - Implementation Phase Cost

(ERP System Implementation Cost - from Part A to Part G)
Price Total Price Total Price
ERPSI. Description (Excluding GST (%) GST (In Rs.) (including GST) (including GST)
No. GST) (In figures) (In words)
(In Rs.)
1 2 3 4 5 (6) = (3) + (5) (7) = (3) +(5)
1 Part A – ERP System
Software (License
Component)
2 Part B - ERP System
Hardware
3 Part C - ERP
Implementation
Services
4 Part D - Cloud DC and
DRC Centre (BOQ)
5 Part E – ERP System
Audit
6 Part F – Training Cost
7 Part G – Manpower
Cost
Grand Total (1 + 2 + 3 + 4 + 5 + 6 + 7)

Note:
Any item/ material either hardware or software or related service required to meet the functionality specified in
the tender document whose related component is missing in the above table has to be accounted by the Bidder
and the price of the same is assumed to be reflected and taken care in the price specified to the Rajasthan Discoms
by the Bidder in this commercial bid. Rajasthan Discoms is liable only to pay the Contract price as per the
payment terms mentioned in the RFP to meet all the requirements as specified in the RFP.

Part A - ERP System Software (License Component)

Sl. ERP Software Unit of Total Quantity - Unit Rate GST GST Unit Total Price
No. License Measu No. of Licenses (In Rs.) (%) (Amount) Rate for Rajasthan
Application rement for Rajasthan (Excl (Incl Discoms
Discoms GST) GST) (Incl GST) -
(In Rs.) (In figures)
(In Rs.)
8 = (7) 9 = (8)x(4)
1 2 3 4 5 6 7 + (5)

ERP System
- Licenses
1 Full Use - No. 4900
ERP
Application
Users
2 Payroll No. 77600

3 Self Service No. 42200

Total Cost for Part A (In Numbers for Rajasthan Discoms )

Part B - ERP System Hardware (Indicative only)

Bidders will provide the actual BoQ with items, nos., configuration and costs towards
site-specific hardware to be used during project implementation phase in this section.

Total Price for

Unit Rate (In Rajasthan Discoms
Unit of Total Quantity Unit GST GST (In Rs.) (Including GST)
Sl. Hardware Measurement for Rajasthan Rate (In (%) Rs.) (Including (In figures) (In Rs.)
No. Discoms Rs.) (Amount) GST)
(Excl
GST)
1 2 3 4 5 6 7 8 = (7)+ (5) 9 = (8)x(4)

Total Cost for Part B (In INR) in figures

ERPSI will provide the 30 nos. Desktops with UPS & Multi-function printer (10 for each
Discom) for centralized ERP Team for overall monitoring, execution, support &
operationalization of ERP.
Note:

1. If any of the IT Infrastructure mentioned above becomes defective and non-repairable

during entire contract period, the same shall be replaced by the agency with same or
higher specification without any extra cost to Purchaser.
2. All the items shall be brand new and Refurbished material shall not be allowed at the
initial commencement of the work order.
3. All the hardware items shall be delivered to the respective offices as mentioned below:
a. For JVVNL: ACOS (JCC), Jaipur
b. For AVVNL: ACOS (ACC), Ajmer
c. For JdVVNL: ACOS, Jodhpur
4. All above hardware items shall be offered by the agency for pre-delivery inspection at
firms’ works/warehouse before supply to DISCOM and putting into service.
5. The vendor shall have back to back arrangement with respective OEM vendor for
technical /support, annual maintenance /warranty etc. for entire contract period.
6. The technical specifications for Desktop, Printer and UPS are mentioned in Annexure B

Part C – ERP System Implementation Services

Total Price
Sl. Unit of Price GST (%) GST (In Rs.) (including GST)
No. Description Measurement (Excluding (Amount) - (in figures) (In Rs.)
GST)

1 2 3 4 5 6 (7) = (4) + (6)

Cost of ERP
Implementation
1 service including Lump Sump
Configuration,
Customization,
Integration,
Testing and Go-
Live of ERP System
Total Cost for Part C (In Numbers for Rajasthan Discoms)

Part D - Cloud DC and DRC Center (BOQ) (Indicative Only)

Bidders will provide the actual BoQ with items, nos., configuration and costs, in consultation
with the CSP, towards Data Center, Disaster Recovery Center and Test & Development
environment to be used during project implementation phase in this section.

Config of Each VM Unit Rate Unit Rate Total

Unit of Total (In Rs.) GS GST (In Rs.) Price
Sl. Cloud Measuremen vCP vRA Storag Quantit (Excludin T (Amount (Includin (includin
No Service t U M e y - VM g GST) (%) ) g GST) g GST) -
. s on (in
Cloud figures)
(In Rs.)
1 2 3 4 5 6 7 8 9=4x8

Total Cost for Part D (In INR) in figures

Part E - ERP System Audit

Total Price (including GST)
Sl. Unit of Price GST GST (In - (in figures) (In Rs.)
No. Description Measurement (Excluding (%) Rs.)
GST) (Amount)

1 2 3 4 5 6 (7) = (4) + (6)

1 ERP System - OEM Lump Sump

Audit Cost

Total Cost for Part E (In INR) in figures

Part F - Training Cost

Total Price (including GST)

Sl. Unit of Price GST GST (In - (in figures) (In Rs.)
No. Description Measurement (Excluding (%) Rs.)
GST) (Amount)

1 2 3 4 5 6 (7) = (4) + (6)

1 ERP System - Lump Sump

Training & Change
Management
Total Cost for Part F (In INR) in figures

Part G – Manpower Cost Estimate

Sr. Item Description (A) Total Estimated Person Day Total Cost
No. Person Days Rate (C) (D= B X
Required (B) C)
1 Project Manager 1x 455
2 ERP Module – Functional Leads 5x455
(Total XX - Resources one for each
Module)
3 Distribution Sector Specialist 1x 455
4 Change Management Expert 1x 455
5 ICT Infrastructure Lead 1x 455
6 Cloud services expert 1x 455
7 Lead Programmer 5x 455
8 System/Database Administrator 1x 455
9 Enterprise Architect/ Integration 1x 455
Expert
10 Solution Tester
11 Network Expert
12 Security Expert
13 Mobile Application Expert
14 Data Digitization Lead
15 Bid Management Expert
16 Facilities Management and Help
Desk Coordinator
17 IT Support Staff
Total

Note: The Man Power strength mentioned here is tentative. The Bidder has to deploy
required resources to implement ERP within the given timeline.

ERP System - Operation & Maintenance Phase Cost

Part H - ERP System - Annual Technical Support (ATS) Cost for Rajasthan Discoms

For ERP Application System (After Successful Go-Live of ERP System)

Price / GST Price / Year Price / Year
Sl. Description Year Year (In (Amount) (including (including
No. Rs.) GST) - (in GST) - (in
(Excluding figures) (In words) (In
GST) Rs.) Rs.)
1 2 3 4 5 (6) = (4) + (7) = (4) + (5)
(5)
1 ERP System - Annual Technical Year 1
Support
2 ERP System - Annual Technical Year 2
Support
3 ERP System - Annual Technical Year 3
Support
4 ERP System - Annual Technical Year 4
Support
5 ERP System - Annual Technical Year 5
Support
6 Grand Total (1 + 2 + 3 + 4 + 5)
Note:
Any item/ material either hardware or software required to meet the functionality specified in the tender document
whose related component is missing in the above table has to be accounted by the Bidder and the price of the same is
assumed to be reflected and taken care in the price specified to the Rajasthan Discoms by the Bidder in this
commercial bid. Rajasthan Discoms is liable only to pay the Contract price as per the payment terms mentioned
in the RFP to meet all the requirements as specified in the RFP

Part I - Cloud Service Provider (CSP) Cost (For 5 Years) < If Applicable>
(After Successful Go-Live of ERP System)
Sl. Description Year Price / GST Price / Year Price / Year
No. Year (In (Amount) (including (including
Rs.) GST)- (in GST) - (in
(Excluding figures) (In words) (In
GST) Rs.) Rs.)

1 2 3 4 5 (6) = (4) + (5) (7) = (4) + (5)

1 Cloud Service Provider (CSP) Year 1
Services
2 Cloud Service Provider (CSP) Year 2
Services
3 Cloud Service Provider (CSP) Year 3
Services
4 Cloud Service Provider (CSP) Year 4
Services
5 Cloud Service Provider (CSP) Year 5
Services
6 Grand Total (1 + 2 + 3 + 4 + 5)

Note: Any item/ material either hardware or software required to meet the functionality specified in the tender
document whose related component is missing in the above table has to be accounted by the Bidder and the price of
the same is assumed to be reflected and taken care in the price specified to the Rajasthan Discoms by the Bidder in
this commercial bid. Rajasthan Discoms is liable only to pay the Contract price as per the payment terms mentioned
in the RFP to meet all the requirements as specified in the RFP

Part J - Cloud Service Provider (CSP) Cost (For One Year) (Indicative only, ERPSI may modify
as required)
(Same template can be used for all years if different costing for different years is to be
provided)
Note: The below table is indicative only. This needs to be detailed out and customized by ERPSI, in
consultation with the Rajasthan Discoms, based on the Project requirement and system configuration
to meet SLAs, performance targets, functional requirements and other conditions as mentioned in the bid
document.

Config of Each VM Unit Rate Unit Rate Total

Part K - Facility Management Services Cost (For 5 Years)

(Including Hardware AMC after expiry of warranty period) (After Successful Go-Live of ERP
System)

Total Price /
Sl. Price / Year GST Year
No. Description Year (In Rs.) (Amount) (including
(Excluding GST)-(in
GST) figures) (In
Rs.)
1 2 3 4 5 (6) = (4) + (5)
1 Facility Management Service Year 1
2 Facility Management Service Year 2
3 Facility Management Service Year 3
4 Facility Management Service Year 4
5 Facility Management Service Year 5
6 Grand Total (1 + 2 + 3 + 4 + 5)

ERP System - Total Cost for Rajasthan Discoms

Total Total
Sl. Components Reference Amount Amount
No. of the Inclusive Inclusive of
RFP/Section of all all Taxes
Taxes (in (in words)
figures) (In Rs.)
(In Rs.)
1 ERP System Implementation Phase Cost

2 Part H - ERP System - ATS Cost (For 5

Years)
3 Part I - Cloud Service Provider (CSP) Cost
(For 5 Years) <if applicable>
4 Part K – Facility Management Services
Cost (For 5 Years)
Grand Total Cost (Inclusive of all Taxes) (In Figure) (In INR) (1 +
2 + 3 + 4)

Note:
a. Any item/ material either hardware or software required to meet the functionality specified in the
tender document whose related component is missing in the above table has to be accounted by the
Bidder and the price of the same is assumed to be reflected and taken care in the price specified to
the Rajasthan Discoms by the Bidder in this commercial bid. Rajasthan Discoms is liable only to
pay the Contract price as per the payment terms mentioned in the RFP to meet all the requirements
as specified in the RFP.
b. Responsibility of the supply of the OEM software and Services to the Utility shall be with the
Consortium Partner on whom MAF has been issued by OEM,

Section 6. ERP System Requirements and Service Level

Agreement

TABLE OF CONTENTS

Section 6. ERP System Requirements and Service Level Agreement ............................99

1. Overview of the ERPSI Scope of Work ................................................................100
2. Detailed As-is study and Designing ERP systems: ............................................103
3. Supply, installation, integration, testing and commissioning of:.....................103
4. Data Digitization and Migration ...........................................................................129
5. ERP System Integration ..........................................................................................142
6. Audits and IT Security............................................................................................144
7. Training Requirements ...........................................................................................157
8. Change Management ..............................................................................................164
9. Facility Management Services (FMS) ...................................................................168
10. Annual Technical Support (ATS).................................................................186
11. Project Management ......................................................................................187
12. Project Implementation Methodology ........................................................206
13. Exit Management and Knowledge Transfer ..............................................215
14. Payment Terms ...............................................................................................217
15. Service Level Agreement (SLA) ...................................................................220
Annexures .....................................................................................................................234

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 100

1. Overview of the ERPSI Scope of Work

1.1 The Rajasthan Discoms intends to implement an Enterprise resource planning (ERP)
solution for an integrated data collection, analysis and sharing platform to address the key
business challenges and share the data across various functional areas which can make its
business processes efficient, more robust, and reliable to meet the present and future
challenges.

The objective of the “Enterprise Resource Planning System Integrator (ERPSI)” or the
“ERPSI” shall be to implement an integrated Enterprise Resource Planning (ERP) System,
integrating the business processes across the geographical areas of Rajasthan Discoms
which include Circles, Towns, Sub-Divisions and other Administrative Offices, etc.

1.2 Among the various functional modules to be implemented are:

Sr No Function Module Legend

1. Finance & Accounts Management F&A
2. Human Resource Management, HRM
Payroll and ESS
3. Material Management MM
4. Project Management PS
5. Asset Maintenance Management ASM
6. Business Reporting BI
7. Document Management System DMS
8. Governance, Risk and Compliance GRC
9. E-Office

1.3 ERP Project Area

The ERP System shall be implemented for various functional areas across the
geographical locations of Rajasthan Discoms as given in the following tables:

JVVNL

Sr No Name of Circle Name of District No of Sub- No of other

Divisions Offices
1 SE (JCC-North), Jaipur Jaipur 18 130
2 SE (JCC-South), Jaipur Jaipur 14 77
3 SE (JPDC-North), Jaipur Jaipur Rural 14 14
4 SE (JPDC-South), Jaipur Jaipur Rural 15 6
5 SE (O&M), Kotputli Kotputli 11 9
6 SE (O&M), Dudu Dudu 3 2
7 SE (O&M), Alwar Alwar 20 17
8 SE (O&M), Bhiwadi Khairthal 9 8
9 SE (O&M), Dausa Dausa 17 15
10 SE (O&M), Tonk Tonk 11 12
11 SE (O&M), Kota Kota 11 26
12 SE (O&M), Bundi Bundi 10 11
13 SE (O&M), Jhalawar Jhalawar 15 13
14 SE (O&M), Baran Baran 14 13
15 SE (O&M), Bharatpur Bharatpur 7 24
16 SE (O&M), Deeg Deeg 6 4

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 101

17 SE (O&M), Sawai Madhopur Sawai Madhopur 6 11

18 SE (O&M), Gangapur City Gangapur City 7 2
19 SE (O&M), Karauli Karauli 10 8
20 SE (O&M), Dholpur Dholpur 7 11
225 413

AVVNL

Sr No Name of Circle Name of District No of Sub- No of other

Divisions Offices
1 SE (O&M), Ajmer Ajmer 10 126
2 SE (O&M), Beawar Beawar 7 13
3 SE (O&M), Kekri Kekri 4 13
4 SE (O&M), Bhilwara Bhilwara 15 23
5 SE (O&M), Shahpura Shahpura 6 13
6 SE (O&M), Nagaur Nagaur 14 23
7 SE (O&M), Deedwana- Deedwana-
15 20
Kuchaman Kuchaman
8 SE (O&M), Udaipur Udaipur 23 38
9 SE (O&M), Salumbar Salumbar 5 14
10 SE (O&M), Rajsamand Rajsamand 13 19
11 SE (O&M), Chittorgarh Chittorgarh 17 21
12 SE (O&M), Pratapgarh Pratapgarh 9 14
13 SE (O&M), Dungarpur Dungarpur 13 15
14 SE (O&M), Banswara Banswara 11 16
15 SE (O&M), Jhunjhunu Jhunjhunu 19 28
16 SE (O&M), Sikar Sikar 24 26
17 SE (O&M), Neem Ka Thana Neem Ka Thana 10 16
215 438

JdVVNL

Sr No Name of Circle Name of No of Sub- No of other

District Divisions Offices
1 SE (O&M), Pali Pali 24 92
2 SE (O&M), Sirohi Sirohi 12 49
3 SE (O&M), Barmer Barmer 16 58
4 SE (O&M), Jaisalmer Jaisalmer 8 41
5 SE (O&M), Jalore Jalore 8 42
6 SE (O&M), Bikaner Bikaner District 13 76
7 SE (O&M), Churu Churu 21 68
8 SE (O&M), Hanumangarh Hanumangarh 15 60
9 SE (O&M), Sri Ganganagar Sri Ganganagar 13 67
10 SE (O&M), Jodhpur City Jodhpur 18 75
11 SE (O&M), Jodhpur District Jodhpur 17 100
12 SE (O&M), Balotra Balotra 10 15
13 SE (O&M), Sanchore Sanchore 8 12
14 SE (O&M), Phalodi Phalodi 8 11
15 SE (O&M), Anoopgarh Anoopgarh 8 9
199 775

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 102

1.4 The ERP system should be designed such that all the required hardware, software, and
firmware with upgrades satisfy the ERP system requirements and service level
agreements as specified in this Contract while considering technical obsolescence over the
operating life of the system and suitability for future scale up. The ERP platform shall be
an available off the shelf product (COTS) capable of integrating the different business
functions mentioned above. Entire responsibility of the fully functional ERP system shall
rest with the ERPSI in order to meet the performance levels as given in the Contract. The
ERPSI shall ensure that the Solution complies with the Applicable Law, technical
specifications, and other provisions of the Contract.

1.5 Brief Scope of Work:

The Scope of work shall include Supply, installation, customization, testing and
commissioning of ERP Systems with necessary Facility Management Services. The System
Integrator (ERPSI) will act as overarching agency and will support in Procurement,
Implementation, Commissioning, and Facility Management for Infrastructure. As for the
Software Defined-Wide Area Network (SD-WAN) solution for ERP System, the ERPSI
will assist the DISCOM in creating an RFP and handle the implementation and O&M of
the SD-WAN solution. Furthermore, System Integrator (ERPSI) will be Single Point of
Contact (SPOC) relating to all responsibilities and issues pertaining to Implementation of
overall ERP System including Infrastructure and Software Defined-Wide Area Network
(SD-WAN) solution at Rajasthan Discoms.

The ERP System shall be capable to run on both Internet/Broadband and SD-
WAN/MPLS network. Bidder will be responsible to provision requisite Network
Bandwidth for interconnectivity and application access to and from cloud/SDC. Network
bandwidth sizing and capacity to be provisioned will be decided by the bidder and
reviewed by them from time to time on basis of their solution requirement, user
concurrency, and data volume/traffic

The ERPSI shall be required to carry out the scope of work which shall include but not be
limited to the following:

1.6 Unless otherwise stipulated in the RFP or Contract, the scope of work shall include all
such items not specifically mentioned in the Contract but that can be reasonably inferred
from the Contract as being required for comprehensive, successful, and satisfactory
implementation of the Solution as if such items were expressly mentioned in the Contract.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 103

The same may be mutually enlisted and agreed upon by Utility and ERPSI during the
design phase as defined in the Contract;

1.7 Wherever references are made in the RFP to codes and standards in accordance with
which the Solution shall be executed, the edition or the revised version of such codes and
standards shall be those specified in the scope of work;

1.8 The systems which are at a risk of technical obsolescence over the operating life of the
system should be identified; this should include end-of-sale and end-of-support policies
governing the proposed technologies. Forward and backward compatibility need to be
considered and mitigation option shall be indicated in detail and shall not be limited to
periodic update from OEM/System supplier

1.9 Following shall be excluded from ERPSI’s scope of work

a. Construction of building, air conditioning, ventilation, lighting, and fire-fighting

system for ERP Data Monitoring Centre
b. Contracting any Network Bandwidth service provider (NBSP) under the ERPSI
contract as it is assumed that the utilities have this infrastructure available
c. Contracting of any SD-WANSP under the ERPSI. The ERPSI will aid the Utility to
create and float a separate RFP for onboarding a SD-WAN service provider
d. Any modifications required in the existing system of the Utility (Billing, Website, etc.)

2. Detailed As-is study and Designing ERP systems:

1. ERPSI shall carry out As-Is Study for existing Enterprise Architecture, IT Applications &
Solutions, Utility Business process, Cloud Infrastructure Solutions, End user’s
competency etc. along with requirement gathering workshops to identify the Gaps and
areas of improvements in current state of the Rajasthan Discoms. The ERPSI will take
the necessary inputs and approval on the formulated As-Is Status report from
Stakeholders/Nodal Officers of Rajasthan Discoms.
2. ERPSI will identify and make suggestions on existing IT Applications & Solutions which
needs to be phased out post implementation of the ERP System.
3. ERPSI shall formulate the To-Be Document, Business & Process Design Documents,
Technical Design Documents – HLD & LLD including Data Conversion and Migration
Strategy based on the requirement gathering workshops in line with the Scope of
project.
4. ERPSI shall carry out detailed Functional Requirement study, System Requirements
Study and Finalize Business Blueprint Design for ERP System

3. Supply, installation, integration, testing and commissioning of:

3.1. Enterprise Resource Planning system together with relevant database, licenses, and other
software in conformance to Industry standards

3.1.1. GENERAL REQUIREMENTS

a. Latest version of Offered ERP available while placing the order shall be
implemented.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 104

b. ERPSI shall prepare and submit a detailed project plan for the software
development /customization.
c. The ERPSI shall deploy a dedicated team experienced in installation,
configuration, customization, integration and testing, implementation,
deployment of the proposed ERP system.
d. For customizations which are not part of the functionality of the offered
product, ERPSI must keep level of customization to a bare minimum
depending upon offered functionalities and best practices. This is important to
ensure that future upgrades, enhancements, and bug fixes are not impacted.
Every custom development must be documented in detail and the code /
script should be properly annotated with comments.
e. Configuring the specific ERP modules, third party bolt-on applications,
development of interfaces wherever and whenever necessary.
f. The ERPSI shall ensure that the proposed ERP system provides adequate
interfacing mechanisms (both at the application and data level) with a view to
integrate future applications of Rajasthan Discoms. Such interfaces shall
follow industry standards such as Application Programming Interface (API’s)
and web services, etc.
g. The ERPSI shall supply and install the application, database and related
software, integration tools, along with the customized source code and
requisite licenses for ERP. The ERPSI shall also describe and document the
process to be followed for installing and operating the same.
h. The ERPSI shall consider stakeholder inputs when they are finalizing all
processes including user interfaces, mode of data entry, storage and retrieval,
output reports, queries, and the application design as a whole. Essentially it is
expected that the ERPSI shall follow a SDLC Agile framework in
implementing the project establishing regular Conference Room Pilots.
i. ERPSI to suggest industry standard best practices for backing up (archiving),
purging and restoring current ERP data / future new ERP.
j. The UAT shall be carried out in the Testing environment created. Bidder shall
be responsible for setting up the Testing environment and also for creating /
populating the necessary configuration data as well as master data as would
be required for the purpose of UAT.
k. The patches/fixes shall be tested by the support team of ERPSI in
Development environment and subsequently UAT will be done in the Testing
environment before they are implemented in production.
l. ERPSI shall seek OEM’s advice in using high-availability and other database
features like partitioning, performance tuning etc. Database best practices like
indexes, custom Partitioning (using relative merits of range, list, hash,
composite partitioning etc.) should be utilized to get additional performance.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 105

m. ERPSI shall develop purging policy in coordination with Rajasthan Discoms to

get optimum performance of the new ERP.
n. In the new ERP, as per industry standard practice, for any scanned documents
created by user, images shall be stored outside the ERP database in a different
file server as a part of document management system and only the document
link shall be available in the ERP database.
3.1.2. PHASES OF IMPLEMENTATION OF ERP SYSTEM
There shall be two broad phases in the implementation. Phase 1 shall be about
assessment of current business process and legacy systems, gap analysis and
firming up of the business functions and workflows, if necessary, through
business process engineering. Phase 2 will take care of stage wise implementation
of design approved in Phase 1 and conducting unit testing, system testing and
User Acceptance Testing.

3.1.2.1. Phase 1
 Study of Business Processes Document, reference documents prepared by
functional team of Rajasthan Discoms and prepare/update AS-IS, TO-BE and
GAP Analysis.
 Study of the current implemented environment and conduct assessment of the
business functions / Process flows and uncovered Business requirements for
which legacy systems are being continued including statutory and regulatory
reporting requirements if any.
 Conduct a full-fledged assessment of the existing applications including a
thorough technical and functional review of all current applications.
 ERPSI shall follow Agile Methodology for requirement study of the Business
Process and through interface with all application module owners revise
requirements at each sprint if all requirements cannot be identified at the
outset.
 Compile and validate AS-IS, TO-BE and GAP Analysis in consultation with
Rajasthan Discoms. Submit & get approval of these documents Module wise.
 Map the best practices available in the OEM product with the existing
business processes. Formulate business process re-engineering plan where
necessary, identifying clearly the impact on current business processes.
 Draw up customization plan for gaps where the OEM Product does not meet
Rajasthan Discoms requirements.
 Map all MIS / Dashboard / Reporting requirements and statutory reporting
requirements of Rajasthan Discoms and identify new reports that need to be
customized / freshly developed in standard format (e.g. .xlsx, .pdf, .xml etc.)
defined by users.
 Define strategy for data migration from existing application databases to new
ERP database, providing appropriate filters in consultation with the
Rajasthan Discoms.
 Establish industry standard policy for archiving and purging of enterprise
data in the ERP environment.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 106

 Define desired access security and data validation controls.

 Factoring in the above assessment inputs, create/update overall design, UAT,
Configuration documents, Customized objects carried forward etc.
 Submit architectural design as part of the SDLC deliverables. Upon approval
from Rajasthan Discoms, proceed to Phase II.

3.1.2.2. Phase 2
 Stage wise implementation of assessment Phase I as per approved design and
submitted documents.
 Carry out data migration from existing application databases to new ERP
database by providing appropriate filters on the existing data.
 Arrange Test Management Plan (Unit, System and UAT) for Rajasthan
Discoms.
 Conduct Conference Room Pilot (CRP) including reports.
 Conducting Final User Acceptance Test (UAT) and submission of final
documents inclusive of Integration Testing results.
 Provide basic and specialized training to the user community pertaining to
their areas of work. Also, handhold and institute advanced training and
capacity building measures for system administrators, technical staff, IT
community regarding all aspects of technical and operational features of the
new ERP platform

3.1.2.3. Summary of Deliverables

The ERPSI shall comply with the minimum set of deliverables as mentioned in
Annexure D – Summary of Deliverables. The exhaustive list of deliverables is not
limited to this minimum set. One hard Copy & One Soft Copy (in a USB Pen
Drive) of these deliverables shall be handed over to the Rajasthan Discoms
Project Manager, after successful completion of the project. Rajasthan Discoms
may add or remove items from the list at a later stage of the project, which shall
be binding on the ERPSI.

3.1.3. ERP FUNCTION REQUIREMENTS

The ERP solution together with relevant database, licenses, and other software in
conformance to Industry standards, shall include the following modules and sub-
modules, at the minimum

Sr No Function Module Sub Modules

1. Finance & Accounts Management General Ledger
Accounts Receivable
Accounts Payable
Bank Reconciliation
Cash & Treasury
Budgeting / Analysis

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 107

Assets Accounting
Employee Expenses
Audits
MIS
2. Human Resource Management Employee Master
Manpower & Succession Planning
Recruitment & Confirmation
Training & Development
Appraisal Management
Attendance & Leave Management
Transfer & Postings
Employee Self Service
Payroll Run
Compensation/Benefits Management
Gratuity & PF Management
Travel Management
Welfare, Medical Facilities & CSR
Grievance Redressal
Disciplinary Action & Vigilance
Employee Separation
3. Material Management
Stores Material Planning & Budgeting
Material Record Management
Indenting
Goods Issue & Return
Goods Receipt & Inspection
Inter Store Transfer
Material Disposal
Physical Inventory Verification
Purchase Vendor Records Management
Procurement Planning
Purchase Requisition
Purchase Order Management
RFQ Tendering
Turnkey Procurement
Procurement of Services
Contract Management
General Reporting
4. Project Management Planning & Scheduling
Execution Monitoring
Accounting
Integration with other modules
5. Maintenance Management Asset Viewer
Information System
Preventive Maintenance
Service Management
Maintenance Projects
6. Business Reporting Dashboard
Business Analytics & BI Tools
Document Management

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 108

Workflow Management
7. Document Management System Document Handling
Capture and Storage
Version Control
Indexing and Retrieval
Document Security
8. E-Office
9. Governance, Risk and Compliance Risk and control management
(GRC) Policy management
Audit management
Third-party risk management

A detailed functional requirement specification (‘FRS’) is shared in Annexure A of

Section 6 of the RFP document. The Bidder(s) are requested to respond to the
requirements specified in the FRS in the vendor response column. The responses
shall be used for technical evaluation as mentioned in the Section 3 – Eligibility
and Evaluation Criterion of the RFP

3.2. Cloud Solution, IT Infrastructure & Network Solution

<APPLICABLE ONLY WHERE CLOUD SERVICES ARE BEING OPTED BY DISCOM>

The ERPSI should carefully analyze the project requirements related to Cloud based
solution either as Infrastructure as a Service (IaaS) or software as a service ( SaaS) to be
delivered, IT Infrastructure required at various Rajasthan Discoms offices, and the SLA
criteria while deriving the right cloud resources. The ERPSI will provide the design
document along with details of solution, equipment’s, software, throughput, and other
services offered with supporting documents. Overall, the following shall be adhered to.
a) Provide the required compute, memory, and storage required, building the
redundancy into the architecture (including storage) and load balancing to meet the
service levels.
b) The initial sizing and provisioning of the Cloud based IT-Infrastructure may be
carried out based on the information provided in RFP document. A detailed
assessment / study shall be carried out by the ERPSI for optimal sizing and
provisioning.
c) Based on the growth in user load (peak and non-peak periods; year-on-year increase),
the ERPSI will scale up or scale down the compute, memory, and storage as per the
performance requirements of the solution and meet the SLAs using the auto-scaling
features provided by CSP.
d) DR shall be 100 % mirror of the production system & not the complete primary
site.
e) ERPSI to provision DR drill for a minimum of once in a year. The Cloud based
Disaster Recovery Centre (DRC) shall be made available for a minimum of 15 days on
switch over mode at 1:1 redundancy.
f) In the event of a Primary site failover or switchover, DR site will take over the active
role, and all requests will be routed to that site.
g) The Cloud shall offer dashboard to provide visibility into cloud service to the
Rajasthan Discoms. The offered Dashboard should be configurable.
h) DC and DR shall be provided by the same service provider.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 109

i) ERPSI shall Should specify DC and DR locations in the proposal.

j) The indicative bill of materials to be installed in the various offices of the Rajasthan
Discoms is summarized in Section 4 - Form 13: List of Material and Services.
k) The rates offered for cloud services must be valid for the entire contract/project
duration and no upward variation in these quoted rates shall be allowed during this
period.
l) Rajasthan Discoms will have a liberty to order additional cloud service items at the
unit rates of particulars/services offered in the commercial bid.
m) Rajasthan Discoms reserves the right to scale down and scale up the Cloud based
Infrastructure as a Services based on its day to day requirements. The payment to
Cloud services would be made only on the actual usage of the Cloud based IT
Infrastructure Services as per the rates provided by the ERPSI in their Commercials.
The following sections detail the requirements of the Cloud Service Provider (CSP).

3.2.1. CLOUD SERVICE PROVIDERS (CSP)

This section mentions key requirements from the Cloud Service Provider (CSP).
ERPSI shall be responsible to provide the services of CSP.

Govt. of Rajasthan has established a Tier-IV certified 600 Rack data Centre known as
Rajasthan State Data Centre (RSDC). As per State Government’s mandate all State
Govt. Departments/PSU’s are required to host their Portals/Applications in RSDC
only.

The following services /facilities are available at RSDC:

1. DOIT&C shall provide Co-location facility at State Data Center. RSDC is TIER
IV uptime Institute Certified facility and Uptime of power and cooling would
be provided accordingly. The rate card of services available in RSDC is
attached at Annexure E of this document.
2. RSDC may provide workstations for Bidder manpower on temporary basis till
the completion of project installation.
3. RSDC shall provide private IP schema to the successful bidder.
4. All Managed services shall be in the scope of bidder.
5. RSDC has its own DC-DR link and that can be used on shared basis.
6. In RSDC, pre-terminated fibre cables are available in each installed rack for
network and data connections in server farm. Patching may be done for cross
connect on available cables. In case of requirement of additional cables/cross
connect, that will be arranged and managed by the Bidder itself.
7. RSDC is using NKN and BSNL as ISP; and ISP services of TATA, Airtel & Jio
are being used by other caging/collocation departments/PSU/Banks/projects
at their own. Bidder shall check feasibility at RSDC before finalizing ISP
partner.
8. Following DC certifications are available with RSDC and no license is pending
for State Data Centre operations as of now:
a. TIER IV Uptime Institute Certified
b. ISO/IEC 27001:2013 Certification
c. ISO/IEC 20000-1:2018 Certification

Furter, in case of any query regarding RSDC, Shri. Manish Kumar Sharma (System
Analyst, Joint Director) (Mob No: 9414287185) may be contacted.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 110

3.2.1.1. General Conditions

The cloud data centre shall have to comply with requirements of Tier III category
which applies to a concurrently maintainable site infrastructure with redundant
capacity components and multiple independent distribution paths serving the
critical environment. All IT equipment shall be dual powered. The following
general conditions will apply:
a) Only Rajasthan State Data Centres, DOIT, Government of Rajasthan should
be used as data centre/disaster recovery centre for cloud service.
b) One of the most critical issues in the Cloud Service implementation is the
security of the data. It is the responsibility of the ERPSI to define the security
services that need to be implemented for their workloads depending on the
nature of the applications / data hosted on the cloud.
c) ERPSI need to ensure that the CSPs facilities/services are compliant to
various security standards (as mentioned in Clause 2.4.7 of this Section) and
should be verified by third party auditors.
d) CSP should suitably address all the potential risks and issues in cloud
implementation including data security and privacy, increased complexity in
integration with existing environments, vendor lock-in, application
portability between different platforms, exit management / Transition-Out
Services etc.
e) The ERPSI shall be responsible for providing the cloud data centre services. It
shall be up to the ERPSI, to identify the critical service agreements with the
concerned cloud data centre provider in order that the ERPSI can meet and
sustain the SLA for the ERP project.
f) All Services including data should be hosted in India
g) Exit Management / Transition-Out Services -The responsibilities of the CSP
during the Exit Management Period need to be agreed upon with the Utility
and they should assist the Utility in migrating the data etc.
h) The responsibilities of CSP/MSP include migration of the data, content, and
any other assets to the new environment or on alternate cloud service
provider’s offerings and ensuring successful deployment and running of the
Utility’s Solution on the new infrastructure
i) The ERPSI may also choose to procure the following Managed Services from
a Managed Service Provider (MSP) in addition to the cloud services to
handhold the department in managing the operations on the cloud. The
scope of MSP may include:
a. Migration of Existing Applications to Cloud / Deploying of new
applications;
b. Operations & Maintenance Services on Cloud (e.g., Resource
Management, User Administration, Security Administration &

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Monitoring of Security Incidents, Monitoring Performance & Service

Levels, Backup, Usage Reporting and Billing Management)
c. Exit Management & Transition-out Services, etc.
j) This ERPSI shall provide, supply, installation and configuration of all
ordered equipment(s) required at specified locations for the whole contract
period along with the integration with links provided from Primary and
Secondary MPLS service provider & links provided by department on SD
WAN system.
k) ERPSI shall draw out and specify detailed specifications for the SD-WAN
Network for that needs to be used for the ERP system for satisfactorily
operations. ERPSI should prepare the specifications of SD-WAN Network
Services and submit the same to Rajasthan Discoms for review. ERPSI shall
ensure that the recommended network shall be able to accommodate scaling
up requirements in future.
l) The ownership of the data generated upon usage of the system, at any point
of time during the contract or expiry or termination of the contract, shall rest
absolutely with the Utility.
3.2.1.2. MeitY’s Guidelines
While the security, storage, data, and compliance tools are provided by the CSP,
it is the ERPSI’s responsibility to ensure that the CSPs facilities/services are
certified to be compliant to standards.
In the MeitY’s guidelines to Government Departments on Adoption /
Procurement of Cloud Services, the following are included as essential
certification by CSP. ERPSI also needs to ensure that the CSPs facilities/services
are certified to be compliant to the following standards (indicative list provided
below):
a) ISO/IEC 27001 or ISO/IEC 27002:2022 - Data Centre and the cloud services
should be certified for the latest version of the standards towards information
security management system along with information security, cybersecurity
and, privacy protection
b) ISO/IEC 27017:2015-Code of practice for information security controls based
on ISO/IEC 27002 for cloud services and Information technology
c) ISO 27018 - Code of practice for protection of personally identifiable
information (PII) in public clouds.
d) ISO 20000-1 – Information Technology service management system
requirements
e) TIA 942 A/B &/or Uptime Tier III or higher – Telecommunication
infrastructure standard for Data Centre. (Self-certification by the CSP is
allowed).
f) Payment Card Industry (PCI) DSS - compliant technology infrastructure for
storing, processing, and transmitting credit card information in the cloud
3.2.2. IMPLEMENTATION OF CLOUD BASED DATA CENTRE AND DISASTER RECOVERY
CENTRE

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3.2.2.1. Supply of Licenses

a) The ERPSI will be responsible for supply, installation and maintenance of
any additional Licenses pertaining to the cloud-based IT infrastructure and
network services for Rajasthan Discoms including all software necessary for
security of the offered equipment and services.
b) The ERPSI shall update the licenses and version of ERP System to the latest
commercially available version during the course of Contract.

3.2.2.2. Resource Management

a) ERPSI shall be responsible for adequately sizing of the necessary compute,
memory, and storage required, building the redundancy into the architecture
(including storage) and load balancing to meet the service levels.
b) For auto-scaling of any major expected increase in the workloads, the ERPSI
shall carry out the capacity planning in advance to identify & provision,
where necessary, the additional capacity to meet the user growth and / or the
peak load requirements to support the scalability and performance
requirements of the solution
c) The scaling up / scaling down (beyond the auto-scaling limits or whenever
the auto-scaling limits must be changed) must be carried out with prior
approval by the Rajasthan Discoms. The Service Provider shall provide the
necessary details including the sizing calculations, assumptions, current
workloads & utilizations, expected growth / demand and any other details
justifying the request to scale up or scale down.

3.2.2.3. Database Backup

a) Backup of operating system, database and application should be performed
as per stipulated policies of the Rajasthan Discoms at the Cloud based Data
Centre. The ERPSI should provide required tools to undertake backup
activities.
b) ERPSI shall formulate Backup & Archival policy and procedure in line to the
requirements and necessary approval of Rajasthan Discoms.
c) The ERPSI shall perform backup as per the requirement of the Rajasthan
Discoms. This will include managing the regular backup and restore
operations and assuring security of the media through appropriate access
control. In addition, the ERPSI shall also manage scheduled data replication
at DR.
d) However, as a minimum requirement the ERPSI shall perform weekly
backups for the files
e) For the databases, perform minimum twice weekly full database backup,
with three times daily backup of database log files
f) System Integrator shall perform and store data and file backups consisting of
an initial full back up with daily incremental backups for files.
g) Retain the backups for entire project period on system and thereafter on
tapes which can be restored when required.
h) System Integrator shall not delete any data at the end of the agreement
without the express approval of Rajasthan Discoms
i) Monitoring and enhancement of the performance of scheduled backups,
schedule regular testing of backups and ensure adherence to related retention
policies. Retention policies shall be decided after placing formal LOA to the
selected ERPSI.

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j) Ensure prompt execution of on-demand backups of volumes, files and

database applications whenever required by the Rajasthan Discoms or in
case of upgrades and configuration changes to the system
k) Real-time monitoring, log maintenance and reporting of backup status on a
regular basis. The ERPSI should ensure prompt problem resolution in case of
failures in the backup processes.
l) The ERPSI should also ensure that a 24 x 7 support for file, database and
volume restoration requests is available at the Cloud based Data Centres.
m) Specific Snapshot – At request of Rajasthan Discoms, the ERPSI shall create a
full snapshot for the platform, content, and related data, to be retrieved at the
request of Rajasthan Discoms.

3.2.2.4. Network Management

a) Cloud Services shall support direct leased-line connections between Cloud
Service Provider (CSP) and Rajasthan Discoms’ HQ / Remote Offices etc.
b) Cloud services shall be accessible via internet and SDWAN
c) ERPSI must closely liaison with bandwidth Service Provider(s) for the period
of contract. The ERPSI is expected to file the applications in the formats as
required by the network service provider for bandwidth procurement.
However, the Billing & Commercial Transactions would happen directly
between Rajasthan Discoms & the Bandwidth Provider.
d) ERPSI must be expected to liaise with the network service provider to ensure
the links are commissioned within the timelines specified and agreed by
Rajasthan Discoms.
e) ERPSI must escalate any delays in the link commissioning to Rajasthan
Discoms on proactive basis.
f) ERPSI must inform the Rajasthan Discoms of the link readiness and
commissioning.
g) ERPSI must manage and maintain the Cloud based network subnet creation,
managing network policy, access control list, gateway services and routing
etc.
h) CSP must provide SDWAN connectivity to cloud, also its ERPSI
responsibility to integrate existing SDWAN cloud to CSP’s cloud network.
i) Shall manage the cloud base third party IPSEC and SSL VPN solution users
in redundancy with two factor authentications.
j) Should provide and manage the Next Generation firewall which can be
utilized for Firewall, IPS/IDS, MPLS, P2P, IPSEC/GRE tunnel, the device
shall also support for URL filtering, Anti-malware and link load
balancing/Sharing etc.
k) ERPSI must monitor and manage the SDWAN based PoP links to meet the
SLA.
l) ERPSI must liaise with the network service provider in case of any link / line
failure and ensure the same is restored within the agreed timelines.
m) The ERPSI along with the Rajasthan Discoms will have to put in place in
mechanisms to capture actual downtime as per the agreed Service Levels
between the Rajasthan Discoms and the Network Service Provider and
compute the delay and penalty thereof.
n) ERPSI is expected to supply, install, test and commission and maintain all
network and security equipment for Rajasthan Discoms sites for the contract
period. The ERPSI needs to factor and consider that all network equipment’s
and infrastructure sized, procured, should be useable and scalable for a
period of Contract.

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o) Provide services for management of network environment to maintain

performance at optimum levels on a 24 x 7 basis.
p) ERPSI is responsible for monitoring and administering the proposed network
equipment’s within all the new IPDS locations.
q) ERPSI must monitor the performance of the network and coordinate with the
NBSP for resolution of issues.
r) The ERPSI is responsible for creating and modifying VLAN, assignment of
ports to appropriate applications and segmentation of traffic.

3.2.2.5. Security
a) The ERPSI in coordination with CSP shall manages the security of Facilities,
Physical security of hardware, Network infrastructure and Virtualization
infrastructure including the security of the Virtual Machine Images,
Operating systems, Applications, Data in transit, Data at rest, Data stores,
Credentials and Policies and configuration.
b) Shall manage the underlying infrastructure and foundation services, the
operating system, and the application platform.
c) Shall provide services for management of security environment to maintain
performance at optimum levels on a 24 x 7 basis.
d) ERPSI must address ongoing needs of security management including, but
not limited to, monitoring of firewall, intrusion detection, content filtering
and blocking, virus protection, and vulnerability protection through
implementation of proper patches and rules.
e) Maintain an updated knowledge base of all the published security
vulnerabilities and virus threats for related software and microcode,
including, but not limited to, operating systems, application servers, web
servers, databases, security solutions, messaging solutions, etc.
f) Ensure that patches / workarounds for identified vulnerabilities should be
patched / blocked immediately.
g) Responding to security breaches or other security incidents and coordinate
with respective OEM in case of a new threat is observed to ensure that
workaround / patch is made available for the same.
h) Undertake management of security devices, including, but not limited to
maintaining firewall services to restrict network protocols and traffic,
detecting intrusions or unauthorized access to networks, systems, services,
applications, or data, protecting email gateways, firewalls, servers,
Desktops/Laptops from viruses.
i) The ERPSI should ensure that the security policy is maintained on an
ongoing maintenance and updates to the same are made regularly. Operating
system hardening through appropriate configuration and patch updates
should be undertaken on a regular basis.
j) Monthly Vulnerability assessment: Assess server for vulnerabilities locally
using automated scanning and manual assessment.
k) Half yearly Penetration testing: The ERPSI shall perform penetration testing
to ensure the following: Create a hacker’s view of the server, in terms of the
ways it can be hacked from outside. Identify security vulnerabilities and fix
holes discovered. Implement emergency quick fix solutions and long-term
solutions against successful exploits.
l) Firewall management: Initial setup of the firewall, implementation of rule
base on the firewall to enable customer specific applications and ports,
implementation of security policies based on services (HTTP, FTP, Telnet),
source address / name, destination / name, online monitoring of firewall

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through a central console with 24x7 support, system administration for

firewall, including updates & hot fixes that affect its performance, changes in
firewall rule base with proper change management and backup of firewall
configuration each time there is a configuration change.
m) Intrusion detection and prevention: Initial installation and setup; applying
appropriate levels of risk assessment for specific needs which allows security
policies to be an integral part of scanning process; tracking of resource usage
for anomalies and logging any suspicious packets from the outside; log
maintenance and management; automated network-based security
assessment and policy compliance evaluation.
n) Testing and application of patches: The ERPSI shall carry out testing and
application of periodic patches released by software and OS vendors to plug
vulnerabilities in the system.
o) Appropriately configure the security groups in accordance with the
Rajasthan Discoms networking policies. Regularly review the security group
configuration and instance assignment in order to maintain a secure baseline.
p) Secure and appropriately segregate / isolate data traffic/application by
functionality using DMZs, subnets etc. should ensure that the cloud
infrastructure and all systems hosted on it, respectively, are properly
monitored for unauthorized activity.
q) Properly implementing anti-malware and host-based intrusion detection
systems on their instances, as well as any required network-based intrusion
detection systems in accordance with Rajasthan Discoms policies.
r) Conducting regular vulnerability scanning and penetration testing of the
systems, as mandated by Rajasthan Discoms policies.
s) Review the audit logs to identify any unauthorized access to Rajasthan
Discoms systems.
t) Should Implement and manage the Sandbox, DDOS, DNS Security, IPS/IDS
and WAF etc. in such a way that the performance of the applications will not
hamper, and single point of failure will not be there.
u) Should provide the Management console to monitor the security events, real
time traffic monitoring, real time troubleshooting.
v) Should provide facility to store minimum of 6-month security logs and
network traffic logs etc.
w) The CSPs facilities/services are certified to be compliant to the following
standards:
o ISO 27001 - Data Centre and the cloud services should be certified for the
latest version of the standards
o ISO/IEC 27017:2015-Code of practice for information security controls
based on ISO/IEC 27002 for cloud services and Information technology
o ISO 27018 - Code of practice for protection of personally identifiable
information (PII) in public clouds.

3.2.2.6. Monitoring Performance and Service Levels

a) Provide and implement tools and processes for monitoring the availability of
assigned applications, measuring the service levels,
application/Severs/Storage/Network performance and utilization
responding to system outages with troubleshooting activities designed to
identify and mitigate operational issues.
b) The tool shall provide the exact utilization of servers and shall be able to
generate per day, per month and per quarter utilization reports based on
which the payments will be made to the ERPSI.

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c) Reviewing the service level reports, monitoring the service levels and
identifying any deviations from the agreed service levels.
d) Monitoring of service level including availability, uptime, performance,
application specific parameters for e.g., triggering elasticity, request rates,
number of users connected to a service.
e) Detecting and reporting service level agreement infringements.
f) Monitoring of performance, resource utilization and other events such as
failure of service, degraded service, availability of the network, storage,
database systems, operating Systems, applications, including API access
within the cloud service provider’s boundary.

3.2.2.7. Usage Reporting Management

a) Track system usage and usage reports.
b) Monitoring, managing, and administering the monetary terms of SLAs and
other billing related aspects
c) Provide the relevant reports including real time as well as past
data/information/reports for Rajasthan Discoms to validate the billing and
SLA related penalties.

1. Business Continuity Services (Disaster Recovery)

a) Provide business continuity services from secondary site with 100%
capacity in case the primary site becomes unavailable. The Secondary site
should be in Hot Standby Mode.
b) Its ERPSI responsibility, in the event of a disaster at DC (primary) site,
activation of services from the DR site (or from different physical
locations) with RPO < 15 Minutes and RTO <= 1 Hour. In case of DR
Solution having Active–Active arrangement or Multisite site solution
then applicable RPO and RTO shall be <= 15 Minutes)
c) All servers should be replicated, and automation must be part of the
software functionality to failover/failback to the DR-DC adhering to an
RPO of 15 minutes and RTO of maximum 1 hour.
d) The charges quoted by ERPSI in the price bid for each item must include
Cloud DR provisioning (i.e., Provisioning of equivalent resource on DR
site of Cloud in Hot Standby mode).
e) ERPSI must provide a UAT (User Acceptance Test) for the
failover/failback scenarios after the deployment.
f) Failover scenario: The proposed solution should allow pre-built of
recovery plans for various servers which includes target server
configuration, IP configurations, network configuration etc. Test DR
failover scenario should not affect the primary server at all.
g) Failback Scenario: The proposed solution should ensure failback to
original DC and should take care of replication of only delta (changed
data after failover) from DR to DC. This need to be confirmed by the
ERPSI.

3.2.2.8. Support for Audits and Compliance

a) The Rajasthan Discoms may undertake technical audits on a periodic basis
and the same may be conducted by a third-party technical auditor which
may be appointed by the Rajasthan Discoms. The ERPSI shall be required to
provide necessary support for this and adequately address the audit findings
in a timely manner. These audits may include:
i. Information Security audits

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ii. SLA compliance audits

iii. BCP readiness audit
iv. Cloud based IT Infrastructure audit
v. Policy compliance audit
vi. Cyber security audit etc.
b) Shall support for the third-party auditor / program management team /
internal IT team with respect to third party audits and other requirements
such as forensic investigations, SLA validation etc.
c) The Solution and services offerings shall comply with the audit requirements
of STQC /MEITY guidelines as and when published.
d) Cost of all such audits shall be bear by the System Integrator / Consortium
Partner/ CSP/ NBSP.

3.2.2.9. Operation and Maintenance Services

a) ERPSI shall advise the Rajasthan Discoms on optimal operational practices,
recommend deployment architectures for cloud infrastructures, design and
implement automated scaling processes, day-to-day and emergency
procedures, deploy and monitor underlying cloud services, performance
reporting and metrics, and ensure the overall reliability and responsive
operation of the underlying cloud services through both proactive planning
and rapid situational response.
b) Shall interface with the Cloud Service Provider(s) on behalf of the Rajasthan
Discoms for all activities including monitoring the reports (e.g., usage,
security, SLA,), raising (or escalating) tickets / incidents and tracking the
same to resolution.
c) Shall prepare a comprehensive O&M plan for managing the cloud services
and keep it updated with any changes during the project.
d) Shall create and maintain all the necessary technical documentation, design
documents, standard operating procedures, configurations required to
continued operations and maintenance of cloud services.

3.2.2.10. Privacy and Security Safeguards.

a) If the data is classified as very sensitive, the ERPSI to ensure that the data is
encrypted as part of a standard security process for highly sensitive content
or choose the right cryptographic algorithms evaluating security,
performance, and compliance requirements and may choose from multiple
key management options.
b) The ERPSI should notify the Rajasthan Discoms promptly in the event of
security incidents or intrusions, or requests from foreign government
agencies for access to the data, to enable the Rajasthan Discoms to manage
these events proactively.
c) The CSP shall not delete any data at the end of the agreement (for minimum
of 90 days beyond the expiry of the agreement) without the express approval
of Rajasthan Discoms.
d) At the end of the agreement, the ERPSI with prior permission, shall ensure
and inform the Rajasthan Discoms that all the storage blocks or multiple
copies of data if any are unallocated or zeroed out by the ERPSI, cannot be
recovered. If due to some regulatory reasons if it is required to securely
decommission data, the Rajasthan Discoms can implement data encryption
at rest using the managed keys, which are not stored in the cloud. Then
Rajasthan Discoms may delete the key used to protect the decommissioned
data, making it irrecoverable.

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e) The ERPSI shall report forthwith in writing of information security breaches

to the Rajasthan Discoms by unauthorized persons (including unauthorized
persons who are employees of any Party) either to gain access to or interfere
with the Project's Data, facilities, or Confidential Information.
f) The ERPSI undertakes to treat information passed on to them under this
Agreement as classified. Such Information will not be communicated /
published / advertised by the ERPSI to any person/organization without the
express permission of the Rajasthan Discoms.

3.2.2.11. Confidentiality
a) The ERPSI shall execute non-disclosure agreements with the Department
with respect to this Project. For the avoidance of doubt, it is expressly
clarified that the aforesaid provisions shall not apply to the following
information:
i. Information already available in the public domain
ii. Information which has been developed independently by the ERPSI,
without using the Rajasthan Discoms organization data
iii. Information which has been received from a third party who had the
right to disclose the aforesaid information
iv. Information which has been disclosed to the public pursuant to a court
order.
b) The ERPSI will be permitted to obtain Rajasthan Discoms data only to
deliver the services and will be prohibited from using Rajasthan Discoms
data for any other purpose. The ERPSI remains responsible for its
subcontractors’ compliance with ERPSI obligations under the Project.
c) ERPSI shall be responsible for data security, consumer’s data privacy,
protection, confidentiality, handling, and any kind of misuse of data by its
own employees, third party employees and other government and private
entities.
d) The ERPSI shall be permitted to obtain Rajasthan Discoms data only to
deliver the services and will be prohibited from using Rajasthan Discoms
data for any other purposes such as legitimate purposes (such as marketing,
research etc.) and illegitimate purposes (as when data is sold in bulk to third
party)

3.2.2.12. Location of Data

a) The location of the data (text, audio, video, or image files, and software
(including machine images), that are provided to the ERPSI for processing,
storage or hosting by the CSP services in connection with the requirement of
Rajasthan Discoms and any computational results that Rajasthan Discoms
or any end user derives from the foregoing through their use of the ERPSI
services) shall be guaranteed to reside in India.
b) E-Discovery: Electronic discovery (e-discovery) is the process of locating,
preserving, collecting, processing, reviewing, and producing Electronically
Stored Information (ESI) in the context of or criminal cases/proceedings or
investigation. Rajasthan Discoms must be able to access and retrieve such
data in a CSP environment in a timely fashion for normal work purposes.
c) Law Enforcement Request: The Law Enforcement Agency as mandated
under any law for the time being in force may seek access to information
stored on cloud as provided by the ERPSI. The onus shall be on the ERPSI to
perform all due diligence before releasing any such information to any such
law enforcement agency.

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d) Data shall not leave the boundaries of the country and data residing within
Cloud shall not be accessed by any entity outside the control of Rajasthan
Discoms or its authorized representative.
3.2.3. FUNCTIONAL REQUIREMENTS OF THE CSP
3.2.3.1. Operational Management
a) CSP shall provide ability to provision virtual machines, and storage
dynamically (or on- demand), on a self-service mode or as requested
b) CSP should provide access of cloud virtual machines either by SSH in case of
Linux and RDP in case of Windows servers.
c) CSP should enable Utility to get console access of cloud virtual machine from
portal and perform operations. There should be facility to view resource
type-wise (VM, database, storage etc.) quota usage. It should be possible to
configure automated alerts when the threshold of estimated quota is reached.
d) CSP should upgrade its hardware time to time to recent configuration to
delivery expected performance for this Project.
e) Investigate outages, perform appropriate corrective action to restore the
hardware, operating system, and related tools.
f) CSP should manage their cloud infrastructure as per standard ITIL
framework in order to delivery right services to Project.
g) Cloud should allow configuration of automated alerts when the estimated
cost is reaching the quota
h) CSP should provide option to view resource type wise (virtual machines,
database services etc.) quota usage
i) The ERPSI shall implement through the CSP, following User administration,
i. Identity and Access Management (IDAM) as a service that properly
separates users by their identified roles and responsibilities, thereby
establishing least privilege and ensuring that users have only the
permissions necessary to perform their assigned tasks
ii. Allow different users with different level of access on CSP portal. For
example, billing user should not be able to provision resources or
delete any resources.
iii. Allow quota management for each department/ISV/Group. The
resources to specific department/group/ISV should be as per
allocated quota only. If there is any request for more than quota
request, then it should be sent as request to admin.
iv. Securely control users' access to Cloud services using a range of
security credentials including passwords, key pairs, and X.509
certificates
v. Offer fine-grained access controls including, conditions like time of the
day, originating IP address, use of SSL certificates, or authentication
with a multi-factor authentication device.
vi. Implement multi-factor authentication (MFA) for the root account, as
well as any privileged Identity and Access Management accounts
associated with it.
j) The ERPSI, through the CSP, shall be responsible for managing the trouble
tickets, diagnosis of the problems, reporting, managing escalation, and
ensuring rectification of server problems as prescribed in SLA.

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3.2.3.2. Compatibility Requirements

a) CSP/MSP must ensure that the Virtual Machine (VM) format is compatible
with other cloud provider.
b) CSP should give provision to import cloud VM template from other cloud
providers.
c) CSP should ensure connectivity to and from cloud resources used for this
project is allowed to/ from other cloud service providers if required.
3.2.3.3. Cloud Network Requirement
a) ERPSI, through the CSP shall implement and maintain an adequate SD-WAN
and provide configuration and commissioning of the client-side
infrastructure, so as to let the various Rajasthan Discoms offices gain access
to the cloud-based infrastructure as a service. The established network shall
be able to accommodate scaling up requirements in future.
b) CSP must ensure that the non-production and the production environments
are in separate VLANs in the cloud so that users of the two environments are
separated.
c) CSP must ensure that cloud VM are having private IP network assigned.
d) CSP should ensure that cloud VMs are having Internet and Service Network
(internal) vNIC cards.
e) CSP should ensure that Internet vNIC card is having minimum 1 Gbps
network connectivity and service NIC card is on 10 Gbps for better internal
communication.
f) In case of scalability like horizontal scalability, the CSP should ensure that
additional require network is provisioned automatically of same network
segment.
g) CSP must ensure that the public network provisioned for cloud VMs is
redundant at every point.
h) CSP must ensure that cloud VMs are accessible from Utility private network
if private links P2P/MPLS is used by Utility
i) CSP must ensure that there is access to cloud VMs if Utility requires to access
it using IPSEC/SSL or any other type of VPN.
j) CSP should ensure that cloud VM network is IPV6 compatible.
k) CSP should ensure use of appropriate load balancers for network request
distribution across multiple cloud VMs.
3.2.3.4. Cloud Data Centre Specifications
a) All the physical servers, storage, and other IT hardware from where cloud
resources are provisioned for this project must be within Indian data centres
only. CSP should provide DC and DRC locations in the proposal (should be
located as per MeitY guidelines).

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b) Selection of DC-DR site architecture shall be in accordance with applicable

laws including but not limited to the “Disaster Recovery Best Practices”
guidelines issued by the Ministry of Electronics & Information Technology
(MeitY) and as amended from time to time”.
c) The CSP data centres should have adequate physical security in place.
d) The Data Centre should conform to at least Tier III standard (preferably
certified Uptime Institute certifications by a 3rd party) and implement tool-
based processes based on ITIL standards.
3.2.3.5. Cloud Storage Service Requirements
a) CSP should provide scalable, dynamic, and redundant storage.
b) CSP should offer provision from self-provisioning portal to add more storage
as and when require by respective Utilities.
c) CSP should clearly differentiate its storage offering based on IOPS. There
should be standards IOPS offering per GB and high-performance disk
offering for OLTP kind of workload. It shall provide ability to provision
storage dynamically with on-demand IOPS provisioning.
d) Provide ability to provision storage dynamically in different options like
SSD, provisioned IOPS, Magnetic, File storage, cold storage etc.
e) Provide ability to provision file storage on self-service mode and automated
option to move files from standard storage to infrequent access like cold
storage option etc.
f) CSP should have block disk offering as well as file/object disk offering to
address different kind of Project needs.
g) The CSP should retain ERP data for [x] years <where x shall be defined based on
regulatory provisions>
h) CSP cloud platform should also include object storage which allows
configuration of object lifecycle management policies
3.2.3.6. Cloud Security Requirements
a) CSP should ensure there is multi-tenant environment and cloud virtual
resources of this project are logically separated from others.
b) CSP should ensure that any OS provisioned as part of cloud virtual machine
should be patched with latest security patch.
c) In case, the CSP provides some of the System Software as a Service for the
project, CSP is responsible for securing, monitoring, and maintaining the
System and any supporting software.
d) CSP should implement industry standard storage strategies and controls for
securing data in the Storage Area Network so that clients are restricted to
their allocated storage

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e) CSP should deploy public facing services in a zone (DMZ) different from the
application services. The Database nodes (RDBMS) should be in a separate
zone with higher security layer.
f) CSP should give ability to create non-production environments and
segregate (in a different VLAN) non-production environments from the
production environment such that the users of the environments are in
separate networks.
g) CSP should have built-in user-level controls and administrator logs for
transparency and audit control.
h) CSP cloud platform should be protected by fully managed Intrusion
detection system using signature, protocol, and anomaly-based inspection
thus providing network intrusion detection monitoring.
i) CSP cloud platform should provide tools to define user-based access control
to cloud resources so that select users can access only certain set of resources
either through user interface or through APIs.
j) CSP cloud platform should include automated security assessment service to
help improve security and compliance
3.2.3.7. Data Management
a) CSP should clearly define policies to handle data in transit and at rest.
b) CSP should not delete any data at the end of agreement without consent from
Utility.
c) In case of scalability like horizontal scalability, the CSP should ensure that
additional generated data is modify/deleted with proper consent from
Utility.
3.2.3.8. Managed Services
The CSP shall be responsible for identification, diagnosis and resolution of
problem areas pertaining to the cloud infrastructure, application and
maintaining assured SLA levels
a) Network and Security Management:
i. Monitoring & management of network link proposed as part of this
Solution. Bandwidth utilization, latency, packet loss etc.
ii. Port monitoring: Monitor HTTP/HTTPS, DNS, SMTP, POP3, FTP, TCP
ports, etc. are continuously to ensure network and applications are up
and running
iii. Call logging and co-ordination with vendors for restoration of links if
need arises.
iv. Addressing the ongoing needs of security management including, but
not limited to, monitoring of various devices / tools such as firewall,
intrusion protection, content filtering and blocking, virus protection, and

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vulnerability protection through implementation of proper patches and

rules.
v. Ensuring that patches / workarounds for identified vulnerabilities are
patched / blocked immediately
vi. Ensure a well-designed access management process, ensuring security of
physical and digital assets, data and network security, backup, and
recovery etc.
vii. Adding/ Changing network address translation rules of existing security
policies on the firewall
viii. Diagnosis and resolving problems related to firewall, IDS/IPS.
ix. Managing configuration and security of Demilitarized Zone (DMZ) Alert
/ advise Utility(s) about any possible attack / hacking of services,
unauthorized access / attempt by internal or external persons etc.
b) Server Administration and Management:
i. Administrative support for user registration, User ID creation,
maintaining user profiles, granting user access, authorization, user
password support (in accordance with the security policy of the
Rajasthan Discoms), and administrative support for print, file, and
directory services.
ii. Installation/ re-installation of the server operating systems and operating
system utilities and the application software
iii. Killing and restarting server processes, recovery, maintenance of server
logs, management of server disk space, addition or removal of Resource
or Software
iv. OS Administration including troubleshooting, hardening, patch/
upgrades deployment, BIOS & firmware upgrade as and when required/
necessary for Windows, Linux, or any other O.S proposed as part of this
solution whether mentioned in the RFP or any new deployment in future.
v. Ensure proper configuration of server parameters, operating systems
administration, hardening and tuning
vi. Regular backup of servers as per the backup & restoration
vii. Managing uptime of servers as per SLAs.
viii. Preparation/ update of the new and existing Standard Operating
Procedure (SOP) documents on servers & applications deployment and
hardening.
ix. Management of the load balancer hardware devices, regular Health
Check of the Servers, limiting the number of connections per server for
optimum performance, seamlessly adding servers as and when existing
servers are over-utilized without disrupting services

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c) CSP cloud platform should be capable to automatically scale up and scale

down based on load or other parameters that can be configured
d) CSP cloud platform should have managed database services which can
manage automatic failover, and automated backups
e) CSP cloud platform should have database services for SQL and NoSQL
databases, and available for setup on demand through web-based console
3.2.3.9. Business Continuity Plan & Backup Services
As part of a business continuity plan, the Utility has made a business impact
analysis in the event of loss of ERP applications running in the cloud and
consequent loss of data to come up with a management plan for the associated
risk to business operations. Central to this risk management strategy, the Utility
has defined the following target objectives:
a) Recovery Time Objective (RTO): Duration of time and a service level within
which a business process must be restored after a disruption in order to
avoid unacceptable consequences associated with a break in continuity of
service. The RTO of [1 hour] shall be met by infrastructure redundancy and
failover.
b) Recovery Point Objective (RPO): Interval of time that may pass during a
disruption before the quantity of lost data during that period exceeds the
business continuity plan’s maximum allowable threshold. The RPO of [15
minutes] shall be met by a suitable backup and replication strategy of
operational data / application. The RPO shall define how fast the replicated
data / application can be made available to the target system after a
disruption strikes.
With these two objectives, the CSP shall provide the following:
a) CSP must provide backup of cloud resources. The backup tool should be
accessible
b) To perform backup and restore management as per policy & procedures
for backup and restore, including performance of daily, weekly, monthly,
quarterly, and annual backup functions (full volume and incremental) for
data and software maintained on the servers and storage systems using
Enterprise Backup Solution.
c) Backup and restoration of Operating System, application, databases, and
file system etc. in accordance with defined process / procedure / policy.
Monitoring and enhancement of the performance of scheduled backups,
schedule regular testing of backups and ensure adherence to related
retention policies
d) Ensuring prompt execution of on-demand backups & restoration of
volumes, files and database applications whenever required.

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e) Real-time monitoring, log maintenance and reporting of backup status on

a regular basis. Prompt problem resolution in case of failures in the
backup processes.
f) Media management including, but not limited to, tagging, cross-
referencing, storing (both on-site and off-site), logging, testing, and
vaulting in fireproof cabinets if applicable.
g) Generating and sharing backup reports periodically
h) Coordinating to retrieve off-site media in the event of any disaster
recovery
i) Periodic Restoration Testing of the Backup
j) Maintenance log of backup/ restoration
k) CSP should provide network information of cloud virtual resources.
l) CSP must offer provision to monitor network uptime of each cloud VM.
3.2.3.10. Web Application Firewall (WAF) as Service
a) Cloud platform should provide Web Application Filter for OWASP Top 10
protection
b) CSP WAF should be able to support multiple website security.
c) CSP WAF should be able to perform packet inspection on every request
covering the 7th layers.
d) CSP WAF should be able to block invalidated requests.
e) CSP WAF should be able to block attacks before it is posted to website.
f) CSP WAF should have manual control over IP/Subnet. i.e., Allow or Deny
IP/Subnet from accessing website.
g) The attackers should receive custom response once they are blocked.
h) CSP must offer provision to customize response of vulnerable requests.
i) CSP WAF should be able to monitor attack incidents and simultaneously
control the attacker IP.
j) CSP WAF should be able to Grey list or Backlist IP/Subnet.
k) CSP WAF should be able to set a limit to maximum number of simultaneous
requests to the web server & should drop requests if the number of requests
exceed the threshold limit.
l) The WAF should be able to set a limit to maximum number of simultaneous
connections per IP. And should BAN the IP if the threshold is violated.
m) CSP WAF should be able to set a limit to maximum length of path to URL.
n) CSP WAF should be able to limit maximum size of request to Kilobytes.
o) CSP WAF should be able to limit maximum time in seconds for a client to
send its HTTP request.

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p) CSP WAF should be able to BAN an IP for a customizable specified amount

of time if the HTTP request is too large.
q) CSP WAF should be able to limit maximum size of PUT request entity in MB
r) The WAF should be able to close all the sessions of an IP if it is ban.
s) CSP WAF should be able to ban IP on every sort of attack detected and the
time span for ban should be customizable. There should be a custom
response for Ban IP.
t) The Dashboard should show a graphical representation of
i. Top 5 Attacked Websites.
ii. Top 5 Attacking IP.
iii. Top 5 Attack types.
iv. Top 5 Attacked URLs.
u) For analysis purpose the Dashboard should contain following information:
i. Number of requests to web server.
ii. Number of attacks.
iii. Number of Attackers.
iv. Types of error messages and on. Of error messages sent to the users.
v. Total Bytes sent during transaction
3.2.3.11. Database Support Service
a) Installation, configuration, maintenance of the database (Cluster &
Standalone).
b) Regular health check-up of databases.
c) Regular monitoring of CPU & Memory utilization of database server, Alert
log monitoring & configuration of the alerts for errors.
d) Space monitoring for database table space, Index fragmentation monitoring
and rebuilding.
e) Performance tuning of Databases.
f) Partition creation & management of database objects, Archiving of database
objects on need basis.
g) Ongoing support for the application vendors to deploy applications,
application patches etc.
h) Patching, upgrade & backup activity and restoring the database backup as
per defined interval.
i) Schedule/review the various backup and alert jobs.
j) Configuration, installation, and maintenance of Automatic Storage
Management (ASM), capacity planning/sizing estimation of the Database
setup have to be provided and taken care by the ERPSI.

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k) Setup, maintain and monitor the ‘Database replication’ / Physical standby

and Assess IT infrastructure up-gradation on need basis pertaining to
databases
3.2.3.12. Security
Commercial CSPs offer cloud services to multiple consumers. In such an
environment, the security controls and compliance to various standards
(Including ISO 27001, ISO 27017, and ISO 27018) should be verified by third
party auditors. Third-party certifications and evaluations provide assurance that
effective physical and logical security controls are in place.
Although, the Cloud Service Providers (CSPs) offer assurances of effective
physical and logical security controls through the third-party certifications such
as ISO 27001, ISO 27017, ISO 27018, etc. and also, may provide a host of security
services such as encryption, web application firewall, etc., it is the responsibility
of the ERPSI to define the security services that need to be implemented for their
workloads depending on the nature of the applications / data hosted on the
cloud.
Now a days, CSPs offer tools and features to help consumers to meet their
security objectives concerning visibility, auditability, controllability, and agility.
These tools and features provide basic but important security measures such as
Distributed Denial of Service (DDoS) protection and password brute-force
detection on CSP’s accounts.
However, the following basic security features should be ensured by any CSP-
a) Strong encryption capabilities for data in transit or at rest
b) Firewalls – instance and subnet levels
c) Identity and Access Management (IAM): Control users' access to cloud
services. Create and manage users and groups, and grant or deny access
d) Managed Threat Detection: Managed threat detection service that provides
you with a more accurate and easy way to continuously monitor and protect
your cloud accounts and workloads
e) Managed DDoS Protection: Managed Distributed Denial of Service (DDoS)
protection service that safeguards web applications running on cloud.
f) Web Application Firewall: Helps protect your web applications from
common web exploits that could affect application availability, compromise
security, or consume excessive resources.
g) Key Management Service (KMS): Managed service that makes it easy for you
to create and control the encryption keys used to encrypt your data
h) Certificate Manager: Easily provision, manage, and deploy Secure Sockets
Layer/Transport Layer Security (SSL/TLS) certificates.

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i) Cloud HSM: Meet regulatory compliance requirements for data security by

using dedicated Hardware Security Module (HSM) appliances within the
Cloud.
j) Inspector: Automated security assessment service that helps improve the
security and compliance of applications deployed on cloud
k) Organizations: Policy-based management for multiple consumer accounts.
With Organizations, you can create groups of accounts and then apply
policies to those groups.
CSPs also offers access to additional third-party security tools (e.g., IDS / IPS,
SIEM) to complement and enhance the consumers’ operations in the Cloud. The
third-party security tools complement existing Cloud services to enable
consumers to deploy a comprehensive security architecture. These security tools
on cloud are equivalent and identical to the existing controls in an on-premises
environment.
The ERPSI needs to review and validate the security configurations, review the
notifications and patches released by the CSP and validate that the same is being
taken into consideration during operations, confirm that the audit trails (e.g.,
who is accessing the services, changes to the configurations, etc.) are captured for
supporting any downstream audits of the projects by the finance or audit
organization such as STQC.
3.2.3.13. Reporting
The CSP shall also provide helpdesk support to the Rajasthan Discoms and send
periodic reports on the performance. The ERPSI should insist on the following
regular reporting by CSP during the contract:
a) Availability of the cloud services being used
b) Summary of alerts that are automatically triggered by changes in the health
of those services.
c) Summary of event-based alerts, providing proactive notifications of
scheduled activities, such as any changes to the infrastructure powering the
cloud resources
d) Reports providing system-wide visibility into resource utilization,
application performance, and operational health through proactive
monitoring (collect and track metrics, collect and monitor log files, and set
alarms) of the cloud resources
e) Auto-scaling rules and limits
f) In case of any un-authorized access, the Agency should provide logs of all
user activity within an account, with details including the identity of the API
caller, the time of the API call, the source IP address of the API caller, the
request parameters, and the response elements returned by the cloud service.
This is required to enable security analysis, resource change tracking, and
compliance auditing

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g) Report of all the provisioned resources and view the configuration of each.
h) Summary of notifications, triggered each time a configuration change
i) Incident Analysis in case of any un-authorized configuration changes.
j) Summary of alerts with respect to security configuration gaps such as overly
permissive access to certain compute instance ports and storage buckets,
minimal use of role segregation using Identity and Access Management
(IAM), and weak password policies
k) Summary of security assessment report that identifies the possible
improvements (prioritized by the severity) to the security and compliance of
applications deployed on cloud
l) Report on upcoming planned changes to provisioning, either possible
optimizations, if any, indicating how the underutilized services can be
reduced to optimize the overall spend, or required enhancements (e.g.,
upgrade to additional storage) to meet the service levels defined in the RFP.

4. Data Digitization and Migration

4.1. Data Assessment

The study of the source/legacy systems must provide comprehensive insights into the
content, structure, quality, and integrity of the source/legacy systems.
Risk Identification and Mitigation Plan for Data Migration: The ERPSI shall identify all
risks associated with the data migration and enumerate mitigation measures and prepare
a Risk Identification and Mitigation plan for Data Migration. The plan must address the
contingency measures to be adopted during the event of a data migration failure. It must
also clearly specify measures to be taken to prevent data loss. It may be preferable to
consider migration of data to a backup system at the same time as the new system to
address data loss due to system failures.

4.2. Data Mapping and Cleaning

A comprehensive data mapping exercise must be undertaken by the ERPSI before
embarking on data migration. A good data map will detail an in-depth cross referencing
of all mutual fields across the source system and the target system. It must include the
following (but not limited to):
a) Names of applicable fields -to (destination) and from (source)
b) Lengths and data types of these fields
c) Mapping of relationships between entities
d) Check on the constraints, unique fields, and integrity checks
e) Any logic involved in mapping such as string truncations or validations against any
business rules.

The ERPSI shall be responsible for migration of operational data as required, including
financial transaction data such as ongoing contracts, employee transaction data etc.

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In the event of any gaps in data migration, the ERPSI shall discuss with Rajasthan
Discoms, document the findings, and get it approved from Rajasthan Discoms.
a) ERPSI shall run mock data migration tests to validate the conversion programs that
have been written.
b) ERPSI shall validate the data before uploading the same to the production
environment.

The ERPSI shall support in conducting the acceptance testing and verifying the
completeness and accuracy of the data migrated from the legacy systems to the proposed
solution.

4.3. Data Migration

Data Migration refers to validation and migration of data from the manual/legacy system
to the new database schema, linking and Meta tagging the documents to the relevant
records in the Document Management System (DMS) and conformance to quality control
requirements. The data should be migrated from the current application and media to the
ERP System during roll out at all locations and prior to ‘Go-Live’ of the application.

The key data migration requirements include:

a) Data conversion: Since there would be significant difference between existing legacy
database table structures and ERP System database table structures, therefore
mapping shall be done between existing tables and proposed tables and data to be
made compatible for migration and migrated into new tables.
b) Perform data cleansing for incorrect/ incomplete data.
c) Perform validation of digitized/scanned records
d) Obtain approval from competent authority on migrated data

The tool and solutions required for performing data digitization and migration must be
designed by ERPSI after adequate study of the data to be migrated.

The ERPSI should submit data digitization and migration strategy in their bid, detailing
all the activities to be performed during the data migration. Indicative broad activities to
be performed by the ERPSI are as follows:
a) An assessment needs to be done to identify the database requirements for the
application envisaged for this project. The data requirements in terms of master data
and transaction data need to be identified, which is required for the envisaged
solution.
b) Migration of complete records available in electronic form is required to be performed
to acceptable quality and standards as prescribed in this RFP.
c) Development of merged database structure
d) Porting of all the data into the database
e) Final updating of the single database

4.4. Additional Requirements for Data Migration

a) The ERPSI shall migrate the data at the implementation sites of Rajasthan Discoms.
b) The ERPSI shall formulate the “Data Migration Strategy document” which will also
include internal quality assurance mechanism. This will be reviewed and approved by
Rajasthan Discoms prior to commencement of data migration.
c) The ERPSI shall incorporate all comments and suggestions of Rajasthan Discoms in
the Data Migration
d) The ERPSI shall perform mock data migration tests to validate the conversion
programs.

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e) The ERPSI shall ensure complete data cleaning and validation for all data migrated
from the legacy systems to the new application.
f) The ERPSI shall generate appropriate control reports before and after migration to
ensure accuracy and completeness of the data.
g) The ERPSI shall convey to Rajasthan Discoms in advance all the mandatory data
fields required for functioning of the proposed solution, and which are not available
in the legacy systems and are required to be obtained by Rajasthan Discoms.
h) The ERPSI shall develop data entry programs / applications that may be required for
data migration in order to capture data available with / obtained by Rajasthan
Discoms in non – electronic format.
i) ERPSI shall conduct the acceptance testing and verify the completeness and accuracy
of the data migrated from the legacy systems to the proposed solution.
j) The ERPSI shall give the template for data migration to Rajasthan Discoms and
Rajasthan Discoms shall furnish the required data on the templates provided by the
ERPSI. The ERPSI shall furnish adequate guidelines to fill the data templates to
Rajasthan Discoms.

4.5. Data Digitization

Data digitization will be carried out to ensure electronic images of paper source
documents, where the image is intended to replace the original as the official record, are
captured. In a way that ensures their reliability, authenticity, and usability over their
entire retention period and that allows the images, or copies produced from the images,
to be authenticated as true copies of the originals and to be admissible as evidence in legal
proceedings.

The entire process of scanning, digitizing and data entry of office documents has been
divided into following stages:
Stage 1: Pre-Scanning
Stage 2: Document Scanning
Stage 3: Post scanning, Storage, Search, Retrieval & Backup
Stage 4: Data Entry

Stage 1: Pre-Scanning (Preparation of Document Prior to Scanning)

a) The documents would be handed over in lots as agreed mutually by the ERPSI and
the Rajasthan Discoms. The ERPSI shall provide acknowledgement of the number of
documents and the number of pages in each document received from the Rajasthan
Discoms. Number of documents/ pages in a file shall be checked in presence of the
representative of the Rajasthan Discoms.
b) The ERPSI will perform all the pre-scanning activities which may include (but not
limited to):
 Numbering of offices to be covered under this project.
 Collection of documents from record room
 Creating an inventory prior to taking files, register and other forms of document
for SCAN
 Removal of dust, tags, pins, threads, rubber bands.
 Application of curative techniques to biologically infected or otherwise damaged
documents etc.,
 Sorting and numbering of pages in the document file in appropriate order.
 Unfold and flatten the documents to eliminate creases and wrinkles
 Numbering of “FILES” with “BARCODED SERIAL NUMBER” under each
department and office sequencing of “FILES” based on “BARCODED SERIAL

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NUMBER” labels (Transparent tape to be applied on “BARCODED SERIAL

NUMBER” to protect it from tampering)
 Preparing the “PAGES” within the “FILE” with “PAGE NUMBERING”
c) The ERPSI will maintain a record of the document details in a log register while
collecting these documents. This log register should contain at least the following
details:
 Description of the document collected /< file No.>
 Size of pages in document (A4/legal/Full scale/note-sheet) along with count
 Total number of pages in the document
 Collected from (Government Official)
 Collected by (ERPSI representative)
 Date of Collection
 Expected date of return
d) The ERPSI will perform all the pre-scanning activities which may include (but not
limited to):
 Numbering of offices to be covered under this project.
 Collection of documents from record room
 Creating an inventory prior to taking files, register and other forms of document
for SCAN
 Removal of dust, tags, pins, threads, rubber bands.
 Application of curative techniques to biologically infected or otherwise damaged
documents etc.,
 Sorting and numbering of pages in the document file in appropriate order.
 Unfold and flatten the documents to eliminate creases and wrinkles
 Numbering of “FILES” with “BARCODED SERIAL NUMBER” under each
department and office sequencing of “FILES” based on “BARCODED SERIAL
NUMBER” labels (Transparent tape to be applied on “BARCODED SERIAL
NUMBER” to protect it from tampering)
 Preparing the “PAGES” within the “FILE” with “PAGE NUMBERING”
e) The ERPSI shall maintain and return the documents in their original form to the
Rajasthan Discoms. Document shall be handled with extreme care so that their
chronology is not disturbed. For example, multi-page documents that must be kept
together (e.g., a letter with an attachment).
f) The ERPSI will take special care in preparing the documents which are too old and
that may not be in good physical condition or are very delicate and may not be
directly scanned. This may include (but not limited to) pasting of torn pages,
straightening of pages, un-binding of files that cannot be scanned directly. Some old
documents may require flat-bed scanners too. The ERPSI may use ironing process to
straighten them. Documents should be prepared such that normal scanner can scan it.
g) The ERPSI shall be responsible for any damage caused by them during the process of
scanning and digitization of records and ensure that all such records are repaired at
their own cost and information is retrieved. In case such retrieval of data or repair of
record is not feasible the ERPSI will compensate for the same by making payment to
the Rajasthan Discoms towards the value of the damaged or lost
data/document/record as valued by the Rajasthan Discoms.
h) Any damage to the documents by ERPSI may attract a penalty.

Stage 2: Document Scanning

a) The ERPSI will perform all the pre-scanning activities which may include (but not
limited to):
 Allocating “FILES” for each “SCANNING MACHINE”
 Scanning each page of the “FILE”

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 133

 Restoring “FILE” in same sequence (Page & File No. wise)

 Creating an inventory for the scanned “FILES” and Check with “Inward Handing
over the physical “FILES” in “AS IS” condition to the respective Single Point of
Contact (SPOC) authorized at each office of Rajasthan Discoms
b) The document /pages shall be scanned at minimum 200 dpi resolution in grey scale
and the size should be not more than 100 KB per image for A4/Legal size pages.
c) ERPSI will use tool for end to end production starting from scanning to second level
quality check (QC2).
d) ERPSI will design database structure which shall be approved by Rajasthan Discoms
and thereafter the same database needs to maintain/store scanned data at every level
of the process including while uploading those data to DMS.
e) ERPSI shall compress the images using appropriate compression mechanism such that
storage space required is saved and at the same time quality of the image does not
deteriorate.
f) The scanned documents shall be converted into any of the standard file formats such
as TIFF/PDF/JPEG/RTF/ODT/PNG or other standard formats as per the
requirement of the Rajasthan Discoms. All the pages of a single digital file will have
to be stitched together to generate an exact replica of the physical file. The stitched
document should be represented in a TIFF/ PDF format or any other standard format
as per Rajasthan Discoms requirement.
g) ERPSI shall use Group IV lossless compression technique or better for black and white
images and LZW lossless compression or better for images in Grayscale. ERPSI shall
use similar approach for color images also.
h) The compressed PDF files created for viewing are required to be 50-80% compressed
as compared to standard CCITTG4/JPEG compression (in TIFF/ JPEG/PDF file
format) for Mono/Grey scale images and shall retain search ability, clarity of image
and print quality.
i) The ERPSI will be responsible for quality assurance and will go through all
documents to see if they are complete and legible. The ERPSI will undertake Quality
Assurance processes for all aspects of processing and post-processing of records
including image capture, indexing, storage and return.
j) ERPSI’s staff will perform quality control checking (QC 1) to ensure that each page is
fully rendered, properly aligned, and free of aliasing/ distortions. Inspection and
quality control data shall always be recorded on the worksheet accompanying each
volume. Whenever necessary (e.g., poor image capture of an illustration), the staff will
re-scan from the original text and insert the image(s) into the proper image file
sequence.
k) ERPSI shall perform the OCR (Optical Character Recognition) on the applicable
documents with 100% accuracy so that the documents can be searched using the text
in the documents.
l) Searchable PDF shall be created in one single step by processing the input image
file(s) thus ensuring that no intermediate manipulation of the contents is possible.
m) ERPSI shall perform following image enhancement activities:
 ERPSI shall ensure that the quality of scanned images is enhanced to the
optimum level and shall perform all such activities required to bring the scanned
image to optimal level such as skew, de-skew to make the image straight
 ERPSI shall carry out cropping and cleaning of images like removal of black
noise around the text, providing equal margins around the text.
 In case the documents are not legible, the ERPSI shall scan the documents at a
higher resolution or in Grayscale. No extra payment shall be made for the same.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 134

 No document shall be scanned more than once, and no blank pages shall be
deleted if they are part of file. The blank page in a file is a page that is entirely
blank or has only Page number or has only rubber stamp.
n) The scanned documents shall be converted into PDF formats as per the requirement
of the end user department. Scanning of Green sheets and Correspondences would be
done separately and stored in a folder. All the pages of a single file will have to be
stitched together to generate an exact replica of the physical file. Scanned Green sheets
would be stitched into a single PDF File separately and Correspondence files would
be scanned separately into a single PDF File. All the pages that are scanned should
become sequential and become individual pages of a single PDF file. All the printed
pages should be scanned as searchable PDF not as Image wherever possible.

Indexing and Cataloguing

a) After documents/images are scanned and stored in digital form, they would be
indexed through robust search Engine capable of searching the “FILE” based on at
least following indexed fields with full or partial match for example:
 File Number
 Wing /Section
 Created On
 Subject /Title of the File
 File Name
 Employee name (In case of personal file)
 Date
b) ERPSI will create metadata fields required for indexing as per the requirement of the
Rajasthan Discoms.
c) ERPSI would use suitable technology and software for Indexing and Cataloguing of
metadata
d) Indexing is to be done by attaching metadata tags to each of the documents.
e) The ERPSI will establish procedure for checking the accuracy of indexing and making
necessary corrections as accurate indexing is required for efficient retrieval of digital
documents from digital storage media.
f) Once all documents are verified and passed by the ERPSI’s quality assurance phase
(QC1), then QC2 will be done on sample basis by Rajasthan Discoms side and then the
approved images will be stored on final digital media of the user’s preference,
complete with their indexes including metadata indexing. At the end of the process all
paper documents will be returned in their original form to the concerned nominated
person of Rajasthan Discoms.
g) Scanned file naming convention and folder structure to be used to store the scanned
files and would be as per the policies defined and approved by Rajasthan Discoms for
file naming conventions in English.

Stage 3: Post scanning, Storage, Search, Retrieval & Backup

A. Post scanning
a) After scanning, the physical document would be pinned together/ tagged in the
same form as it was given for scanning by the individual units of any department.
At the end of the process all paper documents will be returned in their original
form to the department.
b) Each page shall be serially arranged and shall be counted while giving the
documents back to the department
c) The ERPSI must take approval from the user in data completeness and accuracy.
d) Each page shall be serially arranged and shall be counted while giving the
documents back to the department.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 135

e) Version Control mechanism should be allowed. Version Control have to be done

in case of addendum to the pre-existing digitized file. ERPSI will have to make
this facility available in the capture and indexing module.
f) The ERPSI is required to use their own MIS tool to generate daily/fortnightly
reports for tracking the digitization status. These reports would contain basically
summary of records scanned and stored. The release of payments is linked to
daily/fortnightly submission of these reports.
g) The document will be uploaded in DMS (Document management system) by the
ERPSI.
 The ERPSI shall be responsible for the entire uploading procedure.
 The document must be stored in the DMS in a hierarchical manner and with
full security controls.
 The ERPSI will be responsible for creation of folders, subfolders, database
structures in the existing DMS for synchronized digital record keeping
purpose. The ERPSI will give access to documents in DMS to respective data
owner/ nodal officer and other persons for verification, validation, audit, and
confirmation.

B. Document Management System (DMS)

The ERPSI shall provide Document management System (DMS) tools for all the
activities related to digitization storage and user access. This DMS tool will be also
used by Rajasthan Discoms authorities for related work. The IT hardware for DMS
should be same as ERP Application Hosting and should be provided by ERPSI.

The functional requirement specification for the DMS is given in Annexure A (Section
6). Vendors are encouraged to submit additional features over and above the basic
minimum.

C. Storage and Backup

a) The ERPSI has to perform hardware sizing for the DMS and Storage requirements.
The ERPSI shall also be responsible for the sizing of storage space for archival of
data.
b) A folder structure has to be followed while storing the digitized data in the central
storage.
c) Nomenclature of the digitized file should be in accordance with the e-Govt.
standard and should be discussed with the Rajasthan Discoms.
d) The scanned documents will be tagged and stored on DMS.
e) The ERPSI after successfully storing the Scanned and Digitized data on its
computer (after QC2) will transfer the same to the Document Management System
and to access data by Rajasthan Discoms staff.
f) The ERPSI is required to take back-up of incremental data at the end of the day.

Stage 4: Data Entry

a) Data entry to be carried out by the ERPSI from the data scanned by the ERPSI as per
templates provided by Rajasthan Discoms. The ERPSI has to Link each record with
scanned filename/code in the DMS
b) Data already scanned and available in Rajasthan Discoms needs to be entered by the
ERPSI as per templates provided by Rajasthan Discoms in the DMS.
c) Link each record with parent and child barcode document.

A. Estimated Volume of Data Digitization

a) Estimated Volume of data for Employees

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 136

A brief extrapolation of Number for users/Employees on Payroll available for

Rajasthan Discoms is as below:

For JVVNL
Type of Data No. of items (Masters) Type of Digitization Paper Size in case of
(apprx.) (Data Entry/ Scanning) scanning
Employee Total Number of active Scanning old records of Most of the employee
personal details employees: 18647 and employees and entry the records in physical
Pensioners (11157). master data of employee papers in files (note
Presently payroll in ERP side legal and
processing is being corresponding side is
done through existing in A4)
ERP System
Employee Total Number of active
Photographs employees: 18647
Employee Complete service book
service records of employees
Payroll Data Total Number of active
employees: 18647 for
entire service
Open data for Total Number of active
leave employees: 18647
Leaves as per Norms
Employee Employees records
Human related to services such
Resource Data as promotion, ACR,
Transfer posting,
deputation etc.
Data Entry for All data related to
Employee Total Number of active
Human employees: 18647 for
Resource Data entire service

For JdVVNL
Type of Data No. of items Type of Digitization Paper Size in case of
(Masters) (apprx.) (Data Entry/ Scanning) scanning
Employee Total Number of Scanning old records of Most of the employee
personal details active employees: employees and entry the records in physical
13662 and Pensioners master data of employee papers in files (note
(9130). Presently in ERP side legal and
payroll processing is corresponding side is
being done through in A4)
existing ERP System
Employee Total Number of
Photographs active employees:
13662
Employee Complete service
service records book of employees
Payroll Data Total Number of
active employees:
13662 for entire
service

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 137

Open data for Total Number of

leave active employees:
13662 Leaves as per
Norms
Employee Employees records
Human related to services
Resource Data such as promotion,
ACR, Transfer
posting, deputation
etc.
Data Entry for All data related to
Employee Total Number of
Human active employees:
Resource Data 13662 for entire
service

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 138

For AVVNL
Type of Data No. of items Type of Digitization Paper Size in case of
(Masters) (apprx.) (Data Entry/ Scanning) scanning
Employee Total Number of Scanning old records of Most of the employee
personal details active employees: employees and entry the records in physical
14755 and Pensioners master data of employee papers in files (note
(10255). Presently in ERP side legal and
payroll processing is corresponding side is
being done through in A4)
existing ERP System
Employee Total Number of
Photographs active employees:
14755
Employee Complete service
service records book of employees
Payroll Data Total Number of
active employees:
14755 for entire
service
Open data for Total Number of
leave active employees:
14755 Leaves as per
Norms
Employee Employees records
Human related to services
Resource Data such as promotion,
ACR, Transfer
posting, deputation
etc.
Data Entry for All data related to
Employee Total Number of
Human active employees:
Resource Data 14755 for entire
service
Table1: Estimated Volume of Data Digitization

Note:
* Please Note that these are estimated volume and can vary slightly on ground based on
further analysis.

b) Estimated Volume of data for Other Modules

For digitization activity of remaining Legacy/Existing Customer Data/Forms the
utility may calculate the estimated volume of data based on the total files,
estimated pages and Field/Record captured for master data items. For tracking
and locating the files during the data digitization activity the barcoding method
can be utilized by the utility and the ERPSI.

All the remaining Legacy/Existing Customer Data/Forms in addition to HR

needs to be digitized as per the requirement mentioned in table below:

For JVVNL

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 139

No of items
Type of
(Master or Paper Size in
Type of Data Digitization (Data
Transaction) case of scanning
Entry/ Scanning)
(approx.)
Material Master
Equipment Master
Master Data - Items with 990 Scanning A4 & Legal
Drawings
/Specifications/ Pictures
Asset Master 60 Scanning A4 & Legal

For AVVNL
No of items
Type of
(Master or Paper Size in
Type of Data Digitization (Data
Transaction) case of scanning
Entry/ Scanning)
(approx.)
Material Master
Equipment Master
Master Data - Items with 1586 Scanning A4 & Legal
Drawings
/Specifications/ Pictures
Asset Master 60 Scanning A4 & Legal

For JdVVNL
No of items
Type of
(Master or Paper Size in
Type of Data Digitization (Data
Transaction) case of scanning
Entry/ Scanning)
(approx.)
Material Master
Equipment Master
Master Data - Items with 1196 Scanning A4 & Legal
Drawings
/Specifications/ Pictures
Asset Master 60 Scanning A4 & Legal

Table 1: Estimated Volume of Master/Transaction Data

Note:
* Please Note that these are estimated volume and can vary slightly on ground based on
further analysis

B. Quantity Variance
Volume of the document or Record can be varied by 100% and above. Price per unit
will remain same as finalized in agreement at the time of contracts(s).

C. Quality Adherence
Quality check after scanning and metadata entry is of utmost importance. After QC1
level of quality verification, same will be verified by Rajasthan Discoms at QC2 level.
Images clearing this QC2 will lead to submission of the documents to Rajasthan
Discoms for acceptance.
The Quality Checking for Scanned Images shall include the following:
a) The ERPSI should do 100% on screen validation (along with department officials)
and submit the log for 100% QC work done.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 140

b) The ERPSI should check that no page has been scanned twice. Payment for such
extra scanning will not be made to the vendor.
c) Data should be traced back to file from which it got captured.
d) The ERPSI should check scanned records for DPI, Image Quality, Format, Noise
removal etc.
e) The ERPSI should check for the quality of the image
 The image should not be too dark/too light
 The image should not have been captured under improper lighting
 The image should not be cropped from any side
 The orientation of the image should be right
 The image should be in true color mode
 The color is consistent in all the images and not patchy
 The image should not be skewed
 The image should not be blurred
 The image should not have excessive noise
 There should not be any data loss due to folds
 There should not be any data loss due to tight binding and bulge at the center
 There should not be extra darkness at the edges
f) The Quality Checking for Metadata Entry shall include the following:
 Whether all required metadata fields have been captured
g) Whether the metadata captured is correct
h) Vendor should also check that all records obtained from the Rajasthan Discoms
have been scanned and no document has been missed out.
i) The vendor shall generate a report which identifies any mismatch between the
number of documents submitted for scanning and number of documents scanned.
j) The ERPSI can also suggest their quality plan to the Rajasthan Discoms over and
above the quality checks mentioned here. Templates for the same will be decided
with the successful ERPSI before commencement of work
k) The ERPSI shall provide a QC module within the application tool for quality
check, which they will be using during total process of scanning, indexing and
metadata entry.
l) The ERPSI should also install the instances of the application in computers as
required by Rajasthan Discoms officials for quality check purpose at no extra cost
to the Rajasthan Discoms.
m) The ERPSI will appoint skilled and qualified manpower for QC purpose and not
get QC done by operators who have scanned and done metadata entry.
n) All records unacceptable by Rajasthan Discoms (due to improper image, missing
metadata, wrong metadata) will have to be rescanned by the selected ERPSI. The
selected ERPSI will not be remunerated for all such documents re-scanned.
o) Post 100% QC1 by vendor, Rajasthan Discoms officials will perform 2-5% quality
checking (QC2), and if required further Rajasthan Discoms officials may perform
100% quality checking (QC2) on scanned document and metadata.
p) Any damage to the collected documents shall make the ERPSI liable for the same
and can impose a severe consequence which may also lead to the termination of
the contract.
q) After validation, we encrypted this file for Transferring to client Server.
r) Ensure data got transferred to Client Server (or any other method to transfer the
files)
s) Audit by Rajasthan Discoms
 Rajasthan Discoms are entitled to do sample audit of the work as a when
required.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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 In case of quality failure, ERPSI provider’s supervisor will ensure there is no

error in next round of audit and put additional efforts to meet overall project
timelines.

4.6. Other General Requirements

Data entry and digitization service will be carried out at Rajasthan Discoms HQ and
Zonal offices (on indicative basis). Post on-boarding of ERPSI, the ERPSI and Rajasthan
Discoms will finalize the location for data migration and digitization. The soft copy of
digitization work completion report shall be shared with Rajasthan Discoms, or person
authorized by Rajasthan Discoms on end of the week. The ERPSI provider should
preserve the same report for any future use.
a) The ERPSI must carry out scanning and data entry on iterative basis as required by
Rajasthan Discoms till ERP GO LIVE Phase.
b) Share Daily Progress Reports/Dashboard and share for tracking and monitoring
c) The ERPSI provider will ensure data of Rajasthan Discoms remain secure and
protected. Rajasthan Discoms is entitled to cancelling the contract and take necessary
actions against ERPSI provider in case of any breach.
d) Payment shall be made as per the terms and conditions mentioned in RFP.
e) The ERPSI provider shall be responsible for maintaining the service standards,
coverage, quality, and timeliness of Data Entry Services in their respective Rajasthan
Discoms.
f) The ERPSI will deploy “supervisors” who shall serve as single point contact for the
Rajasthan Discoms, for their respective work and monitoring and reporting on the
performance of Data Entry Services.
g) The Supervisors shall be responsible for communication regarding issues related to:
 Data Collection,
 Data Quality Audit,
 Supportive Supervision and reporting,
 DEO Deployment, etc.
h) The ERPSI shall facilitate submission of Daily/Weekly/Monthly Reports to Rajasthan
Discoms, as per the formats finalized for Rajasthan Discoms
i) The ERPSI shall be responsible for their Infrastructure, IT equipment, consumables
and supplies required for data entry operations.
j) The ERPSI provider is free to decide the number of resources to complete in the task
at any location.
k) The data entry service will be provided as per work schedule/shift of Rajasthan
Discoms.
l) Rajasthan Discoms may grant the ERPSI provider, viewing access rights for an
internal system and already digitized the data for Data Entry.
m) The ERPSI provider shall hand over all the documents/ submissions/ presentations
or any other data for information collated/digitized (as per the scope of this project to
the Rajasthan Discoms) at the termination or end of the contract.
n) It is the responsibility of ERPSI to take AMC for their computer and laptops with
necessary provisioning on the internet.
o) Rajasthan Discoms will not provide any hardware or software support.
p) Rajasthan Discoms will not be responsible for any delay due to breakdown or
unavailability of hardware/software and Other General Requirements.
q) ERPSI shall add/replace poor quality scanned images/documents on its own, for
which it shall not be entitled to get any extra payment.
r) The files / documents will not be allowed to be removed from premises allocated to
the ERPSI. Suitable hardware infrastructure/facilities have to be established onsite at
the premises that shall be allocated to do the digitization work.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 142

s) It is the absolute responsibility of the ERPSI to ensure that the contents of the digitized
documents shall be an exact replica of the original paper document maintained as part
of the records in the books/file. This will be a mandatory condition for the ERPSI.
t) Under no circumstances the documents shall be changed, mutilated, destroyed, or
replaced by some other documents.
u) Rajasthan Discoms, or any Rajasthan Discoms authorized agency/person can carry
out quality checks periodically for scanning and data entry services.
v) Once the project commences, the Rajasthan Discoms shall evaluate the vendor’s
performance based upon the outputs provided and the Rajasthan Discoms reserves
the right to ask the vendor to replace any equipment with similar equipment in better
condition or superior equipment if the output does not meet the requirements of the
Rajasthan Discoms.
w) Complete secrecy and confidentiality of physical/Digitized records is required to be
maintained by the successful ERPSI.
x) The Scanned and Digitized records will be the property of the Rajasthan Discoms.
The ERPSI will have no right, title, or interest in it and will not use it elsewhere.

5. ERP System Integration

ERPSI shall ensure that the ERP system is able to share data in industry acceptable protocols
and formats. The proposed solution shall be based on an open architecture and supports
various types of interoperability and integration methods including viz. SOA, API, EAI,
Messaging Queuing, XML based file transfer, Flat file transfer etc.

ERP System must maintain integration logs that confirm the success or otherwise of the
integration interface. All external systems should be integrated with the ERP System based on a
consistent, real-time or batch processing data exchange methodology operating in an automatic
manner without any manual intervention unless specifically required.

The Bidder are expected to make note of the following application modules which are already
implemented at Rajasthan Discoms.
a) MDM by multiple AMISP
b) RMS (Billing) existing System / RAPDRP application suite
c) Smart Customer Care Center
d) SCADA/DMS/ OMS/ RT-DAS/ Basic SCADA (Existing/Upcoming)
e) FDRMS (Feeder Data Reporting & Monitoring System), GPRS Communication
f) Upcoming Utility Billing System under RDSS
g) Vendor Self-Management System – For Inspection of Material
h) AMR System - DT Meters & HT Consumers –MDM System, GPRS Communication.
i) AMI – MDM, HES, Meters, RF Communication – Approx. 4 Lakh meters
j) PMA – ARM Tool
k) Mobile application (Consumer/Discom) and/or Common mobile application for smart
meter (O&M, Customer, CI, MI),
l) Application Portals (Consumer/Discom)
m) State Government and National Portals/NPP, URJA App, 11kV RFMS, Urja Mitra, E Mitra,
PFC/ REC/ BEE/ EESL/ CEA/ NIC/ DoIT portals.
n) Roaster management and load forecasting
o) Power transformer and health monitoring
p) GIS, Network Analysis, Asset Management
q) SMS Gateways, email Gateways, various payment Gateways, Vidyut Saathi/ Urja Sarthi,

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 143

Bijalee Mitra/ R-APDRP portals/ Discoms DT/Consumer AMR system/ RT-DAS/

SCADA-DMS/ ERP system
r) State Data Lake
s) Migration to Common/State Level Prepaid Engine
t) Other upcoming systems

ERPSI needs to propose appropriate middleware solution for integration between ERP System
and other supporting system including but not limited to the followings:

1. All required data residing in existing legacy applications to be identified and transferred /
integrated with ERP System.
2. End to End Integration of supplied ERP system and supporting solution with existing IT
/Business Solutions and applications implemented across the value chain of Rajasthan
Discoms.
3. Integration with any upcoming IT/Business systems at Rajasthan Discoms like Payment
Gateway, Metering-Billing-Collection (MBC) Solution, Bio-metric system etc.
4. All interfaces should self-checking so that any exceptions or data validation errors are
reported by the system.
5. The integration middleware should be based on Service Oriented Architecture (SOA) and
other forms of Application Program Interfaces (API) and use publish / subscribe
mechanism.
6. The Solution to be proposed as part of the bid will need to be integrated with any or all
the above-mentioned application modules
7. To ensure that the integration is seamless with other applications would also be in the
scope of Bidder
8. Any adapters, licenses, tools, scripts etc. required for integration with the existing and
upcoming IT solutions of Rajasthan Discoms will need to be arranged by the Bidder
9. Since all the existing IT Solutions & application modules are already in production and are
business critical applications which bring in huge revenue for the Rajasthan Discoms, it
will be ERPSI’s responsibility to ensure minimal downtime for integration and flawless
integration which doesn’t disrupt any of existing business processes or cause any revenue
loss to the Rajasthan Discoms.
10. The integration mechanism adopted must have minimal impact on the existing systems
11. The access to data will only be through business rules i.e., the applications will not access
data directly without going through APIs managed by business
rules/validation/workflow.
12. The integration middleware/interface must validate the Data to be integrated
13. It must maintain integration logs that confirm the success or otherwise of the interface.
14. Rajasthan Discoms can arrange for a session with existing the ERPSI in case the ERPSI
need to understand any of the existing solutions and clarify their doubts.

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6. Audits and IT Security

6.1. Audits & Reporting
The audit and reporting activities will be carried out by any internal authority, Product
OEM, or any Third-party agency to ensure the compliance with quality and overall
requirements captured in RFP for ERP System to achieve the goals and objectives as
envisaged by Rajasthan Discoms.

ERP System being deployed as a part of this project, will require an auditing and
validation both initially as well as on an ongoing basis. The audit activities are mandatory
and shall be carried out periodically inline to the timelines/frequency captured as per
audit requirements of RFP. However, in case of any exception the audit and validation
activities can be carried out in an ad-hoc basis, at the discretion of Rajasthan Discoms.
The ERPSI must understate to cooperate and support such audit or validation activities
conducted by Rajasthan Discoms or any of its appointed agency.

ERPSI will be responsible for facilitating and extending full cooperation for audits by any
internal authority, Product OEM, or any Third-party agency.

To carry out ERP System audit (OEM Audit), the cost for first 03 iteration shall be borne
by The ERPSI including the cost to incorporate any post audit suggestions
/recommendations.

However, for any other third-party audit, the cost will be borne by Rajasthan Discoms. If
in case, due to un-fulfilment of requirement due to ERPSI, multiple iterations (more than
1) are required to be carried out for any third-party audit, then the cost of further audits
will be charged to ERPSI for any subsequent iterations or visits of third-party auditors.

The audit and validation activity will be carried out to identify, assess, evaluate, and
recommend on but is not limited to, the following:
a. Performance
b. Security
c. Manageability
d. Customized Source Code
e. OEM Standard and Compliance
f. Availability of Services
g. Functional and Technical Specifications
h. Policy and Procedure
i. Service level requirement
j. Software and supporting system
k. Hardware and other components
l. Project Documentation etc.

6.1.1. Auditing
The purpose of audit will be to assess, evaluate and assure to the management of
Rajasthan Discoms, that the implemented ERP System, process, policy, and
elements of systems are functioning properly and effectively to achieve the

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planned objectives. In case, any element of the solution is not functioning in line
to the specific requirements and standards, then audit shall recommend the
required corrections and corrective action.

The audit activity shall include verification, examination, and evaluation of

overall solution with objective evidence to assess, that ERP System solution has
been designed, developed, implemented, and documented in accordance and in
conjunction with specified requirements.

The audit and validation activities under this will include but is not limited to,
the following mentioned activities:

6.1.1.1. Service Level Agreement (SLA) Audit:

The quarterly monitoring and performance review of The ERPSI against
the monthly formulated reports for SLA.
a. A designated third party or personal from Rajasthan Discoms will
review the performance of The ERPSI against the SLA.
b. The SLA reports shall be formulated based on the automated system
generated reports.
c. The ERPSI shall submit the system generated monthly SLA report to
the designated Nodal officer as per agreed frequency and timeline.
d. For requirement of SLA audit, the Rajasthan Discoms may perform a
visit either by internal department or by an external contractor at
respective Data Center and Disaster Recovery Center locations.
e. The review / audit report will form a basis of any action relating to
imposing penalty on or breach of contract of the ERPSI.
6.1.1.2. ERP System- OEM Audit
This audit activity shall include the validation and assessment of entire
ERP System and supporting systems through Original Equipment
Manufacturers (OEMs). The required activity shall be performed on the
entire implemented solution to certify that all necessary standards,
precautions, and guidelines has been adhered to achieve the optimal
performance of the solution.

A. First Iteration of Audit – Blue Printing and Designing of ERP

System
a. Review of AS-IS, TO-BE, Gap analysis, Solution mapping
document and technical design document along with any other
related document
b. Prepare module wise detailed observations covering &
including but not limited to process coverage, usage of ERP
System functionalities, risks in customized processes (if any).
c. Data Migration and Digitization strategy with the proposed
data conversion templated and migration strategy for existing
IT Solutions, if required.

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d. Shall include recommendation on industry best practices for

Rajasthan Discoms as appropriate e.g., organization structure,
codification etc.
e. Audit to ensure installation of proper versions and licenses ERP
System including, but not limited to ERP System Software’s
licensing, integration middleware, supporting systems, any
other layer of software etc.
f. Verification of standard ERP System functionalities including
module, sub-module which can be used to meet Rajasthan
Discoms requirements
g. Verification and review of the custom development approach
and methodology as per standards recommended by ERP
System OEM. Further, OEM will also identify risks for
Rajasthan Discoms in such developments
h. Review of all custom developed components / objects / process
etc. with risk assessment (if any)
i. If any standard ERP System functionality, module or sub-
module is not used by ERPSI same needs to be informed to
Rajasthan Discoms.
j. ERP System OEM audit process will include review of solution
documents and on-site discussions with ERPSI and Rajasthan
Discoms.
k. ERPSI will be required to comply with ERP System OEM
observations
l. After compliance by ERPSI, ERP System OEM will verify and
confirm that all relevant observations/recommendations are
incorporated by, and the solution provided by ERPSI is
acceptable to ERP System OEM considering Rajasthan Discoms
requirements.
m. ERP System OEM will prepare a detailed audit report and
submit the same to Rajasthan Discoms. If required, ERP
System OEM need to present audit findings to management of
Rajasthan Discoms.

B. Second Iteration of Audit – Posts Development, Configuration and

Rollout of ERP System
ERP System OEM will verify the specification and configuration to
confirm, but is not limited to, the following mentioned activities:
a. The OEM will verify and confirm before Go-live, the technical
preparedness of the system is appropriate for Go-live
b. The OEM will review technical & operational procedures,
system performance, user support documents & structure is as
per scope and OEM standards
c. Shall verify that the implemented solution is in line with the
standard practices

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d. The OEM will conduct audit to confirm that the solution is

performing as per Rajasthan Discoms SLAs. The audit report
will be a pre-requisite to the completion of ERP System
stabilization phase.
e. In case, if there is any variation, OEM will inform that
implemented specifications /functionalities etc. will suffice the
requirements of Rajasthan Discoms
f. If the specifications are not enough, OEM will inform and
provide a detailed report containing risks and impact on the
overall solution to Rajasthan Discoms.
g. The ERPSI will have to take corrective actions based on OEM
recommendations. Post incorporation of the recommendations
the ERP System OEM will verify the compliance of the same.
h. ERP System OEM will ensure closure of all audit observations
to its satisfaction and provide final report to Rajasthan
Discoms.

The duration of OEM Audit shall be min 80 days. However, utility may
decide the higher man-days for Audit OEM, if found necessary as per
their requirement days including all audit activities and post audit
compliance checks and validation.

The following will be the deliverables of such OEM engagements and the
mechanisms for follow up actions.
a. The mechanisms.
o All the review by the ERP OEM will occur in collaboration with
Rajasthan Discoms and the ERPSI team.
o The ERPSI shall be required to participate in the Review program
conducted by Rajasthan Discoms and the ERP OEM.
o The ERPSI shall depute their competent persons to participate in
the review programs.
o The Review program will look for best implementation practices
while following a prescribed methodology.
o The extent and frequency of the review shall be determined by the
ERP OEM in consultation with Rajasthan Discoms but shall be
frequent enough to validate each of the major project milestones.
o While some of the review will be required to be done at the
project site, some of the reviews of codes or documents can be
carried out at the location convenient to the ERP OEM.
o The ERP OEM team will plan the activities in consultation with
the ERPSI and Rajasthan Discoms and the ERP OEM will report
directly to Rajasthan Discoms on all the matters related to their
activities.

b. The deliverables.

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oThe deliverables of the activities of the ERP OEM will, at the

minimum include recommendation reports, suggestions on
specific action items, minutes of the meetings and approval
certificates.
c. The follow up actions.
o The ERPSI is required to incorporate the recommendations arising
out of the expert services provided by the ERP OEM.
o The ERP OEM also will be responsible for helping Rajasthan
Discoms to get its suggestions/recommendations implemented.
o The ERP OEM should validate the incorporation of the review
findings on behalf of Rajasthan Discoms.
o The efforts required for incorporation of the recommendations
/suggestions /comments etc. arising out of the activities of the
ERP OEM expert services, will be part of the normal
implementation effort for the project and treated as rework for
inadequate quality. Rajasthan Discoms will not accept any
change requests for these efforts.

User and Rajasthan Discoms feedback

a. The ERPSI is expected to build adequate mechanisms to get the
feedback from different users of the ERP system during different
stages of the project. The users/stake holders for providing their
feedback will be identified by Rajasthan Discoms.
b. The ERPSI is expected to deploy in this project the expertise and
experience of similar projects carried out by them earlier. Although it
is not expected that these experts will be full time on site for the
project, it is expected that all the key deliverables will go through a
review with these experts. Similarly, the ERPSI is expected to deploy
all the quality assurance mechanisms as per international quality
standards for this project.
c. The ERPSI should clearly indicate up front what are the deliverables
which will go through internal review, what type of expertise will be
deployed for these reviews and what are the deliverables which will
follow the quality assurance plans.
d. If any of the deliverables are not acceptable to Rajasthan Discoms or
its appointed experts, it will have the right to seek deployment of
experts from the ERPSI to review the deliverables.

Mechanism to adopt feedback

There are three types of feedback for the deliverables – from the ERP
OEM, from the users/stake holders and from the internal experts of the
ERPSI. The following is expected from the ERPSI on the feedbacks.
a. All the feedback will be discussed with Rajasthan Discoms and
based on guidance from Rajasthan Discoms, will be incorporated
into the project

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b. Since the feedback for any rework is by nature correcting the

inadequacy of quality of the work produced in the first place,
Rajasthan Discoms will not accept any change notice requests for
these modifications
c. The ERPSI has to build adequate mechanisms to control the risks of
time over runs possibly due to effort required to rework bad quality
deliverables
d. The ERPSI has to indicate in the beginning and during the start of
each phase how it plans to take feedback and the mechanisms to
incorporate the feedback into the project plan and deliverables

ERPSI will report to Rajasthan Discoms on how the feedback have been
incorporated into the project deliverables and take a sign off from the
designated authority of Rajasthan Discoms.

6.1.1.3. IT /Cyber Security Audit

A yearly audit of IT security and Cyber security practices by CERT-IN
certified Third-party agency to assess and evaluate the implementation of
security policy and vulnerability assessment. The report shall include the
parameters as per the agreement with Rajasthan Discoms and rate the
security implementation in three grades i.e., Satisfactory, Requires
Improvement and Unsatisfactory.
a. Security Audit shall include but not limited to vulnerability
assessment, penetration testing, application security assessment,
application assessment for entire infrastructure.
b. Third party agency shall be responsible for implementation of
information security controls and perform periodic assessment.
c. It shall propose ways to enhance the protection of ERP System &
supporting cloud/ IT Infrastructure.
d. Secure Configuration Review: Third Party Agency shall review the
security configuration of ERP System and provide the detailed report
that include the recommendations for remedial actions.

6.1.1.4. Business Continuity Plan (BCP)

A yearly audit of Business Continuity Plan (BCP) to ensure the adequacy,
completeness, and appropriateness of plan through various means
including availability of technologies, processes, and people to
implement the plan that all broadly covered under the umbrella of
business continuity and disaster recovery. The audit of business
continuity plan shall validate its major components and parameters as
per agreement with Rajasthan Discoms shall rate the performance of
BCP activities in three grades i.e., Satisfactory, Requires Improvement
and Unsatisfactory.

The overall audit activities shall be carried out with an intent of "As-Is"
assessments to assess the current operational capabilities of Data Center

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and Disaster Recovery Center Services, NBSP Services, SDWAN, Help

Desk Service Centers, Services suppliers etc. This activity shall take
support of extensive use of data analytics to enhance the audit coverage
and focus on "risks that matter". The auditor shall follow the 360-degree
approach to identify and mitigate risks related to both operations and
legal compliances. To benchmark against industry peers to implement
the most efficient practice and policies.

It should be a rigorous program management and quality monitoring

mechanism to ensure seamless delivery of assessments despite large
volume of system. The audit program shall be structured to complete the
reviews in minimum time with no disruption to daily business activities.

6.1.1.5. Follow-up Audit

Post completion of audit assessments (Internal or external) may have the
findings that require corrections and corrective action. Since most of the
corrective actions cannot be performed at the time of audit.

Rajasthan Discoms may require a further follow-up audit to verify that

corrections were made, and corrective actions were taken. The Rajasthan
Discoms may also conduct the follow-up audits to verify the preventive
actions taken because of performance issues that may be reported as
opportunities for improvement.

6.1.1.6. Reporting
The ERPSI shall provide the necessary support and co-operation for
overall monitoring of the ERP System. For purpose of monitoring the
ERPSI shall provide the system generated reports with a provision of
further detailed analysis, if required.
The ERPSI shall formulate an exhaustive list of required reports and seek
the concurrence of Rajasthan Discoms. The ERPSI should submit the
reports on a regular basis in a mutually agreed format. Each report shall
be circulated and submitted to the designated Nodal Officer of Rajasthan
Discoms in the format mutually agreed upon. An indicative list and
frequency of such reports are as following:
1) Weekly reports
a. Backup and restoration
b. EMS / NMS Report
c. New Software Patches
d. Resource utilization of critical components
e. Data Migration Report
f. Changes Made in Database
g. Changes Made in Middleware
h. DC and DR Replication Report
i. DC and DR Access Reports etc.

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2) Monthly reports
a. Summary of resource utilization for all components in DC/DR
b. Log of preventive / break-fix maintenance undertaken
c. Summary of usage of storage media provisioned
d. Summary of major and minor changes undertaken in DC/DR
e. DC and DR Availability and Operations Report
f. Database Growth Report
g. Summary of Incidents reported
h. Consolidated SLA / Non-conformance Report
i. Integration Services
j. Help Desk Services
k. Project Management
l. IMAC Services
m. Resource Attendance
n. Service Management Controls Report
o. Change and Release Management
p. System Maintenance Reports etc.

3) Quarterly Reports
a. Asset database report and Asset audit report
b. Feedback report from users for services rendered.
c. Security Audit Report

4) Incident Reporting (as and when it occurs)

a. Any system/component failure with root cause analysis
b. Peaking of resource utilization on any component
c. Bottlenecks observed in the system and possible solutions and
workarounds.

5) Security Incident Reporting (as and when it occurs)

a. Detection of security vulnerability with available
solutions/workarounds for fixing.
b. Hacker attacks, Virus attacks, unauthorized access, security
threats, etc. — with root cause analysis and plan to fix the
problems.
c. Any hazards or events like Fire, environmental conditions,
physical security, etc. at DC / DR.

6.1.1.7. Indicative Schedule for Audit

Sl.
Activity Frequency Audit Agency
No.
At discretion of Rajasthan
1 SLA Audit Internal/Third Party
Discoms
Twice:
ERP System - 1. Post Solution Design
2 ERP System OEM
OEM Audit 2. Before ERP System Go-
Live

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 152

IT/ Cyber
3 Yearly Internal/Third Party
security Audit
4 BCP Audit Yearly Internal/Third Party
Table 2: Schedule for Audit

6.1.2. Security Requirements and Features

The ERPSI will have to establish all the necessary procedures / infrastructure/
technology / personnel to ensure that the ERP System Security is not
compromised.
Broad Security requirements are:
a. Security features should be compliant with the e-Governance Security
Guidelines (e Gov Security Standards Framework
(www.egovstandards.gov.in), National Cyber Security Policy (NCSP 2013)
and NCIIPC Guidelines All systems should have integrated security features
that are configurable by the system administrator to control access to the
application, functional modules, transactions, and data.
b. Public key verification methods should be followed for verifying that the
contents of a document have not been tampered with and allowing the
receiver to confirm the identity of the sender.
c. The applications should require the use of unique user IDs and passwords
for authentication purposes and digital signatures, Biometric and other
devices as applicable.
d. The application should allow for the following:
a) The enforcement of password standards
b) The establishment of a specified period for password expiration, and
c) The prohibition of recent password reuse
e. System administrator should be able to define functional access rights and
data access rights by assigned user ID, functional role, and owner
organization.
f. The systems should permit the system administrator to assign multiple levels
of approval to a single user.
g. System administrator should be able to restrict access to sensitive data
elements by named user, groups of users, or functional role.
h. System should be auditable as per requirements from time to time.
i. System should have audit logging capability to record access activity,
including the following:
a) All log-in/log-out attempts by user and workstation
b) User-submitted transactions
c) Initiated processes
d) System override events; and direct additions, changes, or deletions to
application-maintained data
j. System should provide the ability to query the audit log by type of access,
date and time stamp range, user ID, IP address and terminal ID.
k. All the information assets (information and information systems) should be
classified, and security should be defined according to criticality of the
information asset. All the data / information contained within systems or in

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hard copies related to this project, are owned by Rajasthan Discoms. No

information should be made public either directly or indirectly nor allowed
to be accessed by unauthorized persons.
l. System audit should be enabled for all the information assets to establish
detective controls. System should have evidence, like audit trails, logs,
registers, proof of background checks, approvals from Rajasthan Discoms or
its designated agency, support for various decisions, support for accounts
etc. for the purpose of third- party security audit.
m. System should have security incident management procedures. This incident
management procedure has to use Technical Support facilities and should be
reported in the incident management System.
n. Should have system development and change control procedures including
effective segregation of duties and environment.
o. Proper protection against malicious software should be ensured. This would
include implementation of an effective anti-virus solution, scanning viruses
at regular intervals or on certain triggers and updating the solution as and
when new patch is received from the anti-virus solution provider.
p. Should have proper logical access security for all the information assets.
Entire network including servers, communication links, database etc., should
be logically segregated from rest of the networks.
q. Should ensure suitable technical and procedural controls to protect the
network. Wherever the ERP project network comes in contact with an
untrusted network, additional security measures should be taken like
firewall, IDS, DMZ, proxy server, encryption etc.
r. Should have a business continuity plan and a disaster recovery plan that
should be implemented before commencement of the operations. Robust
backup procedures should be established for the same.

6.1.2.1. Cyber Security

The ERPSI shall provide end-to-end cyber security services to meet IT
security challenges for ERP System based on the proven frameworks and
security best practices. It is vital that the processes and technology
supporting the Information Security function for ERP System are proven
and compliant to best practices/ standards. It is envisaged that the cyber
security operations shall be centralized, structured, coordinated, and
responsive resulting in effective cyber threat prevention and detection,
thereby securing ERP System from attackers. The Information Security
functions shall respond faster, work collaboratively, and share
knowledge more effectively.

The ERPSI shall bring advanced data analysis and forensics insight to
provide the following services to Rajasthan Discoms:

Sl. No. Cyber Security Requirement for ERP

1. Security Services for DC/DR at CSP
2. Security Services for ERP Platform

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Sl. No. Cyber Security Requirement for ERP

3. Web Application Firewall Services
4. Firewall Services
5. IPS Services
6. HIPS Services
7. Anti-APT Services
8. DDoS Services
9. Anti-Virus Services
Table 3: Cyber Security Requirement

6.1.2.2. Security during Development & Integration Phase:

The ERPSI shall meet the security requirements listed below (including
but not limited to) during the development and integration stage:
a. The ERPSI shall address emerging cybersecurity vulnerabilities in
their software coding under System Development Life Cycle (SDLC).
This should be done by taking into consideration the SANS Top 25
Most Dangerous Programming Errors and the OWASP Top 10
Projects.
b. The ERPSI shall propose a legacy data cleansing approach.
c. The ERPSI shall propose a security mechanism to be used for API and
adopt the best practices such as OWAPS guidelines to ensure
security.
d. The ERPSI shall promptly notify Rajasthan Discoms when
vulnerabilities are found in their code.
e. The ERPSI shall apply security related patches and updates.
f. Remote access by the ERPSI will only be performed using technology
authorized by Rajasthan Discoms.
g. Any data interfaces implemented or built by the ERPSI will be
required to have encryption and authentication (strong
authentication when possible.)
h. Files containing Rajasthan Discoms information will be transferred
using encrypted file transfer techniques agreed upon by both parties.

6.1.2.3. Security during Operations phase

6.1.2.3.1. Security Policy
ERPSI shall be certified for ISO 27001 (Information Security
Management System). It will adopt leading information
security framework and business continuity management
systems requirements (such as ISO 22301) to define, monitor
and update security policies (including network, server,
application, and website/mobile app security). Copy of ISO
22301 certification or the business continuity plan adopted to
be submitted by the bidder with the technical bid.
6.1.2.3.2. Incident Response
ERPSI shall do the analysis of application and network
incidents, do post-incident reporting, and implement practices
to ensure rapid response to attacks.

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The ERPSI shall do a proactive review of incident response

plan to improve incident response time and implement
continuous improvement process to strengthen overall
effectiveness of security.
6.1.2.3.3. Distributed Denial of Service (DDOS) Protection
ERPSI should secure ERP System against DDoS attacks such
as network and application level attacks with minimal
business disruption. For DC/DR, it must keep the businesses
up and running at high performance levels even under attack,
avoiding any monetary losses and serious reputation damage.

6.1.2.4. Malware Analysis

ERPSI shall conduct analysis of newly discovered malware to uncover its
scope and origin. Perform dynamic real-time analysis of advanced
malware identified and prevent true zero-day and target attacks which
can aggressively evade signature-based defenses through various
channels such as Web, Email & Files.
ERPSI shall perform the threat analysis of unwanted or suspicious
malwares by the behavior or signature-based deduction and take input
from the logs, detection, vulnerability, or suspicious activities feeds IOC.

6.1.2.5. User Authentication and Control

ERPSI shall define and implement highest level of access governance.
The proposed of this solution is to have an enhanced user role security
where access should be restricted to only authorized users with multi-
factor or two-factor authentication.
The system should have access control features for controlling the access
rights over the system and over the various functions/features available
for different types of users. Best practices from enterprise security
including password strength, password aging, password history, reuse
prevention etc. must be followed for access control.
Application user authentication and authorization related transactions
should be encrypted and used a wide array of authentication schemes,
standards, or token types to ensure that only valid users and applications
get access.
a. The ERPSI must ensure that end user access to DC/DR at server is
through SSL, VPN.
b. The ERPSI must ensure DC/DR at Cloud should have built-in user-
level controls and administrator logs for Transparency and audit
control.
c. DC/DR at Cloud shall have access control policy and ensure role
level access control employed with ability to manage roles & identity
centrally.

6.1.2.6. Hardening

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All unnecessary packages must be removed and/or disabled from the

system. Additionally, all unused operating system services and unused
networking ports must be disabled or blocked. Only secure maintenance
access shall be permitted, and all known insecure protocols shall be
disabled.
a. ERPSI shall provide consolidated view of the availability, integrity,
and consistency of the Web/App/DB tiers on DC/DR at Cloud.
b. ERPSI must ensure Database nodes (RDBMS) should be protected
with higher security layer at DC/DR at Cloud.

6.1.2.7. Security Audit

The ERPSI shall engage with the Cert-IN empaneled agency appointed
by Rajasthan Discoms and ERPSI or CSP will cooperate fully with the
auditor. The auditors shall be responsible to conduct the following
activities:
a. Security Audit that includes (but not limited to) vulnerability
assessment, penetration testing, application security assessment API
testing and Mobile application assessment biannually (once in six
months) for entire infrastructure.
b. Implementation of information security controls and perform
periodic (once in a year) assessment.
c. Propose ways to enhance the protection of ERP System & Supporting
IT Infrastructure.
d. Ensure the applications are free from OWASP Top 10/SANS and
CERT-IN web/mobile application vulnerabilities as released from
time to time.
e. ERPSI is responsible for mitigating all security risks found and
continuous monitoring Activities. All high-risk vulnerabilities must
be mitigated within 15 days from the date vulnerabilities are formally
identified.

Apart from the ERPSI’s tasks, a third party agency shall be appointed to
conduct:
o Source Code Review: Third party agency shall review the source
code of web and mobile applications for hidden vulnerabilities and
design flaws. It shall also verify whether security controls are
implemented appropriately.
o Secure Configuration Review: Third Party Agency shall review the
security configuration ERP System and provide the detailed report
that include the recommendations for remedial actions and submit
the results to Rajasthan Discoms

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7. Training Requirements
The primary objective of the training is to achieve 100% user adoption through technical and
behavioral competencies covering all end users of Rajasthan Discoms. Training shall be
provided in both Second Language & English Language as required, mostly in Second
Language to Field Staffs. The ERPSI shall propose a training plan (including training
curriculum and calendar) so that there is a proper transfer of knowledge about the deployed
ERP systems to utility staff.

The audience of the trainings shall vary for each type of training. The basic computer & IT
Solution training will cover all Class-A, Class-B, Class-C, and Class-D [Technical & Non-
Technical] employees of the Rajasthan Discoms. The end user training for various ERP System
Modules and Other associated systems shall be for the users of the respective modules of the
system. The ERPSI shall provide training sessions to all employees from lower level to higher
level including officers from Rajasthan Discoms on the domains listed in below table.

Training for Employees of Rajasthan Discoms in case of ERP System shall be on below
areas:

a. Professional Training (Implementation team) - This is the training for the core group of
implementation team of the Rajasthan Discoms. The Implementation/Core team will
comprise of members from IT domain. Each member would be trained in the relevant
function / module. This Training would be required to be given to approximately 90 to 100
personnel for ERP System. It is the responsibility of the ERPSI to deliver this training.
Standard curriculum designed and agreed by the Rajasthan Discoms for Cloud Solution,
hardware, software, and network preferably from the OEM partner or OEM’s certified
training partner shall be arranged for each group.

b. End User Training - The ERPSI will provide training to all end users of ERP Systems. The
End Users/Business Users team will comprise of members carrying out day to day
operation and task at Rajasthan Discoms for ERP System. Each member of End
User/Business user group would be trained in the relevant function / module. This
Training would be required to be given to 8000 personnel in physical/virtual mode (For
each Discom, 600 sub offices with one user & 400 offices with 5 users. 200 higher level users
from all Discoms) for ERP System.

On instruction & approval of Nodal Officer, the train the trainer approach shall be adopted by
the ERPSI for training & handholding. The Certified Functional, Technical, System
administration and Database management training for core team of Rajasthan Discoms should
be arranged by the ERPSI directly from OEM/OEM Certified Resources.

The training must be conducted using assistance from official OEM course curriculum mapped
with the Cloud Solution and Software Product’s to be implemented in the Rajasthan Discoms.
The Training Curriculum along with Calendar need to be included as a part of technical
proposal. The details of minimum training curriculum and important consideration for training
is mentioned below:

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a) Training Curriculum – ERP System Modules

Training for Utility

Application
Training Administration
Development & Cyber/
of Trainings
Category ERP Modules Integration IT
Business (Core Team)
(Core Team) Security
users
ERP Mobile (Core
(End Serv Databa Netwo
Modul Applicat Team)
Users) er se rk
es ion
Day to Day
Business
Basic √ √ √ √ √ √ √
Operations on
ERP Modules
Basic Network
√ √ √ √
Management
Advance
Network
Network
Management
√ √
&
Administratio
n
Basic Cloud,
Hardware &
√ √ √ √ √
Server
- IT
Management
Infrastruc
Advance
ture
Cloud,
Hardware & √
Server
Management
Basic Database
√ √
Management
Advance
Database
Database
Systems
Administratio √
n &
Management
Basic Trouble
shooting &
√ √
ERP Operations
System – Training
Module Advance
Stack Trouble
Software’s shooting & √
Operation
Training

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Training for Utility

Application
Training Administration
Development & Cyber/
of Trainings
Category ERP Modules Integration IT
Business (Core Team)
(Core Team) Security
users
ERP Mobile (Core
(End Serv Databa Netwo
Modul Applicat Team)
Users) er se rk
es ion
System Source
Code
Development,
Customization
, Integration &
other
associated
activity to
√
develop in-
house
competency
for
maintenance &
development
of ERP System
Modules
Basic Mobile -
Applications √ √
ERP
Operations
Modules
Basic Mobile -
Mobile –
Applications √ √
Software
development
(IOS,
Advance
Windows,
Mobile
android) √
Applications
Development
Detailed
software
testing
training must
Software be imparted.
Testing The course can √ √ √ √ √ √ √
Training be finalized in
discussion
with
Rajasthan
Discoms.
Train the Trainers (Super
√ √ √ √ √ √ √
Users)
Table 4: Training Curriculum ERP System
Note:
1. The Training Curriculum for ERP system mentions the indicative subjects on which trainings should be
imparted by the ERPSI.

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2. The Training Curriculum for ERP Modules mentioned above are indicative and will be finalized based
on agreement and discussion between Rajasthan Discoms and the successful Bidder i.e., ERPSI.
3. The Business Users and Core users will be identified by Rajasthan Discoms and shall be picked from the
entire organization and from all levels.

The training activity for ERP System shall comprise of the followings:
a. Training material must include documents and videos for usage of ERP System - Modules
(Bilingual - Second Language/English). These materials will be uploaded to the ERP System
itself and should be available as ready reckoners to the end users. The content should be
updated regularly and kept up to date as when changes take place to the ERP System
modules.
b. Training sessions shall cover more hands-on training rather than instructive mode.
c. The training and delivery options shall be on-line, CBTs (Computer based trainings),
instructor led classrooms. Training material will be organized by functional process that
will serve as the training documentation for a particular functional area.
d. Rajasthan Discoms plans to adopt training platform as e-classrooms in future. ERPSI
should consider the same for compatibility.
e. Necessary handholding and change management support shall be provided post training.
f. Feedback exercise shall be conducted for each training and accordingly evaluation will be
used for improvement of further trainings.
g. The ERPSI in consultation and convenience of the Rajasthan Discoms shall workout the
training program and all the other modalities of the training, which should be delivered by
OEM certified consultants and ERPSI.
h. The participants of Rajasthan Discoms will be issued a certificate by OEM/ERPSI for
attending these courses.
i. The ERPSI is required to submit the plan accordingly accommodating training requirements
to cover entire user base. If there is increase in end user base during the project ERPSI shall
impart training at no extra cost to Rajasthan Discoms. The expected increase in end user
base is approximately 2% YoY in the next 3 years.
j. The ERPSI shall provide associated documentation for all deployed systems to ensure a
smooth transition from deployment to post-deployment operations and maintenance of the
system.
k. The ideal approach of the training should be formulation and involvement of core
implementation group from the very start of the project to ensure maximum retention and
adequate technical competency level.
l. Subsequent trainings and re-trainings should be conducted for identified
groups/personnel.
m. Handholding during pre-implementation, implementation, Go Live and Post Go live
should be done by the ERPSI.
n. Training calendar should be published to stakeholders and training sessions should be
organized either on site or over the web as per the requirement of Rajasthan Discoms.
o. Knowledge sharing strategy should be adopted.
p. Training staff would be deployed at Rajasthan Discoms offices during the course of the
project as per requirement of Rajasthan Discoms.
q. The ERPSI shall provide the necessary access of OEM training platforms and data
repository to Rajasthan Discoms.

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r. Training shall be planned in stages as required - before the implementation, during the
implementation and post implementation depending on the frequency as finalized by
Rajasthan Discoms.
s. Rajasthan Discoms will consider competence development and capacity development
within Training. Product OEM will facilitate Rajasthan Discoms end users for the
customized code developed and deployed by the ERPSI.
t. The ERPSI shall carry out the capacity building of core team including functional and
technical employees with an intent to create a team of experts capable to independently
handle the application operations & maintenance task and issues, if any.
u. The ERPSI shall carry out the training of Rajasthan Discoms team on reports development,
configuration of application setups and other skill sets as required to create a team of
experts capable to independently handle the maintenance & support requirement by
Rajasthan Discoms.
v. The ERPSI shall carry out the hands-on training of core team members & end users on ERP
System and Other associated applications including training on system configuration,
database administration, backup & restoration, development, and maintenance task etc.
w. The ERPSI shall formulate user manuals of ERP System and Other associated applications
by considering the specific configuration of implemented solution.

1. Scope of training for ERP System End users

a. The ERPSI along with OEM should propose comprehensive end user training plan for
adoption of the applications developed/proposed to Rajasthan Discoms.
b. The plan should incorporate a consistent, enterprise-wide user adoption strategy
focusing on the following five key areas:
 Business Alignment
 Communication
 User Training
 Performance and Management
 Reinforcement
c. As content may vary across key business units, the degree to which the actual process,
tools, and rollout strategy are consistent will provide added economies of scale, as well
as levels of skill standardization. In summary, the end goal is striving to achieve 100%
user adoption of the ERP System application through behavioral and technical
competencies.

2. Training Needs Analysis

Conduct a Training Needs Analysis to determine the training and development needs for
all the job roles that will be affected by the ERP System technology initiative at Rajasthan
Discoms. The OEM and the ERPSI consultants will collect the appropriate data on user
groups, functional and process requirements per user group, required skills and
knowledge, existing training culture and training resources through workshops and
interviews with Rajasthan Discoms business owners and key business users. This will
result in a Training and Development Plan including:
a. The training requirements per user group.
b. Recommendations on the most appropriate training delivery methods and channels.
c. Identification of the criteria for training success along with any challenges and risks.

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d. Plan and responsibilities for the development of the training materials, such as
instructor guides, participant guides, media-based training, and quick-reference guides.
e. Knowledge sharing strategy to enable to perform future customizations internally.

3. Content Development
Development of customized, modular training materials based upon user roles and
business process, and customized application. The OEM consultants along with ERPSI will
work together with Rajasthan Discoms Core team members and Project team to enable
transfer of knowledge. The following materials will be developed:
a. Paper-based classroom participant guides for each identified user group. These guides
include hands-on exercises and are based upon ‘Day in the Life’ scenarios.
b. Paper-based classroom instructor guides including instructor notes with additional
background information and points to be highlight during the training.
c. Media-based training simulations for pre-class preparation, in-class practicing and
knowledge and skills validation.
d. The ERPSI can also be required to provide context sensitive on-line help, which includes
all materials provided in the hard copy manuals. Where possible, users should be able
to add their own on-line help documentation.
e. Usage of ERP System must be documented in video form and made
available/distributed to all users of ERP System. All training manuals will be uploaded
to ERP System software, also as FAQs etc. for ready reference.

4. Train-the-Trainer Program
Development and delivery of a Train-the-Trainer program to prepare Organization for the
delivery of the training program. This program will include:
a. Training the Rajasthan Discoms Core Team members on the customized version of the
ERP System application’s as it would be trained to an end-user, allowing the training
team to model the approach.
b. Opportunity for knowledge sharing in the areas of leading practice, concepts, new
business processes and knowledge to the Rajasthan Discoms Core Team members.
c. Sharing of leading practices on creating an effective classroom and an appropriate
learning environment.
d. Sharing of leading practices on classroom communication to enable the Rajasthan
Discoms Core Team members to encourage student involvement and student
interaction.
e. The program includes instruction on non-verbal behavior, listening skills, questioning
techniques, how to manage difficult behaviors, interpreting body language, and general
presentation tips.

5. End user Training responsibilities to include the following

Task Deliverables
Role Analysis Training needs analysis matrix, identifying and defining the end-
users of all locations affected by the implementation of new
technology and associated processes

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Task Deliverables
Curriculum Design Finalized-course designs, including:
 List of business processes and system tasks
 Outline of role-based training courses
 Plan for incorporating business process and policy
information.
Education Project A project plan detailing:
Plan  Timeline for entire project
 Ownership and responsibilities for training material
development and delivery
 Work efforts and resource requirements from the Rajasthan
Discoms
Table 5: End User Training Responsibility

a. Onsite training and support

Task Deliverables

Content  Hands-on training to enable participants to create course

Development Tool outlines, record topics, edit topics and publish & deploy
training content
Prototype  Develop standards, design, and develop prototype content
Development deliverables utilizing the customer’s application
environment. Practice the review and revision lifecycle
Table 6: Onsite Training & Support

b. End user content development

Task Deliverables

Content  End User training content in the form of simulations and

Development for the Paper Based content and video sessions
topics identified  Developing test material for topics identified

Table 7: End User Content Development

c. Train-The-Trainer Program
Task Deliverables
Content Publishing  Role-based training media courseware
 Role-based instructor and participant guides
Train-the-trainer Training the Rajasthan Discoms’ Core Team members on the
workshop customized version of the ERP System as it would be trained to end-
users, allowing the training team to model the approach to train End
Users
 Opportunity for knowledge sharing in the area of leading
practice, concepts, new business processes and knowledge to
the Rajasthan Discoms
 Each workshop will have at least 30 people. The workshop
will be conducted in batches. The ERPSI will award a
certificate of completion, after completion of each training
workshop.
 All the training material in soft and hard format will be
handed over to the utility and will be treated as utility

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Task Deliverables
property.
Technical training  Training the Rajasthan Discoms’ Core Team members on
Cloud Technology, HLD, LLD, Master Data Management etc.
 This training will be given to the Rajasthan Discoms’ Core
Team members responsible for carrying out technical
activities related to the system like maintenance of database,
operating system, backups etc.
Table 8: Train the Trainer Program

6. Training for Higher Management of Rajasthan Discoms

a. ERP Sensitization workshop: Sensitization workshop will be provided to members of
higher management of Rajasthan Discoms. The training would provide high level
understanding of the ERP system and its functionalities. The session will also highlight
the unique requirement of the proposed ERP system.
b. ERP Management Dashboard Training: This entails training provided to Senior
Management of Rajasthan Discoms to be able to access and extract reports and other
relevant analytical data for quick decision making.
c. Locations of training: The training shall be provided at the location(s) at Corporate
Office and Site office locations of Rajasthan Discoms. The space and furniture at these
locations would be provided by the Rajasthan Discoms.
d. The training center facility with seating capacity shall be provided by the Rajasthan
Discoms. The ERPSI shall arrange the necessary equipment’s and peripherals to carry
out the training of end users.

8. Change Management
Rajasthan Discoms considers implementation of ERP will have significant impact on its
business processes and people. Effective change management activities will be required to
ensure that Rajasthan Discoms employees are aware about the ERP Project and the change in
work practices. The ERPSI will be required to carry out activities as part of change management
initiatives by focusing on the change management and capacity building approach and plan so
as to be able to tackle the issues that might arise due to new processes of the ERP system.

Training for ERP will allow multiple stakeholders to participate in the day to day management
of the solution and ensure sustainable programs to cover specific ERP programs in order to
ensure adoption of the system at each level.

8.1 Change Management

Introducing radical reforms has to be necessarily accompanied by efforts to energize and
orient the mindsets of the people – both within and outside the department. For instance,
the Rajasthan Discoms staff should be skilled to operate and work in a significantly newer
and different way. A well-calculated and well-designed strategy has to be followed for the
people to be trained to work effectively in the new environment. It is necessary to formulate

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a change management plan with appropriate interventions for capacity building, training,
and stakeholder communications. A successful Change Management Program will ensure:
a. A smooth transition to the new way of working
b. The organization/people support the changes implemented
c. Individuals know how the changes affect them and the role they have to play
d. Stakeholders to understand the benefits of the changes and internalize it
e. The new system and its underlying concepts are understood
f. People are aware of how roles and responsibilities are changing
g. Everyone is motivated and committed to the change program
h. The success and progress of the program is monitored and measured

8.2 Key Change Management Implications

The implementation of a new ERP system, Rajasthan Discoms will have several change
implications emanating from the following changes:
a. Process and procedural (necessary introduction of some new process and systems
emanating from the need of changing core functional information flow in a few cases)
b. Technical and technological (introduction of new technologies for enabling the new
/unaddressed business requirements)
c. Organizational (transformation of existing organizational structure and redefined roles
and responsibilities)

8.3 Change Management Plan

ERPSI will formulate a comprehensive Change Management Strategy built on three key
components as mentioned below:
8.3.1 HR Plan
The Human resources Plan will focus on the people in the organization. It will have
four main components as described below:
 Capacity Building Plan
o Classify all the stakeholders based on roles, education and current skill set
and then provide targeted trainings
o Conduct orientation workshops to familiarize the staff with the revised
processes and new technology
 Appraisal Workshop
o To be conducted to gauge the current knowledge of the staff and the status of
the service delivery system.
o The senior management should interact with all the stakeholders to
understand and address any issues
 Mentoring & Coaching Schemes
o Provide classroom training to the staff members such that each staff member
is assigned a mentor who is approachable for help
o Also, the shadow reverse shadow method of teaching will be adopted. The
staff member will first observe the mentor at work and then the mentor
would observe the staff member at work
o Conduct Interactive quiz at the end of training session
 Feedback and Review
o Feedback will be obtained through questionnaires prepared in an objective
manner from the participants to measure the effectiveness of the change
management program.

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o Based on the evaluation, suitable methodology will be designed to achieve

the expected levels of awareness.

8.3.2 Operational Plan

The Operational Plan will focus on putting Change Management into action. It starts
with a formal appointment of a Change Management Team and defines a phased
implementation approach.
 Appoint a Change Management Team
o Identify a team of best performers during the training and nominate them as
Process and System Leaders.
o Process Leaders shall gain complete understanding of the change
implications and strategies relevant to the process of these services and help
the staff members with any process related queries.
o System Leaders shall help the staff members with any technical or system
related queries
 Phased Implementation Approach
o PHASE I
 Development of training & communication materials
 Identification of creation of Change Management team
o PHASE II
 Release of official Communication
 Roll out of training and communication plan
 Organize exposure visits
o PHASE III
 Monitoring & appraisal of Change Management Strategy
 Organize Feedback Sessions

8.3.3 Communication Plan

The Project communication plan outlines the communication regarding the project.
This includes reporting of status and change control communications. In addition to
providing information on the project status and progress – which will increase the
sense of involvement for everybody, the Change Management Communication plan
will include material on all other aspects of the program implementation, including
technology, process, etc. A high-level sample communication plan is indicated
below:
Type Description / Purpose Frequency
Project Status Purpose – This reports the accomplishments and Weekly
Meetings results of the project at selected milestones in the
project. It also gives plans for the next week, status
of activities and significant issues for the project.
This report provides insight into any delays in the
schedule.
Internal Project Purpose – To discuss progress of projects and any As
Meetings issues/concerns Frequency – As required, and at Required
least twice a week
Change Control Purpose – To review proposed changes to the As
Board (CCB) project scope Required
Meeting

8.3.4 Data collection, feedback analysis and corrective action

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Employee Involvement is an integral part of change management. Feedback from

employees is very much essential. Analysis and corrective action based on this
feedback helps in implementation of change management.

8.4 Responsibilities of Change Management Teams

The key responsibilities of Change Management Teams which include both ERPSI and
Rajasthan Discoms would be as follows:
a. Assessing and building staff capability to implement change quickly and effectively
b. Preparing key officers and their direct reports to meet the challenges and
c. opportunities they will encounter as they implement new processes
d. Implement and monitor training plans
e. Helping to increase individual skills, and knowledge
f. Developing and implementing change communication plans
g. Facilitation to concerned staff for transition to new roles

8.5 Change Management Phase Wise Deliverables

Project Preparation
a. Prepare a detailed change management & communication strategy along with plan
covering the entire lifecycle of the project
b. Provide support to Rajasthan Discoms in identifying change managers and change
agents including preparation of key skill requirements

Business Blueprint
a. Prepare change management related materials such as newsletters, booklets, etc.
b. Conduct change management workshops at corporate office and agreed field locations
c. Identify process level changes and/or role level changes due to ERP implementation
and support Rajasthan Discoms in effectively conveying the same
d. Prepare Key Performance Indicators (KPIs)

Design and Customization

a. Management awareness workshop
b. Risk assessment and Business Impact Analysis
c. Continuous communication & measurement of communication effectiveness.

Pre-Go-Live
a. Train the Trainer on Change Management Activities
b. Measurement of training effectiveness
c. ERP readiness assessment
d. Continuous communication

Go-Live
a. Cut-over Strategy
o All transitional data from legacy & physical systems
o Sunsetting of Operations on Legacy System to ERP System
b. Go-live communications
c. Help Desk assessment

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 168

9. Facility Management Services (FMS)

The ERPSI shall be required to provide the services to manage entire ERP System installed &
commissioned for Rajasthan Discoms in order that the ERP System have maximum availability
to enable Rajasthan Discoms to realize their desired business objectives.
a) System Management Services shall be provided by ERPSI in order that maximum uptime
and performance levels of installed ERP System is ensured. As such, ERPSI is expected to
provide services as per ITIL (IT Infrastructure Library) standards with performance levels
meeting or exceeding those mentioned in Service Level Agreement (SLA) agreed between
Rajasthan Discoms and the ERPSI.
b) The ERPSI shall develop ERP specific automated helpdesk with necessary ticketing tool to
be able to log and resolve tickets pertaining to the ERP System. To achieve the desired
Service Levels, the ERPSI may need to interact, coordinate, and collaborate with the other
vendors of Rajasthan Discoms. ERPSI will act as the Single Point of contact for all issues
relating to the Service Levels.
c) The ERPSI will be primary responsibility of providing desired services during the project
implementation period. The duration of Facility Management Services (FMS) shall be for 5
years which shall start immediately from the date of Enterprise wide Go-Live of ERP
System at all locations of Rajasthan Discoms.
d) The Facility Management Services (FMS) would, include following major areas of services.
i) Ticket logging through Help Desk Services
ii) Technical Support Services
iii) SLA monitoring etc.
e) The ERPSI shall provide adequate resources for supporting the above said services at the
user locations. The Help Desk agents shall coordinate the assigning of user calls to FMS
resources. An indicative number of resources required for this is mentioned in minimum
resource requirement section of this RFP.
f) ERPSI shall provide the Facility Management Services for agreed duration for each day
coinciding with the business hours of that particular location and ERPSI shall also make
arrangement for handling of emergency calls. The Rajasthan Discoms runs 24*7*365 days
but the business hours of the utility may be considered as 08:00 AM to 6:00 PM.
g) The ERPSI shall submit a comprehensive Facility Management Services process, plan and
deliverables for the entire ERP System including the field activities along with the proposal
for approval of Rajasthan Discoms.
h) ERPSI shall perform periodic health check-ups and troubleshooting of all the ERP System
and implement proactive rectification measures as required.
i) FMS Team: ERPSI shall appoint an FMS Helpdesk Coordinator of project in the Facility
Management Services phase. FMS Helpdesk Coordinator will be single-point-of-contact for
responding to all the queries or accepting its problem management requests from Rajasthan
Discoms. The FMS Helpdesk Coordinator would be stationed at Corporate Offices/ Head
Quarters of Rajasthan Discoms. The helpdesk team shall be stationed at Rajasthan
Discoms HQ. The space for setting up the helpdesk would be provided by Rajasthan

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 169

Discoms. All requisite infrastructure and resources required for smooth functioning of the
FMS helpdesk would be provided by the ERPSI at no extra cost to Rajasthan Discoms.
j) The ERPSI shall deploy enough and qualified, skilled manpower to carry out the FMS
services. It is imperative for FMS staff to know the tender including scope of work, solution
etc. and be able to deal with all the queries related to the ERP System. The ERPSI shall
ensure replacement in not more than 7 days of the FMS staff whose performance is not
found satisfactory by the Rajasthan Discoms.

1) Functional Support
The Functional Support Services for application contemplated herein shall be provided
for ERP system implemented by ERPSI. The ERPSI shall render both on-site maintenance
and support services to Rajasthan Discoms.
The scope of the services is as below: -
a. Enhancements and defect fixes.
a) ERPSI shall incorporate technological changes and provide enhancements as per
the requests made by Rajasthan Discoms. ERPSI shall perform minor changes,
bug fixes, error resolutions and minor enhancements that are incidental to proper
and complete working of the application.
b. Routine functional changes:
a) The ERPSI shall be responsible for user and access management, creating new
report formats, and configuration of reports. ERPSI shall provide user support in
case of technical difficulties in use of the software, answering procedural
questions, providing recovery and backup information, and any other
requirement that may be incidental/ancillary to the complete usage of the
application. The ERPSI shall perform user ID and group management services.
The ERPSI shall maintain access controls to protect and limit access to the
authorized End Users of Rajasthan Discoms.
The services shall include administrative support for user registration, creating and
maintaining user profiles, granting user access and authorization, and providing
ongoing user password support.
c. Tuning of the ERP solution:
a) The ERPSI shall also undertake tuning of ERP, databases, any third-party
software, and any other components provided as part of the solution to optimize
the performance.
b) Deployment/Re-Deployment of ERP solution: The ERPSI shall be responsible for
deployment of the ERP solution and re-deployment in case of any upgrades to the
underlying hardware or operating System and carry out any necessary testing.
c) The key service level requirements need to be ensured by the ERPSI during the
operations and maintenance period. These requirements shall be strictly imposed
and either Rajasthan Discoms or a third-party audit/certification agency shall be
deployed for certifying the performance of the ERPSI against the target
performance metrics as outlined in the SLA’s defined in the RFP.
2) Operations and Maintenance support for ERP System

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 170

ERPSI shall provide ERP System application development and maintenance/support

services on an ongoing basis, especially in response to support required for integration,
data exchange along with requests for changes in the applications through an ATS.
Support in software development and maintenance shall include:
a) Maintaining usage of deployed ERP applications to ensure its effective day to day
operational usage. The job includes support maintenance of all the application
modules along with system software.
b) ERPSI shall debug and fix the operational problems, perform error handling while
running the application during the project period.
c) ERPSI shall generate the additional system report, modify existing reports and
queries, as per user’s requirement.
d) ERPSI shall provide hands-on assistance to the users to resolve any operational
doubts as and when needed while the application is in operations.
e) ERPSI shall be responsible for Integration of deployed ERP applications with other
applications/systems during the project period.
f) ERPSI shall document all the changes incorporated in the application software and
improve the documentation of existing user/system reference manuals of different
modules wherever it is necessary and required.
3) User Management Services
The user management services shall include Directory Services for Rajasthan Discoms
which comprises of the following services:
 Domain management
 Group management
 User management
 Implementation of domain policies and standards etc.
The above-mentioned directory services shall be implemented and used within the
enterprise environment of Rajasthan Discoms including DC and DR
4) Cloud Infrastructure Operations and Maintenance Services <ONLY APPLICABLE
WHEN CLOUD SERVICES ARE BEING PROCURED>.
ERPSI shall carry out the below mentioned activities
1. Resource Management
ERPSI shall be responsible for adequate sizing, provision and maintain of the
necessary compute, memory, and storage required, building the redundancy into the
architecture (including storage) and load balancing to meet the service levels.
While the initial sizing and provisioning of the underlying infrastructure may be
carried out based on the information provided in the ERP tender and upcoming
tender for CSP and SD-WAN Service Provider, subsequently, it is expected that the
ERPSI, based on the growth in the user load (peak and non-peak periods; year-on-
year increase), will scale up or scale down the compute, memory, and storage as per
the performance requirements of the solution and meet the SLAs.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 171

a) In addition to scaling, for any major expected increase in the workloads, carry out
the capacity planning in advance to identify and provision, wherever necessary,
the additional capacity to meet the user growth and/or the peak load
requirements to support the scalability and performance requirements of the
solution.
b) The scaling up/scaling down (beyond the auto-scaling limits or whenever the
auto-scaling limits needs to be changed) has to be carried out with prior approval
by Rajasthan Discoms. ERPSI shall provide the necessary details including the
sizing calculations, assumptions, current workloads, and utilizations, expected
growth /demand and any other details justifying the request to scale up or scale
down.
2. Patch and Configuration Management
ERPSI shall manage the instances of storage, compute instances, and network
environments. This includes agency-owned and installed operating system and other
system software. ERPSI is also responsible for managing specific controls relating to
shared touch points within the security authorization boundary, such as establishing
customized security control solution examples include, but are not limited to,
configuration and patch management, vulnerability scanning, disaster recovery, and
protecting data in transit and at rest, host firewall management, managing credentials,
identity, and access management, and managing network configurations.
3. Cloud Security Administration
a) Appropriately configure the security groups in accordance with the Security
policies.
b) Regularly review the security group configuration and instance assignment to
maintain a secure baseline.
c) Secure and appropriately segregate/isolate data traffic/application by
functionality using DMZs, subnets etc.
d) Ensure that the cloud infrastructure and all systems hosted on it, respectively, are
properly monitored for detection of unauthorized activity.
e) Conducting regular vulnerability scanning and penetration testing of the systems,
as mandated by Government Agency’s policies.
f) Review the audit logs to identify any unauthorized access to the government
agency's systems.
4. Monitoring Performance and Service Levels
ERPSI shall provide and implement tools and processes for monitoring the
availability of assigned applications, responding to system outages with
troubleshooting activities designed to identify and mitigate operational issues.
a) Reviewing the service level reports, monitoring the service levels and identifying
any deviations from the agreed service levels.
b) Monitoring of service levels, including availability, uptime, performance,
application specific parameters, e.g., for triggering elasticity, request rates, number
of users connected to a service.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 172

c) Detecting and reporting service level agreement infringements.

d) Monitoring of performance, resource utilization and other events such as failure of
service, degraded service, availability of the network, storage, database systems,
operating systems, applications, including API access within the cloud service
provider’s boundary.
5. Backup
a) Configure, schedule, monitor and manage backups of all the data including but
not limited to files, images, and databases as per the policy finalized by Rajasthan
Discoms.
b) Restore from the backup wherever required.
6. Business Continuity Services
a) Provide business continuity services in case the primary site becomes unavailable.
7. Support for Third Party Audits
a) Enable the logs and monitoring as required to support for third party audits
8. Miscellaneous
Prepare a comprehensive Facility Management Service plan for managing the cloud
services and keep it updated with any changes during the project. Create and
maintain all the necessary technical documentation, design documents, standard
operating procedures, configurations required to continued operations and
maintenance of cloud services.
5) Storage and Backup Management
The ERPSI shall perform backup of data & information for ERP System as per the
requirement of Rajasthan Discoms. This will include installation of backup software,
managing the tape/disk library, regular backup and restore operations and assuring
security of the media through appropriate access control. In addition, the ERPSI shall also
manage scheduled data replication. The activities shall include:
 Backup of operating system, database and application shall be performed as per
stipulated policies of Rajasthan Discoms at the data center. The ERPSI shall provide
required tools for undertaking these activities.
 Monitor and enhance the performance of scheduled backups, schedule regular testing
of backups and ensure adherence to related retention policies.
 Ensure prompt execution of on-demand backups of volumes, files and database
applications whenever required by Rajasthan Discoms or in case of upgrades and
configuration changes to the system.
 Real-time monitoring, log maintenance and reporting of backup status on a regular
basis. The administrators shall ensure prompt problem resolution in case of failures in
the backup processes.
 The administrators shall undertake media management tasks, including, but not
limited to, tagging, cross-referencing, storing, logging, testing, and vaulting in
fireproof cabinets (onsite and offsite at CSP data centers).

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 173

 The ERPSI shall ensure the physical security of the media stored in cabinets.
 The ERPSI shall also ensure that a 24x7 support for file, database and volume
restoration requests is available at the data centers.
 The ERPSI shall also provide enough/adequate media (tape library) for daily, weekly,
and additional backups for the duration of the contract.
6) Cloud Data Center and Data Recovery Center Operations
ERPSI’s responsibilities shall include but are not limited to the below
a) Monitor, log & report of entire IT Infrastructure Solution including servers, storage,
supporting system, software, equipment & module operation etc. on 24x7x365 basis.
b) Perform periodic health checkup & troubleshooting of all systems & modules
installed & implemented in adherence to the proactive rectification measures
7) Server Administration/ Management
ERPSI’s responsibilities shall include but are not limited to the below
a) Provide the server administration and monitoring service to keep servers stable,
operating efficiently and reliably.
b) Provide administrative support for user registration, creating and maintaining user
profiles, granting user access and authorization, providing ongoing user password
support, and providing administrative support for print, file, and directory, services.
c) Setting up and configuring servers.
d) Installation of the server operating system and operating system utilities.
e) Re-installation on event of system crash/failures.
f) Administration of Operating System for IT system.
g) Manage Operating system, file system and configuration.
h) Ensure proper configuration of server parameters, operating system administration
and tuning.
i) Regularly monitor and maintain a log of the performance monitoring of servers
including but not limited to monitoring of CPU, disk space, memory utilization, I/O
utilization, etc.
j) Regular analysis of events and logs.
k) Apply OS Patches and updates.
l) Monitor & verify logs files and periodically clean up log files.
m) Ensure proper running of all critical services on the servers. Schedule and optimize
these services.
n) Maintain lists of all system files, root directories and volumes.
o) Resolving all server related problems.
p) Escalating unresolved problems to ensure resolution as per the agreed SLAs.
q) Responsible for periodic health check of the systems, troubleshooting problems,
analyzing, and implementing rectification measures.
r) Logical access control of user and groups on system.
s) Responsible for managing uptime of servers as per SLAs.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
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8) Database Administration Services

ERPSI’s responsibilities shall include the below but are not limited to:
a) Undertake end-to-end management of database on an ongoing basis to ensure smooth
functioning of the same.
b) Undertake tasks including managing changes to database schemes, disk space,
storage, and user roles.
c) Setting and tuning system parameters.
d) Building appropriate indexes, specifying large enough buffers and caches, aligning
the database implementation with IT infrastructure, monitoring databases and
applications, re-organizing databases etc.
e) Manage database upgrade or patch upgrade as and when required with minimal
downtime.
9) Backup/Restore Management
ERPSI shall perform backup and restore management in accordance with mutually
agreed to backup and restore policies and procedures, including performance of daily,
weekly, monthly quarterly and annual backup functions (full volume and incremental)
for data and software maintained on Servers and storage systems including interfacing
with Rajasthan Discoms’ specified backup media storage facilities
ERPSI’s responsibilities shall ensure the below but are not limited to
a) Backup and restore of data in accordance to defined process/procedure.
b) 24x7 support for file & volume restoration requests.
c) Maintenance and Upgrade of infrastructure and/or software as and when needed.
d) Performance analysis of infrastructure and rework of backup schedule for optimum
utilization.
e) Generation and publishing of backup reports periodically.
f) Maintaining inventory of storage tapes at cloud locations.
g) Forecasting tape requirements for backup.
h) Ensuring failed backups are restarted and completed successfully within the backup
cycle.
i) Monitor and enhance the performance of scheduled backups.
j) Real-time monitoring, log maintenance and reporting of backup status on a regular
basis.
k) Management of storage environment to maintain performance at optimum levels.
l) Periodic Restoration Testing of the Backup.
m) Periodic Browsing of the Backup Media.
n) Management of the storage solution including, but not limited to, management of
space, volume, RAID configuration, configuration and management of disk array,
SAN fabric/switches, tape library etc.
o) Interacting with Process Owners in developing/maintaining Backup & Restoration
Policies/Procedures.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
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p) To provide MIS reports as per agreement.

10) Messaging System management
ERPSI will provide management of messaging systems, including administration of
messaging servers and monitoring performance.
11) Service Delivery Management
ERPSI shall provide detailed description for service delivery management for the
complete project plan and deliverables and project management methodology.
1. Project Management
i. ERPSI will assign Project Managers (For Rajasthan Discoms) who will provide
the management interface facility and has the responsibility for managing the
complete service delivery during the contractual arrangement between
Rajasthan Discoms and the ERPSI.
ii. Project Manager will be responsible for preparation and delivery of all
monthly/weekly reports as well as all invoicing relating to the service being
delivered.
iii. Project Manager’s responsibilities shall essentially cover the following:
 Overall responsibility for delivery of the Statement of Works (SOW) and
Service Level Agreement (SLA).
 Act as a primary interface to Rajasthan Discoms for all matters that can
affect the baseline, schedule, and cost of the services project.
 Maintain project communications through Rajasthan Discoms’ Project
Leader.
 Provide strategic and tactical recommendations in relation to technology
related issues.
 Provide escalation to ERPSI’s Rajasthan Discoms’ senior management, if
required.
 Resolve deviations from the phased project plan.
 Conduct regularly scheduled project status meetings.
 Review and administer the Project Change Management with Rajasthan
Discoms Project Leaders.
 Identify and resolve problems and issues together with Rajasthan Discoms’
Project Leaders.
 Responsible for preparation and delivery of all weekly/quarterly/monthly
reports as well as all invoicing relating to the services being delivered
12) Help Desk
Help Desk shall act as a single-point-of-contact for all service problems pertaining to
software & network. The ERPSI shall create and maintain a dedicated centralized online
Helpdesk specific to ERP operations with a telephone number, E-mail and call tracking
mechanism that will resolve problems and answer questions that arise from the use of the
offered solution as it is implemented at Rajasthan Discoms.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 176

Users can log the queries/complaints, which shall be resolved as per the Service Level
requirements. The helpdesk queries/complaints can be related to connectivity,
messaging, security, software, configuration, and any other issues that arise in the ERP
System.
Help Desk software shall take care of classification, automatic escalation, management,
and status tracking and reporting of incidents as expected by the service level
requirements. Status tracking shall be available to users through telephone number as
well as online through software.
a) The Helpdesk will respond to and resolve the problems as per the SLA.
b) Problems shall be classified into various levels of priority mentioned in the SLA. The
assigned priority for each problem shall depend upon:
i. The extent of the problem’s impact on the usability of the system
ii. The percentage of users affected by the problem
c) The initial assignment of priorities is the responsibility of the Help Desk’s Problem
Manager on basis of SLA. However, Rajasthan Discoms can change the priority
assigned to a particular problem and the procedures that exist for escalating a
problem to progressively higher management levels, until agreement is secured.
d) The precise definition of problem priorities shall be documented in the ERPSI’s SLA.
e) Helpdesk shall troubleshoot on systems, applications (software), network, cloud
services related issues, multimedia related issues, server administration, security
policies, 3rd party coordination etc.
f) After problem resolution, the logged problem in help desk will be closed and
notification will be sent to user for confirmation and rate the customer service on
defined parameter in helpdesk.
g) Help Desk shall be responsible for change management like schedule up gradation of
software components, cloud service components etc. Help Desk will co-ordinate and
take approval from Rajasthan Discoms for the same and will inform all users for such
event in advance.
h) Help Desk shall also be responsible for managing problems/incidents related to
network link at each Field/Substation location, offices, and HQ. Help Desk shall
ensure timely response and assigning the problem/incident on priority basis.
Help Desk shall be ITIL compliant & shall implement ITIL compliant help desk processes
like Change Control & Management Procedure, Incident & Problem management
approach etc. The ERPSI shall utilize help desk tools, which are ITIL complaint and are
open for integration with other enterprise management tools like EMS/NMS system etc.
Providing Help desk solutions application
The Service desk/help desk module shall include the automate “Helpdesk Solution
Application”. A solution record is a predefined response to a problem or commonly
asked question. A solution record consists of a symptom, a cause, and a resolution. The
solutions can be associated with incident and problem records. The Solution application is
used to create, approve, and manage solution records. Search Solution can be used to

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 177

search for and view solution records. The Helpdesk Solution application shall include the
following features:
a) Ability to specify which solution records shall be available to self-service users in the
Search Solutions application
b) Ability to specify a Classification for the solution
c) Ability to indicate a Status for a solution. A solution record can have one of the
following statuses: DRAFT, ACTIVE, or INACTIVE
d) Ability to attach documents or Web sites to a solution record
e) Ability to use the Solutions application to change the status of a solution record
f) Ability to create, update and delete a solution in Solutions Application.
Any event triggered shall be forwarded to service desk that submits & updates trouble
ticket & also updates status of ticket back to EMS/NMS. The EMS/NMS shall
automatically forward events to service desk. The EMS/NMS operator shall also be able
to generate tickets & forward it to helpdesk. Helpdesk personnel must also be able to
update ticket to EMS/NMS.
A. ERP System Services
a) Provide Level One Support for ERP System, including incident logging,
assigning incident numbers, and dispatching the appropriate support personnel
to remedy a problem.
b) Prioritize problem resolution in accordance with the severity codes and Service
Levels specified.
c) Provide system status messages, as requested.
d) Maintain the defined help desk operational procedures.
e) Notify designated personnel of failure of any component of ERP System, or of
an emergency.
f) Initiate a problem management record (“PMR”) to document a service outage to
include (for example) date and time opened, description of symptoms, and
problem assignment (Level Two/Level Three), and track and report on problem
status, as required.
g) Monitor problem status to facilitate problem closure within defined Service
Level criteria or escalate, as appropriate.
h) Monitor PMR closure, including documented problem resolution.
i) Provide Rajasthan Discoms with complete and timely problem status through
the problem tracking system, as requested.
j) Maintain an updated help desk personnel contact listing.
B. Management Services
a) Provide “ownership-to-resolution” of all help desk calls, monitor and report.
b) Progress of problem resolution confirm resolution of the problem with the End
User and log the final resolution via the problem management system.
c) Analyze and report on calls received by the help desk, including
i. Call volumes and duration,

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 178

ii. Incident & Problem trends,

iii. Call resolution time.
d) Assign priorities to problems, queries, and requests based on the
guidelines/SLA provided by Rajasthan Discoms.
e) Monitor and report to Rajasthan Discoms on maintenance performance.
f) Provide input to Rajasthan Discoms on End User training requirements based
on help desk call tracking and analysis.
g) Update contact list of users initially provided by Rajasthan Discoms.
C. Install/MAC Services (Install Move Add Change)
a) Act as the point-of-contact for install and MAC requests and status.
b) Act as the interface for coordinating and scheduling all installations and MACs.
D. User oriented Services
a) Provide an interface for user requests, such as new user IDs, address changes,
routing requests, and password changes.
b) Advise the End User to take reasonable steps to backup information, if possible,
prior to attempting to affect a resolution either by phone or hands-on during
Desk Side Support Service.
The Rajasthan Discoms shall help ERPSI to define the help desk call prioritization
guidelines
13) Vendor Management Services
As part of this activity the ERPSI’s team will:
a) Manage the vendors for escalations on support.
b) Logging calls and co-ordination with vendors.
c) Vendor SLA tracking.
d) Maintain database of the various vendors with details like contact person, Telephone
Nos., response time and resolution time commitments. Log calls with vendors
Coordinate and follow up with the vendors and get the necessary
updates/supports/spares exchanged.
e) Analyze the performance of the vendors periodically. (Quarterly basis)
f) Provide MIS to Rajasthan Discoms regarding tenure of completion of ATS with
outside vendors for the ERP in order that Rajasthan Discoms may take necessary
action for renewal of ATS. ERPSI shall also provide MIS regarding performance of
said vendors during existing ATS.
g) ERPSI shall provide ERPSI with contact details of individual vendors.
14) Anti-Virus Management
This service includes virus detection and eradication, logon administration and
synchronization across servers, and support for required security classifications.
15) SD-WAN Network Monitoring & Management

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 179

This service provides for the availability monitoring of the network environment. The
network management includes proactive monitoring and management.
ERPSI’s responsibilities shall include:
a) Provide a single-point-of-contact for responding to Rajasthan Discoms’ SD-WAN
Network management queries or accepting its problem management requests.
ERPSI’s SD-WAN Network management specialist will respond to Rajasthan
Discoms’ initial request within agreed service level objectives set forth.
b) Monitor availability & escalate to SD-WAN service provider and notify Rajasthan
Discoms for Network Outages.
c) Review the service levels of the Bandwidth service provider (as per pre-defined
schedules on SLA performance) along with Rajasthan Discoms.
d) Provide network availability incident reports severity wise to Rajasthan Discoms in a
format mutually agreed.
e) Provide SLA performance management report of the SD-WAN Network.
f) System performance is to be monitored independently by the ERPSI and a monthly
report mentioning Service up time etc. is to be submitted to Rajasthan Discoms. The
report shall include:
i. SD-WAN Network configuration changes
ii. SD-WAN Network uptime
iii. Latency report (both one way and round trip) times
iv. Historical reporting for generation of on-demand and scheduled reports of SD-
WAN network metrics with capabilities for customization of the report
presentation
v. Generate SLA violation alarms to notify whenever an agreement is violated or is
in danger of being violated
g) Any other reports/format other than the above-mentioned reports required by
Rajasthan Discoms
h) The ERPSI shall monitor the SD-WAN network on a continuous basis using the
appropriate service tools and submit reports on monthly basis for SD-WAN system.
16) Service Management Controls
1. Incident Management
The ERPSI must have:
a) Ability to create an incident record to document a deviation from an expected
standard of operation.
b) Ability to create other ticket from the incident, if resolving the incident involves
creating a service request, problem, or work order.
c) Incident could be created automatically from sources such as email, system-
monitoring tools.
d) Ability to have ticket template containing data that agent can automatically insert
in common, high-volume records. Instead of manually entering standard
information each time, ERPSI can apply a template that contains information such

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Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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as owner, service group, service, classification, internal priority, activities, labor

requirements, and activity owners.
e) The template can add the following information but can be modified to include
the following: Priority, Owner or Owner Group, Service Group or Service,
Classification; for Activities; Activity, Sequence, Job order, Site, Organization,
Description, Owner or Owner Group, Priority, Vendor, and Classification.
f) Ability to assign ownership of an incident either to a person or a person group
who is responsible for managing the work associated with that record.
g) Ability to assign ownership via workflow or an escalation process.
h) Ability to associate an asset for an Incident Record if the issue you are reporting or
working on involves an asset.
i) Ability to view a list of related records and view the work and communication
logs for all related records on one screen, on the global record.
j) Ability to create a service request from an incident with a relationship between the
two records.
k) Ability to create a Problem from Incident application to record an unknown,
underlying cause of one or more issues.
l) Ability to create a release in the Incident application when resolving the Incident
involves releasing a set of bundled changes to users.
m) Ability to relationships between Incidents.
n) Ability to identify a global incident, which is the root cause of many other issues
or that is something affecting many users.
o) Ability to automatically assign one or more SLAs via Workflow or Escalation
process based on SLA’s criteria.
p) Ability to apply an incident template which contains activities that can be viewed
and edited.
q) Ability to find and attach Solution record containing information on resolving to
an Incident record.
r) Ability to record Solution containing information on the symptom, cause, and
resolution.
s) Ability to create and submit a draft solution from the Incident application screen
which an agent can approve the solution for general use later.
t) The communication log stores inbound and outbound messages and attachments
sent between users and agents.
u) Ability to view communication entries associated with a record.
v) Ability to use a communication template to fill in default data.
2. Ticketing Management
a) Ability to specify an Owner or Owner Group and Service Group or Service for the
ticket.
b) Ability to specify a Classification for the ticket.
c) Ability to specify both a Reported Priority and an Internal Priority for the ticket.

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d) Ability to list related assets on a ticket.

e) Ability to track time spent on a ticket
f) Ability to apply one or more service level agreements (SLAs) to a ticket.
g) Provide Self-Service Service Requests module to allow users to submit and view
service requests.
h) Ability to create other ticket from the service request, if resolving the service
request involves creating an incident, problem, or work order.
i) Ability to relate existing tickets to the service request.
j) Service requests could be created automatically from sources such as email,
system monitoring tools.
k) Ability to add a classification to enable workflow processes, escalations, and
service level agreements.
l) Ability to have ticket template containing data that agent can automatically insert
in common, high-volume records. Instead of manually entering standard
information each time, agent can apply a template that contains information such
as owner, service group and service, classification, and internal priority. The
template can add the following modifiable information: Priority, Owner or Owner
Group, Service Group or Service, Classification, Vendor, and Organization.
m) Ability to assign ownership via workflow or an escalation process
n) Ability to select related asset by hierarchical view
o) Ability to filter the related asset list by value list: All, Public, or User/Custodian.
The default User/Custodian is the affected person specified on the record.
p) Ability to show similar tickets to search for and relate other tickets to the current
record. The purpose is for information only.
q) Ability to automatically assign one or more SLAs via Workflow or Escalation
process based on SLA’s criteria
3. Problem Management
The ERPSI must develop an effective problem management system to reduce the
impact of problem that occur and minimize its reoccurrence. It shall help in
identifying the root cause of the problem and proper recording and tracking of the
problem till its resolution. To systematically capture, record, track and resolve the
calls, robust application tools with following functionalities/features shall be
provided. The tools shall have following features:
a) Ability to apply a template to a Problem. The template contains common data
such Priority, Owner or Owner Group, Service Group or Service, Classification,
Vendor, and Organization.
b) The Problem template also can contain activities, labor requirements, and activity
owners.
c) The Problem template also can contain Problem activity common data such as,
Sequence number, Job Plan, Site, Organization, Description, Owner or Owner
Group, Priority, Vendor, and Classification.

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d) Ability to associate an asset for a Problem Record if the issue you are reporting or
working on involves an asset.
e) Ability to select related asset by hierarchical view.
f) Ability to relate other tickets and work orders to a Problem.
g) Ability to show similar tickets to search for and relate other tickets to the current
record.
h) Ability to show similar tickets, Problems to search for and relate other tickets,
Problems to the current record.
i) The similar ticket search results only list service requests, incidents, and problems
having the same Classification. Records are not included in the results if they
either are global records or history records.
j) Ability to identify a Problem as global record. A global record captures
information about an issue affecting many people. The record might be a created
for a shared asset i.e., the root cause of many other issues, such as a failed network
server.
k) Ability to relate a Problem to a Global record.
l) Ability to create a service request from a problem, creating a relationship between
the two records.
m) Ability to create a Release in the Problem application when resolving the Problem
involves releasing a set of bundled changes to users. The created Release will be
related to the originating Problem.
n) Ability to identify a global Problem, which is the root cause of many other issues
or that is something affecting many users. A global record might have many other
records related to it.
o) Ability to automatically assign one or more SLAs via Workflow or Escalation
process based on SLA’s criteria.
p) When you apply an SLA that includes a response commitment to a Problem, value
in the Target Start date field is set based on that SLA. and when an SLA that
includes a resolution commitment to a Problem, value in the Target Finish date
field is set based on that SLA.
q) Ability to relate existing service requests, incidents and problems to a global
record and manage them via the global record.
r) Ability to manage the tickets via the global ticket, when linked with global
relationships, so the statuses of related tickets can be changed by changing only
the status of the global record.
s) Ability to change status of each activity individually.
t) Ability to apply a template, which contains activities that can be viewed and
edited
u) Ability to select labor for activities on a Problem
v) Ability to report labor time either for a Problem as a whole, for activities on the
Problem, or for both types of labor time
w) Ability to enter start and stop times

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x) Ability to select an owner for each Activity individually

y) Ability to find and attach Solution record containing information on resolving to a
Problem record
z) Ability to record Solution containing information on the symptom, cause, and
resolution.
aa) Ability to create and submit a draft solution from the Incident application screen
which an agent can approve the solution for general use later
bb) Ability to use the Work Log in the Problem application to document work that
needs to be done or that was done to resolve the issue
cc) Ability to modify or delete Work Log with authorization protected
dd) Ability to create Communication action in Problem application to send
communications about a record to a requestor or other user
ee) Ability to use a communication template to fill in default data, such as the
identifier, subject from the originating record when create a communication
4. Change Management
The primary objective of change management is to:
a) Manage each change request from initiation through to closure.
b) Process Change Requests based upon direction from the appropriate authority.
c) Determine the Roles and Responsibility of the accountable personnel.
d) Communicate the impact of changes to appropriate personnel.
e) Allow small changes to be managed with a minimum of overhead.
The change control and management process shall be followed by the stakeholders
constituting the ‘Change Advisory Committee (CAC)’. This committee shall comprise
of the key stakeholders who shall be involved from the stage of identification of a
Change Request to its closure. Bidder shall detail its change management
methodology and activities for ERP implementation in its proposal. Bidder shall be
evaluated based on its dedication to methodology and ability to stay focused on the
business process change and expected outcomes/benefits.
In case, the Rajasthan Discoms defines additional requirement or changes in a
functionality, the Bidder and the Rajasthan Discoms shall mutually decide the price
to be paid to the Bidder for the services to be rendered. In addition, a maintenance
window shall be provided to the Bidder for incorporating the additional requirement
or changes in a functionality.
Change Order describes the labor, materials, tools, services, and tasks that the Bidder
needs to complete a Change. The Bidder is expected to be able to carry out the below
functionalities under change management
a) Ability to enter, modify the change order.
b) Ability to select a predefined change order (job order) and modify it as needed.
The job order shall have all details of the change order copied to it.
c) Ability to create a ticket or work order from an existing ticket or work order (or
change order).

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d) Ability to create follow-up work orders. A follow-up work order is for when you
complete a job but notice that additional work is needed on the same asset or
location.
e) Ability to create a change from a change. It is needed when, for example, a
technician completing a change discovers that additional work not specified on
the change, such as a software upgrade, is required to solve a problem.
f) Ability to create an Incident, problem, release & work order from a change.
g) Once a change is approved, it cannot be deleted or modified.
h) Ability to change the status of the Changes to complete which indicates all the
physical work is finished.
i) Ability to execute the move or modification of assets under change order.
j) Ability to view information about previous status changes.
k) Ability to change the status of the Change order’s task.
5. Release Management
The primary objective of release management procedure is to deliver, distribute and
track one or more changes for/during release into the live environment and
a) O1 – To plan and oversee successful rollout of software releases.
b) O2 – To communicate and manage expectations of Rajasthan Discoms during the
planning and rollout of new releases.
c) O3 – To ensure that software being changed is traceable, secure and that only
correct, authorized and tested versions are installed.
d) The policy or procedural requirements arising out of the agreements signed or
agreed between the ERPSI and Rajasthan Discoms would supersede the
procedural requirements stated in this document. The applicability of the current
procedure is for personnel or process deploying releases of software and/or ERP
System components into the production or live environment. While the
responsibility to provide staffing (roles used as per rate card, effort required by
role, effort by months or weeks as applicable) and timeline for a change request
rests solely with the ERPSI.
e) ERPSI to Submit Rate Card for Change Management Duration.
This is broad level of scope of work of ERPSI with respect to the software
applications.
a) Release of new software, hardware, systems, and services into live environment
b) Release of changes to ERP System and services in the live environment
c) Quarterly release of functionalities
d) Publishing calendar for release – to be published by ERPSI in consultation with
the Rajasthan Discoms
e) Decision on packaging and distribution of releases
f) Implementation of changes to software, hardware, systems, and services
g) Building the change request.

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h) Provide staffing (roles used as per rate card, effort required by role, effort by
months or weeks as applicable) and timeline for a change request.
i) Rajasthan Discoms will absorb the added/modified functionality from
operational perspective which are implemented as part of Release Management in
15 days from the date of release if there is no major issue reported by Rajasthan
Discoms.
6. Performance Management
The recording, monitoring, measuring, analyzing, reporting, and forecasting of
current levels, potential bottlenecks, and enhancements of performance characteristics
for the services, networks, applications, system software, and equipment within the
scope shall be required. System tuning, and optimization is an inherent part of this
contract.
Where warranted, the ERPSI will utilize capacity management data in combination
with performance management data to identify ways to improve performance levels
of the resources, extend their useful life, and request Rajasthan Discoms to approve
revisions/upgrades to the computing and communications hardware, software, and
other equipment such that higher levels of performance of the resources are obtained.
7. Capacity Management
The continuous monitoring, periodic analysis, and forecasting of the changes
necessary to quantify capacity and configuration of finite resources comprising the
computing and hardware/software (cloud) infrastructure supported under this
initiative by the ERPSI. The categories of resources to be capacity managed include
but are not limited to servers & system software.
8. Security Management
The protection from unauthorized usage, detection of intrusions, reporting as
required and proactive prevention actions are to be provided by the ERPSI.
9. Resources for Project and Service Management
As mentioned in Minimum resource requirement section in the Tender.
10. Preventative Maintenance Activity
The preventive maintenance activities shall be performed by the ERPSI to keep the
system running at optimum level by diagnosis and rectification of all ERP System
failures and would broadly include:
a) Configuration routine checking as part of a preventive maintenance which would
include checking of functionality ERP System software,
b) Monitoring of the performance of the system and doing necessary tuning for
optimum performance to accommodate any changes such as addition of new
components.
c) Providing all necessary assistance to Rajasthan Discoms for addition and
modification of database and user interface & consumer portal displays and
Database sizing activities.
d) Take Backup of the system at regular interval

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e) Restoration of the systems upon its failure and to restore the functioning of the
various systems.

10. Annual Technical Support (ATS)

a) All software should be supplied with applicable OEM warranties and support
(including back-to-back) for the entire duration of the project. During warranty period
vendor must provide updates and patches.

b) Annual Technical Support (ATS) will start from the date of acceptance of the
installation. ATS should cover 24 by 7 escalation supports from OEM for all software
products to be provided through Phone, Email or Onsite visit depending on the
criticality and nature of the problem. The support must be ensured by the ERPSI.

c) The ERPSI must carry out any requisite adjustments / changes in the configuration for
implementing different versions of the application software.

d) The ERPSI shall provide from time to time the Updates/Upgrades/New releases/New
versions of the software and operating systems as required. The ERPSI must provide
free upgrades, updates & patches of the software and tools to Rajasthan Discoms as
and when released by OEM. The ERPSI will implement from time to time the Updates/
Upgrades/ New releases/ New versions of the software and operating systems as
required after necessary approvals from Rajasthan Discoms about the same at no
additional cost without disturbing the implemented ERP system.

e) The ERPSI shall provide and apply regular patches to the licensed software including
software, operating system, databases, and other applications.

f) The ERPSI shall provide for software license management and control. ERPSI shall
maintain data regarding entitlement for software upgrades, enhancements, refreshes,
replacements, and maintenance. The ERPSI must perform periodic audits to measure
license compliance against the number of valid End User software licenses consistent
with the terms and conditions of site license agreements, volume purchase agreements
and other mutually agreed upon licensed software terms and conditions and report to
Rajasthan Discoms on any exceptions to ERPSI’s terms and conditions, to the extent
such exceptions are discovered.

g) The ERPSI shall manage complete OEM technical support for all the licensed software
problems and/or questions, technical guidance, defect, and non-defect related issues.
The ERPSI shall provide a single-point-of-contact for software support and provide
licensed software support including but not limited to problem tracking, problem
source identification, problem impact (severity) determination, bypass and recovery
support, problem resolution and management reporting etc.

h) The ERPSI shall undertake regular preventive maintenance of the licensed software. If
the Operating System or additional copies of Operating System are required to be
installed / reinstalled / de-installed, the same shall be done as part of ATS.

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11. Project Management

11.1 Project Management
The supply, development & customization, implementation, roll out and Go-Live of the
ERP system is envisaged to be completed within a period of 15 Months. The
implementation of entire ERP system would consist of ERP Business Solution,
Procurement of Cloud Service Provider (CSP) Services and SD WAN Provider Services
and Other Services to meet the requirements of Rajasthan Discoms.

11.2 Project Timelines

1. The System Integrator (ERPSI) is expected to follow the schedule as mentioned below.
Each of the project activity should be accompanied with a presentation on the
deliverables by ERPSI.
2. The submission of deliverable will be considered complete only after the submission
of hard/soft copy of the deliverables and presentation by ERPSI.
3. The ERPSI must submit a detailed project implementation schedule including but not
limited to the below mentioned project activities and list of deliverables that would be
delivered during the project implementation.
4. The table gives a set of high level of activities and corresponding expected timelines,
which Rajasthan Discoms envisions to be required as a part of this project. The ERPSI
should use this list only as an indicative guideline expected in terms of activities. The
ERPSI is required to furnish detailed information regarding each step of activities
proposed during and after the implementation of the project.
5. System Integrator shall supply the ERP System - Software licenses (On Prorated Basis)
as per the schedule suggested by ERPSI and accepted by Rajasthan Discoms.
6. The project activities and timelines (In Months) as mentioned in the table below is the
schedule by which the required project activities shall be completed with
corresponding and required deliverables. (Where, T – Date of Letter of Intent)

Timeline
Project Phase Project Activity
(In Months)
1. Project Kick Off
2. Onsite Office Setup
3. Team Mobilization
4. Project Charter
a) Detailed project plan with work breakdown
structure along with dependencies
b) Resource schedule & deployment plan
c) List of complete deliverables
Project d) Project Governance structure & escalation T1 = T + 3
Initiation matrix Months
e) Stakeholder communication matrix
f) Project management templates such as Project
reports, SLA monitoring, Attendance etc.
g) Detailed survey to Identify End User Base,
License Requirement, Network
Communication Feasibility study, Change
readiness Assessment etc.
5. Training & Organization change management

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Timeline
Project Phase Project Activity
(In Months)
strategy & schedule.
6. SLA and Performance Monitoring Plan.
7. Data Conversion and Migration Strategy
8. Develop Project Risk Assessment and Define
Quality Assurance Plan
9. Define Project Methodologies, Tools and Project
Governance Standards
10. As-Is Study report including existing business
process, workflows, reporting requirement,
process maps etc.
11. Gap analysis report with identified gaps & areas of
Improvement.
12. Requirement gathering to formulate specifications
of SD-WAN Solution
13. Initiation of data collection, data preparation, data
cleansing etc.
14. Procurement, installation & commissioning of
infrastructure i.e., Data Center & Disaster Recovery
Services, Storage
15. Assistance to the Rajasthan Discoms in entire
Procurement
of process including following for SD-WAN
Infrastructure a) Issue of RFP and Bid Submission T2 = T1 + 3
(DC, DRC) b) Pre-Bid Meeting & Query Response Months
and SD- c) Subsequent Corrigendum Documents
WAN d) Technical Evaluation
e) Financial evaluation with recommendation
including analysis and reasonability of rates
f) Finalization of Vendor
g) Draft LOI and Agreement for Selected ERPSI
16. Requirement gathering workshops with findings
for updated requirement specification.
17. Detailed To-Be report including:
a. Business Blueprint/design documents. (High
Level Design & Low-Level Design)
b. Updated Bill of Material/Bill of Quantity
c. Business Process Master List (BPML)
d. Business Process Re-engineering
e. Development Scope: Reporting, Interfaces,
Conversions, Enhancements
Business T3 = T2 + 1
f. FRS & BPML mapping document
Blueprinting Month
g. Business Solution Design Document
h. Updated Functional Requirement
Specifications
i. Updated Technical Requirement Specifications
j. Requirements Traceability Matrix
k. Non-functional Requirements Specifications
Documentation
l. ERP Module based Roles & Responsibilities
(Authorization Matrix) etc.
m. Mapped Organogram of Rajasthan Discoms

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Timeline
Project Phase Project Activity
(In Months)
n. List of role-based End users of ERP system,
18. Finalize Development Scope
19. Business Continuity /Disaster Recovery Plan
20. Cyber Security Policy
21. Release Management and Change Management
Strategy.
22. Initiation of Training & Handholding
23. Refined Data Conversion and Migration Strategy.
24. Change Management Workshops.
25. Setup of Test & Development Environment
26. Design and Development of ERP Solution
27. Baseline Configuration
28. Customization and Configuration of ERP Solution
29. ERP System OEM audit (1st Iteration)
30. Configured ERP User Profiles and Roles
31. ERP Solution Testing
32. Develop and execute Integration Test Plan(s)
33. ERP System Integration with Existing Solutions
(Legacy, Other Systems)
34. Setup and Install Quality Assurance (QA)
Environment
Design & 35. Conference Room Pilot (CRP)
T4 = T3 + 3
Customizatio 36. Approved End-User Training Strategy (along with
Months
n End-User Training Curriculum, Manuals, and
Schedule)
37. Train Core team members and technical users
38. Strategy for ERP System implementation & rollout
39. User Acceptance Testing (UAT)
40. Documentation for Customization of RICEFW
(Reports, Interface, Conversion, Enhancements,
Forms and Workflow) Development Objects
41. Incorporation of UAT changes
42. Implementation Strategy, including Site Readiness
Assessment and Change Process Improvement
43. Data Digitization for minimum 40% volume as
envisaged in the RFP document
44. Set-up of Data Center Environment
45. Set-up of SD-WAN Network Connectivity at all
Locations for ERP System
46. ERP System - Software licenses
ERP System - 47. ERP System Performance testing (Execute Stress,
T5 = T4 + 2
Roll Out at Volume, Disaster Recovery and Backup Tests)
Months
All Locations 48. Data Digitization and Migration for All Locations
49. ERP System Roll out – All Locations
50. Tuning of ERP System
51. Demonstration & Acceptance
52. Incorporation of Changes & Observations
ERP System - 53. Stabilization Support
T6 = T5 + 3
Stabilization 54. ERP System OEM audit (2nd Iteration)
Months
Support 55. Pre-Go-Live Assessment & Review

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Timeline
Project Phase Project Activity
(In Months)
56. ERP System Acceptance - All Locations
57. ERP System Go-Live - All Locations
Facility
Management 58. ERP System - Facility Management Support 5 Years
Support
Note:
1. The Project timelines and schedule mentioned above is indicative and will be finalized based on
discussion and agreement between Rajasthan Discoms and the successful Bidder (ERPSI).
2. Initially, the ERPSI will provide draft schedule with respective deliverables to Rajasthan Discoms
for their review and feedback within stipulated timelines.
3. Rajasthan Discoms will provide feedback within the agreed timelines to make necessary changes,
corrections, if required. The ERPSI will be required to resubmit the revised schedule document.
4. Feedback and revision of documents and deliverables will be an iterative process.

11.3 Project Governance

Putting a governance structure around Rajasthan Discoms’ future ERP implementation
plan is essential to ensure that project implementation stays on track and achieves its
strategies, objectives, and goals. It acts as a mechanism to measure the progress of the
implementation. Also, IT systems today are subject to many regulations such as
governing data retention, confidential information, financial accountability, and recovery
from disasters. An IT governance framework is an efficient system to ensure regulatory
compliance.
Overall responsibility for the implementation of all modules will remain with the ERPSI.
Project progress review and monitoring will be the responsibility of PMU during project
implementation phase. Rajasthan Discoms will appoint a Single Point of Contact (SPOC)
for IT Administration. Escalation of all issues related to the modules will be through this
SPOC, who will also be responsible for reviewing the SLAs being met.
For the project implementation phase, supervision and reporting during implementation
will be responsibility of ERPSI.

1. Steering Committee for ERP project

Steering Committee needs to be formed consisting of top management who will drive
the project and will monitor the overall progress of project. The Steering Committee
should monitor the project regularly and preferably once in a fortnight or monthly
review.
Role
 Providing Organization Direction for ERP Project.
 Review and making decision on Scope, Budget, and Operating Model for ERP
Project.
 Measure progress against Objectives, milestones, and deliverables etc.
 Monitoring the overall progress and clearing bottlenecks of ERP implementation
 Monitor financial status by actual spend, and estimated remaining spend
compared to budget
 Considerations, approval, and authorization of resources (staff, computer facilities
etc.), project plans, and revisions to plans as appropriate
 Strategic Realignment and setting course correction in case of deviations
 Approve cost escalation and scope changes.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 191

2. ERP Project Management Committee

Role

 Manage the project on day-to-day basis

 Review and manage the project plan
 Present regular reports to the steering committee
 Monitor and control project progress
 Assist ERP Implementation Partner in Business process
 Study and design of To-Be processes (Business Blueprint)
 Coordinate for data preparation, validate and certify the master data for data
upload into ERP system
 Act as change management agent and assist the end users in adaption of the
system
 Assist Functional Teams, Module Lead, and IT teams as required.
 Assist in training of the end users
 Assist in testing of ERP system
 <<Contact Person>> (IT) - Project manager shall be responsible for timely
completion of the project, sign-off of the documents and arranging for payments.

3. Change Management Committee

Role
 Ensure change is made in an organized and controlled manner
 Review/assessment of proposed request for change
 Request for Change Prioritization
 Advising business leaders on change management process
 Support the review and approval process

4. Rajasthan Discoms Functional Team

Role
 Functional teams are responsible for implementation of respective modules right
from AS-IS to final stabilisation of the project.
 Functional teams are responsible for preparation of flow charts as per existing
procedures and submit the same to Module Lead Team.
 Functional teams are responsible for guiding Module Lead team members and
providing any documents/ information sought by ERPSI.
 Functional teams are responsible for understanding the ERP system and
recommend changes if any, in existing policies and procedures to suit the best
practices.
 Functional teams shall act as change management agent and assist in training the
end users.
 Functional team heads are responsible for certification of stage-wise completion of
the project as per tender conditions.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 192

5. Rajasthan Discoms IT Team

I.T. team shall ensure all the technical aspects of the ERP project such as
Hardware/Cloud, Software, Network infrastructure, Data centre requirements etc.

Role
 I.T. team is responsible for preparation of RFP for procurement of Cloud/
hardware, Network Infrastructure, Data centre/cloud for hosting ERP software in
consultation with ERPSI.
 I.T. team shall assist Project manager for timely completion of the project.
 I.T. team shall coordinate with ERPSI, and all other teams formed for
implementation of ERP software.
 I.T. team shall ensure proper integration of all the modules.
 I.T. team shall ensure integration of existing software with ERP software,
wherever possible.
 I.T. team shall assist in testing and training,
 I.T. team shall track, monitor, and resolve the issues raised by end users during
ERP implementation.
 I.T. Team shall deploy suitable resources to take handover of IT task (Server, DB,
Network, Security etc.) after completion of project duration.
 I.T. team shall assist Project Manager for sign-off of documents and arranging
payment.
 Any other work assigned by Project Manager

6. Rajasthan Discoms ERP Module Team

Role
 Assist the ERP Implementation Partner in coordination with respective functional
teams for Preparation of AS-IS study
 Assist ERP Implementation Partner in Business process
 Study and design of To-Be processes (Business Blueprint)
 A point of contact between respective functional team, I.T team and System
Integrator (ERPSI). They shall act as bridge between ERPSI, I.T team and
respective Functional module teams. They are responsible for below:
o providing information & data required by ERPSI
o convincing ERPSI regarding procedure/system and Regulations currently
followed by Rajasthan Discoms
o Co-operate with ERPSI in development and complete implementation of
respective module in coordination with functional team
o Acquiring the knowledge about implementation process of ERP, such as
customisation of software, designing and generation of user defined
Reports etc
o Clarification of doubts raised by end users and assisting in using functional
aspect of software to users
o Arranging interactions with respective Team and ERPSI as and when
required.
o Reporting the progress of implementation, to respective Functional team
leaders and I.T team on daily basis.
o Reporting the complications that may crop up during the implementation,
to team leaders and shall make all efforts for solving such complications in
coordination with functional team and I.T team.
o Imparting Training to the end users

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 193

Role
o Assist in testing of the ERP system
o Coordinate for data preparation, validate and certify the master data for
data upload into ERP system
o Any other work assigned by <<Contact Person>> (IT).

11.4 Minimum Resource Requirement from ERPSI

o ERPSI should ensure deployment of enough specialized and experienced manpower
throughout the project to complete the successfully implementation & stabilization of
the ERP System in time.
o At no stage, manpower (with requisite qualification and experience) shall be less than
that committed in the bid. Such manpower shall be maintained from start of the
project up to complete Go-Live stage and further during Facility Management
Support phase.
o ERPSI must propose a team consisting of experienced and skilled professionals with
relevant experience in the proposed areas. The minimum desired qualification for the
key personnel has been indicated below:

Position Minimum Qualification & Experience

Project Manager (1) Degree in computer science/ IT/ electronics/ electrical
(Project-in-charge) engineering from a recognized university
(2) Post graduation (MBA/ PGDBM)
(3) Minimum 15 years of total work experience including
minimum 10 years of relevant experience in offered ERP
(4) Should have worked as a Project Manager for minimum Two
large projects of System Integration (More than INR 24 Cr. or 80%
of the estimated project cost, whichever is higher) with Central /
State Govt. / Private Organizations in Power Sector
Associate Project (1) Degree in computer science/ IT/ electronics/ electrical
Manager (Project engineering from a recognized university
Coordinator) (2) Post graduation (MBA / PGDBM)
(3) Minimum 5 years of total work experience
(4) Should have worked as a Project Manager for minimum One
large project of System Integration (More than INR 24 Cr. or 80%
of the estimated project cost, whichever is higher) with Central /
State Govt. / Private Organizations in Power Sector
System/ Database (1) Degree in computer science/ IT/ electronics/ electrical
Administrator engineering from a recognized university
(2) Minimum 5 years of total work experience as
System/Database administrator with End-to-End implementation
and support for IT Solution Systems
ICT Infrastructure (1) Degree in computer science/ IT/ electronics/ electronics &
expert communication/ electrical engineering from a recognized
university
(2) Minimum 10 years of total work experience in designing /
architecting solutions and use cases for ICT projects
Cloud Services (1) Degree in computer science/ IT/ electronics/ electrical
Expert engineering from a recognized university
(2) Minimum 5 years of total work experience as Storage expert

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 194

ERP Module – (1) Degree in IT / Computer Science from a recognized university

Functional Lead (2) Minimum 8 years of relevant project experience in turnkey IT
Implementation Projects involving ERP implementation in any of
Government Authority/ Public Sector Banks/ Public Sector
undertaking (PSU)/Centre Government /State Government/
State PSUs.
Distribution (1) Degree in electrical / electronics engineering from a
Sector Specialist recognized university
(2) Minimum 5 years of total work experience in Power
Distribution Sector
Change (1) Degree in computer science/ IT/ electronics/ electrical
Management engineering from a recognized university
Expert (2) Minimum 5 years of total work experience in ERP in similar
nature of work
Lead Programmer (1) Degree in computer science/ IT/ electronics/ electrical
engineering from a recognized university
(2) Minimum 5 years of total work experience as a developer with
expertise on utilities software solutions
Enterprise (1) Degree in computer science/ IT/ electronics/ electrical
Architect / engineering from a recognized university
Integration Expert (2) Minimum 5 years of relevant work experience
Solution Tester (1) Degree in computer science/ IT/ electronics/ electrical
engineering from a recognized university
(2) Minimum 8 years of relevant work experience as a Software
Solution Tester
Network Expert (1) Degree in computer science/ IT/ electronics/ electrical
engineering from a recognized university
(2) Minimum 5 years of relevant work experience in design,
maintain and implement hardware and software for computer
networks
Security Expert (1) Degree in computer science/ IT/ electronics/ electrical
engineering from a recognized university
(2) Minimum 5 years of work experience as information security
expert
Mobile (1) Degree in computer science/ IT/ electronics/ electrical
Application engineering from a recognized university
Expert (2) Minimum 5 years of work experience in areas of Android, IOS,
and Windows application design, development, customization
etc
Data Digitization (1) Degree in computer science/ IT/ electronics/ electrical
Lead engineering from a recognized university
(2) Minimum 3 years of work experience in Data Digitization
support and should have supported Data Digitization activity for
implementation and rollout of any Business Solution/ERP
System with PSU/Central/ State Govt. Organizations in India
Bid Management (1) Degree in computer science/ IT/ electronics/ electrical

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Expert engineering from a recognized university

(2) Minimum 5 years of work experience in area of bid process
management activities
Facilities (1) Degree in IT / computer science engineering from a
Management and recognized university
Help Desk (2) Minimum 3 years of work experience as a Help desk
Coordinator Coordinator
Help Desk Staff/ (1) Graduation/Diploma from a recognized university
IT Support Staff (2) Minimum 3 years of work experience in support role for an IT
project

11.4.1 Initial Composition, Full Time Obligation; Continuity of Personnel

a) The ERPSI shall ensure that Key resources required for project execution and
management devotes substantial working time to perform the services to
which that person has been assigned.
b) The ERPSI shall not make any changes to the composition of the Key
Resources or request any member of the Key Resource to cease or reduce his or
her involvement in the provision of the Services during the Term (or agree to
any request other than from Rajasthan Discoms that would have the same
effect):
 unless that person resigns, is terminated for cause, dies, is long-term
disabled, is on permitted mandatory leave under Applicable Law or
retires; and
 Without Rajasthan Discoms prior written consent. The clauses of non-
disclosure agreement shall always operate in any such case.
c) The ERPSI must provide the minimum number of resources at the locations as
specified by the Rajasthan Discoms. However, the number of resources and
locations provided below are only indicative, the ERPSI shall carry out an
assessment and propose actual number of resources requirements with
appropriate approval from Rajasthan Discoms.
d) ERPSI will be responsible for deploying the manpower during the Project
Implementation phase to meet the project timelines and during the Facility
Management Service (FMS) phase to meet the SLA requirements. Therefore,
for calculation of actual number of resources, the ERPSI shall factor the project
implementation timelines and SLA’s requirements after Go-Live of ERP
system at Rajasthan Discoms.
e) The Bidder needs to submit detailed CVs of each of the resource and Project
Manager of the proposed project team. The Project team provided by the
ERPSI must be on their regular roll and ERPSI shall certify the authenticity of
their regular employment.
f) The ERPSI shall deploy the minimum 05 resources for Facility Management
Services and 02 resources for Help Desk support at the centralized help desk of
Rajasthan Discoms.

11.4.2 Before ERP System Go–Live

ERPSI shall deploy the Project Manager (Project In-charge) including Technical,
Functional Experts and Other Support Staff at the identified project locations
during the implementation and roll out of ERP System.

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The Key project resources including Project Manager and Functional Expert shall
be based at Rajasthan Discoms headquarters. Also, the ERPSI shall
deploy/depute requisite no. of IT/Subject matter resources before and during Go-
Live of sites for coordination and user handholding. This is an important ask as
the end users may face many problems during ERP Roll Out and Go-Live
declaration of individual sites.
The resources required before Go-Live is mentioned below.

Sl. Position Min No. of Resources

No. Required
(Before Go- Live)
1. Project Manager 1
2. ERP Module – Functional Leads 5
(Total XX - Resources one for each
Module)
3. Distribution Sector Specialist 24 (Minimum 1 Resource for
4. Change Management Expert each domain)
5. ICT Infrastructure Lead
6. Cloud services expert
7. Lead Programmer
8. System/Database Administrator
9. Enterprise Architect/ Integration Expert
10. Solution Tester
11. Network Expert
12. Security Expert
13. Mobile Application Expert
14. Data Digitization Lead
15. Bid Management Expert
16. Facilities Management and Help Desk
Coordinator
17. IT Support Staff
Table 9: Manpower Requirement before Go-Live

11.4.3 Post ERP System Go-Live

ERPSI shall deploy the Project Manager (Project In-charge) including Technical,
Functional Experts and Other Support Staff at the identified project locations
during the post Go-live and Facility Management support Phase.

The Key project resources including Project Manager and Functional Expert shall
be based at Rajasthan Discoms headquarters. Also, the ERPSI shall deploy
adequate no. of IT/Subject matter resources for overall support post Go-Live and
FMS phase of project which may be increase/decrease as per requirement. After
ERP System Go-live, the ERPSI should provide necessary resources and support
staff for Rajasthan Discoms.
The minimum resource requirement post Go-Live is mentioned in table below:
Sl. Position
Min No. of Resources Required
No
(After Go- Live)
.
1. Project Manager 1
2. ERP Module – Functional Leads 3
(Total XX - Resources one for each Module)
3. Distribution Sector Specialist ERPSI shall provide the resources

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Sl. Position
Min No. of Resources Required
No
(After Go- Live)
.
4. Change Management Expert to meet the project timeline to
5. ICT Infrastructure Lead make ERP System Go-live.
6. Cloud services expert ERPSI shall provide minimum one
7. Lead Programmer resource under each domain and
8. System/Database Administrator minimum 07 resources for IT
9. Enterprise Architect/ Integration Expert support, Handholding support,
10. Solution Tester Facility Management Services &
11. Network Expert Help Desk support at the
12. Security Expert centralized help desk of Rajasthan
13. Mobile Application Expert Discoms staff. However, ERPSI
14. Data Digitization Lead should deploy adequate manpower
15. Bid Management Expert as required to meet the service level
agreements of this RFP. These
16. Facilities Management and Help Desk
resources will ensure and report
Coordinator
the compliance to the SLA as and
17. IT Support Staff
when asked for by Rajasthan
Discoms
Table 10: Manpower Requirement After Go-Live

11.5 Documentation and Deliverables

To ensure that the proposed ERP System & overall solution conforms to the requirements,
specifications, and delivery schedule, the ERPSI shall submit the documentation and
deliverables for review and approval by Rajasthan Discoms.
The ERPSI shall obtain the approval on the relevant deliverable at each stage of project
before proceeding for solution purchase, provisioning, deployment, testing, roll out,
training etc. at Rajasthan Discoms.

As part of ERP implementation, the ERPSI shall submit all required deliverables as
necessary for successful completion of project and required by the purchaser.

11.5.1 Deliverables Acceptance Procedure

The acceptance procedure of deliverables & overall solution for ERP system shall
include:
 Initially, ERPSI will provide draft deliverable for ERP system & Overall
solution by considering the approved project timelines for review and
feedback of Rajasthan Discoms within stipulated timeframe.
 Rajasthan Discoms will provide feedback within the agreed timeframe to
make necessary change corrections (if required).
 ERPSI shall be required to re-submit the revised documents/deliverables.
11.5.2 Key Deliverables
The indicative list of project deliverables which are required to be submitted by
the ERPSI shall include, but not limited to the following:

Project Phase Key Deliverables Frequency

Project 1. Project Kick-off with presentation on ERP System Once

Initiation overview to Senior Management.
2. Project Charter. Once
a) Detailed project implementation plan with

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Project Phase Key Deliverables Frequency

work breakdown structure along with

dependencies
b) Resource schedule & deployment plan
c) List of complete deliverables
d) Project Governance structure & escalation
matrix
e) Stakeholder communication matrix
f) Project management templates such as Project
reports, SLA monitoring, Attendance etc.
g) Detailed Survey Report with Identify End
User Base, License Requirement, Network
Feasibility, Change readiness Assessment etc.
h) Roles & responsibilities
3. Detailed training/Organization change management Once
strategy & schedule
4. SLA and Performance Monitoring Plan Once
5. Data Conversion and Migration Strategy Once
6. Risk Management & Quality Assurance Planning Once
Reports
7. As-Is Study report including existing business Once
process, workflows, reporting requirement, process
maps etc.
8. Gap analysis report with identified gaps & areas of Once
Improvement.
9. Specifications for DC and DRC Infrastructure. Once
10. Specifications for SD-WAN Solution. Once
11. Exit Management Plan Once
Procurement 1. Request for Proposal (RFP) document including Once
of SD-WAN Technical & Functional Specs, Bill of Materials/Bill of
Quantity, Scope of Services, SLA etc. for
procurement, installation & commissioning of SD-
WAN Solution and Network Services
2. Bid Management Support including following: Once
a) Issue of RFP and Bid Submission
b) Pre-Bid Meeting & Query Response
c) Subsequent Corrigendum Documents
d) Technical Evaluation
e) Financial evaluation with recommendation
including analysis and reasonability of rates
f) Finalization of Vendor
g) Draft LOI and Agreement for Selected ERPSI
Procurement 1. Technical & Functional Specs, Bill of Materials/Bill of Once
of Quantity, Scope of Services, SLA etc. for
Infrastructure procurement, installation & commissioning of the
(DC, DRC) infrastructure i.e., Data Center & Disaster Recovery
Services
Business 1. Requirement gathering workshops with Updated Once
Blueprinting requirement specification document

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Project Phase Key Deliverables Frequency

2. Detailed To-Be report including: Once

a) Business Blueprint/design documents. (High
Level Design & Low-Level Design)
b) Updated Bill of Material/Bill of Quantity
c) Business Process Master List (BPML)
d) Business Process Re-engineering
e) Development Scope: Reporting, Interfaces,
Conversions, Enhancements
f) FRS & BPML mapping document
g) Business Solution Design Document
h) Updated Functional Requirement Specifications
i) Updated Technical Requirement Specifications
j) Requirements Traceability Matrix
k) Non-functional Requirements Specifications
Documentation
l) ERP Module based Roles & Responsibilities
(Authorization Matrix) etc.
m) Mapped Organogram of Rajasthan Discoms
n) List of role-based End users of ERP system,
3. Business Continuity/Disaster Recovery Planning Once
Report
4. Cyber Security Policy Once
5. Release Management and Change Management Once
Strategy Document
6. Training & Handholding Activity Monthly
7. Refined Data Conversion and Migration Strategy Once
8. Change Management Workshops Quarterly
9. Business Blueprint/Elaboration phase closure report Once
Design & 1. Test & Development Environment Once
Customization 2. ERP System – Design, Development & Customization Once
Report
3. Baseline Configuration and Documentation Once
4. Customization and Configuration documentation Once
5. Draft ERP System OEM audit report with Once
observations (1st Iteration)
6. Final ERP System OEM audit report with compliance Once
(1st Iteration)
7. Documentation on ERP User Profiles and Roles Once
8. ERP System – Testing Report (Load, Stress, Once
Integration, Performance Etc.)
a) Test Plan,
b) Roles & responsibilities,
c) Test Scripts,
d) Issue log,
e) Issue Resolution Report
9. ERP System Integration with Existing Solutions Once
(Legacy, Other Systems)
10. ERP System – Integration Test Report Once
11. Quality Assurance System Once

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Project Phase Key Deliverables Frequency

12. Conference Room Pilot (CRP) Report Once

13. Approved End-User Training Strategy (along with Once
End-User Training Curriculum, Manuals, and
Schedule)
14. Trainings to Core Team/Nodal Officers As per training
plan
15. ERP System implementation & rollout strategy Once
16. User Acceptance Testing (UAT) Report After software
and hardware
delivery and
after
implementation
17. Documentation for Customization of RICEFW Once
(Reports, Interface, Conversion, Enhancements,
Forms and Workflow) Development Objects
18. Data Archiving Plan Once
19. Refined End User’s training plan Once
20. User Training Manual, FAQ etc. Once
ERP System - 1. Cut-over Communication Strategy Once
Stabilization 2. Draft ERP System OEM audit report with Once
Support observations (2nd Iteration)
3. Final ERP System OEM audit report with compliance Once
(2nd Iteration)
4. Pre-Go-Live Assessment Report Once
5. Enterprise wide Go-live completion report Once
Facility 1. System Performance Report (SLA compliance) Monthly
Management 2. Monthly activities report (including Issue tracker, Monthly
Services Helpdesk ticket analysis, Change Request status and
Status of all service requests logged with Offered
OEM Product etc.)
3. Solution usage reports - transactions and users Monthly
4. User Manual with necessary revision. Once
5. Change Management & Release Management Quarterly
Reports
6. Issue log and resolution report Monthly
7. Revised Exit Management Plan Once
Note:
 The Project deliverables mentioned above are indicative and shall be finalized based on discussion and
agreement between System Integrator and Rajasthan Discoms
 ERPSI will provide respective deliverables as per the captured schedule for their review and feedback of
Rajasthan Discoms
 Rajasthan Discoms will provide feedback within the agreed timelines to make necessary changes,
corrections, if required. ERPSI will be required to resubmit the revised deliverables.
 Feedback and revision of documents and deliverables will be an iterative process.

11.5.3 Documentation Requirements

a) End-User Documents
Documentation will be supplied and maintained by ERPSI during the project.
The ownership of all documents, supplied by ERPSI, will rest with Rajasthan
Discoms. The electronic copies shall be submitted along with all the paper

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documents and manuals, required for operating and configuring the system.
The documents provided must include at least:
a) User Manual (both online and paper copies) providing detailed
instructions on how to use the ERP. In addition, it describes how to access,
submit inputs to, and interpret outputs from the application
b) System installation guide including the configuration of the supplied
infrastructure.
c) User will have the rights to duplicate the hardcopy and soft copy for the
documents created by the ERPSI without any financial and legal
implications
d) Module wise - ERP Application Training Manuals

b) Technical Documents
ERPSI shall supply operation and maintenance manuals for all deliverables.
These shall be in such details as to enable Rajasthan Discoms to operate,
maintain, adjust, and fix the system etc.
ERPSI must ensure that the ERP system components being developed are
thoroughly documented with comprehensive manuals and adhere to standard
methodologies in software development as per ISO and/or CMMi models. The
documents including but not limited to are:
a) Product installation and configuration steps
b) Application access procedures
c) User screen layout and content
d) Transaction entry procedures
e) Batch job setup, processing, and recovery/restart procedures
f) Error codes with full descriptions and recovery steps
g) Standard report layout and content
h) Internal processing controls
i) Application security
j) Operating specifications and system flowcharts
k) Database entity relationships, table formats, and data element descriptions;
and Program module descriptions
l) Quality Assurance Plan Documenting the planned and systematic pattern
of all actions necessary to assure confidence that the software developed
will conform to the Rajasthan Discoms functional and technical
requirements.
m) Interface Control Document - Documenting the interface characteristics of
one or more IT systems and document the Integration & interface
agreements between interface owners. It contains information on both
physical and data element requirements that are necessary to make the
transfer of information between systems feasible.
n) Test Plan Containing information on the software test environment to be
used for independent testing, the test cases to be performed, and the
overall testing schedule. This includes methodology, schedule, resources,
tools, procedures, environment definition, test cases, and software test
results.
o) Systems Manual Detailing the data structure, table, forms, and report
structures.
p) Installation and maintenance manual for the servers and other hardware
q) Operations Manual providing instructions for installing the application,
troubleshooting, interpreting message logs, and FAQs

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r) Trouble Shooting Guide/ Handbook for Helpdesk which describes the

various trouble shooting methods.

11.6 Implementation Approach

The implementation of the Modules would be phased in progressively, covering
successively different geographies and user groups. A summary of the Approach for
Implementation is provided below for better understanding of the Bidder.

Sl.
Project Phase Timeline (In Months)
No.
1. Letter of Award 2 Months
2. Project Initiation 3 Months
Procurement of Infrastructure (DC, DRC, Storage) 3 Months
3.
implementation
4. Business Blueprinting 1 Month
5. Design & Customization 3 Month
6. ERP System - Roll Out at All locations 2 Month
7. ERP System - Stabilization Support 3 Months
8. Facility Management Support 60 Months
Table 11: ERP System Implementation Approach

a. Project Management Plan

The ERPSI is expected to follow the schedule as mentioned. Each of the milestones
should be accompanied with a presentation on the deliverables by the ERPSI, related
to that milestone.
The submission of deliverable will be deemed complete after the submission of the
hard / soft copy of the deliverable and the presentation by the ERPSI.
The “Expected Date of Completion” as mentioned in the table above is the date by
which the deliverable shall be submitted to Rajasthan Discoms. The ERPSI shall
ensure that the deliverable is accepted by Rajasthan Discoms as per schedule
mentioned in the table above post review.
The ERPSI shall follow prudent project management practices commensurate with
the best international standards during the course of the project implementation.
While the actual process of application customization will remain an internal activity
of the ERPSI, it is important that Rajasthan Discoms or their nominated agencies
shall have adequate visibility into such processes.
The following are some of the major guidelines to be kept in mind for Project
Management.

b. Scope Management
The requirements in general and the customization requirement in particular, shall be
collected and documented clearly. The scope and requirements shall be controlled
against a baseline and any changes shall be communicated to Rajasthan Discoms
and documented.

c. Time Management
The ERPSI shall prepare a detailed project schedule conforming to the stake-holder
expectations and exercise stringent control of the schedule. A periodic report on the
progress and deviations should be shared with Rajasthan Discoms. Any schedule
conflicts with respect to project and/or deliverable timelines will have to be resolved
by ERPSI in consultation with Rajasthan Discoms and/or its nominated agencies

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and approved by Rajasthan Discoms. Thereafter the approved timelines will have to
be adhered to by the ERPSI, unless specified otherwise.

d. Quality Assurance and Quality Control

A detailed Quality Assurance Plan shall be prepared and shared with Rajasthan
Discoms. The same shall be monitored and ERPSI shall share a periodic report on the
quality activities. These shall include:
i. Architecture and Design Review Reports
ii. Test Plans Review Reports
iii. Test Execution Review Reports

e. Project Risk management

The ERPSI shall document the risks during implementation and share the same with
Rajasthan Discoms. This shall be periodically reviewed and shared with Rajasthan
Discoms. A report on the periodic risk analysis, risk responses planned, mitigation
strategies executed shall be shared with Rajasthan Discoms.
The ERPSI shall store all the Project Management and Delivery artifacts into a secure
configuration database and give access to Rajasthan Discoms for view purposes.
During the O&M period, any change requests and enhancements to the software
shall be similarly documented so as to create a comprehensive repository of all
artifacts relevant to Rajasthan Discoms stakeholders. This will serve as a valuable
knowledge input during Exit Management and also for any statutory audit.

11.7 Roles and Responsibilities

a) Responsibilities of the Utility
The Chairman/ Managing Director of Utility or any other person designated by the
Chairman/ Managing Director of Utility shall act as the nodal point for the
implementation of the Contract and for issuing necessary instructions, approvals,
commissioning, acceptance certificates, payments etc. to the ERPSI. The Utility shall:

 Whenever implementation of any component of the Solution requires that the

ERPSI obtain permits, approvals, and import and other licenses from local public
authorities, if so, required by the ERPSI, make its best effort to assist the ERPSI in
complying with such requirements in a timely and expeditious manner;
 Approve AS-IS, TO-BE, GAP Analysis and UAT documents required for project
progress, in accordance with Clause 11 of this Section, within 15 (fifteen) working
days from the date of submission of such documents;
 Provide updated AS-IS business process document and on ERPSI’s request,
particulars/ information / or documentation that may be required by the ERPSI
within 30 (thirty) days from date of execution of the Contract to enable preparation
of the Project Implementation plan by the ERPSI;
 Review and approval of ERPSI’s Project Implementation Plan;
 Provide necessary approvals for enterprise data archiving, purging and migration
as required for implementing the ERP System;
 Provide support and personnel required for testing the system during
implementation, acceptance, rollout, and the FMS period;
 Provide A.C. power supply inputs;
 Provide all required documents for delivery of material at site;

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 Provide at its expense, the electrical energy required for performance of the Project
activities, installation, testing, and operation of the ERP Systems;
 Providing necessary processes and procedures and approval for entry of all
operating personnel and for working on 24x7 timeframe in all facilities that would
demand such presence;
 Implement major civil works such as expansions or construction of rooms,
trenches etc. as required for the ERP equipment and help desk;
 Provide the required integration interface details of the legacy applications and
related information required for integration with the ERP system, within 1 (one)
month from date of execution of the Contract;
 Review the specifications of the Goods proposed to be used to ensure compliance
with the provisions of this Contract.
 Provide reasonable support to the ERPSI for the Operational Go-Live in terms of
the provisions of this Contract;
 Provide necessary support to ERPSI in the Project area, in relation to (amongst
others) access to Utility’s premises, installation of ERP system, repair and
maintenance services, etc. Utility shall also:
i. Give access to ERPSI supervisor or its operation & maintenance staff to work
in the Project area during the Contract Period;
ii. Provide an office space for ERPSI personnel as mentioned in Clause 10 of this
Section document within the Utility premises;
iii. Give access to ERPSI to use existing power and water supply, and other
necessary equipment, as mutually agreed with the ERPSI;
iv. Not move, remove, modify, alter, or change the ERP system or any part
thereof in the boundary of the ERP system installed by the ERPSI without the
prior consultation and written agreement of ERPSI. Utility shall take all
reasonable steps to protect the ERP system from damage and shall follow
procedure for emergency action provided in advance by ERPSI;
 Participate in periodic review meetings as per the project governance structure
and shall support with the required interventions requested;
 Be responsible for operation and maintenance of power supply system, and
promptly attend to any break down including repair or replacement of any
equipment used/needed for maintaining continuity of electricity supply for ERP
system operation;
 Permit ERPSI to perform the project activities during working hours, and also
after working hours as necessary, to meet the requirements of Project
Implementation Plan;
 Attend to any irregularity with respect to ERP system operation, the cause of
which has been brought to its attention by the ERPSI;
 Promptly notify the ERPSI of any events or circumstances that could affect the
Project outcomes, or the ERPSI’s Services and obligations under this Contract;
 Appoint and notify to ERPSI of the names and contact details of the Utility
representative and its dedicated staff for the Project, which would include:

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i. An engineer-in-charge for each business function of the Project who shall

render full support to ERPSI for Service delivery during the Term of this
Contract;
ii. A nodal officer, Utility Project Manager, to co-ordinate with ERPSI in
relation to the Project.
 Certify Installation Milestone in accordance with the provisions of this Contract.
 Facilitate ERPSI for the timely implementation of the ERP Project and for its
successful operation and maintenance during the Contract Period;
 Release payments to ERPSI as per agreed terms;
 At its own cost, replace or repair existing equipment (other than ERP systems),
such as power lines, lighting, air-conditioning and ventilation, etc. where
necessary to make the ERP system operational and/ or safe from hazards and
maintain in proper working condition all portions of all facilities that are not
included in the ERPSI’s scope of maintenance;
 Provide all other necessary support as may be required time to time.

b) Responsibilities of the ERPSI

 Preparation of Detailed Project Plan along with the AS-IS, TO-BE and GAP
Analysis documents in line with the overall plan provided in the RFP. The same
should be prepared in consultation with Rajasthan Discoms.
 Procure, install, commission, operate and maintain:
i. Requisite hardware & system software at Data Center/Disaster Recovery
Center
ii. Workstations, printers, UPS, etc. required at various locations as per the
requirements mentioned in this RFP
 Meet the defined SLAs for the performance of the system.
 Implementation of ERP System (including 3rd party) as per the requirements
mentioned in this RFP document
 Ensure the entire hardware deployed at various locations for the entire duration of
the agreement against vandalism, theft, fire and lightening etc.
 Keep all system software i.e., OS, antivirus, office applications etc., for Servers,
PCs etc. at Data Centre and DRC, up to date by installing regular upgrades /
patches
 On-going maintenance support, upgrades, and enhancements of the solution
(including 3rd party components as applicable)
 Setting up and operations of centralized help desk as mentioned in this RFP
document and provide necessary support for the resolution of bugs, patches &
upgrades of the solution
 Submit documents & deliverables as defined in the RFP
 Ensure training material for trainers to train the other users of Rajasthan Discoms
as mentioned in this RFP
 Delivering training for Rajasthan Discoms employees
 Periodic testing of readiness of DRC
 Recovery in case of failure of DC/DRC
 Data Digitization and Migration as mentioned in this RFP document
 During the maintenance phase the responsibility of overall system and version
control will continue to be vested with ERPSI only and should not be outsourced
 Provide onsite handholding as mentioned in this RFP document
 Maintaining the SLA requirements as mentioned in this RFP document

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 Analyzing & managing system performance, network performance, call logs, etc.,
as well as providing the means of monitoring the SLA metrics
 Regular backup of the solution data
 Generation of MIS reports as per the requirements of Rajasthan Discoms
 Generation of the report for the monitoring of SLAs
 Providing Help features on the Application Modules that can be used by
stakeholders such as Frequently Asked Questions (FAQ), etc. including various
tests and audits as mentioned in this RFP
 Any Other as mentioned in this RFP document

12. Project Implementation Methodology

The methodology to be deployed by the ERPSI to implement the ERP system will have different
work elements and activities.
All these activities and the work elements should coherently focus on achieving the following
key results
 Quality of the solution deployed
 Customer satisfaction while deploying and during usage
 Successful implementation in terms of completeness and timely accomplishment of the
outcome
While there are different techniques and tools available as part of the methodology, the
following are expected to be part of the implementation methodology to be adopted by the
ERPSI
a. Workshops with different stakeholders 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 project as demanded by
the context.
b. Stakeholder consultation other than workshops, with those stakeholders who will be
identified by Rajasthan Discoms, for the purpose of critical inputs, review, suggestions,
process description etc.
c. Review sessions with different stakeholders for signing off the deliverables, walking
through the deliverables for facilitating quick understanding
d. Reviews with experts from the ERP system OEM
e. Internal review mechanisms of ERPSI for ensuring the quality of the solution and the
deliverables
f. Adoption of the review comments - effective mechanisms to adopt the changes
suggested
g. Documentation of proceeding – recording the developments, discussions, deliverables,
using standard methodology and native tools available with the ERP system
h. Work standards/practices for documentation, configuration, testing, data migration etc.
i. Training different stake holders on a continuous basis

12.1 Implementation and Support Services

Implementation Services till Go-Live
a. Commissioning of necessary Infrastructure
b. Realization Configuration
c. Customization

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d. Unit Testing
e. System Integration testing
f. User Acceptance Testing
g. Data Migration
h. Training and Change Management
i. OEM Audit Services
j. Documentation
k. Cutover and Go-Live

12.2 Commissioning of Necessary Infrastructure

a. The ERPSI will be responsible for providing a full range of services in implementation
of the offered ERP OEM Product including integration and supporting the operation
of the proposed solution during implementation.
b. The ERPSI will provide required software and system applications for DC & DRC
c. The ERPSI shall commission the complete landscape of hardware both at DC and
DRC for Rajasthan Discoms.

12.3 Configuration / Customization

The ERPSI shall be responsible for installation of ERP software, database, tools, and any
other hardware component required for making the ERP system successfully operational
as per the requirements of Rajasthan Discoms. The system is to be a single instance;
centralized installation servicing the entire organization. The ERP system will be installed
at the location identified by Rajasthan Discoms.

Configuration: Based on the approved Business Design Document, the ERPSI will
undertake the system configuration and customization. After completion of configuration
to the ERP system, ERPSI shall carry out a trial run. If needed or/and the result is not up
to the expectation of Rajasthan Discoms, further reconfiguration will be done by the
ERPSI in order to close any gap left in meeting the desired objective.

Customization: Rajasthan Discoms intends to implement ERP functionalities and the

leading practices available in the offered solution, as far as practically possible. The ERPSI
is required to undertake customization that may be needed in line with the changed,
improved, or specific business processes requirement prepared during Business Design
phase of the ERP implementation. However, the same must be tested, accepted, and
approved by Rajasthan Discoms.

All custom development should be carried out in a controlled and planned manner with
adherence to ERP prescribed coding standards and naming conventions. The ERPSI needs
to provide configuration, customization, and installation documents to Rajasthan
Discoms. ERPSI should follow disciplined approach for configuration and customization
which should not restrict Rajasthan Discoms for any future upgrades to its ERP system
to this effect, the ERPSI should provide a certificate from ERP OEM which certifies that
the ERPSI has followed disciplined approach for configuration and customization of ERP
system, and it will not stop Rajasthan Discoms from future upgrades.

12.3.1 Custom Developments

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The ERPSI should explore all options available in Standard ERP to meet the
requirements, demonstrate standard options to Rajasthan Discoms. If Rajasthan
Discoms concludes that no option meets the requirement and the requirement is
critical for business, ERPSI shall submit the case for custom development to
Rajasthan Discoms or the agency appointed by Rajasthan Discoms. The
following details should be submitted:
a. User Requirement Specifications
b. Functional Specifications Document
c. Complexity Classification under Simple/ Medium/ High, with justification
d. Any impact to Standard functionality/ features and future upgrade
e. Effort and Time-line Estimation
f. Impact to project timelines/ deliverables
Rajasthan Discoms reserves the right to seek customization to meet its unique
requirements and validate the design or findings suggested as custom
development by the ERPSI. In case it is difficult to arrive at the reasonableness of
these requirements on customization during the implementation, the same shall be
resolved through discussions. In case the issue is not settled, the same shall be
referred in the first place to the Steering Committee. The committee may at its
discretion co-opt any subject expert internal/external of Rajasthan Discoms who
in its opinion may help in resolving the dispute. The decision of the Steering
Committee and or the subject expert internal/external of Rajasthan Discoms
appointed by the Steering Committee is final.
Rajasthan Discoms reserves the right to get the functional specifications and
effort reviewed by an external consultant.

12.4 Testing
As part of testing, the ERPSI shall cover all activities during the implementation process
(configuration of business processes, development such as conversions, interfaces,
reports) which prove that system settings are correct as per business requirement of
Rajasthan Discoms. In doing so, the ERPSI shall include test plans, tests cases, and
testing report.
The ERPSI shall create the test strategy document that defines the requirements and goals
of ERP configuration, determines the tools and methods used to check that the system
responds correctly, determines how and when the test will be performed and
recommends how the approval process should occur.
The test strategy document shall guide the project team through the implementation to
ensure that planning and conducting testing activities in the various phases of ERP
implementation as mentioned below.

12.4.1 Base Line Testing

The purpose of Baseline Scope testing activities is to plan and conduct testing to
validate the Baseline configuration. Baseline Scope testing shall ensure that
Baseline configuration is valid and supports the business processes defined in the
Blueprint.
Baseline Scope Testing shall include:
 Unit Testing: Testing of transactions and functions within modules and
 Scenario Testing: Testing of business processes and scenarios

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Baseline Scope testing shall be carried out in three steps:

1) Define Baseline test cases:
a. ERPSI shall develop the baseline test plan with scenarios and test data to
be used for testing based on the test templates.
b. For simple transactions, testing (unit testing) shall be done straightforward
during configuration and the results shall be recorded.
c. For transactions that are very complex involving multiple screens,
functions, and variations to run, the transactions shall be documented and
tested with a Business Process Procedure, maintaining the test section with
test conditions and variations of the standard transaction, or with case
procedures, maintaining the test section.
d. ERPSI shall use the Test Scenario template entering every single step
(transaction) with input and output data to document process flows.

2) Create Baseline test plan

a. ERPSI shall organize and follow up the unit and scenario testing at the
Function/Module level during Baseline scope testing.
b. ERPSI shall assign timeframes and resources for testing.

3) Test Baseline
a. ERPSI shall use the Baseline test plan and the test cases to test Baseline
configuration.
b. ERPSI shall update the Baseline worksheet with status and completion
date information.

12.4.2 Development Testing

The ERPSI shall after development and customization/configuration of the ERP
system, conduct tests to demonstrate that the system meets all the requirements
(functional and Non-Functional) specifications as brought out in this RFP and
would be in accordance with the procedures detailed in the approved process
document.
Based on these tests, a report would be submitted by the ERPSI for review and
approval by Rajasthan Discoms. The test results and response times should be
demonstrated by the ERPSI during the testing phases (System, integration & Stress
and Load testing) at each Rajasthan Discoms location in an
environment/infrastructure as mutually agreed upon by Rajasthan Discoms and
the ERPSI.
The development testing shall cover testing of:
a. Unit testing of customer-specific development
b. Conversions
c. Enhancements (User-exits and other code enhancements)
d. Reports
Development should be tested by the process owner to make sure that the test
results (output data) are correct and reflect the business processes defined in the
Business Blueprint Design.
After development unit testing is completed, all customer-specific programs and
forms shall be included in the Final Integration Test

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12.4.3 Integration and System Testing

The purpose of the Integration Test shall be to plan and execute the integrated
components, including simulation of live operations, and analyze the results,
important for the functional verification of the production system.
Integration testing shall be accomplished through the execution of predefined
business flows, or scenarios, that emulate how the system will run the processes of
Rajasthan Discoms. These business flows, using migrated data from the pre-
existing systems, shall be performed in a multifaceted computing environment
comprising of ERP OEM Products, third-party software if any, system interfaces
and various hardware and software components. The integration tests shall build
the necessary level of confidence that the solution is complete and will perform the
processes of Rajasthan Discoms.
Integration testing shall focus on cross-functional integration points, as well as
end-to-end business processes. The Final Integration test plan shall start with the
testing of the cross-functional integration points (touch points) and end with the
end-to-end testing of critical business processes identified within the Business
Blueprint.

Integration testing shall be done in two iterations.

a. The first iteration (Integration Test) shall concentrate on testing all important
business processes inside the ERP system, starting with touch point scenarios,
and ending with end-to-end-scenarios. It will be done by ERPSI's functional
consultants. Customer specific development like user-exits and transactions
and authorizations and user roles would also be tested in the Integration Test.
b. System Testing, as a second iteration, shall focus on the most important cross-
enterprise scenarios with touch points to external components, including
testing of conversions, interfaces, reports, and the necessary authorizations. It
will be conducted by Rajasthan Discoms users with the guidance of project
operations committee.

Integration and System tests need to be an evolutionary process that is driven

from the previous testing efforts. The test cases and scenarios that were used for
Baseline need to be reviewed by Rajasthan Discoms and enhanced for the
integrated and System test.
These selected cases will be combined to represent a business process flow such as
a revenue cycle or a material acquisition cycle. Problems encountered during these
efforts also need to be tested under an integrated environment.

12.4.4 Load and Stress Testing

Load, scalability, and stress testing would be conducted prior to commissioning &
Go-Live once the System Integration testing of the configured and customized
solution has been conducted successfully. The ERPSI should use suitable
simulation tools in accordance with the agreed test procedures keeping in view
Rajasthan Discoms’ projected future load of transactional users as proposed by
ERPSI and agreed by Rajasthan Discoms. After successful testing and its
clearance with Rajasthan Discoms, the solution would then be considered as
ready for commissioning.

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Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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12.4.5 System Acceptance Testing

The ERPSI will develop acceptance test procedures and the same will need to be
approved by relevant stake holders of Rajasthan Discoms. The purpose of this
acceptance is to ensure conformance to the required process operations response
time, the integrity of the application after installation, and to eliminate any
operational bugs.
This will include:
a. Fine tuning of the application, ensuring all required related component
software are installed and any debugging required.
b. ERPSI shall conduct all tests as a part of Standard Software Testing Life Cycle
(STLC)
c. ERPSI shall facilitate Rajasthan Discoms or its nominated agencies to conduct
User Acceptance Testing, Application Security testing (vulnerability testing
and penetration testing) and Infrastructure Security.
d. Rajasthan Discoms shall nominate a team to carry out acceptance testing of
the various Enterprise resource planning (ERP) solution modules supplied by
ERPSI.
e. ERPSI shall provide training to the Acceptance Testing team prior to the
commencement of the acceptance testing of system.
f. ERPSI shall setup testing environment at the hosting facilities and use virtual
test servers for the same.
g. ERPSI shall provide necessary tools for logging of defects and carrying out
testing if required.
h. ERPSI should provide detailed test scripts for carrying out the acceptance test
of various systems supplied.
i. ERPSI shall resolve all the defects/issues identified by Rajasthan Discoms’
acceptance testing team during solution acceptance procedure/phase.
j. The software would be re-tested to ensure closure of identified defects/issues.
k. The acceptance tests will be carried out before Go-Live at site.

At the satisfactory conclusion of these Acceptance tests to the satisfaction of

Rajasthan Discoms, the implementation of the ERP system shall be considered to
be complete, and a ‘System Acceptance Certificate’ shall be issued by the
Rajasthan Discoms within 7 days of completion. However, if any bug/error is
reported by Rajasthan Discoms, the ERPSI shall be responsible for taking the
corrective action immediately.

12.5 Pilot Go-Live

1. After the ERP System is customized and developed in line to the requirements of the
Rajasthan Discoms and all the system audits and tests are successfully cleared, a
Conference Room Pilot is conducted to ensure the proper operation of the
implemented ERP system before an organization-wide rollout.

2. Once the Conference Room Pilot is successfully completed, the ERP system is issued
the Pilot Go-Live.

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12.6 System Rollout

1. After the ERP System is customized and developed in line to the requirements of the
Rajasthan Discoms, it should be deployed at the Cloud based (if applicable) Data
Center and Disaster Recovery Center.
2. 2. The ERP system should be rolled out at all locations with after required
customization, development and after the successful completion of and User
Acceptance Testing (UAT), which is defined by the ERPSI.

12.7 Cutover and Go-Live

The scope of Cutover would be for each of the core and support processes. The Cutover
Strategy needs to detail the sequence of activities required to achieve this and propose
drawing up of a schedule for the tasks, dates, data conversion and the upload of the
necessary balances and open items into the system before the Final Go-Live.
The key requirements for Cutover are as follows:
a. The Cutover plan should detail the strategy by which the data will be uploaded for
the different sites and the nature and volume of backlog transactions. Specified
forms/formats/templates to put the data in.
b. It should detail the Data elements and open item strategy logic used for planning
Cutover before Go-Live.
c. It should describe the various pre-requisites and assumptions used for each of the
data elements before uploading in the live system.
d. It should detail the various business decisions to be taken collaboratively by
Rajasthan Discoms and ERPSI for finalizing the Cutover strategy.

Rajasthan Discoms will consider Final Go-Live date of the ERP system once the ERPSI
has completed three (3) months of Stabilization Period after the successful rollout of the
ERP system at all the locations specified by the Rajasthan Discoms. Rajasthan Discoms
shall provide the “Go-Live Acceptance Certificate” on following acceptance criteria:
a. Error free operation and running of all ERP modules with real-time data during the
Stabilization Period at all the Rajasthan Discoms locations.
b. Resolution of all ERP System related issues (Not limited to software application, Data
Center & Disaster Recovery Center)
c. Documentation of all issues/problems that come up during the stabilization support
period and resolution methodology / solutions

The following table will be used to ensure compliance to all the activities prior to the Final
Go-Live Stage before issuing the ‘Go-Live Acceptance Certificate’

Compliance
Sl. No. Project Activities
(Yes/No)
1. Unit Testing
2. Completion of Customized ERP Objects
3. Execution of System Integration Testing
Execution of System Perform Test (Stress, Load, Disaster Recovery,
4.
Backup Tests etc.)
5. Commission of DC & DR Environment
6. ERP Software Provisioning & Installation
7. ERP System Installation on Cloud Infrastructure
8. User Acceptance Testing (UAT)

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Compliance
Sl. No. Project Activities
(Yes/No)
9. Completion of Data Digitization (Rollout locations)
Completion of Data Migration (Rollout locations)
a) Master Data (Employee, Material, Vendor etc.)
10.
b) Transactional data (Stock Balances, Opening Balances, Contracts,
Projects, Assets, Employee etc.)
11. End User Creation with defined roles & authorization
12. ERP System Accessibility to all End Users
13. Completion of advance ERP System Configuration
14. Finalize Cutover (Conversion) Plan
15. Successful Completion of End-User Training (Rollout locations)
16. Tuning of ERP System
Successful Completion of Stabilization period after ERP-System
17.
Rollout
Error free operations and running of all ERP modules with real-time
18.
data for a period three (3) months.
Documentation of all the issues/problems that come up during the
19.
stabilization period and resolution methodology / solutions
20. Operational Tools Readiness IVR, ITSM & IT Operations
21. Helpdesk Set-up
22. Establish Service Level Agreements
23. Go-Live Approval

The system is considered ‘Operational’ for all purposes of Payments and SLA compliance
after the Rajasthan Discoms has issued the ‘Go-Live Acceptance Certificate’ and the FMS
period is ongoing. The Rajasthan Discoms will also be responsible to issue the ‘Project
Completion Certificate’ post the completion of the FMS period as defined in this RFP.

12.8 Post Go-Live Stabilization Support

The ERPSI shall provide post Go-Live support, as part of this scope, by continuing the
deployment of the same technical and functional consultants at site for full three months
after implementation and Go-Live. During the stabilization period the ERPSI would help
Rajasthan Discoms users to correct any errors/bugs incurred while executing
transactions, generating reports, handholding for one financial quarter closure. The ERPSI
will update the user manuals and configuration manuals accordingly.

12.9 Additional requirement for ERP Implementation

The requirement for ERP Implementation which the ERPSI will be responsible for are as
follows:
1. The solution should support multitier architectures.
2. System architecture should allow infrastructure simplicity and standardization.
3. The solution software including operating system should be certified for different
types of hardware.
4. The infrastructure should be capable of supporting disaster recovery.
5. The solution should have capability to present all business process and data via
familiar relevant office applications and should offer integration with all relevant
Forms.
6. The system should support latest OS versions and provide compatibility to future
versions

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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7. All Rajasthan Discoms components must be maintained with an ease, such that
corrective and preventive maintenance can be performed on the system without
affecting the entire working of the system.
8. The system should be designed to remove all single points of failure. The system
should provide the ability to recover from failures and should also provide clustering
features, thus protecting against many multiple component failures.
9. The system should have the ability to scale up as and when the new business
applications and services are added without compromising the performance of the
overall solution. The architecture should be proven to be highly scalable and capable
of delivering high performance as and when the transaction volumes increase.
10. The system should provide application architectures that are highly granular and
loosely coupled. The solution architecture design should promote flexible business
process management for future scalability. The solution should be interoperable in
nature and design and development should be based on Service Oriented
Architecture (SOA).
11. The system is required to cover critical business function and process modules and
provide modularity that should support addition / removal of one or more modules
as and when required. However, these modules should be seamlessly integrated in
the core application system. The solution architecture should allow minimum
modifications to preserve the upgrade path.
a. The system should support interfacing with Personal Digital Assistant (PDA),
Smart Card readers, RF devices, data acquisition system, webcam, barcode reader,
biometric system etc.
b. The system should support standard interfaces such as adapters, APIs to interface
with standard application and legacy applications.
c. The system should support real-time data updates and interfaces with software
from other vendors.
d. Operating systems should have longer product life cycle (10 years or more) to
avoid non-availability of various device driver (current and future) support as
well as telephonic and web-based support infrastructure in place directly from
OEM. The OS should be the latest version available in the market.
e. The application should have automatic way of migrating the data from existing
database in case of data structure change and during transfer to new versions.
f. The system should support export and import of data possible from different
legacy systems/other systems/databases in different file formats and on specified
time intervals.
g. The ERP application should support SSL and digital certificates.
h. The system should be compatible to remote access integration.
i. The system should support the use of fault-tolerant multiprocessor architecture
and cluster processing.
j. The system should support auto-switching failover to other available server in
case of server failure.
k. The system should support distributed processing.
l. The system should support load balancing.
m. The Enterprise grade Server operating system should support the essential
network services like Directory Services, DNS, DHCP, Radius, Web Server,
Application server, Cluster services (High Availability and Fail over Support),
Global File system support and virtualization.

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n. The infrastructure technology stack (database, application server and other

components) used by the application should be commonly used for developing
custom applications that are not part of or an extension of the proposed package.

13. Exit Management and Knowledge Transfer

At the end of Contract period, the ERPSI will be required to provide the necessary handholding
and transition support including all information as may be necessary and reasonable to effect as
a seamless handover as practicable in the circumstances to Rajasthan Discoms or designated
staff or any other agency that is selected for maintenance of ERP system post completion of
Contract with the ERPSI.

The ERPSI will provide all information, handholding, and support for all the activities and
information in its possession or control at any time during the exit management period.
Anything in the possession or in the control of ERPSI, associated entity (CSP, SD-WANSP), or
sub OEM is deemed to be in the possession or control of the ERPSI. The transition and
handholding process will include but not be limited to, conducting a detailed walkthrough and
demonstrations of the ERP System, handing over all relevant documentation, addressing the
queries/clarifications with respect to the working/performance levels of the DC/DR at
Infrastructure, SD-WAN Service Provider (SD-WANSP), Software Licenses, handover of
customized source codes, policies, and procedure document, conducting training sessions etc.

The Knowledge transfer activity is an integral part of the scope of work assigned to ERPSI. This
knowledge transfer activity will have to be carried out effectively, even in the case of end of
Contract with the ERPSI or is terminated before the planned timelines.

Please note that this is an indicative list, any other activity, over and above these, as may be
deemed necessary by the Rajasthan Discoms or designated staff or any other agency that is
selected for maintenance of ERP System to meet the service levels and requirements specified in
the contract are also required to be performed by the ERPSI at no additional cost.

In the case of closure or termination of the project, the Parties shall agree at that time whether,
and if so during what period, the provisions of this schedule shall be applied. The Parties shall
ensure that their respective associated entities will carry out their respective obligations set out
in this Exit Management Schedule.

13.1 Transfer of ERP System

a) Rajasthan Discoms shall be entitled to serve notice in writing on the ERPSI at any
time during the Exit Management period requiring the ERPSI and/or its sub-
contractors to provide the Rajasthan Discoms with a complete and up to date list of
the assets and System configurations, License details, Customized Code within 30
days of such notice.
b) Rajasthan Discoms shall also be entitled to serve notice in writing on the ERPSI at
any time prior to the end of Exit Management period requiring the ERPSI to transfer
the overall control to Rajasthan Discoms or its nominated agencies.
c) In case of contract being terminated prematurely by Rajasthan Discoms, the
Rajasthan Discoms reserves the right to ask ERPSI to continue running the project

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operations for a period of 3 months after termination orders are issued. In case of
contract being terminated by ERPSI, Rajasthan Discoms reserves the right to ask
selected ERPSI to continue running the project operations for a period of 6 months
after termination notice is served by ERPSI.
d) Upon service of a notice under this Article, the following provisions shall apply:
i. All title to the assets shall be transferred to Rajasthan Discoms, on or before the
last day of the exit management period.
ii. Payment to the outgoing ERPSI shall be made to the tune of last set of completed
services/deliverables, subjected to the approval and compliance on contractual
and SLA terms & conditions.

13.2 Transfer of Agreements

On the request of Rajasthan Discoms or its nominated agency the ERPSI shall effect such
assignments, transfers, licenses and sub-licenses as Rajasthan Discoms may require in
favor of the Rajasthan Discoms or its replacement implementation agency in relation to
any equipment or service, maintenance or service provision agreement between selected
ERPSI and third party lessors, service providers, and which are related to the services and
reasonably necessary for the carrying out of replacement services by the Rajasthan
Discoms or its nominated agency or its replacement ERPSI.

13.3 Exit management plan

The ERPSI shall prepare an Exit Management Plan for transfer of operations to the
Rajasthan Discoms or its nominated agency or its replacement ERPSI. In the event of
termination or expiry of contract with Rajasthan Discoms, without affecting services to
stakeholders adversely. The ERPSI shall get this process approved by Rajasthan
Discoms. The Exist Management Plan shall include, but not be limited to, the following:
a) A detailed program of the transfer process that could be used in conjunction with a
replacement ERPSI including details of the means to be used to ensure continuing
provision of the services throughout the transfer process or until the cessation of the
services and of the management structure to be used during the transfer
b) Plans for the communication with such of the ERPSI 's sub OEM, Bidder, staff,
suppliers, customers and any related third party as are necessary to avoid any
material detrimental impact on Project’s operations as a result of undertaking the
transfer
c) Plans for provision of contingent support to Rajasthan Discoms and Replacement
ERPSI for a reasonable period after transfer.
d) The ERPSI shall re-draft the Exit Management Plan annually thereafter to ensure that
it is kept relevant and up to date.
e) Each Exit Management Plan shall be presented by ERPSI to the Competent authority
at Rajasthan Discoms and approved by Rajasthan Discoms or its nominated
agencies.
f) In the event of termination or expiry of Agreement, Project Implementation, or Service
Levels, each Party shall comply with the Exit Management Plan.
g) During the Exit management period, the ERPSI shall use its best efforts to deliver the
services.
h) Payments during the Exit Management period shall be made in accordance with the
Terms of Payment Schedule and Contractual conditions or as mutually agreed
between the ERPSI and Rajasthan Discoms.

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i) An Exit Management plan shall be furnished by the ERPSI in writing to the Rajasthan
Discoms or its nominated agencies within 90 days from the date of signing the
contract.

13.4 Facilities to be provided by Client

1) Providing required details of existing Legacy system and any other Systems which are
required for Integration.
2) Providing necessary approvals and signoffs on mutually acceptable conditions.
3) Arranging any meeting or workshop with the Legacy Application Owners or
Vendors.
4) Space for implementation of Centralized IT - Help Desk.
5) Necessary sitting space with adequate facilities be provided by Rajasthan Discoms at
Corporate Headquarters.

14. Payment Terms

The payments shall be strictly made based on acceptance and quality of deliverables,
performance and timelines of services delivered by the System Integrator, Consortium Partner
and Other Third-party agencies. (As applicable)

The System Integrator (ERPSI) should produce a completion/ installation certificate indicating
“Ready-for-use” status (i.e., delivery, installation, commissioning, and successful operation of
system) for respective deliverable/services for ERP system, duly signed as accepted by the
Rajasthan Discoms

14.1 ERP System Implementation Phase Cost

14.1.1 Mobilization Advance
Sl. Activity Payment Terms Payment Milestones
No.
1 Mobilization 5% of the ERP System  Submission of BG of 105% of equivalent
advance Implementation Cost value
quoted for ERP  Signing of Contract agreement
Project against a BG  After successful completion of Project
of 105% of equivalent Initiation Phase (as defined in Section 6
value. Sub-Section 10)
(ERP System  Approval by Rajasthan Discoms as project
Implementation mobilization advance
Phase cost)  Deployment of resources in Rajasthan
Discoms (as defined in Section 6 Sub-
Section 10.4)
Note: In case the ERPSI accepts the mobilization advance, 5% will be deducted from software, hardware
and implementation payment components to make the total value to be 100%.

14.1.2 ERP System Software (License Component)

(ERP System Implementation Phase Cost – Part A)
Sl. Activity Payment Terms Payment Milestones
No.
Supply of 85% of cost of software  Supply requisite software to Rajasthan
Licenses Discoms
1
 Acceptance accorded of receipt by
Rajasthan Discoms, in form of email or

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letter

(Staggered delivery based number of license

requirements proposed by ERPSI and
acceptance of Rajasthan Discoms)
UAT 15% of cost of software On successful UAT completion (no fail
2 Completion cases allowed) and sign off by Rajasthan
Discoms

14.1.3 ERP System Hardware

(ERP System Implementation Phase Cost – Part B)
Sl. Activity Payment Terms Payment Milestones
No.
 Supply requisite hardware to Rajasthan
Discoms
Supply of 40% of cost of
1  Acceptance accorded of receipt by
Hardware hardware
Rajasthan Discoms, in form of email or
letter.
 On installation and commissioning is of
the requisite hardware at locations
Installation and
40% of cost of prescribed by Rajasthan Discoms
2 Commissioning
hardware  Acceptance of installation accorded by
of Hardware
Rajasthan Discoms, in form of email or
letter
On successful UAT completion (no fail
UAT 20% of cost of
3 cases allowed) and sign off by Rajasthan
Completion hardware
Discoms.

14.1.4 ERP System Implementation Services

(ERP System Implementation Phase Cost excluding Part A & Part B)
Sl. Activity Payment Terms Payment Milestones
No.
Business Blueprint approval by Rajasthan
Discoms as defined in Section 6 Sub-Section
Business Blue 20% of the cost of 10
1.
Printing implementation phase
OEM audit approval in form of report as
defined in Section 6 Sub-Section 5
Successful UAT completion (no fail cases
Customization 30% of the cost of allowed) and sign off by Rajasthan
2.
and UAT implementation phase Discoms.

 On submission of ‘System Acceptance

Data Migration 30% of the cost of Certificate’ issued by the Rajasthan
3. Discoms as defined in the Sub-Section
and Go-Live implementation phase
12.4 of Section 6

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Sl. Activity Payment Terms Payment Milestones

No.
 Complete and successful rollout of the
system at all locations and deployment
of the all the requisite software along
10% of the total cost with licenses and hardware as defined
4. Rollout of implementation in the Sub-Section 12.5 of Section 6
phase  Testing and acceptance of the ERP
System by Rajasthan Discoms as
defined in the Sub-Section 12.4 of
Section 6.
 After completion of OEM Audit
 Submission of Stabilization Period
Balance 10% of the
Stabilization & Report
5. total cost of
Go-live  Submission of Go-Live Acceptance
implementation phase
Certificate as defined in the Sub-Section
12.6 of Section 6

14.2 ERP System Operation & Maintenance Phase Cost

(After Successful Go-Live of ERP System)
Sl.
Activity Payment Terms Payment Milestones
No.
 Receipt of invoices from the ERPSI
Facility Quarterly payments
 After submission of SLA report by
1. Management at the end of each
ERPSI and acceptance by Rajasthan
Services (FMS) quarter
Discoms
 Receipt of invoices from the ERPSI
 After submission of Utilization and SLA
Quarterly payments reports by ERPSI and acceptance by
Cloud Service Rajasthan Discoms
2. at the end of each
Provider Cost (Note: Payments for CSP shall be made based on the
quarter
actual utilization and inline to CSP services report
and as per pay as you use policy Shall include
Penalty deductions, as applicable)
Annual
Maintenance
Contract Annual payments at Receipt of confirmation of renewal and
3.
(AMC)/Annual the start of each year invoices from the ERPSI.
Technical
Support (ATS)

Note: The payment shall be made in the following manner:

 The agency shall submit all the Key deliverables and services to Rajasthan Discoms as per the
contract agreement.
 The completion of work and services shall be verified by Rajasthan Discoms designated technical
committees
 Payment shall be made after due verification and acceptance of completed work and services and
issue of completion certificate from the Rajasthan Discoms.

14.3 In the event that the ERPSI has duly followed the procedure and the Utility fails to make
any payment within the 45 days of production of invoice along with all supporting
documents upto satisfaction of the Utility, the Utility shall pay interest to the ERPSI on

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such delayed payment amount (including disputed amount) as from the due date of
payment. The applicable interest rate on the delayed payment amount will be equal to
the marginal cost of funds-based lending rate (MCLR) for one year of State Bank of India
(MCLR shall be as applicable on the 1st April of the financial year in which the date of
release of delayed payment lies). In case the period of default lies in two or more
financial years the interest amount shall be calculated separately for the periods falling
in different years.

14.4 The Utility named in the Bidding Documents intends to use the capital subsidy {60%
(90% in case of special category states) of cost of the project} under Revamped Reforms-
based and Results linked, Distribution Sector Scheme (RDSS), 40% (10% in case of
special category states) to be arranged by the State Government/Employer through
loans from REC/PFC/or other FIs/own resources. However, the payment as per the
contract payment terms will be released timely by the Employer, without any linkage to
disbursement of the funds under RDSS scheme.

14.5 Payment Mechanism:

14.5.1 For Implementation Phase, JVVNL will make the payment on behalf of all three
Discoms. ERPSI will raise the invoice to SE (IT), JVVNL, Jaipur for verification and
Sr. AO (CPC), JVVNL, Jaipur will make the payment.
14.5.2 For O&M Phase, single cost for all three Discoms will be taken from ERPSI and
same shall be shared equally by three Discoms, accordingly respective SE (IT) will
issue separate work order. ERPSI will raise the invoice to respective SE (IT) of
discoms for verification and respective Sr. AO (CPC) will make the payment.
14.5.3 However, Payment Mechanism may be reviewed at the time of award of Contract.

15. Service Level Agreement (SLA)

Service Level Agreement (SLA) shall be monitored as mentioned in the following table. It is
expected that the ERP system shall meet the minimum threshold of service defined against each
lever. Any degradation below this minimum threshold will attract penalties as per bands of
service level met. The idea is that it triggers a proper review of any defect / failure /
performance that had been agreed upon for the project, and to find resolutions in keeping with
the highest standards of service excellence.

15.1 Service Level Agreements Monitoring

a) The Rajasthan Discoms will carry out the quarterly monitoring and performance
review of System Integrator against the monthly formulated reports for SLA. A
designated third party or personal from Rajasthan Discoms will review the
performance of System Integrator against the SLA.
b) The SLA reports shall be formulated based on the automated system generated
reports.
c) The System Integrator shall submit the monthly SLA report to designated Nodal
officer as per agreed frequency and timeline.

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d) For requirement of SLA audit, the Rajasthan Discoms may perform a visit either by
internal department or by an external contractor at respective DC/DR locations.
e) The review / audit report will form a basis of any action relating to imposing penalty
on or breach of contract of the System Integrator (ERPSI).
15.2 Service Level Agreements and Targets
The service levels agreements shall be agreed by the System Integrator (ERPSI) as a key
performance indicator for this engagement. These key indicators shall be used while
monitoring and measuring performance of System Integrator (ERPSI). The service level
indicators have been categorized under:
a) Availability management
b) Problem Resolution and Notification Times
c) Performance Parameters
d) Services related SLA
All management tools required to monitor the performance of the service should be
provided by the System Integrator (ERPSI) at no extra cost. The System Integrator (ERPSI)
would be required to provide access to the management tools to the Rajasthan Discoms
for monitoring purposes and would also provide the MIS reports for overall project and
SLA monitoring as a part of the contract.
System Integrator shall provide all the necessary diagnostic/monitoring tools and
technology as requested and required by the Rajasthan Discoms to monitor the ERP
System. These tools shall monitor the product, process, and elements of the system to
generate the reports and logs which can be utilized by the Rajasthan Discoms for further
improvement and enhancements of overall system.
The description of the indicative Service Level Agreement (SLA) has been presented
below. A complete Service Level Agreement will be made with the successful bidder at the
time of signing the contract.
15.2.1 Availability Management
1. Availability of IT system - High Availability is a key requirement of Rajasthan
Discoms as the application will enable Rajasthan Discoms officials to deliver
the key activities related to various activities. The expected availability of IT
system should be at minimum 99%. The project must also be able to rebound or
recover from any planned or unplanned system downtime, ensuring a minimal
impact on the operations. The selected System Integrator should provide a
single point of contact on a 24*7 basis.
2. Availability will be measured on quarterly basis. Planned downtime will not be
classified as unavailability. Planned downtime where both main as well
redundant systems are not available for providing service will be limited to
maximum of 48 Hours in a quarter. The selected bidder should endeavor to
take such downtimes only during weekends or holidays preferably after End of
Day (EoD). However, duration of the maximum allowable planned downtime
time will be reviewed on yearly basis.

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3. The failure of application on account of non-availability of infrastructure

provided by Rajasthan Discoms shall not be considered while calculating SLA
for that quarter.
4. In case of any breach in the SLA a penalty amounting to maximum of 10% of
the Quarterly O&M charges shall be levied on the selected bidder.
5. The following table outlines the availability service levels:
Service Parameter Service Validation Penalty
level

Business Availability of Business >=99.95% Availability & >= 5% of the

Applications Application Software as uptime Downtime 0.05% Quarterly
Software (ERP mentioned in the Scope Reports but <1% Payment
system and BI) of Work measured using of SLA
Management
>= 1% 20% of the
Tool. Measured
but <3% Quarterly
24*7 Basis and
of SLA Payment
Validated by
Monthly SLA >= 3% 50% of the
Performance but <5% Quarterly
Report. of SLA Payment

>=5% of No
SLA Payment

Business Availability of >= 99.5% Availability & Less 2% of the

Supporting supporting Applications uptime Downtime than 1% Quarterly
Applications and System Software Reports of SLA Payment
(Like DMS, Services which are measured using
>=1% 10% of the
IDAM, EMS, required to support the Management
but <3% Quarterly
etc.) Business Applications Tool. Measured
of SLA Payment
as mentioned in Scope 24*7 Basis and
of Work Validated by >=3% 30% of the
Monthly SLA but <5% Quarterly
Performance of SLA Payment
Report.
>=5% 50% of the
but Quarterly
<10% of Payment
SLA

>=10% No
of SLA Payment

Integration Availability of Web >99.5% Availability & >=1% 10% of the

Services Services/Middleware uptime Downtime but <3% Quarterly
uptime for Integrating ERP Reports of SLA Payment
System. measured using
Management
Tool. Measured
24*7 Basis and

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Service Parameter Service Validation Penalty

level

Validated by
Monthly SLA
Performance
Report.

Project Submission of monthly 100 % Minutes of >=3% 30% of the

Management project status reports meeting & but <5% Quarterly
and conducting project approval of of SLA Payment
status meeting status report by
engineer in
charge

Anti-Virus Rollout of latest anti- >=99.95% Reports 1% of the Quarterly O&M

Management virus definition file on generated from charges for each default
workstations and Anti-Virus beyond SLA
servers once it is made software
available on console
supplier’s/OEM
website

Network Network Availability >=99.95% Availability & Less 1% of the

Administratio Minimum of 99.98% uptime Downtime than Quarterly
n uptime for Data Centre measured Reports 0.5% of Payment
and Disaster Recovery on Monthly measured using SLA
<Only in case
Centre basis Management
of Cloud-based >= 0.5% 5% of the
Tool. Measured
implementatio but <1% Quarterly
24*7 Basis
n> of SLA Payment
(Measured
Monthly) and >= 1% 20% of the
Validated by but <3% Quarterly
Monthly SLA of SLA Payment
Performance
>= 3% 50% of the
Report
but <5% Quarterly
of SLA Payment

>=5% of No Payment
SLA

Server Rollout of patches (OS, 98% Patch update 1 % of the Quarterly

Administratio infra level) on report O&M charges for each
n/ workstations and default beyond SLA
Management servers after patch being
approved on test
environment

Data base MIS report of database 99% Report 1 % of the Quarterly

Administratio schema, disk space, O&M charges for each
n services storage, and user roles default beyond SLA

Backup/ The System Integrator 99% Report If the negligence is found

restore should take backup as in monthly audit, the

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Service Parameter Service Validation Penalty

level

management per the backup schedule System Integrator would

defined by Rajasthan be penalized a sum of
Discoms INR 5000/- for each
default

Rajasthan Discoms 100% Report INR 5000/- for every

would periodically ask restore test failure
(once a quarter on a
random day) System
Integrator to restore the
backup data

Release Resolution of ticket 99% Reports 1 % of the Quarterly

Management logged in incident generated from O&M charges for each
management tools Ticket logging default beyond SLA
system

Management Daily MIS of Servers 100% Reports 0.5% of the Quarterly

of EMS and device health check- generated from Payment
ups (CPU, disk space, EMS system
memory utilization, I/O
utilization, Storage etc.)

Incident Resolution of ticket >=99% Reports 0.5% of the Quarterly

Management logged in Incident generated from Payment
Management tool Ticket logging
system

Ticketing Resolution of ticket 99% Reports 0.5% of the Quarterly

Management logged generated from Payment
Ticket logging
system

Change Resolution of Change 99% Monthly 2% of the Quarterly

Management Management ticket Reports Payment if agreed date
for requested change is
not adhered

Problem ERPSI shall analyse all 100% timely Root cause 5% penalty of the
Management the incidents and submission Report. Incident Quarterly Payment of that
provide a root cause covering Report stating location/site, if the ERPSI
problems does not submit a
report every month if all incidents
problem report for that
there are more than 5 logged in faced by the
month.
incidents of the same that month users. Report
type. ERPSI shall take detailing
the needed corrective corrective and
5% penalty of the
action to prevent further preventive
Quarterly Payment of that
issues due to the same actions
location/site if the ERPSI
cause.
does not perform the
corrective action for more

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Service Parameter Service Validation Penalty

level

than one calendar month.

Cyber Security Should be part of 98% Report 1% of the Quarterly O&M

Management monthly status report charges for each default
beyond SLA

Implementatio Implementation of audit 100% Reports 0.2% of the Quarterly

n of Audit recommendations given Payment for every non-
Recommendati by Rajasthan compliance
ons Discoms or its auditor
which have been agreed
by ERPSI to be
implemented.

Resource Resource Absent from Attendance If the resource is absent

Management the designated location verification from designated location
from biometric for more than 3 days
system continuously without any
prior approval from
Rajasthan Discoms.
Payment shall be
deducted based on the
pro-rata basis.

(Total O&M cost per day

divided by nos. of
persons deployed)

Further deduction of 10%

of Total O&M Cost per
day divided by nos. of
persons deployed, per
day per resource will also
be applicable on account
of loss of Rajasthan
Discoms services
If the resource is absent
from designated location
for more than 7 days
continuously, ERPSI will
have to provide suitable
replacement as per
specified certification /
experiences criteria
defined in the RFP

Site Supply, Installation, 100 % Final acceptance 1 % of the Quarterly

Infrastructure commissioning & test report O&M charges for each
testing of hardware as

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Service Parameter Service Validation Penalty

level

Management per BoQ within 10 default beyond SLA

months from the date of
project start

SLA Availability of SLA 7 working Monthly Report 5% of Quarterly Payment

Monitoring reports covering all days from
Report parameters required for the end of
SLA monitoring within the month
the defined time

ERP / Other ERPSI to furnish details 100 % Monthly Report 1 % of the Quarterly
Application of active users O&M charges for each
license default beyond SLA
monthly
configuration
report

Remarks: Although SLA penalties shall be calculated as per above table, however total penalty to be deducted is to
be capped at 10 % of the billable amount for O&M charges.

15.2.2 Problem Notification & Resolution Times

Following service levels will be applicable to the selected bidder for handholding
and maintenance support. It shall be noted that the SLA period is including
problem identification, resolution from ERPSI or OEM and shall bear full
responsibility with ERPSI:

Type of Service Metric Measure Threshold Expected Action/Remarks

As per Problem Delivery Initial Critical 1 Hour Initial review for Category, Priority
Report (PR) Response and whether the PR has sufficient
information to understand the
High 2 Hour problem

Assignment to respective individual

for analysis
Medium 4 Hour
Respond to initiator informing of
assignment for further analysis

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

15.2.3 Threshold Definitions

a) Critical: Show-stopper application breakdown/crash. Has serious implications
on running the production server and has impacted all business critical process.

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b) High: Serious degradation in the application performance. Has impacted

majority of the business processes but able to continue the operations with the
system limitations. It may have serious implications on the data integrity. It has
affected or may affect, more than 5 users for the same problem.
c) Medium: Moderate degradation in the application performance. No
implications on the data integrity. No impact on the normal operations/day-to-
day working. It has affected or may affect, around less than 5 but 1 or more
users for the same problem
15.2.4 Penalties in case of failure to meet Service Levels
Following penalty shall be applicable to the selected bidder in case of failure to
meet provisions of Service Level Agreement (SLA) as provided in table above:
a) In case of problem categorized as “Critical”: Rajasthan Discoms shall recover
from the selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices
for every thirty (30) minutes of delay or part thereof over and above the given
threshold limit for each of such incidents.
b) In case of problem categorized as “High”: Rajasthan Discoms shall recover
from the selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices
for every sixty (60) minutes of delay or part thereof over and above the given
threshold limit for each of such incidents; and
c) In case of problem categorized as “Medium”: Rajasthan Discoms shall recover
from the selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices
for every hundred and twenty (120) minutes of delay or part thereof over and
above the given threshold limit for each of such incidents.
d) The same incident shall not have happened more than 2 times in a quarter for
critical category and 3 times in a quarter for high & medium categories, a
penalty of 5% of quarterly O&M prices for that quarter will be levied.
e) If the same incident happened more than 3 times in a quarter for critical
category and 4 times in a quarter for high & medium categories, the
performance bank guarantee may be forfeited, and contract may be terminated.
15.2.5 Performance Parameters
The indicative performance parameters of hardware as well as system software are
listed in the below table.

Sr. No. Parameters Limit

1. 1. CPU utilization < 50%

2. 2. Memory utilization < 80 %

3. 3. User response time (screen navigation) 3 seconds or less

4. 4. Report response time 5 seconds or less for at least 1000

rows fetch

5. 5. Application hit ratio > 80%

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6. 6. Heap usage < 80%

7. 7. Data cache usage/ data buffer cache < 90%

8. 8. Database hit ratio > 90%

The above performance parameters shall be fulfilled as per below criteria

a) The performance will be monitored every fortnight for above parameters
b) Performance will be monitored both in peak as well as in off-peak hours. Peak
hours are 10 AM to 5 PM on every working day and off-peak hours are from 5
PM to 10 AM. Time slot within peak and off-peak hours will be decided on
mutual basis.
c) The performance will be tested on local LAN environment of data center.
Separate machine for testing shall be placed by the bidder at Network
Operating Centre (NOC) of Rajasthan Discoms data center for testing the
performance parameters and system software for this machine such as OS, MS
office, antivirus etc. shall be the responsibility of bidder as well. Other
necessary hardware infrastructure (if required) shall be considered as part of
hardware offering for DC/DRC.
d) The tools/software licenses used to measure above performance parameters
shall be in scope of bidder.
e) If the performance parameters are not fulfilled during fortnightly test, a penalty
equivalent to 1% of quarterly operations and maintenance bill shall be levied.
f) If performance parameters are not met more than 2 times in a quarter, bidder
have to take suitable measures in terms of increase of requisite hardware items
at DC/DRC to achieve the above stated performance benchmark. The cost of
the same shall be borne by bidder.
g) Recovery Point Objective (RPO) is the maximum amount of time lag between
Primary (DC) and Secondary storages (DRC). Rajasthan Discoms intends to
maintain RPO as < 15 minutes for all application and data at primary site.
h) Recovery Time Objective (RTO) is maximum elapsed time allowed to complete
recovery of application processing at DR site. In case of a disaster, the RTO
shall be measured from the time when the decision is finalized & intimated to
the ERPSI by Rajasthan Discoms to shift the operations to DR site. The ERPSI
in association with Rajasthan Discoms personnel shall ensure compliance to
RTO of maximum of 1 hour.
i) RPO/RTO Compliance and Penalties
Sl. Service Parameter Service Level Measurement Penalty
No. Tool/
Validation

1 Recovery Point Measured RPO <15 Monthly 10% of

Objective (RPO) during the minutes Report Monthly
regular planned Payment per
(Applicable when

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taking Disaster or unplanned every

Recovery) (outage) additional 15
changeover from minutes of
DC to DR or vice data lag.
versa.

2 Recovery Time Measured RTO<=1 Monthly 10% of

Objective (RTO) during the Hours (O&M, Report Monthly
(Applicable when regular planned MM, Finance, Payment per
taking Disaster or unplanned HRMS, EA, every
Recovery) (outage) PM etc.) additional 1
changeover (One) hours
from DC to DR of downtime
or vice versa.

15.2.6 Services related to SLA

a) Reporting Procedures: The selected bidder’s representative will prepare and
distribute SLA performance reports in an agreed upon format by the
7thworking day of subsequent month of the reporting period. The reports will
include “actual versus target” SLA performance, a variance analysis and
discussion of appropriate issues or significant events. Performance reports will
be distributed to the Nodal official from Rajasthan Discoms /Department of
IT, if required.
b) Monitoring and Auditing: Rajasthan Discoms will review the performance of
selected bidder against the SLA parameters each month, or at any periodicity
defined in the contract document. The review / audit report will form basis of
any action relating to imposing penalty or breach of contract. Any such review
/ audit can be scheduled or unscheduled. The results will be shared with the
selected bidder as soon as possible. Rajasthan Discoms reserves the right to
appoint a third-party auditor to validate the SLA.
15.2.7 Calculation for Availability Service Levels
a) Uptime Calculation for the Month
1. {% Monthly Availability = [(Actual Uptime + Scheduled Downtime) / Total
No. of Hours in a Month] x 100}
2. “Actual Uptime” means, of the Total Hours, the aggregate number of hours
in any month during which each equipment/service is available for use.
3. “Scheduled Downtime” means the aggregate number of hours in any
month during which each equipment/service, is down during total Hours,
due to preventive maintenance, scheduled maintenance, IT
infrastructure/Other equipment’s problems, IT Infrastructure problems or
any other situation which is not attributable to System Integrator’s (or
Service provider's) failure to exercise due care in performing System
Integrator’s responsibilities.

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4. The System Integrator will be required to schedule “Planned maintenance

time‟ with prior approval of Rajasthan Discoms. This will be planned
except the Business hours of Rajasthan Discoms. In exceptional
circumstances, Rajasthan Discoms may allow the System Integrator to plan
scheduled downtime in the working hours where actual production
downtime will be minimal i.e., less than 30 Minutes.
5. The downtime for scheduled maintenance (patch application, upgrades –
OS, Database, etc.) would need to be mutually agreed between Rajasthan
Discoms and the System Integrator. To reduce this time, various
maintenance activities can be clubbed together with proper planning.
6. “Total Hours” means the total hours over the measurement period i.e., one
month (24 * number of days in the month).
b) Downtime Calculation:
The recording of downtime shall commence at the time of registering the call
with System Integrator for any downtime situation for the
application/service/equipment. Downtime shall end when the problem is
rectified, and the application/ service is available to the user.
Down time will not be considered for following:
1. Pre-scheduled preventive maintenance and health checks (Scheduled
Downtime).
2. Failover time (15 minutes) in case of cluster environment. Beyond which the
service would be considered as not available and appropriate penalty shall
be imposed on the Supplier.
3. Bug in any application which causes the non-availability of the service.
Typical Operations & Maintenance Services (O&M) availability and duration of
their requirement are tabulated below for reference.
The criticality of the required services is categorized under the five
categories/priorities i.e., Critical, Urgent, High, Medium, and Low. Each of the
Support Category is associated with respective response and resolution time.
The criticality definitions are as follows:
Support Criteria Maximum Resolution
Category Response Time
Critical The system is unable to be used for normal 15 Minutes 60 Minutes
business activities. There is certainty of
financial loss to Rajasthan Discoms.
High There is a problem with a part of the 1 Hour 4 Hours
system, which impacts on Rajasthan
Discoms decision making. No viable
workaround is available. There is a
likelihood of financial loss
Medium The efficiency of users is being impacted 2 Hours 8 Hours
but has a viable workaround.
Low A fault, which has no impact on processing 8 Hours 24 Hours
of normal business activities.

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15.3 SLA Change Control

15.3.1 It is acknowledged that SLA may change as Rajasthan Discoms’ business needs
evolve over the course of the contract period. As such, this document also defines
the following management procedures:
a) A process for negotiating changes to the SLA.
b) An issue management process for documenting and resolving particularly
difficult issues.
c) Rajasthan Discoms and selected bidder management escalation process to
be used in the event that an issue is not being resolved in a timely manner.
15.3.2 Any changes to the levels of service provided during the term of this agreement
will be requested, documented, and negotiated in good faith by both parties. Either
party can request a change. Changes will be documented as an addendum to SLA
and consequently the contract.
15.3.3 SLA Change Process
a) Both the parties may amend this SLA by mutual agreement in accordance.
b) Changes can be proposed by either party.
c) Normally the forum for negotiating SLA changes will be Rajasthan
Discoms’ monthly review meetings.
15.3.4 Version Control - All negotiated SLA changes will require changing the version
control number. As appropriate, minor changes may be accumulated for periodic
release (e.g., every quarter) or for release when a critical threshold of change has
occurred.
15.4 Issue Management
15.4.1 This process provides an appropriate management structure for the orderly
consideration and resolution of business and operational issues in the event that
quick consensus is not reached between Rajasthan Discoms and selected bidder. It
is expected that this pre-defined process will only be used on an exception basis if
issues are not resolved at lower management levels.
15.4.2 Issue Management Process
a) Either Rajasthan Discoms or selected bidder may raise an issue by
documenting the business or technical problem, which presents a reasonably
objective summary of both points of view and identifies specific points of
disagreement with possible solutions.
b) Rajasthan Discoms will determine which committee or executive level should
logically be involved in resolution.
c) A meeting or conference call may be conducted to resolve the issue in a timely
manner. The documented issues will be distributed to the participants at least

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24 hours prior to the discussion if the issue is not an emergency requiring

immediate attention.
d) Management of Rajasthan Discoms and selected bidder will develop a
temporary, if needed, and the permanent solution for the problem at hand. The
selected bidder will then communicate the resolution to all interested parties.
e) In the event a significant business issue is still unresolved, the arbitration
procedures described in the Contract will be used.
15.4.3 Issue Escalation Process
a) The purpose of this escalation process is to provide a quick and orderly method
of notifying both parties that an issue is not being successfully resolved at the
lowest possible management level. Implementing these procedures ensures
that Rajasthan Discoms and selected bidder management are communicating
at the appropriate levels. Escalation should take place on an exception basis
and only if successful issue resolution cannot be achieved in a reasonable time
frame.
b) All issues would be raised to the project management team, which is
completely responsible for the day to day aspects of the implementation. The
project management team shall classify the issues based on their severity level
and resolve them within appropriate timelines.
c) If project management team is unable to resolve an issue, the issue would be
escalated to the top management with options/ risks detailed for decision. Top
management will make decisions based on the options/ risks presented by the
IT team.
d) In case one or both the parties are unsatisfied with the decision of the top
management of Rajasthan Discoms, the dispute will be resolved as specified as
per Rajasthan Discoms jurisdiction.
15.5 Termination of Contract and Penalties
15.5.1 Risk and Cost Factor
In the event of termination of contract on the basis of non-performance by the
selected bidder as per SLA, selected bidder will be solely responsible for risk and
cost factor thereon.
15.5.2 Breach of SLA
In case the selected bidder does not meet the service levels mentioned in this RFP
for three (3) continuous time-periods as specified in the relevant clause, Rajasthan
Discoms will treat it as a case of breach of Service Level Agreement. The following
steps will be taken in such a case:
1. Rajasthan Discoms issues a show cause notice to the selected bidder.
2. Selected bidder should reply to the notice within three working days.

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3. If Rajasthan Discoms authorities are not satisfied with the reply, the
performance bank guarantee may be forfeited, and contract may be terminated
by Rajasthan Discoms as per the contract.
15.5.3 Exclusions
The selected bidder will be exempted from any delays or slippages on SLA
parameters arising out of following reasons: -
a) Delay in execution due to delay (in approval, review etc.) from Rajasthan
Discoms’ side. Any such delays will be notified in written to the IT Team
b) Force Majeure

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Annexures
Annexure A - Functional Specifications
(Fully Compliant – FC; Partially Compliant – PC; Not Compliant – NC)
Compliance
Sr. No. Functional Requirements
(FC/PC/NC)
A. Finance and Accounts:
A.1. General Ledger
Capability to provide the facility to have multiple, independent general
1.
ledgers/ schedules
Capability to allow information to be consolidated within and across general
2.
ledgers for (month end) reporting purposes
Capability for each General Ledger (GL) to support and be fully integrated with
3.
sales, purchase, stock and management accounting ledgers and cashbook
Capability of each sub-ledger to relate to a separate control account in the
4.
general ledger
5. Capability to open Memorandum Accounts for recording financial information
Capability of automatic posting (Postings to sub-ledgers should result in
6.
automatic postings to the control accounts in the general ledger)
Flexibility to accommodate current and any proposed chart of accounts
7.
structure and corporate/field organization structure
Option to have centralized or decentralized account maintenance of chart of
8.
account value
9. Capability to have parent-child hierarchy in chart of account values.
10. Addition /deletion of any account code should be restricted
Capability to provide facility to amend and delete the entities (e.g.: Capture
11.
short as well as long description of accounts)
12. Capability to manage Multiple foreign currency transactions
13. Capability to display GL account balance in multiple views as follows:
Statutory
Responsibility (e.g., strategic business unit, Area Office/departmental
reporting)
Geographical
14. Capability to hold balances for multiple ledger types such as:
Actual
Budgeted
Forecast
Taxation
Tariff &
As per requirement
15. Capability to allow enquiry by:
Account codes and names
Wild search
Specific range of period, year and month batch entry number
16. Capability of the system to display:
Online at least 5 years of history for account balances and posted transactions
Account activity including opening balance, movement for the period, closing
balance and year to date balance
Breakdown of balances by drilling down to source document
17. Capability to store balances for future years based on past balances
Capability to maintain the following master data records to store control
18.
information on how postings done into the general ledger account:

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Name of the account

Description
Type of account (e.g., revenue/asset)
Tax posting
Reconciliation account in nature (e.g., Debtors' Control account)
Level of transaction details to be maintained within the GL Account
Alternative account number to store Discom existing GL account (easier for
user to search new account code)
Automatic posting to prevent manual posting to accounts (e.g.: - Accounts
Receivable, Account Payable)
19. Capability to create GL master data in hierarchy
20. Capability to
Copy accounts between entities
Automatically renumber account codes
Closed accounts - block/ mark for deletion
Add accounts
Delete accounts
Change description of accounts
21. Provide facility for mass creation of GL accounts that includes:
Copying entire chart using another chart of accounts as reference
Copying single account
Copying multiple accounts
Performing data transfer using program for GL account master data from
legacy system
Allowing deletion of inactive accounts or accounts with no outstanding balance
22. Capability to: -
Assign an activity status to accounts (e.g. - active/inactive)
Retrieve an account master record via account alias
Capability to immediately put across the electronic notification to relevant users
23.
after creation or change of master data
Capability to provide audit trail to log the creation, amendments and deletion
24.
of each GL account code
Capability to control creations, amendments and deletion of GL Master data by
25.
user-defined authorization
Capability to search account code, account name or responsible area during
26.
posting of documents
Capability to provide facility of Look up accounts number and descriptions
27.
during journal entry
Capability to electronically route journal for approval to an authorized user
28. before posting to the general ledger. If rejected, the journal should be
automatically routed back to the originator for correction
29. Alert for action for vouchers pending at different level
30. Capability to assign unique number to journal entry
Capability to post allocation journals with user-definable rules (e.g.:
31.
apportionment of expenditure)
32. Capability to restrict access to certain accounts by user-defined groups.
33. Capability to control journal posting function by user-defined authorization
Capability to provide function to reverse documentation-individual or in mass,
34.
after posting by reference document number
35. Capability to post to a future and prior period by authorized users
Capability to suspend and resume, later, entry of journal that are incomplete or
36.
imbalance
37. Capability to prevent posting to control accounts of subsidiary ledger
38. Capability to update on-line with real time update

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39. Capability to provide facility to:

Allow storing (park) incomplete documents without carrying out extensive
entry checks
Specify templates to capture details of recurring transactions (e.g.: - fixed
prepayments and accruals)
Allow amendment or deletion to recurring transactions prior to posting
Perform the posting automatically according to user-defined specification
Capability to allow for multiple accounting entries (debits and/ or credits) for
40.
each transaction type
41. Capability to provide running total of debit/credit amount
42. Capability to provide running total of transactions in each batch
Capability to request for authorization of transaction exceeding maximum or
43.
transaction limits by user-defined authority
Capability to ensure that all necessary postings from various other modules are
44.
posted to the ledger before starting the closing run
Capability to automatically generate the provisions for administrative expenses,
45.
materials/ services received but invoice not received
Capability to automatically carry forward balances at the end of the year to the
46.
balance sheet and reset all profit and loss account
Capability to prevent inactive accounts from appearing on reports and financial
47.
statements
48. Capability of auto alert for odd balances (debit/credit)
49. Capability to integrate with payroll
Capability to generate a report of pending, responded and un-responded Inter
50.
Unit Transfers (IUTs)
Capability to automatically create relevant accounting entries at both units on
51.
acceptance of the inter-unit accounting by the recipient unit
Capability to perform month-end (soft closing), quarterly, date range and year-
52.
end closing
53. Capability to automatically, at period end:
Post accruals
Reclassify credit and debit balances for reporting purposes
Capability to automatically update the closing balance of the previous period
54. and opening balance of the current period with prior period transaction
postings for all ledger balances. (e.g.: - actual, budget)
55. Capability to automatically initiate a new financial year
Capability to automatically net off the expense and revenue accounts closing
56. balances to retained earnings account and carry the same to the following
accounting year
Facility to make adjustment/provision entries to the consolidated Trial Balance
57.
without impacting individual unit's Trial Balance
58. Facility to re-run consolidation multiple times after adjusting the unit's accounts
59. Capability to:
Consolidate at multi levels
Consolidate actual and budget at balance sheet, profit/ loss account, cash flow
statement, expenses and revenue account levels
Automate generation of elimination transactions
Automatic generation of inter Office/ Department balances
Prepare consolidated Balance Sheet for statutory compliance & as required
60. Facility to change consolidation logic from time to time
Capability to produce the following financial reports in multiple levels (e.g.,
whole organization, reporting units such as Area Office, zones, departments)
61.
and for a user defined period (for the month, year to date), but should not
limited to:
Profit and loss account

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Analysis of Profit and Loss account

Analysis of operating expenses
Balance sheet
Analysis of Balance Sheet
Trial Balance
Cash flow and Funds flow statement
Notes to the financial accounts (account breakdowns)
62. Provide flexible Report generation with the following minimum features:
Specify the format and layout of reports
Summarize and total the information to be reported
Select records to be included in the report
Select details from each record to be included
Perform arithmetic calculation on the information selected or totals
Capability to add narrative comments to reports
Capability to show financial data in thousands, millions etc. without creating
rounding problem
Store the report format for later use
Produce reports in graphical form for presentation purposes
63. Capability to split schedules into multiple sub schedules
64. Capability to produce user defined statutory Reports
Capability to compare actual data to budgeted data and/ or budgeted data to
65.
actual data in:
Annually,
Half yearly,
Quarterly, and
Monthly
Capability to export reports to standard PC applications (e.g., Excel
66.
spreadsheet, .pdf, JSON,.txt/.csv format etc.)
Capability to automatically carry forward closing balances of a particular
67. financial year to opening balance of the current year, with user defined control
and authorization
Capability to create multiple versions of financial statement report and
68.
Capability to customize reports as required by the user
Capability to generate comparative statements for various periods as defined by
69.
the user
70. Capability to print various reports as required by users and management
Capability to support computation of various financial ratios as defined by
71. users and Capability to compare the same with the previous year and year to
date
72. Allow for generating financial statements at the following levels
For Corporate Office
Across Plants
Across strategic business units
Across departments
Capability to comply with all tax related statutory requirements in force in
India and applicable to the company and the system should be upgraded with
73.
the latest tax laws on a regular basis before the amendments to tax laws come
into force
Capability to generate all statutory reports applicable to the company as per
74.
prevailing laws
Capability to change opening balance after taking required approvals from
75.
concerned

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 238

Capability to follow IFRS (International Financial Reporting Standards), IND-

AS (Indian Accounting Standards), ICDS (Income Computation and Disclosure
76.
Standards) and all accounting standards and procedures as required by Discom
Accounts Receivable
A.2. Accounts Receivables
Capability to fully integrate account receivables to the general ledger and the
1. cash book and to allow transactional entries for customer invoices/bills,
adjustment journals, collections and employee related bills
Capability to block the posting or trigger warning if update is made to a
2.
finalized account
Capability to restrict access to master record to unauthorized changes from
3.
being made
4. Capability to set default interest rate or surcharge
5. Capability to provide audit trail for source of invoice
Capability to generate periodic billing reports based on different parameters
6.
and consolidated report on total receivables at any point of time
7. Capability to create debit and credit memos into customer account
8. Capability to reference multiple invoices in single debit/ credit memos
Capability to automatically link receivables posted to the general ledger by
9.
online/batch processing
Capability to provide recording non-sales related receivables like borrowings,
deposits, sale of investment, sale of assets, outstanding receivables considering
10.
payment terms, interbank transfers, rent from quarters/ guest house, selling of
tender forms, a
11. Capability to link with payment gateway
12. Capability to:
Accept various payment methods
Cheque, bank draft, cash etc.
Bank transfer
Offset with other expense or GL account
Cash Reconciliation
Capability to automatically link incoming payment posted to the general ledger
13.
by: -
On-line processing
Batch processing
Capability to display incoming payment details and produce incoming
14.
payment reports on demand from the system –
By customer/vendor amount
By collection date
By method of payment
By location
By type of payment
Capability to refund the customer/vendor and automatically post the refund to
15.
the customer/vendor account
Capability to refund to the customer/vendor using various payment methods
16.
such as:
Cash
Cheque
Bank Transfer
Capability to override the payment method proposed by the system in
17.
exceptional cases
Capability to print petty cash or payment voucher, cheque and refund
18.
statement from the system
19. Capability to post refund transaction automatically to general ledger

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 239

20. Capability to manage:

Post adjustment into the customer account. e.g.: reverse the original payment
transaction to reinstate the original debt
Import dishonoured cheque details in an electronic media supplied by the bank
Capability to capture reasons for dishonour of a cheque and maintain
21.
customer's payment default history
Capability to charge penalty to the customer account based on user- defined
22.
conditions
Capability to re-charge penalty imposed by bank to the customer/vendor
23.
account (if any)
Capability to reverse payment posting from the general ledger automatically
24.
Accounts Payable
A.3. Accounts Payables
Capability to capture the following information, but should not be limited to:
Vendor account number, vendor type (SME/ non-SME; etc.), vendor name,
1.
address, fax, telephone, email, contact person, payment terms, payment
methods, payment charges to be recov
2. Flexibility to provide account numbers:
Automatically
Manually
Upon creation of a new vendor account, Capability to allow for the
3. incorporation of a check digit as a security feature to ensure accuracy of data
entry
4. Capability to control the creation and change of vendor master data
Capability to allow for specified fields in the master data to be made mandatory
5.
or optional entry
Capability to perform a consistency/ outstanding amount check on the account
6. balance based on user defined specification before account is marked for
deletion
Capability to restrict access to master record to unauthorized changes from
7.
being made
Capability to block from posting or trigger warning if update is made to a
8.
finalized account
Capability to print vendor master data and select by new account, vendor
9.
account, status
Capability to provide a list of the blacklisted vendors so that they are debarred
10.
for any future transactions
11. Flexible to record payable:
Automatically record payable entry from other system such as procurement
module
Manually (direct record by the user)
12. Capability to provide audit trail for source of invoice
Capability to provide invoice register facility by which the invoices could be
13.
logged prior to entry into the ledgers
14. Capability of the system to provide processing of following payables
Against purchase order/ contract only
Against purchase order/ contract only with a goods receipt note/service receipt
note
Capability to automatically generate debit/ credit memos based on PO, GRN,
15. Quality, Inspections and acceptance tests as per Discom purchase regulation
norms
Capability of the system to provide collation of purchase orders in the invoice
register by PO order type like material PO, Central PO, Local PO, etc. or
16.
collation on PO value, location of raising PO and master plan wherever
applicable

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 240

17. Capability to capture the following information, but should not be limited to: -
Vendor code, Internal transaction reference, vendor transaction reference,
transaction date, due date for payment calculated by the system from the
payment terms, posting period, transaction value, order value to which the
invoice relates, narrative for pu
General ledger account code, ledger narrative, value, debit credit indicator and
analysis code
18. Capability to provide manual entry for non-material related expenses
Capability to provide facility for entering invoices for prepaid expenses and
19.
apportion the amount between prepaid accounts on periodic basis
20. Capability to provide facility for entering invoices pertaining to prior periods
Capability to produce payable reports on demand within the system (but
21.
should not be limited to):
By invoice date
By vendor type
By user defined selection criteria
Capability to trigger a warning if invoice amount exceeds balance of operating
22.
expenditure budget
Capability to block posting if invoice amount exceeds balance of capital
23.
expenditure budget
24. Capability to create debit and credit memos into vendor account
25. Capability to reference multiple invoices in single debit/ credit memos
26. Capability to post retention request into vendor account
27. Capability to perform:
Refund retention to the vendor and automatically post the refund to the vendor
account
Automatically offset retention paid up against the balance outstanding of
vendor account
28. Capability to refund to the vendor using various payment methods such as:
Cash
Cheque
Bank Transfer
29. Capability to provide functions to block for payment
30. Capability to manage direct payment to vendors by 3rd parties
31. Capability to comply with all TDS related requirements
Capability to trigger automatic alerts prior to due dates of statutory lenders and
32. posting related accounting entries requirements like tax payments/ return
filings etc.
33. Capability to create a proposed payment list by determining: -
Item to be paid - items to be paid are selected and grouped for payments based
on user-defined rules
Payment amount - based on user needs (e.g.: due date of the items)
To whom the payment is made - by specifying the payee
Payment Method - based on the payment method (e.g.: cash/cheque/ Third
Party) according to the rules defined by the user
Payment through - the payment is made - based on the specified bank and a
bank account for the payment
34. Capability to make payment via methods such as:
Cash
Cheque - manual and pre-printed
Direct payment by 3rd Parties like lenders
Bank transfers/ Electronic Fund Transfer
Foreign currency

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 241

Capability to specify a minimum and maximum amount for a single payment to

35.
identify the payment method to be selected by the payment program
Capability to over-write minimum and maximum value range and specify
36.
another payment method during the payment run
37. Capability to generate recurring payment voucher
38. Capability to capture the recurring payment information: -
Name of the vendor
Invoice number
Recurring number
Accounting information
Start and end payment date
Frequency of payment indicator to identify the frequency of the recurring
payment (e.g.: - weekly, monthly, quarterly, biannually, annually)
Capability to allow recurring payment to be deleted or edited within its period
39.
of payment
40. Capability to make payment in foreign currency: -
Specify the bank account to which the payment is made from
Specify whether it is possible to use the payment method to pay in foreign
currency
Specify currencies per payment
Capability to make payment with invoices automatically using user- definable
41.
rules such as:
By oldest invoice
By specific invoice
42. Capability to match single payment with multiple invoices
43. Capability to make partial payments
Capability to change payment methods or banks, payee, block items or cancel
44. payment blocks 45. Audit Trail: Capability to display changes made and by
whom
Capability to allow invoices to be released for payment prior to due date as per
46.
user defined authorization
Capability to display or print exception listing. The exception listing should
47. contain blocked items and all outstanding items which the payment program
did not propose for payment (items that could not be settled despite being due)
Capability to divide the task of editing the payment proposal between various
48.
users and enable several users to edit large payment runs at the same time
Capability to perform payment approval functions to enable certain payments
49.
to have prior approval
Capability to request for authorization of transaction exceeding maximum or
50.
transaction limits by user-defined authorities
51. Capability to print cheque online and perform the following functions: -
Define void reasons (used during test print, page overflow and other user
defined reasons such as printed incorrectly, unusable)
Determine the next free cheque number and store the allocation of payment
document number to cheque number
Capability to provide facility to print and reprint payment voucher together
52.
with cheque
Capability to mark the reprint copy with the word 'DUPLICATE'. The payment
53. voucher should include vendor invoice number, cheque number, addresses and
other user-defined information
54. Capability to provide feature to cancel payments and cheques
Capability to provide access to payment cancellation information based on user
55.
defined selection criteria and print report on cancelled cheques
56. Capability to provide full audit trails for cancelled cheques and payment

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 242

vouchers
Capability to split payment to more than one payee (e.g.: payment involving
57.
withholding tax)
Capability to automatically clear items based on user criteria after payment has
58.
been made: -
By account
By document number
By user defined criteria
59. Capability to post payments for update to the Vendor Account
60. Capability to automatically post to general ledger:
Cash discounts received
Gains or losses from underpayment or overpayment
GST and GST TAN
Bank Charges
Gains or losses from exchange rate differences
Capability to provide the facility to offset balances of vendor accounts in AP
61.
with balance of customer accounts in AR (for vendors who are also customers)
Capability to provide access to projected cash requirement information based
62. on selected items to notify head office of funds required to be transferred to the
paying account
Capability to print TDS certificates and print CEN VAT, Service Tax, GST,
63. Income Tax and TDS report compliant with regulations, and in file-formats
which support e-filing
Capability to post transactions such as debit and credit memos into vendor
64.
account
Capability to identify the transaction via document number series or document
65.
type
66. Capability to provide facility for:
Automatic numbering of documents
Allow for multiple document series
67. Capability to update to the vendor accounts with the following transactions:
Transfer from one vendor account to another
Miscellaneous debit/credit memo for adjustment
Capability to automatically update the corresponding account codes in the
68.
general ledger after posting to the individual vendor account in the sub ledger
Capability to provide for automatic integration with cash book, general ledger,
69 bank ledger, penalties/ LD account, purchasing, Material management system,
TDS account, expense accounts
Capability of the system to support multilocation payments. Payments through
70.
multiple sub–Area Offices and Area Offices and zones
Capability to credit all payments first to the bank Clearing Account. Post
71.
confirmation from the bank the same will be updated to the books
Capability of the system to maintain cumulative register of cheques and to
72.
generate the cheque register print immediately after printing the cheque
73. Manage Vendor Account Enquiry
74. Capability to view the account balances: -
In summary (opening balance, transaction per posting period and closing
balances)
By line items (drill down from summary)
Drill down to document detail (e.g., purchase requisition, purchase order,
invoice, expected delivery date)
Capability to perform various display functions within a vendor account such
75. as search, sort, display additional details (e.g., vendor master information),
total, view by currency, obtain total purchase per posting period etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 243

Capability to display cheque payment information on-screen based on cheque

76.
number or payment document number. The information includes:
Details of cheque recipient
Details of the cheque issuer
Corresponding payment and invoice documents
Capability to provide online enquiry to vendor information via user defined
77.
selection and sorting criteria (e.g., all vendors that are on hold)
78. Capability to:
Select reports
Edit reports (create/change/display)
Export reports to different systems
Download data to spreadsheets (e.g., Excel)
Generate reports one at a time, multiple reports at a time, ad hoc and regular
reports together
Generate reports at on-line basis
Generate reports in background
Generate reports via batch
Allow creation of user-defined reports without need for technical skills
Perform calculations (e.g., totaling, percentage)
Schedule for specific dates, the generation of these evaluations on a regular
basis
Restrict report selection based on security of database, organization structure
Capability to produce the following payable reports, but should not be
79.
restricted to:
Invoices selected for payment by period, bank, payment method
List of approved invoices
List of cheques printed by cheque number and date
List of vendors with vendor master details
AP Liabilities Listing
Invoices under retention
List of inactive vendors
Outstanding Cheques which are overdue
List of cancelled and void cheques
Details of unpaid invoices (payment proposal exception listing)
List of realized and unrealized gains/ losses
Number of invoices and vendors processed within a payment run
Vendor aging report
User defined report
Capability to provide user defined CEN VAT, Service Tax, GST, GST TAN,
80.
Income Tax, TDS and other statutory reports
81. Capability to produce vendor payment history including:
Payment by vendor
Payment by period for the current and prior year
Total paid by year
Total cumulative payments
Date, amount and cheque number last paid
User defined Criteria
82. Capability to electronically route the reports to allow users to review reports
83. Capability to provide facility to present report in graphs within the system
84. Capability to preview report before printing
A.4. Cash Management / Treasury
1. Capability to monitor payment flows and safeguard liquidity
2. Manage Cash Book

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 244

Capability of the cash book to receive automatic postings from the accounts
3. payable and accounts receivables together with manual postings of other
payments and receipts
Capability to have integration with General Ledger. Posting will update
4.
specified general ledger accounts and general ledger cash book balances
Capability to generate daily incoming report and daily outgoing report 190
5.
Capability to generate daily/ weekly/ monthly cash flow report
6. Capability to provide daily balances from the Cash Book
Manage Inter Unit Accounting for Account payable, Account Receivable,
7.
General Ledger & as required
Capability of the system to maintain the funds released to the units by the
8. expense heads and automatically post the ledger entries against inter unit
account
Capability to generate the advice for the unit to pass the journal entry to reverse
9.
the inter-unit account post receipt of funds
10. Capability to perform automatic bank reconciliation
11. Capability to integrate bank reconciliation system with the payment
12. Capability to enter bank statement details: -
Manually
By electronic means to match bank transaction information with receipts and
payments in the system to produce an electronic bank reconciliation
198 Capability to record bank statement transactions including: -
Bank and other charges
Interest received or paid
Electronic fund transfers
Periodic payments
Dishonoured cheques (incoming/ outgoing)
Capability to automatically generate postings into the general ledger for
13.
outgoing cheques/ transfers as follows:
Cleared cheque/ bank transfer data delivered by the bank to generate the
clearing entries
Capability to automatically generate postings into the general ledger for
14.
incoming cheques/ transfers as follows: -
Bank transfers and cheques received/ banked in to generate the clearing entries
15. Capability to print cheque deposit and bank transfer listing
16. Capability to post incoming cheques individually or in batch
Capability to provide function to overview cheque deposit processing status
17.
online
18. Capability to: -
Record stop payment of cheques
Enable the matching of multiple receipts in the system with a single receipt
transaction on the bank statement
Capability to allow for short term planning from sources affecting the cash
19.
position. This includes: -
Bank balances
Maturing deposits and loans
Notified incoming payments posted to the bank accounts
Incoming payments (e.g., cheques) with a value date
Outgoing cheques posted to the bank clearing account
Post-dated cheques
20. Capability to: -
Allow update of bank balance by bank accounts
Group bank accounts in a logical hierarchy by the type of account
Display bank accounts by group or in more details by bank accounts via drill

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 245

down
The system should automatically reverse items outstanding for more than 3
21.
months upon approval Cheque register
22. The system will maintain records of all cheques
23. Manage Cash Register
24. The system will maintain details of all cash
25. Cash Management for Payment Accounts
26. Capability to forecast cash outflow based on:
Liabilities from account payable and borrowings, payroll due within a user
specified period
User defined level. For example, at HO (e.g., centralized) for Area Office or
zone
Capability to provide function to create, change and delete payment advice
27. from sending bank (e.g., main) account to the receiving (e.g., Payment) bank
accounts
Capability to provide function to create bank correspondence and/or print
28.
cheque
29. Capability to post payment advice to the respective bank account
Capability to post automatically to the respective bank accounts in the general
30.
ledger
31. Manage Cash Flow Forecast and Information Systems
32. Flexibility to provide for:
Electronic bank reconciliation
Drilldown reporting tool
Journal/ posting overview (e.g., bank transfers, deposit)
Comparison between actual cash flows with forecasted cash flows
Capability to produce forecast cash flow statement for at least 12 months with
33.
the following minimum details:
Opening balance
Cash outflows for: Loans, Capital projects, Revenue expenditure, Interest
payment, Tax, Dividends
Cash inflow from: Customers, Interest received, Loan draw down, Net
excess/surplus, Closing Balance
Capability to provide drill down capabilities to view details of outflows and
34. inflows. For example, payment from capital projects can be further analysed by
projects/ jobs.
Capability to allow medium and long-term planning from sources affecting the
35.
liquidity position. This includes:
Receivables as expected incoming payments
Payables as expected outgoing payments (e.g., materials, project and capital
expenditure) Planned payments of wages and salaries
Investments and borrowings
Planned dividend payment
Planned tax payment
36. Capability to forecast these cash outflow and inflows based on:
Trends in fees and charges for providing distribution services based on
estimates and collection due dates (Accounts Receivable)
Expenditure trends based on payment due dates (Accounts Payable)
Fixed deposit and borrowing terms
37. Capability to:
Enter forecast cash flow amount manually (e.g., dividend)
Calculate averages
Apportion forecast amounts based on historical data (e.g., Collection and
expenditure patterns) in preparation of cash flow statement.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 246

Capability to perform ‘What if’ analysis on cash flow based on user- defined
38.
assumptions
39. Manage Loans/ Grants and Deposit Management
Capability to maintain the following information in the loans and deposit
40.
master, but should not be limited to:
Lender
Agreement date (If any)
Loan Term, Moratorium
Instalment amount
Interest rate, reset clause
Loan type (Borrower’s note loans, Policy loan, General loan, etc.)
Loan Source (Government or Private)
Security Details
Other loan details and conditions
Capability to provide function for handling the complete loan process for loan
given and loan taken e.g., calculation of repayment schedule, Instalments due,
41.
Interest calculation, payment of instalment and interest, capability calculation
and posting into
42. Capability to view the detailed source of loan report (local and foreign loan)
43. Manage Inter-Unit Transfer Details
44. The system will maintain details of all inter unit transfers of:
Drawing account transfers from HO account to unit accounts
Details pertaining to transfers provided by bank like UTR number etc. will also
be maintained
45. Manage Cash Management/Treasury Reporting
46. Total Collections into Bank Vs. Total Confirmations from Bank
Total Transfers to unit HO account by bank account number and transaction
47.
Cheques deposited Vs. Cheques credited into bank
48. Dishonoured checks by bank account number and identifying issuer of cheque
49. Total cheques issued Vs. Bank debits by bank account number and bank name
50. Un-reconciled statement at the area offices
51. Total cheques issued Vs. Bank debits by cumulative amount
52. Total Transfers to HO account by bank account number and transaction
53. Cheques deposited Vs Cheques credited into bank
Capability to send to Internal Audit (IA) and others as required for pre-
54.
auditing for bills/documents
55. Capability to update utilization of internal Resources
A.5. Budgeting / Analysis
1. Manage Budget Preparation
2. Capability to create the following budgets but not limited to:
Revenue Expenditure budget
Operating Expenditure/Depreciation budget
Capital Expenditure budget
Forecast Balance Sheet for 10 years
Forecast Profit & Loss for 10 years
Forecast Cash Flow for 10 years
Forecast Financial Ratio
Forecast Retained Income
3. Capability to prepare budget with Top Down and Bottom-up method
Capability to provide function to compute retained Income (RI) and cash for
4.
investment forecast based on user-defined criteria
Capability to import/export budget details from / to external systems
5.
electronically (e.g., Spreadsheet -Excel)
6. Capability to provide Windows-based spreadsheets for budget preparation

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 247

Capability to check and balance the detailed-level budget and the summary
7.
level budget
Capability to navigate within the budget hierarchy (e.g., expand/ collapse
8.
structure, drill down for details)
9. Capability to provide a graphical representation of the budget hierarchy
10. Capability to calculate and compare budget vs. actual in:
Amount variance
Percentage variance
Capability to provide text facility to document any changes made and reasons
11.
of amendments within each version of budget
Capability to retain user-specified versions of the budgets upon subsequent
12.
reviews
Flexibility to maintain, the original budget version and the revised budget
13.
version
14. Update the original budget by
Increasing the budget amounts
Reducing the budget amounts
Transferring budget amounts. e.g., transfer budget from Area Office to other
Area Office
Capability to allow changes to be made for the 5-year forecast revenue and
15.
expenditure items either by manual entry or electronic upload
Capability to meet process/reporting requirements of Budget Policy &
16.
Procedures of Discom
Capability to control the following activities by account, date of change and
17.
user IDs:
Lock subsidiary budgets and master budget so that no changes can be made
once approved
Unlock such budgets to reflect budget changes
Capability to aggregate the inputs from the different accounting units and
18.
prepare a draft consolidated budget
Capability to segregate the final consolidated approved budget, accounting unit
19.
wise Manage Revenue/ Operating expenditure budget
Capability to define revenue / operating expenditure budget hierarchy for
20.
responsibility areas within the organization to facilitate control and monitoring
Capability to classify revenue and expenditure items by means of a hierarchy.
21.
For example, personnel costs may consist of salary, wages, overtime, bonus etc.
Capability to provide edit functions to create, insert, copy, and delete
22.
responsible area or revenue / expenditure item within the hierarchy
Capability to identify revenue and expenditure as controllable and
23.
uncontrollable for budget control purposes
24. Capability to:
Allow posting into a GL account prior to budget approval with proper approval
Allow posting into a GL account after approval of budget
Capability to control authorization to create, change, delete, budget, transfer
25.
and post by:
Budget version
Responsible area/ unit
Type of revenue/ expense
Capability to provide level of access to create and maintain relevant assigned
26.
budgets:
Units can only amend/ input their own budget
Budgeting Cell can amend/ input all budgets for Area Offices/zones/ Head
Office / departments; and Budget can only be approved by authorized person
as defined in the system

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 248

27. Capability to copy budget values into a new budget version:

From a reference budget version (e.g., previous year budget or forecast budget)
By selecting specific revenue/ expenditure accounts
28. Capability to revalue budget by percentage and by fixed amount
Capability to provide formula (user defined) for planning/ budgeting at the
29.
lowest level
30. Information required includes:
Revenue from generation charges
Expected increase in requisition for higher transmission capacity by existing
customers (e.g., based on trend or customer forecast)
New customers (supported by agreements)
Loan information
Salaries and wages
Historical and projected payroll cost and number of staff for user-defined
period
Repairs and maintenance
Preventative maintenance schedule
Depreciation (provision for computation of depreciation as per (i) Companies
Act (ii) ERC Regulations (iii) IT Act
Existing assets
Capability to generate monthly/ quarterly/ half yearly revenue/ operating
31.
expenditure budget
Capability to provide a text editor function up to the lowest budget level (i.e.,
32. revenue/ expenditure accounts) to capture supporting workings that derive the
budget amount
Capability to record budgets at all levels of the chart of accounts (all views of
33. account number up to lowest level of the accounts and all levels of
organization)
Capability to allow input budget data at detail level with automatic roll- up to
34. summary level by using aggregation of account (i.e., revenue and expenditure
items) at multiple levels of consolidation
Capability to allow input budget data at higher level within the budget
35.
hierarchy and perform the following:
Manually allocate amounts to detail level based on user-specified methods
Allocate via automatic pro-rate apportionment to user-specified detail accounts
Allow for manual override of apportioned amounts automatically pro-rated by
36.
the system
Capability to provide the option to reflect changes to amounts in a new budget
37. version or without indicating budget as a new version (i.e., overwrite original
budget)
Capability to check and highlight missing, incomplete budget items prior to
38. consolidation (for example, a department missing from a set of departments
defined for consolidation)
39. Capability to support both project/ non-project Capital expenditure budget
Capability to define a budget hierarchy for Project/ Sub-project to facilitate
40.
control and monitoring
41. Capability to use multiple currency for capital expenditure budget
Capability to determine the budgeting start year and the number of years in the
42.
future for which budgeting is allowed
43. Capability to:
Provide for flexible user-defined budgeting period, e.g., 1 year, 3 years or 5
years
Provide for sub-period budgets, e.g., monthly, quarterly, semi-annually, or
annually
Provide Capability to create and maintain a 12-month rolling budget

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 249

Capability to carry forward budget outstanding from projects to the following

44.
fiscal year
Capability to carry forward commitment amount from projects to the following
45.
fiscal year
Capability to support multiple budgets by revenue accounts and expense
46. accounts. For example, to provide for at least two sets of budgets such as
Annual (Original) and Revised Budgets for each accounting entity.
Capability of Corporate Budgeting process to be integrated with the budgeting
and planning of the individual units and support functions. Finance
47.
department (approximate 10-20 users) in the Discom would be involved in the
budget preparation.
Deprecation budget should be based on existing assets and budgeted capital
48.
expenditure
Capability to commit budget, after posting purchase requisition in purchasing
49.
system
Capability to transfer budget between Strategic Business Unit (SBU)/ projects,
50.
according to the authorization level defined by users
51. Capability to provide annual approval budget report
Capability to integrate with the following modules on-line, but should not be
52.
limited to;
Payroll Accounting: usage budget when post salary, bonus and wages etc.
transactions
Account Payable: usage budget when post expenses transactions via AP
General Ledger: usage budget when post expenses transactions via GL
Inventory Management: usage budget when issue to Strategic Business Unit
(SBU)/project
Capability to generate document number separately when create/ change
53.
budget
54. Capability to perform automatic budget checks during transaction posting.
Capability to define tolerance limits either as a percentage or absolute value,
55.
depending on the amount exceed, automatically perform the following:
Trigger warning to user
Trigger warning to user and mail to budget owner
Disallow posting
56. Capability to classify budget control type, such as Cost/ Expenditure budget
Capability to provide the following information in the form of reports/ for
57. online viewing at multiple levels within the budget hierarchy (should not be
restricted to):
Comparison of actual against budget figures (in terms of quantity and value)
Budgeted Balance Sheet for 10 years
Budgeted Profit/ Loss account for 10 years
Budgeted Cash flow for 10 years
Budgeted Financial ratio for 10 years
Forecast Retained Income
Other forecast information
58. Capability to spread budget over the financial periods based on:
Even spread
Seasonal spread
Fixed spread
Variable spread
Manual allocation (i.e., to enter budget figure to specific month)
Capability to generate variance analysis (Actual/ Budget) reports by user-
59.
defined parameters (e.g., time, level of detail, activity, etc.)
Capability to print the report and electronically route the reports to allow users
60.
to review reports

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 250

Capability to provide exception reports for responsible areas (e.g., Area Office,
61.
zones) that exceeded budget with details such as:
Revenue/ expenditure (according to chart of accounts)
Actual to date
Budget
Variance (i.e., amount more than budget)
Capability to automatically check and highlight abnormal data i.e., actual
62.
exceed budget more than 10% or less than 10%
63. Capability to provide over/under budget reports
64. Capability to check fund in real-time basis (for capital budget)
Capability to view source of fund for each project in capital expenditure budget
65.
report
66. Capability to generate budgeted financial statements for the accounting units
Capability to send periodic Management Information System (MIS) as & when
67.
required
Capability to prepare reports for various government agencies audit and
68.
provision for editing and preparing other reports as required
Capability to generate Cost Records Plant wise, Unit wise and as per statutory
69.
requirement as required by the Department & as per Companies Act, 2013
Capability to perform comparison of actual budget with tariff set by the
70.
Regulator
A.6. Fixed Asset Accounting
1. Manage Fixed Asset Master Data maintenance
Centralized definition of fixed assets categories, description, multiple
2.
depreciation rates, predefined residual values etc.
Centralized definitions of content of Fixed Asset Register to support Companies
3. (Auditor’s Report) Order, 2013 or latest [CARO] and other statutory
requirements
4. Capability to maintain parent-child relationship across assets classes
Capability to maintain the following information in the fixed asset master, but
5.
should not be limited to:
Asset number
Group asset number
General information (e.g., description, make/model, quantity, acquisition date,
owner unit, using unit)
Posting information (e.g., capitalization date and amount, asset expiry date)
General ledger account assignment
Accumulated depreciation
Depreciation
Gain/ loss on disposal
Revaluation
Information on the origin of the asset (vendor information e.g., serial number)
Purchasing information (e.g., vendor number, purchase order number,
receiving number)
Physical inventory data
Budgeting data (e.g., budget number)
Insurance data/ warranty
Depreciation data - asset useful lives, useful date, residual value, depreciation
method
Asset location
Asset class/subclass
Asset type
Project/ job number
Remarks-Examples of information required to be maintained within the Fixed

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 251

6. Asset system are as follows:

Responsible unit (e.g., Plants)
Physical location of asset
Usage (e.g., building - staff quarters, substation)
Quantity
Unit of measurement
Description/ additional information (e.g., land title number, capital project
number)
Source of funding (e.g., capital contribution, own funds)
Acquisition method (e.g., purchasing, donation)
7. Capability to perform:
Master record creation
Manually
Automatic posting from Material Management System, Asset & Inventory
System
Master record changes
Deactivate master record (this should be automatic upon retirement of asset)
Delete master record, provided no posting was made to it
Block asset (to block further cost posting into the asset)
Change to location/ reporting unit
Change in assignment of asset, to asset class
Change in asset useful lives
Capability to carry out mass changes automatically to a large extent for user
8.
definable asset record selection criteria:
Mass change to depreciation methods
Mass change in depreciation rates
Mass change in useful lives
Mass change in asset classification
Mass change in locations/ reporting units
Provide audit trail for creation, amendments, transfer and deletion for all asset
9.
group and subgroups
10. Manage Fixed Assets Register
11. Capability to maintain FA register locally at Plant/Unit etc.
12. Capability to record fixed assets as either capitalized or work-in-progress
13. Capability to define fixed assets at different levels such as:
Group asset (main and components) e.g., Land & Building
Asset class/subclass (Group asset belongs to an asset class as per user defined
norms) e.g., factory land
Asset type (e.g., tangible and intangible)
Balance sheet (asset class is assigned to GL account code. This forms the balance
sheet item)
Capability to decide the asset categorization at the time of order
14.
placement/contract finalization
15. Capability to maintain parent - child asset relationships
Capability to differentiate between new asset and value adjustment/up
16.
gradation to existing capacity
17. Record fixed assets with date placed in service in the past
18. Record fixed assets with date placed in service in the future
19. Capability to merge multiple fixed assets into one fixed asset
Provision to rectify errors in recording fixed assets in the same period or in
20.
previous periods
Capability to record number of units against each fixed asset e.g., chairs - 10
21. units 333 Capability to record fixed assets taken on lease, assets on other's
property etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 252

Capability to generate Fixed Assets schedule in accordance with the Statutory

22.
requirements
Capability to generate Fixed Assets schedule in accordance with the Companies
Act 336 Capability to generate Fixed Assets schedule in accordance with the
23.
Income Tax Act 337 Capability to generate Fixed Assets schedule in accordance
with the Regulatory requ
Capability to update Fixed Asset Register upon capitalization of asset Manage
24.
Assignment
Capability to assign an asset to a specific reporting unit or business area (e.g.,
Area Office/sub-station) for internal reporting purposes e.g. When an asset is
25.
assigned to a specific reporting unit, the system should automatically post the
transactions s
26. Manage Addition of Fixed Assets
Capability to automatically or manually allocate a unique asset number upon
27.
creation of the asset master record
28. Allow for asset additions and capital improvements including:
Acquisition and capital improvement costs and dates
Maintenance costs and dates
Original and extended useful life
Mass additions
Capability to capture expenditure under "Capital Works in Progress (CWIP)",
29.
till completion/commissioning of Asset
Capability to transfer from CWIP to respective Asset Account on completion of
30.
work
31. Capability to capitalize asset via: Integration with Accounts Payable
Post the asset acquisition and the corresponding vendor liability in one
transaction Integration with Purchasing/ Inventory
Upon receipt of asset (with value), before invoice receipt
Upon receipt of invoice, asset is received (unevaluated) earlier
By moving the item from inventory
Capability to capitalize an addition or enhancement to an existing fixed asset in
32.
the current fiscal year
Capability to process a credit memo, which reduces the acquisition and
33.
production costs of an asset
Capability to maintain component-wise break-up of the capitalized value of the
34. asset like original cost, installation cost, allocated amount of indirect
expenditure, interest capitalized etc.
Capability to update the acquisition transactions automatically to the respective
35.
account codes in the General Ledger
36. Manage Transfer/ Splitting of Fixed Assets
37. Capability to:
Move an asset, resulting in the need to change asset master data that cannot be
otherwise changed (e.g., the asset class, main asset)
Split up an asset or move part of an asset (transfer between asset groups, sub
asset group)
Transfer material from the inventory (current assets) to a fixed asset (for
example, for a replacement part)
38. Capability to capture information such as:
Date of transfer
Cost, accumulated depreciation and net book values transferred
39. Manage Fixed Asset Disposal/ Retirement
Capability to identify "assets not in use/ awaiting disposal" based on user-
40. defined criteria (e.g., asset class, location). The listing should contain the
following information, but should not be limited to:
General master data - location, description, make/ model, acquisition date

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 253

Asset history
Asset values (book value)
Capability to electronically route proposed disposal listing to specific users for
41.
approval within the system
42. Capability to perform the following within the Fixed Asset system:
Perform complete/ partial retirement
Provide simple method of retiring low value assets
Perform mass retirement
Capture cost of retirement (e.g., removal cost)
Capability to make provisions against losses on retirement of assets in respect
43.
of Assets waiting for disposal
44. Capability to automatically calculate the gain or loss on disposal/retirement
45. Capability to capture disposal information such as:
Date of retirement
Cost, accumulated depreciation and net book values written off
Sales proceeds
Gain/ loss on disposal
Reasons for retirement
Mode of retirement e.g., sold, scrapped, donated etc.
Capability to post automatically or manually to the respective account codes in
46.
the General Ledger:
Gain or loss on disposal.
Sales proceeds.
Capitalization cost; and
Accumulated depreciation
Depreciation
Capability to automatically determine the corresponding depreciation charge
47.
for the partial disposal, based on one of the following entries:
Amount of the acquisition costs being retired
Percentage rate
Quantity
Capability to manually amend the partial disposal amount calculated by the
48. system and then recalculate the corresponding depreciation for posting to the
General Ledger
Capability to post automatically or manually to issue invoice in the Account
49.
Receivable
50. Capability to reinstate fixed assets incorrectly retired
51. Manage Depreciation of Fixed Assets
52. Capability to support different methods of depreciating an asset, such as
As per Regulatory Requirement
User-defined rate tables
Sum of digit
Unit of use
Useful life
53. Support change of useful life and effective rate of depreciation
Support change in method of deprecation and rates of depreciation for a
54.
specific fixed asset or group of fixed assets during the life of the asset(s)
Capability to maintain multiple depreciation rates vis-à-vis the periods to which
55. they apply and Capability to calculate depreciation with retrospective effect
wherever required
Capability to facilitate adjustment of depreciation of fixed assets prior to and
56.
after updates to general ledger
Capability to automatically post to the corresponding accumulated depreciation
57.
and depreciation expense accounts in the General Ledger

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 254

Capability to provide at least daily and monthly basis of calculating

58. depreciation and depreciation expense accounts in the General Ledger
depreciation
Capability to comply calculating depreciation with accounting standard and tax
59.
regulation and regulatory requirements
Capability to provide for recalculations of depreciation expense on assets re-
60.
valued e.g., Depreciation
61. Manage Insurance of Fixed Assets
62. Record all insurance related details against fixed assets
63. Record multiple insurance policy details against individual fixed assets
System generated alerts/reminders to designated users about insurance
64.
premium payable, new policies to be taken, policies to be discontinued etc.
Capability to automatically update insurance record on passing of the insurance
65.
premium bill with the policy details
Capability to monitor sale/purchase of insurable assets and update insurance
66.
records automatically
67. Capability to update details of claim settled / partly settled / rejected
68. Manage Revaluation of Fixed Assets
69. Capability to capture the following information:
Revaluation amount
Revaluation date
Revaluation method
Values’ reference
Computation of revaluation surplus/ deficit and diminution
Capability to keep the original asset cost details separated from the revaluated
70.
amounts and a history of revaluation for each asset over time
Capability to automatically post revaluation transaction to update relevant
71 accounts in the General Ledger (allowance for revaluation (surplus/deficit),
allowance for diminution)
72. Manage Physical Inventory of Fixed asset
Capability to print asset listing for physical count based on user-definable
73.
criteria The following information should be generated for each asset:
By owner unit
By using unit
By location
By asset class / asset category
By Date
By Retirement date
With asset ID
With asset Class
With asset description
With location * With quantity
With value
74. Capability to process the results of the inventory manually or automatically by:
Making comparison with information in the database
Retiring the asset if asset is confirmed missing
Change location if asset has changed location
Enter the inventory date in the assets counted and assets identified as missing
Capability to capture the following information for all types of adjustments
75.
such as:
Date of adjustment
Cost, accumulated depreciation and net book values adjusted

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 255

Adjustment reference document (if any) and authorization 390 Capability to

manually or automatically adjust the acquisition cost and corresponding
depreciation for the missing assets to the General Ledger upon update of Fixed
Asset system
Capability to ensure that no duplication of the equipment/asset can occur. In
76. other words, an item of equipment, once defined, cannot be duplicated within
the system.
Capability to define continuous assets/equipment applicable to UH and DH
77.
distribution assets.
The system is to provide facility to allow an item of equipment to be defined as
78.
a function of its length.
Capability to record any environmental issues or regulations required in the
79.
operation of the equipment / asset.
Capability to record the physical location of each fixed assets Manage
80.
Integration
Capability to provide for automatic integration with General Ledger, Accounts
81. Payable, Accounts Receivable, Project Management and Budget, including the
following:
Automatic interfacing of accounting entries to the G/L module.
Drill-back to Account Payable (e.g., Invoice, Purchase Order etc.)
82. Manage FA Reporting and Enquiry
Capability to display asset description at individual asset level, summarized
83. levels (e.g., asset class, asset group, by balance sheet) and by asset (e.g., asset
number)
84. Capability to provide drill-down from asset descriptive details to:
Balances
Depreciation
GL account code
Capability to provide asset information via screen and print report, but should
85.
not be limited to:
By date, year (e.g., by year of capitalization, year of disposal)
By type of transaction (e.g., acquisitions, transferred, retirement, Written-off,
etc.)
By asset location - for small assets which are portable
By owner unit or using unit
By asset class (main asset group, subgroup, asset number) By user-specified
rules
Capability to produce reports for various reporting, flexible report writing tools
86.
and on-line enquiry facilities for (but should not limited) to the following:
Financial reporting (e.g., audit and taxation)
Management reporting
Examples of standard reports are listed, but should not be limited to, as follows:
Assets at gross separately from accumulated depreciation – for period and year-
to-date
Asset master at summary and detail level
Asset additions
Asset retirements
Asset valuation - gross asset values, accumulated depreciation and NBV
Assets by source of funds (e.g., capital contribution, own funds)
Assets by acquisition method (e.g., purchasing, donation)
Depreciation expense using flexible user selection criteria
Depreciation forecast
GL posting summary
Assets not found at location
Asset found at location other than that assigned in the asset record

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 256

Capability to provide ad hoc listings via screen and/or print listings based on
87.
user defined specifications such as (but not limited to):
Select and sort by asset category
Select and sort by asset class
Select or exclude fully depreciated assets
Select or exclude retired assets
Select by GL account codes
Select by business units
Select by asset status
Select by asset location
Select by asset life within asset book
88. Capability to provide reports that can analyse asset information:
By owner unit or using unit (e.g., zones, Area Office)
By time (e.g., year)
By company, asset type, department and location.
By movement (such as addition, transfer or disposal) by account, current month
or year-to-date activity
89. Provide for complete asset history, for example:
Depreciation, depletion and amortization current period, year-to-date,
accumulated
Net book value and residual value for finance, tax and regulatory requirement
Remaining life
History transactions with line-item
Repair and maintenance tracking
Warranty claims and settlements tracking
Insurance claims and settlements tracking
Acquisition and retirement date
Capability to provide the following details or reports for taxation purposes:
90.
Additions
Qualifying cost
Non-qualify cost
Year of assessment of acquisition
disposal/ write off
Qualifying cost
Non-qualify cost
Sales proceeds
Year of assessment of expiry Adjustments/ transfers
Qualifying cost
Year of assessment of adjustment/ transfer Reconciliation of fixed asset
movements
Opening balance
Additions
Disposals
Transfer in/ out
Adjustments
Qualifying costs
Non-qualifying costs
Closing balance Auditing Process
A.7. Auditing Process
System should allow User (Auditor) creation with access limited to viewing of
1.
the Customer Transaction data etc.
System should have the facility to provide Ad-hoc report writing facility for the
2.
auditors

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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System should have the facility to provide Interface enabling the data to be
3.
downloaded to the audit software for analysis of data for audit purpose
System should have the facility to Concurrent audit whereby
4. transactions/activities deviating from business rules are diverted on real-time
basis to internal auditors
System should have the facility to provide Internal Audit Report Template for
5.
writing of Reports
System should have the facility to provide Monitoring & Scheduling of Internal
6.
Audits, Statutory Audits etc.
System should inform the Internal Audit modules users about any new
7. product/service/facility to customers/employees (such as loans) introduced by
Discom by way of a monthly MIS report
System should be able to generate MIS report highlighting any new product/
8. service/facility to customers/employees introduced in the specific office chosen
for audit between the last audit date and current audit date
9. Capability to generate any statutory report as required for compliance
10. Capability to generate pending audit unit wise or as required by Discom
The system shall have dashboards that depict the various key performance
11.
parameters at various levels
A.8. Bank Reconciliation
Capability to prepare cashbook on daily / monthly basis with valid accounts
1.
codes
2. Capability to generate section-wise cash ledger
3. Capability to generate section-wise cash trial
4. Capability to generate consolidated cash ledger and cash trial
5. Capability to update the GL once any transaction is triggered
6. Capability to prepare Bank wise pay in slips reports
7. Capability to prepare List of Dishonoured cheques issued by UH_DH
8. Auto generation of adjustment entries (JV) arising out of correction in cash book
9. Capability to prepare Schedules with details
Capability to restrict use of wrong account code by sensing the routine account
10.
codes used by each section
Produce Trigger based e-mails on the occurrence / non- occurrence of certain
11.
events to designated persons
A.9. Employee Expenses
Capability to capture variable data of recovery/income from various sources
1.
for Payroll
2. Capability to adjust the bills against the advances
3. Capability to capture variable data like pay advance, Festival
Advance, TA advance, medical, LTC/LLTC (ESS workflow will be enabled for
4.
employee travel process, planning, approval, ticketing etc.)
Capability to account all employee income and recoveries and preparation of
5.
various Schedules
6. Capability to prepare statutory returns and certificates
Capability to maintain the employee-wise sub-ledger for advances &
7.
receivables
Capability to prepare bank payment vouchers for payment of salary to
8.
employees and forwarding the same to cash section
Capability to capture salary details according to responsibility canter wise &
9.
bill-wise for costing appropriation
10. Capability to capture elementwise, account-code wise salary element details
Capability to Generate Final Settlement Sheet, Loan Sheet, VR Compensation
11.
Sheet for processing final settlement dues.
12. Capability to Generate checklist, Voucher related to final settlement dues of

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 258

retiring employees
13. Capability to make monthly payment related to various VR schemes
Capability to capture Address and Bank details, Retiring TA Bill of retiring
14.
employees
15. Capability to capture medical bill, cabin/dietary charges, referred hospital bills
Capability to check eligibility criteria for Housebuilding/Vehicle/PF-NRL/PF
16.
Refundable Loan
Capability to calculate various Loan Amount and its EMI as per company's
17.
policy for recovery
18. Capability to produce TDS certificate for employees
19. Capability to show & print Employees pay-slip at users end
Support Statutory Compliance with Labour Laws Viz. Wages Act, Factories Act,
20.
etc.
Capability to recover PF, CPF, VPF etc. and make payment to
21. employee/nominee at the time of superannuation / resignation / termination /
death
Capability to segregate the employer's contribution towards PF and Pension
22.
and distribute to respective authorities through payment voucher
Capability to generate Pension form and transmit filled in forms electronically
23.
to Pension Authority
Capability to support gratuity payment, PF loans, PF interest, PF status, loan &
24.
VPF deductions, Life cover payment in death cases.
Capability to timely prepare and submit various statutory returns like TDS,
25.
Professional Tax and receive acknowledgement electronically
Capability to process employee recovery data and payment to authorities like
26. Provident Fund, Co-operative Bank and societies, LIC, Death Benefit Scheme
etc.
27. Capability to generate Employee Pay-slip
28. Capability to generate Wages analysis
29. Capability to generate TA/LTC/LLTC Advance and Final payment
30. Capability to generate Manpower Statement
31. Capability to generate OT & Absenteeism Report
32. Capability to generate LIC Deduction
33. Capability to generate All Loans & Advances Ledger.
34. Capability to generate Professional Tax statement
35. Capability to generate Refundable Loan statement
36. Capability to prepare Festival Loan statement
37. Capability to prepare VRS payment vouchers
38. Capability to prepare Final settlement voucher
39. Capability to prepare Income Tax salary certificate (Form 16) and Form 12B(A)
Capability to prepare PF contribution by employee and same amount
40.
contributed by employer segregated to PF and Pension
41. Capability to prepare List of the monthly pension contribution
42. Capability to prepare Loan recovery list
Capability to prepare Ledger of superannuated and separated employees as per
43.
the claim
44. Capability to prepare Schedule for life cover scheme
45. Capability to prepare Monthly various return as per the proforma of the Act
Capability to prepare Yearly return on the pension subscription of each
46.
pensioner
Capability to prepare new joining / separated members of the pensioner as per
47.
the Act
Capability to prepare Yearly individual PF & Pension contribution statement
48.
with opening & closing balance

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 259

49. Capability to prepare Monthly dues & payments statement as per proforma
50. Capability to prepare monthly dispatched challans
51. Capability to prepare Annual ledger of each pensioner
52. Capability to prepare Daily report of Medical / LTC / LLTC / TA advances
Capability to prepare Daily report of all types of bills processed for pay bill &
53.
cash
At any point of generation of report of advance (TA / LTC / LLTC) and its
54.
correlation with Accounts (Trial Balance) employee
Capability to prepare report on LTC / TA paid to employee quarterly etc. For
55. LTC: Type-wise (LLTC/LTC and Exe and NonExe), Block wise, separate case
on roll case
56. Capability to prepare Refer bill payment report age-wise, party wise
57. Capability to prepare Air party bill payment report - party- wise, Air lines wise
58. Capability to prepare Quarterly I.T. return to I.T. authority
A.10 Others
1. Ability to integrate with existing Billing Module (multiple billing modules)
2. Ability to generate A6 & A9 vouchers by integration with billing module or
directly
3. Online payment facility for A9 payments for O&M and other than O&M units.
4. Ability to generate MIS related vouchers by integration with billing module,
Excel import or directly.
5. Reconciliation of MIS revenue with actual receipts and payment collection
vendors provided reports.
6. Ability to maintain consumer inventory for CSD, MSD and advance
7. Generation of cost records and reports and reports as per the prevailing laws
8. Ability to maintain the Loan and Bond Management
9. E invoicing as per GST law compliances
B. Material Management:
B.1 Material Records Management (Material Master)
Ability to record and maintain item master list with availability of material
1 number/code/part code as primary identifier for various material types
including spares and consumables
Ability to generate material code automatically for item entry to item master as
2
well as support manual entry
3 Ability to support alphanumeric material codes & HSN codes
Ability to capture detailed material information including the categories of data
4 to support core material management transactions like goods receipt, goods
issue etc.
Basic data like Material No, Item Description, UoM, Status, Origin, type,
(a)
conversion factors, ownership details etc.
Inventory management data i.e., material history, ABC classification, inventory
(b)
location, safety stock, ROL etc.
(c) Purchasing data i.e., purchase rule, tax/duties rule, ordering batch size etc.
(d) Cost data i.e., standard price, moving average price, weighted average price etc.
(e) Criticality
Ability to support item groups or categorization of material into material
5
groups, type and location etc.
6 Ability to create BOM
7 Ability to integrate BOM with proposed expansion/extension
Ability to support approval workflow and automatically trigger material data
8
authorization upon material data entry
9 Ability to modify material details and resubmit for approval
10 Ability to track material authorization status pre and post approval

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 260

Ability to track changes made to material record with details of changes made,
11
changing entity and approver of changes
12 Ability to reject material record and update material record status with reasons
Ability to record whether material is moving or non-moving or obsolete delete
13
a material record which are non-moving, obsolete
14 Ability to link material to vendor / supplier details
Availability of search functionality based on material numbers, wild card
15
entries, partial item description, shelf life, warranty period, specifications, etc.
Ability to display partial or full material master information to users across
16 functional areas and restrict display of all information based on user
roles/display authorization levels
17 Ability to support multiple Units of Measure (UoM) for an item
Ability to create catalogues for different material types, spares and
18
miscellaneous items
19 Ability to capture details regarding insurance of the materials
20 Ability to generate detailed item wise report of material information
Ability to generate report on revaluation of materials and display valuation
21
history
Ability to generate report on material performance e.g., material history report,
22
material blacklist report, damage during warranty period
Ability to generate material reports for separate material type, material group,
23
location, consumption history etc.
B.2 Manage Inventory
Ability to record multiple physical store locations, capturing individual store
1
physical description details
Ability to support multiple inventory status for individual items including the
2
following:
Available for Issue vis-à-vis Order Position
Scrapped
Obsolete
In Transfer
Blocked
Restricted Use
Under Repair
Special Project Stock
Reserved Stock
3 Ability to track material movement for each store including:
Issues
Inter Store Transfers
Transfer to Obsolete Stock
Consignment movements
Quarantines Stock
Returns
Under Repair
Ability to track and monitor stock at various store locations like, Central Stores,
4
Area Stores, Sub-station Stores, at individual store level and at aggregate level
Ability to plan for inventory based on consumption pattern, present stock,
5
procurement lead times, projected requirements etc.
Ability to analyse inventory in terms of 'items reached re-order/ safety level'
6. and 'critical' items and generate appropriate alerts when inventory reaches
predefined re-order points
Ability to store shelf-life details for items and display alerts when items reach
7.
end of life (user defined) and remains un-used.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 261

Ability to store material movement history in each store and for each item e.g.,
8.
fast, slow moving and non-moving.
Ability to Block Materials for posting. Due to delay between material
movement and the posting of that movement, there is a short-term discrepancy
9.
between actual warehouse stock and book inventory. To avoid such
discrepancy during physical inventory, it is
Ability to classify inventory under bulk material, finished goods, capital items,
10.
job work and disposables
Ability to assign a service level to an inventory item e.g., 100% for critical items
11.
and this will be linked to re-order levels
Ability to schedule stocktaking as per predefined business rules e.g. A Level
12.
Items will be counted once every month and freeze inventory for stocktaking
Ability to support in stock replenishment for all stock items based on
parameters like re-order point, safety stock level, consumptions patterns etc.
13.
The system should estimate ordering quantity and delivering schedule which
can be converted automatically
Ability to trigger stock replenishment for all stock items on the basis of various
14.
parameters like reorder level, safety stock level, material consumption
Ability to estimate suggested ordering quantity and delivering schedule for
15.
individual items for stock replenishment
Ability to generate purchase requisitions based on re-orders automatically for
16.
items based on predefined system configurations
Ability to support inventory valuation methods like FIFO/LIFO/Weighted
17.
Average, Standard Cost, etc.
Ability to revalue inventory, with tracking to revert back / to get original value,
18. if required. This is to facilitate credit refund to Govt at current rate on original
value.
Ability to estimate total inventory carrying cost based on inventory valuation
19.
method
Ability to generate item wise stock status reports on current inventory status
20.
based on goods receipt, goods issue and stock balances on a daily/weekly basis
Ability to generate consolidated inventory report on receipts, issues, stock
21.
adjustments, scrap inventory, goods returned to suppliers, etc.
Ability to consolidate and generate report on item wise total inventory levels
22.
for all stores
23. Ability to generate stock-out reports
Ability to generate report on inventory analysis e.g., material consumption
24.
pattern across stores
Ability to generate report on availability of inventory during requisitioned and
25.
actual service level for items
26. Ability to generate report on age analysis and shelf-life evaluation
27. Ability to generate report on un-used materials procured for a specific purpose
B.3 Goods Receipt
Ability to record receipt of inventory items received from vendors/suppliers
1 and generate Stores Receipt Voucher (SRV) including record of place/location
of receipt and goods details (unit, weight, specifications etc.)
2 Ability to roll back/update the SRV in case the data is wrongly entered
Ability to record receipt of commercial documents received with goods like
3
excise invoice duplicate for transport copy along with goods
Ability to record receipt of technical documents like quality certification report
4
received along with goods.
Availability of control functionality for goods receipt i.e., receiving in
5 excess/shortfall of Purchase Order (PO) quantity, quantity tolerance
functionality or PO revision functionality

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 262

Ability to support quality inspection after goods receipt and before delivery of
6 goods to inventory and generate quality inspection report and record the
inspection results for the goods as per Purchase order
Availability of workflow-based inspection notification to quality control on
7 receipt on parts at store and return notification to store on completion of
inspection for posting the item to inventory.
Ability to support three-way matching of Stores Receipt Voucher (SRV) with
8 Purchase Order (PO), Quality Inspection Report (QC) and Dispatch Instruction
Report
9 Ability to club multiple lorry receipts (LRs) / consignments into single SRV
Ability to record partial delivery of items and track different lots of supply from
10
suppliers for the same PO
Ability to automatically trigger evaluation of goods receipt and initiate
11
payment process
Ability to raise bill for payment with workflow-based approval hierarchy for
12
evaluation of payment
13 Ability to record receipt of goods and track inter store transfers
Ability to receive goods without P.O. or without proper documents and
14
subsequent adjustment/regularization
Ability to display updated inventory status after goods receipt for individual
15
items, item groups and across stores
16 Ability to receive advance shipment notice and attach scanned documents
Ability to record receipt of inventory items purchased at different levels of
17
hierarchy like Head Office Purchase and Area Office Purchase
Ability to generate intimation notice to purchasing authority in case of return of
18
rejected goods
Ability to generate report on all SRV created over a period i.e., weekly\monthly
19
for a storage location
Ability to generate inventory status report based on goods received over time,
20 opening balance, goods issued, closing i.e., daily, weekly and monthly status
report.
21 Ability to generate report for all SRV and bill payments against individual PO
Ability to generate exceptions during Goods Receipt including rejected
22
quantity, items not as per P.O etc.
Ability to generate report on bills raised against SRV over a periodic basis in a
23
store
Ability to generate list of items with guarantee clauses, in particular guarantee
24
period along with Delivery Instruction (DI) date
25 Ability to send alert to the vendor as per delivery schedule
B.4 Goods Issue
Ability to create material issue request/store requisition (SR) for material
including spares and miscellaneous items. The requisition record should have a
1
reservation number, date of reservation, requestor name, stock location,
material part number, quant
Ability to generate SR manually and automatically based on maintenance work
2
orders, capital works project requirements estimated in system
Availability of control functionality for goods issue i.e., issuing in
3 excess/shortfall of SR quantity, quantity tolerance functionality or SR revision
functionality
4 Ability to modify material issue requests/SR based on approver update
5 Ability to track changes made to SRs and display reservation history
Ability to delete SRs automatically based on cancellations in work orders,
6
capital works project etc. and record reasons for cancellation
7 Availability of configurable approval workflow for SR approval
8 Ability to display material issue requests awaiting approval

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 263

9 Availability of material control functionality to check against SR

10 Available inventory and approval status for issue of goods
Ability to display availability of issuing material in each store before goods
11
issue
12 Ability to issue goods and generate goods issue slip
Ability to support and create pick lists for those items awaiting issue to a capital
13 works project, plant maintenance job, customer job, transfer request or over the
counter issue
Ability to configure the information details in the pick lists based on item
14
details
Ability to display updated store inventory status based on goods issued and
15
available inventory at the store
Ability to consolidate pick lists for items to be supplied to the same destination,
16
user or job
Ability to track that the pick list has been picked packed and issued and display
17
the status of the pick list e.g., being picked, being packed, issued etc.
Ability to capture delivery information within the system e.g., transportation
18
type, carrier details, dimensions, weight etc.
19 Ability to generate Gate Pass for material movement based on Goods Issue note
20. Ability to capture a single gate pass for multiple SRs to the same requisition
Ability to modify goods issue information details e.g., quantity, material
21.
number if required and track modification history
Availability of dual unit of measure i.e., UoM for storage e.g., units and UoM
22. for issue e.g., kg and a defined relation between them leading to unable to issue
exact quantity as requested in issue slip.
Ability to record issue of goods without reference document or store requisition
23.
e.g., goods issue for scrap
Ability to generate record on goods issued against approved SRs item wise and
24.
generate exceptions on a periodic basis
Ability to generate report on the goods issued per store over a configurable
25.
periodic basis i.e., weekly/monthly
Ability to generate report on aggregated goods issued for a particular item over
26.
a periodic basis i.e., weekly/monthly
Ability to generate stock overview report showing goods received, goods issued
27.
and inventory status for all items in a store
Ability to generate stock consumption statistics based on goods issue for the
28.
items over time
B.5 Inter Store Transfer
Ability to support physical movement of stock between stores i.e., inter-store
1.
transfers
Ability to record order for inter-store transfer by pre-configured authorized
2.
entity in the system
Ability to generate material issue request/store indent form/ store transfer note
3. (STN) based on order for inter-store transfer from the material requesting store
to the material issuing store
Availability of configurable approval workflow for STN approval for inter-store
4.
transfer
5. Ability to modify STN based on approver update
6. Ability to issue goods and generate Goods Issue Note for inter-store transfer
7. Ability to post material transfer and update inventory status of issuing store
Ability to generate Delivery Challan and Gate Pass based on Goods Issue note
8.
for inter-store transfer
Ability to record receipt of goods at receiving store and generate Store Receipt
9
Note (SRN)
10 Ability to display updated inventory status after goods receipt in receiving

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 264

store
Availability of material control functionality to check goods issued from issuing
11
store with goods received in receiving store and post transfer of goods
Ability to capture the Rate Contracts for Inter Store Transfer and rationalize the
12
transportation linkage to Finance Module
Ability to generate report on item wise inter-store transfer consolidated across
13
stores
Ability to generate report on all items received and issued for inter- store
14
transfer for a storage location on a periodic basis
Ability to generate exceptions and item quantity mismatches arising out of
15
inter-store transfer
Ability to report on trends of regular item shortages in a store resulting in inter-
16
store transfers
B.6 Store Return
Ability to record and support workflow for return of un-used or excess material
1.
from field/substation to stores
Ability to record and segregate dismantled material into scrap and healthy
2
category
3 Ability to generate Store Return Note on goods to be returned from field
Ability to record receipt of goods at receiving store, generate Goods Receipt
4
note and track its SR when goods are returned to store
5. Ability to update the Store Return Note in the store base on prior approvals
Ability to display updated inventory status after goods receipt in receiving
6.
store
Ability to generate accounting adjustments on a consolidated basis at Area
7.
Office level for all the Store Return Notes generated for that period
Ability to generate report on materials returned to a store over a periodic basis
8.
e.g., weekly, bi-weekly
Ability to generate summary report of Store Return Notes generated by the
system over a periodic basis or location wise scrap/obsolete items (as declared
9.
by appropriate authority) returned to the store from the field operations of the
Discom.
B.7 Material Disposal
1. Ability to compile periodic report of scrap goods returned to the stores
Availability of configurable approval workflow for scrap approval and capture
2.
the recommendation of the scrap disposal committee
3. Ability to display scrap requests awaiting approval
Ability to generate alert to initiate material disposal workflow with the scrap
4.
goods report completion as the trigger
Ability to generate material list for auction/sale by Stores based on material
5.
disposal report
Ability to record auction/ sale result for scrap disposal including buyer
6.
information and material disposal details
Availability of workflow to support configurable payment norms for scrap
7. disposal and generate goods issue based on buyer compliance to payment
norms
Ability to generate Goods Disposal note (GDN) after checking against payment
8.
information
Ability to generate accounting adjustments on a consolidated basis at Area
9.
Office level for all the disposals generated for that period
Ability to generate report on scrap items available in a storage location over a
10.
periodic basis e.g., weekly, bi-weekly etc.
Ability to generate exception report for goods disposal process i.e., goods which
11.
are not being disposed on time, auctions not held as planned
12. Ability to generate report on auction results and record auction sale information

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Ability to consolidate Goods Disposal note and generate completion report of

13.
sale based on goods disposed and payment terms
14. Ability to block sold goods till actual dispatch.
B.8 Physical Inventory Verification
Ability to support periodic physical stock verification process and update
1.
inventory status in system based on stock verification
2. Ability to schedule physical stock verification in the system
3. Ability to freeze inventory in the system for physical stock verification
4. Ability to generate item master list for physical stock verification
Ability to generate stock count sheets having detail information like Item No,
5. Item description, Stock Location, Units of Measurement, etc. to capture results
of stock verification
Ability to record the results of stock count in the system and record stock
6.
verification details
Ability to analyse stock count i.e., compare system stored inventory with
7.
physical count and generate exception report
Ability to record recount of the stock items which are at variance in the system
8.
prior to correcting system values
Ability to record possible reason for variance in the system and record root-
9.
cause analysis
Ability to support approval workflow for stock count results and variance, and
10. support authorization hierarchy based on value of discrepancy, type of items
etc. for approval of variances
Ability to update and modify inventory status, material master information
11.
based on physical stock verification
12. Ability generate stock verification report with quantity and value information
13. Ability to generate report on discrepancy for inventory items counted
14. Ability to generate trend for variance items
Ability to generate exception report for those items not counted in a storage
15.
location
C. Purchasing/Contract Management:
C.1 Vendor Records Management
Availability of centralized vendor master records facilitating single vendor
1
description and code across the organization
Ability to record vendor details including alternate / short name for vendor,
2
contact person, vendor address, vendors bank account information
3 Ability to classify vendors into MSME, Start-up, Large etc.
Ability to record TDS details, PAN number and Tax details required for
4 ensuring compliance with Indian Tax laws considering both direct& Indirect
taxes, Default currency for invoice/payment
Ability to record vendor specific information relating to an item/vendor
relationship. The details should include vendor name, address, payment terms,
5
price & quantity, free form comments, delivery information, item no. &
description, discounts, vendor per
6 Ability to support multiple addresses against each vendor
7 Ability to support automatic vendor numbering
Ability to define different vendor types e.g., domestic vendors, international
8
vendors
Ability to maintain vendor list details e.g., company history, saleable model,
9
shipment, payment method
10 Ability to maintain vendor lists for OEM vendors and trade vendors
Ability to modify vendor records e.g., bank account information and support
11
authorization of changes made

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Ability to support vendor classification (multiple parameters required to meet

reporting, preferential treatment like waiver of EMD etc. payment prioritization
12
and other needs) e.g., stationary suppliers, electrical suppliers, service suppliers
etc.
Ability to classify vendors with regards to: supplier, Contractor, sub-
13 Contractor, transporter, approved/ registered, blacklisted/active/not active,
dormant, under trial, etc.
Ability to support all kinds of sub-contracting activities like goods issue, goods
14
receipt etc.
15 Ability to display vendors based on vendor grouping/ classification
Ability to block vendors from being used due to a specific reason e.g., vendor
16
bankruptcy, vendor reliability with effective date, with facilities to re- activate
Ability to record vendor transactions history including purchasing history,
17
payment history etc.
Ability to record evaluation of vendor credentials to qualify vendors as
18
preferred vendors for specific items
Ability to generate vendor registration certificate indicating eligible item groups
19
online. Vendor details will be entered manually by Discom officials.
Ability to restrict creation of purchase orders for items only for its preferred
20
vendors
Ability to verify existence of vendor rate contracts at indenting stage and
21
display alerts for sourcing
Ability to evaluate vendors based on multiple parameters like quality of
22 material, quantity of material and adherence to delivery schedule, prices quoted
by the vendor, vendor response time and other user defined parameters
Availability of vendor rating system based on configurable user defined
23. weightages on multiple parameters (in accordance with Vendor Rating Policy
adopted by Discom and subsequent amendment thereof)
24. Ability to restrict maintenance / access to vendor master record to specific users
25. Ability to allow vendor’s request for addition of new items
26. Ability to generate periodic report on vendor alterations to vendor master
Ability to merge / correlate vendor details (e.g., one vendor taking over another
27.
vendor). Enabling tracking change of status from a date
28. Ability to display period-to-date, quarter-to-date, year-to-date vendor balances
29. Ability to block payments to vendors
30. Ability to integrate with finance functions e.g., accounts payable, general ledger
Ability to track vendor/ supplier performance against pre-defined parameters
31.
set by Discom or regulator
Ability to support different business rules and policies for each Vendor class/
32.
category/ type
33. Ability to generate periodic report on vendor alterations to vendor master
34. Ability to generate vendor account statement to be sent to the vendors
Ability to generate report on individual vendor performance and produce
vendor delivery report on instances of rejected materials, missed delivery,
35.
incorrect location, incomplete delivery, returns due to damage, over supply etc.,
average no. of delay, othe
Ability to generate Vendor analysis reports for spend analysis, performance in
36.
terms of on time in-full delivery, rejections, etc.
Ability to generate reports by outstanding orders, orders shipped but not
37.
received, overdue outstanding orders, orders not fulfilled on time etc.
Ability to generate report on goods returned to vendor that shows the items
38. returned to supplier by Location, Vendor, PO, Category, Product Code, Reasons
for return, Value of Goods return etc.
Ability to generate timeline-based communication history with the vendor
39.
regarding various services like delivery, payment, field service, etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Ability to generate vendor’s outstanding balance report i.e., balance due to /

40.
from vendors
C.2 Invoicing
Ability to pay each invoice individually or multiple invoices together for same
1. vendor and manage outstanding balances accordingly by linking payment to
invoices.
Ability to link every payment to invoice(s) and manage outstanding balances
2.
for individual vendors
3. Ability to generate alert for predefined vendors/POs/WOs before payment
Ability to prioritize payments based on pre-defined criteria e.g., due date,
4.
vendor category etc.
Ability to support Third Party payment options (Bank attachment cases, Power
5.
of attorney cases, etc.)
6. Ability to print cheques as per payment instruction
7. Ability to support payment through LCs
Ability to support predefined approval hierarchy and authorization workflow
8.
for payment to vendors based on amount, vendor category
Ability to appropriate / adjust advance payments against multiple
9.
contracts/invoices
10. Ability for online vendor registration of new vendors through online interface.
C.3 Procurement Planning
Ability to support annual procurement planning and budgeting in which
1.
Central Stores and Procurement team shall be involved
Ability to support annual material plan for individual area offices/
2.
procurement/ projects/O&M
Ability to optimize individual requirements coming from area offices before
3.
generating procurement plan
Ability to specify products or services after analyzing the optimized
4.
requirements
Ability to select vendors and plan procurement for individual vendors on a
5.
periodic basis.
Ability to receive inputs from key partner suppliers/ vendors regarding
6.
products and service requirements planning
Ability to set up E - procurement facility to automate processing of transactions
between Discom and its vendors and to share information with vendors,
7.
leading to providing access to Discom data, as and when Discom decides to use
e-procurement
C.4 Purchase Requisition
1. Ability to display budget available before initiating purchase requisition
Ability to display lead time for purchasing material by material number/
2.
material group before creating purchase requisition
Ability to create purchase requisition / indent for various types of purchases
3.
e.g., stock materials, non-stock materials, services, assets, contract labor etc.
Ability to support approval hierarchy for authorization and release of purchase
4.
requisitions electronically
Ability to set approvals levels based on norms recommended by Discom like
5.
items classifications, procurement value etc.
Ability to provide purchasing rights of routine items to end users of the items
6.
along with hierarchy-based spending limit.
Ability to record user defined instructions/ requisition details as part of the
7.
purchase requisition.
Ability to assign unique purchase requisition number and restrict creation of
8.
duplicate purchase requisitions through in-built checks etc.
Ability to track the authorization status and generate alerts based on purchase
9.
requisitions awaiting approval

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 268

Ability to configure requisitions based on predefined criteria e.g., value,

10.
department, type of purchase etc.
11. Ability to modify purchase requisitions and resubmit for approval
12. Ability to cancel purchase requisition and automatically return commit budget
Ability to track and record the status of a requisition e.g., not approved,
13.
approved
14. Availability of search functionality of previous purchase requisitions
Ability to link the purchase requisition to a valid project or cost center /
15.
Strategic Business Unit
Ability to configure the release procedure for purchase requisitions based on
16. type of line item e.g., as part of standard item list, requiring specialized
documents and approvals etc.
17. Ability to track changes of purchase requisitions and generate audit trail history
Ability to generate report of the purchase requisitions created over a periodic
18.
basis for the department / Area Office
19. Ability to generate report on status of purchase requisitions
Ability to generate report on purchase requisitions based on user defined
20. criteria e.g., requisition number, status, date, material number, description,
originator etc.
Ability to display report on search results on purchase requisition details based
21.
on key fields like purchase requisition numbers
Ability to generate exception report on purchase requisitions rejected, not
22.
approved cancelled etc.
C.5 Purchase Order Management
Ability to create purchase order (PO) directly or with reference to a Bid/Tender
1.
document, a contract, purchase requisition, or another purchase order.
Ability to create PO for different types of purchases e.g., stock materials, non-
2.
stock materials, services, assets, contract labor etc.
3. Ability to create PO with multiple delivery addresses and staggered delivery
4. Ability to have the following as part of the PO:
Assign purchase order number both automatically and manually
requisition originators name and details as applicable
item details with document attachment options to enable viewing item details
text fields for user defined special instructions
Ability to provide for ship-to address, bill-to address, invoice-sent-to address in
5.
the Purchase Order
Ability to specify on order, shipment-from, bill-by/payment to be released,
6.
report-to (agents), etc. vendor address in PO
Ability to capture payment terms in distinct parametric form e.g.,
7.
full/part/advance, mode of payment, etc./address to release the payment
8. Ability to capture inspection requirements, acceptance criteria, etc. in PO
Ability to specify packing, shipping, scheduling instruction against item for PO
9.
(if desired unit wise packing may be asked for)
Ability to record standard documents of latest version like Standard Terms and
10. Conditions of Indigenous/Import procurement, PBG, Bankers List, EMD, BG
for Adv., etc.
11. Availability of multiple UOM for items for inventory and for placing order
Ability to support approval hierarchy for PO authorization based upon
12.
preconfigured criteria (also for repeat orders)
Ability to track the authorization status and generate alerts based on PO
13.
awaiting approval
14. Ability to modify the PO and resubmit for approval
Ability to consolidate multiple purchase requisitions into single PO for the
15.
same vendor
16. Ability to create multiple PO s from single requisitions for different vendors

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 269

17. Ability to split PO between vendors based on user defined parameters

Ability to distribute the costs for individual items in a PO to multiple accounts
18. based on user defined distribution proportion to be charged to 'valid' accounts
or project codes
Ability to display budget available for the purchase and generate alert if no
19.
budget is available or PO value exceeds budget during PO creation
Ability to refer to the type of procurement for an item during PO creation. The
20. type of procurement for the item will be part of the item master data detailing
whether the item:
Requires a material number
Requires an account assignment (i.e., whether you are required to enter an
account assignment category)
Needs to be kept in stock
Requires a goods receipt and/or invoice receipt etc.
21. Ability to get the preferred vendor list for the items selected in the PO
Ability to refer to previously existing contracts with the selected vendors while
22.
creating PO
Ability to generate notification on request for vendor acknowledgement for a
23.
PO
Ability to record PO acknowledgement against the PO from vendors in the
24.
system
Ability to capture Purchase Order receipt/ Acceptance and Planned delivery
25.
date given by the vendor in the system.
Ability to follow up on the vendor for delivery by sending reminders/ risk &
26.
cost notice
Ability to amend Purchase Order with user's approval/ financial concurrence
27. and approval of Competent Authority and to keep track of all past
amendments.
28. Ability to attach documents and specifications to PO
29. Ability to record delivery and shipping information relating to a PO
Ability to record vendor performance data for deliveries against a PO upon
30.
inspection
Ability to enable three/ four-way matching of PO, Goods Receipt, Quality
31.
Inspection Report and Invoice generated in the system
32. Ability to generate notifications to vendors based on overdue PO
33. Ability to release schedules against a Purchase order for staggered delivery
Ability to provide for taxes and duties for various/individual items in the
34.
Purchase order
Ability to record specific terms of trade or payment in a PO e.g., Payment
35.
Terms and Due Dates etc.
36. Ability to record vendor discounts in the PO details
Ability to search and display previously created PO by vendor, item code, PO
37.
number, indent number
38. Ability to generate alerts for PO about to become due to the originators
39. Ability to track PO due dates and generate report to originators on overdue POs
40. Ability to create PO based on standard templates for regular purchase items
41. Ability to follow-up on the vendor for order delivery
42. Ability to display transactions history against the PO
43. Ability to automatically calculate LD based on PO terms
44. Ability to generate report on purchase order history for an item
45. Ability to generate report on change history for a particular PO
Ability to generate reports on PO by user defined criteria e.g., PO numbers,
46.
Vendors, Material numbers, originator, Area Offices
47. Ability to generate report on POs due or overdue
48. Ability to generate report on PO outstanding payment history

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 270

49. Ability to generate report PO status

Ability to generate report on user defined exceptions on PO e.g., delivery
50.
exceptions, payment exceptions etc.
C.6 Turnkey Procurement
Ability to create Letter of Award (LoA) directly or with reference to a
1.
Bid/Tender document, a contract, purchase requisition, or another LoA
2. Ability to have the following as part of the LoA:
Assign LoA number both automatically and manually
requisition originators name and details as applicable
item details with document attachment options to enable viewing item details
text fields for user defined special instructions
Ability to capture payment terms in distinct parametric form e.g.,
3.
full/part/advance, mode of payment, etc./address to release the payment
4. Ability to capture inspection requirements, acceptance criteria, etc. in LoA
Ability to record standard documents of latest version like Standard Terms and
5. Conditions of Indigenous/Imported procurement, PBG, Bankers List, EMD, BG
for Adv., etc.
Ability to support approval hierarchy for LoA authorization based upon
6.
preconfigured criteria
Ability to track the authorization status and generate alerts based on LoA
7.
awaiting approval
Ability to display budget available for the project and generate alert if no
8.
budget is available or LoA value exceeds budget during LoA creation
Ability to refer to previously existing contracts with the selected vendors while
9.
creating LoA
Ability to generate notification on request for vendor acknowledgement for a
10.
LoA
Ability to record LoA acknowledgement against the LoA from vendors in the
11.
system
Ability to capture LoA receipt/ Acceptance and scheduled delivery date given
12.
by the vendor in the system.
Ability to follow up on the vendor for delivery by sending reminders/ risk &
13.
cost notice
Ability to amend LoA with user's approval/ financial concurrence and
14.
approval of Competent Authority and to keep track of all past amendments.
15. Ability to attach documents and specifications to LoA
Ability to record vendor performance data for deliveries against a LoA upon
16.
inspection
Ability to record specific terms of trade or payment in a LoA e.g., Payment
17.
Terms and Due Dates etc.
Ability to search and display previously created LoA by vendor, LoA number,
18.
and other user defined parameters
19. Ability to display transactions history against the LoA
Ability to make detailed estimates for civil, mechanical, electrical,
20.
instrumentation works, etc.
21. Ability to support multiple type/modes of tendering
Ability to create a schedule of rates for various service items that would be used
22.
for all cost estimation for service procurement
Ability to generate automatic alerts/ reminders when a contract is about to be
23.
expired or requires renewal
Ability to monitor the LoA execution with respect to time and cost budgeted vs.
24.
the time and cost left
Ability to calculate deviations in scope and time and levy penalties/ liquidated
25.
damages and deduct the same from final payment to Contractor

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 271

Ability to support different business rules and policies for each Contractor
26.
class/category and Contractor type
27. Ability to amend/cancel /offloading of contracts/ LoAs.
28. Ability to track LoA wise performance guarantee, Bank guarantee expiry dates
Ability to track LoA history, search work orders by Contractors, nature of job,
29.
etc.
30. Ability to record payment terms and actual payments made
Ability to link payment to the Contractor with the status of the contract
31.
execution for real-time monitoring
Ability to send alerts at defined period/ status for a contract when specified
32.
parameter value is reached
33. Ability to generate report on change history for a particular LoA
Ability to generate reports on LoA by user defined criteria e.g., LoA numbers,
34.
Vendors, originator, etc.
Ability to generate report on LoAs due or overdue Ability to generate report on
35.
LoA outstanding payment history
Ability to generate report on exceptions based on delivery slippages, deviations
36.
and cost overruns
37. Ability to generate report on LoA status
C.7 Service Procurement
Ability to support procurement of services through recording details of list of
1.
service items, bill of services, estimated rates etc.
Ability to make detailed estimates for civil, mechanical, electrical,
2.
instrumentation works, etc.
3. Ability to revise estimates, if required, during the execution of the order
Ability to support multiple type/modes of tendering for service procurement
4.
like RFQ, direct PO etc.
Ability to create a schedule of rates for various service items that would be used
5.
for all cost estimation for service procurement
6. Ability to create a service requisition/ proposal from an existing requisition
Ability to capture terms and conditions information for each contract proposal
7.
or Execution Order (EO, also referred as "Order" in Discom)
Ability to direct the tender to the appropriate authority fund allocation/
8.
approval as per defined hierarchy
9. Ability to generate Execution orders from the tender and the services chosen
10. Ability to create multiple execution orders from one requisition
Ability to compare the current offer with previous offers on another Execution
11.
Order
12. Ability to record execution order receipt confirmation from the vendor
13. Ability to generate unique execution order number
14. Ability to specify staggered job completion pattern
Ability to create a blanket execution order/ rate contracts with or without
15.
quantity commitment and with or without schedule
Ability to generate automatic alerts/ reminders when a contract is about to be
16.
expired or requires renewal
Ability to generate a work schedule for various activities along with service
17.
item number, description, completion date, status updation, etc.
Ability to monitor the order execution with respect to time and cost budgeted
18.
vs. the time and cost left
Ability to track whether payments are made to the workers by the Contractor as
19.
per the statutory requirements
Ability to record acceptance/ rejection/ partial acceptance of the service
20.
provided

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 272

Ability to monitor the order execution with respect to materials issued,

21.
payments made to the Contractor, materials returned by the Contractor
Ability to evaluate the Contractor performance based on pre-defined
22.
parameters, record and provide feedback
Ability to calculate deviations in scope and time and levy penalties/ liquidated
23.
damages and deduct the same from final payment to Contractor
Ability to provide a source list of various jobs with job codes and the related list
24.
of vendors attached to it
Ability to capture details like original bid reference, value of work, date of
25. commencement, contract period (completion date), scope of work BOQ,
statutory requirements GCC conditions, special conditions of contract, etc.
26. Ability to amend proposals and get on-line approvals for amendments
27. Ability to amend/cancel execution orders/offloading of contracts
Ability to track execution order wise performance guarantee, Bank Guarantee
28.
expiry dates
Ability to track execution order history, search execution orders by Contractors,
29.
nature of job, etc.
30. Ability to record payment terms and actual payments made
Ability to link material issues, returns against an execution order (including
31. recovery against Free Issue of Material not returned/used) with material
reconciliation contract wise
32. Ability to track execution order status in terms of time and cost budgeted
Ability to track execution order wise material and manpower usage versus the
33.
budgeted quantity and highlight any deviations
Ability to link payment to the Contractor with the status of the contract
34.
execution for real-time monitoring
Ability to send alerts at defined period/ status for a contract when specified
35.
parameter value is reached
36. Ability to generate report on status of a service execution order
37. Ability to generate report on service execution orders for Discom
Ability to generate report to evaluate vendor performance on user defined
38.
criteria
Ability to generate report on exceptions based on delivery slippages, deviations
39.
and cost overruns
Ability to generate reports on service procurement execution order status e.g.,
40.
completed, vendor acknowledged
C.8 Contract Management
Ability to support contracts both manually or automatically based on
1.
Bid/Tender document results and authorizations
Availability of contract templates for regular items based on previous contracts
2.
for efficient contract creation
Ability to integrate contract creation with other functionality like Bid/Tender
3.
document Vendor Management and PO management
Ability to define delivery schedule containing precise information on the
4.
delivery e.g., quantity, dates as part of the contract
Ability to support approval workflow for contract management with
5. authorization hierarchy for approval and release of contract based on
predefined user criteria
6. Ability to generate alerts for contracts requiring approval to authorized users
Ability to request for authorization in the next hierarchy if there is no response
7.
on the approval request by preset time horizon
Ability to record and display the status of the contract i.e., awaiting approval,
8.
approved or rejected
Ability to reject the contract during authorization, record the reason for
9.
rejection and return to the originator through the workflow

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 273

Ability to assign vendors to the contract either manually or based on

10.
Bid/Tender document results
11. Ability to modify the contract and resubmit for approval
12. Ability to record contract related information like:
Contract Number
Contract Type
Terms and Conditions of the Agreement
Expiry Date
Contract Value
Related Information/ Supporting documents
BG details
EMD
13. Ability to record EMD against tenders
Ability to generate alert for returning EMD for successful / unsuccessful
14.
Bidders
15. Ability to track EMD, Tender Fee & BG
16. Ability to record all changes to the contract and track contract history
Ability to search and retrieve contract information including contracts for
17.
materials or services that are no longer active
18. Ability to attach documents e.g., specifications for contracts
19. Ability to generate alerts for contracts nearing expiry to trigger renewal process
20. Ability to check the contract value with procurement budget for the Discom
Ability to request for vendor acknowledgement of the contract after sharing the
21.
contract with the vendor
22. Ability to record vendor acknowledgements to the contract
23. Ability to track the contracts which have not been acknowledged
Ability to track contract performance bank guarantees based on vendor,
24.
contract, and PO
Ability to generate alerts based on expiry of bank guarantees/warranty for
25.
items/Defect Liability period
Ability to generate extension letters by correlating the terms and conditions of
26.
the contract with the progress of work/contract
27. Ability to define Discom and regulator specific rules to manage contracts
28. Ability to generate report on all changes made to a contract
Ability to generate report on contract status - approved, awaiting approval,
29.
expired etc.
Ability to generate report on user number, vendor, originator, authorizer, item
30.
etc.
Ability to generate report based on expiry of contracts/warranty for
31.
items/Defect Liability period
32. Ability to generate report on vendor performance on contracted terms
33. Ability to view historical transactions for a contract
Ability to generate report on expected receiving date, payment date - item wise
34.
for a given time horizon e.g., monthly, quarterly, annual basis
Ability to generate consolidated report of contracted values per vendor over a
35.
time horizon
C.9 Procurement General Reporting Requirement
Ability to generate reports confirming to Regulatory, Technical etc.
1.
requirements
Ability to provide necessary information to populate predefined Balanced Score
2.
Cards for monitoring of Key Performance Indicators
Ability to meet process/reporting requirements of approved documents like
3.
Procurement Policy and Procedures, etc.
D. Human Resource Management, Payroll and ESS:

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 274

D.1 Organisation Management

Ability to define organization hierarchy, organization structure of corporate,
1.
Circle, Area Office, Site Office etc.
Ability to generate tree structure giving details of all unique role holders and
2. reporting employees (defining reporting and reviewing relationship) -
including dual reporting mechanism for a specific set of employees
Ability to define various categories of employees across class I, II, III & IV (list
of existing employees streams wise, cadre wise, wing wise or unit wise on any
3.
date or cross section of time along with a list of officers and staff who will retire
within
4. Ability to define name of functions, sub-functions and positions
Ability to maintain reporting structure (hierarchy of positions) - including dual
5.
reporting mechanism for a specific set of employees
6. Ability to create new Discom, functions & positions
7. Ability to maintain change in designations due to promotions, transfers
Ability to define multiple organizational structures (positions) and multiple
8.
reporting relationships and integrate with the respective employee data
9. Ability to restrict making changes in the OM to authorized persons only
Ability to seek confirmation after every change made in the structure, changes
10. to be made permanent only on authentication by the controller of the
authorized person.
Ability to change/restore/rollback changes to a previous (given) date and
11.
report inconsistencies
Ability to tightly integrate administrative power definitions to workflows and
12.
approvals
13. Ability to provide reports on list of vacant positions
Ability to provide reports on reporting relationships (Functional,
14.
administrative) in the Discom
15. Ability to issue orders advising to take additional charge and charge allowance
Ability to clearly define the hierarchy of Delegation of Power in the
16.
organization Human Resource Policies, Rules and Regulations
17. Ability to define all clauses under TA regulations, 2009
18. Ability to define delegation of powers to different authorities
Ability to define all norms relating to Medical Advance and Medical re-
19.
imbursement in respect of employees and their dependents
Ability to define all applicable labor laws and ability to monitor
20.
compliance/enforcement of such laws
Ability to process matters relating to employees (including action taken reports
21.
against resolution passed)
Ability to process cases for constitution of committees and reconstitution
22.
including trustee boards
23. Policies for Contractual and Outsourced employees
Ability to define all applicable labor laws for contracts laborers of Discom,
24.
clauses that are related to decision making by HR&A
Ability to define the policy for outsourcing of manpower in various Field Units
25.
of Discom
Ability to define all Rules, Procedures, Regulations for outsourced employees of
26.
Discom
D.2 Employee Master
Ability to store and maintain employee personal data such as employee no.,
1. name, addresses, phone numbers, emergency contact information and email
addresses, Salary Bank Account Details, passport details
Ability to maintain employee's gender, date of birth, blood group, citizenship,
2.
marital status, religion, caste etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 275

Ability to maintain an employee’s education, certifications, degrees and any

3.
endorsements (Professional Membership)
Ability to maintain previous (multiple) employment details like name of the
4. organization, Discom, position held (designation), start/end dates, reason for
leaving, last salary drawn, references etc.
Ability to maintain names, date of birth and contact details of spouse, children,
5.
dependents, parents, dependents, nominees under different schemes, etc.
Ability to maintain employee's recruitment category like physically
6. handicapped/ sportsperson /ex-servicemen / specialist / SC / ST / OBC /
compassionate grounds/Others
7. Ability to update employee's recent photograph and photograph of dependent
8. Ability to maintain employee's medical details after joining
Ability to maintain employee's health problems, medical history and capture
9.
the details (integrate with payroll for reimbursement amount)
Ability to maintain the details of employees in low medical category (like
10.
reasons, date of status change, etc.)
Ability to store caste certification verification & police verification report and
11.
detailed status
Ability to issue NOC for obtaining passport/visa /study abroad or for outside
12.
employment
Ability to maintain the languages known with details of speak, read and write
13.
separately. Clear indication for the mother tongue
Ability to maintain the details of spouse and relatives in the service of the
organization including name, employee no., unit where working, designation
14.
with provision for automatic updation of records of the relative as and when it
is updated for him by h
Ability to maintain details of present designation, salary details, reporting
15.
hierarchy
Ability to maintain history of trainings attended (prior to joining & after
joining) like name of the course, name of the Institution, month & year of
16.
training, duration of the course in days/weeks etc. (integrate with Training &
Development)
Ability to maintain the awards for which nominated / received by the
employee including the name of the award, year of award, in which
17.
discipline/field and date of receipt of award and special status/ privilege, if
any, to be given to him for the award
Ability to maintain date of joining, probation period, date of confirmation, date
18.
of passing D.A. exams.
Ability to maintain details of promotion from one grade / scale / discipline to
19.
another including any reappointment through internal selections
Ability to maintain full transfer history of the employee including the current &
new location, nature of transfer (self-initiated / company initiated), date of
20.
joining and date of relieving at different locations, number of times cancelled
but kept in abe
Ability to maintain present place of posting including date of joining of each
21.
unit/office, name of the office, present designation, grade etc.
Ability to maintain history of disciplinary actions taken / initiated against the
22. employee including date of charge, nature of charge, amount of financial loss to
organization, date of punishment and nature of punishment.
Ability to maintain details of suspended employees (reasons of suspension,
23.
time duration of suspension, restricted privileges etc.)
Ability to change employee job status (Active Trainee, Probation, Extended
24. probation, Regular, Contractual, deputation, Suspended, absconding (FIR) &
Exit Resigned, VRS, Terminated/dismissed)

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 276

Ability to date and time stamp all changes in the database enabling data
25.
availability on 'as on date/time' basis
Flexibility of additionally capturing any information relating to employee at a
26.
later date
Ability to link employee data with the position based standard responsibility
27.
(Job) Matrix
Ability to maintain concurrent jobs for employees with additional
28.
responsibilities/special duties in addition to regular responsibilities
Ability to link employees with the membership with various Committees
29.
(permanent or temporary) and membership of any professional organization
30. Ability to maintain the record of displeasure issued to the employee
Ability to update only authenticated data reflected in the employee master on
31.
prompt
32. Ability to maintain employee data with regards to claims, etc.
33. Ability to maintain and view employee leave details
Ability to maintain employee data with respect to PF, Gratuity, etc. and the
34.
nominations for the same
35. Ability to create organizational chart of all positions and reporting relationships
36. Ability to provide restricted access to different classes of employee master data
Ability to maintain the insurance related details for each employee, like
37.
insurance number, nominee details, amount etc.
38. Ability to maintain Audit trial of all changes made to sensitive information
Ability to maintain performance appraisal rating of last all years and promotion
39.
details
Updation of all information in Employee Master data since recruitment (such as
40.
personal details, addresses, transfers, deputation, change of location
Ability to maintain service files documents in scanned form including Proof of
41. Date of Birth, domicile, Bonds, if any, executed, disciplinary cases details,
photograph etc.
Ability to process Discom House Building Loan (For Class-IV employees) for
42. land purchase, house/flat purchase, construction of residential house,
addition/alteration of constructed house and repair of house
Ability to issue Release Orders to release the loan money by the respective
43.
accounting unit against sanction order
44. Ability to provide details of employees applying for higher education
45. Ability to submit and declare of assets by employees
Ability to provide reports of employees based on blood group, length of service,
46.
age, qualification, experience, Discom, salary bands etc.
Ability to provide reports to HR&A Discom on employees personal,
47.
educational & professional details not updated in the system
Ability to provide reports on all employee details as per Discom, class/cadre-
48.
wise, location in specified period
Ability to provide reports on employee counts retired, resigned, suspended,
49. terminated or left, per Discom, class/cadre-wise, superannuating in a specified
period
Ability to provide reports on status of details of disciplinary proceedings, time,
50.
progress, status
Ability to provide reports on personnel released from one place and not joined
51.
other office
D.3 House Building Loan
Ability to process House Building Loan under tie-up arrangement with
1.
scheduled bank(s)
Ability to process charges of interest and other terms and conditions of tie up
2.
arrangements with scheduled banks in respect to HBL

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Ability to process formal permission in case the employees do not avail of dept.
3.
H.B. Loan but intend to avail housing loan from outside agencies
Ability to process waiver of H.B. Loan for the deceased employees with
4.
concurrence of the competent authorities.
5. Ability to penalize for non-utilization or delay in utilization of HBL
Ability to generate report son monthly/quarterly /half yearly and yearly
statements covering sector wise activities of HBL and retrieve relevant data of
6.
loanees of recoveries made and outstanding amount if any linking the same
with appropriate financial mo
Ability to auto-generate NDC or else for grant of HBL, recommendation of
7. sanction for HBL, permission for purchase and sale of properties, conveyance
and reconveyance of mortgage deeds
Ability to provide reports on all information regarding HBL (including
8.
recovery stats)
Facilitate employee to apply for changes in permanent & correspondence
9. addresses, details of family members, emergency contact details, contact details,
office location, nomination for various schemes like PF /Gratuity, etc.
Ability to add /update bank information for expense reimbursement, PAN no,
10.
passport details, driving license no. etc.
Ability to allow employee to update online through ESS the non-critical
11.
personal data (such as weight, height, etc.)
12. Ability to provide address proof letter to employer for various purposes
Ability to remind the employee through self-service/e-mail/SMS regarding
13.
modification or requirement of additional data
14. Ability to send the employee confirmations after changes are made online
D.4 Attendance & Leave Management
1. Ability to mark attendance and fill time sheets
Ability to apply for leave under the appropriate category and state the reasons
2.
for it
3. Ability to apply for NOC for abroad tour
4. Ability to Check the status of leave request
5. Ability to approve/cancel/modify leave requests by employees
6. Ability to view accrued leave balances
7. Ability to approve or cancel leaves of subordinates
Ability to intimate the controlling officer when an employee goes on
unauthorized leave (unmarked attendance) / returns from unauthorized leave/
8.
extends leave/ reports in the middle of the sanctioned leave period (along with
appropriate reduction in sancti
Ability to provide reports to subordinates and HR&A in ESS on attendance &
9.
leave details
Ability to provide reports to HR&A and HoD on employees presently on leave
10.
in the Discom
Ability to provide the Manager consolidated status of present/absent
11.
employees working under him/her
12. Ability to provide report on attendance details & leave quota/balances
Ability to provide reports on number of employees for whom leave has not
13.
been approved/declined/modified
Ability to view vacancy list & status of vacancy (Filled/vacant/abolished)
14.
(Integrate with Recruitment Module)
15. Ability to post CVs of references as per the vacancy list
16. Ability to view Discom -wise manpower strength by HoD
17. Ability to internally apply for a job and view the status of the application
Ability to record requests by employees for passport/visa /study and outside
18.
employment and permission granted/rejected thereof
19. Ability to submit / update declarations for Income Tax calculation

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 278

20. Ability to view compensation and benefit details (Pay Slip)

21. Ability to view the Performance Linked Incentives (PLI) earned during a year
Ability to apply for Loans & Advances and Check the status of approval
22.
(Integrate with Payroll Module)
Ability to display and print pay slip information for each pay period, including
23. gross pay, taxes, other deductions and net pay, with pay period and year-to-
date totals
24. Ability to view Income tax computations
Ability to handle making online application for sanction of LTC/HTC/other
25.
entitlements through ESS and approval through workflow
26. Ability to view Insurance related details for self
Ability to apply for medical advance, HTC/LTC/Transfer TA/Transfer
27.
grant/advance/reimbursements
28. Ability to enter and approve general claims and expenses through the system
29. Ability to provide report on past salary slips & income tax statements
30. Ability to provide report on month-wise insurance premium payment receipt
D.5 Training & Development
Ability to view the training calendar and nominate oneself and subordinate for
1.
the same
Ability to approve/reject the Training requests for specific programmes which
2. were not included as training needs. Learning opportunities to be considered
for employees who have ESS rights.
3. Ability to view history of past trainings attended
4. Ability to apply for higher education
Ability to record requests by employees for pursuing higher education and
5.
permissions granted/rejected thereof
6. Ability to provide reports on training calendar of present/past years
Ability to provide reports on training programmes attended during
7.
employment
8. Ability to fill appraisal documents in the system during each stage of appraisal
Ability to view appraisal documents and provide rating and feedback, view
9.
status of appraisal
Ability to handle appraisal documents even in case of dual/multiple reporting
10.
officers (across Discom)
11. Ability to provide reports to HR&A on status of completion of appraisal process
Ability to provide reports to PMS approving authority & PMS coordinating
12. officer on count of performance appraisal documents received during each
stage of appraisal by the PMS approving authority & PMS coordinating officer
Ability to provide reports of employees based on performance appraisal
13.
initiated and completed, appraisal ratings
Provision to define training - short-term, long-term, trainable and non-trainable
14. training needs and Provision to capture ad-hoc courses offered by various
entities
Ability to design selection criteria for various inhouse/ external trainings
15.
especially higher studies
16. Grading training institutions (external) by the training dept. professionals
Ability to provide training feedback by the employee supervisor 6 months post
17.
training for training effectiveness
Ability to capture Training Policy and customize process to update/edit the
18.
policy
19. Ability to issue orders granting higher studies without pay
Ability to issue permission for acting as examiner/faculty member/guest
20.
lecturer in different technical/management institutes
Ability to capture Training needs of employees met/not met during the
21.
quarter/year

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Ability to formulate and update Annual Training Calendar with list of Training
22.
Programmes, Batch size, target group etc.
Ability to provide input to Finance & Accounts Module for payment to
23.
Trainers/Institutes
24. Ability to update list of Trainers/Institutes for various training programmes
Ability to record participant's attendance in training programmes and
25.
employees nominated but did not attend a training programme
26. Ability to notify HoD/employees about the nomination for training programme
Ability to define and print training nomination letters to be sent to employees
27.
for invitation
Ability to customize training feedback form, effectiveness form and training
28.
nomination letters
29. Ability to analyse training feedback
30. Ability to book training rooms by Discom for specific training programmes
Ability to capture course content of all training programmes along with list of
31.
Target group, batch size
Ability to support the process of Induction Training for new recruits by
32.
integrating with the recruitment module
Ability to maintain topic/subject-wise database of internal & external faculty,
33. number and details of courses conducted by them quarterly, half-yearly, yearly
and cumulative
Ability to maintain training budget (for each category of training) - cost of
training - actual expenses. Link the TA/DA/Hotel expenses payment records to
34.
find out total cost of training. (The TA bill passing system should be linked to
the Training system
Ability to maintain data for internal training exam and certification obtained by
35.
staff
36. Ability to maintain data on external certifications obtained by the staff
Ability to have online registration, cancellation, reminder, and confirmation of
37.
training classes
Ability to upload external brochures or training programme received from
38.
external institutes
Ability to raise Requisition / Purchase Orders (PO) for clearing professional
39. fees of Trainers/Institutes/Stationery/Photocopy of training course
content/material etc.
Ability to monitor Planned Training against actual training conducted based on
40.
user defined parameters such as number of trainings, budget, participants etc.
41. Ability to maintain training database with full training history of all employees
Ability to raise requests for guest house booking for guests & other field
42.
employees nominated for training
Ability to view status of requests for guest house booking for guests & other
43.
field employees nominated for training
Ability to provide details of vocational training and GoI (apprenticeship) - only
44.
period of training, name and age/CSR training
45. Ability to produce individual and Discom training reports
Ability to provide report with the participant list and total training hours for
46.
each employee during specific period
47. Ability to calculate total Training Cost in a year against the T&D Budget
Ability to provide reports on training programmes nominated for but not
48. attended during employment (reasons for not attending) Employee Exit (Full
and Final Settlement)
D.7 Employee Exit (Full & Final Settlement)
Ability to request for VRS (integrate with Employee Master for status of
1.
disciplinary proceedings and HBL)
2. Facilitate employee to fill exit interview form (for resignation)

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 280

Ability to apply for NDC (No Demand Certificate)/clearance from various

3.
Discom departments at the time of Exit
4. Ability to initiate for NDC at the time of transfer
5. Ability to check status of selection for promotion after interview
Ability to record request for transfer through employee self-service and indicate
6. appropriately at the time of transfer exercise. Record of such request wherever
acceded to be maintained
7. Ability to provide promotion letter/increment letter through the system
Ability to view clearance request approved/ rejected by Discom and the reason
8.
for the same
Ability to generate reports on the total number of employees applied for
9.
transfers, number approved/rejected/pending
Ability to view HR Policies & Procedures Handbook including list of
10. infrastructure facilities for level of employees, authority for various approvals
(DoP), special or additional powers for authorization
Ability to view administration handbook for guidelines on aspects such as
11. Travel, Local Conveyance, empaneled car agency, Guest Houses, Conference
Rooms etc.
Ability to provide links to the important items hosted in various inhouse
12. websites/ intranet e.g., important circulars/ instructions/ policy documents
etc.
13. Ability to define VRS guidelines
14. Ability to request for VRS as per the rules defined for the scheme
Ability to approve for VRS as per the rules defined for the scheme (Integrate
15.
with Payroll & E-Exit)
Ability to generate reports on the total number of employees applied for VRS,
16.
number processed/rejected/pending per year
Ability to Provide workflows. Accommodates multiple levels of review and
17.
approval
Facilitate administrator to create new self-service transactions as and when
18.
required.
19. Ability to update work schedule/shift pattern of employees
20. Ability to maintain working hours, weekly offs and national/local holidays
21. Ability to define overtime facility
22. Ability to define and process overtime allowances cases beyond ceiling limit
Ability to define types of leaves: half pay leave, earned leave, casual leave,
23.
study leave, maternity, paternity, childcare - all types
24. Ability to define admissible leave for employees of all class
Ability to track attendance and map it with applied leave (between applied and
25.
leave granted)
Ability to record employee's punch in/punch out date/time details (integrating
26.
with access card machine)
Ability to manually update attendance & leave details of employees in case of
27.
employees to whom access card is not applicable (employees in field offices)
28. Ability to correct attendance & leave details of employees
29. Ability to update half day attendances/leaves in the system
Facilitate E-Exit process for employees at the time of exit. For retirement, send
30.
reminder of the retirement date to the employee one year in advance
31. Ability to fill exit interview form by superior & HR (for resignation)
Ability to process NDC (No Demand Certificate)/clearance from various
32.
departments at the time of Exit
Ability to notify (flag) individuals of any outstanding balances from various
33. departments such as payroll, time office, purchase, establishment procurement-
whichever applicable) when employee exits
34. Ability to generate and print Leaving Certificate / Experience Certificate once

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 281

all approvals are granted

Ability to maintain case details of the employees reinstated/reappointed after
35.
being terminated
Ability to retrieve details of terminated/dismissed employees in case he/she is
36.
reinstated or reappointed
Ability to calculate back pay or other entitlements of reinstated/reappointed
37.
employees (as applicable)
D.8 Employee Exit Reporting Requirement
Ability to view clearance request approved/rejected by Discom and the reason
1.
for the same
Ability to generate reports on the total number of employees applied for
resignations/VRS, number approved/rejected/pending ability to view the
2.
complete report on the exit formalities which would be available whenever it
wants to be seen
3. Integrate Time and Leave Management with OM, ESS & Payroll Module
Facilitate leave balances to be merged/ transferred/ credited through an
4.
accrual process in the system automatically based on user defined criteria
Ability of record keeping and maintenance of historical data Reporting
5.
Requirements
6. Ability to provide reports on punch in/punch out date/time data
Ability to provide reports on late coming hours (summing up late hours to
7.
automatically debit from employee leave)
Ability to provide reports on total number of admissible leave and actual leaves
8.
taken in a period by an employee
Ability to produce report to reflect the half day leave, unauthorized absence,
9. repeated late arrival by employee to job location or employee working less than
their normal working hours for Time keeping and disciplinary action
10. Support alert features about scheduled dates like receipt of payments
11. Support for transactions in multiple currencies and cross currencies
Provide customizable ‘workflow’ for all internal processes & approvals
12.
associated with the payroll system
Provision to define tax rates (including available deductions, exemptions,
13.
taxation slab rates, standard deduction, surcharge etc.)
14. Provision to define ad-hoc taxes
15. Provision to define negative tax rates and amounts
Provision for TDS calculations (if any) & tracking of TDS payable to the State
16.
Government.
Compute TDS based on previous year tax deducted (e.g., 1/12th deducted on a
17.
monthly basis)
There should be a single employee master and it should be integrated with all
18.
the company codes
Approval limits for expense reimbursement should be configured based upon
19.
the hierarchy limits
There should be a field in the master to reflect the company code to the Discom
20.
to which an employee is associated
21. Maintain information of the salary bank account
Ability to allow for the creation of user defined components of Pay like
22. Recurring and Adhoc Allowances, Recurring and Adhoc Deductions, User
Defined Allowances & Deductions
Ability to define various insurance schemes with premium and group insurance
23.
data generation.
Ability to allow for the computation of the following elements: Fixed Pay
24.
elements applicable to all employees Like Basic, PF, Special Allowance,
Ability to allow the setup of multiple payrolls with different payroll
25.
administrators & combining payroll (clearly def. semi variable, static variable

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 282

payments)

Ability to allow restriction of administrative functions to a few select payroll

26.
users
27. Ability to have a data upload facility to upload historical payroll data
Ability to allow the maintenance of slab-wise details for statutory elements like
28.
Income Tax as well as user defined elements
29. Provision to calculate reduction in salary based on attendance policy
30. Ability to generate Form 16
31. Ability to generate TDS challan & return
Ability to allow the following calculation of onetime payment of allowance and
32. / or deduction: Incentive, arrear, ex-gratia, uniform, lease / conveyance
maintenance, Foundation Day, etc,
By Amount: enter amount to be deducted or payable,
By Days: enter number of Days for system to compute the amount based on
Basic Pay or gross Pay and/or any other component of Pay,
By Percentage: enter percentage for system to compute the amount based on
basic pay or gross pay and/or any other component of pay
33. Allow for input of start and end date for recurring payment / deduction
Ability to automatically update Payroll database for changes in employee
34. record without interfering with payroll processing (e.g., Promotions in the
middle of month)
35. Ability to allow Back dated calculations
36. Ability to allow a final settlement report for each terminated employee
Ability to allow provision to suspend Payroll runs or control final settlement
37.
processing on a case-to-case basis
38. Ability to have the provision to run separate bonus/ incentive runs
Ability to provide the Ability to handle unlimited pay account codes and
39.
drawing banks
Ability to have a provision to process Arrear and backdated Payment
40.
calculations
Provision to recover advances in subsequent pay periods with a single
41.
transaction
Ability to maintain earnings history information (i.e., a record of all pay of all
42.
activity) for each employee for a user-specified period of time
43. Ability to support multiple banks or savings institutions per employee
Linkage with Punishments i.e., suspension should result in non- payment of
44.
subsistence allowance
45. Ability to calculate HRA Rebate as per the prevailing Income Tax Law/Rules
46. Ability to handle tax exemptions as per the prevailing Income Tax Law/Rules
47. Ability to handle Gratuity Calculations
Ability to process casual leaves for the part time sweeper and other part time
48.
employees
Ability to handle Provident Fund/VPF rules like Calculate and deduct
contributions according to the respective Statutory Acts/ Company policy etc.,
49.
maintain individual GPF/VPF accounts and generate individual account slip
for every financial year
50. Ability to conduct full and final settlement of employee during Exit
Ability to notify (flag) individuals of any outstanding balances when employee
51.
is terminated
Ability to record an employee's selection of benefit, retirement and deduction
52.
options
53. Ability to automatically recover salary advances
54. Ability to define multiple payment methods (Bank Transfer/Cheque Payment)
55. Ability to require approval before a specific payment is made to an employee

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 283

Ability to forward the overtime schedule to the top management for approval if
56.
the amount of overtime is over a defined percentage of the basic salary
57. Ability to maintain a salary range for each job family or job class/career band
Ability to automatically adjust calculations for mid-pay period salary, advanced
58.
salary, and employment actions
59. Ability to convert the payroll to an excel sheet
Ability to assign work calendar (scheduled workdays, scheduled holidays, etc.)
60.
to one or more employee groups
61. Ability to default standard holiday data, as well as user-defined holiday data
62. Ability to create and maintain work calendars over user-defined years
Ability to provide input to Finance & Accounts Module for salary payment
63.
based on attendance. Statutory and voluntary deductions
64. Ability to calculate arrears in case promotion is made with retrospective effect
65. Ability to update salary details on promotion, Succession Planning
66. Support for allowances, reimbursements, loans etc.
Ability to support encashment of Leave, Tours and travel and on retirement
67.
with consequent tax adjustments
Ability to release of festival advance and other advances (user defined) against
68.
salary
Ability to Employee-wise recovery position, recovery list and outstanding
69.
balances list - month-wise or as user defined
Ability for payment of medical reimbursement, allowances, recovery and
70.
taxation (if any) thereon
71. Ability to support Recovery of club/ union contributions
Ability for provision of Housing loan or any other loan component to be
72.
adjusted against the employee salary
Ability to support payment of educational allowance, transfer allowances and
73.
any other user defined allowances
Ability to support recovery of all other types of loans with reports like
74.
recoveries made, overdue list etc.
Ability to support calculation of incremental arrears with consequent tax
75.
adjustments
Ability to support payment of salary arrears as per the industry level
settlements with tax adjustments. Also support payment of arrears calculated in
76.
user defined instalments or in lump sum Ability to define loans and its various
characteristics such as p
77. Ability to attach loan sanctioning rules to every loan type
Ability to allow payroll to deduct the amount due from an employee (in case of
78.
loans/advances etc.)
D.9 Employee Taxation
Ability to Define tax rules to determine employees tax liability as per changes in
1.
statutory legislation for actual tax liability of employee
Ability to capture employee asset details such as various land holdings,
2.
investments in shares, any bank deposits and various sources of income
Ability to provide investment declaration form in electronic format. The
3. employee will be required to fill and submit the form electronically so as to
automatically updation of salary record and tax calculation by the system
Ability to ensure support for major statutory reports / certificates of taxes in the
4.
user defined format
D.10 Employee Deductions
Ability to establish deduction limits for each deduction based on various
1.
parameters like: Employee, Job Classification, Company, Benefit plan, Salary

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 284

Ability to make deductions effective: In the current period, in any pay period or
2. periods selected, in any user-defined frequency selected, between user-defined
start and stop dates, until a user defined limit is reached
Ability to have Start and stop dates for deductions should be maintained: On
3.
the Employee Master file, On employee level
Ability to reverse deduction to be included in next paycheck if incorrectly
4.
withheld / Option with user
Ability to determine deduction amounts by: Amount of earnings, Percent of
5.
earnings, Number of hours
Ability to prioritize deductions: Using the deduction code, Using a separate
6.
priority number
Ability to be prompted by system when employee status changes to leave to
7. determine how deductions will be paid while on leave: take when return lump
sum
8. Ability to apply or stop various deductions based on employee status changes
D.11 Pay Slip Run
Ability to provide for online ad-hoc calculation of employees pay slip / salary
1.
amount
Ability to perform on-line calculation of pay and benefits for terminated
2.
employee based upon termination date
3. Ability to evaluate different scenarios for change in pay-roll structures
Ability to provide an impact analysis tool for analysis of impact of revision of
4.
any / all components like pay, allowances, deductions etc.
5. Ability to display the status of the payroll calculations
Ability to run Payroll multiple times before finalization to ensure accurate pay
6.
computation
Ability to post the amount of salary paid for each element of pay for an
employee, based on the relevant GL account code and employee cost center
7.
information to General Ledger. Financial postings include, Element, Amount,
GL Account, Cost Centre
Ability to Post salary payment advice including multiple payment methods
8.
such as bank, cash and Cheque to General Ledger
Ability to generate pay slip with following detail: Taxable and non- taxable
components in separate columns, Tax till date, Calculated, Recovered,
9.
Projected, Loan balances and no. of instalments deducted / left, Provident fund
opening balance, interest til
D.12 PF & Terminal Benefit Management
Ability to support pooling the monthly contribution of PF into the online PF
1.
management system
Allows differentiation of employees (e.g., PF not deductible based on eligibility
2.
criteria)
Ability to Support PF settlement process including generation of settlement
3.
sheets and relevant vouchers for accounting
Ability to support calculation of periodic interest and crediting the amount to
4.
the accounts
Ability to perform PF application processing, loan sanctioning, loan
disbursement, modification of loan instalments, loan short closure, recovery
5.
through payroll, final settlement during closing/transfer for different type of PF
loans (support linkage with
Ability to deduct loan instalments (& separately track deductions, loan balance
6.
etc.)
Ability to Generate all types of MIS reports as per request of Bank (like PF
7.
ledger, PF loan ledger, Pension rule, PF rule, Gratuity rule (online) etc.)
Ability to maintain nominee details and payment to nominee in case of death of
8.
an employee (Integrate with Employee Master)

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 285

9. Ability to provide PF Returns and other statutory forms

10. System should generate all types of reports/registers related to PF management
11. Ability to allow multiple user-defined messages to be printed on Cheques
Ability to prepare statutory dues statement details & bank clearance month
12. wise as per statutory scheme and remittance activity to the designated bank
account
Ability to generate various information as to be required time to time by the
statutory authority relating to PF settlement, PF loan, trustee activity
13.
information, statutory pension information and information as pertaining to
contractual employees, etc.
Ability to process the statutory pension cases at the time of
14.
retirement/death/resignation/transfer
Ability to generate various information as required by the statutory authority
from time to time regarding awarding contract to the contractors with job
15.
details, payroll information, compliance to statutory authority in respect of
contractors' employees, e
D.13 Investment & Gratuity Management
Ability to perform gratuity calculation, provision & accounting employee- wise
1.
as per user defined rules
2. Ability to perform forfeiture of Gratuity in case of dismissals etc.
3. Ability to generate gratuity payment cheques
Ability to maintain nominee details and payment to nominee in case of death of
4.
an employee
Ability to generate all types of reports/registers related to Gratuity
5.
management Pension Management
Ability to intimate the employees three months before their retirement about
6.
their PF subscription, PF Loan, Gratuity and Pension claim forms etc.
7. Ability to maintain nominee details to facilitate pension processing
Ability to support pension disbursement and support multiple payment modes
8.
for pension
9. Ability to calculate family pension and payment
Ability to support all related accounting procedures including generation of
10.
vouchers and related reports
Ability to perform Income tax calculation and deduction for pension payment
11.
as per relevant department requirements
Ability to handle employees joining and going out on deputation / LIEN along
12. with details like: Leave salary contribution, Pension, PF etc., Economic
rehabilitation with nomination & other details
D.14 Payroll Reporting Requirement
1. Ability to generate reports on list of employees based on pay scales
Ability to have provision for generating ad-hoc payroll reports & provision for
2.
generating user defined reports
Ability to generate reports on list of employees for whom system notified error
3.
in payroll run
Ability to produce reports on employee cost by employee/Organization
4.
unit/Job family, etc.
5. Ability to automate Transfer process
6. Ability to record Transfer Policy & Procedure
7. Ability to prepare Transfer list based on the user defined criteria
8. Ability to generate transfer orders
9. Ability to record the transfer orders cancelled, approved or deferred
Ability to request transfers by employees (subject to minimum eligibility criteria
10.
specified in transfer policy) and approve/reject transfer requests of employees
Ability to process NDC, obtain clearance from other Discom/sections and issue
11.
the same

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 286

Ability to generate lists of transfer requests/recommendations received to be

reviewed by the Competent Authority for deciding on transfers with/without
12.
promotions. The office may also transfer an employee without any
request/recommendation as per the Tran
Ability to integrate with list of workmen exempted from transfer for being
13. medically incapacitated, being office bearers of recognized unions and
association
14. Ability to integrate with compensation and benefit module
Ability to update new designation, change of cadre/class, salary details etc. in
15.
Transfer Database
Ability to maintain complete history of employee transfers since recruitment
16.
and Integrate with Employee Master, Promotion Module
D.15 Employee Reporting Requirement
Ability to generate reports on count of employees transferred in a specified
1.
period
2. Ability to generate reports on total pending, approved/rejected cases of transfer
Ability to generate reports on status of officers/staff whether released or not
released or whether joined/not joined (along with dates) as per
3.
transfers/promotion orders as on particular date or cross section of time is
available readily from this system
Ability to define rules for promotion eligibility in terms of tenure, seniority,
4. residual service, performance, achievements, disciplinary actions, low medical
category, etc.
Ability to enforce relaxations in eligibility norms to reserved category
5.
candidates, allocating certain percentage of vacancies for these categories
Ability to define grade advancements within a channel
6.
(seniority/merit/ranking list time based)
Ability to carry out the entire promotion process through workflows including
on-line preparation/printing of Promotion Appraisal Forms/ Booklet recording
7.
of Recommending Authorities Comments/generation of scores/status
regarding pending vigilance cases
Ability to process cases suitable or unsuitable for promotion as well as pending
8.
cases if any based-on performance, in interview and other
Ability to generate single page bio-data report for each employee due for
9.
promotion
Ability to upload Promotion List and print Promotion Letters of candidates
10.
found suitable for promotion
11. Ability to issue order of promotion
12. Ability to arrive at the surplus and vacant positions
Ability to record request for transfer through employee self-service and indicate
13. appropriately at the time of transfer exercise. Record of such request wherever
acceded to be maintained
Ability to notify to Discom on their email addresses about the employees to be
14.
promoted
15. Ability to record interview ratings of employee short listed for promotion
16. Ability to handle Back Dated promotions with respect to Promotion Policy
17. Ability to approve promotion list by appropriate ordering/approving authority
Ability to enforce deferred dates of promotions under CPS due to punishment
18.
imposed
Ability to update new designation, change of cadre/class, salary details etc. in
19.
Promotion Database
20. Ability to generate Promotion Orders
21. Ability to record the promotion orders cancelled, approved or deferred
Ability to give input to Payroll Administrator to update salary details on
22.
promotion as per the Promotion Database

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 287

Ability to draw a competency matrix in the system and define the competencies
23.
/ skills/roles/responsibilities required at each level/position for promotion
Ability to intimate the outcome of various stages of promotion (interview, first
24.
shortlist etc.) to the employees through ESS Module
25. Ability to redefine the promotion process on change of policy
Ability to record transfer option of an employee at the time of promotion and
26.
generate reports for the management for making transfers on promotion
Ability to maintain complete history of employee transfers since recruitment
27.
Reporting Requirements
Ability to generate a list of eligible candidates for promotion of different grades
28. and streams in consideration of period spent under suspension, extra ordinary
leave without pay etc.
29. Ability to generate list of pending cases with requirement of particulars
Ability to generate reports on status of officers/staff whether released or not
released or whether joined/not joined (along with dates) as per
30.
transfers/promotion orders as on date or cross section of time is available
readily from this system
Ability to generate seniority list of all officers and staff (with particulars like
31.
DoB, DoJ, Qualifications) on any date/time
Ability to provide reports on total employees promoted during specific period,
32.
category wise, unit wise, designation wise (all details)
Ability to provide reports on employees not selected for promotion or cases
33.
deferred or pending or dropped with reasons
D.16 Compensation & Benefits
1. Ability to maintain the compensation and benefits policies of the organization
2. Ability to perform Income Tax calculation
Ability to calculate compensation and benefit details (Pay Slip) of each
3.
employee
4. Ability to issue orders granting Band Pay
5. Ability to issue orders granting annual increments
6. Ability to approve loans and advances of employees (by appropriate authority)
7. Ability to Check Loan Balances
Ability to handle making online application for sanction of LTC/HTC/other
8.
entitlements through ESS and approval through workflow
9. Ability to process application for medical advance, HTC/LTC reimbursements
10. Ability to approve general claims and expenses through the system
Ability to track loan requests made by employees and send reminders,
11.
Feedback & Grievances
Ability to track and record all compensation payment made towards accident-
12.
related cases under Workmen Compensation Act of 1923
Ability to show details on all aspects, place of accident (office), cause, report on
how the accident happened, witnesses, name of investigation officer, and other
13.
officers involved in the process at the field, investigation details and
determination of co
D.17 Appraisal-Compensation Reporting Requirements
1. Ability to provide report on past salary slips & income tax statements
2. Ability to provide report on expense requests approved/claimed/rejected/paid
Ability to provide report on month-wise/year-wise accident compensation
3.
sanctioned, and all details related to it
4. Ability to provide report on month-wise insurance premium payment receipt
5. Ability to generate marks on attendance
Ability to capture Performance Appraisal Policy and customize process to
6.
update/edit the policy
7. Ability to define the structure of appraisal process

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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8. Ability to define the various stakeholders in Performance Appraisal process

9. Ability to define Performance Rating Scale
10. Ability to define the performance appraisal form
Ability to notify/send reminders controlling officer, Performance Appraisal
11.
coordinating officer & Director (HR&A) on process deadlines
12. Ability to initiate target setting by employee
13. Ability to approve target setting by employee's senior officer
Ability to initiate midyear appraisal by employees and record any changes in
14.
Targets
Ability to review mid-year performance of employees by employee's senior and
15.
record his feedback and performance ratings
Ability to review year-end performance of employees by employee's senior and
16.
record his feedback and performance ratings
Ability to compute annual performance ratings of employees automatically
17.
based on mid-year and year-end performance ratings
Ability to review completion of target setting, mid-year review and year- end
18.
review by Performance Appraisal Coordinating Officer
19. Ability to define self-assessment form
20. Ability to fill Training Needs in the appraisal form by employees
21. Ability to approve Training Needs of employees
Ability to provide input to other Personnel Decisions such as Promotion
22. Module, Succession Planning Module, T&D Module, Performance Linked
Incentive, Job Rotations
Ability to capture Performance Appraisal Guidelines (Employee's guide and
23.
Evaluator's guide)
Design Performance Appraisal database to capture annual performance ratings
24.
of employees of all classes
Ability to record annual performance ratings of employees in Performance
25.
Appraisal Database
Ability to maintain appraisal records and ratings of employees for all appraisal
26.
years
Ability to route the Appraisal form / Evaluation sheet through the respective
27.
levels for each of the employees
Ability to group employees based on categories of performance appraisal
28.
ratings
Ability to generate memo letters / mails /SMS workflows for the employee in
29.
case of unsatisfactory performance
Ability to scan appraisal documents manually filled by employees (on field etc.)
30.
Reporting Requirements
31. Ability to generate report on employee ratings in the last three years
Ability to provide reports on count/list of total employees completing the
32.
target setting, mid-year and year-end appraisal
Ability to provide reports on count/list of total employees for whom target
33.
setting, mid-year review and year-end review has been completed/pending
Ability to provide reports on count/list of employees based on categories of
34.
performance appraisal ratings
Ability to generate reports for vigilance clearance and detailed status of
35.
vigilance proceedings as well as submission of declaration of assets
36. Ability of generate performance reports and detailed status
D.18 Succession Planning
1. Ability to automate the process of Succession Planning
2. Ability to capture SP Policy and process to update/edit the policy
Ability to record and maintain various career options/paths available to
3.
employees in the organization

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 289

4. Ability to define Vacancy and Talent Database

Ability to identify key positions (employees who are retiring in a span of next 3
5.
years) to formulate the vacancy list
Ability to define the eligibility criteria (Age, Performance Appraisal Rating,
6. Attendance Records, Vigilance Records) for employees to be included in Talent
Database
Ability to define the list of employees eligible for the Talent Assessment Process
7. and capture their professional experience details, age, Discom, location, past
Appraisal rating of 10 years
8. Ability to provide list of employees short listed for Talent Evaluation Process
9. Ability to update Interview Assessment Sheet Format including the rating scale
10. Ability to update list of Interviewing Authority for each function
Ability to inform short listed employees and Interviewing authority for Due
11.
date, time and venue for conducting interviews of short-listed employees
12. Ability to update list of questions for interview
Ability to update interview ratings of employees in Talent Assessment Database
13.
under Evaluation Criteria
Ability to update list of top 3 successors for each position in Vacancy and Talent
14.
Database
15. Ability to define Individual Development Plan (IDP) Database
16. Ability to update list of Successors of last years
17. Ability to notify administrator to update successor details after deployment
18. Ability to record history of succession planning process of all years
D.19 Succession Planning Reporting Requirement
Ability to provide reports on list of employees due for retirement in a span of 3
1.
years
2. Ability to provide reports on number and details of Vacancies
Ability to provide reports of employees eligible/rejected for Talent Assessment
3.
Process
Ability to provide reports of employees short listed/rejected for Talent
4.
Evaluation Process
5. Ability to provide reports of top 3 successors for each position
6. Ability to provide reports on employees undergoing/completed IDP
7. Ability to provide reports on assessment rating of interviewed employees
Ability to provide reports on employees participated/selected/rejected in
8.
succession planning process
D.20 Manpower Planning
Capability to automate manpower requirement/planning based on
1.
competencies, skills, experience, qualification and other criteria
Capability to make provisions for direct employment/ promotion/ recruitment
2.
to specialist categories/part time or contractual employees
Capability to project cadre-wise/grade-wise manpower requirements for a
3. specified period based on data relating to new upcoming
units/resignations/dismissals/future retirement etc.
Capability to analyse the unit-wise, cadre-wise, grade-wise resources available
4.
and required and do a gap analysis with specific time frame
Facility to create new posts or modify existing posts through appropriate
5.
approval
Capability to issue alerts before any position falling vacant due to
6.
retirement/term of temporary or contractual employee getting over
Capability to generate a consolidated manpower plan (Discom wise/Section-
7.
wise/Unit wise) for approval through work-flow management system
8. Capability to identify critical posts (by function)
Capability to integrate with the recruitment/promotion module for filling up of
9.
vacancies

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 290

Recruitment facility to include the entire process of recruitment in the system

10.
including the budget involved in it. It may also include other new areas
Facility to define positions for internal or external recruitment (define vacancies
11. based on sanctioned strength and existing employee strength for each Discom
/unit/section etc.)
12. Facility to define the requirements for recruitment of deceased dependents
13. Facility to record the details of the applicants of deceased dependents
Facility to furnish the list of applicants of deceased dependents found eligible
14.
for being called for interview/selection
Facility to carry out recruitment for different grade/rank of employees and Part
15.
time employees
Facility to record the time taken to assess the financial condition of the deceased
16.
dependent applicants and accordingly take decisions on the
17. eligibility of the application
18. Support vacancy and post based roster system for recruitment
Facility to define the specifications of the vacancy in terms of qualifications,
19. work experience, location considerations, skills/competencies required,
additional certifications / professional qualifications, etc.
Facility to derive competencies automatically from the job or position
20.
competency requirements into vacancy competency requirements
Facility for managing recruitment for special categories requiring relaxation in
21.
norms
22. Facility to draw recruitment schedule in accordance with the requirement plan
Facility to indicate that an applicant has applied for the post through another
23.
hiring process within the organization
Facility for generating advertisement for recruitment for internal / external
24.
candidates for publication on HRMS portal, Media and websites
25. Support provision for approval of advertisement from Competent Authority
26. Ability to import resumes from external job sites into the resume database
Facility to receive on-line responses Corrigendum 1 Clarification: Yes, recruiting
27. in special conditions is part of scope of RFP and estimate of annual intake and
no’s of candidate cannot be envisaged at this point.
Facility to attach documents / credentials in soft form as a part of the
28.
application or at any other time as decided by the institution
29. Facility to auto generate unique identity number for each new applicant
30. Facility to create workflow for approval of application through various levels
Facility to capture details of the Recruitment Policy and to alert users if there is
31.
any violation of the policy
Facility to route recruitments through various levels of approvals and review.
32.
Audit trails of the entire approval process should be available
Facility to report generation for all the above functionalities with a provision for
33.
dynamic querying
34. Ability to re-induct a person into the organization after a gap in service
D.21 Staff Selection
1. Facility to design tests to be conducted in written or online modes
Facility for generation of call letters for written test/interview with allocation of
Roll numbers (same as unique identity numbers allocated during recruitment
2.
phase) and venue. Should support manual intervention in changing
venue/center subsequently.
Facility to create a competency framework (matrix) for various competency
3. types (functional/ behavioral/ leadership) with desired proficiency levels for
each position/grade
Facility to create various competencies and categories into various competency
4.
types viz. Ability, Skill, Knowledge, etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 291

Facility to maintain various types of tests and maintain a question/answer

5. database of each type of test (functional, psychometric, analytical etc.) to be
administered as part of the selection process
Facility to define the evaluation criteria and generation of results post-
6.
evaluation
7. Ability to track interview results / Applicant's progression
Generation of merit list of candidates on user configurable criteria such as
8.
category-wise, center-wise, alphabetically, roll no.-wise, score wise etc.
Ability to record payments made to the panel
9.
members/invigilators/candidates etc.
10. Capability to maintain details of the candidates resorting to unfair means
Provision to record comments of interviewers at various levels of interviews,
11.
Hiring
Generation of system driven regret letters and/or offer / appointment letters
12. through both manual as well as electronic modes (with terms and conditions for
appointment)
13. Ability to issue orders of appointment on contract basis
Ability to issue orders of re-engagement (or extension) of retired officers, on
14.
contract basis with re-employment terms
15. Ability to issue order on completion of probation period
Facility to maintain checklist for verification and acknowledgement of various
16. aspects related to joining viz., medical reports, testimonials, other relevant
certificates, etc.
Should allow for maintaining a checklist of details to be mentioned in each
17.
employee's personnel file
D.22 Staff Confirmation
Facility to change employment status from probation to confirmed/not
1.
confirmed after one year from the date of joining
Facility to integrate with the PAR (Performance Appraisal Report) of the
2.
employee on probation
Facility to attach scanned copy of the vigilance clearance certificate after one
3.
year of the employee's joining
Facility to attach service continuity certificate for checking unauthorized
4.
attendance of the employee on probation
Facility to attach scanned copy of the police verification certificate and medical
5.
fitness certificate of the employee hired on probation
D.23 Reporting Requirement for Staffing
Facility to generate reports on Recruitment cost incurred/employee and cost
1.
per recruitment agency per project
Facility to generate report on the time taken by each agency to recruit for a
2.
position
Facility to generate reports on Time taken for filling up a vacancy i.e., from
3.
paper advertisement to appointment letter
Facility to generate reports on the time taken for deceased dependent
4.
recruitment (i.e. from receiving application till appointment)
5. Facility to generate reports on No. of days taken to respond to an applicant
6. Facility to generate reports on year-wise manpower profile of Discom
Facility to generate reports on total manpower strength (Category- wise,
7. designation-wise in different corporate and field offices of Discom (for each
quarter)
8. Facility to generate reports on Education and Age profile employees
9. Facility to generate reports on the details of contractual employees in Discom
Facility to generate reports on the Recruitment, appointment and confirmation
10.
details for each quarter
11. Facility to generate reports on the Superannuation details

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 292

12. Facility to generate reports on the Separation details (category wise)

D.24 Grievance Redressal
1. Facility to store and update Grievance Redressal Policies & Procedures
2. Facility to edit the policies by specified level of authorities
3. Facility to define composition of the GR committees
4. Facility to list various techniques to facilitate communication
5. Facility to store various GR forms for printing
Facility to maintain checklist of the documents that employees need to submit
6.
as part of the procedures
7. Facility to draw schedule for GR meetings
8. Facility to design surveys
9. Facility to alert the users periodically when a deadline is approaching nearer
10. Facility to track/monitor the status of a pending case
Facility to issue ID number for different classes of employees separately
11.
Reporting Requirements for Grievance Redressal
Number of court cases filed at labor court & high court, industrial tribunal &
12.
other competent authority
13. Number of grievances disposed per year
Facility to generate reports on the total number of complaints docketed for a
14.
specified period
Facility to generate reports on the total number of grievances handled during a
15.
specified period
Facility to generate reports on the various types of grievances handled during a
16.
specified period
Facility to generate reports on the average time taken to resolve a grievance
17.
Legal
Facility to maintain database of empaneled lawyers and arbitrators and their
18.
fee’s structure
19. Facility to maintain and update all engagement orders, hearing and outcomes
20. Facility to maintain lawyers’ communications along with gist of the orders
21. Facility to maintain compliance of the orders of different courts
Facility to maintain record of category of court cases at high court such writ,
22.
civil revisions, appeal, contempt of court etc.
Facility to maintain details of appeals filed by the company against different
23.
orders
Facility to maintain all relevant database for all courts, tribunals, Compensation
24.
court, gratuity tribunal including appellate forums
25. Facility to maintain database regarding arbitration
Facility to maintain database regarding conference with different legal
26.
professionals/bodies/associations
Facility to maintain legal opinions given by different legal professionals/legal
27.
cell
Facility to maintain database regarding cases for out of court settlement
28.
through empowered committee
Facility to check/monitor status of all pending cases including cases on service
29.
matters related to employees and contract/ outsourced laborers
30. Facility to maintain checklists for defending any case filed against the company
Facility to record bills of the advocates and compare that with their charge rates
31.
and appearance dates
Facility to maintain checklists of the supporting documents that an advocate
32.
needs to submit while raising bills
Facility to alert users if advocate bills are stored into the system without all
33.
supporting documents
Facility to generate reports on total number of awareness programs conducted
34.
on legal issues during a specified period

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Facility to generate reports on the total amount of pay out on litigation cases
35.
during a specified period
36. Facility to incorporate the outputs of Litigation Management System (LMS)
37. Facility to generate report on review of court cases at the site offices.
Facility to generate reports on the total number of legal cases filed against the
38. company by employees (per year) against disciplinary actions /non- settlement
of terminal dues/other issues
Facility to appeal against the punishment/disciplinary action taken against
39.
employee
Facility to generate reports on the total number of legal cases filed against the
40.
company by others during a specified period
Facility to generate reports on the total number of employee court cases decided
41.
in favour of the company
Facility to generate reports of pending cases allotted to particular advocates by
42.
any office
Facility to generate reports of pending cases according to involvement of
43.
outstanding dues
Facility to generate reports of pending cases according to date/month of filing
44.
the cases
Facility to generate reports on amount of revenue allowed by court in favour of
45.
company after disposal of cases
46. Facility to generate reports advocate wise and office wise legal expenditure
47. Facility to generate reports on amount realized through out of court settlement
D.25 Procurement & Issue of Medicines
1. Ability to automate the requisition process for purchasing medicines
2. Ability to automate the tendering process for purchasing medicines
Ability to update the stock amount, number of medicines issued in past
3.
months, etc.
Ability to calculate the total amount spent on purchasing medicines against the
4.
allocated budget, remaining balance, etc.
Ability to provide reports on the total number of medicines purchased within a
5.
specified time, number issues, stocks in balance, etc.
Ability to provide reports on the total amount spent on purchasing medicines
6.
against the allocated budget, remaining balance, etc.
D.26 Travel Management
1. Ability to automate the process of Travel Request
2. Ability to define Travel Request (Rail/Air/Road/) Forms
3. Ability to define & select calendar and time schedules for travel planning
4. Ability to define Country/state/city for travel planning
5. Ability to select type of Travel (Local/Domestic/International Travel)
6. Ability to select mode of travel (Rail/Air/Road)
Ability to recommend Train Name & Number, Flight Number / Name of
7.
Carrier
8. Ability to add number, name, age, Discom, function of travelers
9. Ability to raise Travel Requisition for Local/Domestic/International Travel
10. Ability to select the cost center while raising travel requests
Ability to define approving authority and reviewing authority for
11.
checking/approving/declining travel requests
Ability to select approving and reviewing authority for approval of travel
12.
requests
Ability to provide any additional comments before submitting the travel
13.
request (lowest fare/berth preference)
Ability to approve/decline/modify travel request of employees by approving
14.
authority

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 294

15. Ability to check status of approval/decline of travel requests

16. Ability to resubmit travel requests if declined
17. Ability to notify Travel Desk of approved travel requests submitted
Ability to raise request for cancellation of travel tickets or booking of Taxis for
18.
Local/Domestic Travel
19. Ability to create request for booking of taxis for Local/domestic Travel
20. Ability to approve/cancel/modify requests for taxi bookings
21. Ability to create, change, display, review and release travel advances
Generation of reminder letters if tours and travels final bill is not submitted by
22.
employee within the prescribed time
23. Ability to provide expenditure reports for separate cost centers
Ability to provide reports on employees for whom travel request has been
24.
approved/declines/modified
Ability to provide reports on all past travel requests with details on travel
25.
advance cleared/per-diem/allowances claimed and actually paid
Ability to raise request for expenses such as medical reimbursement/travel
26.
reimbursement/stationery/local conveyance etc.
D.27 Conference Room Booking
1. Ability to automate conference room / seminar hall / auditorium booking
2. Ability to raise requests for conference room booking based on availability
3. Ability to cancel/modify conference room booking
4. Ability to approve/decline conference room booking
Ability to add/remove approving authority for approval of conference room
5.
booking
6. Ability to add/delete list of conference rooms
Ability to integrate with finance to generate bill for providing conference hall
7.
on rent
D.28 Guest House Room Booking
Ability to automate Guest House / Inspection Bungalow / Circuit House
1.
booking
2. Ability to raise requests for booking of rooms
3. Ability to add/delete list of rooms
Ability to show availability of Guest Houses/rooms on a specific date, time and
4.
by the concerned employee/ Discom and purpose
5. Ability to raise requests to cancel/modify room bookings
6. Ability to approve/decline request for room bookings
7. Ability to add approving authority for approval for room booking
Ability to accommodate request of extending/shortening booking period for
8.
already booked room
Ability to approve/decline request for extending/shortening booking period
9.
for already booked room
Ability to raise requests for guest house booking for guests & other field
10.
employees
Ability to view status of requests for guest house booking for guests & other
11.
field employees
Ability to approve requests for guest house booking for guests & other field
12.
employees by administrator
Ability to integrate with finance to generate bill for providing Guest House on
13.
rent for Discom quarter allotment
14. Ability to maintain and update the policies regarding quarter allotment
15. Ability to process application for quarter allotment
Ability to view/update the list of present occupants of the quarters, and list of
16.
vacant quarters
Ability to deduct the quarter rent from the salary of the occupants (integrate
17.
with the payroll module)

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Ability to issue the No Demand Certificate when occupants vacate the quarters
18. and consequently stop deducting rent from salary (integrate with Payroll
module)
Ability to provide reports on the list of present occupants of the quarters,
19.
quarters they are occupying, and list of vacant quarters
Ability to provide reports on the total number of applications processed
20.
regarding quarter allotment in a year
D.29 Employee Welfare & CSR
Ability to maintain the history of employee welfare and CSR initiatives
1.
undertaken over time, separately
Ability to calculate the amount spent on employee welfare and CSR initiatives
2.
separately
Ability to provide separate reports on the total number of employee welfare
3. and CSR initiatives undertaken within a specified time with amount spent on
each Performance Linked Incentive (PLI) Scheme
4. Ability to automate the revised PLI scheme for Discom
5. Ability to capture the time to revisions/edit any changes in the PLI scheme
Ability to take input from the corporate and Discom scorecards to update data
6.
such as target setting etc. for computing the PLI for Discom
Ability to calculate the amount disbursable for PLI for all employees in each
7.
Discom and unit of Discom
Ability to calculate and maintain the history of PLIs earned by each employee in
8.
a year (integrate with PMAS and Payroll modules)
9. Ability to make comparisons of year wise PLIs earned by functions/ Discom
Ability to provide reports on the total amount disbursed as PLIs in each year,
10.
Discom level as well as employee wise
D.30 Others
1. Ability to add legacy entry in Service Books
2. In Employee Master, RGHS & GPF-SAB details to be added
3. KPI to be added with APAR module
4. Process like working arrangement within Discom, Charge Assumption/
Relinquish, Joining/Relieving, Deputation In/Deputation Out are to be
incorporated
5. Employee Payments File to be prepared which are acceptable by the Bank
6. Pay Fixation on promotion, ACP or upgradation to be added
7. Seniority (multi level in case of Technical Employees) and DPC is to be
incorporated
8. Enquiry to be initiated through System
9. Encashment Application, Approval and Payment through system
10. Overtime calculation and payments
11. Orderly, conveyance and medical reimbursement
12. Biometric integration with Attendance sub module
E. Project Management:
E.1 Project Planning
1 Project Initiation - Communication within organization
2 Project Management Tools for developing project plan
3 Ability to revise project plans
4 Ability to suggest financing plan at the project planning stage itself
Ability to tie-up all documents related to a project (including documents related
5
to required statutory clearances and compliances) in project control folder
Ability to classify type of projects- turnkey/ modular at project planning stage
6
itself

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 296

Planning Support - Ability to create planning support repository which will

7 consist of documents related to standard templates of resources, risk & effective
mitigation strategies, learning from other projects, other historical data etc.,
8 Ability to identify regulatory risks & probable mitigation strategies
Ability to maintain a database stating technological options available in the
9
market with financial cost involved
Ability to create project profile - Name, type, capacity, mode of funding, project
10 cost center, location, beneficiaries, major milestones, technical details, financial
details, etc.,
Ability to assign scores to projects based on benefit measurements and rank
11
them zone wise and organization wise (Generation/ Distribution Sector)
12 Ability to record project cost estimates, during project setup
A suitable mechanism to index and categorize various proposals for new
projects / schemes. This is needed to keep track of the stage at which a new
13
proposal is presently or to get a view of all the proposed projects or any one of
the projects or cumulative
14 Ability to highlight total plan budgets, based on notional plans
Based on above, ability to identify projects for each year, for each office, for
15
distribution business
Maintain bidder’s database and standard rates with reference to their previous
16
performance
17 Ability to create and link projects, sub projects, activities and tasks
18 Project planning to include schedule for material requirement
19 Ability of create BOQ
20 Ability to integrate BOQ with proposed expansion/extension
Ability to create an ad-hoc project, where a work breaks down structure is not
21
required
Change in individual task completion dates, should reflect in overall project
22
milestone dates
Project Planning steps should cover user defined workflow with the ability to
23
modify and approve the workflow
Ability to define project related checklist / steps and issue alert for
24
deviation/non-compliance
Ability to assign project owner, project manager, accountable person and key
25
stakeholders
26 List of new projects initiated and their current position
27 List of new projects waiting for approval at different stages
E.2 Project Scheduling
Ability for create pre-award schedule (timeline for finalization of specs, NIT,
1.
bid evaluation timelines, contract)
Ability to revise the pre-award schedule including splitting, stretching and
2.
crashing of activities
3. Ability to prepare project implementation schedule based on the benefit score
Support for attachments such as drawings, specs, instructions etc., in formats
4. such as PDF, CAD, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG,
GIS output /reports etc.,
5. Ability to balance resource usage in a given timeframe, to ensure optimal usage
Import/Export to industry standard project management software applications
6.
such as Primavera/Project Scheduler/MS Projects etc.,
Ability to create project wise and Discom wise budgets for various projects/sub
7.
modules
Ability to define milestones with categorizations like HOLD point, CHECK
8. point, etc., required actions at the milestones, and authority responsible for
action

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 297

Ability to restrict/allow progress based on completion of required actions at

9.
HOLD point, CHECK point, etc.
10. Ability to link between projects, activities and tasks
11. Ability to schedule payments against key milestones
12. Status of projects waiting for order
13. Ability to generate report on key project milestones and scheduled payments
Ability to generate report on estimated time-based expenditure on each project
14.
/ scheme
15. Ability to generate report on critical paths in projects
Ability to generate reports confirming to technical, operational, regulatory,
16.
statutory and other business requirements
E.3 Project Execution
Ability to break projects into activities, sub-activities indicating milestones with
1.
commonly used methods like PERT, CPM
2. Ability to change milestones pre and post facto
3. Ability to track the status of every item in the BOM, resource list
Ability to track/ record "Issue Slip" by the designated authority to allot
4.
materials to be issued by the store for works at desired location
5. Ability to record bidder deliverables inspection and results
6. Ability to issue compliance certificate, post quality assurance
7. Ability to reconcile quality check against quality plans/checklists
8. Ability to maintain online quality assurance during project execution
9. Ability to record and track quality deviations
10. Ability to update physical and financial progress
Ability to track completion of each module/activity, leading to the overall
11.
commissioning of project
Enable management to achieve organization wide compliance and greater
12. efficiencies in project delivery by capturing and deploying best practices and
continually improving processes.
Enable project managers to gain insight into the performance of overall projects
13. / schemes by identifying relevant project trends and problem areas using
powerful analysis tools.
System should enable online project management process by enabling team
14. members to easily manage, track, and report on their project activities through
familiar tools, like the Web.
Ability to incorporate security measures, to limit changes by project owners to
15.
only their respective projects and simulations
16. Ability to track changes, with reasons, time and moderator
Ability to track deliverables against individual bidders, leading to respective
17.
contract closure
18. Ability to generate, record and manage contract closure certificates
19. Ability to record and track Bank Guarantee information
20. Ability to generate alert on Bank Guarantee expiration
21. Ability to generate note on Bank Guarantee extension/encashment/return
Ability to setup a billing plan, that allows the release of payments upon
22.
achieving set milestones
23. Submission control mechanism to set deadlines to receive budget requests
24. Ability to track changes made to the budgets, after budget approvals
25. Ability to record manpower deployment by contractors
26. Store baseline and revised plans
27. Report on activity-wise material consumption
28. Report on quality and quantity deviation
29. Report on status of the contracts
E.4 Project Monitoring

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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1. Ability to monitor each activity/task in the project

2. Ability to monitor variations from schedules and send alerts
3. Ability to generate alerts for slippages at all levels (post and anticipatory)
4. Ability to generate alerts for delay in payments
Ability to generate alerts for delay in starting/completion major
5.
activities/milestones
6. Ability to generate alert for initiating notification to regulators on certain issues
7. Ability to record delay in activities attributed to externalities (Legal cases etc.)
Ability to raise alerts for requirements for liaison with local authorities to solve
8.
out some external issues
Ability to check adherence to material availability with provision of alert
9.
generation in case of deviation
Ability to monitor project, resource wise, timeline wise, deliverable wise, and
10.
funding agency wise
Ability to monitor estimates versus actual and calculate variance: money
11.
amounts, services, labor, time span, vehicles used, plants used, material etc.,
Ability to monitor all projects consolidated, individual projects and individual
12.
tasks
13. Ability to carry out resource tracking across projects
Capture all the project management activities for the entire cycle of construction
14. projects i.e., from the point of proposal of a new project to final testing &
commissioning of the project.
Ability to track every document in the project - to trace with who is the current
15.
owner of the file/document, for how long and why
Provide a central tracking system that enables project teams to record, assign, &
16.
resolve issues and capture related risks pertaining to project.
Ability to display project total, accumulated costs in terms of actual, revenue,
17.
capitalization costs, future commitments etc.,
Ability to incorporate feedback from random inspection teams from corporate
18.
for major projects
19. Ability to generate alerts for delay in payments
Ability to record and monitor data on accidents during the project execution
20.
project and resources linked to each bidder
Ability to support NPV (Net Present Value) and SVA (Shareholder Value
21.
Added) analysis, IRR for projects and subprojects
Ability to maintain project percentage completed status (financial as well as
22.
physical) - based on work to date.
Progress reports to funding agencies, management, regulatory bodies and
23.
others as per requirement
24. Slippage reports for all major milestones
25. Drill down facility and Ad-hoc reports, with filter, sort, query, charts etc.,
Ability to display project activities in Gantt charts, pie charts, histograms,
26. tables, etc. illustrating ‘actual’ to ‘originally planned’ projects progress in- terms
of schedule and cost
E.5 Project Accounting
Record the costs for each major project or a set of activities under investigation,
1.
cost for each major milestone
Provide an analysis of resources used on a project compared to the estimates for
2. different categories, i.e., money, time, materials, overheads etc. with cost
implications for all
3. Maintain all the cost records for the duration of the project.
4. Ability to reflect inflation in project costs
5. Ability to record information on payment terms, milestones, etc.
6. Ability to store / record invoice from bidders

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 299

7. Secure creation of project codes

Ability to support alpha-numeric characters for project codes - no limit in
8.
length
Support for auto-generation and manual generation of project codes, and
9.
preserve uniqueness in project codes
Ability to review completeness / correctness of invoice and certify completion
10.
of milestone
Ability to approve invoice and send information to Finance Dept. for payments
11.
(hierarchy-based approval)
Ability to integrate with Financial Management system to view real time
12. information on status of payments against unique project codes and invoice
number
Ability to maintain payment records for the duration of the project against
13.
unique project codes
Ability to transfer data from Capital Work in Progress to completed capital
14.
works
Ability to transfer data relating to completed capital works to the Fixed Assets
15.
system.
16. Ability to conduct project wise cash flow analysis for a minimum of 5 years
17. Cash flows to be monthly, quarterly, yearly and user defined as well
Ability to incorporate interim cash flow from a partially commissioned project
18. to calculate its final IRR of the total project (required in the case of internally
funded project)
Ability to establish security measures to ensure that the personnel are allowed
19. to review/edit projects they are involved with ensuring proper authority and
access control
20. Ability to notify all appropriate personnel regarding project closure
Ability to integrate with Standard accounting journals for areas such as interest
21.
capitalization and overheads, transportation, etc.
Ability to provide security measures, to ensure that the project closure is done
22.
by authorized personnel only
Ability to generate reports confirming to technical, operational, regulatory,
23.
statutory and other business requirements
Ability to generate reports on current accumulated cost of a project vis-à-vis
24.
estimated cost
Provide up to date cost reports to management - project wise, activity wise as
25.
well as meeting customized requirements
E.6 Integration with Other Programs
The system will use data captured by the Stores, finance, Payroll and
1.
Purchasing systems and pass the information to the General Ledger
Data relating to completed capital works will be transferred to the Fixed Assets
2.
system.
3. Integration with Stores control for stock items used
Ability to record Direct purchasing of goods and services (purchase orders;
4. goods received notes etc. for goods and services which do not pass through the
stores system) through the Purchasing system
Ability to integrate with Standard accounting journals for areas such as interest
5.
capitalization and overheads etc into the General Ledger
6. Final costs transfer to general ledger only on project completion certification.
7. Ability to link with revenue accounting on completion of the project
8. Index project cost codes to relevant general ledger account.
General Ledger accounts to be updated directly from the project accounting
9.
system as an associated function.
Assets created through works under project cost control must be identified on
10.
completion for entry to the asset register.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 300

All data must be identified to its correct financial year and month in that
financial year so that any queries over the accuracy of charging resources to the
11.
project can be properly investigated. Consolidated data for each year is not
adequate.
View all the reports related to inventory management in respect of construction
12. and O&M materials for financial accounting purposes from System with
appropriate security.
Capitalization of Projects (Capital Work in Progress). From projects to Assets
13.
Management.
Possible to link Purchase Order number of contracts (with contractors) with the
14.
project number
Integration with the Materials Management module to ensure material
15.
availability in site based on current stock and requirement of the project
E.7 Project Management General Requirements
Capture documentation related to execution of various projects (existing & old)
1.
for retrospective analysis in future.
Comprehensive project database to capture the data pertaining to all aspects of
2.
projects
3. Resource tracking across projects
Ability to generate technical / financial specifications for projects and to
4.
analyse and evaluate the bids received
Full data on any project must be kept throughout the life of a project and must
5.
be able to be printed out and/or reviewed on screen at any time.
Prevent further transaction processing/transfers against finalized jobs/projects-
6.
No post fact editing
7. Ability to generate Gantt charts, histograms, tables, charts etc.,
Ability to send SMS alerts to concerned officials at defined milestones for
8.
actions to be taken (e.g. payments) and deviations from schedules
Ability to provide necessary information to populate predefined Balanced Score
9. Cards for monitoring of Key Performance Indicators for Planning, Engineering
and Project function
F. Maintenance Management:
Ability to prepare a Maintenance Budget for Discom with appropriate linkages
1. with Capital Repair Plan, Preventive Maintenance Plan, Annual Business Plan
etc.
Ability to collate budgetary requirements for maintenance from concerned
2.
departments as part of Maintenance Budget exercise
Ability to generate format for estimation based on budgetary offers or
3.
otherwise
Provision to forecast the cost, including cost of spares, manpower and
4. purchased services, of Preventive Maintenance activities based on pre-defined
checklist
5. Ability to register breakdown call online. Online refers to ERP system.
Ability to send Alert/ Trigger/notification for initiating and closing of request
6.
(SMS facility/ mail) should be sent to all stakeholders by the system.
7. Ability to do Breakdown Calculation based on working hour of the machine
Ability to show Online stock position, online generation of requisition- Ability
8.
for Auto indenting of regular consumable materials
9. Ability to record technical specification of equipment and maintain it on ERP
Ability to search/ trace the material based on specification/ description/
10.
vendor - Traceability for non-stock items (where material code is not available)
Ability to generate single tender certificate based on various parameters. It is a
11. certificate issued by requester justifying the emergency/proprietary reasons
allowing purchase to go for single tender.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 301

Ability to Vendor to Check the purchase order (PO) Status, Billing Status,
12. Vendor Performance Rating, Upload Test Certificates, Booking Inspection Call
/ Transporter etc should be available online
Maintain vendor specific warranty information and display the same when a
13.
problem for the equipment is notified
Ability to capture PM activities carried out for individual machines under the
same annual maintenance contract (AMC). If more than one equipment is
14.
covered in an AMC (since only one PM plan can be created for each AMC), it is
not possible to capture PM de
15. Ability to deactivate disposed equipment from equipment master
Ability to provide online workflow-based processes for raising notifications,
16. assigning jobs to relevant personnel, preventive maintenance, breakdown
maintenance, calibration of equipment for repair, spares requisitions.
Ability to integrate Maintenance Module processes with other functions like
17.
materials management, production, sales & distribution and finance
Ability to send an alert to the concerned stakeholders if the Preventive
18. Maintenance (PM) is not completed on time. Alert refers to Email as well as
SMS.
Ability to compute MTBF (Mean Time Between Failures) and MTTR (Mean
19.
Time to repair) for an equipment
20. Ability to show Depreciated value of machine
Ability to Upload measurement parameters through upload of excel for the
21.
logbook maintenance
22. Ability to view steps and milestones of a maintenance order to be executed
23. Ability to interface with all identified metering points for data collection
Ability to capture testing related parameters of equipment’s whose tests are
24.
carried out
Ability to transfer information from SCADA to collect real time parameters of
25.
key elements across multiple locations Clarification: Please refer
Ability to view precautionary steps / safety instructions to be followed for
26.
executing every work order as per Discom rules and regulatory requirements
27. Ability to upload the list of maintenance plan on system
System should support requirements for following types of maintenance for
Power Plants, Power Stations, DAM, Barrages, Offices, Staff colonies etc.:
28.
Electrical, Mechanical, Civil, Battery Bank Maintenance, Auxiliary Equipment
Maintenance, Powerhouse Store
29. Ability to prepare schedule of calibration for equipment
Ability to identify equipment which need periodic calibrations for ensuring
30.
accuracy and determining and defining the periodicity
Ability to define various parameters monitored can measuring points for that
31.
equipment.
32. Ability to view the list of pending maintenance plans
Ability to raise maintenance execution orders pending list as SMS alerts at
33.
defined intervals to concerned officials to assist proactive work plans
Ability to raise the flags to the concerned officials assigned for the work orders
34.
and Execution orders
Ability to help reviewing Maintenance Schedules execution orders as per
35.
geographical locations
Ability to allocate online, work to concerned department / group of personnel
36.
/ individual
37. Ability to view job allocations for individual resources
Ability to reallocate field resources as per job requirement both for internal
38.
Employees of Discom or contract laborers
39. Ability to view the real-time location wise material availability

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 302

System should have the provision of a plant/equipment/component register at

40. the Operational level which provides a hierarchical view of equipment,
components and sub-components
Ability to raise requisition to stores for issue of the material required for
41.
carrying out execution order
42. Ability to highlight in the requisition, the location wise material availability
Ability to send a purchase request to procurement / materials department if
43. work needs purchase of material (This should be raised after viewing the
availability of the material online)
44. Ability to upload the receipt of material required for work
Ability to generate a requisition for Permit to Work to isolate equipment for
45.
maintenance and forward the same online for Authorized Person’s approval.
Ability to receive approvals including Permit to Work online from the
46.
Authorized Persons
Ability to view all Permit to Work issued/outstanding on a piece of equipment
47.
or a system itself
System should have the ability to link plant/equipment to costs codes for
48.
costing
Ability to close all work permits issued on an equipment after completion of the
49.
job on it and inform about the same to all the concerned Officials online
50. Ability to record and archive all executed work permits
51. Ability to update the details of work carried out on a job in the system
Ability to update the details of material consumed in execution, in the
52.
Procurement and Materials Management System
53. Ability to generate PO (Purchase Order) for Labour contracts
54. Ability to enter routine testing results into system
Ability to define and create policies to raise alerts to control room and
55. concerned in case of fault/issue or condition as defined by the concerned
officials
System should have the ability to support short and long form entry of work
56.
request details
Ability to forward bills, PO, etc. to Finance with measurement book and other
57.
details for payment
Ability to maintain calibration report of instruments along with schedule &
58.
check for traceability to national standards
Ability to plan shut down of equipment for calibration and its impact on
59.
capacity planning and production processes
Ability to record calibration results / observations and produce calibration
60.
certificates in required formats
Ability to maintain and track history of calibration of all equipment within the
61.
plant
Ability to record Improvement required based on the loss analysis for the
62.
Overall Equipment Efficiency (OEE)
Ability to carry out Calculation on daily basis for OEE (Over all Equipment
63.
Efficiency)
Ability to generate daily consumption report for energy services (like electricity,
64.
gas etc)
Ability to maintain List of equipment & schedule for the equipment under
65.
statutory requirement
66. Ability to interact with equipment & Inventory Management System
67. Ability to manage defects throughout their lifecycle
68. Ability to allow an integrated approach for the rectification of faults
Ability to seamlessly integrate the defect management cycle - Fault recording,
69. maintenance planning, procurement of spares and services, closing of
maintenance orders, etc.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 303

70. Ability to prepare a 'Fault-Analysis report' for the major breakdown

System should have the ability to generate hard copy work instructions on
71. approval of a work order including the printing of attachments such as check
lists, method sheets, specifications etc.
Ability to receive work orders from Procurement and Materials Management
72.
System
73. Ability to group the work order based on the nature of work like
a) Planned Maintenance
b) Breakdown / Emergency Maintenance
c) Preventive Maintenance
74. Ability to send online request to higher Official for execution of work order
Ability to generate the list of maintenance execution orders received for the day
75.
/ week / month / user defined period
76. Ability to generate Labour requirement report for various maintenance works
Ability to generate the list of completed maintenance execution orders for the
77.
day / week / month / user defined period
Ability to generate report on the equipment utilization history and statistics of
78.
performance at given period
Ability to view the list of pending maintenance execution orders for the day /
79.
week / month / user defined period
Ability to view the details or reasons for specific pending maintenance jobs as a
80.
report for user defined period
Ability to calculate the cost of resources utilized for carrying out a job and
81.
generate it as a report
82. Ability to generate maintenance schedule report
Ability to generate reports for Planned Maintenance Vs. Achieved Maintenance
83.
for all types of maintenance jobs for user defined periods
Ability to generate cost of maintenance report for each equipment / group of
84.
equipment / types of equipment or user defined sets
Ability to automatically rearrange Preventive / Predictive Maintenance
85. Schedules as and when the previous activity is accomplished or due to
problems like manpower shortage, other unforeseen circumstances, etc.
Ability to view the list of all equipment which are due for inspection /
86.
maintenance based on chronology
87. Ability to generate a report on common equipment failures based on fault codes
Ability to generate a report with historical data of failures on an equipment
88.
over a set period
Ability to generate Preventive / Predictive Maintenance Plan and Overhaul
89.
Plan
Ability to generate Preventive / Predictive Maintenance Report of Lines
90.
(Electrical)
91. Ability to generate Preventive / Predictive Maintenance Report of Sub-Stations
Ability to escalate through a trigger to one’s senior Official if a Preventive /
92. Predictive Maintenance activity is not carried out within the specified time
frame
Ability to view the list of Preventive / Predictive Maintenance activities to be
93.
carried out in a specified period as a report
Ability to generate report on the equipment utilization history and statistics
94.
details of its performance
Ability to generate a comparative report detailing the list of Preventive /
95.
Predictive
Ability to use details of planned Preventive / Predictive Maintenance activities
96.
for resource allocation and scheduling
Ability to generate a report of missed out Preventive / Predictive Maintenance
97.
activities for a specified period

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Ability to view as a report the detailed maintenance history of an equipment on

98.
which Preventive / Predictive Maintenance activity was carried out
99. Ability to aid in tracking down the cost incurred in breakdown Maintenance
100. Ability to generate a Progress Report and Status of Breakdown Maintenance
Ability to generate reports on emergency / breakdown reasons for each
101.
equipment / group of equipment / types of equipment for user defined periods
Ability to generate report on the equipment utilization history and statistics
102.
details of its performance
Ability to report common equipment / equipment failures and repair times
103.
based on the failure codes
Ability to generate a report detailing the resources utilized to restore
104.
breakdowns in a period
Ability to produce statistical report linking the cause of failures and the effects
105.
of failures
Ability to report equipment down time and group of equipment down time
106.
over a period including their fault codes
107. Ability to generate detailed breakdowns reports and costs associated
Ability to generate Emergency /Breakdown Maintenance Report for Lines
108.
(Electrical)
Ability to generate Emergency / Breakdown Maintenance Report for Sub-
109.
Stations
Ability to flag triggers on the statutory maintenance activities to be carried out
110.
on certain equipment at specified predetermined period
111. Ability to view the previous statutory reports prepared on specified equipment
112. Ability to use earlier statutory reports as template for preparing new reports
Ability to update necessary details in the system after completion of statutory
113.
maintenance activities
Ability to generate reports as required by statutory authorities for a
114.
predetermined period on an equipment or on an equipment or on a system
Maintenance activities to be carried out and the actual Preventive / Predictive
115.
Maintenance activities carried out over a specified period
116. Ability for maintenance orders to be reviewed and technically closed
All materials, resources and other costs are directly reconcilable back to a
117.
maintenance notification and maintenance order.
The solution will enable the user to update the status of the maintenance order
118.
to indicate it can now be checked for completion prior to business close.
The solution will enable the user to indicate that a maintenance order is
119.
"technically closed".
The Solution will have the ability to capture and amend equipment, labour and
120.
material components to maintenance orders
Upon completion of Maintenance work, the updates should be recorded at
121.
equipment level along with the experiential and numerical feedback.
Upon completion of Fault work, the updates should be recorded at equipment
122.
level along with the experiential and numerical feedback.
123. The solution will allow a user to reschedule work that has not been started.
The solution will, if manual scheduling is permitted, allow the user to alter an
assignment. This may be to change dates, remove the individual from the job,
124.
assign a new individual to the work, swap two individuals between
assignments. Where the user
The solution will enable the minimum and team requirements to be sent with
125.
the request to the third party
126. Ability to confirm completion of activities against a maintenance order
The solution will allow the user to set the status of the Work Task to "ready to
127.
start".
128. The solution will enable the user to update Work task information to reflect the

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completion.
The solution will enable the user to inquire on work progress at maintenance
129.
order and Work Task level.
The Solution will have the capability to readily provide a list of open
130.
maintenance orders against an individual / work group
The Solution will have the capability to provide a list of open maintenance
131.
orders against a productive unit and its child equipment
It must be possible to identify defects found during an OHL inspection from a
132. user-friendly, equipment types specific list and for this to result in maintenance
orders being created/amended/closed based on specified rules.
133. The solution will provide the ability to update a maintenance order status
Capture activity of all Capex activities including Connections down to
134.
equipment class e.g., Distribution Switchgear, Transformer
Opex high-volume, low-cost work to be captured by standard job (equipment &
135.
voltage) by activity e.g. Inspection, Civil work, Link boxes
Opex maintenance activity on 132kV/11kV plant captured by equipment e.g.
136.
transformer, Isolator, circuit breaker
Distribution Maintenance Module activity captured by activity / EGI /
137.
equipment
138. Fault activity captured by equipment
Ad Hoc work activity captured by equipment for high voltages and EGI for low
139.
voltages
Need to record in The Solution who i.e., own staff/contractor has carried out
140.
task
Need to be able to easily link cost in SAP to The Solution data to calculate unit
141.
costs at appropriate level
Work carried out during or following a storm period needs to be identifiable so
Will clarify
that it can be excluded from similar work done at other times so that it is not
142.
included in the routine calculation of performance or returns to regulatory
bodies.
The Solution will have the ability to follow different processes based on work
143. type (e.g., The Solution will have the ability to prioritize emergency work over
other activities)
The Solution will have the Capability to capture Defects at equipment level,
144.
either manually or electronically from the Field
The Solution will have the ability to capture Follow-on work at equipment
145.
level, either manually or electronically from the Field users
The Solution will have the ability to track costs at an individual equipment level
146. including all maintenance order costs (equipment, Labour & materials) to
enable whole equipment lifecycle tracking
147. maintenance orders must be linked to the original maintenance notification
The solution will update, or allow the maintenance order Status to be updated
148.
to reflect the current position.
The solution will allow Work Tasks to be assigned individually within a
149.
maintenance order
The solution will allow maintenance orders to be comprised of individual work
150.
tasks
The solution will present a suggested list of possible Work Tasks for the
151. maintenance order based on the Work Type and pre-defined work templates.
The user may select from the list to create these or create new ones from scratch.
The solution will present suggested details for the selected maintenance order
152. based on the work templates and other information that was captured on the
original maintenance notification
The solution will update the expected end date of a Work Task that has already
153.
started, this will be because of progress updates applied either automatically or

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manually. (This will cause a reschedule)

The solution will enable templates for maintenance orders and Work tasks to be
154.
created and maintained.
155. The solution will allow a template to be based on another template.
The solution will allow a template to have a status that the user can update.
156. There will be a status representing "live" in which case the template will be
offered as one of the templates to base a work item on.
157. Requirement to hold civil equipment work and condition history in the solution
158. equipment still under warranty will be flagged
Processes will support the need to ensure that only current data collection
159.
forms / scripts are in use.
For any unplanned work identified the originator will be identified on the
160.
maintenance order/request.
Any inspection work completed as part of a fault restoration activity will be
161.
recorded in the solution.
The solution will provide the ability to raise maintenance orders for clean-up
work. Contamination history (including what clean-up works have been done)
162.
will form part of the maintenance order. Free text notes can be added to the
maintenance order. Also r
Confined Spaces risk rating to be highlighted on maintenance orders raised
163. against the relevant equipment (sites/buildings/tunnels/shafts) or their
children equipment.
Ability for maintenance users to raise defects against equipment, subject to
164.
policy
Standard jobs will have the ability to hold a Priority, which is set when the job
165.
is raised, and is easily identifiable by Discom
166. The solution will allow multiple users to inspect the same group of equipment.
The solution will provide the ability to create new standard jobs to meet new
167.
business policy
User profile shall determine the level of access to create/modify/delete
168.
maintenance orders / Work requests
The Solution will provide the ability for Control Engineers to have visibility of
169.
The Solution and raise ‘Work Requests’ / maintenance orders.
Solution must only allow maintenance orders to be generated if it is associated
170.
with a Site/Location or with an equipment or group of equipment
171. Ability to secure / reserve materials against maintenance orders
Ability to generate a Bill of Materials and associated requisitions / reservations
172.
from a designed maintenance notification
Ability to procure unavailable or nonstock materials / services from a
173.
maintenance order
Ability to plan all activities across the short, medium and long term (e.g.
174.
Resources, Availability of materials / services etc.)
175. Ability to manage and report on capacity planning
The solution will allow the duration and/or effort required for a Work Task to
176.
be updated (this will cause a reschedule).
Need to be able to identify whether work planned is using internal or external
177.
resources, to identify costs involved.
The maintenance & inspection plan will be made available to commit
178. maintenance orders. maintenance orders should be committed automatically
when plan is approved and committed
The Solution will have the ability to automate parts ordering process (i.e. part
lists linked to maintenance orders which are ordered automatically) or
179.
manually add parts or services to a maintenance order which then initiates the
appropriate purchasing pr

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180. All Faults should be logged against a Site/Location or equipment

181. Solution must support Frequency based; Condition based Maintenance work
The solution must generate Inspection plans based on policies and be linked to
182.
policy
The solution must enable improved equipment Utilization, Planning &
183. Operations to out-perform agreed Regulatory targets. Viewing of target,
forecast, scenario and actuals must be possible
The solution will allow tracking of equipment, based on type, status,
184. work/condition history and location. (e.g., Grid and Primary Transformers
which may be used at other sites).
The solution will provide full equipment history covering all lifecycle activities.
185. For example, commissioning, current location, status, date of birth and
scrapping
All faults that affect the integrity / performance of an equipment will be
186.
recorded against that equipment in the equipment register.
The Reasons for plant change / replacement will be recorded against these
187.
equipment
188. Condition history will be retained against the equipment
The RCM strategy will be supported by the collection of failure data and
189.
equipment condition data held against the equipment.
Common statuses will be applied to equipment across the Discom for
190. refurbishment / Strategic Spares etc. This will be supported by common
processes.
191. Ability to generate alerts based on the schedule
Ability for creation & maintenance of master records for maintenance of
192.
equipment
193. Ability to create maintenance plan for equipment calibration
194. Ability to schedule maintenance Plan for equipment calibration
195. Ability to generate Preventive Schedule Overview Report
196. Ability to generate List for activities report for notification
197. Ability to generate equipment downtime analysis report
198. Ability to generate Cause and Effect Analysis Report
199. Ability to generate Material Goods Movement/Consumption Report
Ability to generate report on MTBF (Mean Time Between Failures) and MTTR
200.
(Mean Time to repair) for an equipment

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Document Management System

(Fully Compliant – FC; Partially Compliant – PC; Not Compliant – NC)
S.N. General (FC/PC/NC)
1 The system shall support separate Document/Image server for better management
of documents and store only metadata information in database.
2 The proposed System should be available on Micro Services based architecture.
3 The proposed DMS system should be compliant to ODMA, WebDav, CMIS open
standards.
Document Capturing / Scanning Solution
1 Solution should provide an integrated scanning engine with capability for
centralized and decentralized Scanning & Document Capturing.
2 The scanned documents shall be converted into any of the standard file formats
such as TIFF/PDF/JPEG/RTF/ODT/PNG or other standard formats as per the
requirement of the Rajasthan Discoms. All the pages of a single digital file will
have to be stitched together to generate an exact replica of the physical file. The
stitched document should be represented in a TIFF/ PDF format or any other
standard format as per Rajasthan Discoms requirement
3 The proposed solution should provide for automatic correction of parameters like
format/ compression not proper, skew, wrong orientation, error in automatic
cropping, punch hole marks etc. during scanning.
The quality of scanned images shall be enhanced to the optimum level such as
skew, de-skew to make the image straight.
It shall be possible to carry out cropping and cleaning of images like removal of
black noise around the text, providing equal margins around the text.
The scanning solution should provide support for automatic document quality
analysis so that any bad quality document doesn’t get uploaded to the repository.
Document Management System
1 The System shall support categorization of documents in folders-subfolders just
like windows interface. There should not be any limit on the number of folder and
levels of sub folder
2 The System shall support integration with Email Servers for user intimation
purpose.
3 The system shall provide search facility to in the same interface, so that users are
able to search the documents to be linked
4 The system shall support versioning of documents with facility to write version
comments.
5 The system shall allow Locking of documents for editing and importing it back into
the system through check-in/Check-out features
6 Repository should be format agnostic.
7 Proposed Document Management System should have in-built maker-checker
based linear workflow facility for document review, approval / rejection before
archival in DMS repository.
8 The underlying DMS system which should have the proven scalability and DMS
repository should have at least one live implementation site in India with more
than 20 Crore documents archived in Enterprise Document Management
repository.
9 The proposed DMS application should have in-built viewer for viewing digitized
documents inside the application.
10 Support archival & view of PDF/A format documents (open ISO standard for long
term archival of documents)
11 The in-built viewer should support comprehensive annotation features like
highlighting, marking text, underlining putting sticky notes on documents, and
support for text and image stamps etc. The system shall support automatic
stamping of annotations with username, date and time of putting annotations.

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12 The system shall provide facility for securing annotations for selective users.
13 The System shall provide facility to index folders, files and documents on user-
defined indexes like:
• File Number
• File Name
• Subject /Title of the File
• Created On (Date)
• Wing /Section/Department
• Employee name (In case of personal file)
14 The system shall provide extensive search facility to retrieve documents or
Folders/Files. Solution should have search facility based on system defined, user
defined index parameters as well as Content based / Full Text search.
15 The system should be certified to Record Management standard like DoD 5015.02
or equivalent standard.
16 The system shall support saving of search queries and search results.
17 The Document management system should have in-built User Management
module that shall support definition of Users, Groups and Roles relation in the
system
18 The system shall support multiple levels of access rights (Delete/ Edit/ View/
Print/ Copy or Download).
19 The system shall have a facility to define password policy with extensive password
validations like passwords must be of minimum 8 characters, shall be
alphanumeric, locking of user-id after three un-successful attempts, password
expiry, password history so that passwords are not same as previous passwords
etc.
20 The system shall provide LDAP support for integrating with directory services and
shall support single sign on
21 The system shall support web-based administration module for the complete
management of system.
22 The system shall support Extensive Audit-trails at user, Folder and Cabinet levels
and it shall provide facility to generate Audit trails on separate actions, and
between specific date/times
23 The system should have the capability to set automatic reminders and alarms to
concerned users.
24 The system should be based on open standards and have API support for data
import & export.

E-Office
(Fully Compliant – FC; Partially Compliant – PC; Not Compliant – NC)
S.N. File, Correspondence & Office Note (FC/PC/NC)
1 The system shall have a repository or predefined folder / area where all new
correspondences are received after scanning. The system should be secure and
should be tested for OWASP top ten vulnerabilities at one of the Govt/PSU
organization.
2 The system should have the facility to add hyperlink to document/file notes.
3 The system shall have a facility to add correspondences in electronic format from
local computer drive.
4 The system shall have a facility to add a Note with correspondence. Using the
tablets and mobile users should be able to access the Correspondence.
5 The system shall have a facility to save the correspondences in an existing file.
6 The system shall have a facility to route the correspondences using workflow
feature of a system.
7 The system shall support ad-hoc routing of a document
8 The system shall have a facility to prepare response and attach with the
correspondences workflow

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9 The system shall provide an interface to track & search the status of a
correspondences in a workflow
10 The system shall have a facility to send the reminders.
11 The system shall have a facility to generate various reports w.r.t. correspondences
workflow such as pending with users, pending since, elapsed time, initiated by,
completed by etc
12 The system shall have a facility to track a department where correspondence is
pending.
13 The system shall provide an advanced search interface for tracing & searching a
correspondence based on dates, subject, pending with, completed by, pending
since etc
14 The system shall have a feature to recall correspondence from another user. The
system should be built using the Business Process Management framework.
15 The system should have facility to put the completed Correspondence in a new or
an existing file.
16 The system shall have a facility to save the file in the desired location folder.
17 The system shall have facility to add documents in the File.
18 The system shall provide facility to view all letters/documents at the right-hand
side (RHS) of the folder with note-sheet on left hand side
19 The system shall provide facility to users to append their notes, which shall be
automatically stamped with username, date and time
20 The system shall provide facility to secure notes in File View
21 The system shall have the facility of Note linking wherein the users can link a note
easily with a document or an existing note.
22 The system shall have an In-built Web based Text Editor with basic functionalities
such as bold, alignment, font, colour etc.
23 The system shall provide pre-defined templates for adding notes to
correspondence.
24 The system shall provide an interface to search the status of a file in a workflow.
25 The system shall provide a facility to track a department where a File is pending.
26 File view shall provide facility to view all documents inside file, Noting /
commenting, edit file properties.
27 The system shall have facility to mark a file as complete/closed and thereby un-
editable except with special approvals.
28 The system shall have a facility to add or upload a document or letter in electronic
format from local computer/network drive/scanner/external storage drive.
29 The system shall have a facility to route the Letter using workflow feature of a
system in a flexible manner forward, backward, and level jumping.
30 The system shall support ad-hoc routing of a document.
31 The system shall have a facility to prepare response and attach with the Letter
workflow.
32 The system shall provide an interface to track & search the status of a Letter in a
workflow.
33 The system shall have a facility to send the reminders and the E-office module
should be built on Low code No code Platform configurable workflows and
comply to workflow standards, BPMN 2.0, BPEL, WFMC open standards.
34 The system shall have a facility to generate various customizable reports w.r.t.
Letter workflow such as pending with users, pending since, elapsed time,
initiated by, completed by etc.
35 The system shall provide an advanced search interface for tracing & searching a
letter based on title, dates, subject, pending with, completed by, pending since,
etc. along with a configuration provision for these search parameters in the
system.
36 The system shall have a feature to recall a letter from another user.

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37 The system should have facility to put the completed Letter in a new or an
existing file.
38 The system should have the facility to forward the correspondence based on roles
or groups.
39 The system Should have a track sheet mechanism to track the status of
correspondence in sent items, inbox and multiple forward Correspondence.
40 The track sheet feature should also have the capability to share the priority of the
different correspondence received by the user

Note: ERPSI to make provision to provide access to view the files of particular
wing/section/office for audit.

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Annexure B - Technical Specifications

Sr. Technical Requirements Compliance
No. (Y/N)
Compute Services
1 Implement the concept where multiple Data Centers are grouped through a low-
latency network to support redundancy, higher degree of High-Availability and
Fault Tolerance
2 Support local storage for compute Instances/VMs to be used for temporary
storage of information that changes frequently
3 Support multiple (primary and additional) network interfaces cards (NICs) to be
allocated for a given Instance/VM
4 Offer users the capability to logically group Instances/VMs together within the
same data center
5 Offer users the capability to logically group Instances/VMs in different data
centers
6 Offer self-service provisioning of multiple Instances/VMs concurrently either
through a programmatic interface (i.e., API/CLI) and through a management
console or Web Portal
7 Offer customizable Instances/VMs, i.e., ability to modify configuration settings
for vCPUs and RAM
8 Offer the capability of splitting and hosting specific Instances/VMs across
different physical hosts
9 Offer the ability to automatically increase/scale the number of Instances/VMs
during demand spikes to maintain performance (i.e., ‘scale-out’)
10 Support the ability to take an existing running Instance/VM or a copy of an
Instance/VM and export the Instance/VM into a VM format
11 Provide its cloud service is architecture in such a way to avoid Instance/VM
outages or downtime when the provider is performing any kind of hardware or
service maintenance at the host level
12 Provide that its cloud service is architected in such a way to automatically restart
Instances/VMs on a healthy host if the original physical host fails
13 In the case of a compute resilient event, have the ability to notify the user that
such an event occurred, and is the user able to opt-in or opt-out of this
communication via self- service means
14 Offer the ability to schedule events for the user’s Instances/VMS, such as a reboot,
stop/start, or retirement
15 Offer an integrated backup/recovery mechanism
16 Offer an on-demand (manual) snapshot mechanism
17 Support the last two long-term supported versions of at least one enterprise Linux
distribution (such as Red Hat, SUSE) and one commonly used free Linux
Distribution (such as Ubuntu, CentOS, and Debian)
18 Support the last two major Windows Server versions (Windows Server 2016 and
Windows Server 2012) or any other latest Windows Server versions.
Network Services
1 Support the ability to create a logic, isolated virtual network that represents a
company’s own network in the cloud
2 Support connecting two virtual networks within the same Region to route traffic
between them using private IP addresses
3 Offer the capability of creating fully isolated (private) virtual networks and
subnets where Instances/VMs can be provisioned without any public IP address
or Internet routing
4 Support multiple IP protocols, including TCP, UDP, and ICMP
5 Support the capability of automatically assigning public IP addresses to
Instances/VMs
6 Support Internet Protocol version 6 (IPv6) at either the gateway or Instance/VM

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level and expose this functionality to users

7 Support the ability to assign a Primary and a Secondary IP address for a Network
Interface Card (NIC) attached to a given Instance/VM
8 Support the ability to assign multiple Network Interface Cards (NICs) to a given
Instance/VMQ-NET
9 Support the ability to move Network Interface Cards (NICs) as well as IP
addresses between Instances/VMs
10 Support capabilities such as Single Root I/O virtualization (SR-IOV) for higher
performance (i.e., packets per second), lower latency, and lower jitter
11 Support adding or removing rules applicable to inbound traffic (ingress) to
Instances/VMs
12 Support adding or removing rules applicable to outbound traffic originating from
Instances/VMs
13 Offer Access Control Lists (ACL) to control inbound and outbound traffic to
subnets
14 Offer the capability of capturing network traffic flow logs
15 Provide a network address translation (NAT) gateway managed service to enable
Instances/VMs in a private network to connect to the Internet or other cloud
services, but prevent the Internet from initiating a connection to those
Instances/VMs
16 Ability to disable source/destination check on Network Interface Cards (NICs)
17 Support VPN connectivity between the cloud provider and the customer’s data
center
18 Support multiple Virtual Private Network (VPN) connections per Virtual
Network
19 Allow users to access cloud services via an IPsec VPN tunnel or Secure Sockets
Layer (SSL) VPN tunnel over the public Internet
20 Employ Border Gateway Protocol (BGP) to improve failover across IPsec VPN
tunnels
21 Ability to make direct leased-line connections between the cloud provider and a
user datacenter
22 Offer a front-end (internet-facing) load balancing service that takes requests from
clients over the Internet and distributes them across Instances/VMs that are
registered with the Load Balancer
23 Offer a back-end (private) load balancing service that routes traffic to
Instances/VMs hosted in private subnets
24 Offer a Layer 7 (HTTP) Load Balancer service capable of load balancing network
traffic across multiple Instances/VMs
25 Offer a Layer 4 (TCP) Load Balancer service capable of load balancing network
traffic across multiple Instances/VMs
26 Offer a load balancing service that supports session affinity
27 Offer a load balancing service capable of load balancing traffic to Instances/VMs
hosted in multiple hosts
28 Provide logs that capture detailed information about all requests sent to a Load
Balancer
29 Highly available and scalable cloud Domain Name System (DNS) service
30 Offer a DNS service that supports latency- based routing (i.e., DNS service
responds to DNS queries with the resources that provide the best latency)
31 Offer a DNS service that supports geo- based routing (i.e., DNS service responds
to DNS queries based on the geographic location of users)
32 Offer a DNS service that supports failover- based routing (i.e., DNS service routes
DNS queries to the resource that is currently active, while a second resource waits
and only becomes active in the event of a failure in the primary resource)
33 Offer a DNS service that supports health checks to monitor the health and
performance of resources
34 Offer a DNS service that integrates with the cloud provider’s Load Balancer

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 314

Storage Services
1 Offer users the ability to increase the size of an existing block storage volume
without having to provision a new volume and copy/move the data
2 Support point-in-time snapshots, that are incremental in nature to speed up
provisioning and recovery
3 Support complete eradication of data such that it is no longer readable or
accessible by unauthorized users and/or third parties
4 Offer server-side encryption of data ‘at- rest’, i.e., data stored on volumes and
snapshots
5 Offer object storage tiering capability, i.e., the ability to recommend transitioning
an object between object storage classes based on its frequency of access
6 Support managing an object's lifecycle by using a lifecycle configuration, which
defines how objects are managed during their lifetime, from creation to deletion
7 Offer the ability to create and use policies to manage stored data, its lifecycle, and
tiering settings
8 Offer users the capability to create policies that can restrict access to the data
based on user/request location and time of request
9 Support server-side encryption (SSE) of data ‘at-rest’
10 Offer server-side encryption (SSE) capabilities using customer provided
cryptographic keys
11 Support server-side encryption (SSE) using a Key Management Service that
creates encryption keys, defines the policies that control how keys can be used,
and audits key usage to prove they are being used correctly
12 Support versioning, i.e., the ability to store and co-exist multiple versions of an
object
13 Offer the capability for a user to mark an item as undeletable
14 Support multi-factor authentication (MFA) for delete operations as an additional
security option
15 Offer the ability to send notifications when certain events happen at the object
level (i.e., addition/deletion operations)
16 Offer the capability of generating audit logs that include details about a single
access request, such as the requester, the request time, the request action, the
response status, and the error code
17 Offer an object inventory to give users the ability to quickly visualize objects and
their status, allowing users to quickly spot objects with public access
18 Offer users the ability to retrieve only a subset of data from an object by using
simple SQL expressions
Security Services
1 Restrict provider personnel from logging into compute hosts, instead automating
all tasks carried out on compute hosts where the contents of these automated jobs
are logged, with the logs retained for a minimum of 90 days
2 Offer a Web Application Firewall (WAF) that helps protect web applications from
common web exploits that could affect application availability, compromise
security, or consume excessive resources
3 Offer a service to protect from common, most frequently occurring network and
transport layer Distributed Denial of Service (DDoS) attacks, along with the
ability to write customized rules to mitigate sophisticated application layer
attacks
4 Offer a service to automatically assess potential vulnerabilities in applications and
resources
5 Automated security assessment service that helps improve the security and
compliance of applications deployed on cloud by automatically assessing
applications for vulnerabilities or deviations from best practices. After performing
an assessment, the tools shall produce a detailed list of security findings
prioritized by level of severity.
6 Monitoring of cloud resources with alerts to Client on security configuration gaps,

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such as overly permissive access to certain compute instance ports and storage
buckets, minimal use of role segregation using identity and access management
(IAM), and weak password policies.
7 Automated security assessment services to improve security and compliance of
applications deployed on cloud by automatically assessing applications for
vulnerabilities or deviations from best practices.
8 Capture logs of all user activity within an account. The recorded information shall
include identity of the API caller, the time of the API call, the source IP address of
the API caller, the request parameters, and the response elements returned by the
cloud service. This is required to enable security analysis, resource change
tracking, and compliance auditing.
Managed Relational Database as a Service
1 Offer the industry leading RDBMS as a managed relational database service in the
cloud
2 Relational database service offers mechanisms to support higher degrees of
Availability and Durability for the databases
3 Relational database service support synchronous replication of a primary
database to a standby database copy in a separate physical datacenter to improve
data redundancy
4 Relational database service offers the capability of an automatic failover from the
primary database to the standby database
5 Relational database service offers the capability of performing a manual failover
(i.e., forced failover) from the primary database to the standby database
6 Relational database service support in- region replication through the use of read
replicas within the Region, i.e., active/online copies of the primary database to
handle read requests as a way to improve performance
7 Relational database service support deploying replicas of the read replicas for
increased performance
8 Relational database service offers a mechanism to support a certain level of
performance, expressed in IO Operations Per Second (IOPS) or any other metric,
for mission-critical, sensitive database workloads
9 Relational database service offers encryption of data ‘at-rest’
10 Relational database service offers encryption of data ‘in-transit’
11 Relational database service supports the creation of on-demand (i.e., user-
initiated) point-in-time copies (snapshots) and the restoration of a database
instance using one of these copies (snapshots)
12 Support automated database backups
13 Support vertically scaling the database instance
14 Support scaling the instance’s storage
Data Migration Services
1 Capability of migrating on-premises databases to the cloud
2 Capability of performing a database migration to the cloud with minimum
downtime, i.e., the source database should remain fully operational during the
migration process
3 Support migrating different database sources
4 Ability to perform heterogeneous database migrations, i.e., from one source
database to a different target database
5 Offer a solution to seamlessly integrate a customer’s data center with cloud
storage services that will allow to perform enterprise backups and store these
backups in the cloud
Cloud Management and Monitoring Services
1 Offer a monitoring service for managing cloud resources and applications that
collects, monitors, and reports using pre-defined metrics
2 Monitoring services allow users to set up alarms
3 Monitoring services allow users to create and monitor custom metrics
4 Monitoring services provide various levels of monitoring granularity, down to the

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 316

1-minute level
5 Service that logs, monitors, and stores activity against cloud resources both at the
Console and at the API level for improved visibility
6 Enable the capability of sending out notifications based on API activity levels
7 Offer a service to assess, audit, and evaluate the configurations of resources
deployed by a user
8 Automatically record a resource configuration change when it happens
9 Offer the ability to examine resources configuration at any single point in the past
10 Offer guidelines and recommendations for provisioning, configuring, and
continuously monitoring compliance
11 Offer users the capability of creating, provisioning, and managing a collection of
resources in a template-like fashion
12 Offer a service to create and manage a catalog of services, i.e., servers, virtual
machines, software, databases, etc.
13 Offer a web-based user interface to facilitate management and monitoring of
cloud services
14 Offer a unified tool to manage and configure multiple cloud services from the
command line and allow to automate management tasks through the use of
scripts
15 Offer public support forums for customers to discuss their issues
16 Offer a service health dashboard that displays up-to-the-minute information on
service availability across multiple regions
17 Offer a dashboard that displays a personalized view into the performance and
availability of the services underlying user’s specific resources
18 Offer 365 days’ worth of Service Health Dashboard history
19 Offer a service that acts like a customized cloud expert and helps compare
resources’ usage against best practices
20 Offer support for common operating systems and common application stack
components
21 Offer good quality, publicly-viewable technical documentations for all its services
including, but not limited to User Guides, Tutorials, Frequently Asked Questions
(FAQs), and Release Notes
22 Shall have an audit and compliance features which enables the Client agency to
monitor the provisioned resources, performance, resource utilization, and security
compliance.
23 System-wide visibility into resource utilization, application performance, and
operational health through proactive monitoring (collect and track metrics, collect
and monitor log files, and set alarms) of the cloud resources.
24 Visibility into the performance and availability of the cloud services being used,
as well as alerts that are automatically triggered by changes in the health of those
services.
25 Event-based alerts, to provide proactive notifications of scheduled activities, such
as any changes to the infrastructure powering the cloud resources.
26 Ability to discover all provisioned resources and view each of the configuration.
Notifications shall be triggered each time a configuration changes, and agencies
shall be given the ability to dig into the configuration history to perform incident
analysis.
27 Continuous monitoring and optimization of auto-scaling rules and limits.
28 Optimize overall cost of resources require to run overall operations of the Client.
29 Resource inventory, configuration history & change notifications functionalities
shall be provided.
30 Automatically records a resource’s configuration when it changes.
31 Examine the configuration of resources at any single point in the past.
32 Send notification of any configuration change.
33 Dashboards shall provide a personalized view of service health, consumption,
and usage.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 317

34 Dashboards shall provide proactive notifications

Desktops Specifications
Sl. Compliance
Particular Minimum Requirement
No. (Y/N)

Intel Core i5(11th Generation or Higher) /AMD Ryzen 5,

1 Processor minimum 6 core or higher, with minimum 2.7 GHz or higher
(base frequency), 12 MB Cache or higher

2 Monitor 21 inches or higher

3 RAM Minimum 8GB DDR4

4 HDD Minimum 512 GB SSD

Minimum 6 USB ports with atleast 2 USB 3.1 or higher ports, 1

5 I/O Ports
HDMI/DP port, audio jack for headphone & microphone

6 Networking Integrated 10/100/1000 GB Ethernet, Wi-Fi Enabled

Operating
7 Windows 11 or latest version
System

Reputed brands and latest year of manufacturing –

8 Make
(Preferably Make in India)

9 Anti-virus Licensed Anti-virus for entire contract period

Keyboard & OEM USB Keyboard and USB two button optical mouse with
10
Mouse pad

All Necessary Cables (Power & Data Cable), 3 Mtr. CAT 6

11 Accessories
patch cord

Multi-function Printer Specifications

Sl. Compliance
Particular Minimum Requirement
No. (Y/N)

1 Function Print, Scan, Copy

2 Print Method Monochrome Laser

3 Print Speed 25 PPM or Higher, Auto-duplex

4 Copy & Scan Speed 15 PPM or Higher, Auto-duplex

5 Print & Scan Resolution 600 x 600 dpi or Higher

6 Paper Input Standard A4/Legal Pages

7 Connectivity USB, ethernet/ WiFi

8 Accessories & Software All required cable, Accessories & Software

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 318

Desktop UPS (2 KVA) Specifications

Sl. No. Particular Minimum Requirement Compliance

(Y/N)

1 Input Voltage (VAC) 150-270 VAC

2 Input Frequency (Hz) 47-53 Hz
3 Output (AC Mode) AVR 200-245 Volts
Regulation
4 Output (Inverter Mode) 230 V +/- 10%
Voltage
5 Frequency on Battery 50 Hz +/- 1%
6 Transfer Time Maximum 4 milliseconds
7 Backup time Minimum 15-20 Minutes
8 Audible Alarm Line Failure, Low Battery low &
Overload / Fault

Wall Mount Rack Specifications

Sl. Requirement Compliance
No. (Y/N)
1 6U wall mount Rack: 19 Inch width and 550mm Depth. With
side panels should have ventilation holes for side air through.
Front Door Tough Glass minimum 5mm thick Rack mounting
angles should be 2mm Thick and other construction minimum
1mm. Should have 1 Fan provision at top Power Unit 6 socket
5 Amp with 2.5 Mtr. Cable three pin plug mounting hardware
packet of 10 and cable manager.

Remote Location Router

Sl. Requirement Compliance

No. (Y/N)
1. Router should support 1 GE (rj45), 1 GE(RJ45/SFP) combo WAN Ports & 4
LAN ports.
2. Aggregated throughput for encrypted traffic must support 10 Mbps and
should be upgradable to 100Mbps with licenses upgrade on same hardware.
3. Router must support SD WAN functionality with license and should
support license upgrade option for future use.
4. Must support a multicore processor to cater to high speed WAN
connections.
5. For SDWAN image and route table storage the device should be capable of
supporting min. 4GB DRAM and 4 GB Flash from Day - 1.
6. Should support all the Features as mentioned on the SD WAN functional
specs.
7. Should support following routing protocols
IPv4, IPv6, static routes, Routing Information Protocol Versions 1 and 2 (RIP
8. and RIPv2), Open Shortest Path First (OSPF), Border Gateway Protocol
(BGP), BGP Router Reflector, Intermediate System-to-Intermediate System
(IS-IS), Multicast Internet Group Management Protocol Version 3 (IGMPv3),
Protocol Independent Multicast Sparse Mode (PIM SM), PIM Source-Specific
Multicast (SSM),Dynamic Host Configuration Protocol (DHCP), Frame
Relay (FR), DNS, Locator ID Separation Protocol (LISP), ( RFC 2338-VRRP),
RADIUS, Authentication, Authorization, and Accounting (AAA),
Application Visibility and Control (AVC), Distance Vector Multicast

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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Section 6. ERP System Requirements and Service Level Agreement P a g e | 319

Routing Protocol (DVMRP), IPv4-to-IPv6 Multicast, Multiprotocol Label

Switching (MPLS), Layer 2 and Layer 3 VPN, IPsec, Layer 2 Tunneling
Protocol Version 3 (L2TPv3), Bidirectional Forwarding Detection (BFD),
IEEE 802.1ag, and IEEE 802.3ah
9. Should support following encapsulations Generic Routing Encapsulation
(GRE), Ethernet, 802.1q VLAN, Point-to-Point Protocol (PPP), Multilink
Point-to-Point Protocol (MLPPP), Frame Relay, Multilink Frame Relay
(MLFR) (FR.15 and FR.16), High-Level Data Link Control (HDLC), Serial
(RS-232, RS-449, X.21, V.35, and EIA-530), and PPP over Ethernet (PPPoE)
10. Should support up to L7 QOS
11. Minimum 2 ports must be POE
12. Should support following Cryptographic algorithms Encryption: DES,
3DES, AES-128 or AES-256.
13. Should support following Authentications: RSA (748/1024/2048 bit),
ECDSA (256/384 bit); Integrity: MD5, SHA, SHA-256, SHA-384, SHA-512.
14. Router should support plug and play functionality without manual
configuration it is required functionality for SDWAN
System should be able to support by Separating the control plane from the
15. data plane and integrating the WAN and branch networks into a single end-
to-end framework that uses policies to manage traffic.
System should be able to support centralized authentication system to
16. authenticate network elements of control plane, data plane and NMS
management tool.
17. System should be able to support Zero Touch Provisioning of CPE device
irrespective of any location.
System should be able to support centralized single plane of management
18. system to allow device configuration, Policy provisioning, Software updates
and assurance capabilities
19. System should be able to support secure communication between NMS,
Control plane, Data plane and Centralized authentication server
System should be able to support of network elements to deploy any kind of
20. topologies such as any-to-any, Hub-spoke and Partial mesh, Full Mesh on a
per segment basis
System should be able to support Multiple WAN Links utilization and
21. detecting blackouts & brownouts by supporting active / active load
balancing & Fast session failover
22. Solution shall be able to support all the SD-WAN elements IPv6 Capable.
23. Solution should be able to support end-to-end packet classification, marking
and bandwidth allocation

Layer 3 Core Switch

Sl. Requirement Compliance

No. (Y/N)
1 Switch supporting Full Enterprise Layer 3 image supporting
IPv6 and BGP with the latest Firmware as available with Line
rate non-blocking performance.
2 The switch should support 24 x 10Gb Base-T and minimum 2
x 40/100Gb QSFP28 interfaces minimum 14 10G ports
enabled from day one. interface can be split into Uplink
10/25/40/50Gig interface with split cables.
3 The switch should support HA options in Active - Active or
Active Backup configuration as required, all supporting
features and licenses to be provided to support the same.
4 Minimum 640 Gbps backplane
5 Minimum 400 million pps or better

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 320

6 Minimum 256K MAC addresses

7 4K 802.1Q vlans with 4K vlan ID support
8 Ethernet, Fast Ethernet, Gigabit Ethernet, 10 Gigabit, 40
Gigabit, 25 Gigabit, 50 Gigabit, 100 Gigabit
9 Should support 64K route table capacity for IPv4/IPv6
10 Should support Static Route, RIP, OSPF, BGP, PBR from Day
one for both IPv4 and IPv6 considering all License, software,
hardware upgrades required if any.
11 Should support Data Center Infra, DCB, iSCSI FCoE
considering all License. (The clause stands deleted in corrigendum 1)
12 Should support all AAA functions with RADIUS and TACACS
integration.
13 Should support various strom control functions.
14 Should support Intrusion Protection like functionality against
various TCP/UDP attacks.
15 Should support Control Plane / CPU protection using ACL and
Qos.
16 Should support 802.1x implementation using RADIUS
17 Should support Standard, Extended Acls
18 Should support encrypted communication between the user
accessing the device namely using all access methods CLI, GUI
or NMS via features like SSHv2, SSL, and SNMPv3 and Secure
FTP/TFTP
19 Define Networking in Future (Changed in corrigendum 1)
20 The proposed switch should be offered with 4 FAN tray and
Power supply Redundancy.
21 Operating temperature: 32° to 104°F (0° to 40°C)
22 1 RJ45 console/management port with RS232 signaling, 1 RJ45
micro-USB-B console port, 1 RJ45 10/100/1000Base-T Out of
Band management Ethernet port
23 Should be ROHS Compliant
24 EN 300 386, EN 55024, EN 61000-3-2, EN 61000-3-3, EN
61000-4-2, EN 61000-4-3, EN 61000-4-4, EN 61000-4-5, EN
61000-4-6 or equivalent standards
25 Environmental - Reduction of Hazardous Substances (ROHS)

Link Load Balancers

Sl. Requirement Compliance

No. (Y/N)
1 The solution should aggregate WAN links from a single or multiple
ISPs and support up to 10 WAN links for inbound/outbound traffic load
balancing & redundancy. WAN Links must support IPv4 or IPv6
addressing or both simultaneously.
2 Must support IP connectivity across all kinds of network infrastructure,
including Ethernet (10Mbps/100Mbps/1Gbps)
3 Should support minimum 200 Mbps link aggregation from day one &
should support for License Key in-service upgradeable to 500 Mbps
with no change in hardware.
4 Should support minimum 8,00,000 concurrent connections & 40,000
Connections per second
5 The solution should be able to provide at least 5x 1GE interfaces
6 The solution support flexible network topologies. The user must be
able to define the port function for each of the physical ports.

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
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7 The solution should support multiple Failover Policies / Routes to allow

for and route around multiple link failures.
8 The solution should support user-defined IP and Service Group
functions for bandwidth management and routing policies.
9 The solution should provide connection limit function to limit the
numbers of connections from any source IP address to prevent denial-of-
service attacks.
10 The solution should provide One-to-One, Multiple-to-One and Multiple-
to-Multiple NAT/PAT (Network/Port Address Translation) function.
11 The solution should support public authoritative DNS server and
separate internal DNS server for LAN users, both supporting NS, A,
AAAA, MX, CName, DName, MX, TXT, external sub-domain and PTR
record resolution for IPv4 and IPv6.
12 The solution should support multi-homing function for inbound IPv4
and/or IPv6 traffic Load Balancing and fault tolerance across up to 10
WAN links by enabling DNS relay or DNS authoritative server function,
supporting both A and AAAA records.
13 The solution should support tunnels that must be configurable to use
all or any part of all or any number of connected WAN links.
14 WAN links to support higher singles-session data rates than would be
available on any single WAN link.
15 The solution should support DHCP and DHCPv6 server function
16 The solution should provide HA (High Availability) function and support
email alert notification when the status of the master or slave unit changes
17 The solution should support VRRP for HA interconnection over
network.
18 The solution should be capable of creating fully customizable reports
for any time period and include analysis of WAN traffic, User traffic (to
the individual IP address), Departmental traffic, Layer 4 Service traffic.

Remote location Layer 3 Switch (24/48 port)

Sl. Requirement Compliance

No. (Y/N)
1. The Layer 3 switch should support Following switching capacity/Forwarding
rate. For 24/48 1G port with minimum 128Gbps/190 Mpps
2. Switch should have 4 GB RAM and 4 GB Flash.
3. Shall have minimum 32K MAC Addresses and 4096 active Vlans.
4. Switch should be able to support 4000 IPV4 & 2000 IPV6 routing entries.
5. The switch should support Jumbo frames of 9216 bytes
6. Proposed switch should be enterprise grade switch with x86 based CPU
architecture
7. Proposed switch should have a capability to add modular uplinks of varied
speeds between 10G and 1G.
8. The proposed switch should support native Full POE+ on all ports and
required Power supplies for the same should be already populated.
9. The proposed switch should be software defined networking capable and be
able to at least integrate easily with the SDN controller.
10. The Switch stack should be based on Distributed forwarding Architecture,
where in each stack member forwards its own information on network.
Switch should have unique secure identity so that its authenticity and origin
11. can be confirmed with OEM. Switch BIOS, software image should be
cryptographically signed to ensure integrity and switch should not boot with
modified software 10regardless of user's privilege level.
12. Switch shall support application visibility and traffic monitoring with

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 322

minimum 16 K netFlow/sflow/jflow entries.

13. Switches should support both front and back beacon LEDs for easy
identification of the switch being accessed.
Switches should have hardware support to connect a Bluetooth dongle to
14. your switch, enabling you to use this wireless interface as an IP management
port interface.
15. The switch should support Automatic Negotiation of Trunking Protocol, to
help minimize the configuration & errors
16. The switch should support IEEE 802.1Q VLAN encapsulation
17. The switch should support Spanning-tree Port Fast and PortFast guard for fast
convergence
18. The switch should support Uplink Fast & Backbone Fast technologies to help
ensure quick failover recovery, enhancing overall network stability and
reliability
19. The switch should support Spanning-tree root guard to prevent other edge
switches becoming the root bridge.
20. The switch should support Voice VLAN to simplify IP telephony installations
by keeping voice traffic on a separate VLAN
21. The switch should support Auto-negotiation on all ports to automatically
selects half- or full-duplex transmission mode to optimize bandwidth
The switch should support Automatic media-dependent interface crossover
22. (MDIX) to automatically adjusts transmit and receive pairs if an incorrect
cable type (crossover or straight-through) is installed.
The switch should support Unidirectional Link Detection Protocol (UDLD)
23. and Aggressive UDLD to allow for unidirectional links caused by incorrect
fiber-optic wiring or port faults to be detected and disabled on fiber-optic
interfaces.
24. The switch should support IGMP v1, v2 Snooping
Switch should support IPv4 and IPv6The Switch should be able to discover
25. (on both IPv4 & IPv6 Network) the neighboring device giving the details
about the platform, IP Address, Link connected through etc., thus helping in
troubleshooting connectivity problems.
26. The switch should support IEEE 802.1x providing user authentication,
authorization and CoA.
27. The switch should support SSHv2 and SNMPv3 to provide network security
by encrypting administrator traffic during Telnet and SNMP sessions.
The switch should support TACACS+ and RADIUS authentication enable
28. centralized control of the switch and restrict unauthorized users from altering
the configuration.
29. The switch should support MAC address notification to allow administrators
to be notified of users added to or removed from the network.
30. The switch should support MACSec-128
Switch should support 802.1p Class of Service (CoS) and Differentiated
31. Services Code Point (DSCP) field classification, Shaped Round Robin (SRR)
scheduling, Committed Information Rate (CIR), and eight egress queues per
port.
32. Safety certifications - IEC 60950-1, UL 60950-1, CAN/CSA C22.2 No. 60950-1,
EN 60950-1, AS/NZS 60950.1, Class I Equipment.
Electromagnetic emissions certifications - 47 CFR Part 15, CISPR 22 Class A,
33. CISPR 32 Class A, CNS 13438, EN 300 386*, EN 55022 Class A, EN 55032 Class
A, EN61000-3-2, EN61000-3-3, ICES-003 Class A, KN 32, TCVN 7189 Class A,
V-3 Class A, CISPR 24, EN 300 386*, EN 55024, KN 35, TCVN 7317
34. Environmental - Reduction of Hazardous Substances (ROHS) 5

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 323

Annexure C – Scope of Work Template for Option 4 (Upgrade

of existing ERP system)
< The DISCOM may use this skeleton of the Scope of Work for the upgrade of existing ERP
System or the migration of existing on-premises ERP system to a Cloud-based system (Option
4)>

1. Existing ERP system Specifications

Includes the name of the product, product version, OS version, database version, database size.
2. Systems to be migrated/upgraded
3. Tentative Hardware/Cloud requirement
4. Migration Approach
a. Project preparation
b. Sandbox Run/ Technical Test Run
c. Mock Runs with Downtime Optimization and Feedback
d. Final Cutover
5. Functional Requirement Specifications
6. Project Durations and Timelines
7. Project Deliverables
8. Manpower Requirement
9. Payment Terms
10. Service Level Agreements and Penalties

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Section 6. ERP System Requirements and Service Level Agreement P a g e | 324

Annexure D – Deliverables

Phase Key Deliverables

Phase I: 1. Project Inception Report
Project a. Detailed Project Plan (in Work Breakdown Structure along with
Inception dependencies)
b. Detailed Site Survey Plan
c. Resource Deployment Plan
d. List of complete deliverables
e. Communication Matrix
f. Project Management Templates
g. Roles & Responsibilities and Expectations from Discoms
2. Detailed Training Strategy
3. Detailed Change Management and Communication Requirement & Strategy
4. Discoms Change management team, requirement and structure.
5. Presentation on ERP product overview to Sr. Management and Core Team
6. Detailed infrastructure sizing, specifications, architecture and ERP OEM
recommendations
7. Project phase closure report
Phase II: 8. Detailed as-is study report including all existing business processes, work-
Business flows, reporting requirements, process maps
Blueprint 9. Functional Training to Discom core team on module wise functionalities of
the ERP product
10. Detailed to-be report with identified gap analysis and solutions
11. Business blueprint document (including details of integration / Interface with
legacy and other required systems, customization objects, key data
requirements)
12. Change Management Workshop and related material
13. Data Collection, Preparation & Migration strategy along with templates
14. ERP OEM audit report with observations
15. ERP OEM audit compliance report / Action Taken Report
16. Business Blueprint phase closure report
Phase III: 17. Functional and Technical design documents for custom components (FRICE-
Customizatio W)
n and UAT 18. Draft Authorization Matrix
19. Unit Test, System Integration Test and UAT:
a. Scenario wise results of testing carried out by SI Team
b. Test Plan,
c. Roles & responsibilities,
d. Test Scripts,
e. Issue log,
f. issue resolution report
20. ERP OEM audit report with observations
21. ERP OEM audit compliance report / Action Taken Report
22. Completion report for the training provided to Discoms Core Team /
nominated users on the complete solution
23. Successful customization and UAT Phase Closure Report
Phase IV: Data 24. Final Roles & Responsibilities of Users (Authorisation Matrix)
Migration and 25. Detailed training plan, User Training Manual
Go-Live 26. End User training completion report
27. Master and Cut-over data migration strategy

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Phase Key Deliverables

28. Confirmation report on collection of all required master, cut-over and other
configuration related data
29. Confirmation report on all type of data migration to the ERP system
30. Load Test report
31. Stress Test Report
32. Standard Operating Procedure / User Guidelines Documents (as applicable
for running the ERP system effectively)
33. Configuration Manual
34. Help Desk structure, process and operational manual
35. Cut-over communication strategy and detailed report
36. ERP OEM Pre go-live assessment report and subsequent compliance / ATR
report by SI
37. Go-Live strategy report (location, modules, approach)
38. Go-Live completion report (if multiple go-lives are considered, completion
report for each go-live will have to be provided)
39. Enterprise wide go-live completion report
40. System access procedure and approach report
41. Data migration and Go-Live Phase closure report
Phase V: Roll- 42. Detailed Issue log and resolution report along with Root Cause Analysis
out 43. Report on successful rollout of the system at all locations
Phase VI: Post 44. System Performance Report and SLA compliance
Go-Live 45. Solution usage reports – transactions and users
Stabilisation 46. Issue log and resolution report
Phase 47. End-user survey assessment and report
48. ERP OEM post go-live audit report with observations
49. ERP OEM post go-live audit report compliance and ATR report by SI
50. Successful stabilization phase completion report
Phase VII: 51. Monthly activities report
Facility 52. Issue log and resolution report (Action Taken Report) - as per requirement
Management 53. System Performance Report (SLA compliance) as per requirement
Services 54. Report on change in configuration or development with impact analysis
Infrastructure 55. Detailed end-user infrastructure and connectivity survey report
56. Detailed DC/DR infrastructure sizing and specification
57. Detailed Network diagram of LAN and WAN infrastructure
58. Location wise Infrastructure requirement report (IT and Non IT requirements
covering all aspects such as cabling, Desktop/Laptop, network components of
LAN/WAN) along with budgetary estimates as per discoms requirement
59. Installation and configuration of tools /solutions for end-user infrastructure
to meet ERP requirements.
60. Successful ERP Solution Installation and commissioning completion report at
DC/DR

Note: Above mentioned Summary of Deliverables are indicative, however, Rajasthan

Discoms may add or remove items from the list at a later stage of the project, which shall be
binding on the ERPSI

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 326

Annexure E – Rate card of services available in Rajasthan State

Data Centre

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 327

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 6. ERP System Requirements and Service Level Agreement P a g e | 328

PART II

CONTRACT FORM AND CONDITIONS OF CONTRACT

Contract for

Appointment of ERP Service Provider

Between

[STATE POWER UTILITY]

AND

[ SELECTED BIDDER]

RFP for Selection of System Integrator for Supply, Installation, Commissioning, Implementation and Support for Enterprise
Resource Planning (ERP) System at RAJASTAN DISCOMS (JVVNL, AVVNL & JdVVNL) RFP/ Tender No
JVVNL/SE/IT/RDSS/ERPSI/TN-101
Section 7. Contract Forms & Conditions of Contract P a g e | 329

Section 7. Conditions of Contract

I. General Conditions of Contract

Articles/Clauses
1. Definitions and 1.1 In this Contract, unless the context otherwise requires, the
Interpretations following words, expressions and abbreviations shall have the
following meanings:
(a) Definitions (a) “Affected Party” means any of the ERPSI or the Utility
whose performance has been affected by an event of Force
Majeure or Force Majeure Event;
(b) “Applicable Laws” shall mean the laws and any other
instruments having the force of law in India as they may be
issued and in force from time to time;
(c) “Bid” means the bid submitted by the Bidder(s) in response
to the RFP and shall include the Technical Bid and the
Financial Bid;
(d) “Bidder(s)” means individual entity or consortium of entities
bidding in response to the RFP;
(e) “Change Order” shall have the meaning as ascribed thereto
in Article 13 of this Contract;
(f) “Consortium Member” Any member of the bidding
consortium other than the ERPSI-Lead;
(g) “Contract” or “ERPSI Contract” shall mean this Contract
entered into between, Selected Bidder(represented by the
ERPSI-Lead acting for and on behalf of the consortium if the
Selected Bidder is a consortium) and the Utility for
undertaking the ERP Project and is the legally binding
written agreement signed by the Parties and which includes
all the attached documents listed in its paragraph 1 of the
Form of Contract (the General Conditions (GCC), the Special
Conditions (SCC), and the Appendices, Attachments,
Annexures etc.).
(h) “Contract Period” or “Term of the Contract” shall have the
meaning as ascribed thereto in Article 2.1.2 of this Contract;
(i) “Contract Price” shall have the meaning as ascribed thereto
in Article 4.1 of this Contract;
(j) “Day” means a calendar day unless indicated otherwise;
(k) “Enterprise Resource Planning” or “ERP” refers to the
software used to manage a company’s financials, accounts,
inventory, projects, reporting and human resources. The
functional blocks of ERP typically include the ERP software,
Cloud-based Data Centre (DC) and Disaster Recovery Centre
(DRC), and the Communication Network (SD-WAN);
(l) “Enterprise Resource Planning System Integrator” or
“ERPSI”, means the responsible implementation agency
named in SCC appointed by Utility for the Supply,
Installation, Commissioning, Implementation and Support
for Enterprise Resource Planning (ERP) System at the Utility

and its offices upon execution of the Contract subsequent to

the Letter of Award referred to in SCC;
(m) “Exit Management Period” shall mean the transition period
encompassing the time from the date of termination of the
Contract or end of the Contract Period until the date upon
which all transition activities/ services are completed by the
ERPSI;
(n) “Force Majeure” or “Force Majeure Event” shall have the
meaning as ascribed thereto in Article 8 of this Section;
(o) “GCC” means these General Conditions of Contract.
(p) “Goods” means any good(s) supplied or to be supplied as a
part of the Solution by the ERPSI;
(q) “Independent Valuer” shall mean a qualified valuer duly
registered under Companies (Registered Valuers and
Valuation) Rules, 2017 for Plant and Machinery and jointly
appointed by the Parties in the event of termination prior to
Installation Milestone;
(r) “Lender” means the banks, financial institutions,
multilateral funding agencies, non-banking financial
companies registered with the Reserve Bank of India (RBI),
insurance companies registered with the insurance
Regulatory & Development Authority (IRDA), pension
funds regulated by the Pension Fund Regulatory &
Development Authority (PFRDA), mutual funds registered
with Securities & Exchange Board of India (SEBI), etc.,
including their successors and assigns, who have agreed to
provide the ERPSI with the debt financing, and any
successor banks or financial institutions to whom their
interests may be transferred or assigned;
(s) “Month” means a calendar month unless indicated
otherwise;
(t) “Operational/Pilot Go Live” shall have the meaning
ascribed thereto in Clause 12.5 of Section 6;
(u) “Operational Period” means the period from the
Operational Go-Live till the end of the Contract Period;
(v) “Project or ERP Implementation Project” means the Utility’s
ERP Implementation Project defined in recital clause in the
Contract Form;
(w) “Project Implementation Schedule” shall have the meaning
ascribed thereto in Clause 11 of Section 6;
(x) “Request for Proposal” or “RFP” means the Tender of
which the number, name and details have been mentioned in
SCC, including all its Volumes/ Sections/ Forms/
Annexures/ Appendices etc., for Appointment of ERPSI
(including all clarification/ addendum/ amendment/
corrigendum/ etc. issued from time to time);
(y) “Rupees” or “Rs.” Or “INR” or “₹” means Indian Rupees;
(z) “SCC” means the Special Conditions of Contract by which
the GCC may be amended or supplemented.
(aa) “Service(s)” or “Related Service(s)” means any service(s)
performed or to be performed as a part of the Solution by

the ERPSI;
(bb) SLA Default Notice means notice to be issued by the Utility
in the event ERPSI fails meet any of the criteria specified in
the SLA for cumulatively 3 (three) months in past 6 (six)
months so as to entitling levy of maximum penalty for such
criteria;
(cc) “Solution” shall mean the ERP system implemented in its
entirety including but not limited to the designing, financing,
supply of hardware, software, transportation, installation,
integration, testing, commissioning, operation, maintenance,
training, and other services by the ERPSI;
(dd) “Termination Payment” shall have the meaning as ascribed
thereto in Article 10 of GCC in Section 7;
(ee) “Utility” shall have the same meaning as ascribed to it in the
recital clause of the Form of Contract.
1.2 In the interpretation of this Contract, unless the context
otherwise requires:
1.
(b) Interpretation 1.1.
1.2.
1.2.1. Unless otherwise specified a reference to an Article number is
a reference to all of its sub-articles;
1.2.2. Unless otherwise specified a reference to a clause, sub-clause
or section is a reference to a clause, sub-clause or section of
this Contract including any amendments or modifications to
the same from time to time;
1.2.3. A word in the singular includes the plural and a word in the
plural includes the singular;
1.2.4. A word importing a gender includes any other gender;
1.2.5. A reference to a person includes a partnership and a body
corporate;
1.2.6. A reference to legislation includes legislation repealing,
replacing, or amending that legislation;
1.2.7. Where a word or phrase is given a particular meaning, it
includes the appropriate grammatical forms of that word or
phrase which has a corresponding meaning;
1.2.8. In the event of an inconsistency between the terms of the RFP,
Bid submitted by the Selected ERPSI and the subsequent
Contract, the terms of the Contract hereof shall prevail;
1.2.9. Whenever a material or article is specified or described by the
name of a particular brand, manufacturer or trademark, the
specific item shall be understood as establishing type,
function, and quality desired. Products of other
manufacturers may also be considered, provided sufficient
information is furnished so as to enable Utility to determine
that the products are equivalent to those named.
1.2.10. No amendment or other variation of this Contract shall be
valid unless it is in writing, is dated, expressly refers to this

Contract, and is signed by a duly authorised representative of

both Utility and the ERPSI thereto.
2. The Contract 2.1 EFFECTIVENESS AND TERM
2.1.1 This Contract shall come into force and effect on the date of
(a) Effectiveness execution of the Contract by the Parties;
and Term
2.1.2 Unless terminated earlier by either Party or extended by the
Utility in accordance with the terms of this Contract, this
Contract shall continue in full force and effect until the earlier
of (a) 6 (six) years & 3 (three) months from the date of
execution of the Contract
2.1.3 The Utility, at its own discretion, may extend the operation
and maintenance period of the ERP system at terms mutually
agreed upon with the ERPSI.
3. Rights, Title 3.1 The ownership, rights and title to the ERP system and other
and Interest to equipment installed by ERPSI for operation of the ERP system
ERP System and pursuant to this Contract shall vest with Utility during the
Equipment entire Term of Contract and post expiry of Contract.

4. Contract Price 4.1 CONTRACT PRICE

and Payment 4.1.1 The Contract Price is as indicated in SCC.
4.1.2 In the event any approval required for imports and/or use of
imported equipment is denied in accordance with all
applicable laws including those in relation to testing issued
by Ministry of Power (Order No No.9/16/2016-Trans-Part(2)
dated 18 November 2020, as amended and/or modified from
time to time), the same shall neither entitle revision of
Contract Price nor shall result in revision of Project
Implementation Plan.
4.2 PAYMENT MECHANISM
(a) Payment 4.2.1 The payment shall be made to the ERPSI in Indian Rupees
Mechanism (INR) only
4.2.2 Except in case of Change Order in accordance with Article 13
of this Contract, the sum total of all payments made to the
ERPSI shall not exceed the Contract Price quoted in Article
4.1.1
4.2.3 The actual payment shall be net of any applicable liquidated
damages and/or penalty due to noncompliance of SLAs by
the ERPSI.
4.2.4 ERPSI will raise and deliver the invoice and the Deliverables
mentioned above to the Utility for the monthly payments
within first 5 (five) working days of every month. ERPSI shall
also raise a supplementary invoice for the agreed amount
towards software change requests/new requirements
completed in the previous month, in accordance with Article
13.1 of this Contract. Utility will review the ERPSI invoice
raised by the ERPSI and the Deliverables including the SLA
performance report, in accordance with Article 7, within 5
(five) working days from the invoice and SLA performance
report delivered by the ERPSI. Utility may dispute the
amount payable and shall pay the undisputed amount of the

payment due from the 11th (Eleventh) working day of every

month till the 10th (tenth) working day of succeeding month
(i.e., 30 days after the approval of invoice). The disputed
amount, (related to penalty imposed due to non-compliance
of SLAs, and liquidated damages), shall be dealt as per Article
13 of this Contract.
4.2.5 In the event the ERPSI fails to meet a particular performance
criterion as mentioned under the Service Level Agreement
(SLA) specified in Clause 15 of Section 6 for cumulatively 3
(three) months in past 6 (six) months, resulting in the
maximum penalty for the performance criterion, Utility may
issue an SLA Default Notice to the ERPSI directing it to take
steps within 90 days to comply with the performance criterion
specified in the SLA.
4.2.6 The Rajasthan Discom to release payments within 45
calendar days of the date of the invoice.
4.2.7 In the event that the ERPSI has duly followed the procedure
and the Utility fails to make any payment within the 45
days of production of invoice along with all supporting
documents upto satisfaction of the Utility, the Utility shall
pay interest to the ERPSI on such delayed payment amount
(including disputed amount) as from the due date of
payment. The applicable interest rate on the delayed
payment amount will be equal to the marginal cost of
funds-based lending rate (MCLR) for one year of State Bank
of India (MCLR shall be as applicable on the 1st April of
the financial year in which the date of release of delayed
payment lies). In case the period of default lies in two or
more financial years the interest amount shall be calculated
separately for the periods falling in different years.
4.2.8 All payments under this ERPSI Contract shall be made to
the Sole Bidder/ Lead Consortium Member and Utility shall
have no role in inter se payments to the Sub-contractors/
Consortium Members.
4.3 TAXES AND DUTIES
4.3.1 For Goods whether supplied from or outside India, the ERPSI
shall be entirely responsible for all taxes, duties, stamp duties,
license fees, and other such levies imposed outside India.
4.3.2 Any statutory increase or decrease in the taxes and duties
(b) Taxes and including GST and Cess as applicable or in the event of
Duties introduction of new tax/cess or cessation of existing tax/cess
subsequent to the ERPSI’s offer on the goods and services
explicitly mentioned in financial bid shall be dealt with in
accordance with provisions of Change in Law.
4.3.3 Notwithstanding anything above or elsewhere in the
Contract, in the event that the input tax credit of the GST
charged by the ERPSI is denied by the tax authorities to the
Utility for reasons attributable to the ERPSI, the Utility shall
be entitled to recover such amount from the ERPSI by way of
adjustment from any of the subsequent invoices submitted by
the ERPSI to the Utility.

5. Performance 5.1 The ERPSI has furnished Performance Security in the form of an
Security irrevocable bank guarantee valid up to a period of 6 (six) months
beyond the end of the Contract Period or extended thereafter, for
the amount indicated in SCC on the prescribed format. However,
in case of delay in Installation Milestone, the validity of the
initial Performance Security shall be extended by the period of
such delay. In the event delay is solely due to acts and/ or
omission of the Utility cost of extending the validity of
Performance Security shall be reimbursed to the ERPSI by the
Utility.
5.2 Any payments shall be made to the ERPSI only after receipt of
the initial Performance Security by Utility.
5.3 Upon Termination of the Contract due to Utility Event of default
or expiry of the Contract Period, the separate Performance
Security shall be discharged by Utility without any interest and
returned to the ERPSI not later than 14 (fourteen) working days
following the date of Termination of the Contract.
5.4 Upon Termination of the Contract due to ERPSI Event of default,
the Performance Security shall be forfeited by Utility.
5.5 In case of any delay by the ERPSI in performing the activities of
the scope of work with respect to the Project Implementation
Schedule, then upon Utility’s request, the ERPSI shall extend the
validity of the separate Performance Security for the period for
which the Contract is extended. In the event delay is solely due
to acts and/ or omission of the Utility cost of extending the
validity of separate Performance Security shall be reimbursed to
the ERPSI by the Utility.
6. Liquidated 6.1 Except in case of Force Majeure or where the delay in delivery of
Damages, the Solution is caused due to any delay or default of Utility if the
Penalty, and delivery, site installation, integration, and operationalization of
Incentive ERP System with related hardware, software and equipment is
delayed by more than 9 (nine) months from the date of execution
of the Contract the ERPSI shall be liable to pay liquidated
damages as per the rates specified in SCC.
7. SLAs and SLA 7.1 The ERPSI shall be liable to penalties in the event of non-
Audit compliance of Service Level Agreements, as specified in Section
6;
7.2 A designated team/ person from Utility may review the system
generated SLA performance report of ERPSI each month. The
review/ audit report will form basis of any action relating to
imposing penalty on or breach of Contract of the ERPSI.
7.3 In case, there is no review/ audit report submitted within 10
(ten) working days of every month, it shall be deemed that all
SLAs were met in the previous month.

8. Force Majeure 8.1 A Force Majeure means any event or circumstance or

combination of events and circumstances including those stated
(a) Force Majeure below that wholly or partly prevents or unavoidably delays an
Event Affected Party in the performance of its obligations under this
ERPSI Contract, but only if and to the extent that such events or
circumstances are not within the reasonable control, directly or
indirectly, of the Affected Party and could not have been avoided
if the Affected Party had taken reasonable care or complied with
prudent utility practices:
a) Natural Force Majeure Events:
act of God, including, but not limited to drought, fire, and
explosion (to the extent originating from a source external to
the site), earthquake, epidemic, volcanic eruption, landslide,
flood, cyclone, typhoon, tornado, or exceptionally adverse
weather conditions,
b) Non-Natural Force Majeure Events:
i. Direct Non–Natural Force Majeure Events
a. Nationalization or compulsory acquisition by any
Governmental instrumentality of any material assets
or rights of the ERPSI; or
b. the unlawful, unreasonable or discriminatory
revocation of, or refusal to renew, any Consents,
Clearances and Permits required by the ERPSI to
perform their obligations under the Contract or any
unlawful, unreasonable or discriminatory refusal to
grant any other Consents, Clearances and permits
required for the development/ operation of the
Project, provided that a Competent Court of Law
declares the revocation or refusal to be unlawful,
unreasonable and discriminatory and strikes the same
down; or
c. any other unlawful, unreasonable, or discriminatory
action on the part of any Governmental
instrumentality which is directed against the Project,
provided that a competent Court of law declares the
action to be unlawful, unreasonable, and
discriminatory and strikes the same down.
d. any partial or complete shut-down of the internet
services in the Project area
e. Shortage of labour, materials, or utilities where
caused by circumstances that are themselves Force
Majeure
f. Restrictions imposed by central or state government
that prevent or delay project execution
ii. Indirect Non - Natural Force Majeure Events:
a. an act of war (whether declared or undeclared),
invasion, armed conflict or act of foreign enemy,
blockade, embargo, riot, insurrection, terrorist or
military action, civil commotion, or politically

motivated sabotage;
b. radioactive contamination or ionizing radiation
originating from a source in India or resulting from
any other Indirect Non-Natural Force Majeure Event
mentioned above, excluding circumstances where the
source or cause of contamination or radiation is
brought or has been brought into or near the Site by
the Affected Party or those employed or engaged by
the Affected Party; or
c. industry wide strikes and labour disturbances, having
a nationwide impact in India.

8.2 FORCE MAJEURE EXCLUSIONS

(b) Force Majeure
8.2.1 Force Majeure shall not include (i) any event or circumstance
Exclusions which is within the reasonable control of the Parties and (ii)
the following conditions, except to the extent that they are
consequences of an event of Force Majeure:
i. Unavailability, late delivery, or changes in cost of the
machinery, equipment, materials, spare parts etc. for the
Project;
ii. Delay in the performance of any Contractors or their
agents;
iii. Non-performance resulting from normal wear and tear
typically experienced in transmission materials and
equipment;
iv. Strikes or labour disturbance at the facilities of the
Affected Party;
v. Insufficiency of finances or funds or the ERPSI Contract
becoming onerous to perform; and
vi. Non-performance caused by, or connected with, the
Affected Party’s:
a. negligent or intentional acts, errors, or omissions;
b. failure to comply with an Indian Law; or
c. breach of, or default under this ERPSI Contract or any
Project documents.

8.3 NOTIFICATION OF FORCE MAJEURE EVENT

8.3.1 The Affected Party shall give notice to the other Party of any
(c) Notification of
Force Majeure event of Force Majeure as soon as reasonably practicable, but
Event not later than 7 (seven) days after the date on which such
Party knew or should reasonably have known of the
commencement of the event of Force Majeure. If an event of
Force Majeure results in a breakdown of communications
rendering it unreasonable to give notice within the applicable
time limit specified herein, then the Party claiming Force
Majeure shall give such notice as soon as reasonably
practicable after reinstatement of communications, but not
later than 1(one) day after such reinstatement. Provided that

such notice shall be a pre-condition to the Affected Party’s

entitlement to claim relief under this ERPSI Contract. Such
notice shall include full particulars of the event of Force
Majeure, its effects on the Party claiming relief and the
remedial measures proposed. The Affected Party shall give
the other Party regular reports on the progress of those
remedial measures and such other information as the other
Party may reasonably request about the Force Majeure.
8.3.2 The Affected Party shall give notice to the other Party of (i)
the cessation of the relevant event of Force Majeure; and (ii)
the cessation of the effects of such event of Force Majeure on
the performance of its rights or obligations under this ERPSI
Contract, as soon as practicable after becoming aware of each
of these cessations.

8.4 DUTY TO PERFORM AND DUTY TO MITIGATE

(d) Duty to Perform 8.4.1 To the extent not prevented by a Force Majeure Event, the
and Duty to Affected Party shall continue to perform its obligations as
Mitigate provided in this ERPSI Contract. The Affected Party shall use
its reasonable efforts to mitigate the effect of any event of
Force Majeure as soon as practicable.

8.5 AVAILABLE RELIEF FOR A FORCE MAJEURE EVENT

(e) Available Relief 8.5.1 Subject to this Article 8
for a Force Majeure a. no Party shall be in breach of its obligations to the extent
Event that the performance of its obligations was prevented,
hindered, or delayed due to a Force Majeure Event;
b. every Party shall be entitled to claim relief for a Force
Majeure Event affecting its performance in relation to its
obligations under this ERPSI Contract;
c. The ERPSI shall be entitled to receive payment at rates to
be mutually agreed between the Utility and the ERPSI for
the additions to the scope of work due to an event of force
majeure.
9. Intellectual 9.1 All Intellectual Property Rights in all material (including but not
Property limited to all Source code, Object code, records, reports, designs,
application configurations, data and written material, products,
specifications, reports, drawings and other documents), which
have been newly created and developed by the ERPSI solely
during the performance of Related Services and for the purposes
of inter-alia use or sub-license of such services under this
Contract, shall be the property of the ERPSI. The ERPSI
undertakes to disclose all such material, which have been newly
created and developed by the ERPSI solely during the
performance of Related Services and for the purposes of inter-
alia use or sub-license of such services under this Contract, to
the Utility. The ERPSI hereby grants to Utility a, non‐exclusive,

non-transferable, irrevocable, royalty‐free license to use all

material disclosed to the Utility under the Contract. Nothing
contained herein shall be construed as transferring ownership of
any Intellectual Property Right from the ERPSI to the Utility.
9.2 The ERPSI shall ensure that while it uses any software,
hardware, processes, document or material in the course of
performing the Services, it does not infringe the Intellectual
Property Rights of any person and the ERPSI shall keep the
Utility indemnified against all costs, expenses and liabilities
howsoever, arising out any illegal or unauthorized use (piracy)
or in connection with any claim or proceedings relating to any
breach or violation of any permission/license terms or
infringement of any Intellectual Property Rights by the ERPSI or
its personnel during the course of performance of the Related
Services. In case of any infringement by the ERPSI, the ERPSI
shall have sole control of the defence and all related settlement
negotiations
9.3 Subject to Article 9, the ERPSI shall retain exclusive ownership
of all methods, concepts, algorithms, trade secrets, software
documentation, other intellectual property or other information
belonging to the ERPSI that existed before the date of execution
of the Contract.
10. Termination 10.1 ERPSI Event of Default
10.1.1 ERPSI Event of Default means any of the following events
(a) ERPSI Event of arising out of any acts or omission of ERPSI, its
Default representative, sub-contracts, employees and which have not
occurred solely as a result of any breach of this Contract by
the Utility or due to Force Majeure, and where ERPSI has
failed to remedy these events within a period of 90 (ninety)
days of issuance of a notice by Utility requiring ERPSI to
remedy such event.
a. ERPSI has failed to procure and arrange requisite
finances for the implementation of the Project;
b. ERPSI abandons the implementation of the Project or
repudiates this Contract or otherwise takes any action, or
evidences or conveys an intention not to be bound by the
Contract;
c. ERPSI, in the judgment of Utility has engaged in corrupt,
fraudulent, collusive, or coercive practices, in competing
for or in executing the Contract; or
d. ERPSI is adjudged bankrupt or insolvent, or if a trustee
or receiver is appointed for ERPSI or for the whole or
material part of its assets that has a material bearing on
its ability to implement the Project;
e. ERPSI has been, or is in the process of being liquidated,
dissolved, wound-up, amalgamated or reconstituted in a
manner that in the reasonable opinion of Utility would
adversely affect ERPSI’s ability to implement the Project;
f. A resolution for winding up of ERPSI is passed, or any
petition for winding up of ERPSI is admitted by a court
of competent jurisdiction and a provisional liquidator or

receiver is appointed and such order has not been set

aside within 90 (Ninety) days of the date thereof or
ERPSI is ordered to be wound up by a court of
competent jurisdiction;
g. In the event ERPSI fails to cure the default as indicated in
the SLA Default Notice within the time period specified
therein;
Failure of ERPSI to furnish Performance Security in
accordance with the provisions of this Contract;
h. Failure or inordinate delay by ERPSI to provide Solution
as per Contract;
i. Any representation or warranty made by the ERPSI
during the term of the Contract is found to be false
and/or misleading;
j. Failure on account of ERPSI to abide by Applicable Laws
and regulations;
k. The shareholding of the ERPSI ceases to be in accordance
with the provisions of this Contract;
l. No person having System Integration (ERPSI) experience
in terms of the RFP remains a shareholder of the ERPSI;
m. In the event equipment installed or proposed to be
installed by the ERPSI is found to have any embedded
malware/ trojans/ cyber threat;
n. ERPSI fails to comply with the local content requirement
as specified in the Bid Submission;
o. ERPSI fails to comply with any of its material obligations
under this Contract.
p. In the event the Solution supplied do not meet the
minimum specifications as per the Contract, and the
same is not replaced/ modified by the ERPSI to meet the
requirements within 14 (fourteen) working days of being
informed by Utility, or as mutually decided between
Utility and ERPSI.
10.2 Utility Event of Default
10.2.1 Utility Event of Default means any of the following events,
(b) Utility Event of unless such event has occurred as a consequence of the
Default ERPSI Event of Default or a Force Majeure event and
where Utility has failed to remedy these events within a
period of 90 (ninety) days of issuance of a notice by ERPSI
requiring Utility to remedy such event:
a. Utility is adjudged bankrupt or insolvent, or if a trustee
or receiver is appointed for Utility or for the whole or
material part of its assets that has a material bearing on
its ability to perform its obligations under this Contract;
b. Utility has been, or is in the process of being liquidated,
dissolved, wound-up, amalgamated or reconstituted in
a manner that in the reasonable opinion of ERPSI
would adversely affect Utility’s ability to perform its
obligations under this Contract;
c. A resolution for winding up of Utility is passed, or any
petition for winding up of Utility is admitted by a court

of competent jurisdiction and a provisional liquidator

or receiver is appointed and such order has not been set
aside within [90 (Ninety)] days of the date thereof or
Utility is ordered to be wound up by a court of
competent jurisdiction;
d. The breach by Utility of its obligations under this
Contract which has an adverse effect on the
performance of ERPSI’s obligations under this
Contract.
10.3 TERMINATION FOR ERPSI EVENT FOR DEFAULT
10.3.1 Without prejudice to any other right or remedy which
(c) Termination for Utility may have in respect thereof under this Contract,
ERPSI Event for
upon the occurrence of ERPSI Event of Default, Utility shall
Default
be entitled to terminate this Contract in the manner
provided in Article 10.3.2.
10.3.2 Utility shall issue a Preliminary Notice to ERPSI providing
90 (Ninety) Days, or such extended period as the Utility
may allow, to cure the underlying Event of Default. If
ERPSI fails to cure the underlying Event of Default within
such period allowed, Utility shall be entitled to terminate
this Contract by issuing a termination notice to ERPSI.

10.4 TERMINATION FOR UTILITY EVENT FOR DEFAULT

10.4.1 Without prejudice to any other right or remedy which
(d) Termination for ERPSI may have in respect thereof under this Contract,
Utility Event of upon the occurrence of a Utility Event of Default, ERPSI
Default shall be entitled to terminate this Contract in the manner
provided in Article
10.4.2 ERPSI shall issue a Preliminary Notice to Utility providing
90 (Ninety) Days, or such extended period as the ERPSI
may allow, to cure the underlying Event of Default. If
Utility fails to cure the underlying Event of Default within
such period allowed, ERPSI shall be entitled to terminate
this Contract by issuing a termination notice to Utility.

10.5 CONSEQUENCES OF TERMINATION

Upon Termination of the Contract, the ERPSI shall:
10.5.1 Notwithstanding anything to the contrary contained in this
(e) Consequences Contract, any termination of this Contract pursuant to its
of Termination term shall be without prejudice to accrued rights of any
Party, including its right to claim and recover damages and
other rights and remedies which it may have in law or
contract. All accrued rights and obligations of any of the
Parties under this Contract, shall survive the termination of
this Contract to the extent such survival is necessary for
giving effect to such rights and obligations.
10.5.2 Following issue of the Termination Notice by Utility or
ERPSI, Utility takes possession and control of ERPSI’s

control room and call center, and the exclusivity granted to

ERPSI under Article 4 will come to an end.

10.5.3 Upon termination of this Contract by Utility or ERPSI on

account of ERPSI’s Event of Default (in accordance with
Article 10.1.1, or termination of this Contract on account of
Utility’s event of default (in accordance with Article 10.2.1),
ERPSI shall be entitled to a termination payment subject to
proper transfer of the installed ERP System, as agreed
mutually upon
a) In case termination of this Contract is on account of
ERPSI’s event of default: Termination payment to
ERPSI after Go-live has been declared shall be the
percentage, specified in SCC, of the termination
payment Value as determined in terms of this
Contract.
b) In case termination of this Contract is on account of
Utility’s event of default: Termination payment to
ERPSI after Installation Milestone has been declared
shall be the percentage, specified in SCC, of the
termination payment Value as determined in terms of
this Contract.
c) In case termination of this Contract is prior to Go-live
the Termination payment shall be equal to:
i. the percentage, specified in SCC, of the value of the
assets proposed to be handed over to the Utility as
certified by an independent valuer in the event
termination is on account of ERPSI event of default–
and
ii. the percentage, specified in SCC, of the asset values
shall be paid to the ERPSI in the event termination
is on account of Utility event of default
d) In the event of termination prior to Installation
Milestone, Utility may request the ERPSI to complete
any part of the Solution. The cost of such works shall
be agreed between the Parties. In the event Parties
deem it appropriate the cost may be determined by
the Independent Valuer.
Upon termination of this Contract by Utility or ERPSI on
account of ERPSI’s Event of Default (in accordance with
Article 10.1.1), or termination of this Contract on account of
Utility’s event of default (in accordance with Article 10.2.1),
ERPSI shall be entitled to raise a supplementary invoice for
an amount which is equal to the termination payment. The
Supplementary invoice shall be paid separately by the
Utility within 30 (thirty) days from the date of such invoice.
10.5.4 The Termination payment value would be calculated basis
the following mechanism:
a. The present value of the receivables for the ERP system
installed at Utility offices shall be calculated by

multiplying the outstanding payments towards the

ERP system integrated and operationalized as on the
date of termination and discounting the same as on
date of termination at the percentage specified in SCC
(“Present Value”).
b. All amounts due, but not paid by the Utility, including
the aggregated amount due to be paid including
amount due to be paid towards supplementary invoice,
but not paid or recovered from the Utility, for the ERP
system operations and maintenance as defined in the
RFP by the ERPSI, shall be calculated and factored in to
arrive at the net outstanding receivables of the ERPSI
(“Outstanding Receivables”);
c. All amounts due, but not paid by the ERPSI, including
the aggregated applicable liquidated damages and/(or)
penalties due to non-compliance of SLAs by the ERPSI,
but not paid or recovered from the ERPSI, for the ERP
system operations and maintenance as defined in the
RFP by the ERPSI, shall be calculated and factored in to
arrive at the net outstanding payables by the ERPSI
(“Outstanding Payables”);
d. Termination Payment Value shall be equal to the sum
of Net Present Value and Outstanding Receivables as
per Article 10.5.4.(a) and (b); reduced by Outstanding
Payables as per Article 10.5.4.(c) and the sum of
insurance proceeds received by the ERPSI for the ERP
system, (if any).
10.5.5 Upon Termination of the Contract or expiry of the contract
period, the ERPSI shall prepare and present a detailed
Exit Management Plan within 5 (five) working days of
termination notice receipt to the Utility (“Exit
Management Plan”) in accordance with Article 10.6.
10.5.6 The Utility or its nominated agency will review the Exit
Management plan. If approved, ERPSI shall start working
on the same immediately. If the plan is rejected, ERPSI
shall prepare alternate plan within 2 ( two) working
days. If the second plan is also rejected, Utility will
provide a plan for ERPSI, and it should be adhered by in
totality.
10.5.7 The Exit Management Plan should cover at least the
following:
a. Execute all documents that may be necessary to
effectively transfer the ownership and title, including
OEM warranties in respect of all equipment;
b. Handover all developed codes, related documentation,
and other Configurable Items if any in his possession;
c. Handover the list of all IT Assets, passwords at all
locations to Utility.
10.5.8 The ERPSI and the Authorized personnel from Utility will
sign a completion certificate at the end of successful
completion (all points tracked to closure) of the Exit

Management Plan.
10.6 Exit Management
10.6.1 Exit Management
In case the Contract with the Utility ends or is terminated
before the expiry date of Contracts, the Parties shall agree
at that time whether, and if so during what period, the
(f) Exit provisions of this Exit Management Plan shall apply. The
Management Parties shall ensure that their respective associated entities
carry out their respective obligations set out in this Exit
Management Plan. The exit management shall be done in
such a manner that operations should continue without
any restriction on access/usage of any kind of
functionality. At the end of the Contract period, ERPSI
shall provide necessary handholding and transition
support to the Utility or its agency for maintaining the
system post the Contract with the ERPSI. This includes (but
not limited to):
a. Conducting detailed walkthrough and demonstrations
for the ERP Solution;
b. Handing over of ERP Solution, Utility’s data and all
other relevant documentation including updated
detailed bill of quantities for materials and services
provided under the Contract;
c. Addressing the queries/clarifications of the designated
staff / new agency with respect to the working /
performance levels of the infrastructure;
d. Conducting training sessions;
e. Knowledge Transfer;
f. Any other activity, over and above these, as may be
deemed necessary to meet the service levels and
requirements specified in the RFP.
10.6.2 Transfer of Assets / ERP Solutions
a. Utility shall be entitled to serve notice in writing on the
ERPSI at any time during the Exit Management Period
requiring the ERPSI and/or its sub-contractor to
provide the Utility with a complete and up to date list
of the Assets and System configurations, License
details, Customized Code within 30 (thirty) days of
such notice. Utility shall also be entitled to serve notice
in writing on the ERPSI at any time prior to the end of
the Exit Management Period requiring the ERPSI to
transfer the overall control to the Utility or its
nominated agencies in accordance with Article 10.
b. In case of contract being terminated by Utility, Utility
reserves the right to ask ERPSI to continue running the
project operations for a period of 3 months after
termination orders are issued. In case of contract being
terminated by ERPSI, Utility reserves the right to ask
the ERPSI to continue running the project operations
for a period of 6 (six) months after termination notice is
served by ERPSI. In such case, payments during the

Exit Management Period shall be made in accordance

with the Article 4.2 and 10.5 (as the case may be).
c. Upon service of a notice under this Plan, the following
provisions shall apply:
i. All title to the assets as per the updated detailed
bill of quantities for materials and services
provided under the Contract shall be transferred to
Utility, on or before the last day of the Exit
Management Period.
ii. ii. Payment to the outgoing ERPSI shall be made to
the tune of last set of completed Services /
deliverables, subject to SLA requirements.
10.6.3 Cooperation and provision of information
During the Exit Management Period:
a. ERPSI will facilitate / allow the Utility or its nominated
agency access to information reasonably required to
define the then current mode of operation associated
with the provision of the services to enable the Utility
to assess the existing services being delivered;
b. Promptly on reasonable request by the Utility, the
ERPSI shall provide access to, and copies of all
information held or controlled by them which they
have prepared or maintained in accordance with this
Contract relating to any material aspect of the services
(whether provided by the ERPSI or sub-contractors
appointed by the ERPSI) to the Utility or its nominated
agency. Such information shall include details
pertaining to the list of assets as per updated detailed
bill of quantities for materials and services provided
under the Contract, services rendered and other
performance data. ERPSI shall permit the Utility or its
nominated agencies to have reasonable access to its
employees and facilities to understand the methods of
delivery of the services employed by the ERPSI and to
assist appropriate knowledge transfer; and
c. In the event of Termination prior to Installation
Milestone, ERPSI and Utility shall jointly appoint an
Independent Valuer to certify the value of assets, as per
the updated detailed bill of quantities for materials and
services provided under the Contract, proposed to be
handed over to the Utility upon termination. The cost
of Independent Valuer shall be paid by the ERPSI.
10.6.4 Confidential information, security, and data
ERPSI shall promptly on the commencement of the Exit
Management Period supply to the Utility or its nominated
agency the following:
a. information relating to the list of assets as per the
updated detailed bill of quantities for materials and
services provided under the Contract, current Services
rendered and consumer and performance data relating
to the performance of sub-contractors in relation to the

Services;
b. documentation relating to the Project’s Intellectual
Property Rights;
c. documentation relating to sub-contractors;
d. all current and updated data as is reasonably required
for purposes of Utility or its nominated agencies
transitioning the services in a readily available format;
e. all other information (including but not limited to
documents, records, and agreements) relating to the
services reasonably necessary to enable Utility or its
nominated agencies, to carry out due diligence in order
to transition the provision of the Services to Utility or
its nominated agencies, (as the case may be).
10.6.5 Transfer of certain agreements
On request by the Utility or its nominated agency, the
ERPSI shall affect such assignments, licenses and sub-
licenses as Utility may require in favor of the Utility or its
nominated agency reasonably necessary for the carrying
out of replacement services. These agreements may include
equipment lease, maintenance, or service provision
agreement between selected ERPSI and third-party lessors,
service providers, and any other agreements related to the
Services.
10.6.6 General obligations of the ERPSI during exit management
period
a. The ERPSI shall provide all such information as may
reasonably be necessary to effect as seamless a
handover as practicable in the circumstances to the
Utility or its nominated agency and which the ERPSI
has in its possession or control at any time during the
Exit Management Period.
b. For the purposes of this Schedule, anything in the
possession or control of the ERPSI or associated entity,
or sub-contractors is deemed to be in the possession or
control of the ERPSI.
c. The ERPSI shall commit adequate resources to comply
with its obligations under this Exit Management
Schedule.
10.6.7 Exit management process
The ERPSI shall prepare an Exit Management Plan for
transfer of operations to the Utility or its nominated
agency, in the event of termination or expiry of the contract
with the Utility, without affecting services to stakeholders
adversely. ERPSI shall get this process approved by Utility.
The Plan shall include, but not be limited to, the following-
a. A detailed program of the transfer process including
details of the means to be used to ensure continuing
provision of the Services throughout the transfer
process or until the cessation of the Services and of the
management structure to be used during the transfer;
b. Plans for the communication with such of the ERPSI’s

subcontractors, staff, suppliers, customers and any

related third party as are necessary to avoid any
material detrimental impact on the Utility’s project
operations and ERP Services to other stakeholders as a
result of undertaking the transfer;
c. Plans for provision of contingent support to
Utility or its nominated Agency for a reasonable period
after transfer.
d. The Exit Management Plan including all updates shall
be presented by the ERPSI to and approved by the
Utility or its nominated agencies.
e. During the Exit Management Period, the ERPSI shall
use its best efforts to deliver the services.
f. Payments during the Exit Management Period shall be
made in accordance with the Articles 4.2 and 10.5 (as
the case may be)
The Exit Management plan shall be furnished in writing to the
Utility or its nominated agencies within 90(ninety) days from date of
execution this ERPSI contract
The ERPSI shall re-draft the Exit Management Plan annually
thereafter to ensure that it is kept relevant and up to date. The
updated plan shall be furnished in writing to the Utility or its
nominated agencies within 15 days from the end of such period.
11. Liability/ 11.1 The ERPSI hereby agrees to indemnify Utility, for all conditions
Indemnity and situations mentioned in this Article, in a form and manner
acceptable to Utility. The ERPSI agrees to indemnify Utility and
its officers, servants, agents (“Utility Indemnified Persons”)
from and against any costs, loss, damages, expense, claims
including those from third parties or liabilities of any kind
howsoever suffered, arising, or incurred inter alia during and
after the Contract Period out of:
any negligence or wrongful act or omission by the ERPSI or its
agents or employees or any third Party associated with ERPSI
in connection with or incidental to this Contract; or
any infringement of patent, trademark/copyright or industrial
design rights arising from the use of the supplied Solution or
any part thereof.
11.2 The ERPSI shall also indemnify Utility against any privilege,
claim or assertion made by third party with respect to right or
interest in, ownership, mortgage or disposal of any asset,
property, movable or immovable as mentioned in any
Intellectual Property Rights, licenses and permits.
11.3 Without limiting the generality of the provisions of the Article
11.1 and 11.2, the ERPSI shall fully indemnify, hold harmless
and defend Utility Indemnified Persons from and against any
and all suits, proceedings, actions, claims, demands, liabilities
and damages which Utility Indemnified Persons may hereafter
suffer, or pay by reason of any demands, claims, suits or
proceedings arising out of claims of infringement of any
domestic or foreign patent rights, copyrights or other
intellectual property, proprietary or confidentiality rights with

respect to the Solution, information, design or process supplied

or used by the ERPSI in performing the ERPSI’s obligations or
in any way incorporated in or related to the Project. If in any
such suit, action, claim or proceedings, a temporary restraint
order or preliminary injunction is granted, the ERPSI shall make
every reasonable effort, by giving a satisfactory bond or
otherwise, to secure the suspension of the injunction or restraint
order. If, in any such suit, action, claim or proceedings, the
Solution or any part thereof or comprised therein, is held to
constitute an infringement and its use is permanently enjoined,
the ERPSI shall promptly make every reasonable effort to secure
for the Utility a license, at no cost to Utility, authorizing
continued use of the infringing work. If the ERPSI is unable to
secure such license within a reasonable time, the ERPSI shall, at
its own expense, and without impairing the specifications and
standards, either replace the affected work, or part, or process
thereof.
11.4 SURVIVAL ON TERMINATION
(a) Survival on 11.4.1 The provisions of this Article 11 shall survive the
Termination Termination of the Contract
11.5 DEFENCE OF CLAIMS
(b) Defense of 11.5.1 If any proceedings are brought or any claim is made against
Claim the Utility arising out of the matters referred to in Article 11,
the Utility shall promptly give the ERPSI a notice thereof,
and the ERPSI may at its own expense and in the Utility’s,
name conduct such proceedings or claim and any
negotiations for the settlement of any such proceedings or
claims.
11.5.2 If the ERPSI fails to notify the Utility within 28 (twenty-
eight) days after receipt of such notice that it intends to
conduct any such proceedings or claim, then the Utility shall
be free to conduct the same on its own behalf.
11.5.3 The Utility shall, at the ERPSI’s request, afford all available
assistance to the ERPSI in conducting such proceedings or
claim, and shall be reimbursed by the ERPSI for all
reasonable expenses incurred in so doing.
11.6 LIMITATION OF LIABILITY
(c) Limitation of 11.6.1 Except in cases of gross negligence, fraud, or willful
Liability misconduct:
Neither Party shall be liable to the other Party for any
indirect or consequential loss or damage, loss of use, loss
of production, or loss of profits or interest costs, provided
that this exclusion shall not apply to any obligation of the
ERPSI to pay liquidated damages to the Utility; and
The aggregate liability of the ERPSI to the Utility, whether
under the Contract, in tort, or otherwise, shall not exceed
the Contract Price. Provided that this limitation shall not
apply to the cost of repairing or replacing defective
equipment, or to any obligation of the ERPSI to indemnify
the Utility with respect to infringement of any Intellectual

Property Rights.
12. Governing Laws 12.
and Settlement of 12.1 The Utility and the ERPSI shall make every effort to resolve
Disputes amicably any disagreement or dispute arising between them
under or in connection with the Contract, by direct informal
negotiation.
12.2 If the Utility and the ERPSI fail to resolve such a dispute (the
date of commencement of the dispute shall be taken from the
date when this Article reference is quoted by either Party in a
formal communication clearly mentioning existence of dispute
or as mutually agreed) or difference by mutual consultation
within 28 (twenty-eight) days from the commencement of such
consultation, either Party may require that the dispute be
referred for resolution to the formal mechanisms specified in
this Article.11. If either Party objects to any action or inaction of
the other Party, the objecting Party may file a written Notice of
Dispute to the other Party providing in detail the basis of the
dispute. The Party receiving the Notice of Dispute will consider
it and respond in writing within fourteen (14) days after receipt.
If that Party fails to respond within fourteen (14) days, or the
dispute cannot be amicably settled within fourteen (14) days
following the response of that Party, Clause GCC (12.3) shall
apply. The Parties shall use their best efforts to settle amicably
all disputes arising out of or in connection with this Contract or
its interpretation.
12.3 All disputes or differences in respect of which the decision, if
any, has not become final or binding as aforesaid shall be settled
by arbitration in the manner hereinafter provided. The
arbitration shall be conducted by three arbitrators, one
arbitrator each to be nominated by the ERPSI and the Utility
and the third to be appointed as the presiding arbitrator by both
the arbitrators in accordance with the Arbitration and
Conciliation Act,1996. If either of the parties fails to appoint its
nominee arbitrator within 60 (sixty) days after receipt of a notice
from the other party invoking the arbitration, the nominee
arbitrator appointed by one of the parties invoking the
arbitration clause shall act as the sole arbitrator to conduct the
arbitration under the Arbitration and Conciliation Act 1996, as
amended from time to time. Any Dispute related to tendering
process shall be dealt as per RTPP Act-2012/RTTP Rules-2013.
Any dispute between the Parties arising under or related to this
Contract that cannot be settled amicably may be referred to by
either Party to conciliation in accordance with the provisions
specified in the SCC 12.3. However, in case of any dispute
among CPSEs & Govt Departments, it may be settled as per
DPE Guideline on Resolution of Dispute, dated: 14.12.2022. and
amendments thereafter
12.4 The arbitration shall be conducted in accordance with the
provisions of the Arbitration and Conciliation Act, 1996 or any
statutory modification thereof. The seat of arbitration shall be as
specified in SCC.

12.5 The Contract shall be governed by and interpreted in

accordance with laws of India. The Courts, specified in SCC,
shall have exclusive jurisdiction in all matters arising under this
Contract.
12.6 Parties to Perform Obligations: Notwithstanding the existence
of any Dispute and difference referred to the Arbitration
Tribunal Discom’s Settlement Committee as provided in Article
12.3 and save as the Arbitration Tribunal Discom’s Settlement
Committee may otherwise direct by a final or interim order, the
Parties hereto shall continue to perform their respective
obligations (which are not in dispute) under this Contract.
13. Change Order 13.
13.1 Change Request/Change Order for New/Enhancements to ERP
(a) Change system / Software Applications
Request/ Change Another form of change may arise when the Utility discovers
Order for New/ the need to have enhancements in the delivered software
Enhancements to applications and/or entirely new functional requirements in the
Software applications (“New Requirements”), subject to Article 13.1.5 of
Applications this Contract.
13.1.1 At any point in time the Utility may raise a Change Request
to include New Requirements in the ERP system application.
This Change Request shall include the following:
 Identification and documentation of the need for the
change
 Functional details of the change
 Information related to initiator, initiation date and
 Priority of the change
13.1.2 The ERPSI will analyze and evaluate the Change Request to
come up with the estimate of the effort involved in terms of
man-days required (in respective skill areas) and time
schedule as per agreed priority and document the same.
Utility will use the estimated effort of the new requirements
made by the ERPSI and together with the quoted man-
month rates arrive at a cost estimate. For all technical
resources, the quoted man-month rate shall be used. Efforts
of support staff shall not be taken into consideration for this
purpose.
13.1.3 Based on the agreed cost estimate, the Utility shall raise a
“Change Order”. The ERPSI shall undertake the
development of the New Requirements only after securing
express consent of the Utility. If the consent of Utility is not
received, then the change will not be carried out. The change
will be implemented in accordance with the agreed cost,
effort, and schedule by the ERPSI and the change will be
verified by the Utility on completion of implementation.
13.1.4 If the Change Order for New Requirements agreed to herein
causes an increase or decrease in cost of, or the time required
for, firm’s performance of any provisions under the
Agreement, equitable adjustments shall be made in the
Agreement Price or Delivery Schedule, or both, and the
Agreement shall accordingly be amended. Any claims by

firm for adjustment under this must be asserted within 30

(thirty) days from the date of ERPSI receiving the change
order.
13.1.5 The following categories of Change Requests shall not be
treated as “New Requirements” and the ERPSI is expected to
deliver these Change Requests as per agreed schedule
without any commercial implications.
 All bug fixes
 All upgrades of the licensed platforms
 Changes made to report templates
 New reports may exceeds upto any numbers
 Integration with national level systems like NFMS etc.
 Minor changes not requiring more than 10 man-days
 Aspects already covered under existing scope of work
provided in this Contract
13.1.6 In the case of New Requirements in Software Applications,
Utility may at any time, by a written Change Request seek
changes to be implemented within the general scope of the
Agreement provided this does not constitute unrelated work
and that it is technically practicable, taking into account both
the state of advancement of the Solution and the technical
compatibility of the change envisaged with the nature of the
Solution as specified in the Contract.
The Change Request/New Requirement management procedure
will follow the following steps: -
 Identification and documentation of the need for the Change
Request/New Requirement - The information related to initiator,
initiation date and details of Change Request/New Requirement
and priority of the change/New Requirement will be
documented by the Utility.
 Analysis and evaluation of the Change Request/New
Requirement - Impact of the change/ new requirement in terms
of the estimated effort, changed schedule, cost and the items
impacted will be analyzed and documented by the ERPSI.
 Approval or disapproval of the Change Request/New
Requirement – the Utility will approve or disapprove the Change
Request/New Requirements. Once approved the Change
Request is converted into a Change Order which is subject to the
conditions laid down in Article 13.1.5.
 Implementation of the change/New Requirement – The Change
Order/New Requirement will be implemented in accordance
with the agreed cost, effort, and schedule by the ERPSI.
 Verification of the change/New Requirement - The Change
Order/New Requirement will be verified by the Utility on
implementation of the change request.
14. Miscellaneous 14.
14.1 WAIVER
(a) Waiver 14.1.1 Subject to Article 14.1.2, no relaxation, forbearance, delay, or
indulgence by either Party in enforcing any of the terms and
conditions of the Contract or the granting of time by either

Party to the other shall prejudice, affect, or restrict the rights

of that Party under the Contract. Neither shall any waiver by
either Party of any breach of Contract operate as waiver of
any subsequent or continuing breach of Contract.
14.1.2 The waiver by either Party of a breach or default of any of
the provisions of this Contract by the other Party shall not be
interpreted as:
A waiver of any succeeding breach of the same or other
provision, nor shall any delay or omission on the part of the
other Party to exercise; or
A way to avail itself of any right, power, or privilege that it
has or may have under this contract to operate as waiver of
any breach or default by the other Party.
Any waiver of a Party’s rights, powers, or remedies under
the Contract must be in writing, dated, and signed by an
authorized representative of the Party granting such waiver,
and must specify the right and the extent to which it is being
waived.
14.2 EXTENSIONS OF TIME
(b) Extension of 14.2.1 If at any time during performance of the Contract, the ERPSI
Time or its subcontractors should encounter conditions impeding
timely delivery of the Goods or completion of Related
Services pursuant to this Contract, the ERPSI shall promptly
notify the Utility in writing of the delay, its likely duration,
and its cause. As soon as practicable after receipt of the
ERPSI’s notice, the Utility shall evaluate the situation and
may at its discretion extend the ERPSI’s time for
performance, in which case the extension shall be ratified by
the Parties by amendment of the Contract.
14.2.2 Except in case of Force Majeure, as provided in Article 8 or
where the delay in delivery of the Goods or completion of
Related Services is caused due to any delay or default of the
Utility, any extension granted under Article 14.2.1 shall not
absolve the ERPSI from its liability to the pay of liquidated
damages pursuant to Article 6. Time will be the essence of
the Contract and no variation shall be permitted in the
delivery time/delivery schedule mentioned in the order
unless agreed by the Utility. The ERPSI is expected to
implement the systems for the project area as per the
schedule indicated in the Contract.
14.3 INSURANCE
(c) Insurance 14.3.1 The Goods supplied under the Contract shall be fully
insured by the ERPSI against loss or damage incidental to
manufacture or acquisition, transportation, storage, and
delivery.
14.3.2 The ERPSI shall furnish to the Utility copies of certificates
and policies of the Insurances as soon as they are affected
and renewed by or on behalf of the ERPSI from time to time
in terms of Article 14.
14.3.3 The agency at its cost shall arrange, secure and maintain all

insurance (Equipment, system data & manpower) as

pertinent to the works and obligatory in terms of law to
protect its interest and interest of Utility against all perils.
The validity of insurance shall be valid till expiry of
contract.
14.4 TRANSPORTATION
(d) Transportation
14.4.1 The ERPSI shall at its own risk and expense transport all the
ERPSI’s equipment to the site by the mode of transport that
the ERPSI judges most suitable under all the circumstances.
14.4.2 Unless otherwise provided in the Contract, the ERPSI shall
be entitled to select any safe mode of transport operated by
any person to carry the ERPSI’s equipment.
14.4.3 The ERPSI shall be responsible for obtaining, if necessary,
approvals from the authorities for transportation of the
ERPSI’s equipment to the Project site. Utility shall use its
best endeavors in a timely and expeditious manner to assist
the ERPSI in obtaining such approvals, if requested by the
ERPSI.
15.Confidential 15.
Information 15.1 Both ERPSI and the Utility undertake to each other to keep
confidential all information (written as well as oral) concerning
the business and affairs of the other, which has been obtained
or received as a result of the discussions leading up to or the
entering of the Contract.
15.2 After the entering of the Contract, the Utility and the ERPSI
shall keep confidential and shall not, without the written
consent of the other Party hereto, divulge to any third party any
documents, data, or other information furnished directly or
indirectly by the other Party hereto in connection with the
Contract, whether such information has been furnished prior
to, during or following completion or termination of the
Contract. Notwithstanding the above, the ERPSI may furnish to
its subcontractors such documents, data, and other information
it receives from the Utility to the extent required for the
subcontractors to perform its work under the Contract, in
which event the ERPSI shall obtain from such subcontractors an
undertaking of confidentiality similar to that imposed on the
ERPSI under this Article 15.
15.3 The Utility shall not use such documents, data, and other
information received from the ERPSI for any purposes
unrelated to the Contract. Similarly, the ERPSI shall not use
such documents, data, and other information received from the
Utility for any purpose other than the design, procurement, or
other work and services required for the performance of the
Contract.
15.3.1 The obligation of a Party under Articles 15.1 and 15.2 above,
however, shall not apply to information that:
Utility or ERPSI need to share with the institutions
participating in the financing of the Contract;
i. information which, at the time of disclosure to the

receiving party was already in the public domain;

ii. information which, after disclosure to the receiving party
becomes publicly available without any breach of this
confidentiality undertaking;
iii. information which was in the possession of the receiving
party prior to its disclosure, as evidenced by the records
of the receiving party;
iv. information that is received by the receiving party from a
third party, who to the knowledge of the receiving party
after having conducted reasonable enquiry into the
authority of such third party to possess and divulge the
same, is not in breach of its confidentiality obligations.
and
v. information that is required to be disclosed by the
receiving party (and solely to the extent required to be
disclosed) pursuant to the requirements of applicable
laws, or order of a judicial, regulatory or administrative
authority or the guidelines of regulatory/administrative
authority. .
15.3.2 The above provisions of this Article 15 shall not in any way
modify any undertaking of confidentiality given by either of
the Parties hereto prior to the date of execution of the
Contract in respect of the Supply or any part thereof.
15.3.3 Each of the Parties to this Contract, undertakes to the other
to take all such steps as shall from time to time be necessary
to ensure compliance with the provisions of the above
Articles by its employees, agents, and sub-contractors.
15.3.4 The provisions of this Article 15 survive completion or
termination, for whatever reason, of the Contract.
16. Subcontracting 16.
16.1 The ERPSI shall be permitted to appoint subcontractor(s) so as
to meet its obligations under the Contract with the Utility, with
intimation to the Utility, provided they ensure that any person
engaged by ERPSI are not blacklisted/ debarred/ banned/
suspended as on the date of intimation to the Utility (as defined
in Clause 6 under the Section 2 of this RFP).
16.2 ERPSI shall engage only such sub-contractor(s) who satisfy the
eligibility requirement in terms of applicable laws including the
guidelines issued vide Order No. F/No.6/18/2019-PPD by
Ministry of Finance, Department of Expenditure, Public
Procurement Division dated 23 July 2020 and as amended from
time to time.
17. Warranty 17.
17.1 The ERPSI warrants that all the Goods that would be used as
part of Solution would be new, unused, and of the most recent
or current models, and that they incorporate all recent
improvements in design and materials, unless provided
otherwise in the Contract.
17.2 The ERPSI further warrants that the Goods shall be free from
defects arising from any act or omission of the ERPSI or arising

from design, materials, and workmanship, under normal use in

the conditions prevailing in the country of final destination.
17.3 The warranty of the ERP system shall remain valid till expiry of
the Contract Period.
17.4 The ERPSI shall be responsible for comprehensive maintenance
of all the equipment and systems supplied & installed under
this Contract during the Operational Period. There may be
some variation during detailed engineering. ERPSI will have to
make their own assessment of the systems and deploy
manpower accordingly. However, it is to be ensured that
specified manpower of requisite qualification is deployed.
17.5 The maintenance of the system supplied & installed by the
ERPSI shall be comprehensive. The ERPSI shall be responsible
for providing all the spares as may be required. The spares shall
be maintained by the ERPSI at no extra cost to the Utility.
18. Change in Laws 18.1 Unless otherwise specified in the Contract, if after the Bid
and Regulations Submission Deadline indicated in SCC, any law, regulation,
ordinance, order or bylaw having the force of law is enacted,
promulgated, abrogated, or changed in India where the sites is
located (which shall be deemed to include any change in
interpretation or application by the competent authorities) that
subsequently affects the project delivery, then such delivery
shall be correspondingly amended, to the extent that the ERPSI
has thereby been affected in the performance of any of its
obligations under the Contract.
18.2 The Party affected by a change in law shall give notice giving
details of the likely impact of the change in law. The Parties
shall negotiate in good faith to place the affected party at the
same economic position as if no change in law had occurred.
Provided only such change in law events which have financial
impact beyond a threshold specified in SCC, are to be
considered for the purposes of grant of relief to the affected
Party.
18.3 Notification of Change in Law: If the ERPSI is affected by a
Change in Law in accordance with Article 18.1 and wishes to
claim relief for such Change in Law under this Article 18, it
shall give notice to the Utility of such Change in Law as soon as
reasonably practicable after becoming aware of the same. Any
notice served pursuant to Articles 18 shall provide, amongst
other things, precise details of the Change in Law and its effect
on the ERPSI.
19. Severability 19.1 If any provision or condition of the Contract is prohibited or
rendered invalid or unenforceable, such prohibition, invalidity
or unenforceability shall not affect the validity or enforceability
of any other provisions and conditions of the Contract or the
Contract as a whole and the remaining provisions of the
Contract shall remain in full force and effect.
20. Language 20
20.1 The official language of the Contract is English. Contract as well
as all correspondence and documents relating to the Contract

exchanged by the ERPSI and Utility, shall be written in English.

Supporting documents and printed literature that are part of
the Contract may be in another language provided they are
accompanied by an accurate translation of the relevant
passages in English, in which case, for purposes of
interpretation of the Contract, the English translation shall
govern.
20.2 The ERPSI shall bear all costs of translation to English and all
risks of the accuracy of such translation. The ERPSI shall be
bound to the English translation and what has been stated
therein.
21. Assignment 21
21.1 The ERPSI shall not assign, in whole or in part, their obligations
under this Contract without prior permission of the Utility.
21.2 However, in case of default by the ERPSI in debt repayments or
in the event of default by the ERPSI as per Clause 11 of Section
7, the Utility may, on an application from the Lenders, assign
the work under the ERPSI contract to the nominee of the
Lenders subject to the fulfilment of the qualification
requirements and provisions of the Contract.
22. Entire 22
Agreement 22.1 This Contract along with all its annexures, schedule and the
provisions of the RFP reflect the entire understanding of the
Parties.
22.2 No variation or modification of the terms of the Contract shall
be made except by written amendment signed by the Parties.
23. Disclaimer 23
23.1 Utility reserves the right to share, with any consultant of its
choosing, any resultant proposals in order to secure expert
opinion.
23.2 Utility reserves the right to accept any proposal deemed to be
in the best interest of the Utility.
24. Public 24
Disclosure 24.1 All materials provided to Utility by the ERPSI may be disclosed
in accordance with the provisions of applicable law including
but not limited to the Right to Information Act, 2005 (RTI), etc.
24.2 The ERPSI’s team shall not make or permit to be made a public
announcement or media release about any aspect of this
Contract unless Utility first gives the ERPSI its written consent.
25. Adherence to 25
Safety Procedures, 25.1 ERPSI shall comply with the provision of all laws including
Rules, Regulations labor laws, rules, regulations, and notifications issued there
and Restriction under from time to time. All safety and labor laws enforced by
statutory agencies and by Utility shall be applicable in the
performance of this Contract and ERPSI’s team shall abide by
these laws.
25.2 Access to the Utility’s locations shall be strictly restricted. No
access to any person except the designated personnel belonging
to the ERPSI who are genuinely required for execution of work

or for carrying out management/maintenance who have been

explicitly authorized by Utility shall be allowed entry to the
Utility’s locations. Even if allowed, access shall be restricted to
the pertaining equipment of Utility only. The ERPSI shall
maintain a log of all such activities.
25.3 The ERPSI shall take all measures necessary or proper to
protect the personnel, work and facilities and shall observe all
reasonable safety rules and instructions. ERPSI’s team shall
adhere to all security requirement/regulations of Utility during
the execution of the work. Utility’s employees and associates
also shall comply with safety procedures/policy.
25.4 The ERPSI shall report as soon as possible any evidence, which
may indicate or is likely to lead to an abnormal or dangerous
situation and shall take all necessary emergency control steps to
avoid such abnormal situations.
25.5 Utility will be indemnified for all the situations mentioned in
this Article in the similar way as defined in Article 11.
26. Non- 26
Solicitation of Staff 26.1 The Articles of this contract, which by nature are intended to
survive termination of this Contract, shall remain in effect after
such termination
27. Survival 27
27.1 The Articles of this contract, which by nature are intended to
survive termination of this Contract, shall remain in effect after
such termination.
27.2 In the event ERPSI is a consortium and a Party proposes to
cease to be a member of the Consortium it shall send a notice
to the Utility and all other members of the Consortium. In the
event no objection is received from the Utility and/ or other
Consortium Member within 15 days of the receipt of notice,
the Consortium Member shall be entitled to leave the Project
after giving a notice of 7 days.
27.3 Notwithstanding that exit of any member of the consortium,
the Lead Consortium Member shall be responsible for
development of the Project and compliance with the terms
and conditions of this ERPSI Contract.
27.4 In the event Lead Consortium Member proposes to bring in a
new entity for implementation of the Project, such new entity
shall execute a deed of adherence stating that it shall comply
with the provisions of the Consortium Agreement and the
ERPSI Contract. Also, the new entity, as on date of
replacement shall, satisfy the qualification requirements as
mentioned in section 2: Eligibility and Qualification
requirements.
28. Notices 28
28.1 All notices to be given under this Contract shall be in writing
and in the English language.
28.2 A Notice shall be effective when delivered or on the notice
effective date, whichever is later.
28.3 All notices must be delivered personally, by registered or
certified mail or by facsimile transmission or email.

28.4 All notices shall be effective:

If sent by facsimile transmission or email, when sent (on receipt
of confirmation of the correct number or address);
If sent by registered post or certified mail, within 5 (five) days
of dispatch;
If delivered personally, on receipt by intended recipient,
provided that all notices given by facsimile transmission shall
be confirmed by registered or certified mail.
28.5 Each party shall forthwith notify the other party of any change
in its address to which notices under this Contract are to be
delivered, mailed or facsimiled.

II. Special Conditions of Contract

GCC
Amendments of, and Supplements to, Clauses in the
Article/
General Conditions of Contract
Clause

5.1 [ 5] % of the Contract Price

6.1 0.5% of the Contract Price per week, subject to maximum 10% of Contract Price

10.5.3 (a) [60] %

10.5.3 (b) [100] %

10.5.3 (c) i [60] %

10.5.3 (c) ii [100] %

10.5.4 (a) [10.5] %

In any time, any question, dispute or difference what so ever which may arise
between Discom and the Agency, the same shall be decided by CMD/MD of
Discom or by the settlement committee constituted by him and shall be final
and binding on both the parties.
Settlement committee(s) have been constituted to settle the disputed purchase
cases where the firm(s) do not agree with the Nigam viewpoint and have given
their representations. The settlement committee(s) will be empowered to
decide all disputed cases. The committee is also authorized to settle such cases
which are either sub judice in case firm make formal request in this regard. In
case of disagreement amongst committee members, the case with full details
shall be put-up before the next level committee for decision.
a) For settlement, firm shall furnish in writing their representation indicating
the details of dispute / grievances along-with requisite settlement fee
within a period of 6 months after receiving communication giving rise to
12.3
cause of dispute / grievances. Appeal against any decision of settlement
committee can be filed within three months from the date of conveying
such decision to the firm.
b) The requisite fee either in cash / demand draft / pay order to be deposited
to the Sr. Accounts Officer (Cash/CPC) of Respective Discom(s), along-
with detailed representation for various settlement are detailed as under:

I. For CE Level Settlement Committee (Cases upto Rs. 2.5 Lacs) Rs.
1000/-
II. For Nigam Level Settlement Committee (Cases above Rs. 2.5 Lacs) and
Appeal against CE level committee Rs. 3000/-
III. For review of Decision of Nigam level Settlement Committee by BOD
Rs. 5000/-
The GST will be charge extra at the prevailing rate on all the settlement fees.

12.5 Jaipur, Rajasthan

13.1 [ -20%] to [+30%]

18.1 26.03.2024 at 03:00 PM

18.2 [ 0.2 % of the Contract Price]

PART III

Contract Related Forms

Section 8. Contract Related Forms

Form No. Document

1 Performance Security as per the format prescribed in Form 1

2 Letter of Award as per the format prescribed in Form 2

Form 1: Format of Performance Security

(To be stamped in accordance with Stamp Act in the name of SE (IT) JVVNL, on Non-Judicial Stamp
Paper of Govt of Rajasthan should be of 0.25% of BG amount or maximum upto Rs. 25,000/- from
Commercial Scheduled / Nationalized Bank)

Reference No. ……………. Bank Guarantee No. ……….…. Dated:

…………….

To:
THE SUPERINTENDING ENGINEER(IT),
JAIPUR VIDYUT VITRAN NIGAM LTD.,
3rd Floor, Data Center Building,
Old Powerhouse, Near Ram Mandir, Bani Park,
Jaipur- 302006

Dear Sir/ Madam,

WHEREAS……………. [Insert name of the ERPSI-Lead / Sole Bidder] with address …………….
[Insert address of the ERPSI-Lead/ Sole Bidder] having its registered office at ……………. [Insert
address of the ERPSI-Lead/ Sole Bidder] (hereinafter, the “Contractor”), subsequent to participation
in Tender No. [Tender Details] (the “RFP”) issued by [Utility] (hereinafter, the “Beneficiary”)
for Appointment of System Integrator for Supply, Installation, Commissioning, Implementation
and Support for Enterprise Resource Planning (ERP) System, have been issued the Letter of
Award as the Selected Bidder. The Selected Bidder was required to incorporate the ERPSI.
Further the ERPSI was required to furnish a Performance Security in the form of a Bank
Guarantee

And WHEREAS a Bank Guarantee for Rupees ……………. [Insert amount in words equivalent]
(…………….) [Insert amount in figures] valid till……………. [Insert Contract Period] is required to
be submitted by the ERPSI as per the terms and conditions of the RFP.

In consideration of the [details of the Bidder] agreeing to undertake the obligations under the
[insert details of the bid document], we, …………….[Insert name of the Bank and address of
the Branch giving the Bank Guarantee] having our registered office at …………….[Insert
address of the registered office of the Bank] (“Guarantor Bank”) hereby give this Bank
Guarantee No. …………….[Insert Bank Guarantee number] dated …………….[Insert the date
of the Bank Guarantee], and hereby agree unequivocally, irrevocably and unconditionally to
pay immediately on demand in writing from the Utility any officer authorized by it in this
behalf any amount not exceeding [Amount] to the said Utility on behalf of the Bidder.

being absolute and unequivocal. The Guarantor Bank hereby expressly agrees that it shall not
require any proof of the terms of the [bid documents] or the occurrence of any event specified
thereunder and shall make the payment to the Utility immediately on the written demand from
the Utility, made in any format, raised at the above-mentioned address of the Guarantor Bank.

We ……………. [Insert name of the Bank] also agree that non-performance, delayed performance
or violation of any of the terms and conditions of the contract by ERPSI would constitute a
default on the part of the Bidder and that this Bank Guarantee is liable to be invoked and
encashed within its validity by the Beneficiary in case of any occurrence of a default on the part
of the ERPSI or the Selected Bidder and that the encashed amount is liable to be forfeited by the
Beneficiary.

This agreement shall be valid and binding on this Bank up to and inclusive of …………….
[Insert the date of validity of the Bank] and shall not be terminable by notice or by Guarantor
change in the constitution of the Bank or the firm of the Bidder Or by any reason whatsoever
and our liability hereunder shall not be impaired or discharged by any extension of time or
variations or alternations made, given, conceded with or without our knowledge or consent by
or between the Bidder and the Beneficiary.

NOTWITHSTANDING anything contained hereinbefore, our liability under this guarantee is

restricted to Rupees .......... [Insert amount in words equivalent]. Our Guarantee shall remain in
force till ……………. [Insert the contract period]. Unless demands or claims under this Bank
Guarantee are made to us in writing on or before……………. [Insert contract period], all rights of
the Beneficiary under this Bank Guarantee shall be forfeited, and we shall be released and
discharged from all liabilities there under.

[Insert the address of the Bank with complete [Insert signature of the Bank’s
postal branch code, telephone, and fax numbers, Authorized Signatory]
and official round seal of the Bank]

Attested:

……………………………. [Signature] (Notary Public)

Place: ………………………….Date: …………………………….

_________________________________________________________________________

INSTRUCTIONS FOR SUBMITTING BANK GUARANTEE

Form 2: Format of Letter of Award

Subject: Bid for Appointment of System Integrator for Supply, Installation,

Commissioning, Implementation and Support for Enterprise Resource Planning (ERP) System

REF: - 1. Request for Proposal for selection of ERPSI dated [•] (“RFP”)
2. Your proposal dated [•] (“Proposal”)
3. Your clarification [•]

Dear Sir,

1.This is in reference to your Proposal in relation to the RFP.

2.Pursuant to the evaluations of the Bid, your bid has been found to be most suited.

3. A draft of the ERPSI Contract was provided to you along with the RFP. Please note that there
shall be no change whatsoever in the terms and conditions as set out in the draft Contract.

4.Please note that in the event of failure to comply with any terms and conditions of this Letter
of Award, the entire Bid Security may be forfeited.

5.Any further correspondence in connection with the Project should be addressed to the [insert
details of the appropriate authority •]” with a copy to Chairman/ Managing Director, till
further instructions are issued.

6.The terms and conditions as set out in this Letter of Award shall stand valid until execution of
the ERPSI Contract.

7.Please acknowledge the receipt and return the duplicate copy of this Letter of Award after
signing and stamping it in all the pages to the undersigned as a token of acceptance.

Thanking You

Yours truly
[insert details of the Utility]

Reference No. ……………. Bank Guarantee No. ……….…. Dated: …………….

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