Erp PDF

Index
Sr. No. Particulars Page

No.
1 Section I (Eligibility Criteria/Pre-Qualifying Requirements) 1
2 Section–II (Instructions to Bidders (ITB) 4
2.1 Introduction 4
2.2 Filling Of Bids 4
2.3 Bid Opening And Evaluation 7
2.4 Verification 9
2.5 Documents to Accompany The Bid 10
2.6 Bids By Joint Venture /Consortium /Association 9
2.7 Bids By Companies 10
2.8 Bids By Partnership Firms 10
2.9 Other 10
2.1 Bid Currency 11
2.11 Code Of Integrity 11
2.12 Conflict Of Interest 11
2.13 Note 12
2.14 Breach Of Code Of Integrity By The Bidder 12
2.15 Prices 12
2.16 Goods And Service Tax 13
2.17 Quantities 13
2.18 Bid Security(Emd) 14
2.19 Qualification Of Bidder 15
2.2 Bidder’s Past Experience Record 17
2.21 Modification Prior to The Date Of Bid Opening 17
2.22 Clarifications Desired By The Bidder 18
2.23 Cost Of Bidding 19
2.24 Submission Of Bid 19
2.25 Signature Of Bid Proposal 19
2.26 Deviations, Reservations And Omissions In Technical Or Financial Bids 20
2.27 Nonmaterial Nonconformities In Technical Or Financial Bids 21
2.28 Correction Of Arithmetical Errors In Financial Bid 21
2.29 Proposal Data 22
2.3 Validity Of Bid 23
2.31 Work Completion Period 23
2.32 Indigenous Products And License 24
2.33 Deviations 24
2.34 Drawing Test Certificate 24
2.35 Interpretation Of Bid Proposal 24
2.36 Policy For Bid Proposals Under Consideration 24
2.37 Disqualification Of Bid Proposal 25
Tender Document for ERP Implementation Page 1

2.38 Bidder Barred From Bidding If Near Relatives Working In Procuring Entity’s 25
Office
2.39 Award Of Contract 25
2.4 Contract Agreement 26
2.41 Grievance Handling Procedure During Procurement Process (Appeals) 26
Schedule-I (Activity Wise Work Completion Period/Schedule) 30
3 Section III (General Conditions Of Contract (GCC) 31
3.1 General Instructions 31
3.2 Project Information 31
3.3 Definitions Of The Terms And Conditions Of Contract 31
3.4 Representatives 37
3.5 Project Plan 39
3.6 Design And Development 39
3.7 Scope Of Work 40
3.8 Confidential Information 41
3.9 Conditions Of The Contract 41
3.1 Local Conditions 41
3.11 Price Basis Currencies And Payments 42
3.12 Taxes to The Supplier Account 42
3.13 Variation In Tax Or Applicable Taxes Or Introduction Of New Taxes 43
3.14 Commencement Of The Work 44
3.15 Law, Language And Measurements 44
3.16 Stamp Duty And Similar Charges 44
3.17 Effective Date Of Contract 44
3.18 Contract Price 44
3.19 The General Terms And Conditions 44
3.2 Terms And Expressions 45
3.21 Engineer's Decision 45
3.22 Contractor to Inform Himself Fully 45
3.23 Contract Documents And Agreement 45
3.24 Changes In Law And Regulations 46
3.25 Indemnity 47
3.26 Materials And Workmanship 47
3.27 Annual Maintenance Contract 47
3.28 Warranty 48
3.29 Liquidated Damages 48
3.3 Extension Of Time 49
3.31 Force Majeure Conditions 49
3.32 Suspension Of Work 50
3.33 Insurance 50
3.34 No Limitation Of Liability 50
3.35 Inspection And Test 50

3.36 Security Deposit/Contract Performance Guarantee 50
3.37 Terms Of Payment 52
3.38 Equipment/System Performance Guarantee: - 53
3.39 Statuary Variation 53
3.4 Due Dates Of Payment 53
3.41 Deduction From Contract Price 53
3.42 Statuary Deduction 54
3.43 Correspondence 54
3.44 Lien In Respect Of Claims In Other Contracts 55
3.45 Levy Or Taxes Payable By Supplier 55
3.46 Death, Bankruptcy And Change Of Name 55
3.47 Limitation Of Liability 56
3.48 Jurisdiction Of Court to Deal With Disputes 56
3.49 Construction Of Contract 56
3.5 Acceptance Of The Order 57
3.51 Project Timelines 56
3.52 Solution Audit 57
3.53 Copyright 57
3.54 Product Upgrades 58
3.55 Termination/Break Clause 58
3.56 Termination By The Owner 60
3.57 Risk-Purchase 63
3.58 Compliance With Labour Laws 64
3.59 Royalties And License Fees 64
3.6 Sub-Letting Of Contract 64
3.61 Schedule-II Project Information 65
3.62 Schedule-III Payment Schedule 66
4 Section Iv (Contract Form) 70
Annex-I Bid Submission Sheet 70
Annex-II Bid Declaration 71
Annex-III OEM's Authorization 72
Annex-IV Technical Deviations From The Specification 73
Annex-V Commercial Deviations From The Specification 74
Annex-VI Letter Of Authorization/Board Resolution/Power Of Attorney For Individual 75
to Sign On Behalf Of The Bidder
Annex- Litigation History 76
VII
Annex- Compliance With The Code Of Integrity And No Conflict Of Interest 77
VIII
Annex-IX Grievance Redressal During Procurement Process (As Per Rtpp) 78-79
Annex-X Additional Conditions Of Contract 80
Annex-XI Form No. I 81
Annex- Performa Of Bank Gaurantee In Lieu Of Security Deposit 82-83

XII
Annex- Equipment/System Performance Bank Guarntee Performa 84
XIII
Annex- Indenture For Agreement 86
XIV
5 Section V (Scope Of Work) 88
5.1 Objective 88
5.2 Scope Summary 88
5.3 Geographical Scope 89
5.4 Functional Scope 90
5.5 Implementation Scope 98
5.6 Scope Of OEM Audit 109
5.7 Compliance Sheet 115
5.8 Particulars Of Bidder 117
5.9 Financial Capability Of The Bidder 120
5.1 List Of Current Contract/ On-Going Projects 121
5.11 Resource Strength 121
5.12 Curriculum Vitae (CV) Format 122
5.13 Summary Of Resources And Certificate From Bidder 123
5.14 Resource Deployment Plan 123
5.15 Deviation/ Assumption Sheet 124
5.16 Financial Proposal 125
5.17 FRS And TRS Compliance 127
5.18 ERP Modules & Sub-Modules Bill Of Material Confirmation 129
5.19 Generation 130
5.2 Plant Maintenance 132
5.21 Quality Management 135
5.22 Fuel Management 135
5.23 Procurement And Inventory Management 139
5.24 Ash Management 145
5.25 Finance And Accounting 145
5.26 Project Management 194
5.27 Human Resource Management 200
5.28 Technical Requirement Specifications (TRS) 219
5.29 Service Level Agreements (SLS) 225
5.3 Description Of Services Provided 225
5.31 Duration Of SLA 225
5.32 SLA Targets 225
5.33 Breach Of SLA 229
5.34 Exclusions 229
5.35 Monitoring And Auditing 229

SECTION I
ELIGIBILITY CRITERIA/
PRE-QUALIFYING REQUIREMENTS
Eligibility Criteria/Pre-Qualifying Requirements
1. The bidder must be OEM of Enterprise Recourse

Planning (ERP) Product/software
OR
Authorized implementation partner of OEM
The qualification criteria for OEM of ERP product / authorized

implementation partner are as under:
A. For ERP OEM :-
I. The OEM may be Company/LLP registered in India under companies act,

GoI..
II. ERP product must have been successfully implemented in at least three
Central/state power generation utility in India with at least two
implementations with more than 1000 users in thermal plants.
III. The aforesaid each implementation should have covered at least four
functions form the below listed functions:
i. Inventor y and procurement.
ii. Asset maintenance Management.
iii. Human resource and payroll management.
iv. Finance and costing.
v. Business intelligence reporting.
vi. Fuel supply chain management.
I. The proposed ERP product must have been success fully implemented in at
least 05 (Five) Central /state govt. utilities.
II. ERP OEM should have at least three implementation partners in India.

III. Proposed ERP product must have Indian localization features such as
taxation, Employee related rules & regulations to mee t Government
/statutory compliances and compatible to Indian languages.
B. For ERP Implementation Partner: -
I. The bidder must be Company/LLP registered in India under companies act,

GoI and shall remain in business for at least 7 preceding financial years
reckoned on date of techno-commercial bid opening.
II. The bidder must be in the field of IT and software services with average
annual turnover of Rs. 5.00 (five) crore from the similar services in the
preceding three financial years reckoned on date of techno -commercial bid
opening.
III. The bidder should be authorized implementation partner of the OEM for the
ERP Product offered.
IV. All OEM’s must have customer support center in India.
V. The bidder should be a CMMI Level 5 or higher certified.
VI. The bidder must have a minimum of 500 full time resources and should have
experienced of the proposed ERP Products in India additionally five ERP
OEM certified resources of each proposed module of the proposed ERP
product.
VII. The bidder should have successfully completed following ERP
implementation:-
a. At least three ERP implementation of proposed ERP Product in India;

and at least one ERP implementation must be in Govt./PSU India.; and
b. Out of above, three ERP implementation, one implementation must have
a minimum of 500 users and balance two implementation must have a
minimum 100 users each.; and
c. The bidder should have also successfully completed at least two end to
end implementation of ERP product in power generation/
transmission/distribution in India; and
d. The aforesaid each implementation should have covered at least four
functions form the below listed functions:
i. Inventory and procurement.
ii. Asset maintenance Management.
iii. Human resource and payroll management.
iv. Finance and costing.
v. Business intelligence reporting.

vi. Fuel supply chain management.
vii. Against the aforesaid work the bidder should have provided at least
one year Post Go Live ERP support for the implemented ERP
product.
➢ In support of fulfillment of PQR following documents needs to be

enclosed:-
• Registration status: -Certificate of Incorporation/ registration/ Partnership
deed/ Proprietor ownership Certificate etc.
• Turnover:-Audited Trading, P&L and Balance Sheet or turnover certificate
by practicing CA.
• OEM Authorization:-Authorization letter from OEM of ERP Product.
• Product Certification:- CMM/CMMI level certificate issued by
Authorized/Competent authority.
• Experience: - Copy of Purchase orders/work orders/OEM back to back
purchase order or work order and ERP implementation partner along with
satisfactory completion certificate from the end-user.(As per PQR).
• Self-Certification:- OEM customer support center, Resources of the ERP
Product, Implementation Partners, Indian Localization.

SECTION–II
INSTRUCTIONS TO BIDDERS (ITB)
2.1 INTRODUCTION
This Part of the Bidding Documents i.e. Instructions to the bidder provides the
information necessary for bidders to submit responsive bids, opening and
evaluation and process for award of contract. If any information provided in this
document has conflict with the provision of GCC, than the later shall prevail. In
case is there are special conditions of contract, than context of SCC shall prevail
on ITB and GCC. If there is any law related issue then RTPP act and Rules shall
prevail.
The Bid documents comprise one volume comprises of five sections designated
as Section-I to Section-V. Section I contains PQR, Section II- contains
Instructions to Bidders, Section III- General Conditions of Contract (G.C.C.),
Section IV- Contract Forms and Section V- scope of work detailed in FRS and
TRS.
The Bidder, in his own interest is requested to read very carefully these
instructions and the terms & conditions as incorporated in all parts of Section-I to
Section-V of tender document along with all amendments/ corrigendum’s/
addendum’s before filling the Bid form. Submission of the Bid shall be deemed to
be the conclusive proof of the fact that the Bidder had acquainted himself and is
in agreement with all the instructions, terms & conditions governing the
specification, unless otherwise specifically indicated/ commented by him in his
Bid.
2.2 FILLING OF BIDS
a) Bids shall be submitted through on-line, E-Tendering Process and all blanks in
the bid & the schedules to the specification shall be duly filled in. The completed
forms & schedules to the specification shall be considered as part of the contract
documents in case of successful bid(s).
b) The bidder will have to register themselves on website

http://www.eproc.rajasthan.gov.in for participating in this tender. For this
purpose Digital Signature Certificate (DSC) have to be obtained from any agency
approved for the purpose. This DSC will be used to sign the bids submitted
online by the bidder. Unsigned tenders will not be entertained and will be
rejected out rightly.
c) The bidder shall submit their offer only in online electronic format both for
technical & price bid / financial bid on website http://www.eproc.rajasthan.gov.in
and all documents should be digitally signed. However, tender fee, processing
fee, EMD (BID SECURITY) in the form of DD/BC should be submitted physically
in the office of CE (TD), RVUN, Jaipur up to scheduled date & time specified in
the tender document & their scanned copy should be uploaded along-with the
technical bid. Please note that it is mandatory for the bidder to submit the tender
cost, EMD (BID SECURITY) and processing fee in physical form in the office of
CE (TD), RVUN, Jaipur within scheduled date & time, otherwise technical bid will
not be opened even though they have uploaded copies of the same on E-tender
portal.
d) The tenders shall be submitted in three covers as detailed below:-
The bid should be prepared and submitted strictly in accordance with the
procedure mentioned. It should include information as desired and detailed in the
bid documents.
Cover-1: Scanned copy of DD/BC/ of the Tender Cost, Earnest Money (Bid
security) and processing fee.
Cover-2 : (a) Digitally signed complete tender document i.e. ITB, GCC, Section
1 to 5, along-with all addendums/ amendments/Corrigendum’s issued &
uploaded by RVUN on the above website along-with tender forms and schedules
for Techno-commercial bid, scanned copies of supporting documents and related
documents as detailed below:-
(i) The name and designation of person signing the tender documents shall
be clearly indicated. In case of limited company, a power of attorney for
the person authorized to sign invariably be supported with necessary
documentary proof in support of authorizing signatory. Only authorized
representative possessing necessary, authority letter from the Bidder shall
be allowed to participate in the Bid opening. The written confirmation of
Authorization to sign on behalf of the Bidder shall consist of Power of
Attorney/ Board Resolution/ Letter of Authorization written on the Letter
Head by the Bidder etc.
(ii) The contractor shall submit scanned copy of experience certificate along
with work order.
(iii) Schedules in respect of Pre-qualification requirements along-with
supporting documents.
(iv) Digitally signed summary of the relevant experience of the work as
desired along with attested copies of respective work order and
successful completion certificate.
(v) The pre-qualification and technical schedules have to be prepared very
carefully since they will be the basis for evaluation of the proposals. The
supporting documents must contain all the complementary information to
assess the quality & the conformity of the proposed work with the
specifications of tender documents.

(vi) Digitally signed all tender documents along with all addendums
/amendments/ Corrigendum’s issued by the RVUN.
(vii) Technical particulars.
(viii) Deviation Schedule (Clause-wise) in respect of departures from technical
specification.
(ix) Deviation Schedule (Clause-wise) in respect of departures from
commercial terms and conditions.
(x) Latest balance sheet and audited Profit & Loss Account for previous three
years indicating turnover also.
(xi) The prevailing rates of taxes and duties considered in the price shall be
indicated in the Techno-commercial bid with the un-priced copy of the
price schedule.
(xii) Any other technical data and further information, the bidder wishes to
submit in addition to the above as well as descriptive leaflets and
drawings etc. may be enclosed along with above information.
Cover-3: Price Bid
The bidder should quote their firm and fixed prices on F.O.R destination basis
including all taxes & duties as per BOQ format.
The bidder must quote the prices strictly in the manner as indicated herein,
failing which bid is liable for rejection. The rate/prices shall be entered in words
as well as in figures. These must not contain any addition, alteration, over
writing, cutting, or correction and any other markings, which may leave any room
for doubt.
e) Tenders, duly digitally signed by the authorized signatory, shall be submitted on

the website http://www.eproc.rajasthan.gov.in as per tender document before the
deadline/scheduled date and time of submission mentioned in the NIB.
f) The system does not permit electronic submission of tenders after due date and
time.
g) No alteration should be made to the form of the bid specification and schedules.
The bid must comply entirely with the specifications.
h) The bid and all accompanying documents shall be in English language and shall
be digitally signed by a responsible and authorized person. The name,
designation and authority of the signatory shall be stated in the bid. Whenever,
language is other than English, its authenticated translated English version shall
be submitted, which shall be considered for the purpose of Bid.
i) RVUN will not be responsible to accept any cost involved in the preparation or
submission of bid.

j) All bids and accompanying documents shall be addressed to office of CE (TD),
RVUN, Jaipur.
k) The bidder should digitally sign the bid form on each page at the end.
l) Telegraphic/Fax quotation will not be considered.
m) All bids and accompanying documents should be chronologically numbered.
n) Further, it is mandatory for bidder to provide prices/rates on firm price basis of

ERP software Licenses(Development/Super user/ESS and managerial) for next
3 years for over and above 50% of original quantity , and such rates may be
used by RVUN for further procurement of additional quantity if so desires.
However this price shall not be considered for the purpose of evaluation of L-1
bidder.
2.3 BID OPENING AND EVALUATION
Concerning procuring entity of RVUN or other duly authorized committee will

open the tenders on-line on website in the presence of bidder(s) or their
authorized representative(s) who may choose to be present at the time of tender
opening. The tenders shall be opened in two stages. In first stage cover-1 & 2 of
the bid shall be opened on schedule date as per NIB and evaluated. The price
bid (cover-3) of responsive bidders technically qualified by competent authority
shall be opened, at a later date, which will be informed to all bidders.
In first stage, Cover-1 shall be opened for compliance to submission of tender

cost, EMD (BID SECURITY) and Processing Fee. If these are deposited as per
tender documents then the Cover-2 shall be opened.
The contents of the Cover 1 & 2 of the individual tenders will be examined
summarily in order to assess their formal conformity and agreement with the
instructions and guidance to the bidders and completeness. Any tender not
conforming to any of these requirements may be disqualified forthwith.
Notwithstanding the preliminary examination, RVUN will determine the

substantially responsive tenders which meet the following requirements:-
• Properly digitally signed documents.

• Earnest money (Bid Security), Tender Fee & Processing Fee.
• Responsive to all requirements of the tender documents and the
instructions to bidders.
• Clarification and substantiation required to assess the quality of the offer.
• No deviations other than those specified in the deviation schedule shall be
considered. However, RVUN has every right to accept or reject the
deviations mentioned.

If a tender is not substantially responsive it will be rejected by the RVUN and will
not be used for further evaluation. The price bids of insubstantial bidder will not
be opened. It is expressly stated that the information contained in the cover 1 & 2
of the tender will be used to define whether a tender is substantial or not. The
bidders are, therefore, advised to submit complete tenders only. RVUN will carry
out a detailed evaluation of the tenders in order to determine whether the firm is
qualified in accordance with the requirements set forth in the tender documents
specifications & GCC. In order to reach such a conclusion, RVUN will examine
the information provided in the schedules and the submitted supporting
documents, on the basis of the information supplied by the bidders.
• The result of such examination/evaluation shall be informed and shall also

be displayed on SPPP. The firms submitted bid, will be informed by the
RVUN in due course of time.
• Procuring entity at its discretion may ask further supplementary
information from any bidder. No fresh document /information shall be
accepted .Only short fall of documents is acceptable upto due course of
time.
• RVUN reserves the rights not to accept any deviations, such deviations
are to be withdrawn by the bidder, failing which his offer shall be liable to
be ignored.
• Concerning procuring entity or other duly authorized engineer reserves
the right to ask for submission of the source of procurement for the
materials for which the bidder has quoted his rates, before the tender can
be considered for acceptance. If the bidder, who is called upon to do so,
does not submit the same within a reasonable time of written request to
do so, RVUN shall be at liberty to reject his bid.
• The original price-bid of the pre-qualified bidders whose tenders are
determined responsive will be opened at a date to be notified separately.
• Concerning procuring entity or other duly authorized committee will open
the price-bid online on website in the presence of any bidder(s) or their
authorized representatives who choose to be present at the time of
opening of price bids.
• The financial evaluation shall be done on the basis of total evaluated cost
of those firms who declared technically qualified. The L-I shall be
determined on the basis of total evaluated price including all taxes &
duties. The Tenders shall be ranked on increasing order of the tender
price on the basis of evaluation process. RVUN does not pledge to accept
the lowest or any tender and reserves the right of accepting the whole or
any tender as it may think fit without assigning any reason. No tender
shall be deemed to have been accepted unless such acceptance is
notified in writing to the bidder by RVUN.
In addition to above, bidders are requested to study the provisions of RTPP ACT
2012 and RTPP Rules 2013 and also note that Acts, Rules & Notification issued
by Rajasthan Transparency in Public Procurement (RTPP) will be applicable for
the above work. Further, if there is any contradiction in the tender document from
the same, then the Acts, Rules & Notification of RTPP Act 2012 will prevail.
2.4 VERIFICATION
The Owner reserves the right to contact and verify Bidder(s)' information,
references and data submitted in the Bid Proposal without further reference to
the Bidders.
2.5 DOCUMENTS TO ACCOMPANY THE BID
The Bid should be prepared and submitted strictly in accordance with the
procedure mentioned below. It should include information, as desired in the Bid
documents:
(i) Bid Submission Sheet (Annexure-I)

(ii) Bid-Declaration. (Annexure-II)
(iii) OEM’s Authorization. (Annexure-III)
(iv) Deviation Sheet (Clause-wise) in respect of departures from the technical
specification. (Annexure-IV)
(v) Deviation Sheet (Clause-wise) in respect of departures from the commercial
terms and conditions. (Annexure-V)
(vi) Letter of authorization/Board resolution/Power of attorney. (Annexure-VI)
(vii) Litigation History. (Annexure-VII)
(viii) Compliance with the Code of integrity and No Conflict of interest. (Annexure-VIII)
(ix) Grievance Redressal during procurement process. (Annexure-IX)
(x) Additional Conditions of Contract (Annexure-X)
(xi) Memorandum of Appeal under the Rajasthan Transparency in Public
Procurement Act, 2012. (Annexure-XI)
(xii) Deviation sheet indicating the change in price due to deviations in technical
specifications enumerated in the deviation sheet above.
(xiii) Financial documents like as Latest balance sheets and Profit & Loss Accounts
as per PQR requirement.
(xiv) List of Technical Supervisory staff / Engineers with their qualification & working
experience.
(xv) All supporting documents in support of fulfillment of PQR /Eligibility criteria.
Any other technical data and further information or details regarding prices, the
Bidder wishes to submit in addition to the details asked for in the above
annexures as well as descriptive leaflets and drawings etc. may be enclosed
along with above information to complete the bid documents.
2.6 BIDS BY JOINT VENTURE /CONSORTIUM /ASSOCIATION

Not allowed.
2.7 BIDS BY COMPANIES
a) Bid submitted on behalf of companies registered under the Indian Companies,

Act for the time being in force, shall be signed by persons duly authorized to
submit the Bid on behalf of the company and shall be accompanied by certified
true copies of the resolutions, extracts of articles of association, special or
general power of attorney etc. to show clearly the title, authority and designation
of persons signing the Bid on behalf of the Company. The registration No. and
the name of the State where the Company has been registered shall be
furnished.
2.8 BIDS BY PARTNERSHIP FIRMS/SOLE PROPRIETOR
a) Bids from partnership firms shall contain the full names of all partners. An
attested copy of the constitution of the firm i.e. partnership deed shall also be
furnished, and in such case, Bid must be signed separately by each partner
thereof, or in the event of the: absence of any partner, it must be signed on his
behalf by a person holding a Power of Attorney authorizing him to do so, certified
copy of which shall be enclosed.
b) Bid submitted by sole proprietor shall have to accompany with documentary

evidence of ownership & shall be signed by the owner or his authorized
representative having valid/legal power of attorney to this effect.
2.9 OTHER
A set of technical, descriptive an illustrative literature must accompany each

copy of the Bid to be submitted so that a clear understanding of the System
offered is obtained.
(i) Bidders are requested to adhere to all clauses of the Contract form to
facilitate finalization of the Contract.
(ii) By submitting a Bid for the work, a Bidder will be deemed to have satisfied
himself by actual inspection of the site and locality of the work that rates
quoted by him in the Bid will be adequate to complete the work in all
respects according to the specifications and other conditions and about
the difficulties which may be encountered during its progress whether or
not expressly provided in the Bid document but necessary for the
completion of the contract.
(iii) The Bidder shall, at the same time return the form of Contract, Conditions
of Contract and specification duly completed with the original copy as to
be accompanied according to clause No.1.5.
(iv) Bid, drawings, technical data or correspondence, concerning any order or
a Contract as aforesaid or which may be furnished by the Contractor for

Purchaser's approval or information, as provided under the said order or
Contract shall be self-contained and clearly readable without ambiguity.
(v) If the Bidder deliberately gives wrong information in his Bid to create
circumstances for the acceptance of his Bids, the Nigam reserves the
right to reject such Bid at any stage.
(vi) Not more than one Bid for a work shall be submitted by one bidder.
(vii) Bid documents in which Bid are submitted by a Bidder shall become the
property of the Purchaser and the Purchaser shall have no obligation to
return the same to the Bidder.
(viii) The Purchaser shall not be liable for any expenses incurred by the Bidder
in the preparation of the Bid whether his Bid is accepted or not.
2.10 BID CURRENCY
Rates must be quoted in Indian Rupees only.
2.11 CODE OF INTEGRITY
Any person participating in the procurement process shall –
(i) Not offer any bribe, reward or gift or any material benefit either directly or
indirectly in exchange for an unfair advantage in procurement process or
to otherwise influence the procurement process;
(ii) Not misrepresent or omit or misleads or attempts to mislead so as to
obtain a financial or other benefit or avoid an obligation;
(iii) Not indulge in any collusion, Bid rigging or anti-competitive behavior to
impair the transparency, fairness and progress of the procurement
process;
(iv) Not misuse any information shared between the procuring Entity and the
Bidders with intent to gain unfair advantage in the procurement process,
(v) Not indulge in any coercion including impairing or harming or threatening
to do the same, directly or indirectly, to any party or to its property to
influence the procurement process
(vi) Not obstruct any investigation or audit of a procurement process, disclose
conflict of interest, if any; and disclose any previous transgressions with
any Entity in India or any other country during the last three years or any
debarment by any other procuring entity.
Further, none of them shall indulge in corrupt, fraudulent, coercive and collusive
practices.
2.12 CONFLICT OF INTEREST
A conflict of interest is considered to be a situation in which a party has

interests that could improperly influence that party’s performance of
official duties or responsibilities, contractual obligations, or compliance

responsibilities, contractual obligations, or compliance with applicable laws
and regulations.
(i) A Bidder may be considered to be in conflict of interest with one or more

parties in this bidding process if including but not limited to-
a. have controlling partners/shareholders in common; or
b. receive or have received any direct or indirect subsidy from any of them;
or
c. have the same legal representative for purposes of this Bid; or
d. have a relationship with each other, directly or through common third
parties, that puts them in a position to have access to information
about or influence on the Bid of another Bidder, or influence the
decisions of the Procuring Entity regarding this bidding process; or
e. The Bidder participates in more than one Bid in this bidding process.
Participation by a Bidder in more than one Bid will result in the
disqualification of all Bids in which the Bidder is involved. However, this
does not limit the inclusion of the same subcontractor, not
otherwise participating as a Bidder, in more than one Bid; or
f. the Bidder or any of its affiliates participated as a consultant in the
preparation of the design or technical specifications of the Goods and
Services that are the subject of the Bid; or
g. Bidder or any of its affiliates has been hired (or is proposed to be hired) by
the Procuring Entity as Engineer-in-charge/ consultant for the contract.
2.13 Note: The Bidder shall have to give a declaration regarding compliance of the
Code of Integrity prescribed in the Act, the Rules and stated above in this Clause
along with its Bid, in the format specified in the bid document.
2.14 BREACH OF CODE OF INTEGRITY BY THE BIDDER
In case of any breach of the Code of Integrity by a Bidder or prospective Bidder,

as the case may be, the Procuring Entity may take appropriate measure
including
(a) exclusion of the bidder from the procurement process (b) calling off of pre-
contract negotiations and forfeiture or encashment of bid security;(c) forfeiture or
encashment of any other security or bond relating to the procurement;(d)
recovery of payments made by the procuring entity along with interest thereon at
bank rate;(e) cancellation of the relevant contract and recovery of compensation
for loss incurred by the procuring entity;(f) debarment of the bidder from
participation in future procurements of the procuring entity for a period.
2.15 PRICES:
a. All rates/ prices must be firm and fixed and F.O. R. destination/site.
b. The rates of the following should be indicated separately as breakup of
(a):-

i. Basic price
ii. GST
iii. All other duties & taxes.
iv. Total of above (i) to (iii).
c. The rates/prices quoted shall also include all charges for delivery of
material at the destination.
d. The rates/ prices shall be quoted in the manner desired in form of Bid
(BOQ) appended with this specification.
e. The Bidder shall indicate the rebate (s), if any, shall be considered on
entire contract value, in case he offers rebate on individual item of the
schedule, shall not be considered. Cash discount for abnormally prompt
payment as may be found unusual shall not be considered for
computation of adjusted prices.
f. No representation for enhancement of rates once accepted will be
considered. Any action by the Bidder to revise the rates may lead to
disqualification.
g. Further, it is mandatory for bidder to provide prices/rates on firm price
basis of ERP software Licenses(Development/Super user/ESS and
managerial) for next 3 years for over and above 50% of original quantity ,
and such rates may be used by RVUN for further procurement of
additional quantity, if so desires. However this price shall not be
considered for the purpose of evaluation of L-1 bidder.
2.16 GOODS AND SERVICE TAX
For participation in the bid enquiry registration in the GST Act is mandatory, for
which bidder has to provide necessary documentary evidence.
2.17 QUANTITIES
a. The quantities indicated in NIB are only provisional and the Purchaser
reserves the right of revising the same at the time of placing the order.
b. The Purchaser also reserves the right to split the quantities and to entrust
the order to one or more suppliers/contractors. The Bidder shall agree to
supply/execute part quantities ordered on him at the rates/ price
mentioned in his Bid and accepted by the Purchaser.
c. Additional quantity may be procured by placing a repeat order on the rates
and conditions of the original order. The quantum of additional work for
each item shall not exceed 50% of the original quantity of the item given in
the Contract and the total value of additional, altered, and substituted
items of work shall not exceed 50% of the Accepted Contract Price. If the
Supplier fails to do so, the Procuring Entity shall be free to arrange for the
balance supply by limited Bidding or otherwise and the extra cost incurred
shall be recovered from the Supplier. The time for completion of the
Works shall in the event of any deviations resulting in additional Cost over
the Contract Price being ordered be extended if requested by the
Contractor in the proportion which the additional Cost of the altered,
additional or substituted work, bears to the original Contract Price.
Similarly, the proportionate time period for an item of work deleted shall
be reduced from the total time period provided in the Contract.
d. If the Procuring Entity does not procure any subject matter of
procurement or procures less than the quantity specified in the Bidding
Document due to change in circumstances, the Bidder shall not be
entitled for any claim or compensation except otherwise provided in the
Conditions of Contract.
e. Repeat order for additional quantities may be placed within one month of
completion of the supply. The value of the additional quantities may be up
to 50% of the value of goods of the original Contract at the rates and
conditions given in the Contract, provided the original supply order was
given after inviting open competitive bids. Delivery period of goods may
be proportionately increased.
f. As a general rule all the quantities of the subject matter of procurement
shall be procured from the Bidder, whose Bid is accepted. However, when
it is considered that the quantity of the subject matter of procurement to
be procured is very large and it may not be in the capacity of the Bidder,
whose Bid is accepted, to deliver the entire quantity or when it is
considered that the subject matter of procurement to be procured is of
critical and vital nature, in such cases, the quantity may be divided
between the Bidder, whose Bid is accepted and the second lowest Bidder
or even more Bidders in that order, in a fair, transparent and equitable
manner at the rates of the Bidder, whose Bid is accepted. Counter offer to
first lowest Bidder (L1), in order to arrive at an acceptable price, shall
amount to negotiation. However, any counter offer thereafter to second
lowest Bidder (L2), third lowest Bidder (L3) etc., (at the rates accepted by
L1) in case of splitting of quantities shall not be deemed to be a
negotiation.
2.18 BID SECURITY(EMD)
2.18.1 Before submitting the Bid the Bidder shall deposit a fixed amount of Rs.25 lakh
as indicated in NIB as Bid security/EMD in the form of Crossed Bank
Draft/Banker’s cheque payable to Sr. AO (TD), RVUN, Jaipur. The Bid security
shall not be accepted by cheque. All Bidders should deposit/ furnish Bid
security; otherwise Bids will not be opened.
2.18.2 Bid Security of a Bidder lying with the Procuring Entity in respect of other Bids
awaiting decision shall not be adjusted towards Bid Security for the this Bid. The
Bid Security originally deposited may, however, be taken into consideration in
case Bids are re-invited.
2.18.3 The issuer of the Bid Security and the confirmer, if any, of the Bid Security, as
well as the form and terms of the Bid Security, must be acceptable to the
Procuring Entity.

2.18.4 The bank guarantee presented as Bid Security shall be got confirmed from the
concerned issuing bank. However, the confirmation of the acceptability of a
proposed issuer or of any proposed confirmer does not preclude the Procuring
Entity from rejecting the Bid Security on the ground that the issuer or the
confirmer, as the case may be, has become insolvent or is under liquidation or
has otherwise ceased to be creditworthy.
2.18.5 The Bid Security of unsuccessful Bidders shall be refunded soon after final
acceptance of the successful Bid and signing of Contract Agreement and
submission of Contract performance security by successful Bidder. In case of
successful Bid(s), amount of Bid security deposited will be converted into
Security Deposit.
2.18.6 Any Bid not accompanied by bid security as sought at above shall not be opened
& shall be returned unopened.
2.18.7 The Bid Security taken from a Bidder shall be forfeited in the following cases,
namely:-
a. when the Bidder withdraws or modifies his Bid after opening of Bids; or
b. when the Bidder does not execute the agreement [Signing of Contract]
within the specified time period; or after issue of letter of acceptance/
placement of supply order; or
c. when the Bidder fails to commence the supply of the Goods or Related
Services as per supply order within the time specified; or
d. when the Bidder does not deposit the contract performance security in the
specified time after the supply / work order is placed; or
e. When the Bidder breaches any provision of the Code of integrity and does
not accept the correction of its Bid price.
2.18.8 In case of the successful Bidder, the amount of Bid Security shall be adjusted in
arriving at the amount of the Contract performance security, No interest will be
paid by the Procuring Entity on the amount of Bid Security.
2.18.9 Requests for adjustments/appropriation of Bid security/ deposits already lying

with the Nigam in connection with some other Bids/orders shall not be
entertained.
2.19 QUALIFICATION OF BIDDER
2.19.1 Only such firms need to Bid who are qualified as per PQR and can produce
satisfactory evidence that they have necessary experience and financial
resources and organization to undertake tendered work.

The bidder who meets qualify requirement as per notice inviting bid is only
required to submit their bids and in support of fulfilling PQR necessary
documentary evidence is to be supported with documents.
2.19.2 The Bid shall be submitted with the following information:
a. A covering letter from the Bidder detailing the various considerations in

the Bid and giving the name with attested signature in triplicate and
detailed address of the Bidder's representative who shall have the power
to negotiate on behalf of the firm.
b. Details with descriptive narration of equipment/System immediately
available with the Bidder for use on this work.
c. Details of technical personnel of the Bidder to be placed on this work and
their qualification and experience.
d. Information regarding the Construction of the Company, its authorized,
Issued, subscribed and paid up capital, the date and place of registration,
the place of business, the name of directors and other relevant
information.
e. In order to satisfy the Procuring Entity that the Bidder is technically and
financially capable for executing the proposed order for the equipment
covered by the specification, the Bidder shall furnish evidence to this
effect. Besides, he may also furnish any other information in this regard
which according to him qualifies him for getting the order. If necessary,
Purchaser may inspect the facilities available at work for which the
necessary facilities shall be timely provided by the Bidder.
2.19.3 Further information required if any, can be had from concerned procuring entity,
but it must be clearly understood that Bids must be received by the due
date and time and according to the instructions.
2.19.4 A Bidder, and all parties constituting the Bidder, shall have the nationality of
India. In case of International Competitive Bidding the nationality of the
Bidder and all parties constituting the Bidder shall be of India or a country
not declared ineligible by Government of India. A Bidder shall be deemed
to have nationality of a country if the Bidder is a citizen or constituted or
incorporated, and operates in conformity with the provisions of the Laws
of that country.
2.19.5 A Bidder should not have a conflict of interest in the procurement in question as
stated in this Bidding document.
2.19.6 Any change in the constitution of the Company, etc., shall be notified forthwith by
the Bidder in writing to the Procuring Entity and such change shall not
relive any former member of the Company, etc., from any liability under
the Contract.

2.19.7 A Bidder if debarred by the State Government, or any the State Government
Procuring Entity or by such procuring Entity shall not be eligible to
participate in any procurement process undertaken by -any Procuring
Entity,
2.19.8 Bidders shall provide such evidence of their continued eligibility satisfactory to
the Procuring Entity, should the Procuring Entity request.
2.19.9 In case a prequalification, empanelment or registration process has been

conducted prior to the Bidding process, this Bidding will be open only to
the pre-qualified, empanelled or registered Bidders.
2.19.10 For participation in the bid enquiry registration in the GST Act is
mandatory, for which bidder has to provide necessary documentary
evidence.
2.19.11 Bidders has to provide necessary bank details like as Bank account No.,
Branch Name and Address, IFSC code of bank and other bank details as
required to facilitate the payment through on line system i.e. RTGS/NEFT
etc. However bank charges on such transaction shall be borne by
supplier/contractor only.
2.20 BIDDER’S PAST EXPERIENCE RECORD
Each Bidder shall submit along with his Bid a list of his past experience including
the full details of supplied/implemented system including name/ addresses of
Customer's, years of supply/implementation and satisfactory performance
certificates as desired in PQR.
2.21 MODIFICATION PRIOR TO THE DATE OF BID OPENING
2.21.1 The Owner reserves the right to effect changes in the qualification requirements
of the Bidder(s) under this Bid Document at any time before the date of
submission of the Bid Proposal and also the right to postpone the date for
presentation and opening of Bid without assigning any reasons, whatsoever.
The publication of a notice in the press about such revisions/ amendments and
postponements, if any, shall be deemed to be sufficient notice thereof to all the
prospective Bidders and information regarding such amendment/modification
shall also be uploaded in SPPP and E-proc portal.
2.21.2 Any amendment/ addendum/corrigendum issued shall be part of the Bidding

Document and shall be communicated in writing to all Bidders who have
obtained the Bidding Document directly from the Procuring Entity. It shall also
be uploaded on the website of State Public Procurement Portal and E-proc portal
for prospective bidders to download.

2.21.3 To give prospective Bidders reasonable time in which to take an addendum into
account in preparing their Bids, the Procuring Entity may, at its discretion,
extend the deadline for the submission of the Bids, under due intimation to the
Bidders who have procured the Bidding Document from the Procuring Entity
and also by uploading it on the website of State Public Procurement Portal and
E-proc portal/ RVUNL website.
2.22 CLARIFICATIONS DESIRED BY THE BIDDER
2.22.1 Any clarification with regard to the specifications should be sought for by the
Bidder before submission of the Bid. No correspondence on this account will be
entertained once the Bid has been submitted by the Bidder.
2.22.2 The Bidder shall be deemed to have carefully examined the conditions,
specifications, size, make and drawings, etc., of the Goods and Related
Services to be supplied. If any Bidder has any doubts as to the meaning of any
portion of the conditions or of the specifications, drawings etc., it shall,
before submitting the Bid, refer the same to the Procuring Entity and get
clarifications. A Bidder requiring any clarification of the Bidding Document shall
contact the Procuring Entity in writing at the Procuring Entity’s address indicated
in NIB. The Procuring Entity will respond in writing to any request for
clarification, within seven days, provided that such request is received no later
than ten (10) days prior to the deadline for submission of Bids as specified in
Deadline for Submission of Bids. The Procuring Entity shall forward copies of
its response to all Bidders, who have acquired/ procured the Bidding Document
directly from it including a description of the inquiry but without identifying its
source. It shall also be placed on the websites of State Public
Procurement Portal and should the Procuring Entity deem it necessary to
amend the Bidding Document as a result of a clarification, it shall do so
following the procedure laid down under relevant clause.
2.22.3 The Bidder or his authorized representative is invited to attend the Pre- Bid
Conference, if provided for in the NIB. The purpose of the Pre-Bid Conference
will be to clarify issues and to answer questions on any matter related to this
procurement that may be raised at that stage.
2.22.4 The Bidder is requested, to submit questions in writing, to reach the Procuring
Entity not later than one week before the Pre- Bid Conference.
2.22.5 Minutes of the Pre-Bid Conference, including the text of the questions raised,
and the responses given, without identifying the source, will be transmitted to
all Bidders who have acquired the Bidding Document, if so requested. Any

modification to the Bidding Document that may become necessary as a result of
the Pre-Bid Conference shall be made by the Procuring Entity exclusively
through the issue of an addendum (part of Bidding Document) and not through
the minutes of the Pre-Bid Conference.
2.22.6 At any time prior to the deadline for submission of the Bids, the Procuring
Entity, suo -moto, may also amend the Bidding Document, if required, by
issuing an amendment/ addendum/corrigendum which will form part of the
Bidding Document. Non-attendance at the Pre-Bid Conference will not be a
cause for disqualification of a Bidder.
2.23 COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and
submission of its Bid, and the and the Procuring and the Procuring Entity
shall not be responsible or liable for those costs regardless of the conduct
or outcome of the bidding process.
2.24 SUBMISSION OF BID
2.24.1 The Bidder shall submit the Technical Bid and Financial Bid using the
appropriate Bid Submission Sheets as per contract forms. These forms must
be completed without any alterations to their format, and no substitutes shall be
accepted. All blank spaces shall be filled in ink or typed with the information
requested .The Bidder shall submit as part of the Financial Bid, the Price
Schedules for Goods and Related Services, according to their origin as
appropriate, using the forms provided in Bidding documents. Unless otherwise
specified in the bid document, alternative Bids shall not be considered.
2.24.2 The Bid shall contain the name, residence and place of business of person or
persons submitting the Bid. All signatures shall be dated.
2.24.3 Bid which is incomplete, obscure or irregular or contain only part of the schedule
or incomplete information is liable to be rejected. All blanks/required in various
schedule/information form/data sheets shall be completely filled in.
2.24.4 If the date specified for the receipt and opening of Bids is declared public
holiday, the Bid shall be received and opened on the day on which office re-
opens after such holiday(s) in the manner as stated in the aforesaid clauses.
2.24.5 No Bid shall be withdrawn, substituted or modified in the interval between the
deadline for submission of the Bid and the expiration of the period of Bid validity
specified in NIB or any extension thereof.

2.24.6 If electronic Bidding is adopted, specific electronic Bids opening procedure as
specified on the SPPP and E-Procurement Portal shall be followed. The Bidders
may witness the electronic Bid opening procedure online.
2.24.7 The direct or indirect canvassing on the part of Bidder or his representative will
disqualify the Bid.
2.25 SIGNATURE OF BID PROPOSAL
2.25.1 The Bid Proposal must contain the name, designation and address of business
of the person or persons making the Bid Proposal and must be signed
and sealed by the Bidder with his usual signature. The names of all
persons signing should also be typed or printed below the signature.
2.25.2 Bid Proposal by Corporation/Company must be signed with the legal name of the
Corporation/Company by the President, Managing Director or by the
Secretary or other person or persons authorized to bid on behalf of such
Corporation/Company in the matter. Bid Proposal by a
Corporation/Company should be accompanied by Memorandum and
Article of Association of the Company and authorization.
2.25.3 A Bid Proposal by a person who affixes to his signature the word “President”,
“Managing Director”, “Secretary”, “Agent” or other designation without
disclosing his principal will be rejected.
2.25.4 Satisfactory evidence of authority of the person signing on behalf of the Bidder
shall invariably be furnished with the Bid Proposals.
2.25.5 All Bid Proposals must be accompanied by duly authenticated copies of the
documents defining constitution of the Bidder. Power of Attorney and
other relevant duly authenticated documents showing by which person
and in what manner Contract may be entered into by or on behalf of the
Bidder and also showing who can give valid receipt on behalf of the
Bidder and also the extent of his authority and responsibility.
2.25.6 The said documents must be legalized by the local authorities/Chamber of

Commerce at the place of issue and if issued abroad, they must be
authenticated by Indian Consulate/Embassy.
2.25.7 Any Bid Proposal not containing these documents, or if such documents are
incomplete or do not conform with the aforesaid forms may, at the
discretion of the Owner is liable for rejection.
2.25.8 Each and every page of the Bid Proposal should be serially numbered and
properly signed.

2.26 DEVIATIONS, RESERVATIONS AND OMISSIONS IN TECHNICAL OR
FINANCIAL BIDS
During the evaluation of Technical or Financial Bids, the following definitions

shall apply:
a. “Deviation” is a departure from the requirements specified in the

Bidding Document;
b. “Reservation” is the setting of limiting conditions or withholding from
complete acceptance of the requirements specified in the Bidding
Document; and
c. “Omission” is the failure to submit part or all of the information or
documentation required in the Bidding Document
2.27 NONMATERIAL NONCONFORMITIES IN TECHNICAL OR FINANCIAL

BIDS
Provided that a Technical or Financial Bid is substantially responsive, the

Procuring Entity may waive any nonconformity in the Bid that do not constitute
a material deviation, reservation or omission, Provided that a Technical or
Financial Bid is substantially responsive, the Procuring Entity may ask the
Bidder to submit the necessary information or documentation, within a
reasonable period of time, to rectify nonmaterial nonconformities or omissions
in the Bid related to documentation requirements. Request for information or
documentation on such Nonconformities shall not be related to any aspect of the
Financial Proposal of the Bid. Failure of the Bidder to comply with the request
may result in the rejection of its Bid.
2.28 CORRECTION OF ARITHMETICAL ERRORS IN FINANCIAL BID
2.28.1 Provided that a Financial Bid is substantially responsive, the Procuring Entity will
correct arithmetical errors during evaluation of Financial Bids on the
following basis:
a. 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, unless in the opinion of the
Procuring Entity 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;
b. 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; and

c. if there is a discrepancy between words and figures, the amount in words
shall prevail, unless the amount expressed in words is related to an
arithmetic error, in which case the amount in figures shall prevail subject
to (i) and (ii) above.
If the Bidder that submitted the lowest evaluated Bid does not accept the
correction of errors, its Bid shall be disqualified and its Bid Security shall be
forfeited .
The Bid evaluation committee shall have full powers to undertake negotiations.
Negotiations may, however, be undertaken only with the lowest Bidder under the
following circumstances or otherwise as deemed fit-
a. when ring prices have been quoted by the Bidders for the subject matter
of procurement; or
b. when the rates quoted vary considerably and considered much
higher than the prevailing market rates.
2.28.2 In case of non-satisfactory achievement of rates from lower Bidder, the Bid
evaluation committee may choose to make a written counter offer to the
lowest Bidder and if this is not accepted by him, the committee may
decide to reject and re-invite Bids or to make the same counter-offer first
to the second lowest Bidder, then to the third lowest Bidder and so in the
order of their initial standing in the bid evaluation till the counter offer is
accepted and supply order may be awarded to the Bidder who accepts
the counter-offer. In case the rates even after the negotiations are
considered very high, fresh Bids shall be invited.
2.28.3 The determination of qualification of a Bidder in evaluation of Technical Bids

shall be based upon an examination of the documentary evidence of the
Bidder’s qualifications submitted by the Bidder, and in accordance with
the qualification criteria indicated in respective clause.
2.28.4 The Procuring Entity reserves the right to accept or reject any Bid, and to annul
the Bidding process and reject all Bids at any time prior to Contract award
without assigning any reasons thereof and without thereby incurring any
liability to the Bidders.
2.29 PROPOSAL DATA
2.29.1 To complete the proposal, the Bidder shall fill up all the proposal data
sheets/forms and comply with all the requirements specified in Instruction
to Bidders, General Conditions of contract of Rajasthan Rajya Vidyut
Utpadan Nigam Ltd. and specifications annexed hereto.

2.29.2 The Bidder shall supply data required by typing in appropriate place on each
page. These pages must be digitally signed by authorized representatives
of the Bidder or manufacturer/OEM as verification of the data submitted.
2.29.3 Adequate number of prints shall be taken of the Proposal Data Sheet after they
are properly filled in and signed for Bidder's record and also for inclusion
in each copy of the Bid. These signed data sheets in their entirety shall be
submitted with and shall be a part of the Bidder's formal proposal.
2.29.4 The Bidder shall completely fill the information and data required for each item of
each of the proposal Data Sheets and various Schedules. Failure to
comply with the requirement may result in rejection of Bid.
2.29.5 No alteration shall be made to the form of Bid or specification and schedules.
The Bid must comply entirely with the specification. Any deviations from
the Technical particulars/commercial conditions must be clearly
mentioned in the Bid document under the head "Deviations in technical
Particulars/commercial conditions".
2.29.6 The bid documents can be directly downloaded from SPPP or E-proc portal but
payment of cost of tender documents is to be paid before submission of
bid. Only one Bid will be accepted against each copy of the tender
document. The tender document in non-transferable. The value of Bid
form once sold will not refunded under any circumstances.
2.29.7 The bidder shall treat the details of the specification and other Bid documents as
private and confidential and they shall not be reproduced without the
written authorization of the Purchaser.
2.30 VALIDITY OF BID
The fact of the submission of a Bid (with subsequent clarification/ confirmations

as furnished) shall be deemed to constitute an agreement between the Bidder
and Purchaser whereby such Bid shall remain open for acceptance by the
Purchaser for validity period of bid i.e. 120 days from the date of opening of
techno-commercial bid & during this period, the Bidder shall not withdraw his
offer or amend, impair or derogate thereof. If any specific period in NIB is not
mentioned, the bid shall remain valid for a period of 120 days from the date of
opening of technical bid. The Bid security deposited in accordance with the Bid
documents will be forfeited if the Bidder withdraws amends, impairs or
derogates. Every Bidder shall be deemed to have his offer within the validity
period as specified in NIB agreed aforesaid in consideration of the Bid being
considered by the Nigam in terms thereof provided the same has been duly
submitted and found to be in order. If the Bidder is notified in writing at the
address given in the Bid within the said period of 120 days that his Bid has been
accepted he shall be bound by the terms of agreement constituted by the Bid

and such acceptance thereof by the Nigam until a written contract has been
executed in place of such agreement. A Bid valid for a shorter period shall be
rejected by the Procuring Entity as non-responsive. If required, prior to the
expiration of the Bid validity period, the Procuring Entity may request Bidders to
extend the period of validity of their Bids. The request and the responses shall be
made in writing. If a Bid Security in form of BG is requested then it shall also be
extended for a corresponding period. A Bidder granting the request shall not be
required or permitted to modify its Bid.
2.31 WORK COMPLETION PERIOD:-
The Bidder shall complete the work of Implementation of ERP within 18 months
from the date of issue of LOI and total work period including AMC period i.e. 18
months, will be 36 months. However, while executing the work the bidder has to
strictly follow the time frame as defined in Schedule-I.
The work shall be considered finished only if the Engineer-in-Charge has issued
a certificate to this effect.
RVUN also reserves the right to defer the work completion period during
currency of the contract without any compensation. The period for which the
work has been so deferred shall not be reckoned as ‘delay in delivery’ in terms of
relevant clause of bid document.
2.32 INDIGENOUS PRODUCTS AND LICENSE
In case, where it becomes absolutely necessary to have an imported

Licence/equipment, the Bidder shall be required to pay the import license fee
even when the import license may have to be taken in the name of the
Purchaser and any other charges which the Purchaser has to pay as per rule for
the issue of import license. The Bidder shall assist the Purchaser in the
completion of all necessary formalities required in the matter.
2.33 DEVIATIONS
2.33.1 If the Bidder wishes to deviate in any way from the General Conditions of
Contract or the annexed Technical Specification, he should draw a list of
such deviations from the specification in his Bid.
2.33.2 All such deviation shall be clearly mentioned in the Deviation sheets giving the
corresponding reference Clause number. Terms such as "See covering
letter" or "Bidders printed general terms and conditions" etc. are not
acceptable.
2.33.3 Unless such deviation are submitted with the Bid it will be understood and
agreed that the Bidder's proposal is based on strict conformity to

Purchaser's Specification in all respect and it will be assumed that all
conditions of tender document are acceptable to him.
2.34 DRAWING TEST CERTIFICATE
The Bid must be accompanied by the Drawings, Test certificates and the
Guaranteed Technical Particulars in the prescribed forms, if any.
The procuring entity may revise or amend the specifications and timings prior to
the date notified for opening of Bids. Such revision or amendment if any, will be
uploaded on SPPP to communicate to all the prospective Bidders as amendment
or addenda to this invitation of the Bid.
2.35 INTERPRETATION OF BID PROPOSAL
The Owner reserves the right to use and interpret the Bid Proposals as it may, in
its discretion, consider appropriate, when selecting the Bidder for issue of Letter
of Intent (LoI).
2.36 POLICY FOR BID PROPOSALS UNDER CONSIDE RATION
Bid Proposals shall be deemed to be under consideration immediately after they

are opened and until such time official intimation of award/rejection is made by
the Owner to the Bidders. While the Bid Proposals are under consideration,
Bidders and/or their representatives or other interested parties are advised to
refrain from contacting by any means, the Owner and/or his
employees/representatives on matters related to the Bid Proposals under
consideration. The Owner, if necessary, will obtain clarifications on the Bid
Proposals by requesting for such information from any or all the Bidders in
writing. Bidders will not be permitted to any change in the Bid Proposals after the
Bid Proposals have been opened
2.37 DISQUALIFICATION OF BID PROPOSAL
The Owner may adopt such criteria for disqualification of a Bidder as the Owner
may consider appropriate. Such criteria may include, without limitation, the
following:
a. Failure by any Bidder(s) to provide all of the information required in the

Bid Proposal or any additional information requested by the Owner
including any supporting document;
b. Non-Receipt of Bid Proposal before the last date specified in this Bid
Document;
c. Material inconsistencies in the information submitted;
d. Misrepresentations in the Bid Proposal or any supporting documentation;
e. Non-payment of Bid Security/Tender cost & E-procurement fee

f. Non-fulfillment of “Mandatory Requirements”
2.38 BIDDER BARRED FROM BIDDING IF NEAR RELATIVES WORKING

IN PROCURING ENTITY’S OFFICE
The Contractor shall not be permitted to bid for works of a Procuring Entity in
which his near relative is an employee. He shall also not have a person as his
employee who is a near relative of an employee of the Procuring Entity. Any
breach of this condition by the Contractor shall be considered as breach of Code
of Integrity and shall render him liable to action includes exclusion of his Bid from
procurement process, forfeiture of Bid Security, Contract performance security or
any other security or bond relating to procurement, recovery of payments made,
if any, along with interest at bank rate, cancellation of the Contract, if already
made, debarment from future bidding for a period up to three years, etc.
Note: The term ‘near relative’ is meant wife, husband, parents and grand-
parents, children and grand- children, brothers and sisters, uncles and cousins
and their corresponding in- laws.
2.39 AWARD OF CONTRACT
The Procuring Entity after considering the recommendations of the Bid

Evaluation Committee and the conditions of Bid, if any, financial implications,
samples, test reports, etc., shall accept or reject the successful Bid. Before
award of the Contract, the Procuring Entity shall ensure that the price of
successful Bid is reasonable and consistent with the required quality. A Bid shall
be treated as successful only after the competent authority has approved the
procurement in terms of that Bid. As a general rule all the quantities of the
subject matter of procurement shall be procured from the Bidder, whose Bid is
accepted.
2.40 CONTRACT AGREEMENT
The Bidder who is awarded the Contract will be required to execute the contract
as per General Conditions of Contract on a non - judicial stamp of Rajasthan
of requisite value as per Rajasthan stamp duty Act at his cost within a period
specified in the NIB or where the period is not specified in the NIB, then
within 30 days from the date of issue of work Order. Until a formal contract is
executed, LOA or LOI shall constitute a binding contract. In the event of failure of
the Bidder to execute the Contract within notice period from the date of receipt of
acceptance of his Bid, the full Bid security (EMD) deposited, shall stand forfeited.
2.41 GRIEVANCE HANDLING PROCEDURE DURING PROCUREMENT

PROCESS (APPEALS)
2.41.1 FILING AN APPEAL

If any Bidder or prospective Bidder is aggrieved with any decision, action or
omission of the Procuring Entity, than he may file an appeal to the First Appellate
Authority as specified in the bidding documents in prescribed format, within a
period of ten days from the date of such decision, action, or omission, as the
case may be, clearly giving the specific ground or grounds on which he feels
aggrieved, Provided that after the declaration of a Bidder as successful, the
appeal may be filed only by a Bidder who has participated in procurement
proceedings: Provided further that in case a Procuring Entity evaluates the
Technical Bid before the opening of the Financial Bid, an appeal related to the
matter of Financial Bid may be filed only by a Bidder whose Technical Bid is
found to be acceptable.
After hearing the parties, the First Appellate Authority shall dispose of the appeal
and pass an order within a period of 30 days of the date filing of the appeal.
If the First Appellate Authority fails to dispose of the appeal within the period 30
days of the date of filing the appeal or if the bidder or prospective bidder or the
procuring entity is aggrieved by the order passed by the First Appellate Authority,
the bidder or prospective bidder or the procuring entity, as the case may be, may
file a second appeal to the Second Appellate Authority as specified in the bidding
documents, within fifteen days. The Second Appellate Authority, after hearing the
parties, shall dispose of the appeal and pass an order within a period of 30 days
which shall be final and binding on the parties.
2.41.2 APPEAL NOT TO LIE IN CERTAIN CASES
No appeal shall lie against any decision of the Procuring Entity relating to the
following matters, namely:-
a. determination of need of procurement;
b. provisions limiting participation of Bidders in the bidding process;
c. the decision of whether or not to enter into negotiations;
d. cancellation of a procurement process;
e. Applicability of the provisions of confidentiality.
2.41.3 FORM AND PROCEDURE OF FILING AN APPEAL
An appeal shall be in the annexed Form along with as many copies as there are
respondents in the appeal. Every appeal shall be accompanied by an order
appealed against, if any, affidavit verifying the facts stated in the appeal and
proof of payment of fee. Every appeal may be presented to First Appellate
Authority or Second Appellate Authority, as the case may be, in person or
through registered post or authorised representative.
2.41.4 FEE FOR FILING APPEAL

Fee for first appeal shall be Rs. 2,500.00 (rupees two thousand five hundred)
and for second appeal shall be Rs. 10,000.00 (rupees ten thousand), which shall
be non-refundable. The fee shall be paid in the form of bank demand draft or
banker’s Cheque of a Scheduled Bank in India payable in the name of Appellate
Authority/Accounts authority concerned.
2.41.5 PROCEDURE FOR DISPOSAL OF APPEALS
The First Appellate Authority or Second Appellate Authority, as the case may be,
upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavit
and documents, if any, to the respondents and fix date of hearing. On the date
fixed for hearing, the First Appellate Authority or Second Appellate Authority, as
the case may be, shall,-
a. hear all the parties to appeal present before him; and

b. Peruse or inspect documents, relevant records or copies thereof relating
to the matter.
After hearing the parties, perusal or inspection of documents and relevant

records or copies thereof relating to the matter, the Appellate Authority
concerned shall pass an order in writing and provide the copy of order to the
parties to appeal free of cost.
2.41.6 HIERARCHY OF APPELLATE AUTHORITY SHALL BE AS UNDER:-
S.No. Procuring competency First Appellate Second Appellate

authority authority
1. WTDs CMD, RVPN, Board

Jaipur
➢ Note for bidders:-
1. Following credentials / certification will not be considered:

a. ERP Upgrade Projects.
b. Internal implementation including implementation in subsidiary companies
of Bidder.
2. OEM of any/all ERP implementation partner’s / bidders may be common /one and shall
not attract any disqualification on this account. Further it will also not tantamount to
conflict of Interest under the provisions of RTPP Act and Rules.
3. The Completed/Executed ERP System must be in operation in India as on the date of
technical bid opening.
4. If any project / contracts involve multiple subsidiaries, it will be treated as only one
credential / experience.

5. The bidder shall furnish documentary evidence/credentials along with bid to establish that
it fulfil the qualifying requirement.
6. Bidder shall be consider technical qualified only if he full fill all the PQR and tender
specification requirement.
7. Bidders should also have a valid registration for GST and PAN.
8. Notwithstanding anything stated above, RVUN reserve the right to assess the capabilities
and capacity of bidder, to perform the contract should the circumstances warrant such
assessment in the overall interest of the RVUN.

Schedule-I
Activity wise work completion period/sechdule

SECTION III
GENERAL CONDITIONS OF CONTRACT (GCC)
3.1 GENERAL INSTRUCTIONS
3.1.1 Rajasthan Rajya Vidyut Utpadan Nigam, Jaipur hereinafter called RVUN/Purchaser' will
receive Bids in respect of goods to be furnished and services as set forth in the
accompanying specifications. All Bids shall be prepared and submitted in accordance
with these instructions.
3.1.2 RVUN reserves the right to itself to accept any Bid or reject any or all Bids or cancel/
withdraw invitation to Bids without assigning any reason for such decision. Such
decision by RVUN shall not be subject to question by any bidder and RVUN shall bear
no liability whatsoever consequent upon such a decision.
3.1.3 Bids submitted after the time and date fixed for receipt of Bids as set out in the invitation
of Bids shall be rejected and returned unopened to the Bidders
3.2 PROJECT INFORMATION
Information regarding the plant capacity, location and approach to the site conditions as
prevailing at the site are provided at Schedule-II of the Tender Document. (Technical
Specification) However, no undertaking is given regarding the accuracy of this
information and it shall in no way invalidate the bidder’s obligations under various
clauses and conditions of the Contract in case any variation is encountered during
execution stage. Additional scope of civil works that arises due to change in site
conditions shall be executed by the Bidder without any additional price implication. The
Bidder shall visit the site before quoting to ascertain for himself of all site and local
conditions, existing ground levels, location of supply points for construction power, water
etc.
3.3 DEFINITIONS OF THE TERMS AND CONDITIONS OF CONTRACT
In the Contract (as defined below), unless the context requires otherwise the words and
expressions defined below shall have the meaning hereinafter assigned to them.
“Annexure” means all appendices; Annexures and schedules annexed to this Contract
or incorporated by reference herein and shall include all amendments and revisions
thereto made by mutual agreement of Owner/Project Manager and Supplier in
accordance with the provisions contained in this behalf in this Contract.
“Applicable Laws” means all laws, treaties, ordinances, rules, regulations applicable in
India and amendments, re-enactments, revisions, applications, and adaptations thereto
made from time to time and in force and effect, judgments, decrees, injunctions, writs
and orders of any court, arbitrator or governmental agency or authority, rules,
regulations, orders and interpretations of any Governmental Instrumentality, court or
statutory or other body having jurisdiction over construction of the Facility on the Facility
Site, performance of the Work or supply of Goods, including Applicable Permits, as may
be in effect at the time of performance of work or supply of Goods hereunder by the
Supplier, which time would include Latent Defects Period as appropriate, provided,
however, that if at any time the Applicable Laws are less stringent than the standards
set forth in the Contract hereto, the standard set forth in the contract hereto shall be
deemed to be the standards under Applicable Laws.
“Applicable Permits & Clearances” means any and all Permits, Clearances,
authorizations, consents, licenses (including without limitation any import or export
licenses), lease, ruling, exemption, filing, agreements, or approvals, required to be
obtained or maintained in connection with supply of ERP licenses and implementation in
RVUN and performance of Work by the Supplier and the Owner in accordance with the
Contract and their maintenance, as may be in effect at the time of Supplier’s
performance of Work or supply of Goods hereunder; which time would include Latent
Defects Period as appropriate.
“Bid” means the tender offer of the Supplier to the procuring entity in response to the
Tender Specification.
“Bill of Quantities (BOQ)” means the priced and completed Bill of Quantities forming part
of the Bid.
“Buyer/Purchaser” means Rajasthan Rajya Vidhyut Utpadan Nigam Ltd.
“Change in Law” means the occurrence of any of the following after the Effective Date
of this Agreement.
a) The enactment of any or issuance of any new Indian law that becomes
Applicable Law.
b) The amendment or repeal, or re-enactment of any existing Applicable law;
c) A change in the interpretation or application or enforcement of any Applicable

Law by Government instrumentality.
d) The revocation or cancellation of any Applicable Permit unless due to a cause

attributable to the Supplier.
e) For purpose of this definition the “law” does not include any taxation laws.
“Contract” means the document forming the Bid and acceptance thereof and the formal
agreement executed between the competent authority on behalf of the Chairman and
Managing Director (RVUNL) and the Supplier, together with the documents referred to
therein including these conditions, the Specifications, designs, Drawings and
instructions issued from time to time on Contract and shall be complementary to one
another contract” means the documents as set out in the form of Contract Agreement as
may be amended, supplemented or modified from time to time by agreement in Writing
between parties.
“Contract Agreement” means the agreement entered into between the Purchaser and
the Bidder using the Form of Contract Agreement contained in the Bidding Documents
and any modifications to this form agreed to by the Purchaser and the Bidder. The date
of the Contract Agreement shall be recorded in the signed form.

“Delivery” means the transfer of the Goods and services from the Bidder to the
Purchaser in accordance with the terms and conditions set forth in the Contract.
“Engineer-in-Charge or Engineer” means the authorized engineer of the Procuring Entity

who shall be in-charge of the Works and who shall sign the Contract on behalf of the
Procuring Entity and who shall be responsible for supervising the Contract,
administering the Contract, certifying payments due to the Supplier, and issuing
instructions in pursuance of the Contract.
“ENTERPRISE RESOURSE PLANNING Software/Product” means various modules of

ENTERPRISE RESOURSE PLANNING along with database and any other software
used for implementation of ENTERPRISE RESOURSE PLANNING Solution.
“Facilities” means the Project Plan, ENTERPRISE RESOURSE PLANNING

Software/Products and materials to be supplied & installed, as well as Services to be
carried out by the Bidder under the Contract.
“Final Acceptance” means the acceptance by the Owner as a whole in accordance with
General Conditions of Contract.
“Force Majeure Event” shall have the meaning set forth in relevant clause of General
Conditions of the Contract.
“General Conditions of Contract” means these ‘Terms and General Conditions of

Contract’ as mutually amended in accordance with the provisions contained in this
behalf herein as applicable to scope of supply of Goods or Work.
“Go-Live” (Commissioning) means the ENTERPRISE RESOURSE PLANNING system

is available for live transactions following data conversion as per the definition in Agreed
and Finalized Project Plan. Go-Live Acceptance tests are conducted in accordance with
the provisions of GCC.
“Go-Live Acceptance Tests/Post Go-Live acceptance Tests” means the tests specified
in the Technical Requirements and Agreed & Finalized Project Plan to be carried out to
ascertain whether the ENTERPRISE RESOURSE PLANNING System is able to attain
the functional and performance requirements (relating to commissioning) in production/
live environment as specified in the Scope of Work and Agreed & Finalized Project Plan
in accordance with the provisions of GCC.
“Goods/Material” means Licenses of the proposed ERP product, all software (including
ERP and Database) , all of the equipments, machinery, apparatus, appliances,
components and/or other Materials and things, which the Supplier is required to supply
to the Owner under the Contract.
“Intellectual Property Rights” means any and all copyright, trademark, patent, and other
intellectual and proprietary rights, title and interests worldwide, whether vested,
contingent or future including without limitation all economic rights and all exclusive
rights to reproduce, fix, adapt, modify, translate, create derivative works from, extract or
re-utilize data from, manufacture, introduce into circulation, publish, distribute, sell,
license, sublicense, transfer, rent, lease, transmit or provide access electronically,
broadcast, display, enter into computer memory, or otherwise use any portion or copy,

in whole or in part, in any form, directly or indirectly, or to authorize or assign others to
do so. In addition to this Intellectual Property Rights Indemnity is covered below points:
a) The Bidder shall indemnify and hold harmless the Purchaser, its employees and
officers from & against any and all losses, liabilities & costs (including losses,
liabilities and costs incurred in defending a claim alleging such a liability), that
the Purchaser or its employees or officers may suffer as a result of any
infringement or alleged infringement of any Intellectual Property Rights by
reason of copying of the Software and Materials provided by the Bidder in
accordance with the Agreement; and
b) If any proceedings are brought or any claim is made against the Purchaser
arising out of the matters referred to in GCC, the Purchaser shall promptly give
the Bidder notice of such proceedings or claims, the Bidder shall have sole
control on the conduct of such proceedings or claim and any negotiations for the
settlement of any such proceedings or claim and the Purchaser shall provide the
Bidder with the assistance, information, and authority reasonably necessary to
perform the above.
c) Purchaser shall own and have a right in perpetuity to use all newly created
Intellectual Property Rights which have been developed solely during execution
of this Contract, including but not 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 Bidder solely during the performance
of Related Services and for the purposes of inter-alia use or sub-license of such
Services under this Contract. The Bidder undertakes to disclose all such
Intellectual Property Rights arising in performance of the Related Services to the
Purchaser and execute all such agreements/documents and file all relevant
applications, effect transfers and obtain all permits and approvals that may be
necessary in this regard to effectively transfer and conserve the Intellectual
Property Rights of the Purchaser. To the extent that Intellectual Property Rights
are unable by law to so vest, the Bidder assigns those Intellectual Property
Rights to Purchaser on creation.
d) The Bidder shall be obliged to ensure that all approvals, registrations, licenses,
permits and rights etc. which are inter-alia necessary for use of the goods
supplied / installed by the Bidder, the same shall be acquired in the name of the
Purchaser, and the same may be assigned by the Purchaser to the Bidder solely
for the purpose of execution of any of its obligations under the terms of this
Contract. However, subsequent to the term of this Contract, such approvals,
registrations, licenses, permits and rights etc. shall endure to the exclusive
benefit of the Purchaser.
e) The Bidder shall ensure that while it uses any software, processes, document or
material in the course of performing the Services, it does not infringe the
Intellectual Property Rights of any person and the Bidder shall keep the
Purchaser 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 Bidder or its
personnel during the course of performance of the Related Services. In case of
any infringement by the Bidder, the Bidder shall have sole control of the defence
and all related settlement negotiations.
f) Subject to above sub-clauses, the Bidder shall retain exclusive ownership of all
methods, concepts, algorithms, trade secrets, software documentation, other
intellectual property or other information belonging to the Bidder that existed
before the effective date of the contract.
"Letter of Intent" shall mean the Purchaser's official notice conveying his acceptance of
the tender subject to such reservations as may have been stated therein
“Liquidated Damages” means the pre-estimated and appropriate measures of the

damages for such delays or such shortfalls in performance and are neither penalty nor
consequential damages sustained by Owner as a result of such delays and / or
shortfalls, as set forth in GCC.
“Maintenance” shall mean and include ongoing production support & software
modifications, bug fixing, enhancements, online and onsite help, support services and
adaptation to changed environments
“Manufacturer” means any entity or firm who is the producer and furnisher to the
Supplier of any material or designer and fabricator of any equipment / systems which is
to be
“Notice in Writing” or “Written Notice” shall mean a notice in writing, typed or printed or
hand written characters, sent (unless delivered personally or otherwise proved to have
been received) by registered post or by electronic transmission to the last known private
or business address or registered office of the addressee and shall be deemed to have
been received when in the ordinary course of post or by electronic media it would have
been delivered.
“OEM” means the Original Equipment Manufacturer of any software / ERP/ Database/
product who are providing such goods to the Purchaser under the scope of this Tender /
Contract.
“Operational Acceptance” means the acceptance by the Purchaser of the Facilities,

which certifies the Bidder’s fulfilment of the Contract in respect of successful
Stabilization Acceptance and commissioning of the project.
“Operational Acceptance Certificate” means the Purchaser’s written acceptance of the

Facilities under the Contract after successful Stabilization Acceptance and
commissioning of the project.
“Owner/Purchaser/Procuring entity Employer” shall mean Rajasthan Rajya Vidyut

Utpadan Nigam Limited hereinafter RVUN. In its capacity as Owner of the Facility and
shall include its successors and assigns, as well as authorized officers.
“Owner’s Instructions” shall mean any drawings, instructions, details, directions and
explanations, in Writing issued by the Owner or Project Manager or the Project
Manager’s Consultant from time to time during the subsistence of the Contract.

“Owner’s Representative” means the person appointed by the Owner from time to time
and notified as such to the Supplier to act as Owner’s Representative for the purposes
of the Contract. This shall also mean the Procuring entity and his representatives and
Procuring entity / Consultant.
“Party” means Owner/ Project Manager/procuring entity or Supplier individually and

“Parties” means Owner/ Project Manager/ procuring entity and Supplier collectively
“Permit” means any valid permit, authorization, license, registration, approval, consent,
waiver, and exemption, No-Objection Certificate, Approval, variance, franchise or any
similar order of or from any Government Instrumentality, court or other body having
jurisdiction over the matter in question.
“Project” shall mean the Supply, Installation, services, Technical Requirements

Specifications, Functional Requirements Specifications, testing, integration and
commissioning of the Solution in accordance with the procedures, specifications and
timelines set out in the Contract and Tender Document.
“Project Plan” means the document to be developed by the Implementation Partner (IP)
and approved by the Purchaser, pursuant to GCC, based on the requirements of the
Contract and the Development & Implementation Plan included in the Bidder’s bid. For
the sake of clarity, “the Agreed and Finalized Project Plan” refers to the version of the
Project Plan approved by the Purchaser, in accordance with GCC. The project plan may
be changed/ modified during the course of the project. Should the Project Plan conflict
with the Contract in any way, the relevant provisions of the Contract, including any
amendments, shall prevail.
“Scheduled period of completion” means the implementation schedule of entire project

which is 18 months from the date of LOI.
“Services” means all technical, logistics, management, and any other Services to be
provided by the Bidder under the Contract to supply, develop, install, implement,
customize, integrate, make operational, post implementation support and annual
support of the proposed system. Such Services may include, but are not restricted to the
Installation, Commissioning, Go-Live, post implementation and Training etc.
“Service Level Agreement (SLA)” shall mean the Service Level Agreement entered into
between the Purchaser and the Bidder.
“Site” means all those parcels of land owned by Owner on which the Plant will be
located, as more particularly identified on the site plan and described in Drawings
forming part of Contract hereto.
“Stabilization Period” means successful running of the full system for at least three
months from Go-Live.
“Stabilization Acceptance Test” means the tests specified in the Technical

Requirements and Agreed & Finalized Project Plan to be carried out to ascertain
whether the ENTERPRISE RESOURSE PLANNING System, or a specified Subsystem,
is able to attain the functional and performance requirements in production/live
environment as specified in the Scope of Work and Agreed & Finalized Project Plan

“Stabilization Acceptance” means the acceptance by the Purchaser that the
ENTERPRISE RESOURSE PLANNING system is capable of attaining the functional
and performance requirements (relating to Go-Live) as specified in the Scope of Work
and Agreed & Finalized Project Plan in accordance with GCC.
“Supplier/contractor” means the person whose Bid has been accepted by the
Owner/Project Manager and the legal successors in title to such person who satisfies
the qualification criteria set forth in the Bid Documents.
“Supplier’s/contractor’s Personnel” means the Supplier and Supplier’s Representative

and all personnel whom the Supplier utilizes on Site, who may include the staff, labour
and other employees of the Supplier and any other personnel assisting the Supplier in
the execution of the Works. All communications addressed to the Supplier can be
handed over at site to the Supplier’s Representative.
“Tender Documents” means the Invitation to Bid together with all documents &
amendments thereto and clarifications if any issued by the Owner or the Consultant
from time to time in respect thereof.
“Writing” shall include any manuscript, typewritten e-mail or printed statement, under or
over signature and / or seal of the originator or author as the case may be.
3.4 REPRESENTATIVES
3.4.1 Engineer-in-charge/ Project Manager

The Purchaser shall appoint and notify the Bidder in writing the name of the Engineer-in-
charge within reasonable time of notification of award of contract. The Purchaser may
also from time to time appoint some other person as the Engineer-in-charge in place of
the person previously so appointed and shall give a notice of the name of such other
person to the Bidder. The Engineer-in-charge shall have the authority to represent the
Purchaser on all day-to-day matters relating to the implementation of the ENTERPRISE
RESOURSE PLANNING System or arising from the Contract. All notices, instructions,
orders, certificates, approvals, and all other communications under the Contract shall be
given by the Engineer-in-charge, except as otherwise provided for in this Contract.
All notices, instructions, information, and other communications given by the Bidder to
the Purchaser under the Contract shall be given to the Engineer-in-charge, except as
otherwise provided for in this Contract.
The Engineer-in-charge may delegate/revoke to any person any of the powers,

functions, and authorities vested in him or her with prior approval of competent authority.
3.4.2 Bidder’s Representative

The Bidder shall appoint the Bidder’s Representative within fifteen (15) days from the
date of LOI/WO and shall request the Purchaser in writing to approve the person so
appointed. The request must be accompanied by a detailed CV for the nominee, as well
as a description of any responsibility other than the implementation of the ENTERPRISE
RESOURSE PLANNING System that the nominee would retain while performing the
duties of the Bidder’s Representative. If the Purchaser does not object to the
appointment within fifteen (15) days, the Bidder’s Representative shall be deemed to
have been approved. If the Purchaser objects to the appointment within fifteen (15) days
giving the reason, then the Bidder shall appoint a replacement within fifteen (15) days of
such objection in accordance with this GCC.
The Bidder’s Representative shall have the authority to represent the Bidder on all day-
to-day matters relating to the implementation of the ENTERPRISE RESOURSE
PLANNING system or arising from the Contract. The Bidder’s Representative shall give
to the Engineer-in-charge all the Bidder’s notices, instructions, information, and all other
communications under the Contract.
All notices, instructions, information, and all other communications given by the
Purchaser or the Engineer-in-charge to the Bidder under the Contract shall be given to
the Bidder’s Representative or, in its absence, its deputy/nominated, except as
otherwise provided for in this Contract.
The Bidder shall not revoke the appointment of the Bidder’s Representative without the
Purchaser’s prior written consent, which shall not be unreasonably withheld. This
provision shall however not apply to a case of retirement, resignation or termination of
employment of the Bidder’s Representative for whatever reason by the Bidder. If the
Purchaser consents to such an action, the Bidder shall appoint another person of equal
or superior qualifications as the Bidder’s Representative within seven days of separation
of the erstwhile person.
The Bidder’s Representative and staff are obliged to work closely with the Purchaser’s
Engineer-in-charge and act within their own authority, and abide by directives issued by
the Purchaser that are consistent with the terms of the Contract. The Bidder’s
Representative is responsible for managing the activities of its personnel.
Bidder’s Representative may, subject to the written approval of the Purchaser (which
shall not be unreasonably withheld), at any time delegate to any person any of the
powers, functions, and authorities vested in him or her. Any such delegation may be
revoked at any time. Any such delegation or revocation shall be subject to a prior notice
signed by the Bidder’s Representative and shall specify the powers, functions, and
authorities thereby delegated or revoked. No such delegation or revocation shall take
effect unless and until a copy of such a notice has been delivered to the Purchaser and
the Engineer-in-charge.
Any act or exercise by any person of powers, functions and authorities so delegated to
him or her in accordance with GCC shall be deemed to be an act or exercise by the
Bidder’s Representative.
3.4.3 For the project governance, RVUN shall appoint three committees
• A Steering Committee, which shall review and monitor the progress, approve
any Business Process Re-engineering/change management process/Process
Improvement and any other approvals for project related decisions.
• A Project Management Team, which shall co-ordinate with the bidder during
Project implementation and shall execute approvals of the detailed
design/configuration/testing and all other aspects of implementation related to
payment milestones.

• A Core Committee, which shall assist and coordinate with the bidder’s team
during complete phases of implementation, stabilization & maintenance phase
and shall assist in preparation of the business process documents, detailed
technical design documents, process improvement/BPR documents, end-user
manuals and training documents, etc.
3.4.4 Objections and Removals

The Purchaser may, by notice to the Bidder, object to any representative or person
employed by the Bidder in the execution of the Contract who, in the reasonable opinion
of the Purchaser, may have behaved inappropriately, be incompetent, or be negligent.
The Purchaser shall provide evidence of the same, whereupon the Bidder shall remove
such person from work on the ENTERPRISE RESOURSE PLANNING implementation
project.
If any representative or person employed by the Bidder is removed in accordance with

GCC the Bidder shall, where required, with in a period of 15 days appoint a
replacement.
3.5 PROJECT PLAN
3.5.1 In close cooperation with the Purchaser and based on the Preliminary Project Plan
included in the Bidder’s bid, the Bidder shall develop a detailed Project Plan
incorporating all the activities specified in the Contract.
3.5.2 The Bidder shall formally present to the Purchaser, the Project Plan in accordance with
the Technical Requirements. The Bidder has to specify the strategy and methodology
with time frame along synchronization of the various phases of project to ensure
completion of project in time. The project plan shall also include a PERT chart
describing the activities, resources required on the time for completion. The plan shall
also bring out the critical areas needing continuous attention of the purchaser. The
Agreed &Finalized Project Plan should have the same Go-Live date.
3.5.3 If required, the impact on the Implementation Schedule of modifications agreed during
finalization of the Agreed & Finalized Project Plan shall be incorporated in the Contract
by amendment.
3.5.4 The Bidder shall undertake to develop, implement, integrate, commission and ensure
the go-live & stabilization of the System in accordance with the Agreed & Finalized
Project Plan and the Contract.
3.5.5 The Progress and other reports specified shall be prepared by the Bidder and submitted
to the Purchaser in the format and frequency specified in the Agreed & Finalized Project
Plan.
3.5.6 Changes to the Project Plan, if required, shall be made with the mutual consent of the
Purchaser and the Bidder.
3.6 DESIGN AND DEVELOPMENT
3.6.1 The Bidder shall execute the basic and detailed design and the implementation activities
necessary for successful implementation of the ENTERPRISE RESOURSE PLANNING

system in compliance with the provisions of the Contract or where not so specified, in
accordance with good industry practice.
3.6.2 The Bidder shall be responsible for any discrepancies, errors or omissions in the
specifications and other technical documents that it has prepared, whether such
specifications, drawings and other documents have been approved by the Engineer-in-
charge or not, provided that such discrepancies, errors, or omissions are not because of
inaccurate information furnished in writing to the Bidder by or on behalf of the
Purchaser.
3.6.3 The Bidder shall prepare and furnish to the Engineer-in-charge the documents as
specified in the Technical Requirements for the Engineer-in-charge’s approval or review.
3.6.4 Within fourteen (14) days after receipt by the Engineer-in-charge of any document
requiring the Engineer-in-charge’s approval, the Engineer-in-charge shall either return
one copy of the document to the Bidder with its approval endorsed on the document.
3.6.5 If the Engineer-in-charge disapproves the document, the Bidder shall modify the
document and resubmit it for the Engineer-in-charge’s approval. If the Engineer-in-
charge approves the document subject to modification(s), the Bidder shall make the
required modification(s), and the document shall then be deemed to have been
approved. The aforesaid procedure shall be repeated, until the Engineer-in-charge
approves such documents.
3.6.6 The Engineer-in-charge’s approval, with or without modification of the document

furnished by the Bidder, shall not relieve the Bidder of any responsibility or liability
imposed upon it by any provisions of the Contract except to the extent that any
subsequent failure results from modifications required by the Engineer-in-charge or
inaccurate information furnished in writing to the Bidder by or on behalf of the
Purchaser.
3.6.7 The Bidder shall not depart from any approved document unless the Bidder has first
submitted to the Engineer-in-charge an amended document and obtained the Engineer-
in-charge’s approval of the document, pursuant to the provisions of this GCC. If the
Engineer-in-charge requests any change in any already approved document and/or in
any document based on such an approved document, then the relevant provisions of
GCC shall apply to such request.
3.7 SCOPE OF WORK
3.7.1 The Goods and Related Services to be supplied are specified in Section IV: Scope of
Work. At the time of awarding the contract, the Purchaser shall specify any change in
the Scope of Work. Such changes may be due for instance, if the quantities of goods
and related services are increased or decreased at the time of award.
3.7.2 Unless otherwise stipulated in the Contract, the Scope of Work shall also include all
such items not specifically mentioned in the contract but that can be reasonably inferred
from the contract as being required for attaining Delivery and Completion of the Goods
and Related Services as such items were expressly mentioned in the Contract.

3.8 CONFIDENTIAL INFORMATION
3.8.1 The Contractor shall treat the details of the Contract as private and confidential, except
to the extent necessary to carry out his obligations hereunder. The Contractor shall not
publish, permit to be published, or disclose any particulars of the Contract in any trade
or technical paper or elsewhere without the previous consent in writing of the Owner and
at the Owner’s sole discretion.
3.8.2 The contractor shall indemnify the Owner in case of breach of this clause. If the
confidential details relating to this Contract or its contents are received by a third party
from the Contractor and the third party makes use of these details to cause harm or
monetary loss to the Owner or use these Documents for their personal gain/ monetary
gain, the Contractor shall compensate the Owner for the loss suffered as well as for the
value of gain derived by the third party. The Contractor shall not use the confidential
details of the Contract for any other purpose except for the strict purpose of this
Contract.
3.8.3 The Purchaser and the Supplier 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
Supplier may furnish to its Sub-contractor such documents, data, and other information
it receives from the Purchaser to the extent required for the Sub-contractor to perform its
work under the Contract, in which event the Supplier shall obtain from such Sub-
contractor an undertaking of confidentiality similar to that imposed on the Supplier under
this Clause.
3.8.4 The Purchaser shall not use such documents, data, and other information received from
the Supplier for any purposes unrelated to the Contract. Similarly, the Supplier shall not
use such documents, data, and other information received from the Purchaser for any
purpose other than the design, procurement, or other work and services required for the
performance of the Contract. Information can be preserved as confidential information
for a period of five years from the date of disclosure or two years from the date of
termination whichever is later.
3.9 CONDITIONS OF THE CONTRACT
The Contract shall be governed by the General Conditions of Contract (GCC). The
Special Conditions of Contract (SCC), if any / wherever applicable, shall supersede/
clarify the GCC to the extent specified.
3.10 LOCAL CONDITIONS
It will be imperative for each Bidder to fully inform himself of all local conditions and
factors which may have any effect on the execution of the supply covered under these
documents and specifications.

In their own interest, the Bidders are particularly requested to familiarize themselves
with the Income Tax Act, 1962, the Companies Act, 1956, RTPP Act 2012 & Rules 2013
and other related acts and laws as prevalent in India and as amended from time to time.
The Contractor shall obtain and pay for all permits and licenses or other privileges
necessary to complete the supply/work.
It must be understood and agreed that such factors have properly been understood and
considered while submitting the Bid Proposal. No claim whatsoever including those for
financial adjustment to the Contract awarded under these specifications and documents
will be entertained by the Owner, neither any change in the time schedule of the
Contract nor any financial adjustments arising thereof shall be permitted by the Owner,
which are based on the lack of such clear information or its effect on the cost of the
works to the Bidder.
The laws, rules and regulations of the Government (Central as well as State) and all
Government Authorities in India, having jurisdiction over the work shall govern the work
of this Contract with the same force and effect as if incorporated in full into the Contract
documents. Where such laws, rules and regulations conflict the Contract documents,
the more stringent requirements as interpreted by the Owner or his authorized
representative shall prevail. Should such conflict require changes in the Contract
documents, the Bidder shall notify the Owner before the submission of or along with
the bid.
3.11 PRICE BASIS CURRENCIES AND PAYMENTS
The Bidders shall quote in their proposal, firm and fixed price except any statutory
variation during currency of contract for the entire scope of works as required in the
price schedule. The Bidder in his own interest should furnish the detailed price break-up
as specified in Price Schedule. Bidders quoting a system of pricing other than that so
specified run the risk of rejection.
The quoted price shall include all cost of work, which required executing for completion
of entire work as per Tender specification and RVUNL satisfaction.
If any additional/extra work is to be executed/ carried out in addition to tendered work,

then contractor shall have to intimate RVUNL in due course of time about such
additional work along with cost of such work. Then the contractor shall execute such
work only after approval of the same by purchaser/competent authority and after
issuance of formal order.
3.12 TAXES TO THE SUPPLIER ACCOUNT
3.12.1 The Supplier shall bear and pay all taxes, duties, levies, charges, interest and penalties
and the like levied and /or assessed on the Supplier, its Sub-suppliers, or their
employees, by all municipal, local bodies, state or national government authorities or
any other Government Instrumentality in connection with the Work/supply.
3.12.2 Each Party hereto, hereby agrees to indemnify and keep indemnified and saved
harmless at all times the other Party against any loss, Cost, expenses or damages
suffered or incurred by it, by reason of its failure to pay taxes, duties, etc which it is

obliged to pay pursuant to the provisions of this clause and / or arising out of its failure
to comply with its obligations under this contract.
3.12.3 The Owner shall recover from the Supplier and / or adjust from the Contract Price all
taxes, duties, levies, charges, interest and penalties and the like leviable and / or
assessable on the Supplier, or their employees but levied and / or assessed on the
Owner as a representative assesse / agent of the Supplier, its Sub-suppliers or their
employees, by all municipal, local, state or national government authorities or any other
Government Instrumentality in connection with the Work and supply of Goods in and
outside of the Country.
3.12.4 Further the Owner shall recover from the Supplier and / or adjust from the Contract
Price, simple interest from the date of payment of all taxes, duties, levies, charges,
interest and penalties and the like leviable and / or assessable on the Supplier, or their
employees but levied and / or assessable on the Owner as a representative assesse /
agent of the Supplier, its Sub-suppliers or their employees, by all municipal, local, state
or national government authorities or any other Government Instrumentality in
connection with the Work and supply of Goods in and Outside of the Country where the
Site is located till the date of recovery and / or adjustment by the Owner.
3.13 VARIATION IN TAX OR APPLICABLE TAXES OR INTRODUCTION OF NEW TAXES
3.13.1 Any statutory variation in rate of applicable Indian taxes/GST, duties, levies etc. as set
forth in “Schedule of Prices” or any variation in applicable taxes or
interpretation/enforcement of the same or introduction of new taxes or the
introduction/amendment of any exemptions (other than Direct taxes i.e. Income Tax,
corporate tax etc), levied in India, starting from7 day prior to Closing Date for
submission of Bid but within the Contractual Completion Date of Works, shall be to the
account of the Owner. Such adjustment shall be limited to direct transactions between
the Owner and the Supplier and no amounts shall be payable on account of variation on
taxes, duties and levies between the Supplier and its sub vendors/Sub-
suppliers/suppliers.
3.13.2 Any statutory variation on account of aforementioned factors shall be reimbursed by

Owner to Supplier or by the Supplier to the Owner, as the case may be, against
submission of documentary evidence in support thereof. However, in case of delay,
from the originally prepared network Schedule, Schedule and Contractual Completion
Dates as may be relevant for the computation thereof, due to reasons not attributable to
the Owner, any statutory variation adverse to the Owner over and above those specified
under “Schedule of Prices” including all taxes & duties during the delayed period shall
be to the Supplier’s account and the Owner shall not be liable for the same in any
manner whatsoever.
3.13.3 The Supplier is obligated to keep the Owner/Owner’s Representative notified of the
aforesaid statutory variations within 15 (fifteen) days of such variation coming into effect.
3.13.4 The Contract Price and other prices given in the “Schedule of Prices” are based on the
applicable tariff as indicated by the Supplier in the Schedule of Prices. In case this
information subsequently proves wrong, incorrect or misleading, the Owner shall have
no liability to reimburse/pay to the Supplier the excess taxes, fees etc; if any finally
levied/imposed under the statutes except as provided in this clause. However, if the

taxes/fee levied/imposed are lower than the amount indicated in the Schedule of Prices,
the Owner shall be entitled to recover the difference from the Supplier.
3.13.5 Tax deducted at source At the time of release of payment, any tax deduction is required
to be made, (Income tax, Labour cess, royalty etc.) shall be deducted and TDS
certificate shall be issued in due course of time. If any new tax deduction is imposed by
GOI/GOR or any other authority, the same shall be deducted and the same shall not be
covered under statuary variation.
3.14 COMMENCEMENT OF THE WORK
Subject to the provisions of this section, contractor shall commence the work as per
LOI/P.O./term of contract.
3.15 LAW, LANGUAGE AND MEASUREMENTS
3.15.1 Applicable law to this Contract shall be the Indian Law. The respective rights, privileges,
duties and obligations of the Owner and the Supplier under this Contract shall be
governed and determined by the Laws of State of Relevant and of the Republic of India.
The contract is subject to jurisdiction of Court at Jaipur Only.
3.15.2 All correspondence and documentation pertaining to this Contract shall be in the English
language only. The official text of this Contract shall be English, regardless of any
translation that may be made for the convenience of the Parties. All correspondence,
information, literature, data, manuals, definitive documents, notices, waivers and all
other communication, written or otherwise, between the Parties in connection with this
Contract shall be in English.
3.15.3 All measurements shall be in metric system.
3.16 STAMP DUTY AND SIMILAR CHARGES
The costs of stamp duties and similar charges imposed by law on the Contract or
Agreement or any part thereof shall be borne by the Supplier as per Rajasthan stamp
duty act enforceable time to time.
3.17 EFFECTIVE DATE OF CONTRACT
The Contract/order shall be deemed to have come into force and effect from the date of
issue of Letter of Intent by the Owner to the Supplier or otherwise as specified in the
tender documents.
3.18 CONTRACT PRICE
The firm and fixed price quoted by the supplier and accepted by the purchaser with
additions and deletions as may be agreed to and incorporated in the letter of
intent/formal work order for the entire scope of the contract shall be treated as the
contract price, which includes all taxes & duties as indicated in bid, if taxes and duties
are to be paid extra at actual and are not a part of order, shall not be considered in
contract price.

3.19 THE GENERAL TERMS AND CONDITIONS
The General Terms and Conditions shall form a part of the specification and documents
of the contract. These General Conditions shall apply to the extent that are not
superseded by provisions in other parts of the contract/formal work order/detailed
purchase order.
3.20 TERMS AND EXPRESSIONS
Terms and expressions not herein defined shall have the same meaning as assigned to
them in the Indian Sales of Goods Act (1930), failing that in the Indian Contract Act,
(1872),RTPP Act & Rules and failing that in the General Clauses Act, (1897) including
amendments thereof if any.
3.21 ENGINEER'S DECISION
In respect of all matters which are left to the decision of Engineer-in-charge or Project
manager as the case may be including the granting or withholding of certificates, the
Engineer shall give in writing a decision thereon and his reason for such decisions. Such
decision shall be final and binding on the Supplier.
3.22 CONTRACTOR TO INFORM HIMSELF FULLY
The contractor shall be deemed to have carefully examined all contract documents to
his entire satisfaction. If he shall have any doubt as to the meaning of any portion of the
contract document, he shall, before signing the Bid/contract, set forth the particulars,
thereof and submit them to the Purchaser in writing in triplicate, in order that such doubt
may be removed. The Purchaser will provide such clarifications as may be necessary, in
writing to the supplier. Any information otherwise obtained from the Purchaser shall not
in any way relieve the supplier of his responsibility to full-fill his obligations under the
Contract. The Supplier shall be deemed to have satisfied himself before bidding as to
the correctness and sufficiency of his Bid for the Works and of the rates and prices
quoted in the Schedule of Quantities, which rates and prices shall, except as otherwise
provided, cover all his obligations under the Contract and all matters and things
necessary for the proper completion and maintenance of the Works. He shall also be
responsible for satisfying himself on the completeness of the documents /data provided
by the Procuring Entity. He shall not raise any objections or deficiencies or inaccuracies
in such documents.
3.23 CONTRACT DOCUMENTS AND AGREEMENT
3.23.1 The order placed under this specification shall be governed by the terms and conditions
as incorporated in this section of the specification and as given in the purchase order
and its annexure(s). The terms and conditions as specified in this section, if differ from
the terms as indicated in the purchase order and its Annexures, the latter shall prevail.
The contract shall for all purposes be constructed according to the law of India and
subject to jurisdiction of procuring entity Jaipur court only. For the due full-filment of the
contract, the supplier shall execute an agreement in triplicate (one original and two
copies) in the prescribed form on non-judicial stamp paper as per the stamp duty made
applicable by Government of Rajasthan. Such agreement along with the all contract
documents shall be executed within 30 days from the date of issuance of work order

and signed by the competent authority of the supplier on each page thereof. The original
copy is only to be executed on the stamp paper. One copy of the executed agreement
duly signed by the Purchaser shall be sent to the supplier for his reference. The contract
documents shall mean and include the following;
a) Contract agreement.
b) Purchase order and its annexure.
c) Terms and conditions of the specification.
d) Evidence in support of authority for execution of agreement i.e. Power of
Attorney/authority/resolution/proprietorship document etc.
e) Memorandum of article of company/partnership deed etc.
f) All other documents as required.
3.23.2 All charges in respect of vetting and execution of the contracts shall be borne by the
Supplier.
3.23.3 After the Bid has been accepted by the Purchaser, all orders or instructions to the
Supplier shall, except as herein otherwise provided be given by the Engineer in writing
on behalf of the Purchaser.
3.23.4 Any Bid drawing, technical data or correspondence which form the basis of an order of
contract as aforesaid or which may be furnished by the Supplier for the Purchaser's
approval or information as provided under the said order or contract, shall be in English
and if it is in any other language a complete translation in. English shall be duly
furnished. The Purchaser shall not be bound to consider any Bid drawings, technical
data or correspondence, which is not furnished in the English language.
3.23.5 The contract unless otherwise agreed, is to be signed within 30 days of the date of the
work order, at the office of the Purchaser on a date and time to be mutually agreed. The
supplier shall provide for signing of the contract, appropriate power of attorney and the
requisite materials. Unless and until a formal contract is prepared and executed, the
Letter of Intent read in connection with the bid document will constitute a binding
contract.
3.23.6 The contract will be signed in three originals and the Supplier shall be provided with one
signed original and the rest will be retained by the Purchaser. The Supplier shall provide
free of cost to the Purchaser all the engineering data, drawing and descriptive materials
submitted with the bid, in at least three (3) copies to form a part of the contract
immediately after issue of Letter of Intent.
3.23.7 Subsequent to signing of the Contract, the Supplier at his own cost shall provide the
Purchaser with at least five (5) true copies of contract within twenty (20) days after
signing of the Contract.
3.23.8 This Contract constitutes the entire agreement and contains all of the understandings
and agreements of whatsoever kind and nature existing between the Parties, and
supersedes, to the extent permitted by Indian law, all prior written or oral agreements,
commitments, representations, communications and understandings between the
Parties.
3.24 CHANGES IN LAW AND REGULATIONS

If the SCC ,if any, provides for permitting effect of change in Laws and Regulations,
then before 7 days of the dead line for Submission of Bids, if any law, regulation,
ordinance, order or bylaws having the force of law is enacted, promulgated,
abrogated, or changed by Government of India or the State Government (which shall be
deemed to include any change in interpretation or application by the competent
authorities) that subsequently affects the Delivery Date and/or the Contract Price,
then such Delivery Date and/or Contract Price shall be correspondingly
increased or decreased, to the extent that the Supplier has thereby been affected
in the performance of any of its obligations under the Contract. Notwithstanding the
foregoing, such additional or reduced cost shall not be separately paid or credited if
the same has already been accounted for in the price adjustment provisions
where applicable, in accordance with GCC
3.25 INDEMNITY
If any action in court is brought whether of common law or under the workmen's
compensation act, 1923 or any other statute in force or in the event of any claim being
made or action being brought against the Purchaser for infringement or alleged
infringement of latter’s patent in respect of any machine, plant, work or material used or
supplied by the Supplier under this contract or in respect of any method of using or
working by the Purchaser of such machine, plant, work of material, the Supplier will
indemnify the Purchaser against such claim or demand and all cost & expenses arising
from or incurred by reasons of such claim & demand provided that the Purchaser shall
notify the Supplier within reasonable time whenever any claim is made and that the
Supplier shall be at liberty if he so desires with the assistance of the Purchaser if
required, at the Supplier's own expense, to conduct all negotiations for the settlement of
the same or any litigation that may arise there from and provided that no such material,
plant, work or material shall be used by the Purchaser for any purpose or in any manner
other than that for which they have been supplied by the Supplier and specified under
this contract.
3.26 MATERIALS AND WORKMANSHIP
All materials used in the supplied material/Hardware shall be original, new & unused
and will comply with the standards and codes specified and shall be selected from the
best available considering strength, durability and best engineering practice, it will not
deteriorate or distort under the prevailing extremes of atmospheric conditions. The
workmanship and design shall be in accordance with best engineering practice and shall
be such as have been proved to be suitable for the intended purpose and for giving
satisfactory performance under the prevailing climatic conditions and proposed system
of supply. Liberal margin of safety shall be used throughout the design and special
consideration shall be given for parts subjected to alternating stress or-shocks or most
severe operating conditions.
3.27 ANNUAL MAINTENANCE CONTRACT
The AMC period shall commence after the final acceptance of ERP system. Annual
support shall be for the period of 18 months and thereafter renewable on yearly basis on
the same terms & conditions at RVUN’s option.

3.28 WARRANTY
The supplier shall warrant that the system will substantially conform to the functional
specifications till annual technical support.
3.29 LIQUIDATED DAMAGES
3.29.1 (a) The implementation of ERP system shall be considered as successfully completed
when the Project manager has issued operational acceptance certificate i.e. go live
and stabilization certificate and final acceptance of ERP system. If the contractor
fails to complete the work within the time frame work as specified in the contract or
any extension in the contract, due to reasons not attributed to RVUN, then the
Purchaser shall be entitled at his option:
i. To recover from the contractor ½% (half percent) of the accepted contract price
(except AMC portion) for delay of each week or part thereof.
ii. The recovery of such amount will be limited to maximum of 10% of the accepted
contract price (except AMC portion).
iii. To get execute the work from elsewhere after giving due notice to the
Contractor, on his account without cancelling the contract for the work/material
define in scope of work not yet due for execution.
iv. To cancel the contract or part thereof if so desired and to purchase the
equipment/ material/licenses/modules as defined in scope of work at the risk and
cost of the Contractor/Supplier.
(b). The adjustment in regard to the amount recoverable if any, in terms of above shall
be made from the cash deposits/ dues of the firm, bank guarantee(s) as may be
available with the Nigam and/or in any other manner as maybe deemed appropriate
by the purchaser.
(c) Any financial liability i.e. increase in rate of GST, Any other Taxes & duties, cost of
Software, Licenses etc. arising consequent upon failure of the Contractor to adhere
to the stipulated completion schedule shall be to his (Contractor) account.
3.29.2 LIQUIDATED DAMAGES BEING REASONABLE

The Parties acknowledge that
Damages for Supplier's failure to meet any Contractual Completion Date and Supplier’s
failure to achieve the system performance are difficult to determine and that the
Liquidated Damages set forth in the Contract including relevant clause of General
Conditions of Contract are appropriate measures of the damages for such delays or
such shortfalls in performance and are neither penalty nor consequential damages
sustained by Owner as a result of such delays and / or shortfalls. Payment of all
Liquidated Damages pursuant to relevant clause of GCC shall be subject to the
limitation on liability in respect thereof set forth in relevant clause of General Conditions
of Contract.
Supplier waives any defence to non -performance of its obligation to pay Liquidated
Damages pursuant to the Contract including relevant clause of GCC on the ground of
alleged invalidity or unenforceability of provisions relating to payment of Liquidated
Damages based on any theory or law or otherwise.

The amount of Liquidated Damages specified herein represent the projected
commercial losses of the Owner, are fair and reasonable, are not penalties and reflect
the Parties’ assessment and estimate of such financial losses and damages of the
Owner.
In view of the foregoing, the Supplier accepts and agrees to such Liquidated Damages
as liquidated damages and shall not dispute such Liquidated Damages in any
proceedings under the Contract.
3.30 EXTENSION OF TIME
3.30.1 If at any time during performance of the Contract, the Bidder should encounter
conditions impeding timely delivery of the Goods or completion of Related Services, the
Bidder shall promptly notify the Purchaser in writing of the delay, its likely duration, and
its cause. However, it is the sole responsibility of the Bidder to apply or request in
advance for any extension of time before the expiry of the scheduled delivery period. As
soon as practicable after receipt of the Bidder’s notice, the Purchaser shall evaluate the
situation and may at its discretion extend the Bidder’s time for performance, in which
case the extension shall be ratified by the parties by amendment of the Contract.
3.30.2 Except in case of Force Majeure, as provided under GCC or where the delay in delivery
of the Goods or completion of Related Services is caused due to any delay or default of
the Purchaser, any extension granted shall not absolve the Bidder from its liability to the
pay of liquidated damages pursuant to GCC Clause.
3.31 FORCE MAJEURE CONDITIONS
3.31.1 Definition of Force Majeure
“In this Clause, “Force Majeure” shall mean an event or circumstance beyond the
reasonable control of the Owner or the Contactor which could not have been foreseen,
prevented or mitigated by such Party using its reasonable diligence and which makes it
impossible for such Party to perform the whole or in part its obligations under the
Contract, including but not limited to:
a) Act of God;
b) An act of war, (whether declared or undeclared) hostilities invasion, armed
conflict or an act of foreign enemies, blockade, embargo, revolution, military
action, or sabotage.
c) Contamination by radio-activity from any nuclear fuel, or form any nuclear waste
from the combustion of nuclear fuel, radioactive toxic explosive, or other
hazardous properties.
d) Riot, civil commotion, terrorism or disorder, unless solely restricted to employees
of the Supplier or of his Sub-suppliers.
e) Natural or regional industrial disputes or targeted disputes which are part of
national or regional campaign and which is not reasonably within the powers of
a Party to prevent, or which is not specific to the Party or any of his Suppliers or
Sub suppliers.
f) Operation of the forces of nature such as earthquake, hurricane, lightning, tidal
wave, tsunami, typhoon or volcanic activity.
3.31.2 Effect of Force Majeure Event

Neither the Owner nor the Contractor shall be considered in default or in Contractual
breach to the extent that performance of obligations is prevented by a Force Majeure
Event, which arises after the Effective Date. An extension of time shall be granted to
Contractor only to the extent Contractor proves to Owner;
a) The performance of the Work or supply of Goods is actually and necessarily
delayed by an event of Force Majeure and
b) The effect of such event of Force Majeure could not have been prevented or
avoided or removed despite exercise of reasonable due diligence whether
before, after or during the event of Force Majeure.
3.32 SUSPENSION OF WORK
The Purchaser shall not be liable to pay to the supplier/contractor any compensation
whatsoever arising from suspension of work order.
3.33 INSURANCE
The contractor shall take insurance policy as applicable at present or may become
applicable in future, as required for due execution of contract, to protect self and RVUNL
from any kind of losses. Any liability if occurred and become payable by RVUNL shall be
fully recovered from due payment/ security of contractor.
3.34 NO LIMITATION OF LIABILITY
The required coverage referred to and set forth in aforesaid clause shall in no way affect
or limit Supplier's liability with respect to performance of the Work/supply or any
obligation under the Contract.
3.35 INSPECTION AND TEST
3.35.1 The Supplier shall at its own expense and at no cost to the Purchaser carry out all such
tests and/or inspections of to ensure that the Goods and Related Services are
complying with the functional parameters, codes and standards specified in the Scope
of Work, to the satisfaction of the Purchaser.
3.35.2 Whenever the Supplier is ready to carry out any such test and inspection, it shall give a
reasonable advance notice, including the place and time, to the Purchaser.
3.35.3 The Purchaser may require the Supplier to carry out any test and/or inspection to verify
that the characteristics and performance of the Goods or Related Services comply with
the technical specifications, codes and standards under the Contract.
3.35.4 The Supplier shall provide the Purchaser with a report of the results of any such test
and/or inspection.
3.35.5 The Supplier agrees that neither the execution of a test and/or inspection of the Goods /
Related Services or any part thereof, nor the attendance by the Purchaser or its
representative, nor the issue of any report, shall release the Supplier from any
warranties or other obligations under the Contract.
3.36 SECURITY DEPOSIT/CONTRACT PERFORMANCE GUARANTEE

3.36.1 In order to secure/assure due fulfilment of the Contract, successful Bidder(s) receipt of a
preliminary acceptance letter(LOI)/ detailed work order as the case may be shall furnish
within a period of fifteen days (15 days) a Security deposit equivalent to 10% (ten
percent) of the Contract Price in cash/crossed Bank Draft, or by way of Bank
Guarantee from any Nationalized/ scheduled bank in India in the prescribed Performa
enclosed on a non-judicial stamp paper of Rajasthan of requisite value as per prevailing
rules of Rajasthan Stamp Duty Act. The BG shall be valid for a period of 21 months plus
3 months claim period and If required by the Purchaser the validity of the Bank
Guarantee shall be further extended for such period as desired. The B.G. is to be
furnished in whole rupees rounded off to nearest hundred rupees.
3.36.2 Full amount of EMD of successful Bidder shall be converted into security deposit and if
contractor provide BG for full 10% amount, EMD shall be refunded on acceptance of
BG.
3.36.3 Unless otherwise specifically required to be retained/forfeited by the Purchaser, the.

Security Deposit shall be refundable on request of the supplier after three months of
completion of the entire work i.e. Final acceptance of the ERP system.
3.36.4 If the supplier fails or neglects to observe or perform any of his obligations under the
contract, it will be lawful for the Purchaser to forfeit either in whole or in part at his
absolute discretion the Security Deposit furnished by the supplier.
3.36.5 No interest shall be payable on such deposits. Bank Charges or any charges if any shall
be to the supplier's account. If the supplier fails to provide the security within the period
specified, such failure shall constitute a breach of the Contract and the Purchaser shall
be entitled to make other arrangements at the risk and expenses of the supplier and the
Bid security deposited by the supplier shall also stand forfeited to the Nigam.
3.36.6 The Contract performance Bank Guarantee and the Bank Guarantee by the Associate
shall be in the currency or currencies of the contract.
3.36.7 Additional Bank Guarantee(s)
Additional contract performance security bank guarantee limited to 20% of contract price
if required shall be furnished by Bidder’s. If the Bid, which results in the lowest evaluated
bid price, is seriously unbalanced or front loaded in the opinion of the Procuring Entity,
the Procuring Entity may require the Bidder to produce detailed price analysis for any or
all items of the Bill of Quantities, to demonstrate the internal consistency of those prices
with the construction methods and schedule proposed. After evaluation of the price
analysis, taking into consideration the schedule of estimated Contract payments, the
Procuring Entity may require that the amount of the contract performance security be
increased (to a maximum of 20% of the bid value of such items) at the expense of the
Bidder to a level sufficient to protect the Procuring Entity against financial loss in the
event of default of the successful Bidder under the Contract.
FORFEITURE OF PERFORMANCE SECURITY

a) Amount of Contract performance security in full or part may be forfeited in the
following cases:-
i. When the Bidder does not execute the agreement in accordance with GCC
within the specified time; after issue of letter of acceptance; or
ii. when the Bidder fails to commence the Works as per Work order within the time
specified; or
a. when the Bidder fails to complete Contracted Works satisfactorily within the
time specified; or
b. when any terms and conditions of the Contract is breached; or
c. Failure by the Bidder to pay the Procuring Entity any established dues
under any other contract; or
if the Bidder breaches any provision of the Code of Integrity as specified for
the Bidders in the Act, Chapter VI of the Rajasthan Transparency in Public
Procurement Rules and this Bidding Document.
b) Notice of reasonable time will be given in case of forfeiture of Contract performance
security. The decision of the Procuring Entity in this regard shall be final.
3.37 TERMS OF PAYMENT:-
3.37.1 Bills shall be presented by the Contractor on completion of Mile stone activities as per
payment schedule (i.e. Schedule-III) for each item of work separately subject to any
deduction which the Purchaser may be authorized to make in accordance with the terms
of the contract.
3.37.2 The payment shall be made by Sr. Accounts Officer (TD) generally within thirty days of
submission of invoice after due verification by authorized Engineer-in-charge/Project
manager on satisfactory completion of Mile stone activities as per payment schedule.
3.37.3 The payment shall be due and payable by the purchaser in accordance with the
provision of the contract within a reasonable period from the date of receipt of each
invoice by the purchaser duly verified by authorized Engineer-in-charge/Project
manager on satisfactory completion of work or milestone activities as defined in
contract. The purchaser will make all possible efforts to release payment to contractor in
due course of time but in case of delay in payment the purchaser shall not be liable to
pay any interest on the outstanding amount to the contractor.
3.37.4 The contractor shall be entitled to payment generally as follows -

i. 90% (Ninety percent) payment against each work (as per payment schedule) along
with 100% taxes & duties.
ii. Balance 10% (Ten percent) payment will be made after satisfactory completion of
Entire ERP System and AMC period and on completion of all other contractual
obligations.
No payment under this clause shall be made unless the supplier has furnished the
Security deposit, signing the contract agreement and completion of all contractual
obligations.
ALTERNATIVELY
In case the supplier furnishes System/ Equipment Performance Bank Guarantees from
the Nationalized/scheduled Bank to the extent of 10% of contract price in the prescribed
Performa and in the manner prescribed for the purpose, the balance payment of item (ii)
above can also be considered for release with (i) above on completion of other
contractual obligations.

The option once exercised, to this effect shall not be changed during currency of the
contract.
Bank commission regarding payment or other purpose (if any) shall be to contractor
account.
3.38 EQUIPMENT/SYSTEM PERFORMANCE GUARANTEE: -
3.38.1 If the supplier chooses option alternative at clause 3.37.4 (ii), then he shall furnish
EPBG from any Nationalized /Scheduled Bank equal to 10 % of contract price valid up
to satisfactory completion of AMC period and on completion of all other contractual
obligations i.e. 36 months plus 6 months claim period.
3.38.2 The equipment/system performance guarantee shall cover additionally the following
guarantees to the Owner:
a) The successful Bidder guarantees the successful and satisfactory operation of the
equipment/system furnished and Implemented under the Contract, as per the
specifications.
b) The successful Bidder further guarantees that the equipment provided and installed
by him shall be free from all defects in design, material and workmanship and shall
upon written notice from the Owner fully rectify free of expenses to the Owner such
defects as developed under the normal use of the said equipment.
3.38.3 In case Supplier fails to fulfill its obligations under Contract, the proceeds of Equipment/
system performance security may be appropriated by Owner as part compensation for
any loss resulting from Supplier's failure to perform and full-fill the various obligations
under Contract without prejudice to any of the rights or remedies to which the Owner
may be entitled under the Contract or otherwise in law.
3.38.4 Supplier shall extend the validity of the Equipment /system performance security
suitably, if so required by the RVUNL. The Bank Guarantee shall be in the currency or
currencies of the contract.
3.39 STATUARY VARIATION
Any statuary variation during the currency of the contract shall be paid/adjusted as per
applicable rules, however beyond stipulated delivery/completion period the same shall
be borne by the supplier and if the situation is beneficial to owner shall be passed on to
RVUNL.
3.40 DUE DATES OF PAYMENT
Payment shall be due and payable by the Purchaser in accordance with the provision of
the contract within a reasonable period from the date of receipt of each invoice by the
Purchaser duly supported by a certificate of the Engineer. The Purchaser will make all
possible efforts to release payment to the supplier in due time. But in case of delay in
payment the Purchaser shall not be liable to pay any interest on the outstanding amount
to the supplier.
3.41 DEDUCTION FROM CONTRACT PRICE

3.41.1 All cost, damages or expenses which the Purchaser may have paid for which under the
Contract the Supplier/contractor is liable, may be deducted by the Purchaser from any
money due or becoming due by him to the Supplier under this or any other contract or
may be recovered by suit or otherwise from the Supplier Any sum of money due and
payable to the Supplier (including security deposit returnable to him) under this contract
may be appropriated by the Purchaser and set off against any claim of money arising
out of or under any other contract made by the Supplier with the Purchaser.
3.41.2 All costs, damages or expenses, which the Owner may have paid, for which under the
Contract the Supplier is liable, will be claimed by the Owner. All such claims shall be
billed by the Owner to the Supplier regularly as and when they fall due. Such bills shall
be supported by appropriate and certified vouchers or explanations, to enable the
Supplier properly identify such claims. Such claims shall be paid by the Supplier within
15 (fifteen) Days of the receipt of the corresponding bills and if not paid by the Supplier
within the said period, the Owner may the deduct the amount, from any monies due or
becoming due by him to the Supplier under the Contract or may be recovered by actions
of Law or otherwise, if the Supplier fails to satisfy the Owner of such claims.
3.41.3 Owner shall have the right to withhold from any payment due to Supplier, including the
final payment, such amounts as Owner reasonably deems necessary or appropriate to
protect it because of any one or more of the following reasons:
3.41.4 Supplier's failure to deliver any Performance Securities to Owner as contemplated under
relevant clause of GCC by Any requirement in accordance with Applicable Laws to
withhold any Taxes payable by Supplier in respect of the Goods/Work or any part
thereof;
3.41.5 Supplier's failure to make payments of Workers for Work or supply of Goods or to any
statutory & Regulatory authority including amounts withheld by Supplier because of
disputes between Supplier and such Persons. Any legal cases, litigations pending
against the Supplier or against the Owner but relating to the Works or Supplier’s
obligations under the Contract.
3.41.6 Any breach of warranties contained in the Contract which relates to the recovery by the
Owner of any amounts that the Owner may have paid, for which the Supplier is liable
under the Contract, the Owner shall also be entitled to recover all the dues in terms of
the Contract including Liquidated Damages for delay, Liquidated Damages for the
shortfall in the performance etc., by way of deductions from the payments due to the
Supplier or that may become due to the Supplier in future or from any securities /
guarantees under the Contract and / or otherwise. Notwithstanding any dispute that
Supplier may have, and regardless of the basis thereof or grounds therefore, Supplier
agrees that it will, for so long as the Contract has not been terminated diligently
prosecute the Work up to Final Performance Acceptance and Take-over of system, all in
accordance with the terms of the Contract.
3.42 STATUARY DEDUCTION
All statuary deduction i.e. TDS, GST, Labour cess, and any other tax/duties shall be
deducted from supplier’s bills as per applicable rules.
3.43 CORRESPONDENCE

3.43.1 The Purchaser/Engineer-in-charge/Consulting Engineer shall ordinarily correspond with
the Bidder/Supplier on all the address furnished by the Bidder/Supplier. The
Bidder/Supplier shall ordinarily address all correspondence intended for the Purchaser
to the Purchaser's representative who has invited Bid at the address given in the Bid
Notice. All correspondence shall be furnished in. duplicate to the Purchaser. A copy of
correspondence relating to technical clarification/data 'nay also is sent to Consulting
Engineer for expeditious disposal.' All correspondence pertaining to the purchase order
for clarifications required on the terms and conditions, dispatch instructions, contract
drawings, tests certificate, etc. should be addressed to the procuring Entity and
correspondence relating to execution of work and supply of goods at site shall be
addressed to the Chief Engineer (TD), RVUNL.
3.44 LIEN IN RESPECT OF CLAIMS IN OTHER CONTRACTS
3.44.1 Any sum of money due and payable to the Supplier (including the Contract performance
security returnable to him) under the Contract may be withheld or retained by way of lien
by the Engineer-in-Charge or the Government or any other Contracting person or
persons through Engineer-in-charge against any claim of the Engineer-in-Charge or the
Government or such person or persons in respect of payment of a sum of money arising
out of or under any other Contract made by the Supplier with the Engineer-in-Charge or
the Government or with such person or persons. It is an agreed term of the Contract that
the sum of money so withheld or retained under this Sub-Clause by the Engineer-in-
Charge or the Government will be kept withheld or retained as such by the Engineer-in-
Charge or the Government till his claim arising out of the same Contract or any other
Contract is either mutually settled or determined by the arbitration Sub-Clause or by the
competent court, as the case may be and that the Supplier shall have no claim for
interest or damages whatsoever on this account or on any other ground in respect of
any sum of money withheld or retained under this Sub-Clause and duly notified as such
to the Supplier.
3.45 LEVY OR TAXES PAYABLE BY SUPPLIER
GST or any other taxes and duties on Materials, works or services in respect of this
Contract shall be payable by the Supplier according to Law in effect.
3.46 DEATH, BANKRUPTCY AND CHANGE OF NAME
3.46.1 If the Supplier/Contractor shall die or dissolve or commit any act of bankruptcy or being
a Corporation commence to be wound up except for reconstruction purpose or carry on
its business under receiver, the executors, successors, or other representatives in law of
the estate of the Supplier or any such receiver, liquidator, or any persons to whom the
Supplier may become vested, shall forth with give notice thereof in writing to the
Purchaser and shall for one (1) month during which he shall take all reasonable steps to
prevent stoppage of the work, have the option of carrying out the Contract subject to his
or their providing such guarantee as may be required by the Purchaser but not
exceeding the value of the work for the time being remaining unexecuted Provided
however that nothing above said shall be deemed to relieve the Supplier or his
successors of his or their obligations under the contract under any circumstances. In the
event of stoppage of the work, the period of the option under this clause shall be
fourteen (14) days only, provided that should the above option be not exercised, the

contract may be terminated by the Purchaser by giving notice in writing to the Supplier
and the same power and provisions reserved to the Purchaser in the event of taking the
Work out of the Supplier's hands shall immediately become operative.
3.46.2 At any stage after Biding, the Purchaser shall deal with the Supplier only in the name
and at the address under which he has submitted the Bid. All the liabilities/
responsibilities for the execution of the contract shall be those of the Supplier and in no
circumstances he shall be relieved of any obligations under the contract. The Purchaser
may, however at his discretion deal with Agents/Representatives/
Distributors/Manufacturers/Associates/ Principles/Sister Concerns and such dealing
shall not absolve the supplier(s) from his responsibilities/obligations/liabilities to the
Purchaser under the contract.
3.46.3 Any change/alteration of name/ constitution/organization of the supplier shall be duly

notified to the Purchaser and the Purchaser reserves the right to determine the Supplier,
in case of any such notification. In the event of such determination, the Purchaser may
affect the purchases of the material not supplied from elsewhere at the risk and cost of
the Bidder/supplier.
3.47 LIMITATION OF LIABILITY
The Supplier’s aggregate liability under or arising out of or in connection with this
Contract, its performance or breach shall be limited to the Maximum of Contract Price.
This shall, however, exclude his liability for Liquidated Damages for Delay and all third
party liabilities or indamines including Intellectual Property Indemnification pursuant to
GCC and other provisions of the Contract.
3.48 JURISDICTION OF COURT TO DEAL WITH DISPUTES
The contract shall be governed by the Laws of India for the time being in force and be
subject to the Court of competent jurisdiction at Jaipur (Rajasthan) in India only. All
disputes, differences, questions what-so-ever arising between the Purchaser and
Supplier upon or in relation to or in connection with the contract shall be deemed to
have arisen at Jaipur (Rajasthan) in India only Any dispute(s) or differences arising out
of or in connection with the Contract shall, to the extent possible, be settled amicably
between the parties.
All Settled dispute(s) or difference(s) arising out of or in connection with the Contract
shall be decided by the Owner/Owner’s Representative whose decision shall be final
and binding on the parties.
3.49 CONSTRUCTION OF CONTRACT
The contract shall in all respect be deemed to be and shall be constructed and shall
operate as an Indian Contract as defined in the Indian Contract Act, 1872. (Latest
amended) and all payments there under shall be made in Rupees unless otherwise
specified.
3.50 ACCEPTANCE OF THE ORDER
The acceptance of the order shall be conveyed to the procuring entity ‘s address
mentioned in the NIB within Seven days (7 days) of the receipt of the order failing which

it will be presumed that the terms and conditions incorporated in the order have been
accepted by the supplier.
3.51 PROJECT TIMELINES
Time is essence for this project. Following table indicates the overall timelines of the
project. Bidder needs to adhere to the given timelines and provide detailed project plan
in the bid. Final project plan will be discussed mutually and agreed by the Purchaser.
Unless otherwise agreed by the Purchaser, the Bidder is required to meet the overall
timelines of the project
Following table indicates the overall timelines of the project

S.No. Milestone Months
1 Enterprise Go-Live (Big Bang Approach) 15 Months
2 Stabilization/ Hand-Holding Period after 3 Months
Enterprise Go-Live
3 Help Desk/ Annual Maintenance shall 18 Months (Mandatory)
commence after acceptance of ERP
system
3.52 SOLUTION AUDIT
A designated team / person from Purchaser or its appointed third party will review the
performance of Supplier against the SLA (as defined in tender document) as per
requirement. The review / audit report will form basis of any action relating to imposing
penalty on or breach of contract of the Supplier.
3.53 COPYRIGHT
3.53.1 Purchaser shall own and have a right in perpetuity to use all newly created Intellectual
Property Rights which have been developed solely during execution of this Contract,
including but not limited to all Source code, Object code, records, reports, designs,
application configurations, data and written material, specifications, reports, drawings
and other documents which have been newly created and developed by the Bidder
solely during the performance of Related Services and for the purposes of inter-alia use
or sub-license of such Services under this Contract. The Bidder undertakes to disclose
all such Intellectual Property Rights arising in performance of the Related Services to
the Purchaser and execute all such agreements/documents and file all relevant
applications, effect transfers and obtain all permits and approvals that may be
necessary in this regard to effectively transfer and conserve the Intellectual Property
Rights of the Purchaser. To the extent that Intellectual Property Rights are unable by
law to so vest, the Bidder assigns those Intellectual Property Rights to Purchaser on
creation.
3.53.2 The Bidder shall be obliged to ensure that all approvals, registrations, licenses, permits
and rights etc. which are inter-alia necessary for use of the goods supplied / installed by
the Bidder, the same shall be acquired in the name of the Purchaser, and the same may
be assigned by the Purchaser to the Bidder solely for the purpose of execution of any of
its obligations under the terms of this Contract. However, subsequent to the term of this
Contract, such approvals, registrations, licenses, permits and rights etc. shall endure to
the exclusive benefit of the Purchaser.

3.53.3 The Bidder shall ensure that while it uses any software, processes, document or
material in the course of performing the Services, it does not infringe the Intellectual
Property Rights of any person and the Bidder shall keep the Purchaser 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 Bidder or its personnel during the course of performance of the
Related Services. In case of any infringement by the Bidder, the Bidder shall have sole
control of the defense and all related settlement negotiations.
3.53.4 The Bidder shall retain exclusive ownership of all methods, concepts, algorithms, trade
secrets, software documentation, other intellectual property or other information
belonging to the Bidder that existed before the effective date of the contract.
3.54 PRODUCT UPGRADES
3.54.1 At any point before final acceptance and/or completion of Business blueprint, should
new version be introduced by the OEM for software originally offered by the Supplier in
its bid, the Supplier shall be obligated to offer to the Purchaser the latest versions of the
available technology/version without any additional cost to the Purchaser.
3.54.2 During performance of the Contract including AMC, the Supplier shall offer to the
Purchaser any technical and/or functional enhancements through patches, updates
and/or bug-fixes, as well as related documentation and technical support services,
without any additional cost to the Purchaser.
3.54.3 The Purchaser shall be free to decide and introduce all new versions, releases or
updates of the Software. In no case shall the Supplier stop supporting or maintaining a
version or release of the Software implemented during the tenure of the contract.
3.55 TERMINATION/BREAK CLAUSE
3.55.1 The Purchaser shall, in addition to his power under other clauses to determine this
contract have power to terminate his liability there under at any time by giving three (3)
months (or such period as may be mutually agreed) notice in writing to the Contractor of
the Purchaser's desire to do so and upon the expiration of the notice period, the contract
shall be determined without prejudice to the rights of the parties accrued to the date of
determination but subjected to the operation of the following provisions of this clause.
3.55.2 In the event of such notice being given the Purchaser shall be entitled to exercise as
soon as may be reasonably practicable within that period the following power or any of
them:-
a) To direct the Contractor to Complete in accordance with the contract all or any
articles, parts .of such articles or components in course of manufacture at the
expiry of the notice and to deliver the same at such rate of delivery as may be
mutually agreed upon or in default of agreement at the contract rate. All articles
delivered by the Contractor in accordance with such directions and accepted shall
be paid for at a fair and reasonable price assessed on the basis of the contract price
when it exists.
b) To require the Contractor on the receipt of the notice of termination -

i. Immediately to take such steps as will ensure that the production rate of the
articles specified in the schedule and parts thereof is reduced as rapidly as
possible.
ii. As far as possible consistent with (i) above to concentrate work on the
completion of parts already in a partly manufactured state and
iii. To terminate on the best possible terms such orders for materials and parts
bought out in a partly manufactured or wholly manufactured state as have not
been completed, observing in this connection any directions given under
paragraphs (a) and (b) (i) and (ii) above as far as this may be possible.
3.55.3 In the event of such notice being given, provided the Contractor has reasonably
performed all the provisions of the contract binding him to the date of the notice.
a) The Purchaser may take over from the Contractor at a fair and reasonable price
assessed on the basis of the contract price of the completed articles all unused,
undamaged and acceptable materials, bought out components and articles in course
of manufacture in the possession of the Contractor at the expiry of the notice and
properly provided by or supplied to the Contractor for the performance of the
contract except such materials, bought out components and articles which the
Purchaser may refuse to take over, shall be taken over by the Contractor.
b) Provided that in case the materials and/or the components are supplied to the
Contractor through the intervention of the Purchaser or on his behalf-
i. The said fair and reasonable price shall be assessed on the basis of the cost
price of such material and/or components and
ii. If the Contractor elects to retain any materials, bought-up components and
articles as in this clause provided he shall settle all claims of supplier in respect
of the materials and/or components supplied to him as aforesaid including any
claims to any extra charge (if the original stipulated terms had been
concessional) and shall keep the Purchaser indemnified against the same.
c) The Contractor shall deliver in accordance with the direction of the Purchaser all
such unused, undamaged and acceptable materials, bought out components and
articles in course of manufacture (except as aforesaid) takeover by or previously
belonging to the Purchaser and the Purchaser shall pay to the Contractor fair and
reasonable handling and delivery charges thereof.
d) The Purchaser shall indemnify. the Contractor against any commitments, liabilities or
expenditure which in the opinion of the Purchaser are reasonably and properly
chargeable by the Contractor in connection with the contract to the extent to which
the Purchaser is satisfied that such commitments, liabilities or expenditure would
otherwise represent an unavoidable loss to the Contractor by reason of the
termination of the Contract :
e) Provided that in the event of the Contractor not having observed any direction given
to him under sub-clause (ii) hereof, the Purchaser shall not be liable under this sub-
clause to pay any sums in excess of those for which the Purchaser would have been
liable had the Contractor observed that direction.
3.55.4 If any particular case exceptional hardship arises from the operation of this clause, it
shall be open to the Contractor to refer the circumstance to the Engineer who on being
satisfied that such hardship exists, shall make such allowance if any as in his opinion is
reasonable.
3.55.5 The Purchaser shall not in any case be liable to pay under the provisions of this clause
any sum which when taken together with any sums paid or due or becoming due to the

Contractor or under this Contract shall exceed the total price of the articles specified in
the Schedule payable under the Contract.
3.55.6 The Contractor shall in any substantial order or sub-contract placed or made by him in
connection with or for the purposes of this contract take power wherever possible by
securing the acceptance of the sub Contractor to terminate such order or sub-contract,
in the event of the termination of this contract by the Purchaser of this clause upon the
terms of the foregoing sub-clause of this clause and save only that -
a) The name of the Contractor shall be substituted for the Purchaser through-out
except in sub-clause 3(c) where it occurs for the second and third times.
b) the period of the notice of termination shall be two (2) months (or such shorter period
as may be mutually agreed upon)
3.55.7 Substantial orders or sub-let contracts shall in the context mean orders or sub-let
contracts of or over Rs. 25,000/- (Rupees twenty five thousand only) in value.
3.56 TERMINATION BY THE OWNER

a) Termination for Convenience
The Owner shall be entitled to terminate the Contract at the Owner’s convenience, at
any time by giving thirty (30) Days prior notice to the Contractor. Such notice of
termination shall specify that termination is for Owner’s convenience and the date
upon which such termination becomes effective. Upon receipt of such notice, the
Contractor shall proceed as follows:
i. cease all further work, except for such work as may be necessary and
instructed by the Owner/Owner’s Representative for the purpose of making
safe or protecting those parts of the Services already executed, and any work
required for leaving the Site in a clean and safe condition;
ii. stop all further sub-contracting or purchasing activity, and terminate Sub-
contracts;
iii. handover all Documents, equipment, materials and spares relating to the
Package prepared by the Contractor or procured from other sources up to the
date of termination for which the Contractor has received payment equivalent
to the value thereof;
iv. handover those parts of the Package executed by the Contractor up to the date
of termination; and
v. Remove all Contractor’s Equipment, which is on Site and repatriate all his staff
and labour from the Site.
b) Termination for Default by Contractor
Notice to Correct
If the Contractor fails to carry out any of his obligations, or if the Contractor does not
execute the Services in accordance to the Contract, the Owner/Owner’s Representative
may give notice to the Contractor requiring him to make good such failure. The
Contractor shall remedy the same or take reasonable action to remedy the same within
fifteen (15) Days from date of such notice.
If the Contractor:

a) fails to comply with a notice as above
b) abandons or repudiates the Contract, or
c) without reasonable excuse fails to commence or proceed with the Services in
accordance with the Contract, or
d) becomes bankrupt or insolvent, goes into liquidation, has a receiving or
administration order made against him, compounds with his creditors, or carries on
business under a receiver, trustee or manager for the benefit of his creditors, or if
any act is done or event occurs which (under any Applicable Law) has a similar
effect to any of these acts or events, or
e) assigns the Contract without the required consent of Owner, or
f) fails to comply with Applicable Laws and/or Applicable Permits, or
g) is in material breach of the Contract,
then the OWNER may, without prejudice to any other right or remedy Owner may have
under the Contract after having given thirty (30) Days’ notice to the Contractor,
terminate the Contractor’s employment under the Contract, should Contractor fail to
rectify within such notice period or commence to rectify the defaults within fifteen (15)
Days of receipt of such notice from Owner; provided always that in the case of
paragraph (d) above, the termination shall become effective on Owner issuing the notice
of termination.
Without prejudice to the foregoing the amount of Liquidated Damages for Delay for
which the Contractor would be otherwise become liable exceeds the aggregate cap,
then Owner shall at any time thereafter be entitled (but not obliged) by notice forthwith to
terminate the employment of the Contractor
Upon termination, Owner shall automatically without the necessity of any further action
by the Contractor stand subrogated to the interests of Contractor in or under any Sub-
contracts. Owner shall succeed Contractor in all Sub-contracts and the Owner shall
compensate the Sub-contractors under such Sub-contracts the compensation becoming
due and payable under their agreements with the Contractor from and after the date
Owner decides to succeed to the interests of the Contractor. The Contractor shall
simultaneously deliver all Documents relating to the Package prepared by the
Contractor or procured from other sources up to the date of termination to the Owner.
Upon termination, if requested by Owner, Contractor shall withdraw from the Site and
shall remove as directed by Owner any debris or waste materials (including any
hazardous substances) generated by Contractor in performance of the Services.
Owner may take possession of any and all materials, documents, purchase orders,
correspondence and schedules that Owner deems necessary to complete the Package.
The Owner is also free to take possession of and use Contractor’s Equipment at Site
free of any cost. The rights and authorities conferred on the Owner and the Owner’s
Representative by the Contract shall not be affected by such termination.
The Contractor shall not be released from any of his obligations or liabilities accrued
under the Contract. For the avoidance of doubt, the termination of the Contract in
accordance with this clause shall neither relieve the Contractor of his accrued
obligations for Warranty or Latent Defects or his accrued liability to pay Liquidated

Damages for Delay and/or Performance nor shall entitle him to reduce the value of
Contract performance security.
The Owner may upon such termination complete the Package himself and/or by
employing any other contractor. The Owner or such other contractor may use for such
completion such of the Documents made by or on behalf of the Contractor, Contractor’s
Equipment, Temporary Works, plant and materials as he or they may think proper. Upon
completion of the Services, or at such earlier date as the Owner/Owner’s
Representative thinks appropriate, the Owner/Owner’s Representative shall give notice
that the Contractor’s Equipment and Temporary Works will be released to the
Contractor at or near the Site. The Contractor shall remove or arrange removal of the
same from such place without delay and at his cost.
Upon termination, if Owner is of the opinion that he is not able to complete the Package
himself or with the help of other Contractors, then he may reject the incomplete Works.
In such an event the Owner shall recover all money paid by the Owner to the Contractor
for the in completed /rejected Package. The Contractor shall also dismantle and
dispose of the rejected/incomplete Works and also clear the Site at his cost. If he fails
to do so, the Owner will dismantle and dispose off the rejected incomplete Package and
clear the Site at Contractor’s Cost and risk and recover all expenses incurred in this
regard from the Contractor.
3.56.1 Payment after Termination
After termination of contract as above, the Contractor shall not be entitled to any further
payment under the Contract, except that, if Owner completes the Package and the costs
of completion are less than the Contract Price, the Owner shall pay Contractor an
amount properly allocable to Services fully performed by Contractor prior to termination
for which payment was not made to Contractor or a Sub-contractor, upon completion of
the Package by Owner.
The Owner shall be entitled to recover from the Contractor the extra costs, if any, of
completing the Works. In addition, Owner shall be entitled to exercise any rights or
remedies available to Owner hereunder or at law or in equity.
3.56.2 Contractor’s Entitlement to Suspend Work or supply of Goods
If the Owner fails to certify a payment or pay the Contractor the amount due and fails to
explain why the Contractor is not entitled to such amount, within 120(One hundred and
twenty) Days after the expiry of the time above within which payment is to be made,
except for any deduction that the Owner is entitled to make under the Contract, the
Contractor may suspend Work or supply of Goods or reduce the rate of Work after
giving not less than 60 (sixty) Days' prior Notice to the Owner. Such action shall not
prejudice the Contractor's entitlements to payment and to terminate.
If the Contractor suspends Work or supply of Goods or reduces the rate of Work, and
the OWNER subsequently pays the amount due, the Contractor's entitlement under
contract below shall lapse in respect of such delayed payment, unless Notice of
termination has already been given, and Notice period of 60 (sixty) Days has expired
and the Contractor shall resume Work.

Payment after termination If the Contractor suspends Work or supply of Goods than all
the securities deposited with RVUN either in form of cash or BGs shall be forfeited.
3.56.3 Survival of Obligations
Notwithstanding anything to the contrary contained herein, any termination of this

Contract shall not relieve:
a) Either Party of its obligations with respect to confidentiality as set forth in this
Contract,
b) Either Party of any obligations hereunder which expressly survives termination
hereof, and
c) Either Party of its obligations or liabilities for loss or damage to the other party
arising out of or caused by acts or omissions of such First party prior to the
effectiveness of such termination or arising out of such terminations and shall not
relieve Contractor of its obligations and liabilities for portions of the Work already
performed prior to the date of termination.
3.57 RISK-PURCHASE :- In addition to the above provisions, the Purchaser will have the
right to take action as per following:
3.57.1 In case of delay or non-supply of any or all the material or related services on the dates
they are due, the Nigam will have a right to refuse to accept such delayed supplies or
services and to make the purchase of the material or services so delayed or not
supplied from any alternative source or through departmental manufacture, at the sole
risk and cost of the supplier. Any extra expenditure incurred on such purchase or
departmental manufacture shall be recoverable in full from the supplier in addition to the
Nigam’s right or claim for applicable liquidated damages or penalty.
3.57.2 The purchasing authority may cancel the purchase order due to non –fulfillment of its
terms (i.e. delivery) by the supplier and give notice for recovering the damages
applicable to such non-fulfillment as per the LD clause of GCC.
3.57.3 Where risk purchase action is proposed to be taken, a legal notice should be served by
the purchasing authority on the supplier by registered post bringing his defaults to his
notice pointedly and asking him to complete all pending supplies immediately, and in
any case, within the specified period, (a reasonable period to be specified by the
purchasing authority in the notice), failing which the Nigam shall reserve the right to
effect the risk purchase at his sole risk and cost, besides levying, and recovering
liquidated and /or other damages admissible under the contract, or to cancel the
contract at its sole discretion and recover the damages for non-fulfillment or
unsatisfactory execution of the contract. In case he again defaults, he should be issued
a further legal notice stating that as he had failed to fulfill his part of the contract by
delaying deliveries, the purchasing authority was issuing a tender for the purchase of
the quantities or services not delivered by him and any extra cost including the cost of
re-tendering will be recoverable from him in addition to the liquidated damages leviable
in terms of the contract.

3.57.4 Failing payment of the same by the supplier, the amount of the claim shall be recovered
from his outstanding dues and / or security deposits against the relevant contract or any
other contract in operation, and for the balance, due process of law shall be initiated.
3.57.5 For deciding upon the question of acceptance of delayed supplies or services, and /or of
grant of extension in the delivery dates against the suppliers application in this behalf, or
enforcing risk purchase action or even cancelling the purchase order in such terms, the
powers of purchasing authority shall be exercised by the Committee constituted by
RVUNL in cases where the Whole time Directors, RVUNL, BOD or other higher
authority are the competent purchasing authority.
3.58 COMPLIANCE WITH LABOUR LAWS
In respect of all labour directly or indirectly employed in the Works of performance of the
Contractor’s Part of this Contract, the contractor shall comply relevant rules &
regulations made by the Government from time to time in regard to payment of wages,
wage period, deductions from wages, recovery of wages not paid and deductions un
authorized made, maintenance of wage books or wage slips, publication of scale of
wages and other terms of employment, inspection and submission of periodical returns
and all other matters of the like nature as per the Provisions of Contract Labour
(Regulation & Abolition) Act, 1970, and the Contract Labour (Regulation & Abolition)
Central Rules,1971, wherever applicable.
3.59 ROYALTIES AND LICENSE FEES
Contractor shall pay all required royalties and license fees with respect to proprietary
rights, intellectual property licenses and agreements, and shall procure, as required, the
appropriate proprietary rights, intellectual property licenses and agreements, for
Materials, methods, processes, systems and Services incorporated into the work or the
Project or otherwise relating to the performance of the Work Royalty fee or any other
charges against use of the material shall be contractor’s account.
3.60 SUB-LETTING OF CONTRACT
The Contractor shall not, without the consent in writing of Purchaser, which shall not be
unreasonably withheld, assign or sublet this contract or any substantial part thereof or
entrust therein or benefit or advantage whatsoever or for any part or the works of which
the makes are named in the Contract provided that any such consent shall not, relieve
the Contractor from any obligation, duty or responsibility under the Contract.

Schedule-II
3.61 PROJECT INFORMATION
Name of the Latitude Longitude
Sl.No. Capacity (MW)
project/Plant (N) (E)
1 KTPS,Kota 1240MW 25.1729° 75.8195°
2 STPS,Suratgarh 1500MW 29.1831° 74.0227°
3 CTPP,Chhabra 1000MW 24.6212° 77.0364°
4 KaTPP,Jhalawar 1200MW 24.4958° 76.1320°
5 RGTPP,Ramgarh 273.5MW 27.3358° 70.5354°
6 GLTPP,Giral 250MW 26.0426° 71.251°
7 DCCPP,Dholpur 330MW 26.41° 77.5°
8 (Rana Pratap Sagar) RPS 172MW 24.9178° 75.5813°
9 (Jawahar Sagar) JS 99MW 25.1000° 75.7081°
10 Anupgarh-I 4.50 MW 29.1912° 73.8815°
11 Anupgarh-II 4.50 MW 29.1989° 73.7297°
12 Mangrol 6MW 21.1172° 70.1158°
13 Charanwala 1.2MW 27.9126° 72.1890°
14 Bisalpur .535MW 28.2938° 79.8045°
15 PH-I 2X25MW 23˚32'41.6" 74˚30'20.9"
16 PH-II 2X45MW 23˚21'22.1" 74˚14'08.8"
17 RMC-I 2x400KW 23˚44'32.1" 74˚23'27.1"
18 RMC-II 1x165KW 23˚43'53.9" 74˚15'47.6"
19 STPS-SC,Suratgarh 1320MW 29.1831° 74.0227°
20 CTPP-SC,Chhabra 1320MW 24.6212° 77.0364°

Schedule-III
3.62 PAYMENT SCHEDULE
S. No. Description of Task Quantity Payment Milestone
1 ERP License
Supply of Application
1.01 developer user 100% 100% Immediately after project Inception.
Licenses
Supply of ERP 10% 100% Immediately after project Inception.
super User Software 40% 100% After acceptance of Blue Printing.
1.02
licenses for all On delivery; delivery shall be made
modules 50% 100%
at the time of Roll Out.
Employee
On delivery; delivery shall be made
managerial Licenses
1.03 100% 100% on specific requirement of
Excluding S.No.1.01
Engineer-in-charge
& S.No. 1.02
Employee self user On delivery; delivery shall be made
1.04 Licenses -Excluding 100% 100% on specific requirement of
S.No.1.01&1.02 Engineer-in-charge
1.05 Pay Roll Licenses 100% 100% on specific requirement of
Engineer-in-charge out.
Business Intelligence after acceptance of Blue Printing of
1.06 100% 100%
Users Integration of already running
software/applications.
On delivery; Delivery shall be made
1.07 DBMS License Cost 100% 100%
After acceptance of Blue Printing.
Note: Note- Final quantity of above licenses shall be as assessed after blue printing.
2 Implementation of ENTERPRISE RESOURSE PLANNING solution
S. No. Description of Task Payment Milestone

2.01 Implementation of ERP
• Preparation& approval of the
project charter;
• Plan & Deployment of Project
Manpower;
• Preparation & approval of
A Project Inception 10%
Training plan;
• Recommendations on the
requirement of hardware,
networking & communication
infrastructure.
• Submission of Reports of TO-

B Business Blueprint 10% BE processes and its acceptance
by RVUN after GAP analysis;

• Completion of Training to the
core team members of RVUN;
• Preparation & approval of Data
migration strategy.
• Completion of Training to IT
team members;
• Customization, Configuration &

Development of ENTERPRISE
RESOURSE PLANNING system;
• Population of sample master

C Realization 15% data in the system;
• Completion of Integration
testing;
• Planning & approval of
Performance Testing Plan;
• Data conversion and Migration
plan approval;
• Other Sign-off (if any).
• Preparation & approval of
detailed plan for Go-Live;
Final preparation • Completion of data migration;
&successful Post Go • Establishment of the Helpdesk;
D 20%
Live stabilization • User Acceptance Testing;
Period • Approval of End User Training
Plan and its commencement
• Certificate of successful
completion of ENTERPRISE
On completion of RESOURSE PLANNING solution
post implementation at Pilot Locations including
E 15%
support of three integration with IMIS, Biometric of
months from Go Live RVUN & GIS.
On successful roll- • Completion of End User
out of the solution to Training;
F remaining locations 20% • Final submission of all project
across RVUN – (Roll related documents;
Out Phase) • Other Sign-off (if any).
On successful completion of
Stabilization Acceptance Test and
After one month of
G 10% Issue of Stabilization Acceptance
Roll Out Phase
Certificate& Operational
Acceptance Certificate.
2.02 Quality Review & Audit services
On submission of Audit Report for
A Quality Review & 25% Business Blueprint and acceptance
Audit services of by RVUN
ERP by the OEM On submission of Audit Report for
B 25%
Integration Testing and acceptance

by RVUN.

C 25% Pilot Go-Live and acceptance by
RVUN.
D 25% full roll out &stabilization and
acceptance by RVUN.
Annual Technical Support for three year on ERP license (1.5 years for go-live
3
and 1.5 years for AMC support) on ERP licenses
The quoted ATS fees/price shall be for the period of 3
years/ 36 months.
As procurement of licenses shall be made on different-
different dates.
Thus, payment of ATS fees shall be made in proportionate
to price and period/time. And for the purpose of such
calculation part of the month shall be treated as full
completed month.
Example-(I)
if contract commence w.e.f 1.02.18 and gets completes

on Dt.31.01.2021.and if X No. license purchased on
Dt.1.02.18 then 16% of total ATS fees, after every six
months shall be payable for entire 36 months i.e up to
31.01.2021 Remaining due amount shall be payable after
36 months.
(i)16 % of total ATS
fees shall be payable Example-(II)
after every 6 months
within 3 years/36 If Y Nos. licenses purchased on Dt.1.02.2019 then 16% of
months. Total ATS fees shall be payable After every six months,
(ii) Remaining due calculated for remaining 24 months. If 100/Rs. Quoted by
amount shall be bidder and license purchased on Dt.01.02.2019 than
payable after 36 payable amount shall be as under:-
months.
100*24/36=Rs.66.67 (i.e Total Payable ATS fees after
every six months i.e16*4=64 Rs. and balance Rs.2.
67(66.67-64) after 36 months.
Example-(III)
If Z Nos. licenses purchased on Dt.15.06.2020 then 16%

of Total ATS fees shall be payable After every six months,
calculated for remaining 7 months. If 100/Rs. Quoted by
bidder and license purchased on Dt.15.06.2020 than
payable amount shall be as under:-
100*7/36=Rs.19.44 (i.e Total Payable ATS fees after

every six months i.e16*1=16 Rs. and balance
Rs.3.44(19.44-16) after 36 months.
Note: Quoted Rate for Annual Technical support of ERP license should be
applicable 3 years

4 Annual Maintenance Support for ERP Application
cost for Annual
Maintenance Support
for ERP Application Per After Completion of each quarter
4.01 for 1.5 years (18 Quarterly on providing satisfactory services
months) (After basis during such quarter.
Successful
implementation)

SECTION IV
Contract Forms
Annexure-I
Bid Submission Sheet
Date:
NIT No.:
To:…
……
We, the undersigned, declare that:
(a) We have examined and have no reservations to the Bidding Document, including
Addendum/Corrigendum No.:_________________________________________________________
(b) We declare that we fulfill the eligibility and qualification criteria in conformity
with the Bidding Document and offer to execute the following Works/Supply as per
designs, drawings, specifications, terms and conditions:
______________________________________________________________
(c) Our Bid shall be valid for a period of 120 days from the date of opening of techno-commercial Bid
in accordance with the Bidding Document, and it shall remain binding upon us and may be accepted at
any time before the expiration of that period;
(d) If our Bid is accepted, we commit to obtain a Performance Security as prescribed in the bidding
document for the due performance of the Contract;
(e) Our firm, including any subcontractors or suppliers for any part of the Contract, have
nationalities of India or other the eligible countries;
(f) We are not participating, as Bidder in more than one Bid for supply of the subject
Goods in this bidding process.
(g) Our firm, its affiliates or subsidiaries, including any subcontractors or suppliers for any
part of the Contract have not been debarred by the State Government or the Procuring
Entity or a regulatory authority under any applicable law;
(h) We understand that this Bid, together with your written acceptance thereof included in
your notification of award, shall constitute a binding contract between us, until a
formal Contract is prepared and executed;
(i) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you
may receive;
(j) We agree to permit the Procuring Entity or their representatives to inspect our accounts and records
and other documents relating to the bid submission and to have them audited by auditors appointed
by them;
(k) We declare that we have complied with and shall continue to comply with the provisions of the Code
of Integrity including Conflict of Interest as specified for Bidders in the Rajasthan Transparency in
Public Procurement Act, 2012, the Rajasthan Transparency in Public Procurement Rules, 2013 and
this Bidding Document during the procurement process and execution of the Contract till completion
of all our obligations under the Contract;
(l) Other comments, if any:
Name: ____________________________________________
In the capacity of: ________________________________________
Signed: ______________________
Date: ___________________
Duly authorised to sign the Bid for and on behalf of: __________________
Complete Address ______________________________________
Tel: ___________________ Fax: _________________ E-mail: _______________

Annexure-II
Bid Declaration
In relation to our Bid submitted to ………………………. [Designation and address of the procuring entity]
for procurement of ………………………… [Name of the Works] in response to their Notice Inviting Bids
No…………… Dated
………….. we hereby declare, that:
We are eligible and possess the necessary professional, technical, financial and managerial resources
and competence required by the Bidding Document issued by the Procuring Entity;
We have fulfilled our obligation to pay such of the taxes payable to the Central Government or the
State Government or any local authority, as specified in the Bidding Document;
We are not insolvent, in receivership, bankrupt or being wound up, not have our affairs administered
by a court or a judicial officer, not have our business activities suspended and are not the subject of legal
proceedings for any of the foregoing reasons;
We do not have, and our directors and officers not have, been convicted of any criminal offence
related to our professional conduct or the making of false statements or misrepresentations as to our
qualifications to enter into a procurement contract within a period of three years preceding the
commencement of this procurement process, or not have been otherwise disqualified pursuant to
debarment proceedings;
We do not have a conflict of interest as specified in the Rajasthan Transparency in Public

Procurement Act, the Rajasthan Transparency in Public Procurement Rules and this Bidding Document,
which materially affects fair competition;
We have complied and shall continue to comply with the Code of Integrity as specified in the
Rajasthan Transparency in Public Procurement Act, the Rajasthan Transparency in Public Procurement
Rules and this Bidding Document, till completion of all our obligations under the Contract.
Date: Signature of Bidder
Place: Name :
Designation:
Address:

Annexure-III
OEM’s Authorization
(To be given on the letter head of the OEM)
Date: _____________
NIB No.: ______________
To: _____________
WHEREAS
We, who are official OEM of ________________________ having registered offices

at_________________ and Branch offices at__________________________ do hereby
authorize________________(Name of Bidder) to submit a Bid in relation to the Invitation for Bids
indicated above, the purpose of which is to execution of Implementation of ERP system in RVUNL
In regard to bid submitted by ____________ ( Name of Bidder) We hereby extend our full Support and
services during the currency of the contract in accordance with the Bid documents.
Name: ___________________________________
In the capacity of: _____________________________________
Signed: ___________________________________
Duly authorized to sign the Authorization for and on behalf of (OEM):
___________________________________________________
OEM’ seal: ___________________________________
Tel: _______________ Fax: ___________________ e-mail: ____________________

Annexure-IV
TECHNICAL DEVIATIONS FROM THE SPECIFICATION

(This shall form part of Technical Bid)
All the technical deviations from the tender specification shall be listed out by the Bidder, Para by Para, in
this schedule. Deviations taken in covering letter, standard terms and / or body of the bid but not listed
herein will make the Bids liable for rejection as ‘irresponsive’.
S.No. Section/Clause Ref/Page No. Deviation Justification
1 2 3 5 6
Certified that above are the only technical deviations from the tender Specification.
Seal of Company Bidder’s Name

________________
Signature
________________
Name
________________
Designation
________________
Date
Note: 1. Continuation sheets of like size and format may be used as per Bidder's requirements and
annexed to this Schedule
2. The deviations and variations, if any, shall be brought out separately for each of the item.

Annexure-V
COMMERCIAL DEVIATIONS FROM THE SPECIFICATION

(This shall form part of Technical Bid)
All the commercial deviations from the tender specification shall be listed out by the Bidder, Para by
Para, in this schedule. Deviations taken in covering letter, standard terms and / or body of the bid but not
listed herein will make the Bids liable for rejection as ‘irresponsive’.
S.No. Section/Clause Ref/Page No. Deviation Justification
1 2 3 5 6
Certified that above are the only commercial deviations from the tender Specification.
Seal of Company Bidder’s Name

________________
Signature
________________
Name
________________
Designation
________________
Date
Note: 1. Continuation sheets of like size and format may be used as per Bidder's requirements and
annexed to this Schedule
2. The deviations and variations, if any, shall be brought out separately for each of the item.

Annexure-VI
Letter of Authorization/Board Resolution/Power of Attorney for individual to sign on behalf of the

Bidder
To
________________(Procuring Entity)
Sir(s),
Sub: Name of Work/Supply against NIT No….

The Letter of Authorization/Board Resolution/Power of Attorney in respect of the following, authorizing
them to sign the Bid Proposal and negotiate and furnish information as and when called by owner, is
enclosed herewith:
1.
2.
3.
Date Signature of Authorised Signatory …

Place Name of the Authorised Signatory…
Designation …
Name of the Organization
Seal …

Annexure-VII
Litigation History
To
_______________(Procuring Entity)
Sir(s),
The details in respect of history of litigation or arbitration in the last 10 years of our Company
are furnished below:
Year Award `for’ or `against’ Name of the Party, Cause Disputed Amount
the Bidder of Litigation and matter in
in Rs.
dispute
Date Signature of Authorized Signatory …

Place Name of the Authorized Signatory…
Designation …
Name of the Organization

Seal …
Note:
1. Continuation sheets of like size and format may be used as per Bidder’s requirements and shall be
annexed to these schedules.
2. Bidder should provide information on any history of litigation or arbitration in the last ten years.

Annexure-VIII
Compliance with the Code of Integrity and No Conflict of Interest
Any person participating in a procurement process shall –
(a) not offer any bribe, reward or gift or any material benefit either directly or indirectly in exchange
for an unfair advantage in procurement process or to otherwise influence the procurement
process;
(b) not misrepresent or omit that misleads or attempts to mislead so as to obtain a financial or other
benefit or avoid an obligation;
(c) not indulge in any collusion, Bid rigging or anti-competitive behaviour to impair the transparency,
fairness and progress of the procurement process;
(d) not misuse any information shared between the procuring Entity and the Bidders with an intent to
gain unfair advantage in the procurement process;
(e) not indulge in any coercion including impairing or harming or threatening to do the same, directly
or indirectly, to any party or to its property to influence the procurement process;
(f) not obstruct any investigation or audit of a procurement process;
(g) disclose conflict of interest, if any; and
(h) disclose any previous transgressions with any Entity in India or any other country during the last
three years or any debarment by any other procuring entity.
Conflict of interest:-
The Bidder participating in a bidding process must not have a Conflict of Interest. A Conflict of Interest is
considered to be a situation in which a party has interests that could improperly influence that party's
performance of official duties or responsibilities, contractual obligations, or compliance with applicable
laws and regulations.
A Bidder may be considered to be in Conflict of Interest with one or more parties in a bidding process if,
including but not limited to:-
(a) have controlling partners/ shareholders in common; or

(b) receive or have received any direct or indirect subsidy from any of them; or
(c) have the same legal representative for purposes of the Bid; or
(d) have a relationship with each other, directly or through common third parties, that puts them in a
position to have access to information about or influence on the Bid of another Bidder, or
influence the decisions of the Procuring Entity regarding the bidding process; or
(e) the Bidder participates in more than one Bid in a bidding process. Participation by a Bidder in
more than one Bid will result in the disqualification of all Bids in which the Bidder is involved.
However, this does not limit the inclusion of the same subcontractor, not otherwise participating
as a Bidder, in more than one Bid; or
(f) the Bidder or any of its affiliates participated as a consultant in the preparation of the design or
technical specifications of the Goods, Works or Services that are the subject of the Bid; or
(g) Bidder or any of its affiliates has been hired (or is proposed to be hired) by the Procuring Entity
as engineer-in-charge/consultant for the contract.

Annexure-IX
Grievance Redressal during Procurement Process (as per RTPP)
The designation and address of the First Appellate Authority is CMD, RVPNL, Jaipur.
The designation and address of the Second Appellate Authority is Board of Directors.
Filing an appeal
If any Bidder or prospective bidder is aggrieved that any decision, action or omission of the Procuring
Entity is in contravention to the provisions of the Act or the Rules or the Guidelines issued there
under, he may file an appeal to First Appellate Authority, as specified in the Bidding Document within
a period of ten days from the date of such decision or action, omission, as the case may be, clearly
giving the specific ground or grounds on which he feels aggrieved:
Provided that after the declaration of a Bidder as successful the appeal may be filed only by a Bidder
who has participated in procurement proceedings:
Provided further that in case a Procuring Entity evaluates the Technical Bids before the opening of
the Financial Bids, an appeal related to the matter of Financial Bids may be filed only by a Bidder
whose Technical Bid is found to be acceptable.
1. The officer to whom an appeal is filed under para (I) shall deal with the appeal as expeditiously as
possible and shall Endeavour to dispose it of within thirty days from the date of the appeal.
2. If the officer designated under para (1) fails to dispose of the appeal filed within the period specified
in para (2), or if the Bidder or prospective bidder or the Procuring Entity is aggrieved by the order
passed by the First Appellate Authority, the Bidder or prospective bidder or the Procuring Entity, as
the case may be, may file a second appeal to Second Appellate Authority specified in the Bidding
Document in this behalf within fifteen days from the expiry of the period specified in para (2) or of the
date of receipt of the order passed by the First Appellate Authority, as the case may be.
3. Appeal not to lie in certain cases:

No appeal shall lie against any decision of the Procuring Entity relating to the following matters,
namely:
(a) Determination of need of procurement;

(b) Provisions limiting participation of Bidders in the Bid process;
(c) The decision of whether or not to enter into negotiations;
(d) Cancellation of a procurement process;
(e) Applicability of the provisions of confidentiality.
4. Form of Appeal
(a) An appeal under para (1) or (3) above shall be in the annexed Form along with as many copies
as there are respondents in the appeal.
(b) Every appeal shall be accompanied by an order appealed against, if any, affidavit verifying the
facts stated in the appeal and proof of payment of fee.
(c) Every appeal may be presented to First Appellate Authority or Second Appellate Authority, as the
case may be, in person or through registered post or authorised representative.
5. Fee for filing appeal

(a) Fee for first appeal shall be rupees two thousand five hundred and for second appeal shall be
rupees ten thousand, which shall be non-refundable.
(b) The fee shall be paid in the form of bank demand draft or banker's cheque of a Scheduled Bank
in India payable in the name of concerned accounts authority or as specified in NIB/BDS.
6. Procedure for disposal of appeal
(a) The First Appellate Authority or Second Appellate Authority, as the case may be, upon filing of
appeal, shall issue notice accompanied by copy of appeal, affidavit and documents, if any, to the
respondents and fix date of hearing.
(b) On the date fixed for hearing, the First Appellate Authority or Second Appellate Authority, as the
case may be, shall,-
(i) Hear all the parties to appeal present before him; and
(ii) Peruse or inspect documents, relevant records or copies thereof relating to the matter.
(c) After hearing the parties, perusal or inspection of documents and relevant records or copies
thereof relating to the matter, the Appellate Authority concerned shall pass an order in writing and
provide the copy of order to the parties to appeal free of cost.
(d) The order passed under sub-clause (c) above shall also be placed on the State Public
Procurement Portal.

Annexure-X
Additional Conditions of Contract
1. Correction of arithmetical errors

Provided that a Financial Bid is substantially responsive, the procuring Entity will correct arithmetical
errors during evaluation of Financial Bids on the following basis:-
(1) 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,
unless in the opinion of the Procuring Entity 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;
(2) 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; and
(3) If there is a discrepancy between words and figures, the amount in words shall prevail, unless the
amount expressed in words is related to an arithmetic error, in which case the amount in figures
shall prevail subject to (i) and (ii) above.
If the Bidder that submitted the lowest evaluated Bid does not accept the correction of errors, its Bid
shall be disqualified and its Bid Security shall be forfeited .
2. Procuring Entity’s Right to Vary Quantities

(I) At the time of award of contract, the quantity of Goods, works or services originally specified in
the Bidding Document may be increased or decreased by a specified percentage, but such
increase or decrease shall not exceed fifty percent(50%), of the quantity specified in the Bidding
Document. It shall be without any change in the unit prices or other terms and conditions of the
Bid and the conditions of contract.
(II) If the Procuring Entity does not procure any subject matter of procurement or procures less than
the quantity specified in the Bidding Document due to change in circumstances, the Bidder shall
not be entitled for any claim or compensation except otherwise provided in the Conditions of
Contract.
(III) In case of procurement of Goods or services, additional quantity may be procured by placing a
repeat order on the rates and conditions of the original order. However, the additional quantity
shall not be more than 50% of the value of Goods of the original contract and shall be within one
month from the date of expiry of last supply. If the Supplier fails to do so, the Procuring Entity
shall be free to arrange for the balance supply by limited Bidding or otherwise and the extra cost
incurred shall be recovered from the Supplier.
3. Dividing quantities among more than one Bidder at the time of award
(In case of procurement of Goods)
As a general rules all the quantities of the subject matter of procurement shall be procured from the
Bidder, whose Bid is accepted. However, when it is considered that the quantity of the subject matter
of procurement to be procured is very large and it may not be in the capacity of the Bidder, whose
Bid is accepted, to deliver the entire quantity or when it is considered that the subject matter of
procurement to be procured is of critical and vital nature, in such cases, the quantity may be divided
between the Bidder, whose Bid is accepted and the second lowest Bidder or even more Bidders in
that order, in a fair, transparent and equitable manner at the rates of the Bidder, whose Bid is
accepted.

Annexure-XI
FORM No. I
[See rule 83]
Memorandum of Appeal under the Rajasthan Transparency in Public Procurement Act, 2012
Appeal No ..................of ......................
Before the .............................. (First/Second Appellate Authority)
1. Particulars of appellant:
(I) Name of the appellant:
(II) Official address, if any:
(III) Residential address:
2. Name and address of the respondent(s):
(i)
(ii)
(iii)
3. Number and date of the order appealed against and name and designation of the officer /
authority who passed the order (enclose copy), or a statement of a decision, action or omission
of the Procuring Entity in contravention to the provisions of the Act by which the appellant is
aggrieved:
4. If the Appellant proposes to be represented by a representative, the name and postal address of
the representative: ………………………………………………………………………..
5. Number of affidavits and documents enclosed with the appeal:
6. Grounds of appeal:
…………………………………………………………………………………………….…
…….…………………………………………………………………………………………
………………………..
………………………………………………………………………………….(Supported by an affidavit)
7. Prayer:………………………………………………………………………………………………………
…………………………………………………………………………………………………………………
………………………..
Place ....................
Date ......................
Appellant's Signature:

Annexure-XII
Performa of Bank Guarantee in lieu of Security Deposit
The Chief Engineer
Rajasthan Rajya Vidyut Utpadan Nigam Ltd……
In Consideration of the Chief Engineer (TD), RVUN, Jaipur. (herein after called the Purchaser) or his
assigns having agreed that in respect of order No. ……….. dated……………….. (Herein after referred to
as Contract) placed with M/s ……………… having their registered office at ………………… and Branch
office at…………………………… (Herein after called the Contractor), the Contractor need not
furnished the Security Deposit in cash and/ or Bank draft. We the……………………………….(hereinafter
called the Bank) having their registered office at ………………… and Branch office (BG executing
branch) at ……………………. undertake to pay the Purchaser on demand the sum or sums money
payable as security deposit by the Contractor in respect of order No………….dated……………………
placed by the Nigam with the Contractor subject to the following terms and conditions: -
1. Payment pursuant in this undertaking will be demanded by the Purchaser from the Bank and will
be met by the Bank without demur and question in the case in which the Contractor, on receipt of
the order and/or after the acceptance of his tender has been communicated to him by the
Purchaser, make default in entering into an agreement or having entered into such Agreement or
otherwise, the Contractor makes default in carrying out the Contractor thereof. As to whether the
occasion or ground is arisen for such demand, the decision of the Chief Engineer including Additional
Chief Engineer and any other Officer exercising the powers of Chief Engineer RVUN, shall be final.
2. The liability of the Bank shall not at any time exceed (Rs. ...........) Rupees ……………………(in words).
3. The undertaking will be determined on...............(Date of issue of BG) but not withstanding such
determination, continue to be in force till expiry of 6 months including three (3) months claim period
from the date of completion of all work against the aforesaid order (s).
4. No variation in the terms of tender, acceptance of agreement as between the Contractor and the
Purchaser made without the (Bank's) consent shall discharge this undertaking.
5. No indulgence or grant of time by the Purchaser to the Contractor without the acknowledgment
of the Bank will discharge the liabilities of the Bank under this guarantee.
6. The guarantee herein contained shall not be affected by any change in the constitution of the
Contractor and guarantee shall be extended by bank as and when required by procuring entity.
7. Notwithstanding anything contained herein before, the Bank's liability under this guarantee is
restricted to Rs. ……(Rupees… ) and the guarantee shall remain in force up to_____________,
unless demand or claim in writing is presented on the Bank within 3 months from that date i.e. Claim
Period , the Bank shall be released and discharged from all liabilities there under.
8. The Bank agrees to extend this guarantee for a specified period in response to the Procuring
Entity’s written request for such extension for that specified period, provided that such request is
presented to the Guarantor before the expiry of the guarantee.

9 The Bank-further undertakes not to revoke the guarantee during its currency except with the
previous consent of the Chief Engineer (TD), RVUN, Jaipur.
10. We undertake to pay this amount to the Purchaser without any demur Forthwith merely on
demand from the owner. Any such demand made on Bank shall be conclusive.
11. All disputes in relation to this guarantee between the Bank and Nigam shall be subject to
jurisdiction of court at Jaipur in Rajasthan state alone.
This deed of Guarantee is made this day………… Month ………………… of....................Year 20…..
Yours faithfully,
Bankers
(EXECUTANT)
Signed by the above named bank in the presence of witness With address:.
1. …………………………………
2........................................
Note- The above security Bank Guarantee will be on “Rajasthan” state Government non-judicial
stamp paper of required rate as per stamp duty act of GOR i.e. 0.25% of amount secured
(Maximum of Rs. 25000/-) or as per the stamp duty made applicable by Government of Rajasthan,
from any Nationalised/ scheduled Bank in India to ensure the execution of the contract as per
respective clauses.
(Attested by Notary Public, First Class Magistrate or directly confirmed by the Executing Bank)

Annexure-XIII
Equipment/System Performance Bank Guarantee Performa
The Chief Engineer
Rajasthan Rajya Vidyut Utpadan Nigam Ltd.
THIS DEED OF GUARANTEE is made this day.................. Month …………………….. Year…………
20...................between the Chief Engineer (TD) RVUN, Jaipur (hereinafter called the owner which
expression shall unless excluded by or repugnant to the context includes his successors and assigns)
of the one part and the……………………………….(hereinafter called the Bank) having their registered
office at ………………… and Branch office (BG executing branch) at …………………….(Which expression
shall unless excluded by or repugnant to the context includes its successors and assigns) of the other
part.
WHEREAS with M/s ……………… having their registered office at ………………… and Branch office
at…………………………… (Herein after called the Contractor),) agreed to execute the work of
implementation of ERP to the Chief Engineer (TD) RVUN, Jaipur against Purchase Order
No......................date (hereinafter referred to as the Contract.)
AND WHEREAS as per the terms of the contract it was provided that the Contractor should furnish a
Bank Guarantee of 10 % of the total contract value by way of security for due execution of contract
and so as to meet the guarantee and requirements of the contract.
AND WHEREAS at the request of the Contractor, the Bank has agreed to execute these presents.
NOW THIS INDENTURE WITNESS AND IT IS HEREBY AGREED AND DECLARED BY the and between the
parties herein to as follows:-
1. The Bank hereby guarantees to the Chief Engineer (TD) RVUN, Jaipur the fulfilment by the Contractor
of the various obligations imposed on them under the aforesaid contract including the obligation of the
Contractor for due execution of contract as per Tender and the Bank further guarantees to the RVUN that the
Contractor shall substitute and supply free of cost any software licenses that may be required due to being
corrupted arising from any malware/viruses and other to meet the other obligation under the contract, the
Bank undertakes to indemnify and keep the Chief Engineer (TD) RVUN, Jaipur Indemnified to the extent of Rs.
..................... (in words Rupees ........................................ ) against any delay in implementation that
may be caused to or suffered by the RVUN by reason of any failure by the Contractor to timely supply
software licenses as aforesaid and under take to pay to the Chief Engineer (TD) RVUN; Jaipur on demand a
sum not exceeding Rs. ........................... (Rupees ................................... ) In the event of the Contractor
failing or neglecting to perform and discharge the aforesaid duties and obligations on their part to be
observed and performed under the said contract.
The decision of the Chief Engineer (TD) RVUN, Jaipur as to whether the Contractor have failed or neglected to
perform or discharge their duties and obligations as aforesaid and as to the amount payable to the Chief
Engineer(TD) RVUN, Jaipur by the Bank herein shall be final and binding on the Bank.
The guarantee herein contained shall remain in full force and effect during the period that would be taken for
the performance of the said contract and it shall continue to be enforceable till the obligation to the RVUN
under or by force of the contract have been fully and properly discharged by the said Contractor, subject to
the condition that the RVUN will have no right under this guarantee after satisfactory completion of AMC and
on completion of all other contractual obligations i.e. 36 months plus 6 months claim period. Provided further
that if any, claim arises by virtue of this guarantee before the aforesaid, date, the same shall be enforceable
against this Bank notwithstanding the fact the same is enforced after the aforesaid date.

3. The guarantee herein contained shall not be affected by any change in the constitution of the Contractor/of
Bank.
4.The Chief Engineer (TD) RVUN, Jaipur shall have the fullest liberty without affecting the guarantee to
postpone for any time and from time to time any of the power exercisable by the Nigam against Contractors
and either to enforce or forebear from enforcing any of the terms and conditions of the said contract and the
Bank shall not be released from its liability under this guarantee and exercise of the. RVUN of the liberty with
reference to the matter aforesaid or by the reasons time being given to the Contractor or by any other
forbearance, act or omission of the part of the RVUN to the Contractor or by other matter or thing whatsoever
which under the law relating to the sureties shall but for this provision have the effect of so releasing the Bank
from such liability.
5. The Guarantor agrees to extend this guarantee for a specified period in response to the
Procuring Entity’s written request for such extension for that specified period, provided that such
request is presented to the Guarantor before the expiry of the guarantee.
6. Chief Engineer includes Additional Chief Engineer and any other officer exercising the powers of Chief
Engineer,(TD) RVUN ,Jaipur.
7. The Bank further undertake not to revoke this guarantee during its currency except with the previous
consent of the Chief Engineer,(TD) RVUN ,Jaipur in writing.
8. All disputes arising under the said guarantee between the Bank and the Nigam or between the
Contractor and the Nigam pertaining to the guarantee, shall be subject to the jurisdiction of Courts in Jaipur
only.
9. Notwithstanding anything, contained herein before, the Bank's liability under this guarantee is
restricted to Rs............................... (Rupees........................................................... ) and the
guarantee shall remain in force up to .................................. unless demand or claim in writing is presented on
the Bank within six months from that date, the bank shall be released and discharged from all liabilities there
under. However, the validity off the Bank Guarantee shall be extended as and when required by RVUN.
10. We further undertake to pay this amount to the Chief Engineer (TD) RVUN, Jaipur without demur
forthwith merely on demand from the Owner. Any such demand on Bank shall be conclusive.
11. IN WITNESS WHERE OF THE BANK HAS executed these presents the day and year written above.
Yours faithfully,
(EXECUTANT)
Signed by the above named bank in presence of (Name and address)
Note- The above Bank Guarantee will be on “Rajasthan” state Government non-judicial stamp
paper of required rate as per stamp duty act of GOR i.e. 0.25% of amount secured (Maximum of
Rs. 25000/-) or as per the stamp duty made applicable by Government of Rajasthan, from any
Nationalised/scheduled Bank in India to ensure the execution of the contract as per respective
clauses. (Attested by Notary Public, First Class Magistrate or directly confirmed by the Executing
Bank)

Annexure-XIV
Indenture for Agreement
This indenture of agreement (herein after referred to as contract Agreement) made at .......... this …………….
day of month. …………………. of the year 20.... Between-
A) The Chairman cum Managing Director, Rajasthan Rajya Vidhyut Utpadan Nigam Ltd a company
incorporated under the Companies Act, 1956 having its registered Office at Vidyut Bhawan, Jyoti Nagar,
Janpath, Jaipur-302005 in the State of Rajasthan (hereinafter referred to as ‘purchaser’) which expression
unless the context does not permit includes successors and assign of the one part, and
(B) (To be used in case of Limited Companies)
M/s………… a Private / Public Limited Company incorporated in……………………under the company's act……..
and having it's registered office at…………………(complete address) and branch office at ……..(address)
( C ) To be used in case of Partnership Firms/LLP’s
M/s………… a Partnership Firms/LLP’s and having it's registered office at…………………(complete addres s)
and branch office at ……..(address)
(D) To be used in case of Proprietorship Firms
M/s………… a Proprietorship Firms and having it's registered office at…………………(complete address) and
branch office at ……..(address)
Hereinafter, referred to as supplier which expression unless the context does not permit includes their
respective successors, heirs, executors, administrators, legal representative and permitted assigns of the
second part,
Now hereby set their hands to execute this contract agreement witness a s follows:
1. The Contractor do by these presents agree to execute the work to the purchaser ………………..(name of work
)for………...(name of project) , and the purchaser does agree to get the work from the contractor as per the
work specified in the work order no ………..dt…………..…appended with the terms and conditions contained in
the said order and bid document. The general terms and conditions and amendment thereof and SCC
appended hereto are also considered as a part of this agreement. The Contractor will als o bound to fulfill all
the conditions mentioned in the work order /GCC/SCC/bid documents and amendments thereof.
2. The work to be made under this agreement shall be as per terms and conditions of the above order and as
per the specification for TN. No. .................................................
3. The Contractor has deposited Rs……. in the form of bank guarantee/cash with the owner as security for due
performance of this agreement.
4. The specifications of the work to be executed under this agreement shall be, as set forth in the work
order/bid documents and as per specification mentioned in TN No. ……………
5. (a) Work to be executed/done as per Tender specification.
(b) GST/any other taxes, duties or charges which may be payable would be the purchas er's liability and if
incurred would be to his account where it is specifically exclusive as applicable within stipulated delivery
period.
(c) The Purchaser shall reimburse to the supplier, all such freight or other expenditure if any that may be
incurred by the suppliers in this behalf by payments from time to time on receipt of the bills from the
suppliers supported by receipt or acknowledgement for suppliers receipt provided these are payable under
work order.

6. The contractor is also bounds to full-fill all the terms and conditions mentioned in the GCC /SCC/ /work
order and all bid documents.
7. In case of dispute as to whether any work executed are or are not in accordance with the
specification set forth in the work order/GCC/bid documents, decision of the Chief Engineer/Addl. Chief
Engineer (TD), RVUN, Jaipur shall be final and binding on both the parties.
8. The work to be executed and completed within a period as specified in
Purchase/work Order.
9. Payment of the price for the work under this agreement shall be made as per relevant clause of the
Purchase/work Order as admissible.
10. The deposit made by supplier as referred above (at sr. no.3) will be released to the supplier/contractor
after due execution of this contract by them or as per provision laid down in the purchase order.
11. If the supplier fails wholly or in part to fulfil this agreement, the purchaser shall be entitled at this
discretion to retain the whole or any part of the deposit made by the supplier and if the los s suffered by the
purchaser /owner exceeds the amount of said deposit he will be entitled to recover the said loss from the
supplier in the manner as may be expedient.
12.If any sum remains due or becomes recoverable from the supplier on account to the non - fulfilment of this
agreement or on account of any other reason, the supplier/contractor shall pay the same immediately on
demand, if the supplier/contractor do not make such payment on demand, the purchaser shall be entitled to
recover the same from the supplier as arrears of land revenue.
13.In witness of the due execution of this agreement, the parties have herein under set their hands the day
and the year first above written.
Signed and delivered and delivered in presence of the witness.
Signature
Signature
Designation For and on behalf of the supplier
By the order and on behalf of the CMD

Rajasthan Rajya Vidyut Utpadan Nigam Status
Witness: With Address1
Witness: With Address 2
The above Agreement will be on “Rajasthan” state Government non-judicial stamp paper of required rate as
per stamp duty act of GoR i.e. 0.25% of contract value (Maximum of Rs. 15000/ -) or as per the stamp duty
made applicable by Government of Rajasthan, to ensure the execution of the contract as per respective
clauses.

SECTION V
SCOPE OF WORK
5. Scope of Work
5.1. Objective
Bidders are required to critically review the purpose and requirements of implementation and
ensure inclusion of all goods & services (not mentioned specifically) for achieving the objective
within the time frame for successful implementation.
5.2. Scope Summary
The overall scope of Work for this project will involve the following areas:
a) Preparation of detailed implementation plan covering the complete life-cycle of the project.
b) Complete project management activities as per standard norms & practices.
c) Deployment of resources on-site at the project location(s)
d) Supply, Install, Configure, Customize and implement offered ERP software as per
requirements.
e) Design the required IT infrastructure (including IT & non-IT components such as servers, OS,
database, cooling, electrical work) to meet RVUNL business requirements, ERP performance
requirements and service level agreements.
f) Preparation of Bill of Material (BoM) for IT and non-IT infrastructure i.e. hardware, networking
equipments and additional system software required for implementation and running of ERP.
g) Preparation of RFP for IT infrastructure procurement as per BoM.
h) Assist RVUNL in validating the delivery and installation of the hardware as per requirement.
i) Provisioning of Servers & associated hardware/software of suitable configuration required for
Training, Development & Configuration, Quality Testing for use during implementation till
RVUNL infrastructure is available for utilization.
j) Understanding of RVUNL's existing Business Processes and future requirements through
detailed as-is, to-be study and gap analysis.
k) Design of improved, streamlined, standardized, more efficient to-be processes through
business process reengineering based on industry best practices, ERP supported process
improvements and RVUNL requirements.
l) Configuration of the ERP solution and its integration with other RVUNL systems.
m) Development of forms, reports, interfaces, custom components and enhancements to meet
business requirements.
n) Testing (unit testing, integration testing, user acceptance testing, load testing, stress testing
and stabilization testing).
o) Quality assurance through OEM audits and compliance of OEM recommendations.
p) Preparation of templates for data collection, verification & migration. Provide required training
and support to RVUNL in data collection & verification process. Complete responsibility for
data migration.

q) Functional overview training, detailed functional training, technical training and end-user
training. Bidder shall arrange the training at the works of OEM of product and familiarization
visit at OEM’s site(minimum two sites) for core team members of RVUN.
r) Change Management activities through-out the life cycle of the project (identification of
change managers & change champions, trainings, workshops, preparation of change
management related material).
s) Required project activities during the transition period such as completion of user manuals,
system manuals, business continuity & disaster recovery manual, master & transaction data
migration, end-user training, help-desk setup.
t) Post Go-live support for ERP product, functional & technical support for implemented
solution &related services.
u) Any other activity for successful integration and implementation of the ERP solution.
5. 3 Geographical Scope
The Project is intended to cover all offices of RVUNL including
1. Corporate office at Jaipur, Rajasthan

2. Kota Super Thermal Power Station – 1240 MW Installed Capacity
3. Suratgarh Super Thermal Power Station – 1500 MW Installed Capacity
4. Chhabra Thermal Power Project – 1000 MW Installed Capacity
5. Kalisindh Thermal Power Project – 1200 MW Installed Capacity
6. Ramgarh Gas Thermal Power Station – 273.50 MW Installed Capacity
7. Dholpur Gas Based Combined Cycle Power Station – 330 MW Installed Capacity
8. Mahi Hydel Power Station – 140 MW Installed Capacity
9. “Mini – Micro Hydel Power Station – 23.85 MW Installed Capacity
10. Giral Lignite Thermal Power Station (RVUNL Subsidiary Company) – 250 MW Installed Capacity
11. Chhabra Thermal Power Project – To be functioned by June’2018, 1320 MW Installed Capacity
12. Suratgarh Super Thermal Power Station – To be functioned by October’2017, 1320 MW Installed
Capacity
S No Name of Power Station Installed Capacity
KOTA SUPER THERMAL POWER STATION
1 1240 MW
(2X110MW+3X210MW+2X195MW)
SURATGARH SUPER THERMAL POWER STATION
2 1500 MW
(6X250MW)
CHHABRA THERMAL POWER PROJECT
3 1000 MW
(4X250MW)
KALISINDH THERMAL POWER PROJECT
4 1200 MW
(2x600MW)
RAMGARH GAS THERMAL POWER STATION
5 273.50 MW
(3MW+1X35.5MW+2X37.5MW+110MW+50MW)
DHOLPUR GAS BASED COMBINED CYCLE POWER
6 330 MW
STATION (3X110MW)
MAHI HYDEL POWER STATION
7 140 MW
(2X25MW+2X45MW)
MINI-MICRO HYDEL POWER STATION
8 23.85 MW
(10 SCHEMES)

S No Name of Power Station Installed Capacity
GIRAL LIGNITE THERMAL POWER STATION
9 250 MW
(2X125MW) (RVUN Subsidiary Company)
CHHABRA THERMAL POWER PROJECT
(Supercritical)
10 1320 MW
(2X660MW)
(expected by June’2018)
SURATGARH SUPER THERMAL POWER STATION
(Supercritical)
11 1320 MW
(2X660MW)
(expected October’17)
Total Installed Capacity after June’18 8597.35MW
5.4. Functional Scope
5.4.1. Objective
The objective of ERP implementation in RVUNL is to have best of the
Industry and business practices offered by ERP product. RVUNL has provided business
functions and areas of work to be covered under the project. Further, minimum requirements
have been provided in Section IX: Functional Requirement Specifications (FRS) which is
indicative of RVUNL business requirements.
Since the Purchaser may not be aware of many of standard modules and functionalities offered
by the ERP product and the same may not reflect in FRS. Bidder will need to provide all
relevant functional modules to address the functionalities mentioned in the FRS.
The successful bidder / bidder will be required to demonstrate standard functionality of offered
ERP modules during business study (as-is, to-be stage) and RVUNL will have an option to
choose more standard functionalities than covered under FRS at no extra cost as same will be
treated within scope. RVUNL shall decide on these additional functionalities before finalization
of Solution design document/Business Blueprint (BBP).
5.4.2. Activities to be part of Solution
Offered ERP Product must be a COTS based solution. The ERP implementation is expected to
be completed (Enterprise Go-Live) in 18 months from the date of signing of the contract with
the selected bidder. Following functions are envisaged to be covered under the project:
1. General Operations
a) Generation Planning - Includes periodic (e.g. weekly, fortnightly, monthly, quarterly and
yearly generation plans), any modifications/ revisions to plans, mapping actual vs. projected,
collation and analysis.
b) Integration to proposed Generation Control Center system.
c) Activities pertaining to daily generation scheduling, communication to various stakeholders,
SLDC, recording of real time plant operations specification.

d) Recording of daily plant output data and analysis of routine activity carried out by operations
function. This shall include but not limited to output, fuel consumed specific events, daily
performance, and Heat Rate assessment/deviation.
e) Accurate data management, book keeping, analysis and remedial action for inefficiency.
f) Fault management, reporting, trend analysis, impact on generation etc.
2. Ash Handling
3. Finance, Accounting, Costing & Budgeting
a) Budgeting includes
i. Capital and revenue budget preparation, consolidation and approval.
ii. Budget Control.
iii. Budget variance reporting and analysis.
b) Payables management includes

i. Vendor Master Maintenance.
ii. Petty purchases or cash transaction.
iii. Domestic/ international vendor Invoice/ Debit Memo/ Credit Memo processing for
items, services and contracts, including treatment of applicable taxes and other
statutory guidelines.
iv. Vendor payment scheduling and processing by cheques, DD, LC, bank transfers etc.
v. Making statutory payments.
vi. Vendor outstanding management, advance payments to vendors.
vii. Bank guarantee, LC, EMD & Security Deposit tracking and management.
viii. Payables documents management and tracking.
ix. Accounting and reporting(e.g. G/L accounts reconciliation, Vendor line items and
relevant reports)
x. Complying with applicable statutory requirements.
xi. Settlement of internal orders.
xii. Custom duties (capture & payment of Custom duty elements and availing subsequent
credit on the same)
xiii. GST payments for raw material, capital goods etc.
xiv. GST Challan and GST related all compliance.
xv. Withholding Tax.
c) Receivables management includes

i. Recording advances and LC from customers, tracking Letters of Credits, BG.
ii. Raising Invoices / Debit Memo/ Credit Memo on domestic customers including
treatment of applicable taxes and other statutory guideline.
iii. Accounting and Reporting.
d) Bank Reconciliation includes

i. Loading/ manually entering bank statements.

ii. Reconciling bank statements with books of accounts electronically/ manually.
iii. GST registers updation like payment details for GST,Cess etc.
e) Funds Management includes

i. Fund forecasting/ requirement planning.
ii. Centralized cash payments.
iii. E-receipts and E-payments.
iv. Bank validating and interest computation.
v. Investment Planning.
vi. Maintenance of fixed assets registers.
vii. Addition, adjustment, assignment, transfer, reclassification, de -capitalization,
retirement and disposal of fixed assets.
viii. Recording maintenance and insurance related details against fixed assets.
ix. Running depreciation.
x. Accounting and reporting.
f) General Accounting includes

i. Chart of Accounts value maintenance.
ii. Entering and approving manual journals.
iii. Interfacing journals from sub –ledgers.
iv. Rectification, reversal of journals.
v. Recurring, contingency and allocation journals.
vi. Inter-unit accounting and reconciliation.
vii. Preparing reports/ inquiries to facilitate statutory, tax and cost audit.
viii. Month-end, quarter-end and year-end closing including consolidation of unit accounts,
preparation of financial reports/statement.
ix. Provident Fund accounting.
x. Support multi-currency operations.
g) Cost Accounting includes

i. Maintaining cost centers.
ii. Collection of costs across cost centers.
iii. Reallocation of costs amongst cost centers.
iv. Preparation of product cost sheet, cost reports.
v. Reconciling cost records with financial records.
vi. Adherence to cost accounting record and reporting rules.
vii. Cost Audit requirements.
viii. Product (power) costing, as per rules and regulations.
ix. Periodic costing run and order (production and internal) settlements.
h) Statutory Compliance includes

i. Handling direct and indirect taxation requirements including Income Tax, TDS, GST
etc.

ii. Printing forms, challans and maintaining registers.
iii. Handling vendor and customer return orders.
iv. Generation of returns and supporting statements.
i) Sales Accounting includes

i. Customer master maintenance.
ii. Generation of primary and supplementary bills as per agreement terms.
iii. Managing Memorandum of Understanding/ Special Terms and conditions (e.g. Power
Purchase Agreement) with customers.
iv. Handling customer complaints.
j) Generation employee payroll for all categories includes

i. Managing wages, PF related issues.
ii. Handling of component of pay.
iii. Computation of various elements including taxes.
iv. Computation of pay based on various compensation rules.
v. Handling of deductions, loans and advances.
vi. Allow salary to be split across different payment.
vii. Handling of PF, gratuity rules.
k) Pension Trust
l) PF
4. Procurement and Inventory Management
a) Preparation and revision of periodic (monthly, yearly etc.) procurement plan based on
demand including scheduling, cost implications (based on past records), budget (i.e. Activity
based budgeting).
b) Recommended procurement plan and quantity based on past consumption pattern, specific
consumption norms (raw materials), existing stock, pipeline stock, estimated requirement
and lead times involved.
c) Indenting including availability checking of material in store before indenting, raising of indent
with past precedence of consumption and cost, if material is not available in store, monitor
the status of indent etc.
d) Suggest mode for procurement of material (proprietary, Limited Tender Enquiry, open tender,
etc.) and vendors for proprietary purchase or limited tender enquiry as per system defined
rules.
e) Electronic workflow based hierarchical approval of all documents including indents, Purchase
Orders etc.
f) Management of vendor database on the basis of various parameters from past PO and
performance.
g) Monitor work order execution with respect to time and cost budgeted vs. actual.
h) Record and evaluate the vendor’s performance.
i) Maintain store and sub-store locations, transfer of material between stores/ locations/ plants
based on approval etc.

j) Record receipt of goods in part/ full, generation of road permit, gate pass etc. for movement
of goods, inform user department about receipt/ testing of material, recording of material/
equipment inspection/ certification/ testing details before/ after receipt at store, including
condition of inspection (pre-dispatch/ post-dispatch etc.), update discrepancy database if
material is damaged or fails testing, issuing of Store Receipt Voucher, Store Issue Voucher
and other Stores documents.
k) Manage Bin records and details of location of material storage.
l) Perform various kinds of inventory analysis.
m) Alerts to inform user department about receipt of material.
n) Selectively restrict material issue to indentor or to other department/location upon approval
from initial indentor.
o) Batch management, LIFO, FIFO and other policies for issue of material.
p) Track and monitor material at various department/ units.
q) Determine the useful life of a material post installation/ commissioning; highlight any material
obsolescence based on user-defined parameters, write-off of material, and track scrap
material across locations etc.
r) Record auction sale results regarding quantity of material and the price.
5. Plant Operations & Maintenance
a) Material and equipment information – Equipment classification, equipment details, BoM,

BOQ, maintenance planning and scheduling etc.
b) Maintenance works specification - Standardization of works specification, classification of
maintenance works, maintenance procedures etc.
c) Defect inspection.
d) Creation of Long term (say 5-6 year rolling plan) maintenance rolling plan.
e) Seasonal maintenance planning and overhauling.
f) Preventive maintenance including developing maintenance plans (incl. engineering
declaration), checklists of critical activities, assessment of resources and spares required,
generation of schedules, task allocations etc.
g) Breakdown maintenance system including breakdown notifications, maintenance planning,
outage types, causes of faults, checklists of tasks for fault correction, maintenance schedule
prioritization etc.
h) Condition based maintenance including maintenance parameters monitoring, prediction of
potential machine failures, recording data about malfunctioning equipments identifying
parameters for monitoring, assessing and maintaining target value, frequency of
measurements, data analysis etc.
i) Maintenance request management including issuance of maintenance request, process
maintenance request, close maintenance request etc.
j) Maintenance work orders including Generate work orders, resource allocation, maintain work
order details, generate work order status, work order costing, and material management,
work order monitoring (progress, completion etc.).
k) Safety procedures and Permit To Work (PTW) including maintain safety procedures, arrange
for PTW in coordination with operations function, returning PTW, Closing PTW etc.

l) Spares planning including assessment of spares in store, pending purchase orders,
inventory in other stores etc.
m) Maintenance contract Agreement.
n) History maintenance including generation of maintenance history, trend analysis,
maintenance history, fault analysis report etc.
6. Quality Management
a) Manage all Quality Management across business process cycle related aspects including
those related to generation, maintenance, procurement, statutory compliances/ licenses/
certificates, internal quality control/ safety / audits etc.
b) Manage all Quality Management related aspects, including requirement, status, renewal
date, schedule etc. of testing/ certifications/ reports/ licenses/ quality parameters/
performance parameters/environment parameters etc. against each asset/ equipment/ plant.
c) Manage functions of quality management as per ISO 9001 standard and related policies as
applicable to RVUNL.
d) Maintain quality related master data, inspection characteristics, inspection methods, where-
used lists and replacements related to parts/ spares replacement.
e) Ability to capture activities of various departments related to quality control such as chemistry
department, weight and measurement department, inspection teams, operations review team
etc.
f) Ability to capture calibration details, inventory of test equipment such as Weigh Bridge etc.
g) Ability to manage material inspection process and related details.
h) Monitor process quality with the help of control charts.
i) Application of statistical process control techniques using quality control charts.
7. Fuel Management
a) Fuel planning and management – fuel planning including assessing the coal linkages,
evaluating fuel supply gaps, aggregation of total fuel requirement, vendor management,
database and MIS management, fuel quality and quantity availability and requirement
assessment, Fuel Supply Agreements (FSA) management, contract management, fuel
budgeting, fuel utilization tracking etc.
b) Transportation and logistics management including imported coal transportation
management, high sea sales, rake wise accounting, railway siding maintenance, locomotive
management, coal weight measurement, stock management, locomotive breakdown
maintenance, signaling and related maintenance, fuel quantity measurement, rakes receipt
and confirmation, integrated view of transportation, details pertaining to import, unloading,
storage, transportation, transit loss, commercial impact of loss, fuel supplier and transporter
performance management, real time rake movements etc.
c) Consumption and fuel accounting including coal received, consumption and stocking
reconciliation, compilation of information pertaining to rebooking, efficiency impact on
switching of fuels, losses in internal value chain, record management etc.
d) Quality management of fuel including monitoring and compilation of fuel sampling analysis
report, identification of deviations, fuel quality monitoring etc.
e) Billing and payment of fuel including automation of workflow for posting, verification, approval
and authorization for payment for suppliers and transporters, capturing the details of the bills

and its comparison with delivery details recorded by plant personnel, calculation of the cost
of consignment based on the agreement conditions, central clearance of bills etc.
f) Claim management and dispute settlement such as raise claims on suppliers and
transporters, track the status of claims and the responses of the various parties, identify
missing and unconnected wagons etc.
8. Human Resource Management (Including Employee and Manager Self Service) & Payroll
a) Managing all transactions and data related to the entire lifecycle of employee management
from recruitment to separation.
b) Organization Management: This module covers the corporate structure of the organization,
categories of employees, administrative powers, designations of employees, departments,
hierarchy, functions and roles.
c) Policies and procedures, Service rules, Maintaining service book, Employee self-service:
This module covers storing of all the RVUNL policies and complete employee details in terms
of employee name, dependents name, address, service history, promotion history,
disciplinary history, training history, payroll related information etc.
d) Training and Development: This module covers the training related processes of the
company; training need assessment, training budget, training calendar, nominations,
feedback, cost analysis, training expenditure etc. and maintenance of database with respect
to training attendance, internal trainings conducted etc.
e) Recruitment, Manpower planning: This module covers the recruitment process performed by
RVUNL (internal and external), the procedures of storing selection lists, generating merit
lists, formation of interview panel, seniority lists etc. as per regulations. It also covers the
procedures of manpower planning by calculating vacancies based on the differences in
sanctioned and existing strength.
f) Promotion, Regularization / Probation, Appraisal process: This module covers the
Performance appraisal process (KPIs, targets, ratings etc.), Promotion process (seniority
lists, mandatory exams etc.) and Regularization or probation process (appraisal process
conducted) as per company provisions.
g) Disciplinary cases: This module covers the process of managing disciplinary cases in the
organization as per the provisions; it is proposed that the complete workflow from reporting of
an misconduct to issuing a show cause notice or initiating a disciplinary enquiry and award of
punishment shall be carried out in the system.
h) Changes in Employment status: This module covers the various processes of changes in
employment status such as all modes of separation (VRS, CRS, Resignation, Technical
Resignation, Retirement and Death), transfers and deputation as per company provisions.
i) Leave and Attendance: This module covers the processes of managing leaves and
attendance in the system; configuring the types of leaves, eligibility, reconciliation in case of
sanctioned but not availed leaves etc. are few of the sub processes identified.
j) Grievance redressal and Industrial relations: This module covers the process of managing all
types of grievances in the company by designing a format for the same and also devising
suitable workflow approvals.
k) Legal: This module covers the process of managing all types of legal processes (cases) in
the company by designing a format for the same and also devising suitable workflow
approvals.
l) Miscellaneous: This module covers the miscellaneous processes in RVUNL; Managing
Receipt / Dispatch, Travel management, Managing Medical process, Managing House

allotment, Managing Corporate Social Responsibility, Managing RTI and other queries,
Management of LTC and Managing issue of NoC.
m) Exit: This module covers the full and final settlement processes during separation of an
employee from the company such as checking of any outstanding balances, generation of
leave certificate etc. as per company provisions.
n) Employee Service, including
i. Leave Management
ii. Requests for travel advances/ tickets/ guest house/ vehicle.
iii. Travel/ medical/ LTC etc. expense Claim.
iv. Employee Loans and advances.
v. Performance Appraisal and competency view.
9. Project Management
a) Ability to interface with RVUNL‟s other modules like Finance and Accounting, HR
Management, Procurement and Materials Management, and Assets / Plant Maintenance.
b) Ability to support all sub-processes of Project Planning and Execution, including Initiation,
Cost Estimation, Scheduling, Initiation, Execution, Monitoring, Project Accounting.
c) Ability to manage costs, allocate manpower, define timelines of activities and dependencies,
approvals required etc.
d) Ability to break projects into activities, sub-activities indicating milestones with commonly
used methods such as PERT and CPM.
e) Ability to monitor estimates versus actual time for completion of each activity/ task, payments
vis-à-vis milestones, use of resources etc.
f) Ability to link all financial and operational transactions related to a project to the project.
10. Document Management & Workflow Management
11. Business Intelligence as per department wise KPI/ KRA’s of RVUNL
12. Dashboard as per department wise KPI/ KRA’s of RVUNL
13. System Administration
a) User role maintenance.

b) Approval maintenance / delegate and bypass approval.
c) User Creation.
d) System/ Transaction Monitoring.
e) Tracking of Data Flow.
f) Early Watch and Alerts.
g) Data Back-up and scheduling.
h) System/ Application upgrades.
14. Others - In order to support the functions described above, the ERP solution should also
cover the following

a) Custom reports across functions aggregating information for various levels of management.
b) Standard Reports.
c) Generate custom printouts on the basis of ERP transactions.
d) Dashboard for Senior Management.
e) Web Portal.
f) Integration with existing systems like Biometric, Weigh Bridge etc.
g) RVUNL intends to implement Energy Billing and File Tracking System. RVUNL may use the
existing Energy Billing & File Tracking system Or SI needs to customize as per RVUNL
requirement.
5.5. Implementation Scope

5.5.1. General Scope
a) Define phase activities and check-list before beginning of the phase and submit completion
status of the same before commencement of subsequent phase.
b) Bidder is required to deploy industry standard / ERP OEM recommended software solution to
manage, monitor and maintain ERP project along with project documents / deliverables
(including version control) through-out the life cycle of the project.
c) Follow industry standard or OEM recommended implementation methodology.
d) Deploy resources as defined in this document and the bid.
e) Carry out project activities as per the agreed project plan.
f) Carry out development, customization, configuration activities to meet RVUNL requirement.
g) Carry out integration activities.
h) Carry out all testing activities.
i) Carry out complete data collection and migration activities.
j) Provide training & change management services.
k) Provide all implementation related documents & deliverables.
l) Provide Post Implementation Support.
Phase I – Project Preparation/ Inception
During the Phase – I of the Project, bidder will carry out the following activities:
5.5.2. Project Plan
Bidder will follow efficient project management methodology. As part of planning, bidder will
prepare a detailed project plan to cover the entire life-cycle of the project within the given time
period mentioned in this bid. Project plan will include (but not limited to) all project activities,
milestones, deliverables (contractual or otherwise), timelines, dependencies, roles &
responsibilities etc. in Work Breakdown Structure.
5.5.3. Resource Planning & Deployment
The bidder will prepare and submit a detailed project structure along with resource
deployment plan (onsite & offsite). Bidder is required to deploy all resources (minimum) as

defined in this bid document on-site at RVUNL ERP project location. Bidder will submit the
resume of all the personnel to be deployed on the project for prior approval of RVUNL.
5.5.4. Resource Replacement
Bidder will not be allowed to add/ replace/ withdraw any personnel from the project without
prior written confirmation from RVUNL; and the person withdrawn shall be replaced with the
equally qualified and competent substitute after approval from RVUNL. In such cases, the
following process shall be followed:
a) The replacement request shall come from bidder Project Manager or Delivery head.
b) Bidder will inform the designated Project Manager of RVUNL at-least 1 week in advance of
such resource replacements along with the deployment schedule and knowledge transfer
plan.
c) Bidder will provide the detailed justification along with documentary evidence for the request.
d) Bidder will provide the alternative CV(s) along with the request to the designated Project
Manager of RVUNL.
e) Final decision shall be taken by the designated RVUNL Competent Authority.
f) Bidder will ensure that the resource replacement and knowledge transfer shall not impact the
quality and timeline of the project.
5.5.5. Project Kick-off Meeting
The bidder after preparation detailed project plan and resource mobilization, bidder will
conduct the kick-off meeting with RVUNL team to explain the project plan, scope, team
members among other aspects.
5.5.6. Project Charter
Bidder will prepare a detailed project charter consisting of Project objectives, scope,
deliverables, implementation methodology, Change Management Strategy, timelines, roles &
responsibilities, requirements from RVUNL, project risks & mitigation plan, communication
matrix, escalation mechanism, governance mechanism, project templates and ERP project
KPIs to measure project success etc.
5.5.7. Overview Training
Bidder will provide an ERP product overview training to RVUNL key stakeholders such as Sr.
Management and functional nodal officers to familiarize them on product modules,
functionalities, nomenclature etc.
5.5.8. Site Survey
a) Bidder will conduct site survey as per agreed plan to understand desktop, electrical cabling,
WAN/LAN requirements and Networking infrastructure requirements of each office location
and design a suitable Network deployment architecture.
b) Bidder will carry out site survey of location for setting up the Data Center/ server room and
submit site preparation requirements.
c) Bidder will assess status and usability of the hardware currently deployed at the various
locations.

5.5.9. Phase II – Business Blueprint/ Elaboration
During the Phase – II of the Project, bidder will be required to carry out the following activities:
5.5.11 As-Is, To-Be Study and GAP Analysis
a) Detailed AS-IS study of RVUNL and documenting business processes including process
maps to cover all functions, processes, workflows up-to activity/ task level.
b) Identify existing business process issues, areas of improvement and opportunities for
standardization.
c) Review the AS-IS processes and design the TO-BE processes that are based on business
requirements and ERP enabled Best Practices/ Processes.
d) Conduct gap analysis of to-be process requirement and ERP functionalities along with best
practice solution to meet RVUNL requirements.
e) Design of improved, streamlined, standardized, more efficient to-be processes through
business process reengineering based on industry best practices, ERP supported process
improvements and RVUNL requirements.
f) Identify all reporting requirements as per business needs (internal, external, statutory etc.)
including Dashboard and MIS for various levels of management.
5.5.11 Functional Training
a) Bidder will submit a training plan and strategy to RVUNL.

b) Bidder will provide ERP product training (module wise standard functions & reports available
in the product) to RVUNL core team.
c) Training should be provided on training environment of the ERP product so that users can
understand the working process of actual ERP product. Training through presentation slides
will not be allowed.
d) Training needs to be provided for minimum seven days for each module.
e) After completion of training, bidder will conduct a test and share the results of with RVUNL.
f) After training, bidder will incorporate process & reporting suggestions provided by nodal
officers in business requirement.
5.5.9.3 Business Solution Design/ Blueprint
a) After detailed study and functional training, bidder will prepare solution design document /
business blueprint (BBP) based on complete functional & technical requirements including
(Forms, Reports, Interfaces, Customization and Enhancements) and business process
changes incorporated in the to-be processes.
b) Bidder will proceed to the realization phase only after the approval of BBP by RVUNL. The
BBP will form the basis of system configuration and development and should incorporate the
entire scope of ERP implementation.
5.5.10. Phase III – Realization/ Construction
5.5.10.1. Development, Customization and Configuration

Based on the approved business blueprint, the bidder will be responsible for following
activities:
a) Prepare and submit different codification details of master data.

b) Prepare functional and technical design documents and submit for RVUNL approval.
c) Configure and customize ERP as per approved business requirements.
d) Identify integration / interface requirements between ERP and non-ERP systems based on
requirements.
e) Submit integration strategy document and develop necessary process for seamless
integration between ERP and other RVUNL applications to meet business requirements.
f) Carry out testing activities for the solution (as mentioned in the subsequent sections).
g) Carry out data collection and migration activities (as mentioned in the subsequent sections).
5.5.11 Customization
RVUNL would like to implement standard ERP functionalities as far as possible and adopt
standard business processes offered by the ERP system. Bidder will be required to use best
judgement while proposing any customization requirements. If any functionality can be met
through the standard solution provided by the ERP, same should be adopted unless it is
technically required to customize and there is no better solution.
5.5.11 Integration/ Interfaces
All external systems should be integrated with the ERP solution on a consistent, on-line, real-
time or batch processing or data exchange basis and needs to operate in an automatic
manner without manual intervention unless specifically required. Bidder needs to proposed
appropriate solution for integration between ERP and other applications including but not
limited to RVUNL website, e-procurement portal, GCC system, DCS system. In this context,
bidder needs to ensure that:
a) All required data residing in legacy applications are identified and transferred / integrated
with ERP solution.
b) All interfaces are self-checking so that any exceptions or data validation errors are reported
by the system.
c) Integration logs are maintained to confirm the success or otherwise of the interface, complete
with control totals.
d) Integration solution can be used to undertake any future integration between any
applications.
5.5.11 Phase IV – Final Preparation/ Transition
In this phase, bidder will be required to carry out following activities:
a) Migrate all master and transaction data into the ERP system. All data will be verified and
confirmed by RVUNL.
b) Authorization matrix / user roles & responsibilities is complete, approved and configured in
the solution.

c) Ensure all trainings are conducted (Functional training, technical training and end-user
training).
d) Entire ERP solution is tested and verified. There should not be any pending issues or
requirements.
e) Complete IT and non-IT infrastructure is commissioned and tested to ensure that ERP
system is working seamlessly across locations and there is no issue pending.
f) Propose project status to RVUNL management to take go-live or no go-live decision.
g) Pre Go-live check is done.
h) User manuals are complete and approved.
i) System configuration and other technical manuals are complete and approved.
j) User support / help desk structure and process is established after due approval from
RVUNL.
5.5.11.1.Third Party Audit
a) The Purchaser may conduct third-party audit solution w.r.t. security as per the guidelines of
Government of India (CERT-In) before go-live of the system.
b) Bidder will have to make necessary changes in the configuration and/or solution as per the
recommendations of third-party auditor / the Purchaser without any additional cost to the
Purchaser.
5.5.12. Phase V – Go-Live/ Production
During this phase, bidder will be required carry out go-live activities as per agreed approach and
methodology. Before go-live, bidder will ensure that following documents are provided to RVUNL,
including but not limited to:
a) Configuration document consisting of system settings and parameters for each module.
b) User manual including system instructions and use cases, running of a program to perform
specific task in the system with sample reports, screen formats etc.
c) Process flows and description manuals.
d) Any other document required for usage of implemented solution at each location.
e) Standard Operation Procedure (SOP) manual.
f) Online help manuals.
5.5.13. Phase VI – Post Go-Live Support (Stabilization/ Handholding)
5.5.13.1. Stabilization (Handholding) Period
In this project, stabilization period will be six months from the date of go-live including all modules
at all locations (successful enterprise wise go-live). Stabilization will be carried out after each Go-
live.
Bidder will provide post Go-live support to RVUNL for stabilization of the implemented ERP
system in RVUNL. As part of this, following indicative activities will be carried out:
a) Bidder will deploy all relevant functional and technical implementation team during the
stabilization period.

b) Bidder will deploy at-least three (3) resources in each generation plant for 3 months after
successful go-live for post go-live handholding support.
c) During stabilization, bidder will rectify, reconfigure the ERP solution if any issue is identified
by RVUNL.
d) Bidder will update user manuals and other relevant documents if there is any change in the
process or solution.
e) SLA will be monitored during this period and bidder will be responsible for compliance of the
same.
f) If SLA parameters are not adhered by the bidder, relevant contractual provisions will
be enforced by RVUNL if required.
5.5.13.2.Stabilization Test
The Stabilization Tests will be conducted for the ERP Solution after successful enterprise Go-live
period. The test shall be conducted for ascertaining Response Time Performance and Availability
Performance criteria as defined in tender document for minimum twenty one (21) calendar days
continuously. The Stabilization Tests shall be conducted by powering up and continuous
operation of all the systems on a 24x7 basis to ascertain that all components of the solution are
working in the desired fashion individually and together. During stabilization test, the bidder shall
deploy performance measurement tools to establish adherence to desired Standards of
Performance.
If the system is found to be lacking in meeting prescribed availability performance and response
time performance, the Bidder shall at its cost and expense make such changes, modifications,
and/or additions to the “ERP Solution” as may be necessary for fully conforming to the Standards
of Performance. The Bidder shall notify the Purchaser upon completion of the necessary
changes, modifications, and/or additions and shall request the Purchaser for repeat of the
stabilization acceptance tests. If the “ERP Solution” (or sub-system(s)) fails after the second
stabilization acceptance test, Purchaser shall levy penalty equivalent to 2.5% (two and a half
percent) of the total price for Licenses and Implementation Services (as defined in tender
document) for not meeting the response time as mentioned in tender document and will notify the
bidder accordingly.
Bidders to note that this penalty for “ERP Solution” failure will be over and above the provisions
for penalties defined in bid document such as Liquidity Damage and/or SLA etc. For performance
below the Standards of Performance as mentioned in tender document ,the Bidder is liable to be
rejected. In such case, the Purchaser may recover the entire cost paid to the Bidder alternatively
the Purchaser may proceed for commercial settlement with the Bidder for acceptance of the
system at the negotiated price.
In case it is found that additional licenses of the database or other tools are required to achieve
the performance parameters as defined in this RFP, the contractor shall supply such license
without any extra cost to the purchaser.
5.5.13.3.Help Desk and Maintenance Support
After successful completion of final stabilization period, solution support & maintenance period
will commence. The duration of Help Desk and Maintenance Support will be as per contract
provisions (i.e., mandatory 3 (Three) years and optional yearly extension based on RVUNL
decision).

The scope of work for during this period will be consisted of following minimum activities. The
below mentioned aspects are not exhaustive and bidder is required to provide all necessary
support to ensure the complete solution is functional as per RVUNL business requirements
without any additional cost.
5.5.13.4.Help Desk Activities
During the support period, the bidder will be required to provide support to RVUNL users through
the use of an ERP OEM recommended helpdesk tool, or any other third party tool as agreed
between RVUNL and the bidder. Bidder’s responsibilities will include:
a) Prepare detailed help desk methodology and process.

b) Prepare help desk structure and escalation matrix.
c) Prepare help desk manual.
d) Provide training to RVUNL on help desk management software.
e) Deploy resources for help desk management as per scope and requirement.
f) Provide basic menu/screen level support, addressing general queries of users, logging
requests, assigning requests to specific help desk individual.
g) Log user calls (through system or verbal communication) and give them a call ID number.
h) Assign severity level to each call.
i) Track each call to resolution.
j) Escalate the calls, to RVUNL if necessary as per approved escalation matrix.
k) Provide feedback to callers.
l) Analyze the call statistics.
m) Creation of knowledge base on frequently asked questions to aid users.
5.5.13.5.Resource Deployment
a) Deploy minimum 5 functional and 1 technical resources on-site.

b) Deploy necessary additional functional & technical resources off-site as per requirement.
5.5.13.6.Service Window
Bidder will be required to deploy resources and provide onsite support during 9AM to 7 PM
during all working days of RVUNL. Further, remote support needs to be provided in case of
emergency or non-working hours.
5.5.13.7.Functional and Technical Support
a) Bidder will provide comprehensive on-site support within stipulated timelines and SLA
parameters including but not limited to ERP solution, database, patches and releases.
b) Implement any functional and/or technical enhancements through patches, updates and/or
bug-fixes related to ERP, database, middle-ware or any other software provided as part of
the complete solution without any additional cost to RVUNL.
c) Addition, modification of any Functional, process level, reporting requirements as per RVUNL
requirements.

d) Incorporation of any change in business conditions such as organization restructuring (e.g.,
change in structure, change in workflow, expansion etc.).
e) Incorporation of any change in statutory requirements such as State / Central guidelines,
Taxes &duties (e.g., GST), change in accounting standards & norms.
f) Incorporation of any change in solution to due to IFRS or any such norms.
g) Provide training to RVUNL users if there is any change in the solution.
h) Updation and maintenance of all documents (user manual, configuration manual etc.).
i) Incorporate any change in business conditions such as organization restructuring (e.g.,
change in locations, change in structure, change in workflow etc.).
j) Installation reinstallation of all software components as part of the complete ERP solution
(e.g., RDBMS, ERP software, third party tools etc.).
k) Bidder will be responsible for database and application performance monitoring and make
necessary changes such as performance tuning and optimization to ensure the complete
solution is performing as per contract requirements.
l) The bidder will be required to undertake regular analysis of events and logs regarding the
solution and make necessary changes along with submission of relevant reports to RVUNL.
m) The bidder will be required to adopt a defined process for change and configuration
management in the areas including, but not limited to changes in database, parameter
settings, configuration settings, patches etc.
n) The Bidder will provide a detailed back-up and business continuity strategy after discussions
and approval from RVUNL.
o) The Bidder will be required to coordinate with other service providers of RVUNL for back-up
and recovery process and ensure that RVUNL has continuous access and availability of the
solution.
5.5.13.8.Training and Change Management
RVUNL considers adequate training & change management as vital for the success of the
project. Bidder will be required to carry out all necessary steps in ensuring that training and
change management initiatives have been taken at appropriate phases of the project so that
RVUNL will be able to adopt and accept the ERP system.
Following activities are envisaged as part of training and change management aspect:
5.5.13.9.Training
a) Bidder will conduct training need assessment of RVUNL users. Training needs should be
continuously refined and reconfirmed with RVUNL users and implementation team as per
project progress and requirements.
b) Bidder will prepare detailed training strategy and plan based on training requirements during
different phases of the project.
c) Training needs to be carried out at Corporate office and field locations as per requirements
and RVUNL approval.
d) Bidder will prepare detailed training schedule, course material.
e) Post training, bidder will conduct training assessment along with RVUNL to assess the
effectiveness of training. If the assessment is not satisfactory to RVUNL, bidder will repeat
the training process.

5.5.13.10. Training Material
a) Industry standard / OEM recommended training tools / materials will be used by the bidder.
b) Adequate training materials such as training manual, practice guide, quick-reference guide
will be provided by bidder in both hard copy and soft copy.
c) Training material should cover subjects like ERP fundamentals, standard functionalities,
RVUNL relevant configured system, technical training, job / activity wise training etc. as per
agreed plan and requirements.
5.5.13.11. Training Infrastructure
Bidder will not be responsible for providing training infrastructure.
5.5.13.12. Training Types
Following types of trainings are envisaged to be covered under the scope of this project
Training Type Participants Days
ERP Overview RVUNL Management
ERP Standard Functionality RVUNL business users/

Functional Team and IT Team
Configured ERP Solution (including RVUNL expert users

configuration aspects)
Role wise training/ End-user RVUNL users

Training
Self Service functionality RVUNL users (all employees

who are going to use the
processes)
Technical Training RVUNL IT Team
Note: days/training schedule to be indicated on later stage.
5.5.13.13. Change Management
RVUNL considers implementation of ERP will have significant impact on its business processes
and people. Effective change management activities will be required to ensure that RVUNL
employees are aware about the ERP project and the change in work practices. Bidder will be
required to carry out following activities as part of change management initiatives:
a) Prepare a detailed change management strategy and plan covering the entire life-cycle of
the project.
b) Provide support to RVUNL in identifying change managers and change champions.
c) Prepare change management related materials such as newsletters, booklets etc.
d) Conduct change management workshops at corporate office and agreed locations.
e) Identify process level changes and/or role level changes due to ERP implementation and
support RVUNL in conveying the same.

5.5.13.14. Data Collection and Migration
Scope of data migration will cover ICS data of STPS & KTPS and RVUN Intranet, any other
running applications, all master data and transaction data required for the ERP system to cover
the functional areas covered in the project. For migration of existing data if any support required
from existing contractor, shall be in the scope of bidder.
5.5.13.15. Bidder responsibilities
a) Prepare a detailed data collection and migration strategy and plan for master and transaction
data.
b) Prepare data architecture and schema for all major categories of items including but not
limited to chart of accounts, cost accounting chart, asset/ material codification etc.
c) Prepare data collection templates for master and transaction data.
d) Train RVUNL team in data collection, entry and verification process.
e) Prepare necessary system driven activities (e.g., scripts) for data verification activity to
ensure data sanctity.
f) Prepare migration scripts and migrate data through system driven process from RVUNL
legacy systems and filled data templates provided by RVUNL into the ERP system.
g) Provide necessary details to RVUNL to confirm data migration accuracy and completion.
5.5.13.16. RVUNL responsibilities
a) Collect data as per bidder data templates.

b) Verification of data.
c) Checking and Sign-off on migrated data.
Though RVUNL will collect data as per bidder templates and provide verified data, bidder will be
responsible ensuring data collection and migration activities are carried out as per agreed plan
and project requirements.
5.5.13.17. Testing and Quality Assurance
ERP solution needs to be tested during various phases of the project to ensure that the
developed/configured solution meets RVUNL requirements and as per standard practice. The
actual testing methodology, tools and success parameters will be mutually decided by RVUNL
and the bidder before carrying out the tests. Different types of testing which will be done during
the project are mentioned below:
5.5.13.17.1. Bidder responsibilities for testing & quality assurance
a) Prepare detailed testing strategy and plan.

b) Prepare template for testing.
c) Prepare test cases / test scripts/ business scenarios and submit the same to RVUNL for
approval.
d) Conduct testing sessions.
e) Record and maintain log for all issues identified during testing.
f) Provide resolution to all issues and demonstrate the same to RVUNL.

g) Carry out necessary changes in the developed/configured solution to rectify or change as per
suggestions of RVUNL.
h) Solution will be re-tested to ensure all issues/ defects are closed.
i) Ensure all issues are closed.
5.5.13.17.2. Testing Types
Indicative list of tests to be conducted are given below. Additionally, the bidder will need to carry
out testing as recommended by the ERP OEM.
Testing Type Objective
Process/ activity wise testing of developed / configured

Unit Testing
solution for each module
End to End integrated test of business process involving

System Integration Testing
multiple modules or applications
Complete testing of the ERP solution based on user roles &

User Acceptance Testing
responsibilities
To test the system based on simulated growth in terms of

Load & Stress Testing users and transaction volume. Solution should meet SLA
parameters.
To test if the solution meets SLA parameters and complete

Stabilization Test
functioning as per requirements.
5.5.13.18. Preparation of BOM & RFP for IT & Non-IT Infrastructure
a) The bidder will prepare Bill of Material & Request for Proposal for hardware, networking,
additional system software and site preparation.
b) The bidders need to size for adequate infrastructure based on ERP modules, database, all
other relevant applications, RVUNL current & future requirement.
c) Infrastructure sized for all the complete solution (ERP, database, connectivity etc.) should be
redundant and scalable.
d) Bidders need to consider vertical and horizontal scalability as the suggested infrastructure
needs to scale based on user or business volumes, on the same infrastructure with
additional components such as processors, memory etc.
e) Bidder will provide detailed infrastructure sizing calculations to meet RVUNL requirements.
f) For sizing purposes, empirical third party reports / evidence would be required in the form of
benchmarks on that class of infrastructure with the suggested processors / components for
the proposed ERP solution to accept the hardware sizing calculations.
g) The bidder should design the network for connecting all the units with RVUNL head office
with redundant connectivity.
h) The bidder will help RVUNL make build or outsource decision regarding DC and DRC and
between co-location and managed services.
i) The bidder will help RVUNL to prepare the Bill of Material with detailed specifications for IT
infrastructure, server room facility, storage and back-up facility, UPS, site preparation with
LAN, System Access Control (Biometric), printers and scanners etc. required for the
proposed ERP Solution.

j) Post BoM preparation the bidder should also help RVUNL to prepare a RFP to enable
RVUNL to procure all the required goods and services. Bidder will help RVUNL in checking
the goods during delivery of the same. It should be noted that the BOM and RFP should be
prepared in such a way that at-least two OEM‟s equipment meet the technical requirements.
5.5.13.19. Supply of ERP Suite and Database
a) The Bidder should propose all required the modules/functions from a single ERP suite to
meet RVUNL requirements. In case of any specific function not available in the proposed
standard ERP suite, Bidder may propose additional ERP OEM modules or third party bolt-on
tools.
b) Bidder will ensure that the entire solution is seamlessly integrated and user will operate
through a single sign-on.
c) In case there is a change in version or upgrade before closure of business blueprint /
elaboration phase, the bidder should provide latest version all required upgrade & patches of
the ERP suite to the Purchaser without any additional cost.
d) The Bidder needs to supply RDBMS which is compatible with the ERP solution and other
peripheral solutions. Bidders need to provide "runtime" version considering the complete
solution, enterprise wide users and server architecture. RDBMS license should not be based
on "core (s)" or "processor(s)" and no additional procurement or payment to the Supplier
regarding RDBMS license will be allowed in case of change in the server (s) or architecture.
5.5.13.20. Supply of ERP and Database Licenses
a) The bidder should provide requisite all types of licenses for ERP, related database, middle-
ware, additional bolt-on third party tools (if proposed) and all other required tools and/or
applications with sufficient number of licenses.
b) The licenses will NOT be transferred/ assigned to RVUNL before completion of Business
blueprint / elaboration phase. The date of assignment of licenses will be after mutual
agreement between RVUNL and the bidder regarding need.
c) RVUNL will commence ATS (Annual Technical Support) payment only after successful
completion of post go-live stabilization period.
d) Licenses should be provided only after server infrastructure readiness for deployment of ERP
is complete.
5.5.13.21. IT Policy and Procedures
a) The bidder will review RVUNL IT policy requirements considering guidelines provided by
Government of India, Government of Rajasthan, CERT-In etc.
b) Bidder will prepare detailed procedures and practice manual for different policies.
c) Bidder will train RVUNL employees on procedures.
d) Bidder will help RVUNL in implementing and monitoring adherence to IT policies and
procedures through system, manual, process driven methods.
5.6. Scope of OEM Audit
5.6.1. Objective
The ERP implementation at RVUNL needs to be audited / reviewed on continuous basis at

critical milestones by the ERP OEM for ensuring proper, smooth and timely implementation as

per the requirement of RVUNL and ERP product standards. The cost involved this is to be borne
by the bidder and included in their Price Bid.
As part of the technical bid, an authorized representative of the ERP OEM will provide an
undertaking that they have made contractual arrangements with the bidder to deliver the below
mentioned work. These services are exclusive of ERP OEM support as part of Annual Technical
Services. ERP OEM shall submit its reports directly to RVUNL.
5.6.2. Scope Summary
The scope of work for this project will involve the following areas:
a) ERP OEM will be part of the project steering committee, participate in critical review
meetings and recommend appropriate resolution to bidder and RVUNL on critical activities.
b) Conduct audit as per below mentioned phases, provide appropriate recommendation to
bidder and ensure appropriate measures are taken as per OEM standards and practices.
c) ERP OEM will provide module wise audit observations and recommendations to RVUNL for
compliance by bidder.
d) After suitable incorporation of recommendations by bidder, ERP OEM will verify for
compliance and submit compliance report to RVUNL.
e) In case of any version change or upgrade of the supplied product, ERP OEM will inform and
explain the advantage / disadvantages of the new product to RVUNL so that RVUNL
management can take appropriate decision in this regard.
5.6.3. Detailed Scope
5.6.3.1. Technical Bid Submission Requirements
a) ERP OEM will verify and certify the Functional Requirement Specification (FRS) compliance
prepared by bidder. This is to ensure all requirements are covered as per ERP functional
module & sub-modules as well as solution proposed by bidder is appropriate for RVUNL.
b) ERP OEM will verify the adequacy of key profiles offered by bidder to carry out the above
scope of work.
c) ERP OEM will verify and certify that all required modules & sub-modules to meet
requirements are covered in ERP Bill of Material (BOM) and supplied.
d) ERP OEM will verify and certify that infrastructure BOM, sizing, configuration, architecture
and approach is as per OEM recommendations and appropriate for RVUNL considering
business requirements, ERP requirements and SLA requirement.
e) ERP OEM and bidder will jointly submit a indicative plan and detailed phase wise activities
for carrying out OEM audit as per the scope.
f) ERP OEM will submit a detailed list of all products, software, documents, tools available
and/or supplied free of cost to RVUNL.
g) ERP OEM will ensure compliance of standard methodology and project management tools
as provided along with ERP license.
h) ERP OEM customer support structure and escalation matrix for RVUNL needs to be defined
in the bid document.

5.6.3.2. ERP Implementation Audit
5.6.3.2.1. Business Blueprint/ Solution Design Review
a) ERP OEM will review as-is, to-be, gap analysis and solution mapping document along with
any other related document.
b) ERP OEM will prepare module wise detailed observations covering (including but not limited
to) process coverage, usage of ERP product functionalities, risks in customized processes (if
any). If any standard ERP functionality, module or sub-module is not used by bidder, same
needs to be informed to RVUNL (with or without business process re-engineering).
c) ERP OEM will recommend industry best practices for RVUNL as appropriate (e.g.,
organization structure, CoA structure, codification etc.). If there is any better solution other
than the one proposed by bidder, OEM will recommend the same to RVUNL and ensure its
compliance through bidder.
d) Audit process will be carried out through review of documents and on-site discussions with
bidder and RVUNL team.
e) ERP OEM will prepare a detailed audit report and submit the same to RVUNL. If required by
RVUNL, ERP OEM needs to present audit findings to RVUNL management.
f) Bidder will be required to comply with ERP OEM observations.
g) After compliance by bidder, ERP OEM will verify and confirm that either all relevant
observations/ recommendations are incorporated by bidder or the solution provided by bidder
is acceptable to ERP OEM considering RVUNL requirements.
h) ERP OEM will verify the IT infrastructure Bill of Material and specifications to confirm that it is
in line with the RVUNL performance and SLA requirements.
5.6.3.2.2. Development Review
Development review is to determine whether the design and implementation adheres to proven
OEM standards.
a) ERP OEM will review all custom developed components / objects.
b) ERP OEM will verify that there is no standard ERP functionality, module, sub-module which
can be used to meet RVUNL requirements.
c) In such cases, ERP OEM will verify and review that the custom development approach and
methodology is as per ERP OEM recommended standards. Further, OEM will also identify
risks for RVUNL in such developments.
d) Audit process will be carried out through review of documents & solution and on-site
discussions with bidder and RVUNL team.
5.6.3.2.3. Configuration Review
After final configuration of the solution based on RVUNL requirements is done, ERP OEM will
verify that
a) Configuration document prepared by bidder is as per the solution and standards.
b) Configuration is done to completely meet RVUNL requirements.
c) There are no configuration level errors or incorrect processes.
d) Audit process will be carried out through review of documents & solution and on-site
discussions with bidder and RVUNL team.

5.6.3.2.4. Pre Go-Live Audit
a) ERP OEM will verify and confirm before go-live (number of audits will be as per bidder
implementation approach), technical preparedness of the system is appropriate for Go-Live.
b) ERP OEM will review technical & operational procedures, system performance, user support
documents & structure is as per scope and OEM standards.
c) Bidder OEM will review technical & operational procedures, system performance, user
support documents & structure is as per scope and OEM standards.
5.6.3.2.5. Post Go-Live Audit
a) ERP OEM will conduct post go-live audit to confirm that the solution is performing as per
RVUNL SLAs. OEM report will be pre-requisite to the completion of ERP stabilization phase.
b) ERP OEM will ensure closure of all audit observations to its satisfaction and provide final
report to RVUNL.
5.6.3.2.6. Deliverable
5.6.3.2.7. Key Deliverables
Phase wise key deliverables are provided below. Bidders should note that all deliverables as
part of ERP implementation and necessary for the successful completion of the project needs
to be provided whether exclusively mentioned or not. If the Purchaser requests for any other
reasonable document / deliverable considering the project requirements, Bidders will have to
provide the same.
5.6.3.2.8. Deliverables Acceptance Procedure
a) Initially, Bidder will provide draft deliverable to RVUNL for their review and feedback within
stipulated timelines.
b) RVUNL will provide feedback within the agreed timelines to make necessary changes,
corrections (if required). Bidder will be required to resubmit the revised document/deliverable.
c) Feedback will be an iterative process.
5.6.3.2.9. Key Deliverables List (ERP Implementation)

Phase Key Deliverables Indicative Timelines (To
be finalized with
successful bidder as
per approved project
plan)
Phase I: Project 1. Project Inception Report
Preparation/ a. Detailed Project Plan (In Work breakdown
Inception structure along with dependencies)
b. Detailed Site Survey Plan
c. Detailed BOM for IT and Non-IT
Infrastructure including related software and
licenses
d. Resource Deployment Plan
e. List of complete deliverables
f. Communication Matrix
g. Project Management Templates
h. Roles & Responsibilites and Expectations
from RVUNL
2. Detailed Training Strategy
3. Detailed Change Management Requirement &
Strategy
4. Presentation on ERP Product overview to Sr.
Management
5. Project Preparation/ Inception Phase Closure
Phase II: 1. Detailed As-Is Study report including all existing
Business business processes, work-flows, reporting
Blueprint/ requirements, process maps.
Elaboration 2. Functional Training completion certificate for
Training to RVUNL team on standard functionalities
of the ERP product.
3. Detailed to-be report with identified gap analysis
and solution.
4. Final Business Blueprint/ solution design document
(including integration/ Interface strategy and
process with legacy and other required systems and
integration of existing system)
5. Data collection, Preparation & Migration strategy
along with templates
6. Initial ERP OEM audit report with observations.
7. Final ERP OEM audit report with compliance report.
8. Business Blueprint/ Elaboration phase closure
report.
Phase III: 1. Functional and Technical design documents for
Realization/ custom components
Construction 2. Draft Roles & Responsibilites of Users
(Authorization Matrix)
3. Unit Testing & System Integration Test
4. Functional training (configuration) completion
certificate for the complete solution to Core Team/
Nodal Officers
5. Initial ERP OEM audit report with observations
related to development and configuration.
6. Final ERP OEM audit report with compliance report.
7. Realization/ Construction Phase Closure Report
Phase IV: Final 1. Final Roles & Responsibilities of Users

Phase Key Deliverables Indicative Timelines (To
be finalized with
successful bidder as
per approved project
plan)
Preparation/ (Authorization Matrix)
Transition 2. User Training Manual
3. End User Training Completion Certificate
4. All Master Data Migration Completion Report
5. All Transaction Data Migration Completion Report
6. Load and Stress Test Report
7. Standard Operating Procedure Documents
8. Configuration Manual
9. Help Desk Structure, Process and Operational
Manual
10. Pre Go-Live Assessment Report (Bidder)
11. Pre Go-Live Assessment (ERP OEM) with
compliance
12. Final Preparation/ Transition Phase Closure Report
Phase V: Go-Live/ 1. Go-Live completion report (if multiple go-lives are
Production considered, completion report for each Go-Live will
have to be provided)
2. Enterprise wide Go-Live completion report
Phase VI: Post 1. System Performance Report (SLA Compliance)
Go-Live 2. Solution usage report
Stabilization 3. Issue log and resolution report
Period
4. Initial ERP OEM audit report with observations
5. Final ERP OEM audit report with compliance report
6. Successful Stabilization phase completion report
AMC 1. Monthly activities report
2. Issue log and resolution report (Action Taken
Report) – as per requirement
3. System Performance Report (SLA Compliance) as
per requirement
Project 1. Weekly Progress Report
Management 2. Monthly Progress Report
(Across Phases) 3. Phase Completion Report
4. Project Issue Log and Resolution status report
5.6.3.2.10. Schedule of Supply
The following table provides indicative Bill of Material and Schedule of Supply. Bidders are
required to provide all the items as per the solution requirement and provide the same in the
Price Schedule (8.13 Financial Proposal)
S. No. Particulars Quantity
1. Application Developer user licenses 2
2. ERP super user Licenses (including ESS & MSS 400

along with RDBMS runtime edition)

3. DBMS Licenses 1
4. Managerial user Licenses including ESS 1100
5. ESS 2000
6 Payroll 3500
7 BI Users 10
8 Other Bolt-on/ Software Licenses (As per Proposed Solution)
5.7. Compliance Sheet
Bidder needs to comply with all bid requirements and provide following details:
S. No. Particulars Compliance Page No. of

(Yes/ No) Bidder’s
1 Earnest Money Deposit (EMD)
2 Proof of Purchase of Tender Document
3 Proof of Payment towards e-Service Fees
4 Online submission of all required documents

(Technical and Price Proposal) and as per the
process defined in the bid document
5 One Original hard copy of Technical Proposal
6 Details of Bidder
7 MoU/ Agreement with OEMs.
8 Please confirm you agree to all clauses specified

in the Section I: Instruction to Bidders
9 Please confirm you have submitted all the

mandatory forms specified in Section VIII: Bidding
Forms
10 Please confirm you have noted that the

Performance Guarantee will be furnished as per
Performance Guarantee
11 Please confirm you have provided all the

document proof to substantiate you qualifying the
eligibility criteria as per Section III: Qualifying
Requirements

S. No. Particulars Compliance Page No. of
(Yes/ No) Bidder’s
12 Please confirm you have noted the delivery and

completion schedule specified in tender document
13 Please confirm that you comply to all clauses

specified in the General Conditions of Contract
specified in Section VI: Scope of Work

specified in the General Conditions of Contract
specified in Section IV: General Conditions of
Contract

specified in the Special Conditions of Contract
specified in Section V: Special Conditions of
Contract
16 Please confirm that all goods (Software and

licenses) and services have been included in the
price proposal and is complete in all respects
without any deviation/ missing items.
17 Please confirm you comply with the Payment

Terms and conditions specified as part of Price
Proposal in Section I: Instruction to Bidders
18 Please confirm you have noted the SLA guidelines

and penalty clauses applicable as specified in
Section XI: Service Level Agreements (SLA)
19 Please confirm you have provided sufficient

Earnest Money Deposit in proper form
20 Please confirm you have responded to all

specifications in Section IX: Functional
Requirement Specifications (FRS)
21 Please confirm you have responded to all

specifications in Section X: Technical Requirement
Specifications (TRS)
22 Please confirm that you have checked the final

quote provided in Section 8.1.13: Financial
Proposal
Authorized Signatory of the Bidder:

Full Name:
Address:
Seal of the Firm:

Certificate as to Corporate Principal
(To be signed by any Board Director or Company Secretary)
I __________________________ certify that I am __________________ of the Company under the

laws of _______________ and that __________________ who signed the above bid is authorised to
submit this bid on behalf of the Company / Firm by authority of its governing body.
Authorized Signatory on behalf of the bidder:
Full Name:
Address:
Seal of the Firm:
5.8. Particulars of Bidder
Particulars of Bidder, related information and commercial terms & Conditions
S. No. Particulars Enclose Documents
1 State the following and enclose relevant documents:
Name of the Company or Firm:
Legal Status:
Registered Company in India:
Registration No.:
Country of Incorporation:
Registered Address:
Year of Incorporation:
Principal Place of Business:
Brief description of the company:
Details of Authorized Signatory of the Bidder:
Name:
Designation:
Company:
Address:

Phone No:
Fax No.:
Website:
Email Address:
Financial Details of the Bidder:
2014-15:
2015-16:
2016-17:
Net Worth:
2 Furnish the following information along with relevant documents

and undertaking to be furnished by the Bidder:
a) Has the Bidder been penalized by an arbitral or judicial

authority for poor quality of work or breach of contract in the
last three years (Yes/ No)?
b) Has the Bidder ever failed to perform any agreement,

complete any work awarded to it by any public authority/ entity
in last three years (Yes/ No)?
c) Is the Bidder debarred by any Government department/ Public

sector undertaking and barring subsists as on date of
proposal (Yes/ No)?
d) Has the Bidder suffered bankruptcy / insolvency in the last

three years (Yes/ No)?
Note: If answer to any questions at (a) to (d) is Yes, the Bidder will
not be considered eligible for this assignment
3 Whether documentary evidence has been furnished for

verification of Pre-Qualification as per Section III: Qualifying
Requirements (Yes/No)
4 Whether agreeable to Performance Guarantee as per Instructions

to Bidders (Yes/No)?
5 Whether agreeable to Penalty General Conditions of Contract and


relevant clause of Contract (Yes/No)?
6 Whether agreeable to the Payment Clause General Conditions of

Contract (Yes/No)?
7 Whether agreeable to Payment (milestone based payment) as per

relevant Clause of GCC (Yes/No)?
8 Whether offer is valid for a period of 180 days from the bid
submission date (Yes/No)?
9 Whether an eligibility criterion is met (Yes/No)? If so, please

provide all list of supporting documents enclosed
Full Name:
Address:
Seal of the Firm:

5.9. Financial Capability of the Bidder
(Certificate needs to be provided by the Statutory Auditor. In case the Bidder does not have a
Statutory Auditor, it shall provide the certificate from its Chartered Accountant that ordinarily
audits annual accounts of the bidder)
S. No. Financial Year Average Annual Turnover from IT Enclosed

Services in India (In Crores) Documents
1 2014-15
2 2015-16
3 2016-17
Certificate from the Statutory Auditor:
This is to certify that ………………………………………………. (name of the Bidder) has received the
payments shown above against the respective years.
Name of the Audit Firm:
Seal of the Audit Firm:
Date:
(Signature, name and designation of the authorized signatory)
Full Name:
Address:
Seal of the Firm:

5.10. List of Current Contract/ On-going Projects
(Details need to be provided by the Bidder for current contracts of similar nature, i.e., ERP
implementation and support)
S. No. Client Name Project Details Project Start Project End Total Contract
(Brief Scope of Date Date Value (In
Work) Crores)
Full Name:
Address:
Seal of the Firm:
5.11. Resource Strength
(Self-Certification for minimum number of full-time resources on the payroll of the company)
I _________________________ certify that I am _____________________ of the
Company under the laws of _______ and that we have _______ (number) of full-time resources of the
proposed ERP Product and we have ________ (number) of ERP OEM certified professionals of the
proposed ERP Product on the payroll of the company.
Full Name:
Address:
Seal of the Firm:

5.12. Curriculum Vitae (CV) format
S. No. Details
1 Proposed Position (Only one resource shall be nominated for each position):
2 Name of Firm:
3 Name of Staff:
4 Date of Birth:
Nationality:
5 Education (indicate college/university and other specialized education of staff member,

giving names of institution, degree obtained and date of obtainment):
6 Other Training:
7 Countries of Work Experience:
8 Languages:
9 Employment Record (starting with present position, list is reverse order every employment
held by staff member as per following):
From (year) To (Year)
Employer:
Position Held:
10 Detailed Tasks assigned (List all tasks to be performed by the staff member under this
assignment):
11 Work undertaken that best illustrates capability to handle the tasks assigned:
i. Name of assignment or project:
ii. Year (from and to)
iii. Location
iv. Client:
v. Main project features:
vi. Position held:
vii. Actual activities performed:
12 Certification:

S. No. Details
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes me, my qualifications, and my experience. I understand that any willful
misstatement described herein may lead to my disqualification or dismissal, if engaged.
(Signature of staff member) Date:
Full Name:
Address:
Seal of the Firm:
5.13. Summary of Resources and Certificate from Bidder
(Summary of Resources Proposed to be deployed)
S. No. Position Name Qualification Professional Relevant Task

Experience experience in proposed
years to be
assigned
Certification from Bidder
We have verified and certify that the above mentioned resources proposed are adequately qualified and
experienced to meet the bid requirements.
Full Name:
Address:
Seal of the Firm:
5.14. Resource Deployment Plan
(Bidder needs to provide the resource deployment plan for the entire life cycle of the project. Both
onsite and off-site deployment needs to be specified)
S. No. Resource Role Onsite/ Phase: Phase: Phase: Phase: Phase:

Name Offsite Month 1 Month 2 Month 3 Month 4 Month N

Full Name:
Address:
Seal of the Firm:
5.15. Deviation/ Assumption Sheet
(In case of no deviation/ assumption, a statement to that effect must be given)
5.15.1. Deviation Details
Date:
Bid Number:
Bidder Name:
S. No. Bidding Document Content of Deviation/ Financial Scope

Reference/ Section Bidding Assumption Impact Impact
No./ Page No. Document
requiring
Clarification
5.15.2. Assumption Details
Date:
Bid Number:
Bidder Name:
S. No. Bidding Document Content of Deviation/ Financial Scope

Reference/ Section Bidding Assumption Impact Impact
No./ Page No. Document
requiring

Clarification
Certificate:
We confirm that,
i. Only above mentioned deviation and/or assumption are need to be considered. If there is any deviation
and/or assumption mentioned anywhere in our proposal, same should be ignored.
ii. The Purchase is not bound to accept any of the above mentioned deviation and/or assumption and
may reject any or all without giving any reason thereof.
iii. The Purchaser may consider the financial impact and/or scope impact during the bid evaluation
process.
iv. Except the above mentioned deviations and/or assumptions, subject to the approval and acceptance
by the Purchaser, the entire work shall be performed as per the bid requirements.
Full Name:
Address:
Seal of the Firm:
5.16. Financial Proposal
5.16.1. Introduction
1) The price schedules are divided into separate schedules as follows:

Grand Summary of Cost
ERP License Cost
ERP ATS Cost
Implementation Cost
Implementation (AMC) Cost
2) The Schedules do not generally give a full description of the solution to be supplied, installed,
and operationally accepted, or the Services to be performed under each item. However, it is
assumed that Bidders shall have read the Requirements and other sections of these Bidding
Documents to ascertain the full scope of the requirements associated with each item prior to
filling in the rates and prices. The quoted rates and prices shall be deemed to cover the full scope
of these Requirements, as well as overheads.
3) If Bidders are unclear or uncertain as to the scope of any item, they shall seek clarification in
accordance with the Instructions to Bidders in the Bidding Documents prior to submitting their
bid.
4) Bidder should provide all prices as per the prescribed format. Bidder should not leave any field
blank. In case the field is not applicable, Bidder must indicate "0" (zero) in all such fields.
5) All the prices (including taxes & duties) are to be entered in Indian Rupees Only (% values are
not allowed).
6) It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and/or
payable.
7) RVUNL, reserves the right to ask the Bidder to submit proof of payment against any of the taxes,
duties, levies indicated.
8) RVUNL shall take into account all Taxes, duties & levies for the purpose of Evaluation.
9) The Bidder needs to account for all Out of Pocket expenses due to Travelling, Boarding, Lodging
and other related items.
10) The Unit Rate as mentioned in the formats shall be valid for additional procurement of those
items during the contract period, if RVUNL feels the need for additional items to be procured. If
the unit rate is valid for a minimum quantity of items then the same should be mentioned in the
"Matrix" column. However, based on the market trends, RVUNL retains the right to negotiate this
rate for future requirements to decrease the unit rate.
11) Payment for Annual Maintenance Contract, Annual Technical Support will be calculated and
made on pro-rata basis depending upon year and quantity.
12) In case of additional procurement of licenses, no escalation in AMC cost will be allowed. Bidder
will provide AMC services for the complete solution irrespective number of user. ATS will be paid
on pro-rata basis based on the quoted unit cost for ATS.
5.16.2. Financial Proposal Submission Sheet
To,
........................................
Subject: Proposal for Enterprise Resource Planning (ERP) Implementation
Ref: Tender No……………………….. dated ………………………………
Sir / Madam
We, the undersigned Bidder, having read and examined in detail all the Tender documents in respect of
<Bid Name> do hereby propose to provide services as specified in the Tender document
number………………dated
1. Price and Validity
1.1. All the prices mentioned in our tender are in accordance with the terms as specified in the tender
document. All the prices and other terms and conditions of this tender are valid for a period of 180
calendar days from the bid submission date
1.2. We hereby confirm that our tender prices include all taxes. However, all the taxes are quoted
separately under relevant sections.
1.3. We declare that if there is any change in taxes and duties as per the prevalent law, we shall pay the

same
2. Unit Rates : We have indicated in the relevant schedules enclosed the unit rates for the purpose of on
account of payment as well as for price adjustment in case of any increase to/decrease from the scope of
work under the contract
3. Deviations: We declare that all the services shall be performed strictly in accordance with the tender
documents except for deviations / assumptions, all of which have been detailed out exhaustively in Form
Deviation / Assumption Sheet, irrespective of whatever has been stated to the contrary anywhere else in
our bid. Further, we agree that additional conditions, if any, found in the tender documents, other than
those state in Deviation / Assumption Sheet, shall not be given effect to.
4. Tender pricing: We declare that our bid prices are for the entire scope of work and contract period as
specified in the bid document. These prices are attached with our bid as part of the bid. The prices
quoted will remain firm during the contract period.
5. We hereby declare that our bid made in good faith, without collusion or fraud and the information
contained in the bid is true and correct to the best of our knowledge and belief
6. We understand that our bid is binding on us and that you are not bound to accept our bid
7. We confirm that no deviation(s)/condition(s)/assumption(s) is/are attached here with this financial offer
The total Price of our bid is ……………………………………………………………………..
(Rupees ............................................................................................. )
Full Name:
Address:
Seal of the Firm:
5.17. FRS and TRS Compliance
(ERP OEMs may provide the following certificate either jointly with the Bidder or separately without
modifying the contents)
Date:
Bid Number:
Bidder Name:
Certificate:
We ........................................(ERP OEM Name) and .............................(Bidder name) confirm that:
i. the compliance provided in Functional Requirement Specification (FRS) and Technical Requirement
Specification of the above mentioned bid are as per the proposed ERP product standards
ii. Solution approach to meet the business requirements will be as per the compliance given in FRS &

TRS
iii. All the required modules / software are provided/proposed as part of Bidder's proposal
iv. If any module and /or sub-module is not supplied and found to be required during the contract period,
same will be provided by the Bidder to the Purchaser without any additional cost towards supply,
implementation, training and other related services
Full Name:
Address:
Seal of the Firm:
Authorized Signatory on behalf of OEM:
Full Name:
Address:
Seal of the Firm:

5.18. ERP Modules & Sub-Modules Bill of Material Confirmation
(ERP OEMs may provide the following certificate either jointly with the Bidder or separately without
modifying the contents)
Date:
Bid Number:
Bidder Name:
S. No. Module Sub-Module Version Function/

Purpose
Certificate:
We ........................................ (ERP OEM Name) and (Bidder name) confirm that:
i. above mentioned module and sub-modules are adequate to meet the functional requirement
specification (FRS) and bid requirements of the Purchaser
ii. above mentioned module and sub-modules are proposed to be supplied as part of Bidder's proposal
iii. If any module and /or sub-module is not supplied and found to be required during the contract period,
same will be provided by the Bidder to the Purchaser without any additional cost towards supply,
implementation, training and other related services
Full Name:
Address:
Seal of the Firm:
Authorized Signatory on behalf of OEM:
Full Name:
Address:
Seal of the Firm:

FUNCTIONAL REQUIREMENT SPECIFICATIONS
(FRS)
Compliance status ERP Module
S C TP NC Module Sub-Module
S: Standard
C: Customization
TP: Third Party Solution
NC: Non-Compliance
5.20. Generation
S. No. Requirement
1 Ability to integrate with Generation Control Centre system of RVUNL, including data
exchange, reporting, analysis etc.
2 Ability to generate periodic (e.g. annual and monthly) generation plan
3 Ability to automate collation and approval of generation plan by various levels of different
stakeholders
Monitoring against Targets
4 Ability to revise targets based on the periodic (e.g. weekly, monthly & quarterly) performance
reports
Long Term Planning
5 Ability to prepare a long-term generation plan based on user inputs
6 Ability to manually record or source the operational data from external plant data/ Generation
Control Centre (GCC) server to evaluated plant performance parameters
7 Ability to facilitate merit order ranking of the units based on their performance and availability
8 Ability to centrally record the details of communications related to SLDC/RLDC regarding
declaration of capacity
9 Ability to prepare the daily schedule based on the capacity dispatched by SLDC/RLDC
10 Ability to trigger the alarms/ reports/ messages in case of deviations to the commitments to
SLDC in terms of declared capacity
11 Ability to simulate the grid condition and make it available centrally
12 Ability to display the information about commitments to the customers in the open market
13 Ability to display declaration of capacity (DC), calculation of sending out capability (SOC),
communication to SLDC/RLDC and revision to the agreed schedule
14 Ability to analyse and compare the performance of various shift groups in a power (on a set
of performance metrics such as analysis of tripping report, station heat rate, specific fuel
consumption, etc.)
15 Ability to generate a monthly summary for the operational performance for the
unit/station/plant
Data Collection
16 Ability to record the shift log books centrally and accessed by all concerned

S. No. Requirement
17 Ability to capture the plant and BOP (Balance of Plant- coal handling, water treatment plant,
CW pump house, ash handling, switchyard, etc.) process parameters from process control
automation systems
18 Ability to access and process the manual data from various units
19 Ability to store the monthly operational data from all power-plants centrally for benchmarking
purposes
20 Ability to capture the operations data, store in a central data warehouse and able to manage
for further use
21 Ability to make available design, operational and maintenance data centrally
22 Ability to modify the data entered in the log-books/system after appropriate approval
23 Ability to archive operation logs and reports monthly in the plant information database
Data Analysis
24 Ability to depict the operational performance of station, unit and plant level by compiling the
operational data for the various units
25 Ability to ascertain performance and develop trends of predefined equipment parameters
based on user defined model
26 Ability to assess equipment condition based on a user defined model which uses current
operational data
27 Ability to assess the financial impact using measured plant performance parameters
Reporting
28 Ability to generate the reports containing operational performance parameters
29 Ability to generate the reports from the operational data in the formats as per the statutory
requirements
30 Ability to make available centrally the details of the remedial plan and the rectification steps
subsequent to an event leading to generation loss
31 Ability to calculate and report the financial impact of a tripping/breakdown
32 Ability to generate a ‘Fault-Analysis Report’ for the major breakdown
33 Ability to send the generation loss reports/fault analysis reports to the central operation
monitoring department/cell
34 Ability to record and track centrally the actions taken against tripping-analysis committee’s
recommendations till their closure
Work Permit (Safety Document)
35 The system should be able to track the status of work-permits
36 Ability to capture the information like type of fault, man power used, time consumed, spares
consumers and consumables at the time of cancellation of PTW
37 Ability to generate fault history of equipments
38 Ability to carry out gap analysis – Cost effectiveness assessment for operating various
equipments beyond thresh hold limits
39 Ability to carry out performance optimisation study
40 System should have capability of document management and repository management,
wherein all the key documents, procedure, guidelines, manuals should be documented
41 Ability to facilitate operations review team
42 Ability to measure the efficiency gains pre and post overhauling or any other maintenance
activity
43 Ability to carry out what if analysis due to any variations in plant operating parameters
44 Ability to maintain sequence of events (Shift engineer report) for trend analysis

5.21. Plant Maintenance
S. No. Requirements
1 Ability to create the equipment master list which includes elements such as: power station,
unit, main system, sub-system, sub-system identification, equipment number, equipment
identification, equipment group, material code and linked with the store/material code, sub-
assembly, equipment description and other acquisition details such as cost, manufacturer,
model, etc.
2 Ability to link the technical information/ documents (scanned or otherwise) to the
corresponding sub-assemblies in the equipment master list which includes information such
as design data-sheet, drawings, base line vibration signature, multimedia files, equipment
spares list along with population, hierarchy diagrams, etc.
3 Ability to track the inter-changeability of equipment/ parts
4 Ability to manage central repository of Operation and Maintenance documents/ manuals,
master list of safety instructions / isolation requirements (generated along with the permit)
etc. with easy search and retrieval.
5 Ability to record a defect of an equipment in a user defined format giving details of the defect
such as the equipment name, priority of defect, description of defect, impact of the defect on
operation, type of job, etc.
6 Ability to prioritize maintenance jobs
7 Ability to send alerts/ SMS/ email (possibly through separate, external systems) to
designated users, when a breakdown/ defect is reported
Work Classification
8 The system should have a facility to classify maintenance jobs including Breakdown
(Corrective)/ Preventive/ Predictive or Condition based/ Seasonal / Planned maintenance
(Overhauling) etc.
Breakdown Maintenance
9 Ability to generate/retrieve user defined codes such as but not limited to breakdown impact,
job cancellation reason, job incomplete reason, reschedule reason, etc. as feedback in the
work request
10 Ability to generate a cost estimate based on material, services and contract requirements
11 Ability to identify breakdown jobs which require shut-down for a specified duration
12 Ability to allow the user to directly create work / maintenance orders without going through
the work request planning process to override for dealing with emergency situations
Preparation of Short Term Maintenance (Predictive and Preventive) Plans
13 Ability to generate/retrieve/ update preventive maintenance schedule based on user-defined
criteria. Also able to create Overhaul Preparedness Index (OPI) to track readiness of
overhaul related procurement/contracts activities.
14 Ability to amend the preventive maintenance schedule for equipment where the preventive
maintenance was carried out during an unplanned breakdown or unit shutdown
15 Ability to generate alerts/ notifications for the requests generated against the preventive
maintenance schedule
Condition Based Monitoring
16 Ability to retrieve the maintenance data as per predictive/ diagnostic maintenance techniques
likes Digital Control System (Process Automation); Condition based monitoring of: Vibration
Monitoring, Acoustics Monitoring, Infrared Thermography, Dissolved Gas Analysis, Noise
Level Monitoring, Motor Current Analysis, Oil Analysis, Boiler tube thickness monitoring, and
any other. Ability to record this data either manually or automated import from external
systems.
17 Ability to reschedule all related preventive maintenance jobs requests based on predictive
and condition based monitoring (CBM)
Work Request Management

S. No. Requirements
18 Ability to prioritize work requests for various maintenance works based on the availability of
material and services
Preparation of Maintenance Budgets
19 Ability to support Activity Based Budgeting i.e. Ability to support maintenance budgets by
providing all information such as material, manpower and contracting resource availability.
20 Ability to Monitoring of site store (Sub store) – existing Form 4 details for each JE shall get
reflected on the ERP system
Plan for Spares, Consumables and Services
21 Ability to provide information on consumption, stock, procurement status of spares,
consumables and services etc. for preparation of a consolidated requirement of spares and
consumables for maintenance requirements
Work Planning and Control
22 Prepare Work Specifications
Ability to generate a work specification that includes all the following sets of information but
not limited to:
- Individual maintenance tasks to be undertaken
- Manpower (Skill sets, number of staff required and duration)
- Material (Spare parts and consumables)
- Special tools
- Contractor services required
- Special services (consisting of in-house or out-sourced services)
- Standard safety guidelines including requirement of work-permit.
- Details of the scrap which would be generated
23 Ability to estimate the cost of a work order based on all resources pertaining to the work
request
24 Ability to provide the central access to the spares list, running contracts
Scheduling of Jobs
25 Ability to maintain a database of the maintenance activities scheduled to be taken up later or
during outage
Workshop Jobs
26 Ability to track and report spares and consumable requests, their issue and usage based on
user defined criteria such as by user ID, Equipment No., Work order, etc.
27 Work-Permit/ Permit to Work (PTW) (Safety Document)
Ability to create work-permits including but not limited to the following types:
- Permit for Work at height
- Permit to work at confined place
- Permit to work
- Limited Work Certificate
- Sanction for Test
28 Ability to track the status of work-permits; raise flag/ alert/ notification in case PTW exceeds
allowed time limits; manage multiple permits on same equipment.
29 Ability to capture the information like type of fault, man power used, time consumed, spares
and consumables consumed at the time of cancellation of PTW
Execute Job
30 Ability to generate the actual maintenance costs of spare parts, contract, duration of work,
etc. including:
- For a Work Order, Equipment / item, Equipment groups, Sub-system, System, Power
generating unit, power station etc.
31 The system should be able to record material and services in the job card issued against
work-order.
32 Ability to track all chargeable, non-chargeable and returnable material issued to contractors

S. No. Requirements
per their respective contracts
33 Ability to record the details of the scrap generated in any maintenance or work-orders. This
shall be linked to the assets register.
34 Ability to store standard work specifications / OEM repair procedures for easy creation of
maintenance jobs
Update Equipment Maintenance History
35 Ability to record the additional notes for closed Work Orders which will assist in the upkeep of
maintenance history
The notes shall contain the information such as:
-‘As found’ and ‘As left’ conditions for the Equipment.
-Feedback for maintenance planning to improve future work-packages
- Feedback from the initiator of work-request/Operations.
36 Ability to generate the list of frequently occurring faults for a sub-systems/equipments
Performance Management
37 Ability to record the schedule compliance and time taken for closing the maintenance order
38 Ability to compare the equipment maintenance costs Vs equipment replacement costs
39 Ability to generate user defined reports be defined covering all maintenance information
including but not limited to:
- Percentage of preventive maintenance
- Percentage of total breakdowns
- Percentage of predictive maintenance
- Percentage of proactive maintenance
- Mean time between failure (MTBF)
- Mean time to repair (MTTR)
- Boiler tube failure per 1000 running hours
- Condenser tube failure per 1000 running hours
40 Ability to automate the work-flow for the closure of maintenance work which require
validation and approval from various stakeholders
Maintenance Costs
41 Ability to record the break-up of the maintenance cost
This includes the details such as:
- Percentage cost of preventive, break-down and conditions based maintenance
- Function wise break-up of maintenance cost
42 Ability to prepare a schedule / project plan for overhauling and annual maintenance along
with the pert chart for proposed completion of overhauling exercise
43 Ability to generate a detailed maintenance schedule including the list maintenance activities
using a project plan for overhauling/Annual Maintenance
44 Ability to record and display the stock of spares and consumables and their order status for
purpose of project resource planning from each unit/plant and center
45 Ability to record and display the order status of the overhaul contracts for project resource
planning
46 Ability to generate list of required spares, consumables after assessing pending PO and
spares available in store
47 Ability to create of indent for spares required for overhauling but should submit for
procurement after requisite approvals
Overhaul Execution and Monitoring
48 Ability to track the actual progress against the overhaul plan
49 Ability to report the completed overhaul jobs that includes but not limited to the following
information:
- Resources planned versus used
- Contracts placed and used

S. No. Requirements
- Pre and post overhaul test results in user defined formats
- Quality check results
- List of departments that have completed overhaul jobs
- Checks undertaken and their acceptance (Maintenance Protocols)
5.22. Quality Management
S. No. Requirements
1 Manage all Quality Management across business process cycle related aspects including
those related to generation, maintenance, procurement, statutory compliances/ licenses/
certificates, internal quality control/ safety / audits etc.
2 Functions of quality management as per ISO 9001 standard and related policies.
3 Maintain quality related master data, inspection characteristics, inspection methods, where-
used lists and replacements related to parts/ spares replacement.
4 Ability to capture activities of various departments related to quality control such as chemistry
department, weight and measurement department, inspection teams, operations review team
etc.
5 Ability to capture calibration details, inventory of test equipment such as weigh bridge etc.
6 Ability to capture data and generate reports on boiler water and steam cycle, DM plant
operations, water treatment plant operations.
7 Ability to capture chemical analysis reports including analysis of coal, unburnt carbon, coal
fineness, Flu gases, water, oils (turbine/ engine etc.) etc.
8 Material Inspection
9 Ability to manage inspection planning including schedule (pre-dispatch, on receipt, dates
etc.)
10 Ability to capture all data related to inspection processing, creation of inspection lots,
detailed inspection results, defects recording, desired quality level, measurement of quality-
related costs etc.
11 Manage quality related notifications to concerned users.
12 Mange details of various types of quality certificates against each item/ equipment including
requirement, status, expiry etc.
13 Link quality characteristics with the inspection characteristics in the material specifications
14 Manage purchase order/ vendor-related technical delivery terms and quality assurance
agreements
15 Trigger and manage goods receipt inspections
16 Monitor process quality with the help of control charts
17 Application of statistical process control techniques using quality control charts
18 Quality scores for inspection lots
19 Quality notifications for processing internal or external problems and initiating corrective
action to correct the problems
20 Manage other quality management related requirements as mentioned elsewhere.
5.23. Fuel Management
a. Fuel planning and management – fuel planning including assessing the coal linkages,
evaluating fuel supply gaps, aggregation of total fuel requirement, vendor management,
database and MIS management, fuel quality and quantity availability and requirement
assessment, Fuel Supply Agreements (FSA) management, contract management, fuel
budgeting, fuel utilization tracking etc.

b. Transportation and logistics management including imported coal transportation
management, high sea sales, rake wise accounting, railway siding maintenance,
locomotive management, coal weight measurement, stock management, locomotive
breakdown maintenance, signaling and related maintenance, fuel quantity measurement,
rakes receipt and confirmation, integrated view of transportation, details pertaining to
import, unloading, storage, transportation, transit loss, commercial impact of loss, fuel
supplier and transporter performance management, real time rake movements etc.
c. Consumption and fuel accounting including coal received, consumption and stocking
reconciliation, compilation of information pertaining to rebooking, efficiency impact on
switching of fuels, losses in internal value chain, record management etc.
d. Quality management of fuel including monitoring and compilation of fuel sampling

analysis report, identification of deviations, fuel quality monitoring etc.
e. Billing and payment of fuel including automation of workflow for posting, verification,
approval and authorization for payment for suppliers and transporters, capturing the
details of the bills and its comparison with delivery details recorded by plant personnel,
calculation of the cost of consignment based on the agreement conditions, central
clearance of bills etc.
f. Claim management and dispute settlement such as raise claims on suppliers and
transporters, track the status of claims and the responses of the various parties, identify
missing and unconnected wagons/rakes etc.
To be inserted:-
i. Quantity management of fuel including quality monitoring for computation of weight

for stock purpose , identification of deviations, impact of transit loss and
computation of consignment wise coal & landed cost etc.
ii. Verification of invoices pertaining to transportation as well as supplies for

adjustment against the advance and identification of claim if any consignment/
source wise.
S. No. Requirements
1. Ability to prepare annual fuel procurement plan based on consumption data, Long-term
contracts and fuel sourcing options available as per Fuel Supply Agreements (FSA) for CIL
subsidiaries and Agreements of coal Mining and others etc.
2. Ability to automatically aggregate the requirement at station and plant level to calculate the
total requirement of the plants.
3. Ability to estimate fuel requirement of the new plants with inputs from Project Management
team.
4. Ability to estimate fuel requirement for new projects based on standard formulae for fuel
consumption
5. Ability to maintain database of fuel sources in deregulated environment: including potential
and existing suppliers, both domestic and international. Based on requirements of the
project, prospective suppliers are intimated on requirement. This includes quantity, quality,
delivery schedules and logistics.
6. Ability to calculate the fuel shortage based on the requirement and the available fuel

sourcing options.
7. Ability to maintain database of fuel sources in a regulated/ controlled environment: Fuel
source identified based on the linkages granted by the statuary bodies (Gas Linkage
committee for gas, Standing Linkage Committee (Long Term) for Coal). Based on
requirements of the project, linkages are granted by appropriate bodies and accordingly fuel
supply agreements are then entered into. This includes quantity, quality, delivery schedules,
logistics, reliability and long term availability.
8. Ability to maintain details of the Fuel supply agreements (FSA) with various suppliers in a
database.
9. Ability to monitor certain clauses of the agreement continuously as the supplier delivers the
fuel. Based on the delivery performance, system shall be able to monitor the deviations
from agreed upon commercial and operational parameters.
10. Ability to keep record of all Fuel Supply Agreements (FSAs) incorporating the clear terms
and condition pertaining to coal receipt, payment, sampling, claims, disputes, charges
payable for coal such as basic price, sizing charges, transportation charges, royalty,
commercial tax and other taxes for each grade, mine, mode of transport mode etc.
11. Ability to prepare the consolidated fuel budget for all the plants based on the procurement
plan, Including the budget for all kinds of fuel i.e. coal and oil etc.
12. Ability to track actual utilization of fuel-budget based on payments to suppliers.
13. Ability to record details of regular interactions with external agencies / vendors.
14. Ability to forecast daily requirement for coal based on generation schedule, coal stock,
available source of coal etc.
15. Ability to create delivery schedule based on supply-agreements while taking the
requirement into consideration.
16. Ability to calculate the amount of coal actually supplied by vendors against FSA and others.
17. Ability to Automatically Aggregate the Station wise fuel requirement as per stipulation of
MOEF.
Transportation and Logistics
17. Ability to match transport and logistics arrangements to contracts. Capture transportation
cost for every delivery. (Rake wise)
18. Ability to record the details of wagons (Rakes) received and prints the confirmation receipt
for transporters.
19. Ability to generate integrated view containing delivery parameters including quantity, losses,
wharfage, demurrage, freight-charges, and the details of the supplier for a particular
consignment for all types of fuel such as coal and oil (HSD & Furnace oil) etc.
20. Ability to have the details related to import, unloading, storage transportation and receipt of
imported coal be recorded in system
21. Ability to record the transit losses for every consignment received including supplier,
quantum of loss and commercial impact etc.
22. Ability to map/ track the performance of the fuel suppliers and fuel transporters to the terms
and conditions of the various fuel supply and transport agreements, and scheduled vs.
actual supply.
23. Ability to provide alerts/ messages in case the supply of gas, coal and other fuels falls short
against the schedule, and enable recording the reasons for deviations
24 Ability to provide alerts/ messages in case of extra detention hour of coal rakes & wagons
and ability to compute the demurrage charges rake wise , progressive & monthly and
yearly basis.

Consumption and Accounting
24. Fuel Supplier supplies fuel as per agreed quality. The quality is in conformity to the
requirement of Genco Turbines / Boilers. It is interfaced with Fuel supplier & Genco
Chemistry Dept.
25. Ability to capture data related to quantity of coal being stacked in the coal yard and the coal
being reclaimed from it, stored and retrieved by a user defined criteria
26. Ability to capture information related to storage, retrieval and transfer of fuel at various
points in the internal fuel value chain
27. Ability to capture costs and the power generation efficiency impact when switching fuels in
power plants, and what-if analysis for different varieties of fuel (coal etc.)
28. Ability to capture the losses in the internal and external value chain and generate reports
29. Ability to maintain yard-wise coal stock, daily / monthly summary report of coal stock
containing receipts, consumption, transit losses, rejects, transfers, GCV etc.
30. Ability to capture the weight of consignment at loading and unloading point, rake weight,
along with time and date, etc. System should be capable of generating reports on
Annual/Monthly/Daily transit losses plant wise / mine wise / transporter wise.
Quality Management
31. Ability to capture the results of fuel sampling and analysis
32. Ability to capture the deviations from the quality parameters agreed in contract. In-house
quality testing data has to be compared with the results of fuel quality received from loading
point. Parameters can be UHV/GCV, stones and moisture content etc.
33. The system should have provision to define coal of various qualities in the system based on
Ash Ratio, Rated fuel content, Sulphur content, Moisture Content, Stones etc.
33. Ability to compute quality results of coal sampling loading ends , unloading ends by RVUN
and third party , comparison , referee result if any and computation of claims source wise
Billing
34. Ability to capture and automate the workflow for posting, verification, approval and
authorization for payment for suppliers and transporters as per RRVUNL’s formulae,
policies ad coal accounting manual.
35. Ability to capture the details of vendor bills and compare it with delivery details cost of
consignment, terms of contract etc. to check its validity and the actual payable amount.
36. Ability to calculate the landed cost of fuel for various suppliers
Claim Management and Dispute Settlement
37. Ability to raise and track claims on suppliers and transporters
38. Ability to identify missing and unconnected wagons based on the delivery details, and
support accounting and settlement with the transporter
Miscellaneous
39. Ability to account for diversion/rebooking of coal consignment including financial impact ,
maintenance of railway sidings, mill rejects and stone rejects,
40. Ability to integrate the various modules as per the fuel accounting manual
41. Ability to capture activities of weight and measurement department, their policies, weigh
bridge calibration details and other related requirements
42. Ability to capture derailments, their locations, causes, costs and other details.
43. Ability to capture notification /circular of MoC, MoP, CIL subsidiaries & railway boards.

5.24. Procurement and Inventory Management
S. No. Requirements
Procurement and Inventory Management
Indenting
1 Ability to check availability of required material in RVUNL store(s), and raise requisition for
issue of material if available
2 Ability to manage rate contracts for material and order directly from vendor if deficient in
store
3 Ability to raise indent for multiple items through user-defined, rule based (e.g. Delegation of
Power/ type of material), hierarchical approval, define timelines for approval, and alert/ notify/
message the next officer/department to take necessary action.
4 Ability to recommend procurement plan and quantity based parameters like past
consumption pattern, specific consumption norms (raw materials), existing stock, pipeline
stock, estimated requirement and lead times involved.
5 Ability to track status of documents (indent/ tender/ PO etc.) by user dept./ cost center/ buyer
group/person, approval stage (raising to Financial concurrence, approval, release of NIT/
Enquiry, receipt of offers, placement of order, LC status, material in transit, receipt at stores,
inspection, stock charging & payment) etc.
6 Ability to evaluate the indent online and reject/ suggest modification/ approve with
comments/ notes by approving authority, and resubmit for approval by initiator after
necessary modifications
7 Ability to generate a unique indent application number: item subgroup, department, indentor-
wise etc.
8 Ability to capture following details in an indent – last Purchase Order (PO) number and date,
last 3 years consumption, last purchase cost, Current inventory status, Pending orders,
estimated delivery date, description and number of items required, nature of item
(proprietary, general), type of purchase required (e-procurement, Limited Tender Enquiry,
Rate Contract, Proprietary purchase, Open tender), total budget allocated to the dept. and
the available to date budget, name of indenter, department etc.
9 Ability to attach scanned documents (approved note sheets, design, drawing, etc.)
10 Ability to define quantity tolerance on indented item
11 Ability to specify vendor(s) while raising the indent for proprietary purchase or Limited Tender
Enquiry
12 Ability to specify whether indented items are proprietary and link to proprietary certificate with
justification.
13 Ability to create internal indent by a unit/dept. etc. on another unit/dept.
14 Ability for online budget monitoring and display of budget status during indent stage and
accordingly display alerts/ messages on exceeding the specified budget limit.
15 Ability to raise request to finance and accounts department for increasing the budget
allocation to the requisitioning department and online hierarchical approval.
16 Ability to record and print technical write up (for imports) against procured items required for
customs clearance at ports.
17 Ability to track and generate reports on items critical to operations, critical to quality, having
limited shelf-life etc. for adequate stock level and automatically raise alarm/ notification for
indenting
18 Ability to add to indent remarks/description, Special instruction on Packing requirement,
inspection requirement, sample submission (free/chargeable), legal transit needs, delivery
scheduling, test certificate requirement, Pre-dispatch inspection needs, etc. and track these
in tender/ PO stage.

S. No. Requirements
Vendor Selection
19 Ability to capture vendor details along with their agents/ dealers, HO, works units, bankers,
sister concerns, zonal offices, PAN number, Service tax no., Bank account number, link to
item/materials supplied, category – supplier/ contractor/ subcontractor/ transporter etc.,
status – approved/ registered/ blacklisted/ active/ not active/ dormant/ under trial etc.
20 Ability to evaluate vendors based on Quality, Cost, Delivery, Service and any other user
defined parameter on the basis of contract performance with RVUNL
21 Ability to generate Vendor analysis reports for spend analysis, performance in terms of on-
time, in-full delivery, rejections, etc.
22 Ability to generate custom vendor registration certificate indicating eligible item groups.
23 Ability to generate renewal letters/ reminders for registration and if no response is received
facilitate de-registration of the vendor.
24 Ability to record details of all correspondence made with the vendor against query.
25 Ability to collate requirements from various sites and enable centralized procurement for
common and similar items
26 Ability to prepare an estimate based on standard cost data, last purchase and latest
applicable taxes and duties ,transport cost etc.
27 Ability to prepare multiple Purchase proposals for approval
28 Ability to amend purchase proposal as per query of Approving authority
29 Ability to create LOI and send to the vendor and tracking it till conversion to PO
30 Ability to prepare a draft PO for pre-audit of Finance dept.
31 Ability to create or issue multiple Pos as per requirement
32 Ability to amend Purchase Order with user’s approval/ financial/ account concurrence and
approval of Competent Authority and to keep track of all past amendments.
33 Ability to provide for various/special terms and conditions etc. in the Purchase order
34 Ability to track Budget code for each PO
35 Ability to provide for ship-to-address, bill-to-address, invoice sent-to-address in the PO
36 Ability to intimate Accounts department if pre-payment or payment through bank is the
criteria for release of goods by vendor
37 Ability to capture inspection requirements, acceptance criteria, etc. in PO
38 Ability to alert user dept. after receipt of pre-inspection request from vendor
39 Ability to generate Purchase order without a quotation/ offer (emergency PO/ RC/ Repeat
Order)
40 Ability to generate PO with a unique number
41 Ability to generate purchase orders with quantity but no delivery schedule eg. Part, full,
staggered, etc.
42 Ability to generate purchase orders/ release order against an open PO (in case of staggered
delivery) as and when material is required by the user department.
43 Ability to raise alerts regarding schedule of payments, liquidated damages, schedule of
delivery, etc.
44 Ability to handle delayed deliveries and the relevant Liquidated Damages
45 Ability to run query on Purchase order history by vendor, location wise, item code, PO
number, indent no.
46 Ability to modify GST input credit, and other statutory components
47 Ability to track payment/ refund status against a PO
48 Ability to track Bank Guarantee against advance, PBG and EMD against PO in terms of
value, receipt and validity and raise alerts whenever required

S. No. Requirements
49 Ability to track and amend Letter/Line of Credit (Local and foreign LC)
50 Ability to amend/ cancel a Purchase Order, item wise/price/price basis/Terms & condition
51 Ability to specify packing, shipping, scheduling instruction against item for PO ( if desired unit
wise packing may be asked for)
52 Ability to capture standard documents of latest version like Standard Terms and Conditions
of Indigenous/Import procurement, Performance Bank Guarantee (PBG) , Bankers List,
EMD, etc.
53 Ability to capture payment terms like LC, revolving LC, part payments, advance along PO,
advance by readiness of material by Bank Guarantee, Demand Draft, LC or any
combination.
54 Ability to generate LC terms as per the requirement of supplier ( individual statements are to
be edited)
55 Ability to capture the freight details (sea freight/Air freight against each consignment,
transporter lead time etc.)
56 Ability to identify and track the import purchase order unit wise/ product wise
57 Ability to track LC amendments and Payments released against a PO
58 Ability to track completion of material delivery at store
59 Ability to seek review of material from user department for closure of PO
60 Ability to inform accounts department for release of Bank guarantee/EMD/PBG against
closed PO
61 Ability to generate documents for resolving LC discrepancy.
62 Ability to generate necessary documents for return of imports if rejected/ sent for repair.
Works and Service Procurement (O&M)
63 Ability to schedule works and activities as per the O&M plan for periodic or need based
overhauling/ R&M as per allocated budget
64 Ability to breakdown works into activities for the purpose of scope of work before raising of
indent
65 Ability to generate a work schedule for various activities along with service item number,
description, completion date, status Updation etc.
66 Ability to create a schedule of rates for various service items that would be used for all cost
estimation for service procurement
67 Ability to forward indent to approving authority for vetting and issue of NIT as per Delegation
of Power
68 Ability to create a proposal/estimate with details of list of service items, Bill of Quantity,
estimated rates, cost center and total cost
69 Ability to make detailed estimates for Civil, Mechanical, Electrical, Instrumentation works,
etc.
70 Ability to compare the current offer with previous offers on another Work Order
71 Ability to generate unique Work order number
72 Ability to specify staggered job completion pattern
73 Ability to revise BOQ and value of work order, if required, during the execution of the work
order
74 Ability to monitor the work order execution with respect to time and cost budgeted vs. the
time and cost left
75 Ability to record acceptance/ rejection/ partial acceptance of the service provided
76 Ability to monitor release of payment against satisfactory completion of activities
77 Ability to evaluate the contractor performance based on pre-defined parameters like time
overrun, cost overrun change in specifications, etc. and record them and provide feedback to

S. No. Requirements
the procurement and indentor department
78 Ability to inform the Accounts department regarding completion of contract and release of
payment and EMD/ PBG, etc.
79 Ability to generate special terms condition based on user defined criteria with provisions of
amendments along with due approvals
Inventory Receive, Inspect and Storage of Items
80 Ability to assist in generating road permit from Road Transport Authority
81 Ability to generate list of pending Road Receipt/Goods Received for goods clearance
82 Ability to generate report on payment of freight charges transporter wise
83 Ability to generate Gate Pass on the basis of advance delivery notice from the vendors or as
per requirement and attach scanned documents if any
84 Ability to update consignment database (Consignment Register) and generate Material
Inward Slip
85 Ability to receive goods in part/ full by air/rail/ road/ courier/ hand delivery/ bank/ post, etc.
86 Ability to receive goods without P.O. or without proper documents and subsequent
adjustment/regularization
87 Ability to record partial delivery and follow-up till closure when only part quantity delivered
88 Ability to provide list of disputed items with quantity and value against the Pos
89 Ability to record the Daily Receipts in the system (Daily Receipt Book) against PO ref.
90 Ability to notify user department about arrival of goods and request inspection
91 Ability to specify sample (type, quantity, free/charged) requirement for testing
92 Ability of receiving free samples/ free supplies/ replacement of component and tracking its
usage against a PO.
93 Ability to generate inspection report and record the inspection results in the Inspection
database (Inspection Register) and forward the same to purchaser/ user department
94 Ability to direct goods for laboratory inspection/ site testing (if required) as per the PO terms
95 Ability to record damaged condition of consignment in discrepancy database (Discrepancy
Register) on receiving at Store
96 Ability to manage transit insurance of materials including damage claims
97 Ability to generate a Store Receipt Voucher (SRV) after passing inspection
98 Ability to update store database (stock measurement book/ store ledger) online against item
code number
99 Ability to display updated inventory status after goods receipt for individual items, item
groups and across Trans-stores
100 Ability to document item details in Bin card and subsequent Updation
101 Ability to maintain details of bin, etc.
102 Ability to raise alert for accounts department by forwarding SRV to process vendor invoices
for payment (attach scanned invoice copy)
103 Ability to raise bill for payment with workflow based approval hierarchy for evaluation of
payment
104 Ability to send alert to Accounts dept. regarding receipts, issues, adjustments, returns, etc. of
material
105 Ability to track expiry details of shelf life items
106 Ability to deliver part consignment at one unit and allow to take the rest out and deliver at
other unit as per PO/Challan.
107 Ability to track and control return of goods by user dept./ contractor.
108 Ability to track the material receipts with regards to rejections, excess, shortage and damage

S. No. Requirements
109 Ability to raise alert in case the supply does not meet the requirements or relate/recover from
invoices against future receipts against other orders of the same vendor
110 Ability to close over shortage/damaged/rejected after receipt of material or on payment
111 Ability to track issue of failed items for repair and record vendor details
112 Ability to receive item post repair from vendor
113 Ability to do inventory analysis of various types.
114 Generate reports on fast moving, slow moving, non-moving & dead items (FSND analysis),
ABC analysis, SDE analysis, VDE (vital, desirable, essential) analysis, ageing analysis, etc.
115 Ability to analyse future demand forecasts/trends based on historical data such as
consumption, warranty period and generate reports
116 Ability to generate monthly and Yearly stock position (as on 31st March) with value
117 Ability to record item details under warranty and non-warranty period
118 Ability to track guarantee/ warranty period of item and intimate about the expiry before a
defined timeline
119 Ability to raise alert to procurement and stores department when materials reach reorder
point or safety stock level depending on consumption pattern
120 Ability to estimate lead time for delivery for individual items for stock replenishment
121 Ability to estimate order quantity and delivery schedule for individual or multiple items, which
can be converted automatically into purchase requisitions (intimation to the concerned
authority to prepare requisition and send to competent authority for approval)
122 Ability to classify the items into stock/non-stock, proprietary/ non-proprietary items, etc.
123 Ability to schedule physical stock verification in the system.
124 Ability to receive alert from the department which made the material requisition
125 Ability to send alert to the user department which raised material requisition
126 Ability to display material issue requests awaiting release order from Store
127 Availability of material control functionality to check against issue requests, available
inventory and approval status for issue of goods
128 Ability to restrict material issue to indentor or to other department/location upon approval
from initial indentor
129 Ability to display updated store inventory status based on goods issued and available
inventory at the store
130 Ability to record details of goods issued against approved release order on an item wise
basis
131 Ability to generate Store Issue Voucher (SIV) by an authorized personnel (whose signature is
stored in the database)
132 Ability to issue Gate pass with respect to issue and rejected items
133 Ability to capture bio-metric signature of person collecting material and verify (as per
requirement)
134 Ability to track and monitor issues based on FIFO (First In First Out)/LIFO (Last In First Out)
requisition through batch management
135 Ability to generate a Goods issue document at the end of the month (Raw
materials/consumable/spares) to account for the consumption/ capitalization in the month
136 Ability to support valuation of material on various methods during receipts and issues
137 Ability to support and track inter-unit/station transfer of material
138 Ability to track and monitor stock at various departments/units
139 Ability to issue goods by authorized personnel/indenting dept. to the requesting department
upon approval

S. No. Requirements
140 Ability to generate Store Issue Voucher and forward it to Accounts for booking cost against
user dept.
141 Ability to track scrap material across the unit/organization with certain reason codes and
attach description
142 Ability to highlight material obsolescence, through inventory analysis, to the respective
stakeholders
143 Ability to select committee members for decision on obsolence of material
144 Ability to modify quantity and value or specification of the identified scrap item in the
inspection report
145 Ability to record the observations of the Scrap Disposal Committee on the condition and
expected sale price of the materials identified for disposal
146 Ability to evaluate the proposals for write-off of the materials and intimate Accounts dept.
regarding write-off
147 Ability to take into account statutory compliances at the time of sale as to Taxation and
Duties, Environmental Requirement including reversal of duty benefits taken if any as per
law.
148 Ability to record the MSTC delivery orders in the system
149 Ability to analyse the original value of inventory and the value realized out of scrap sale and
report the difference
150 Ability to issue gate pass for sale/ disposal of scrap
151 Ability to have physical stock verification of scrap material and its valuation
152 Ability to evaluate RFP/NIT in view of RTPP act 2012 &2013.
153 Ability to amend purchase orders / work orders in view of RTPP act.
like non availability of preferred make in the contract/ technological changes in a transparent
and time bound manner.
154 Ability to maintain records of inspections and MDCC issued.
155 Ability to maintain records of vendor approval project wise.
156 Ability to maintain records of inspections reports.
157 It is proposed that a separate online portal link may be provided in SAP system for filling
applications for registration of vendors under following categories.
a. Regular supply items like stationary, furniture, plant consumables etc.
b. Hiring services for plant maintenance & office assistance works, housekeeping etc.
c. Vendor approval under EPC contracts in cases where preferred vendors are not specified
in the contract/ tender documents.
d. Additional vendor approval under EPC contracts in cases where preferred vendors are
already specified in the contracts/ tender documents.
158 A marking system may be adopted in which points to allocated to various performance &
reliability parameters like past orders execution list for similar items/ works, end users
experience, after sales service, quality control, delivery, timely execution, financial capability
etc. vendor who qualifies the minimum criteria will be eligible to participated in first two
categories. this will facilitate quick end transparent vendor empanelment and reduce
procurement time for regular supply items.
159 For EPC turnkey contract, contractor may be provided online portal link to furnish all the
requisite data in the prescribed format and only after fulfilling and qualifying the stringent
short listed criteria, request may be considered under conditions

5.25. Ash Management
S. No. Requirements
Ash Management
1 Ability to monitor ash generation vis-à-vis government mandated limits for both dry fly ash
and wet ash
2 Ability to measure amount of wet/ dry ash produced per unit generation of power/ coal
consumed and other plant performance parameters
3 Ability to manage process of sale of dry fly ash, cenosphere etc. and accounting for these.
4 Management of disposal of wet ash, cenosphere and other by-products.
5.26. Finance and Accounting
Finance, accounting, costing & budgeting
a. Budgeting includes
i. Capital and revenue budget preparation, consolidation and approval.
ii. Budget Control
iii. Budget variance reporting and analysis
b. Payables Management includes
i. Vendor Master Maintenance.
ii. Petty purchases or cash transaction.
iii. Domestic/ international vendor Invoice/ Debit Memo/ Credit Memo processing for
items, services and contracts, including treatment of applicable taxes and other
statutory guidelines.
iv. Vendor payment scheduling and processing by cheques, DD, LC, bank transfers
etc.
v. Making statutory payments.
vi. Vendor outstanding management, advance payments to vendors.
vii. Bank guarantees, LC, EMD, Retention Money & Security Deposit tracking and
management.
viii. Payables documents management and tracking.
ix. Accounting and reporting(e.g. G/L accounts reconciliation, Vendor line items and
relevant reports)
x. Complying with applicable statutory requirements.
xi. Settlement of internal orders.
xii. Custom duties (capture & payment of Custom duty elements and availing
subsequent credit on the same)
xiii. GST Payments, Returns & all other related compliances

xiv. Withholding tax.
c. Receivables Management includes
i. Recording advances and LC from customers, tracking Letters of Credits, BG.
ii. Raising Invoices / Debit Memo/ Credit Memo on domestic customers including
treatment of applicable taxes and other statutory guideline.
iii. Accounting and reporting.
d. Bank Reconciliation includes
i. Loading/ manually entering bank statements.
ii. Reconciling bank statements with books of accounts electronically/ manually.
iii. GST return details preparation & updation like GSTR 1, 2 & 3
iv. GST registers updation like payment details for GST and Cess etc.
e. Funds Management includes
i. Fund forecasting/ requirement planning.
ii. Centralized Cash payments.
iii. E-receipts and E-payments.
iv. Bank validating and interest computation.
v. Investment Planning
vi. Maintenance of Fixed Assets Registers
vii. Addition, adjustment, assignment, transfer, reclassification, de -capitalization,

retirement and disposal of fixed assets.
viii. Recording maintenance and insurance related details against fixed assets.
ix. Running depreciation.
x. Accounting and reporting.
f. General Accounting includes
i. Chart of Accounts value maintenance.
ii. Entering and approving manual journals.
iii. Interfacing journals from sub –ledgers.
iv. Rectification, reversal of journals.
v. Recurring, contingency and allocation journals.
vi. Inter-unit accounting and reconciliation.
vii. Preparing reports/ inquiries to facilitate statutory, AG, Tax and Cost audit.

viii. Month-end, quarter-end and year-end closing including consolidation of unit
accounts, preparation of financial reports/statement.
ix. Provident Fund Accounting
x. Support multi-currency operations.
g. Cost Accounting includes
i. Maintaining cost centers.
ii. Collection of costs across cost centers.
iii. Reallocation of costs amongst cost centers.
iv. Preparation of product cost sheet, cost reports.
v. Reconciling cost records with financial records.
vi. Adherence to cost accounting record and reporting rules.
vii. Cost Audit requirements.
viii. Product (power) costing, as per rules and regulations.
ix. Periodic costing run and order (production and internal) settlements.
h. Statutory Compliance includes
i. Handling direct and indirect taxation requirements including Income Tax, TDS,
IGST, SGST, CGST etc.
ii. Printing forms, challans and maintaining registers.
iii. Handling vendor and customer return orders.
iv. Generation of returns and supporting statements.
i. Sales Accounting includes
i. Customer master maintenance
ii. Generation of primary and supplementary bills as per terms of agreement
iii. Managing Memorandum of Understanding/ Special Terms and conditions (e.g.

Power Purchase Agreement) with customers
iv. Handling customer complaints
j. Generating employee payroll for all categories includes
i. Managing wages, PF related issue
ii. Handling of component of pay
iii. Computation of various elements including taxes
iv. Computation of pay based on various compensation rules
v. Handling of deductions, loans and advances

vi. Allow salary to be split across different payment
vii. Handling of PF, gratuity rules
viii. Preparation of requisite information regarding Actuary
k. Pension Trust
l. PF
S. No. Requirements
Finance & Accounts – General Requirement
1. Ability to integrate with following modules at on-line basis in order to monitor and analyze
reporting, but should not limited to:
- General Ledger
- Accounts Receivable
- Accounts Payable
- Asset Accounting
- Material Management
- Inventory Management
- Order and Project Accounting System
- Budget Controlling
- Payroll Accounting
Reporting Requirements
2. Ability to upload data from external system, for example, Excel spreadsheet, Access, etc.
into application system
3. Ability to download information to PC Compatible spreadsheet (e.g. Excel), word, PDF for
user analysis
4. Ability to print various reports as required by users and management
5. Provide flexible Report Writer with the following minimum features:

- Specify the format and layout of reports
- Summarize and total the information to be reported
- Select records to be included in the report
- Select details from each record to be included
- Perform arithmetic calculation on the information selected or totals
- Ability to add narrative comments to reports
- Ability to show financial data in thousands, lakhs, millions etc. without creating rounding
problem
- Store the report format for later use
- Produce reports in graphical form for presentation purposes.
6. Ability to generate customized reports as per user Requirement

S. No. Requirements
Accounting Requirement
7. Appropriate access rights at multiple levels for data entry, audit, administration and audit
trial, etc.
8. Multiple books of accounts for various purposes:
- Indian financial reporting, Companies Act
-Indian Accounting Standards
- Cost Audit Report Rules, 2001 and Cost Accounting Standards
- Indian tax laws
- Applicable Electricity regulations for State (for filing the generation tariff petition)
9. Fixed Asset Register (addition, augmentation, withdrawal, retirement, disposal)
10. Multiple Depreciation schedules (as per various statutory requirements, as depreciation as
per companies act, 2013, depreciation as per regulatory requirements and depreciation as
per income tax act)
11. Ability to manage accounts both on accrual and cash basis.
System should be able to record the transactions on cash basis or accrual basis as per the
user defined rules
12. Write Offs, Deferments, Amortizations to be charged as determined by the User
13. Facilitate preparation and control of budgets
14. Facilitate preparation and control of ARR
15. Loan Accounts, Interest calculations, repayment schedules
16. Maintain data required for statutory compliances (as Revised Sch. III, GST compliances,
TDS, Income Tax, etc.)
17. Inter unit reconciliation, Bank reconciliation, Store Reconciliations
18. Manage Database for

- Vendors
- Customers
- Employee
with details of Creation history, present status etc.
19. PF and Pension, Accounting and History
20. Ability to have proper system of checks and balances in the system, clearly defined Maker

S. No. Requirements
checker relationships
Finance & Accounts - COA
21. Structure the General Ledger code block as Company/Entity, Project Account, Cost Centre,
Activity, etc.(Please specify each of these segments together with their length and order
within the code block.)
22. Ability to provide facility to define and relate the logical grouping structure and numbering
convention for generation of Account Code
23. Maintain the account numbering scheme. The scheme can use alpha characters, numeric
characters, or both.
24. Maintain Cost Centers, Profit Centers, and Activities. Data maintained includes Name,
Description, Valid account ranges for posting.
25. Maintain individual accounts. Data maintained includes Name / Description, Classification
(Assets, Liabilities, Income, Expense, or Statistical), Status (Active or Inactive), Analysis
code(s) (These codes are used to group accounts)
26. Control creation of new account/modifications made to COA with proper control &
authorization and without extensive program or system change
27. Import/export facility for COA creation
28. Prohibition of account use based on the user profile
29. Ability to transfer account from one office to another in case of change of area
30. Option to have centralized maintenance of chart of account
31. Ability to have parent-child hierarchy in chart of account values.
32. Prohibit new transactions from posting to GL accounts that have been de-activated
33. Capture short as well as long description of accounts
34. Ability to immediately put across the electronic notification to relevant users after creation
or change in Codes
Accounting Basis
35. Accrual based accounting – Record the liability / receivable transaction, as also the
payment / receipt transaction.
GL Relationships
36. Ability to provide the facility to have multiple, independent general ledgers/ schedules
37. Ability to allow information to be consolidated within and across general ledgers for

S. No. Requirements
reporting purposes
38. Ability for each General Ledger (GL) to be capable of supporting and be fully integrated
with all modules
39. Ability of each sub-ledger to relate to a separate control account in the general ledger
40. Ability to open Memorandum Accounts
41. Ability of automatic posting (Postings to sub-ledgers should result in automatic postings to
the control accounts in the general ledger)
42. Ability to provide access to operate the books of accounts of the previous year parallel with
the current year until the previous year books are closed by the appropriate authority
GL Master Data
43. Ability to maintain the following master data records to store control information on how
postings done into the general ledger account: -
- Name of the account
- Description
- Type of account (e.g. revenue/asset)
- Tax Rates and classification (TDS, GST, etc.)
- Level of transaction details to be maintained within the GL Account
- Alternative account number to store existing GL account (easier for user to search new
account code)
44. Ability to
- Copy accounts between entities.
- Automatically renumber account codes.
- Closed accounts – block/ mark for deletion.
- Add accounts.
- Delete accounts.
- Change description of accounts.
45. 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 of GL account master data from legacy system
- Allowing deletion of inactive accounts or accounts with no outstanding balance.
46. Ability to retrieve an account master record via account alias
47. Ability to Assign an activity status to accounts (e.g. – active/inactive)
48. Ability to immediately put across the electronic notification to relevant users after creation
or change of master data.

S. No. Requirements
49. Ability to provide audit trail to log the creation, amendments and deletion of each GL
account code.
Calendar
50. Maintain General Ledger calendar. For each fiscal year, define the start and end dates of
each accounting period and the status of the accounting period.
51. Ability to control users to access past period for adjustments (e.g. to reopen a period that
has been closed).
Accounting Period and Closing
52. Closure of financial books:
- Periodic closing of books (through Memo JVs) without passing entries in main books
- Automatic closing and opening entries on closing of books
- Entries pertaining to a period to be passed in next period (for closing purposes only) I.e.
allows back dated entries in Memo books
53. Provisional entries (Multiple memorandum books) for periodic closing of books:
- Transfer of balances from one set of books to a parallel set of books as required by user
- These entries should not impact the financial books if desired by user
- Back-dated entries can be made in the memo book maintained for periodic closing
- Pass Correction Entries
- Auto-reconciliation between different books and MIS Reports
- Impact on cost centers and profit centers of entries in Memorandum books
54. Option to make entries without sub-ledger in the memo books
55. Ability to setup an adjustment period.
56. Allow preliminary month-end, quarter closing and year-end closing, which support journal
entries not allowed after preliminary closing, Journal entries not allowed after final closing
57. Track postings to the adjustment period separately.
58. Ability to process the Prior year transactions for the previous accounting period posted in
the current period
59. Ability to support the provisional entries (Performa JVs)
60. Ability to ensure that all necessary postings from various other modules are posted to the

S. No. Requirements
ledger before starting the closing run
61. Ability to automatically carry forward balances at the end of the year to the balance sheet
and reset all profit and loss account
62. Ability to prepare schedules/sub-ledgers with details
63. Ability to provide for Accounting estimates as per accounting standards as applicable to the
company and company policies
64. Ability to effect Audit Entries
Consolidation
65. Ability to :
- Consolidate at multi levels
- Consolidate actual and budget at balance sheet, profit/ loss account, cash flow statement,
expenses and revenue account levels, Trial Balance Level
- Automate generation of elimination transactions
- Automatic generation of inter Office/ Department balances
66. Facility to change consolidation logic from time to time
Allocation Code
67. Allocation codes can be used in place of a GL code block value when entering GL
transactions. The allocation code specifies how the amount entered is to be distributed
amongst many GL code block values.
68. Allocation methods can include fixed amount, percentage-based, percentage of the rupee
value of other account(s), statistical account-based, and formula-based (user defined).
69. Perform Allocations to spread amounts in one or more accounts across other accounts.
70. Perform Chain Allocations.
71. Perform allocations for reporting purposes without affecting the actual account balances.
Currencies
72. Maintain multiple currencies.
73. Several exchange rate types can be defined. For example spot, weighted average.
74. Maintain exchange rates between each currency used in the system.
75. Exchange rates can be loaded electronically, should have ability to interface exchange rates
from 3rd party s/w, e.g. Reuters etc. Mandatory rate can also be recorded at transaction
level.
76. Compute the unrealized gain/loss on foreign currency transactions at user-defined

S. No. Requirements
frequencies.
Journal Entry/ Postings
Journal Structure
77. Each journal contains a journal type, indicating the source of the journal (e.g. from
accounts payable, accounts receivable, general ledger, fixed assets, material management).
User defined journal types for data imported from legacy / custom systems.
78. In addition to the journal type, an analysis code can be attached to the journal to further
describe its purpose.
79. Ability to search account code, account name, account number and description or
responsible area during posting of documents
80. Ability to assign unique number to journal entry
81. Ability to restrict access to certain accounts by user-defined groups.
82. Ability to control journal posting function by user-defined authorization
83. Ability to provide facility to:

- Allow storing (park) incomplete documents without carrying out extensive entry checks.
- Specify templates to capture details of recurring transactions (e.g.: - fixed prepayments
and accruals)
- Allow amendment or deletion to recurring transactions prior to posting
- Perform the posting automatically according to user-defined specification
84. Ability to perform real time and batch processing. In case of batch processes, following
functionalities should be available:
- Update by batch mode while other users are still active in the system
- Provide exception report for batch update
- Post through overnight batch
- Provide information on batch status (e.g.:- posted, processing, error)
- Automatically assign document or batch number after journals are posted
- Provide a journal edit listing on screen and printed. The information should contain but
should not be limited to the following:
* Batch Number, Journal Posting date, Journal Creation date, journal type, source of
journal, journal text, G/L account code, G/L account name and description, debit/credit
amount, batch total and number of transactions.
Journal Functions
85. Define Journal approval hierarchy w.r.t various levels, financials, approval authority etc.
86. Allow modification of the Journal approval work flow

S. No. Requirements
87. Facility to add, delete, modify the journals under proper authorizations
88. Avoid duplication of entries
89. Validation of code block values is done at journal creation time. The journal cannot be
submitted for posting unless a valid code block value is recorded.
90. Notes in the form of text, documents, pictures, web links etc can be attached to journals to
fully describe the reason for raising the journal at journal and journal line level.
91. All journals are effective-dated, allowing posting to any open accounting period ( Including
Prior and Future periods)
92. When business transactions occur between companies, the associated journals
automatically debit or credit the appropriate inter-company clearing accounts.
Types of Journal
93. Maintain Reversing Journals; these journals automatically reverse in the following
accounting period. E.g. provision entries.
94. Maintain Recurring Journals; recurring or standing journals are used to record business
transactions that are repeated regularly. The code block values and the amounts do not
change.
95. Maintain Template Journals; these journals have the account details and amounts need to
be filled.
96. Accrual journals, which automatically reverse themselves in the following accounting
period.
Manage Inter Unit Transactions
97. Ability to provide an electronic platform for units to record inter-unit transactions, with
provision to view scanned documents
98. Automatic alerts/reminders in inter-unit accounting recipient unit that an entry pertaining
to the unit has been made
99. Ability to provide for electronic acceptance or rejection of inter-unit accounting by the
recipient unit with provision for comments
100. Ability to generate a report of pending, responded and un-responded Inter Unit Transfers
(IUTs)
101. Ability to automatically create relevant accounting entries at both units on acceptance of
the inter-unit accounting by the recipient unit
102. Ability to generate Consolidated Unit-wise Reconciliation statement

S. No. Requirements
Store Reconciliation
103. Manage the Store accounting for receipt, returns, dispatch of goods etc.
104. Facilitate in preparation of Store Reconciliation of the stores Books with the Books of
accounts and incorporate the adjustment entries
105. Ability to reflect the Store Balance Report category wise (moving/non- moving stock etc.)
106. Ability to generate Consolidated Store-wise Reconciliation statement
107. Ability to reflect the Goods in transit
Year End Reporting
108. Ability to produce the following financial reports across multiple levels (e.g. whole
organization, reporting units such as Plant, departments etc.) and for a user-defined period
(for the month, year to date), but should not limited to:
- Profit and loss account
- Analysis of Profit and Loss account
- Analysis of operating expenses
- Balance sheet
- Analysis of Balance Sheet
- Earning Per Share and Diluted Earnings per share
- Trial Balance
- Cash flow and Funds flow statement
-Statement of Changes in Equity

- Notes to the financial accounts (account breakdowns)
109. Ability to split schedules into multiple sub schedules
110. Ability to produce user defined TDS, CENVAT, GST, Income Tax, Statutory Reports, etc.
111. Ability to compare actual data to budgeted data and/ or budgeted data to actual data in:
- Annually,
- Semi-annually,
- Quarterly, and
- Monthly
112. Ability to automatically carry forward closing balances of a particular financial year to
opening balance of the current year, with user defined control and authorization
113. Ability to create multiple versions of financial statement report and ability to customize
reports as required by the user
114. Ability to generate comparative statements for various periods as defined by the user
115. Ability to support computation of various financial ratios as defined by users and ability to

S. No. Requirements
compare the same with the previous year and year to date
116. Ability to circulate the details required from various users across the organization from
ERP/Non-ERP databases for the purpose of accounts closing/auditing and also ability to
receive information in response to the said circular and automatically generate accounting
entries and MIS
117. Ability to maintain Contingent Liability register
118. Transaction listing

-By Account
-By Date
-By Voucher Number
-By Voucher series
-By User
119. Allow for generating financial statements at the following levels

-For Corporate Office
-Across Plants
-Across cost centers – Eg. Across departments
120. Should provide for generating financial statements as per Schedule III requirements, Ind AS
requirements, CARO Requirements, etc.
121. Ability to comply with all tax related statutory requirements in force in India and applicable
to the company and the system should be upgraded with the latest tax laws on a regular
basis
122. Ability to generate all statutory reports applicable to the company as per prevailing laws
123. Ability to comply with all future statutory requirements like IFRS, GST, etc. as and when it is
applicable to the RRVUNL
124. Ability to adhere to the changes in the Statute / Company Policies
125. Ability to generate exceptional reports like wrong A/c code, Suspense Account balances
etc.
126. Ability to generate Age-wise Analysis of debtors, liabilities, Creditors, Advances, etc.
127. Ability to allow prior period adjustments, with proper control & authorization
Audit Requirements
128. Ability to track Government Audit Comments and replies thereto with facilities to maintain
additional relevant details and string search facility
129. Ability to generate information & reports for CAG, Statutory, Supplementary, Tax, Cost &
Internal audit purpose by the respective departments

S. No. Requirements
130. Ability to compile all information and replies for the audit queries for submission to the
auditors
131. Ability to retrieve required information as per the provisions of statute (eg: requirements
of CARO, 619(3))
132. Ability to maintain the ageing analysis of the pending audit paras
133. Ability to generate alert messages for pending audit paras to the concerned
departments/Offices
Budget Preparation and Budgetary Control
134. Support bottom-up (input at detail level) and top-down budgeting (budget at high level and
then distributed to lower level).
135. Ability to create the following budgets but not limited to:
- Activity based budgeting
- Revenue Expenditure budget

- Operating Expenditure/Depreciation budget
- Capital Expenditure budget
- Forecast Balance Sheet for 25 years
- Forecast Profit & Loss for 25 years
- Forecast Cash Flow for 25 years
- Forecast Financial Ratio
- Forecast Retained Income
136. Ability to support periodic (mid-year) budget revision.
137. Support multiple year rolling budget.
138. Support budget version control.
139. Control access to budgets for making modifications and inquiries.
140. Budget changes to be input by users to control updating to monitoring database after
proper approval.
141. Ability to Freeze budgets.
142. Interfacing of budgets from Spreadsheets, legacy systems.
143. Ability to provide Windows-based spreadsheets for budget preparation
144. Ability to check and balance the detailed-level budget and the summary-level budget
145. Ability to navigate within the budget hierarchy (e.g. expand/ collapse structure, drill down
for details)

S. No. Requirements
146. Ability to provide a graphical representation of the budget hierarchy
147. Ability to calculate and compare budget vs. actual in:

- Amount variance
- Percentage variance
148. Ability to define tolerance limits either as a percentage or absolute value, depending on the
amount exceed, automatically perform the following:
- Trigger warning to user
- Trigger warning to user and mail to budget owner
- Disallow posting
149. Set-up budgetary control as Absolute (Do not allow users to enter transactions exceeding
the budget), Advisory (provide warnings when actual exceed budget).
150. Fund Requisition and release of fund should be done only for the transactions which are
approved and requested for in the budget
Linking of the payments should be available with the budget, to ensure that the payment
do not exceed the budget. Provide alerts when payment exceed budget.
151. Factor in PO commitments for checking funds (budget) available.
152. On-line balances for determining funds (budget) availability.
153. Support registering and update of indented, committed or/and actual liability.
Budget Reporting
154. Ability to generate variance analysis (Actual/ Budget) reports by user- defined parameters
(e.g., time period, level of detail, activity, etc.). Ability to print the report and electronically
route the reports to allow users to review reports.
155. Ability to provide exception reports for responsible areas (e.g. Area Office, zones) that
exceeded budget with details such as:
- Revenue/ expenditure (according to chart of accounts)
- Actual to date
- Budget
- Variance (i.e. amount in excess of budget)
156. Ability to automatically check and highlight abnormal data i.e. actual exceed budget more
than 10% or less than 10%
157. Ability to provide over/under budget reports
158. Ability to check fund availability real-time basis (for capital budget)
159. Ability to view source of fund for each project in capital expenditure budget report
160. Ability to generate budgeted financial statements for the accounting units

S. No. Requirements
General
161. Accounting of expenses at various locations (e.g. zonal offices, branches) in one stage
162. Continuous voucher numbers; even if a voucher prepared has not been ultimately
authorized.
Standard Reports
163. Standard/Statutory Reports
164. Statement of Revenue
165. Statement of costs (including customized reports on Operational Costs such as Costs of
running per km of a train etc.)
166. Consolidated Cash Flow Statement
167. Trial balance of general ledger accounts
168. Transaction / journal and account listings
169. Cost Centre Reports
170. Activity Reports
171. Budget Variance Reports
172. Maintain inception-to-date project transactions history
173. Maintain Balances for Period to Date(PTD), Quarter to Date (QTD), Year to Date(YTD),
Project to Date(PJTD)
174. Provide exception report for adjustment entries made in the current period for prior
periods.
User Defined Reports
175. Balance Sheet, Consolidated Profit and Loss Statement
176. Schedule III summary for balance sheet
177. MIS, Ratios etc.
178. Provide multi-dimensional user reports, e.g. by business unit, cost center, and other user
defined criteria.
Inquires
179. Enquire on the master data.

S. No. Requirements
180. On-line commitment/expenditure Position Enquiry.
181. Drill down from account balances to the journals.
182. Drill down from the general ledger to the source transaction (e.g. AP/AR / FA).
183. Drill down of management accounting report items (e.g., staff cost, overheads, etc.) to
details.
184. Supports lakh/crore format
185. Notes to balance sheet can be created
186. Support data selection based on user requirements, e.g. Current period, Last Period, Same
period last year, etc.
187. Ability to export the reports to office automation products.
188. Internal Reporting – Audit Trails, Transaction Listings. Changes to all master data are
recorded by date, time, and user and can be reported by date range.
189. Listings of GL journals are available by various selection criteria such as account, type, date,
and user.
Accounts Payable
190. Centralized vendor master facilitating single vendor description and code across the
organization (across units)
191. Multiple addresses against each vendor
192. Automatic vendor numbering
193. Alternate/short name of each vendor
194. Contact person for each vendor address
195. Bank account against each vendor (both e-payment and cheque payment)
196. Ability to incorporate vendor ratings (to be updated by the Procurement department) and
to be able to extract the vendor list based on the vendor ratings
197. Vendor classification (multiple parameters required to meet reporting, preferential

treatment like waiver of EMD etc. payment prioritization and other needs) such as SSI, PSU,
Inter Unit etc.
198. Tax details, PAN Number, TAN Number, TIN Number etc. required for ensuring compliance
with Indian Tax laws considering both direct & Indirect taxes.
199. Default currency for invoice/ payment.

S. No. Requirements
200. Ability to control the creation and change of vendor master data according to DOP
201. Ability to allow for specified fields in the master data to be made mandatory or optional
entry.
202. Debarring parties with effective date, with facilities to re-activate.
203. Limit maintenance / access to vendor master to specific users (With approval for creation,
edit, and deletion of vendor)
204. System control on similar vendor definition
205. Merge / correlate vendor details (Eg. One vendor taking over another vendor). Enabling
tracking change of status from a date
Invoice Processing
206. Ability to support 2 way (matching with PO and Supplier Invoices), 3 way (matching with
PO, Order quantity received and Supplier Invoices) and 4 way matching (matching with PO,
Order quantity received, order quantity accepted and Supplier Invoices) in the system for
bill processing
207. Ability to capture details from procurement to payment as Cross reference options to
enable drilling down for information for any query, audit or review
208. Classify Invoices as:

- Asset related invoices;
-Employee related invoices;
-Service Invoices;
-Civil Work Invoices;
and create necessary interfaces with related modules
209. Ability of tracking invoice received but not processed/paid
210. Enter required vendor invoice details manually for matching at material receipt / payment
level
211. Ability to generate invoices automatically based on predefined criteria (e.g. running bills,
invoices based on receipt of material etc.)
212. Interface invoice data from other ERP/ non-ERP applications or from vendors
213. Enter invoices individually or in a batch
214. Ability to allow Price Variation adjustments at the time of invoicing
215. View and match invoice to PO, Receipt in the system at line level and online acceptance of
material by user eliminating need for physical PO / GRN and User Certificate
216. Automatic alert for non-compliance of PO terms (documents, price, delivery date other

S. No. Requirements
conditions of contract)
217. Automatically place hold on invoices not matched to PO for specific vendors
218. Automatic accounting for invoices based on Pos/ GRN by linking to A/c master
219. Default tax details from vendor master
220. Calculate / deduct TDS / statutory taxes etc. automatically
221. Calculate taxes and duties with respect to effective date both prospectively &
retrospectively.
222. Generate TDS certificate and various statutory forms & returns.
223. Calculate monthly/ periodic TDS to be deposited to government, excluding adjustment

entries.
224. Maintain exchange rates centrally, with payment in centralized / decentralized way.
225. Manage Year End / Accounting period end GL date to the respective accounting period
only.
226. Calculate pay-by date from invoice date or material receipt date as specified by user /
contract.
227. Automatically apply contract wise rates of tax / freight / handling charges across multiple
invoice lines.
228. Place invoices on hold and prevent further action like payment etc. at different stages.
Generate alert for such event.
229. Workflow enabled invoice approval hierarchy based on user approval limits, item etc. in
line with defined approving authority limits.
230. Approve invoices individually or in a batch.
231. Automatic calculation of discount as per contractual payment terms
232. Recording project invoices with details of project code, activity, task etc.
233. Allocate single invoice expense line to multiple GL account
234. Calculate liquidated damages based on delivery period
235. Facility to store scanned / digitized soft copy of all related documents along with the
Running Account Bills
236. System generated reports/ alerts in case an invoice has remained unapproved beyond
specified time frame.

S. No. Requirements
237. System generated reports/ alerts in case the time interval between receiving an invoice and
making payment against it exceeds specified time frame.
238. System generated reports/ alerts where material has been received against a PO and
payment is pending through Bank.
239. Indicate vendor balances on different accounts before making any payment. Ability to
adjust against different balance before making any payment.
Miscellaneous Bills (Travel, Medical etc.)
240. Approval of certain category of invoices like those for hotel bill, car hire, newspaper and
periodicals, tuition fees, electricity bills etc. based on individual employee’s entitlement
and make recoveries and adjustments based on approval.
241. Ability to generate advance for specific purpose and adjust against the payment. Ability to
show advance in personal account and adjust expenses against the same.
242. Ability to generate checklist of items to be checked before approval based on type of
payment/expense
243. Purpose of Travel and the location of travel( in India or foreign) to be tracked and report
based on purpose of travel can be taken (for Eg: like employees travelling for training)
244. For medical Bills details of Medicine and the reason of illness (cardiac etc.) to re-recorded,
so that the management is aware of the Medical reasons for illness of the employee.
245. Ability to create master data and link it to payment process (entitlement, calculation) for
particular type of expenditure. For example: Hospital master data, medicine master data
for medical advance and adjustment; city list for travel expenditure.
Debit/ Credit Memo
246. Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability
Making Payment
247. Pay each invoice individually or multiple invoices together for same vendor and manage
outstanding balances accordingly by linking payment to invoices.
248. Link every payment to invoice(s) and manage outstanding balances accordingly.
249. Show alert for predefined vendors/Pos/Wos before payment.
250. Ability to have third party payment (Bank attachment cases, Power of attorney cases)
251. System based payment approval hierarchy based on amount, vendor category in line with
Delegation of Power
252. Ability to appropriate/ adjust advance payments against multiple contracts/ invoices

S. No. Requirements
253. Pay advance and link to specific PO to ensure only invoice matched to that PO can be
settled with the advance
254. Schedule payments on different dates
255. To support payment for emergency/ petty purchases against approved Note sheet without
following the formal ordering route.
256. Ability to handle e-payments to vendors.
Viewing Vendor Account
257. Age vendor outstanding balance i.e. balance due to / from vendors
258. Generate vendor account statement to be sent to the vendors
Bank Guarantee Monitoring (Issued/ Received)
259. Record bank guarantee details such as vendor name, project / department code, PO
number, BG type, BG validity, BG receipt date, BG confirmation date etc. and link to
payments.
260. Compare BG details with list of approved Banks.
261. Link PO / invoice approval to receipt / confirmation of bank guarantee and BG validity.
262. System based monitoring of expiry date of open bank guarantee with automatic alerts
reminding of expiry date 30 days prior to expiry
263. System generated hold on vendor invoices in case bank guarantee has expired
264. Link bank guarantee to specific purchase orders, contracts or projects
EMD (Deposits) Monitoring
265. Handle EMD (Earnest Money Deposits) in form of BGs, DD, Cheque etc.
266. Record collection of Deposits from vendors / service providers / customers with linkages
with NIT/ Contract.
267. Refund / adjustment of deposits with age-wise analysis.
268. System generated reports/ alerts on deposits not returned / adjusted.
Integration
269. Integration with General Ledger
270. Ability to drill down from an account balance to specific transaction, whether invoice, debit
memo or payment and generate reports.

S. No. Requirements
271. Integration/Interface with Pay roll, Direct & Indirect Tax modules, Stores Accounting etc.
Payable Reporting
272. Ability to produce the following payable reports, but should not be restricted to:
- Invoices selected for payment by period, bank, payment method
- List of approved invoices
- List of cheque printed by cheque number and date
- List of vendors with vendor master details
- AP Liabilities Listing
- Invoices under retention
- List of inactive vendors
- Outstanding Cheque which are overdue
- List of cancelled and void cheque
- 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
- Advance Paid Report, Age wise analysis of advance paid ledger
- recurring invoice listing
-Report of vendor account balance
-Report of open invoices
273. Ability to provide access to projected cash requirement information based on selected
items or any defined criteria
274. Ability to generate vendor payment history report
275. Ability to generate reports on any retentions/ deductions made from invoices.
Manage Bank Reconciliations
276. Ability to integrate bank reconciliation system with the payment recording modules to
eliminate any duplicate data entry
277. Auto reconciliation of the bank statement transactions with the system transactions
278. Ability to extract the BRS details as list of reconciled or non-reconciled items
279. Ability to enter bank statement details:-

- manually
- by electronic means to match bank transaction information with receipts and payments in
the system to produce an electronic bank reconciliation
280. Ability to record bank statement transactions including:-

- bank and other charges
- interest received or paid
- electronic fund transfers

S. No. Requirements
- periodic payments
- dishonored cheque (incoming/ outgoing)
281. Ability to automatically generate postings into the general ledger for outgoing cheque/
transfers as follows: -
- cleared cheque/ bank transfer data delivered by the bank to generate the clearing entries
282. Ability to automatically generate postings into the general ledger for incoming cheque/
transfers as follows:-Bank transfers and cheque received/ banked in to generate the
clearing entries
283. Ability to print cheque deposit and bank transfer listing
284. Ability to post incoming cheque individually or in batch
285. Ability to provide function to overview cheque deposit processing status online
286. Ability to:-

- record stop payment of cheque
- enable the matching of multiple receipts in the system with a single receipt transaction on
the bank statement
287. Ability to allow for short term planning from sources affecting the cash/bank position. This
includes:-
- Bank balances
- Maturing deposits and loans
- Notified incoming payments posted to the bank accounts
- Incoming payments (e.g. cheque) with a value date
- Outgoing cheque posted to the bank clearing account
- Post-dated cheque
288. Ability to:-

- Allow update of bank balance by bank accounts
- Group bank accounts in a logical hierarchy by the type of account
- Display bank accounts by group or in more details by bank accounts via drill down
289. Age wise analysis of BRS items
Cash Position
290. Ability of the system to reflect daily cash position
291. Ability of the system to create the multiple cash position templates with different buckets
and generate the report accordingly as per user defined period
292. Ability to alert in case actual cash holding exceeds the user defined limit (any amount as
defined by the user) to consider the funds for investments instead of keeping it idle

S. No. Requirements
Cash/ Bank Payment
293. Integrate bank reconciliation system with the payment and collection recording modules to
eliminate any duplicate data entry.
294. Integrate bank reconciliation system with General Ledger to consider any bank related
journal entries such as those for bank transfers etc.
295. Up-load bank statements into system in any format for any period.
296. Ability to support automatic reconcile bank statement with payments, collections,
adjustments etc. recorded in the system based on the cheque number or such other
reference no.
297. Bank Master Maintenance – maintain list of approved banks
298. Ability to print Cheque with preprinted Stationary
299. Support alerts if cash payment being prepared/ authorized exceeds particular limit.
300. Ability to maintain denomination wise control over cash balance
Forecasting
301. Forecast expected date of payment to vendors based on payment terms (linked to PO
raised, expected date of delivery, receipt of invoice etc.) both at unit level and at an
organization level for a user defined period
302. Forecast expected date of collection from customer based on payment terms (linked to
Sale Order date, expected date of shipment, invoice date etc.) both at unit level and at the
organization level
303. Periodic forecast of receipts and payments across the unit/ Organization.
304. Forecast in currencies (separately for USD, EUR and INR etc.)
305. Ability to prepare Fund/ cash flow statements from revenue and capital budget.
Importing Journals
306. Import journals from non-ERP Applications
307. Schedule journal import to run as and when required.
308. Provision to set rules to check correctness of journals before import.
309. Facility to make or prevent changes to journals imported from non-ERP systems/ ERP sub
ledgers
Costing Accounting & Reporting

S. No. Requirements
310. Capture and report costs against each dimension in the chart of account structure such as
unit, department, location, product, project etc.
311. Ability to allocate cost in various levels, for example:
- Responsibility cost center (Department/ Plants/ Projects)
- Activity Cost Centers
312. Ability to handle process costing, standard costing, activity based costing etc.
313. Ability to run iterative/non-iterative cost allocation processing in system
314. Facility to pool costs and then allocate/ reallocate costs to other cost centers/ across
organization based on predefined basis.
315. Print various allocation schedules prior to the financial closing of the period.
316. Support allocation schedules using a percentage distribution to compute the required
allocation of overhead expenses to the various cost centers.
317. Rerun cost allocations when the underlying data changes.
318. Combine the costs for several input sources and allocate in one allocation source through
parameters.
319. Test an allocation procedure prior to scheduling it.
320. Allocate common costs across departments/ products/ units based on predefined base.
321. Generate periodic cost sheets for each product, process & services.
322. Facility to reconcile costing reports with financial reports.
323. Facility to compare actual costs with standard costs and analyze variances.
324. Ability to support comprehensive and flexible information system to analyze costs and
expenses within organization, classification of expenses and must have provisions for
grouping at various levels and various criteria
325. Should provide exception reports by amount/event/employee/nature of expense/variance
326. Support compliance with AS2 Cost Audit/ Cost Accounting related statutes, rules and
standards (Cost Audit Report Rules, 2001)
327. Create Cost Accounting Report in compliance with AS2 Cost Audit/ Cost Accounting related
statutes, rules and standards
328. To support variance analysis between budget and actual across various periods.
329. Ability to serve user to follow all costs to their origin, even down to the document level

S. No. Requirements
330. Ability to monitor, analyze and evaluate reports on real time access
331. To generate product wise cost sheet for specific period with user defined allocation criteria.
Ability to allow/disallow specific expense
Loans, Equity, Grants and Deposit
332. Ability to maintain the following information in the loans and deposit master, but should
not be limited to:
- Loan Number, Lender details
- Agreement date (If any)/ Effective Date
- Funded under scheme
- Loan Term, Moratorium
- Loan amount, reset clause (required in case of loan receipt in tranches having single
repayment and interest servicing)
- Installment amount
- Interest rate, reset clause (in case of floating interest rate), tenure of interest
- Loan type
- Loan Source (Government or Private)
- Short Term / Long Term Loan
- Security Details (BG, hypothecation, escrow etc.)
- Other loan details and conditions
- Floating charge on assets
333. Ability to manage various types of Borrowings/Investments/Equity (as below, but not
limited to):
- Loans,
- Foreign Currency Loans
- State Loans (Equity)
- Cash Credit/OD
- Fund Based Limits
- Non Fund Based Limits (LC, BG, etc)
- Debentures
- Bonds
- Equity
-Fixed Deposits, etc
334. Record payment due date for each type of borrowing/investment
335. Ability to provide function for handling the complete loan process for e.g. calculation of
repayment schedule, Installments due, Interest calculation, payment of installment and
interest, liability calculation and posting into books and reversal and vice versa etc.
336. Manage Restructuring of loan, short closure of loans, Government loans in the form of
Equity
337. Ability to provide for consolidating various borrowings/ Investments by parties, source,

S. No. Requirements
scheme, etc. to facilitate tracking the overall exposure
338. Ability to manage the details of loan as per user defined parameters (egg: Sourcing of loan,
Scheme of loan, disbursement of loan)
339. Ability to manage running status of loans and other details in multiple currency (like loan in
dollars and INR both) however, the posting shall be as per the user defined currency only
340. In case of foreign loans, ability to auto effect the exchange fluctuation as per AS 11 with
proper authorization and controls
341. Ability to derive the Loan Disbursement Schedule for calculation of Borrowing cost as per
AS 16
342. Ability to record Asset hypothecation details in the system and provide for reports of Asset
Hypothecation classifying assets as secured and unsecured
343. Ability to auto effect TDS and other statutory liabilities on Loan payments and Interest
payments
344. Ability to effect conversion of loan to equity, interest to equity etc. if any applicable to the
company issued by the government (FRP)
345. Ability to change the terms of loan after the loan is created in the system
346. (i) Ability to define loan details received from State Government / Central Government /
Funding Agencies/ Any other third party
(ii) Ability to define multiple disbursements schedule of one loan
(iii) Ability to treat each disbursement as separate loan component with terms & conditions
and consolidate all disbursements under one loan
(iv) Ability to link any project / asset with disbursement component or loan (e.g., parent-
child relationship)
347. Ability to provide for Order Wise Disbursement wise Loan Schedule for the period as
defined by the user, Scheme wise, funding agency wise loan statement or reports any other
loan details as per the user defined requirements.
348. Ability to generate alerts for Interest and Loan repayment due for payment
349. Ability to print repayment schedule of any loans(including future years)
350. Facility of auto calculating rebate/penalty on interest of the loans as per terms of loan
351. Facility for handling accrual of interest entries at the year end.
352. Facility to generate overdue position of principal and interest as well as confirmation of
loan balance as on a particular date
353. Ability to provide for Cash flows for periods as defined by the user and at various levels

S. No. Requirements
(Circle, Division, etc.)
354. Ability to access the Working Capital requirements as per the user defined parameters
355. Ability to generate alerts near completion of loan repayment
356. Ability to generate comparatives with previous years for loan and interest as per defined
parameters
Investments
357. Functionality to manage both short term and long term Investments with details of the
Investment type, amount, period, expected return, Active/ closed etc.
358. Ability to maintain the history of investments and the terms of investment of different
instruments in the past
359. Ability to record for investments and return on investments in the books of accounts as per
the Standards of accounting
360. Ability to auto effect TDS and other statutory liabilities on Investments
361. Ability to effect for the change in the terms of Investment after the investments are
recorded, and compute and record the variation due to the change In investment terms.
362. Ability to generate reports, as cancelled Investment, Maturities by date etc. reports
Cash Reporting
363. Ability to print reports on inter unit transfers based on bank account/period/value etc.
364. Total collections into bank vs Total confirmations from bank
365. Total Transfers to HO account by bank account number and transaction
366. Cheque deposited Vs Cheque credited into bank
367. Dishonored checks by bank account number and identifying issuer of cheque
368. Total cheque issued Vs Bank debits by bank account number
369. Un-reconciled statement
Fixed Assets
370. Centralized definition of fixed asset categories, description, multiple depreciation rates,
predefined residual values etc.
371. Centralized definition of content of the Fixed Asset Register to support CARO and other
statutory requirements

S. No. Requirements
372. Centralized/ decentralized definition of location data structure
373. Ability to maintain parent-child relationship across asset classes.
374. Ability to support WDV/ straight line method of depreciation.
375. Different treatment of assets for accounting and taxation purposes, for instance, different
categories/ classification, depreciation etc.
376. Creation of separate reports for taxation and accounting purposes for assets.
Fixed Asset Register
377. Maintain FA register locally at units with custodian-wise identification.
378. Automatically consolidate FA Register at units into FA Register for the company
379. Prevent units from entering/ updating data in any FA Register other than their own FA
Register
380. Categorize assets based on multiple criteria like plant assets, moveable/ immovable etc.
381. Ability to differentiate between new asset and value adjustment/ up gradation like capacity
expansion.
382. Record fixed assets with retrospective date placed in service in the past / future.
383. Merge one asset into multiple fixed assets and vice versa into one fixed asset
384. Provision to rectify errors in recording fixed assets in the same period or in previous
periods
385. Record number of units against each fixed assets e.g. chairs – 10 units
386. Record fixed assets taken on lease, assets on other’s property, asset under possession but
owned by other party
387. Generate Fixed Assets Schedule in accordance with the statutory requirement for instance,
Schedule III
Retire Fixed Assets
388. Ability to handle impairment of asset as per Indian accounting standard
389. Retire entire or part of an existing fixed asset
390. Record salvage/ scrap value, sale proceeds, cost of removal etc.
391. Automatically calculate gain/loss on retirement
392. Record reason for retirement

S. No. Requirements
393. Record mode of retirement e.g. sold, scrapped, donated etc.
394. Re-instate fixed assets incorrectly retired
395. Ability to identify assets awaiting disposal
Assignment
396. Option to assign each fixed asset to one or multiple custodians
Location
397. Record the physical location of each fixed asset
398. Generate reports on fixed assets at specific location
Transfer
399. Record transfer of fixed assets from unit to unit, one location to another or from one
employee to another etc.
Insurance
400. Record insurance details against each fixed assets
401. Record multiple insurance policies details against individual fixed assets
402. System generated reports/ alerts/ reminders to designated users about insurance
premium payable
Impairment of Assets
403. Ability to account for impairment of assets as per Indian accounting standards.
Revalue Fixed Assets
404. Revalue an existing fixed asset or a group of fixed assets or all fixed assets belonging to a
category or all fixed assets in the fixed assets register
Reclassify Fixed Assets
405. Reclassification to automatically update depreciation rates
406. Reclassify individual fixed asset or a group of fixed assets
Physical Verification of Fixed Assets
407. Provision to record manufacturer’s serial number
408. Provision to record bar code number
409. Provision to facilitate physical verification of fixed assets by printing fixed assets reports

S. No. Requirements
location-wise, employee-wise, category –wise etc.
410. Provision to enter/ electronically upload fixed assets physical verification data for the
system to list out or alert missing fixed assets or not at recorded location or not with
recorded employee
Accounting
411. Create accounting automatically for fixed assets addition, depreciation, re-categorization,
evaluation, retirement, transfers etc.
412. Automatically interface accounting entries to the GL module
413. Facilitate drilldown facility from the GL to individual fixed asset transaction in the fixed
asset module
Depreciation
414. Multiple Depreciation schedules (as per various statutory requirements, as depreciation as
per companies act, 2013, depreciation as per regulatory requirements and depreciation as
per income tax act)
415. Support change of useful life and effective rate of depreciation
416. Run/ roll back depreciation multiple times
417. Suspend depreciation on specific or categories of fixed assets for specified period of time
418. Maintain depreciation data cost center wise
419. Forecast the depreciation and written down value for any user defined periods
420. Calculation of depreciation for defined period on existing asset as well as memorandum
entries
Sales Accounting
421. Sales include:

- Sale of Power including FPA and Late payment surcharge,
- Scrap Sales,
- Sale of Reject Coal,
- Sale of Dry Fly Ash (By products),
- Sale of Tender Forms, etc.
Accounting Customer Collection
422. Ability to support accounting of collection received at location other than where invoice is
raised.
423. Ability to account for receipt of cheque /DD, track whether dishonored or not

S. No. Requirements
424. Support accounting of advance received from customers, with ability to track against
respective order , reference no, transaction etc.
425. Ability to raise alerts and seek approval before acceptance of payment where either the
amount falls short of minimum dispatch value or non-conformance of defined parameters
like submission of declaration form etc.
426. Ability to account for receipts under centralized Cash Management system, upload of
statement received from bank about realizations, reconciliation with amount credited by
bank against Cash Management deposits etc.
427. Ability to handle accounting of collection received from customers received in e-payment
Mode
428. Ability to adjust receipt with invoice and show net amount outstanding against particular
receipt.
Sales Accounting
429. Record all types of Sales (Open market Sales/PPA) etc. for Power Sales and Other Sales as
Scrap Sales, By products sales, etc.
430. Ability to update GST register (case) on dispatch of finished goods and accounting of GST at
plant and stock yards.
431. Ability to link delivery challans with invoice, related reports, queries, alerts
432. On line accounting of sales on generation of invoice based on LR date, updating customer
ledger
433. Create a mechanism to Record Energy Sales, Surcharge, FPA etc.
434. Sale of Dry Fly Ash with GST Credit to be recorded and reconciled
435. Ability to support accounting of discount on sales as per price circular and generation of
credit notes, forwarding letters and various status reports.
436. To support various types of discount such for both on invoice and off-invoice and
calculation there-of such as flat discounts, volume based discount, MOU based discount
etc.
437. Handling credit notes on customers for shortages, quality complaints etc.
438. Handling debit notes on customers for interest on overdue payments etc.
439. Support accounting of railway freight paid in advance
440. To support generating either one GST cum Commercial Invoice or separate GST and
Commercial invoices

S. No. Requirements
Indirect Taxes
441. Support GST reconciliation etc.
442. Auto Record input tax credit claims in the books.
443. Recording receipt of GST forms from customers
444. Generate monthly/ annual tax returns and registers, payment of taxes to government
treasury etc.
445. Ability to prevent creation of duplicate customer master records
Customer Account Reporting
446. Support availability of customer balance on real time basis (i.e. any date not necessarily
being month end date)
447. Ability to display break up of customer balance against each sales order/ invoice
448. Generation of customer outstanding statement on a consolidated basis across units/

regions or only with respect to individual unit/location
449. Support customer ledger on gross basis (showing all debit and credit entries) and net basis
(only outstanding or unadjusted debit or credit entries)
450. Ability to generate report on customer profile/customer statement of account for a specific
period.
451. Ability to prevent direct accounting entries being passed in Customer ledger control
account (i.e. entries only to be routed thru sub-ledger)
452. Support generate ageing analysis (less than / more than six months etc.) required for
balance sheet presentation and the late payment surcharge mechanism should be properly
built as per the terms of the PPA/regulator. Provide the sensitivity analysis on the
Surcharge component and derive the scenarios
453. Facilitate computation of Fuel Price Adjustment (bill for the variation in coal cost and
calorific value of the coal)
454. Ability to generate customer/group/sales type wise reports for a specific period.
Scrap Sales
455. Ability to record receipts and account for Scrap Sales as per the compliances as applicable
to RRVUNL
456. Ability to compute profit/loss on sale of Scrap and posting of the same in the General
ledger

S. No. Requirements
Indirect Taxes
457. Support Input tax credit for GST, etc.
458. Ability to support accounting of GST, generating GST returns
459. Ability to raise inter-unit GST transfer invoices
Accounting of Port Expenses
460. In case of Import of Coal – Custom, Stamp Duty, CIF Charges, Transit Insurance, Packing and
Forwarding Charges, Indian Freight, Port Clearance Charges , Haulage, Siding etc. by linking
it with dispatch of material
461. Reconciliation of port expenses with respect to dispatch and accounting of stock.
462. Alert for payment of port dues.
LC Monitoring and Receipts
463. Ability to track LC with respect to Imports as well as Domestic Sales and purchase
464. Maintain LC details such as country of origin, currency, bank name and address, supplier /
customer name, Swift Code of the Supplier bank, amount, date, validity, type (usance etc.),
receipt date, reference of purchase/sales order, negotiation etc.
465. Handling amendments to LC
466. Ability to link with Marketing module for exercising control over dispatch of material only
after receipt of LC, where applicable.
467. Ability to control that value of Performa Invoice is within value of LC
468. Ability to generate alerts/ reports to highlight cases where LC is required as per terms and
conditions of purchase/sales order
469. Ability to generate status report including pricing reports
470. Ability to send system generated auto-mail to customers on various transactions
471. Ability to print LC in Bank format
472. Ability to track bank wise, supplier wise LC and status report
473. Ability to link with purchase module and payment module to trigger instruction to bank
474. Full cycle monitoring for 57F4 process status
475. Excess / Shortage register Branch / Stockyard wise
TDS

S. No. Requirements
476. TDS accumulation
477. Multiple vendors in one invoice
478. Multiple tax line items in one invoice
479. TDS deducted by customers
480. Deduction, remittance and certificate issue for multiple TAN
481. Integrated challan update and account clearing
482. TDS Surcharge
483. Periodic returns for sections 194C, 194D, 194I, 194J etc.
Other Taxes and Statutory Compliances
484. Manage GST record, TCS, Labour Cess on Civil Works, Income Tax computation, MAT
Calculations, Deferred tax liability all other future additional tax if any applicable to
RRVUNL
485. Auto Computation of Taxes, Foreign Exchange Variation, Price Variation and effect of the
same in accounts with proper approvals of the competent authority.
486. TCS collected from the party need to be deposited to the Government. Ability to manage
the TCS details on deduction as per the statutory requirements (as Item, Tan number,
Settlement Date, payment authority)
487. Ability to derive the tax detail report (with information in the format as required for return
filling)
Fuel Accounting
488. Should be able to account for coal accounting and manage reporting for Coal as per the
Coal Accounting Manual of RRVUNL
489. Generate yard wise coal stock register, daily / monthly summary report of coal stock
containing receipts, consumption, transit losses, rejects, transfers, GCV etc.
490. Maintain information related to storage, retrieval and transfer of fuel at various points in
the internal fuel value chain
491. Provide for the costs and the power generation efficiency impact when switching fuels in
power plants
492. System should be capable of capturing the weight of consignment at loading and unloading
point, rake weight, along with time and date, and computation on the basis of under
loading and overloading of weight etc.

S. No. Requirements
493. System should be capable of generating Annual/Monthly/Daily transit losses plant wise /
colliery wise / supplier wise/ transporter wise.
Fuel Quality
494. System should be able to track the results of the fuel sampling and analysis for commercial
and tariff workings
495. System to capture the deviations from the quality parameters agreed in contract also the
In-house quality testing data has to be compared with the results of fuel quality received
from loading point. Parameters can be UHV/GCV, stones and moisture content etc.
496. The system should have provision to define coal of various qualities in the system based on:
o Ash Ratio
o Rated fuel content
o Sulphur content
o Moisture Content
o Any other as per requirement
Coal Valuation
497. Ability of the system to report the grade slippages, un-weighed rakes, weighment, stone,
under loading of coal rakes, penal overloading, etc.
498. Ability to record for the Stone content in the fuel above 250 mm and value as per rates of
invoices and weighment reports.
499. Compute valuation of the coal as per the user defined requirements. (Company follows the
valuations rules as per the Coal Accounting Manual, system should be able to capture the
information for valuation as per the Manual)
Billing
500. System should provide the details of the workflow for posting, verification, approval and
authorization for payment for suppliers and transporters.
501. Maintain the record of the Fuel Supply Agreement in the system
502. Ability to maintain the coal bill register
503. Ability to generate monthly coal consumption statement for each plant
504. Ability to compute the grade slippage component and effect in the bills of the vendor as
per the terms of the contract
505. Ability of the system to compare the details of the bills with the delivery details recorded
by the plant officials.
506. Ability to calculate the cost of consignment based on the agreement conditions and
compare it with the bill amount

S. No. Requirements
507. Facilitate central Bill Clearance process or plant wise as and when required.
508. Compute the Landed Cost of Fuel for various suppliers.
509. For the revised bill received from the vendors, the system should facilitate the verification
of the accuracy of the new bill, and link the same to the old bill, and identify the differential
amount to be accounted for.
510. Automatic computation of incentives and compensation for more/less supply against
contracted quantity of the coal.
511. Ability to prepare/report for a billing reconciliation vendor wise and identify the
over/under charges
Coal and Oil Verification
512. Record Coal and Oil verification in the Books of Accounts with proper accounting of the
changes identified.
Claim Management and Dispute Settlement
513. Maintain the record of the claims be raised on suppliers and transporters in a chronological
order. (Grade slippage, shortage, stone, ash, moisture content, sulphur content, etc.)
514. Ability to track the status of claims and the responses of the various parties in a
chronological order.
515. Ability to report / identify missing and unconnected wagons based on the delivery details
and valuation of the unconnected wagons as per defined rule (at present, weighted
average rate)
516. Ability of the system to support accounting and settlement of missing and unconnected
wagons with the transporters.
Reporting Requirements
517. Ability to generate reports confirming to technical, operational, regulatory, statutory and
other business requirements
518. Ability to provide necessary information to populate predefined Balanced Score Cards for
monitoring of Key Performance Indicators
519. Ability to meet all MYT/ARR/Tariff/APR related processes/reporting requirements of

RRVUNL
520. Ability to meet all Internal Audit related processes/reporting requirements of RRVUNL
521. Ability to support the requirements of Tax Audit/Statutory Audit and facilitate the
preparation of various statements and annexure required therein

S. No. Requirements
522. Ability to generate the confirmation mail of the closing balances of the parties
(Receivables/payables) at the year end.
523. Report of the Pending Balance Confirmations of the parties as on a particular date and auto
generate the reminder mails.
Loans and Advances
524. Receive duly approved request for advances for all offices of RRVUNL:
- temporary Advances,
- advances to the vendor (Material, mobilization advances)
-Employee advances (tour advance, salary advance, LTA)
-revolving fund
-rotating advance
525. ability to process the advance request:

- check for approval received
- compute the advances allowed as per the approval order, terms and conditions of the
contract,
- opening Advance Balance
526. Ability to define the advances in reference to

PO (vendor advances),
employee (for employee advances),
office (temporary advances)
527. Maintain Advance Details like, Date of Advance, Balance, Adjustment etc.
528. Ability to reflect the advances paid while actual invoice processing of the respective parties
and user defined controls to apply advances against actual invoices.
529. Ability to derive the advance ageing report
530. Ability to generate Employee wise loan wise information
531. Ability to apply Statutory dues at the time of advance payment, and adjustment of the
same with original invoices a sand when required
Payroll Accounting
532. Allow for integration with Financial Accounting procedures
533. Ability to integrate with the ESS, time and leave module etc. all other HR Modules
534. Ability to configure the payroll of all types employees as per the provisions of the company
535. Audit trails for all system activities
536. Support for transactions in multiple currencies and cross currencies

S. No. Requirements
537. Leave/Absent record to be maintained in the system and auto effect of the same in the
payroll run of the monthly salary.
538. Facilitate computation of the final settlement claim of the employees
539. In case of change of location of employee/transfer, proper impact in the books of accounts
should be made to record the salary, balance of loans, recovery status to the new location
from the date of transfer. Proper integration with Transfer module
540. Ability to automatically adjust calculations for mid-pay period salary, advanced salary, and
employment actions
541. Ability to export the payroll to an excel sheet/pdf and data as per bank requirements
542. Ability to evaluate different scenarios for change in pay-roll structures
543. Ability to provide an impact analysis tool for analysis of impact of revision of any / all
components like pay, allowances, deductions etc. (Eg. Variation in salary
component/employee wise for user defined period)
544. Exceptional reporting for month-on-month variation (financial non-financial)
545. Provide customizable ‘workflow’ for all internal processes & approvals associated with the
payroll system
546. The system should be able to process payroll on the following frequencies; Daily, Weekly,
Semi-monthly, Monthly, On-demand (i.e., terminations, vacation advance, court order,
ratification)
547. There should be a single employee master and it should be integrated with all the company
codes
548. There should be a field in the master to reflect the company code to the department to
which an employee is associated
549. Record fields as class, category, direct/indirect, operative/non operative, technical/non-

technical, unit on which the employee is working or common staff or corporate office staff
(BOD etc.), Cost center (like division) etc.
550. Provision to allocate cost of employee based on his/her associated department/unit
551. TDS, PF or any other such returns should be available online. TDS to be computed
proportionately for each month as per the requirements of the system.
552. Maintain information of the salary bank account
553. Ability to define various insurance schemes with premium and group insurance data
generation.
554. Ability to allow for the computation of the following elements: Fixed Pay elements

S. No. Requirements
applicable to all employees Like Basic, PF, Special Allowance, Conveyance Allowance etc.
555. Ability to allow the setup of multiple payrolls with different payroll administrators
&combining payroll (clearly def. semi variable, static and variable payments) (for Eg.
Directors, re-employed staff)
556. Ability to allow restriction of administrative functions to a few select payroll users
557. Ability to have a data upload facility to upload historical payroll data
558. Provision to calculate reduction in salary based on attendance policy
559. Ability to generate Form 16
560. Ability to generate TDS challan & return etc. as per the provisions of the company
561. Ability to allow the following calculation of onetime payment of allowance and / or
deduction: Incentive, arrear, ex-gratia 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
562. System should facilitate the change in the PF Component as per the defined rules with
approval of the competent authority, and impact the same in the accounts accordingly.
563. Allow for input of start and end date for recurring payment / deduction
564. Ability to allow Back dated calculations
565. Ability to have a full and Final settlement process in place (Integrate with E Exit)
566. Ability to allow a final settlement report for each separated employee
567. Ability to prepare the Computation Sheet and checklist (for Eg. at the time of Retirement
preparation of the Calculation sheet for Retirement Order and verify the checklist for leave
adjusted or not, advances, loans cleared or not, etc.)
568. Reminders/ Notification to the employee for change or requirement of any additional data
through mails/ SMS/ self-service etc.
569. Ability to have the provision to run separate bonus/ incentive runs
570. Ability to handle unlimited pay account codes and drawing banks
571. Ability to support multiple banks or savings institutions per employee
572. Auto Linkage with Punishments i.e. suspension should result in non-payment of subsistence
allowance (Integrate with Disciplinary cases & Legal for input)

S. No. Requirements
573. Ability to compute the payment to be made to the employee after the suspension period is
over (there should be a field to record the privileges/ deductions to the employee 50%,
75% etc. which varies on a case to case basis)
574. There should be exceptional report available from the system, (month – on – month)
highlighting the change in any of the information in the employee master including the
salary change, change in allowances, change in employee details, other modules (leave,
separation, disciplinary etc.) or any other financial or non-financial information, which
needs to be verified and approved by the competent authority.
575. The Payroll process shall be done after approval of the exception report
576. Ability to conduct full and final settlement of employee during Exit
577. Ability to notify (flag) Competent authority of any outstanding balances when employee is
terminated (Integrate with ESS in case of E-Exit process)
578. Ability to record an employee's selection of benefit (Eg. Pension or commutation of

pension), retirement and deduction options
579. Ability to generate monthly pension payroll for RRVUNL pensioners for transfer by Bank.
580. Generation of monthly pension statement for export to RRVUNL website/ portal
581. Ability to forward the overtime schedule to the competent authority for approval if the
amount of overtime is over a defined percentage of the basic salary (Integrate with Time
Management Module)
582. Ability to assign work calendar (scheduled work days, scheduled holidays, etc.) to one or
more employee groups
583. Ability to default standard holiday data, as well as user-defined holiday data
584. Ability to create and maintain work calendars over user-defined years
585. Ability to process salary payment based on attendance. Statutory and voluntary deductions
586. Ability to update salary details on promotion
587. Ability to upload documents related to calculation, payment and release of retirement
benefits (Integrate with separation module)
588. Ability to integrate with leave, disciplinary cases module for calculation of retirement
benefits
589. Ability to release reminders to all departments in case of separation for NDC
590. Ability to update records in cases where all formalities w.r.t separation and payment of
benefits are completed / pending and in that case send reminders / notifications stating

S. No. Requirements
the reasons for the same
591. Integrate with disciplinary cases module for calculation of benefits in case of separation
592. Support for release of benefits for a particular employee wherein all the formalities have
been completed
593. Ability to integrate with Promotion module, leave, disciplinary cases module in case of
salary payments, allowances etc.
594. Support for preparation of fund requisition to be sent to HQ Accounts section in cases of
salary disbursement and other allowances on a monthly basis
595. Ability to introduce changes in pay structure (Change in pay commission / adoption of a
different pay structure)
596. Support for allowances, reimbursements, loans etc.
597. Ability to apply for loans or advances or part payment (in case of GPF) by the employee
598. Ability to support encashment of Leave, Tours and travel and also on retirement with
consequent tax adjustments as per the company's policy
599. Ability to generate Employee-wise recovery position, recovery list and outstanding
balances list - month-wise or as user defined
600. Approval limits for expense reimbursement should be configured based upon the hierarchy
limits
601. Ability for payment of medical reimbursement, allowances, recovery and taxation (if any)
thereon
602. Ability to scan and upload related documents in case of applying for loans/ advances/
reimbursements by the employee
603. Ability for provision of any loan component to be adjusted against the employee salary
604. Ability to support payment any user defined allowances
605. Ability to support recovery of all types of loans with reports like recoveries made, overdue
list etc.
606. Ability to support calculation of incremental arrears with consequent tax adjustments
607. Ability to support payment of salary arrears as per the industry level settlements with tax
adjustments. Also support payment of arrears calculated in user defined installments or in
lump sum
608. Ability to define loans and its various characteristics such as periodicity, interest rate,
ceilings details etc.

S. No. Requirements
609. Ability to attach loan sanctioning rules to every loan type (Eg. Interest bearing loans as
vehicle advance, computer advance, marriage advance, HB Advance, etc. and non –
interest bearing advances as wheat advances, festival advance, TA Advance, medical
advance etc.
610. Ability to allow payroll to deduct the amount due from an employee (in case of
loans/advances etc.)
611. Support for preparation of calculation sheet in cases of loans / advances / reimbursements
applied by the employee
612. Ability to change and modify the calculations by the competent authority w.r.t loans /
advances / reimbursements applied by the employee
613. Ability to notify the particular employee the admissible amount in case of medical / travel
reimbursements
614. Separate formats for TA/DA, Medical bills etc. to be submitted by the employee in the
system itself
615. Travel request window in the system, recording the purpose of travel, project details for
travel, advances takes etc.
616. Ability to notify the particular employee whether the loans / advances have been
sanctioned / rejected
617. The system should allow for the creation of user defined components of Pay like Recurring
and Adhoc Allowances, Recurring and Adhoc Deductions, User Defined Allowances &
Deductions
618. In case of House Building advances or any other interest bearing advances to be recovered
from the employees, the system should stop recovery of Interest from the Loan account
and recover the interest from the employee through interest account. Auto alerts in case of
negative balance in Loan Accounts.
619. Auto Computation of Interest on the advances which are not settled as per the user
defined rules (for Eg. Medical or TA pending for submission of bills etc.) And account for
the Interest due to be recovered from the employee.
Deputation Employees
620. Ability to generate reports for Deputation Employees in RRVUNL for amount to be
recovered from external offices
621. Ability to generate reports for Deputation Employees of RRVUNL in other offices for
amount to be paid for the Deputation employees
622. Ability to maintain/tag employees on deputation in the list of employees of RRVUNL

S. No. Requirements
Deductions
623. Ability to establish deduction limits for each deduction based on various parameters like:
Employee, Job Classification, Company, Benefit plan, Salary
624. Ability to make deductions effective: In the current period, In any pay period or periods
selected, In any user-defined frequency selected, Between user-defined start and stop
dates, Until an user defined limit is reached
625. Ability to have Start and stop dates for deductions.
626. Ability to reverse deduction to be included in next pay check if incorrectly withheld /
Option with user
627. Ability to determine deduction amounts by: Amount of earnings, Percent of earnings,
Number of hours in cases of leave, unauthorized absence etc.
628. Ability to allow for deductions to be stopped after the particular amount has been
recovered
629. Deduction/Payment in case of Deputation employees from RRVUNL and vice versa.
630. Ability to apply, continue or stop various deductions based on employee status changes
Pay Slip Run
631. Ability to integrate with the leave module, promotion module, disciplinary module,
separation module, time management, loans and advances for calculation of salary
632. Ability to provide for online ad-hoc calculation of employees pay slip / salary amount
633. Ability to perform on-line calculation of pay and benefits for terminated employee based
upon termination date
634. Ability to display the status of the Payroll calculations
635. Ability to run Payroll multiple times before finalization to ensure accurate pay computation
636. 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 information to General Ledger.
Financial postings include: Element, Amount, GL Account, Cost Centre
637. Ability to Post salary payment advice including multiple payment methods such as bank,
cash and cheque to General Ledger
638. Ability to generate pay slip with following detail: Taxable and non-taxable components in
separate columns, Tax till date, Calculated, Recovered, Projected, Loan balances and no. of
installments deducted / left.
639. Support pay fixation during recruitment / promotion

S. No. Requirements
640. Provision to define tax rates (including available deductions, exemptions, taxation slab
rates, standard deduction, surcharge etc.)
641. Provision for TDS calculations (if any) & tracking of TDS payable to the government
642. Ability to declare investments for the purpose of tax calculation at the start of financial
year by each employee
643. Support effect of Dearness allowance on payroll
644. Ability to allow the maintenance of slab-wise details for statutory elements like Income Tax
as well as user defined elements
645. Ability to automatically update Payroll database for changes in employee record without
interfering with payroll processing (e.g. Promotions)
646. Ability to allow provision to suspend Payroll runs or control final settlement processing on a
case to case basis
647. Ability to have a provision to process Arrear and backdated Payment calculations
648. Provision to recover advances in subsequent pay periods with a single transaction
649. Ability to maintain earnings history information (i.e., a record of all pay of all activity) for
each employee for a user-specified period of time
650. Ability to calculate HRA Rebate as per the prevailing Income Tax Law/Rules
651. Ability to handle tax exemptions as per the prevailing Income Tax Law/Rules
652. Ability to automatically recover salary advances
653. Ability to require approval before a specific payment is made to an employee
654. Ability to calculate arrears in case promotion is made with retrospective effect
655. Ability to support salary fitment on promotion. The fitment made should automatically
reflect in payroll
656. Ability to record details of loans, advances (all kinds - medical, TA etc.), recovery w.r.t all
employees and also the particular "head" wise as per the rules of the company
657. Ability to process cases of ex gratia payment of a particular employee by competent

authority
658. Ability to Define tax rules to determine employees tax liability as per changes in statutory
legislation for actual tax liability of employee
659. Ability to capture employee asset details such as various land holdings, investments in
shares, any bank deposits and various sources of income

S. No. Requirements
660. Ability to provide investment declaration form in electronic format. The employee will be
required to fill and submit the form electronically so as to automatically updating salary
record and tax calculation by the system
661. Ability to ensure support for major statutory reports / certificates of taxes in the user
defined format
Reporting Capabilities
662. Ability to generate reports based on dynamic query by selection of defined parameters of
class, cader, wing, etc.
Retirement Benefits
663. In case the administrative approvals/finance approvals are delayed beyond a certain period
of the retirement due date, the notifications should be send to the respective authorities.
664. Ability to facilitate the finance approval for sanctioning of the order/payment (PPO/GPO)
after Calculation of Gratuity, pension, Commutation of Pension and Leave Encashment
based of Rules and regulations of RRVUNL to be done automatically
665. Order for the Retirement Benefits to be prepared based on the Final Calculations.
666. Provisions based on actuarial valuations should be done
667. Ability to provide information for actuarial valuation of the employees for determination of
contributions to be made by the company
668. Ability of the system to compute the amount to be transferred to the Trust as Pension,
Gratuity, Commutation of Pension and Leave Encashment Contribution. (auto computation
as per Actuarial report)
669. Ability to reflect the status of applications (to the employees/ concerned offices) (pending
at what level, rejected, additional information required to be submitted, processed,
pending for payment etc.)
670. Maintain the records of the Employee Retirement Benefits as per AS-15
671. The amounts for payment need to be requested to the Pension Trust. Hence the system
should be able to reflect the position of cash for processing of the terminal Benefits
application
672. Ability to record Receipt of funds for disbursement of Pension, Gratuity Leave encashment
and Commutation of Pension from Pension Trust
673. Trigger to pay only when the funds are received from the Pension Trust
674. The company pays the amount of pension to the pensioners as per the Pension Order, the
Documents once transferred to the Bank, should auto stop the payment to be made to the

S. No. Requirements
pensioners from the company.
675. Any change/revision in the exiting PPO/GPO the same shall be effected with proper
approvals
NPS
676. Ability to prepare the NPS Deduction sheet in the format to be uploaded on the NSDL's
website
677. Ability to manage records of employees as per the requirements of the NPS
678. Ability to report the employees under the NPS
679. Ability to auto schedule the payment for NPS employee wise
680. Ability to auto deduct the NPS contribution from the salary of employee
681. Ability to maintain he MIS for PRAN Status
PF Trust
682. Ability to maintain Separate Set of Books of Accounts for the operations of EPF Trust
catering to the following activities of the trust:
(A) Investment of the surplus amount of subscription received from the company over
payment made to the subscriber during the year towards part final withdrawal, final
payment and loan.
(B) Receipt of monthly PF subscription and PF loan refund amount via cheque/RTGS
(C) Disbursement of Fund to the company for payment of PF loan to the subscribers based
on the monthly requisition for allotment of fund raised by the companies
(D) Declaration of rate of interest on PF amount of subscriber.
(E) Issue of the Annual PF Account slips to the PF subscriber, the Detail should be published
on the Website.
(F)Record details of the of the subscriber (Opening Balance, Monthly subscription for
current year, Loan/ Part final taken by the subscriber during the year)
(G) Managing the Banks and Bank reconciliations of all the banks
(H) Reconciliation of Subscriber Accounts
(I) Records of meetings of the Trustees from time to time.
(K) Audit entries of the Trust Audit.
683. The system should capture different Employee Categories (Permanent, Deputation, Work
Charge Employees)
684. The system should capture the following (Organization Details, Employment details, PF
Record etc.)
685. The system should Capture Nomination Information like

Nominee Details
Percentage

S. No. Requirements
Relationship
Guardian Information for minors
Which can be changed with proper approvals of the competent authority
686. Ability to provide dynamic management of PF Structure
687. Ability to Process the :

• Part Final/Final Payment against PF for Employees;
• Loan Application;
• Disbursement of Fund to the company for payment of PF loan to the subscribers:
688. Ability to have proper checks and balances in the system to ensure the processing of
applications as per the PF Rules
689. Ability to reflect the status of applications (to the employees/ concerned offices) (pending
at what level, rejected, additional information required to be submitted, processed,
pending for payment etc.)
690. Ability to incorporate multi approval levels.
691. Ability to facilitate auto calculations(eligible amount, eligible reason for sanction, for
scrutiny of each case of Part Final and Loan Applications)
692. Ability to calculate Final Payment of PF on Retirement and Death/dismissal
693. Ability to inbuilt the checks and balances for processing of applications for Part
final/final/loan applications.
694. Ability to generate Statutory reports of :

PF Statement
Trial Balance
Income and Expenditure Reports
Balance Sheet
Interest Reports
695. Reports by
-Organization
-Location
-Employee and Employer Contribution
696. Ability to maintain individual PF accounts and generate individual account slip for every
financial year
697. Standard Application of PF Applications
698. Maintain Statutory Registers of the Trust Operations as Members Register, Investment
Register, Loan Sanction Register, Cash Book, Subscription register etc.

S. No. Requirements
699. Ability to comply with all statutory compliances applicable to the PF Trust as per Laws and
regulations in India
700. Ability to comply with any future requirements for change in laws and regulations, change
in reporting requirements for the Trust Functions
Pension Trust
701. Ability to maintain Separate Set of Books of Accounts for the operations of Pension Trust
catering to the following activities of the trust:
(A) Monthly disbursements of Pension through Bank
(B) Comparative statements are made monthly & yearly for Terminal benefits disbursed
through Pension Trust
• Investments, if any are done through tenders as per the Trust rules.
• Annual accounts of the Trust
• Manage the Bank of Trust, Bank reconciliation; Pensioner Reconciliation
• Records of meetings of the Trustees from time to time.
• Audit entries of the Trust Audit.
702. The system should capture different Employee Categories ( Permanent, Deputation, Work
Charge Employees)
703. The system should capture the following (Organization Details, Employment details etc.),
Leave Salary contribution in case employee is on deputation, etc.)
704. The system should Capture Nomination Information like

Nominee Details
Percentage
Relationship
Guardian Information for minors
705. Ability to have proper checks and balances in the system to ensure the processing of
applications as per the Pension Trust rules
706. Ability to monthly disburse Pension for approved applications
707. Ability to provide comparative statements on monthly & yearly basis for Terminal benefits
disbursed through Pension Trust,
Requisitions received by companies,
increase/decrease in monthly requisition of respective companies and recording reasons
thereof (calculation of percentage increase/ decrease)
708. Ability to comply with all statutory compliances applicable to the Pension Trust as per Laws
and regulations in India
709. Ability to comply with any future requirements for change in laws and regulations, change
in reporting requirements for the Trust Functions

S. No. Requirements
710. Maintain Statutory Registers as Members Register, Investment Register, and Cash Book et.
711. Ability to generate Statutory reports of :

Pension Disbursed
Trial Balance
Income and Expenditure Reports
Balance Sheet
712. Ability to auto record provision for Terminal Benefits as per the Actuary report
713. Facilitate information to be recorded in the system to generate reports for the preparation
of Schedule for final accounts as per AS 15
714. Reports by
-Organization
-Location
715. Ability to manage and account for Corporate Social Responsibility related events, projects,
donations etc.
Disposal of hazardous waste materials
716. Ability to separately manage inventory of hazardous waste, their disposal/ sale as per
government rules
5.27. Project Management
S. No. Requirements
1 Ability to support the following sub processes of Project Planning:
Initiation
Cost Estimation
Scheduling
Initiation
2 Ability to provide planning & engineering support being a repository of
documents & data like:
- Information on upcoming generation capacities
- Government & regulatory information
- Land Utilization Plan
- Structure Layout Diagrams
- Technical specifications
- Risk & effective mitigation strategies
- Previous projects information
- Learning from other projects
- Open access applications
- Land information (availability, ownership, cost, etc.)
- Other historical information, etc.
- Land Optimization ant details of extra land available
3 Ability to support attachments such as drawings, specifications, instructions etc., in formats
such as PDF, CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF, GIF, JPEG, GIS
output /reports etc.
4 Ability to issue circular for getting capital works inputs from concerned officers

S. No. Requirements
5 Ability consolidate all inputs of capital works
6 Ability to highlight total plan budgets based on approved capital budget for the year
7 Ability to identify projects to be executed each year based on total plan budgets and
budgetary constraints (communicating with finance department and follow an iterative
process to prioritize works)
8 Ability to store details of:
- Board/ Board Committee/ CMD/ Director approval
- Regulatory approval
- Funding agency approval and tie-up details
- Statutory clearances, e.g. forest clearance, clearance from aviation authority, etc.
- Land acquisition process (approvals required, action taken, status, reasons for delay, way
forward, etc.)
9 Ability to create unique project code (for indexing & categorizing) and profile - Name,
location, type (substation/ line), capacity, mode of funding, technical details, financial details,
etc.
10 Ability to allow hierarchy based approval at pre-defined stages of new projects/schemes
11 Ability to send notification to concerned accountable persons
12 Ability to define project related check-list / steps and issue alert for deviation/non-compliance
13 Ability to assign project owner / manager and other accountable persons
14 Ability to incorporate security measures, to limit changes by project owner / manager to only
their respective projects
15 Ability to index, record, capture and track every single document (file) associated with the
project in Project Control Folder
16 Ability to generate proposals for new projects / schemes for approval by relevant authority
17 Ability to generate report on prioritized list of schemes to be undertaken based on cost
benefit analysis and budgetary constraints
18 Ability to generate Investment Appraisal Document
19 Ability to generate Preliminary and Detailed Project report for new projects / schemes for
approval by relevant authority
20 Ability to generate report on the current status of new proposals
21 Ability to generate approval certificates
22 Ability to generate report on status of clearances for each project
23 Ability to generate report on status of land acquisition with reasons for delay
24 Ability to generate reports confirming to technical, operational, regulatory, statutory and
25 Ability to generate reports regarding details of Environmental Clearances(EC),Consent to
Establish (CTE), Consent to Operate (CTO)etc of Power Stations plant wise unit wise and its
validity ,renewal dates etc.
Cost Estimation
26 Ability to maintain database of vendors and standard rates including labour rates
27 Ability to allow updation of standard rates periodically
28 Ability to take user input for creation of Bill of Materials (BOM) and Bill of Quantities (BOQ)
29 Ability to allow updation of existing databases
30 Ability to estimate costs based on standard rates and BOM / BOQ
31 Ability to revise cost estimates, if required, during execution by appropriate authority
32 Ability to generate report on BOM/ BOQ

S. No. Requirements
33 Ability to generate report on cost estimates for particular projects / scheme
34 Ability to generate reports confirming to technical, operational,
35 Regulatory, statutory and other business requirements
36 Ability to generate report on revised cost estimates during execution
Scheduling
37 Ability to define resource (including manpower) allocation in a given timeframe, to ensure
optimal usage
38 Ability to create and revise (including splitting, stretching & crashing of
activities) pre-award schedule
- Timeline for finalization of specifications
- NIT preparation and publication
- Bid evaluation timelines
- Approval from appropriate authority
- Contract award date, etc.
39 Ability to integrate with industry standard project management software applications such as
Primavera / Project Scheduler / MS Projects etc. for developing detailed Project Execution
Plan
40 Ability to define a project with work breakdown structure, key milestones
41 Ability to create ad-hoc projects, where a work break down structure is not required
42 Ability to define milestones with categorizations like HOLD point, CHECK point, etc.,
required actions at the milestones, and authority responsible for action
43 Ability to restrict/allow progress based on completion of required actions at HOLD point,
CHECK point, etc.
44 Ability to link between projects, activities and tasks
45 Ability to schedule payments against key milestones
46 Ability to change individual task completion dates, which would reflect changes in overall
project milestone dates
47 Ability to generate report on key project milestones and scheduled payments
48 Ability to generate report on estimated time based expenditure on each project / scheme
49 Ability to generate report on critical paths in projects
Project Management
51 Ability to manage the following sub-processes of Project Management:
Execution
Monitoring
Project Accounting
Execution
52 Ability to break projects into activities, sub-activities indicating milestones with commonly
used methods such as PERT and CPM
53 Ability to record vendor drawings & design documents, user manuals with all dates of
submission, approval/ rejection, etc.
54 Ability to register information on inspection calls (date of invitation and carrying out)
55 Ability to record the status of every item in the BOM (order & delivery status)
56 Ability to integrate with Material Management system to view real time information on status
of delivery of materials related to greenfield / brownfield construction projects
57 Ability to record the status of civil construction and erection
58 Ability to record and track quality deviations

S. No. Requirements
59 Ability to reconcile quality check against manufacturing quality plans and field quality plans
60 Ability to record financial progress status with detailed break-up
61 Ability to record physical progress status with detailed break-up
62 Ability to record all communications with local administration authorities
63 Ability to record status of progress on other services to be provided by vendor viz. training
64 Ability to record completion of each activity, leading to the overall commissioning of project
65 Ability to track deliverables against individual vendors / sub-vendors
66 Ability to define contract closing related check-list / steps and issue alert for deviation / non-
compliance
67 Ability to setup a billing plan, that allows the release of payments upon achieving set
milestones
68 Ability to records 'difficulties' during execution and maintain 'difficulty register’
69 Ability to generate alert on 'warranty' expiration
70 Ability to create note on 'warranty' extension
71 Ability to record and track quantity deviations and store requisition for such variations after
approval from competent authority
72 Ability to record details of excess materials not utilized in the project and sent to stores after
commissioning
73 Ability to record insurance details like premium payment, claims made if any
74 Ability to create note on "Time Extension" approval with LD or without LD
75 Ability to calculate Liquidated Damage based on user defined parameters
76 Ability to define pre-commissioning check-list / steps and issue alert for deviation/non-
compliance
77 Ability to support web based recording of Contract Closing formats
78 Ability to record status of clearance given by Electrical inspector, PTCC
79 Ability to issue and store "Taking Over" certificate
80 Ability of generate alert on non-compliance to contract closing process (submission of
drawings, documents and other requirements)
81 Ability to generate Contract Closing Certificate
82 Ability to allow hierarchy based approval for notes initiated
83 Ability to provide security measures, to ensure that the project closure is done by authorized
personnel only
84 Ability to record commissioning status
85 Ability to record delay in commissioning as per scheduled target date as per LOA
86 Ability to generate customized LOA/ PO
87 Ability to generate status report on each activity at any particular time
88 Ability to generate status report on:
- Each project
- Each vendor & sub-vendor
- Projects started/ scheduled to end (as per LOA) in particular financial year
- Projects funded by particular funding agency
- Type of project (Greenfield/ Brownfield/ Renovation & Modernization and lines/
substations/ bays/ transformer/ augmentation), etc.
Monitoring
90 Ability to give project owners / managers & project teams web-based access to real-time

S. No. Requirements
business-critical project data to make timely informed decisions
91 Ability to have a central tracking system that enables project teams to record, assign, &
resolve issues and capture related risks pertaining to project
92 Ability to support web based recording of project monitoring formats submitted by vendors in
the monthly meeting
93 Ability to monitor estimates versus actual:
- Time for completion of each activity/ task
- Payments vis-à-vis milestones
- Use of resources, etc.
94 Ability to monitor project, resource wise, timeline wise, department wise and funding agency
wise
95 Ability to monitor actual project expenditure vis-à-vis LOA cost
96 Ability to monitor all projects consolidated, individual projects and individual tasks
97 Ability to define project based key performance indicators to identify risks, under-performing
projects and monitor project status
98 Ability to track every drawing submissions, inspection calls, etc. in the project and trace who
is the current owner of the file / document, for how long and why
99 Ability to carry out resource tracking across projects
100 Ability to record delay in activities attributed to externalities (Legal cases etc.)
101 Ability to record key issues raised by vendors in the monthly meeting and their resolution
status
102 Ability to develop what-if model scenarios to understand the impact of trade-offs and
evaluate strategies to mitigate risk projects/schemes
103 Ability to record and monitor data on accidents during project execution
104 Ability to store baseline and revised plans
105 Ability to capture all the project management activities for the entire cycle of construction
projects i.e. from the point of proposal of a new project to final testing & commissioning of
the project
106 Ability to display current total and accumulated costs in terms of actual, capitalized, future
commitments etc.
107 Ability to generate alerts for delay in starting / completion major activities / milestones (post
and anticipatory)
108 Ability to generate alerts for delay in payments
109 Ability to record actual completion date
110 Ability to record financial implication due to time overrun
111 Ability to record of results of safety audit
112 Ability to maintain a comprehensive project database to capture the data pertaining to all
aspects of projects
113 Ability to display project activities in Gantt charts, pie charts, histograms, tables, etc.
illustrating ‘actual’ to ‘originally planned’ projects progress in-terms of schedule and cost
114 Ability to generate pre-customized report formats corresponding to the requirements of
various funding agencies like PFC, REC, etc.
115 Ability to generate report on project percentage completed status (financial as well as
physical) based on work to date
116 Ability to generate report on delays due to externalities
117 Ability to generate report on safety audit during construction phase

S. No. Requirements
Project Accounting
119 Ability to record information on payment terms, milestones, etc.
120 Ability to store / record invoice from vendors
121 Ability to integrate with Material Management system to view real time information on status
of delivery of materials against unique codes
122 Ability to record information of physical progress against unique project codes
123 Ability to review completeness / correctness of invoice with respect to payment terms, value,
approved variations (price/quantity) if any,
124 Payment terms, value, approved variations (price/quantity) if any, progress certification etc.
and certify completion of milestone
125 Ability to approve invoice and send information to Corporate Finance for payments
(hierarchy based approval)
126 Ability to integrate with Financial Management system to view real time information on status
of payments against unique project codes and invoice nos.
127 Ability to maintain payment records for the duration of the project against unique project
codes
128 Ability to highlight and correct errors, if detected in project management with proper
notifications and authorization controls
129 Ability to transfer data from Capital Work in Progress to completed capital works
130 Ability to transfer data relating to completed capital works to the Fixed assets system
131 Ability to record Direct purchasing of goods and services (purchase orders; goods received
notes etc. for goods and services which do not pass through the stores system) through the
Purchasing system
132 Ability to integrate with Standard accounting journals for areas such as interest capitalization
and overheads, transportation, etc.
133 Ability to reflect inflation in project costs
134 Ability to generate reports on current accumulated cost of a project vis-à-vis estimated cost
135 Ability to categorize and generate report on cost incurred in all projects in a particular year
136 Ability to categorize and generate report on costs incurred in all projects supported by a
particular funding agency
137 Ability to generate cash flow reports on monthly, quarterly, yearly basis or as defined by user
138 Ability to generate report on budgeted cost of a project (against each unique code) vis-à-vis
actual cost on a quarterly basis for capital budget monitoring
General
140 Ability to interface with RVUNL’s other modules like Finance and Accounting, HR
Management, Procurement and Materials Management, and Assets / Plant Maintenance
141 Ability to receive work orders from Procurement and Materials management module
142 Ability to transfer final costs to general ledger only on project completion certification.
143 Ability to index project cost codes to relevant general ledger account.
144 Ability to prevent processing of further transactions against completed projects
145 Ability to send SMS alerts to concerned officials at defined milestones for actions to be taken
(e.g. payments) and deviations from schedules (e.g. time overrun in control building
erection)
146 Ability to meet process/reporting requirements of approved documents like SOP,
Maintenance Schedule, Safety Manual, TSPP, Procurement Policy & Procedures, Budget
Policy & Procedures, Standard project reporting formats

S. No. Requirements
147 Ability to provide necessary information to populate predefined Balanced Score Cards for
monitoring of Key Performance Indicators for Planning, Engineering and Project function
148 Ability to provide necessary information regarding disaster Management Plan and Corporate
Social Responsibility of RRVUNL.
5.28. Human Resource Management
S. No. Requirements
Organization Management
1 Ability to define organization hierarchy, organization structure of corporate headquarters and
plant locations
2 Ability to generate tree structure giving details of all unique role holders and reporting
employees (defining reporting and reviewing relationship) - including dual reporting
mechanism
3 Ability to incorporate any reporting changes in the structure through competent approvals
4 Capability of providing the 'Drag and Drop' or alike feature for recording changes in the
organizational structure (repositioning/redefining the structure)
5 Ability to define various categories of employees across all classes - Regular, Contract,
Reemployed retired manpower, outsourced manpower, dying cadres, ex – cadre positions,
on deputation, voluntarily retired, resigned, technical resignation etc.
6 Ability to define the functions which are outsourced and categorization of the same in to
manpower outsourcing and activity outsourcing
7 Ability to update manpower as per norms of sanctioned organization structure
8 Ability to define name of functions, sub-functions and positions
9 Ability to add new functions as per company policy through competent approvals
10 Ability to create / modify/ delete new department, functions & positions
11 Ability to analyze the already sanctioned manpower (plant wise or organization wise) with
respect to the parameters of various technical norms like manpower per MW (plant wise)
etc.
12 Ability to showcase shortfall or excess manpower in a particular unit/ location / department in
comparison with the sanctioned manpower strength
13 Ability to calculate excess / deficit manpower in comparison with the sanctioned manpower
norms on organizational level / plant level / department level
14 Ability to support integration of positions with manpower planning module to understand
staffing requirements
15 Ability to store designations along with the skills and competencies required for a particular
position so as to analyze the redeployment of existing employees
16 Ability to maintain change in hierarchy levels or designations due to promotions, transfers of
employees (Integrate with Promotion Module, Transfer Module)
17 Ability to define multiple organizational structures (positions) and multiple reporting
relationships and integrate with the respective employee data
18 Ability to restrict making changes in the OM to authorized persons only
19 Ability to seek confirmation after every change made in the structure, changes to be made
permanent only on authentication by the controller of the authorized person – Two stage
process
20 Ability to change/restore/rollback changes to a previous (given) dates and report
inconsistencies
21 Ability to define administrative powers for organizational units position-wise

S. No. Requirements
22 Ability to integrate administrative power definitions to work flows and approvals
23 Facility to project the cost implications of adding new /modify - manpower /
Department/Function/Position
24 Ability to clearly define the hierarchy of Delegation of Power in the organization
25 Ability to update any changes made in the structure, positions, hierarchy etc. as per change
in company provisions
26 Ability to provide reports of total organization hierarchy, organization structure of corporate
headquarters and plant locations by selecting different parameters of designation, class,
wing, location, category (SC/ST/unreserved), male/female etc.
27 Ability to provide reports on list of vacant positions (Integrate with Manpower Planning
Module)
28 Ability to provide reports on list of excess manpower (Integrate with Manpower Planning
Module)
29 Ability to provide reports on reporting relationships (Functional, administrative) in a
department / location
30 Ability to generate reports on categories of employees across classes - Regular, Contract,
Reemployed retired manpower, outsourced manpower, dying cadres, ex – cadre positions,
on deputation, voluntarily retired, resigned, technical resignation etc. by selecting different
parameters
31 Ability to generate reports by dynamic querying with various parameters of OM
Policies and procedures, Service rules, Maintaining service book, Employee self service
32 Ability to define all clauses under RVUNL Compendium of regulations, recruitment and
promotional policies of Engineers and Non Gazetted staff
33 Ability to define and store all regulations with respect to Departmental Accounts Exam and
related curriculum
34 Ability to store all company related information (Memorandum of Association, Articles of
Association etc.) and statutory compliances information (Pollution related, IBR, Factories
related, Labor related, ESI, ISO etc.)
35 Ability to send notifications to the competent authority for reminders w.r.t the statutory
compliances deadlines
36 Ability to store the updated delegation of powers to different authorities
37 Ability to provide links to the important items hosted in various external websites / in-house
websites/ intranet e.g. important circulars/ instructions/ policy documents etc.
38 Ability to define all formats of the company w.r.t loans, advances, leave requests, LTC,
Medical reimbursements, property return, electricity allowance, SLODA etc.
39 Ability to define the structure and members of all employee Unions and Associations along
with information of their registered office, office bearers etc.
40 Ability to define a standard format of communication with registered Unions and
Associations
41 Ability to define all applicable labor / industrial laws and ability to monitor
compliance/enforcement of such laws
42 Ability to process cases for constitution of committees and reconstitution (service review
committee, interview panel, policy review committee, any statutory committee etc.)
43 Ability to send notifications to the committee members (any) on their representation in the
particular committee, meeting dates, deadlines of the meetings (for Eg: if any meeting’s
decision has to be concluded in a prescribed timeline) and also if the deadlines are not
being met (first level decision making / second level decisions implementation)
44 Ability to collate all information in the system w.r.t a particular committee meeting and
provide the links of the same as notifications to the committee members before meetings
(for Eg: service review – integrate with promotion history etc.)

S. No. Requirements
45 Ability to store and maintain employee personal data such as employee code, name,
addresses, phone numbers, emergency contact information and email addresses, Salary
Bank Account Details, passport details, home town
46 Ability to maintain employee details with respect to PRANN, PAN no, insurance related
number (if any), any other finance or accounts related identification numbers
47 Ability to maintain employee's gender, date of birth, blood group, citizenship, marital status,
religion, caste etc.
48 Ability to maintain an employee’s education, certifications, degrees and any endorsements
(Professional Membership)
49 Ability to maintain previous (multiple) employment details like name of the organization,
department, position held (designation), start/end dates, reason for leaving, last salary
drawn, references etc.
50 Ability to maintain names, date of birth and contact details of spouse, children, dependents,
parents, nominees, insurance number etc. under different schemes
51 Ability to maintain employee's recruitment category like physically handicapped/
sportsperson /ex-servicemen / specialist / SC / ST / OBC / others / reemployed etc.
52 Ability to update employee's recent photograph and photograph of dependent
53 Ability to maintain employee's health problems, medical history and capture the details
(integrate with payroll and medical module for reimbursement amount and health problem
details)
54 Ability to send notifications to the competent authority or the employee (as applicable) for
verifying the caste certifications / education certificates
55 Ability to store verified caste certification, police verification report and education certificates
56 Ability to issue NDC for obtaining passport/visa /study abroad or for outside employment
57 Ability to maintain the languages known with proficiency of speak read and writes
separately. Clear indication for the mother tongue
58 Ability to maintain the details of spouse and relatives in the service of the organization
including name, employee no., location / department where working, designation with
provision for simultaneous updating of records of the relative with changes
59 Ability to maintain the details of spouse and relatives in the service of any other organization
60 Ability to maintain details of present designation, salary details, reporting hierarchy
61 Ability to maintain history of trainings attended (prior to joining & after joining) like name of
the course, name of the Institution, month & year of training, duration of the course in
days/weeks etc.(integrate with Training module)
62 Ability to maintain the awards for which nominated / received by the employee including the
name of the award, year of award, in which discipline/field and date of receipt of award and
special status/ privilege, if any, to be given to him for the award
63 Ability to maintain date of joining, probation period, date of completion of probation in each
grade/post, date of retirement, date of tenure completion in case of contractual employment
etc.
64 Ability to maintain details of promotion from one grade / scale / discipline to another
including any reappointment through internal selections
65 Ability to maintain full transfer history of the employee including the current & new location,
nature of transfer (self-initiated / company initiated), date of joining and date of relieving at
different locations, number of times cancelled but kept in abeyance, Political References
(restricted access / view to competent authority) if any for the transfer, duration of field and
office postings etc.
66 Ability to maintain present place of posting including date of joining of each unit/office, name
of the department, present designation, grade etc.
67 Ability to maintain history of disciplinary actions (major/ minor) taken / initiated against the
employee including date of charge, nature of charge, amount of financial loss to

S. No. Requirements
organization, date of punishment and nature of punishment, exoneration.
68 Ability to maintain prior experience history in RVUNL with respect to the departments in
which posted, functionalities handled, area of expertise etc.
69 Ability to maintain a database for issuance / information with respect to validity of identity
cards for all employees
70 Ability to send notifications for non-clearance till the employee submits the identity cards in
case of separation
71 Ability to send reminders to the particular employees for reissuance of the identity card
within a stipulated time period in case of expiry of the validity period
72 Ability to integrate attendance management with the biometric system or card swapping
system in the organization
73 Ability to record cases of employee registered by police/ vigilance on the particular
employee (Integrate with promotion module)
74 Ability to maintain details of suspended employees (reasons of suspension, time duration of
suspension, restricted privileges etc.) - location where the employee has been attached
during suspension (Integrate with disciplinary module)
75 Ability to change employee job status (Active-Trainee, Probation, Extended probation,
Regular, Contractual, deputation, Suspended, unauthorized absence & Exit Resigned, VRS,
Terminated)
76 Ability to maintain list of all educational institutes/colleges identified by
AICTE/UGC/recognized Universities by State Government or by RVUNL and provision for
updating of the same
77 Ability to maintain list of government hospitals / recognized hospitals by RVUNL and
provision for updating of the same
78 Ability to integrate Organization management with employee master
79 Ability to provide audit trails of the entire approval process
80 Ability to update the data through work flow on real time and online basis
81 Flexibility of additionally capturing any information relating to employee at a later date
82 Ability to maintain concurrent jobs for employees with additional responsibilities/special
duties in addition to regular responsibilities
83 Ability to link employees with membership of various Committees (permanent or temporary)
84 Ability to maintain employee data with regards to claims, etc.
85 Ability to maintain and view employee leave details
86 Ability to maintain employee data with respect to PF, Gratuity, etc. and nominations for the
same (Integrate with Payroll)
87 Ability to maintain Audit trial of all changes made to sensitive information - Restricted access
88 Ability to maintain performance appraisal rating of last all years and promotion details
89 Ability to maintain service files documents in scanned form including Proof of Date of Birth,
domicile, Bonds, if any, executed, disciplinary cases details, photograph etc.
90 Ability to seek permission / intimation for acquiring and disposal of any movable and
immovable personal property of a particular employee beyond the sanctioned limit as per
policy
91 Ability to have alerts / notifications w.r.t to filing the Annual property return within the
deadline
92 Ability to integrate the APR reminders with appraisal module; finalization of self-assessment
(notification to the competent authority) only when APR is filled by the particular employee
93 Ability to edit / modify the APR details in the prescribed format as per the provisions of the
company
94 Ability to provide details of employees applying for employment to outside organization

S. No. Requirements
(technical resignation process) – Integration with separation module
95 Ability to provide NOC for employees applying for employment outside the organization
96 Ability to provide details of employees applying for higher education - self or sponsored
97 Ability to add /update bank information for expense reimbursement, PAN no, passport
details, driving license no., Aadhar etc.
98 Ability to provide birthday reminders, anniversary reminders (wishes) etc.
99 Ability to provide address proof letter to employee for various purposes
100 Ability to remind the employee through self-service/e-mail/SMS regarding modification or
requirement of additional data for Eg. change in nominee in case of marriage
101 Capability to empower employees to enter the data/view/edit pre-defined data on self, Eg.
updating personal records like Bank details, marital status, record/change nomination etc.
and leave balance, leave status (Cannot be modified), Salary details, liabilities, declare
investments for IT returns, Property returns etc.
102 Ability to allow the user to customize the menus – Restricted access
103 Ability to provide workflows. Accommodates multiple levels of review and approval
104 Ability to provide the capability to create new self-service transactions as and when required
– Restricted access
Reports
105 Ability to provide reports of employees based on blood group, length of service, age,
qualification, experience, department, salary bands etc.
106 Ability to provide reports on employees personal, educational & professional details not
updated (incomplete fields) in the system
107 Ability to provide reports on all employee details as per department, class/cadre-wise,
location in specified period
108 Ability to provide reports on employee counts retired, resigned, suspended, terminated or
left, per department, class/cadre-wise, superannuating in a specified period or any past or
future date
109 Ability to generate reports category wise (SC/ST/OBC/General), on parameters of Male /
Female, on parameters of disability (Full / Partial) etc. organization wise / particular unit wise
110 Ability to provide reports based on dynamic query by selection of different parameters
Training & Development
111 Ability to support the process of Induction Training for new recruits by integrating with the
recruitment module
112 Capability of undertaking training need analysis for various units for creating a training
calendar using multiple tools e.g. performance management, self- nomination etc.
113 Ability to formulate and update annual Training Calendar with list of Training Programs,
Batch size, target group etc.
114 Ability to seek nomination online and finalize the nominations only after approval of
controlling officer – Same shall then be visible to the competent authority else till then only
visible to the controlling officer
115 Capability to maintain full training history of all employees (trainings attended in RRVUNL)
116 Ability to send notifications to the particular employees for particular trainings for which they
are nominated
117 Ability to cancel nomination by the particular employee – Comments provided by employee
and approval provided by controlling officer
118 Ability to issue notifications to other employees who applied for the particular training where
nominations have been cancelled – Nominations finalized on first come first serve basis
119 Ability to update the data through work flow on real time and online basis
120 Ability to record participant's attendance in training programs and employees nominated but

S. No. Requirements
did not attend a training programme – Integrate with payroll on TA / DA expenses
121 Ability to issue notifications to the particular employees and controlling officer following non
raising of claims in stipulated time period
122 Ability to capture Training Policy and customize process to update/edit the policy
123 Provision to define training - short-term, long-term, trainable and non- trainable training
needs and Provision to capture ad-hoc courses offered by various institutions
124 Ability to allot and manage training budget
125 Internal grading training institutions by the training cell based on employee performance post
training / employee feedback
126 Ability to provide training feedback by the employee supervisor 6 months post training for
training effectiveness
127 Ability to capture Training Needs of various classes of employees through PMS Form
(Integrate with PMS Module)
128 Ability to capture Training needs of employees met/not met during the quarter/year
129 Ability to customize training feedback form, effectiveness form and training nomination
letters
130 Ability to send notifications to the employees who have attended external trainings to
conduct internal sessions
131 Ability to provide self-nomination for becoming internal trainers with subject and other details
of experience etc.
132 Ability to maintain database w.r.t internal sessions conducted by the employees who have
attended external trainings
133 Ability to maintain topic/subject wise database of internal trainers, number and details of
courses conducted by them quarterly, half-yearly, yearly and cumulative
134 Ability to update training feedback provided by participants in the online feedback form in
case of external trainings
135 Ability to capture Training facilities available within the organization
136 Ability to upload external brochures or training programme received from external institutes
137 Ability to maintain training budget (for each category of training) - cost of training, trainer
cost, and maintenance of logistics– actual expenses. Link the TA/DA/Hotel expenses
payment records to find out total cost of training. Integration of the TA bill passing system
with the Training module
138 Ability to upload the study material or curriculum of the external trainings attended by the
employees – View provided to all employees
139 Ability to provide notifications to the employees in case similar curriculum is already
uploaded to avoid redundancy
140 Ability to link with the promotion / Payroll module showcasing the success / failure in
mandatory trainings, number of attempts etc.
141 Ability to maintain database with respect to details of vocational trainings - period of training,
name and age etc.
142 Ability to send the intimation to the concerned offices HOD wherein the particular trainee (in
case of vocational trainings) is being assigned
143 Ability to generate completion certificates in case of successful completion of vocational
training
144 Ability to support the Cost analysis for External training institutes or individual trainer
Reports
145 Ability to provide reports on training programmes attended during employment
146 Ability to produce individual and departmental trainings attended reports
147 Ability to provide report with the participant list and total training hours for each employee

S. No. Requirements
during specific period
148 Ability to provide reports on training programmes nominated for but not attended during
employment (reasons for not attending)
Recruitment, Manpower Planning
149 Facility to define vacancies based on sanctioned strength and existing employee strength for
each department/unit/location etc. (Provision for user defined entries should be available)
150 Ability to view vacancy list at any given date & status of vacancy (Filled/vacant/dying / in
process) – Restricted
151 Capability to make provisions for regular employment/ promotion/ reemployment of retired
manpower / contractual employees etc.
152 Ability to send requisition w.r.t contractual / outsourced / reemployment of manpower to
competent authority in defined format– Restricted access
153 Facility to define ex cadre positions for appointment – User defined entries (Integrate with
payroll)
154 Facility to define dying cadre positions and not allow user to initiate recruitment process in
such positions
155 Facility to define positions for internal (recruitment/ promotions) or external recruitment
156 Ability to allow user to choose whether to perform internal or external recruitments for a
certain position
157 Ability to segregate percentage of vacancies on the recruitment cadres in to promotional or
direct recruitment as per the company provisions
158 Capability to analyze the unit-wise, cadre wise, grade wise resources available and required
and do a gap analysis with specific time frame.
159 Capability to integrate with the promotion module for filling up of vacancies (Integrate with
Organization Master)
160 Capability to project cadre wise/grade-wise manpower requirements for a specified period
based on data relating to resignations/ dismissals/future retirement/promotion etc.
161 Facility to draw recruitment schedule in accordance with the approved requirement plan
162 Capability to generate a consolidated manpower plan (Unit-wise) for approval through work-
flow
163 Capability to issue alerts before any position falling vacant due to retirement/term of
temporary or contractual employee getting over
164 Ability to issue alerts for initiating the recruitment process for particular vacancies identified
as per the approved recruitment plan
165 Ability to update changes online on real time basis through workflow approvals
166 Facility to capture details of the Recruitment Policy and to alert users if there is any violation
of the policy
167 Facility to route process of recruitments through various levels of approvals and review.
Audit trails of the entire approval process should be available
168 Ability to store the selection lists and generation of offer letter for the respective candidates
(regular recruitment)
169 Ability to store the waiting lists and generation of offer letter for the respective candidates
170 Ability to refer waitlist within validity period in case of selected candidates not joining
171 Ability to generate the merit lists (Integrate with seniority lists)
172 Ability to issue notification for representation in interview panel to be formed for recruitments
173 Ability to issue notifications to the interview panel members – the time of discussions,
meetings, decisions etc.
174 Ability to provide the shortlisted candidates information to the interview panel members for
recruitment process

S. No. Requirements
175 Ability to update interview ratings of candidates and maintain a database
176 Facility to define the specifications of the vacancy in terms of qualifications, work
experience, location considerations, skills/competencies required, additional certifications /
professional qualifications, etc.
177 Ability to provide information on the competencies required for the particular position in
which recruitment is being conducted to the interview panel
178 Ability to link the information to be provided on RRVUNL website with respect to
recruitments – Preparation of information in the format as required for posting on website
179 Ability to project and maintain the roster status in the specified format as per the seniority
regulations and applicable relaxation norms of Government
180 Ability to dynamically update the changes in roster status as per regulations
181 Capability to project seniority lists of employees based on the eligibility criteria and seniority
regulations of the company
182 Ability to give view rights for the tentative seniority lists to all employees
183 Ability to report inconsistencies by the employees in the seniority lists and route the same
through competent authority
184 Ability to publish the final seniority lists (view rights to all employees and printing rights to
competent authority)
185 Ability to view department-wise manpower strength by HOD - Restricted access
186 Facility to project the budget involved in a particular recruitment cycle (Integrate with
Finance module)
187 Ability to integrate with Finance module for payments to the external agencies (conducting
recruitment)
188 Ability to integrate with the Procurement module as well as the Finance module for award of
contract to the external recruitment agency and also publishing advertisements for
recruitment
189 Facility to maintain check list for verification and acknowledgement of various aspects
related to joining viz., medical reports, testimonials, caste certificates, other relevant
certificates, etc.
190 Generation of system driven regret letters and/or offer / appointment letters through both
manual as well as electronic modes
191 Capability to project cadre wise/grade-wise manpower requirements for a specified period
based on data relating to new coming units/resignations/dismissals/future retirement etc.
192 Facility to create new posts or modify existing posts through proper approval
193 Facility to define the evaluation criteria and generation of results post-evaluation
194 Capability to date and time stamp all changes in the database, enabling data availability on
'as on date/ time' basis
195 Facility for managing recruitment for reserved categories requiring relaxation in norms as
per Government
196 Ability to integrate with the Training module for induction training
197 Ability to issue orders of appointment for employees employed on contract basis
198 Ability to issue orders of re-engagement (or extension) of retired officers, on contract basis
with re-employment provisions (Integrate with payroll)
199 Ability to store information and change employment status of the employee in case of forged
certificates (during joining) (Integrate with separation and payroll)
Reports
200 Facility to generate reports on recruitment performed in positions and the type of
employment (regular / contract / reinstate etc.)
201 Facility to generate report on the time taken by each agency to recruit for a position

S. No. Requirements
202 Facility to generate reports on Time taken for filling up a vacancy i.e. from approval to
appointment letter
203 Facility to generate reports on Recruitment cost incurred/employee and cost per recruitment
agency per project
204 Facility to generate report for all the above functionalities with a provision for dynamic
querying
Promotion, Regularization / Probation, Appraisal process
205 Ability to automate the promotion process
206 Ability to redefine the promotion process on change of policy
207 Ability to integrate with OM, Recruitment and ESS for calculation of promotional vacancies
208 Ability to issue notifications for the promotional vacancies getting vacant during a specified
time period – Notifications to be issued before a stipulated time period
209 Capability to project promotional vacancies for specified period and also populate probable
candidates (user defined criteria)
210 Capability to re-calculate the vacancies and probable candidates with different options for
promotion policy modelling
211 Ability to define rules for promotion eligibility in terms of tenure, seniority etc.
212 Ability to route the promotion process through competent approvals
213 Ability to enforce relaxations in eligibility norms to SC/ST (reserved) category candidates,
allocating certain percentage of vacancies for these categories (particular post)
214 Ability to generate single page bio-data report (promotion case format) for each employee
due for promotion based on specific criteria (Integration with disciplinary, appraisal etc.) –
Also a column of additional remarks to be provided which can be filled by the competent
authority
215 Ability to provide notifications to the particular employees in case any mandatory tests /
exams are to be cleared for promotional cases
216 Ability to store data with respect to departmental exams / tests cleared w.r.t promotions to
particular posts
217 Ability to issue notifications to the employee with respect to departmental exams / tests
cleared w.r.t promotions to particular posts
218 Ability to keep track on the number of instances for clearing departmental exams / tests
219 Ability to provide notifications to the particular employees in case it is the final chance to
clear any mandatory departmental exam or test
220 Ability to issue posting orders and provisional promotion lists – Restricted access
221 Ability to configure seniority regulations for promotions to any post (Integrate with combined
merit / promotion orders / final promotion)
222 Capability of recommending confirmation of employees who are on probation post-
recruitment or promotion, based on the performance rating
223 Ability to initiate issuance of regular promotion order or separation process or demotion
based on the mandatory exam/ tests results
224 Integrate with ESS, separation and payroll module
225 Ability to record the provisional promotion orders cancelled, approved or deferred
226 Ability to configure provisions w.r.t probation, extension of probation period, training period
227 Ability to issue notifications to the employees and competent authority in case of extension
of probation period / training period
228 Ability to initiate appraisal process of the employee after completion of first year (in
organization) (Access only to controlling officer)
229 Ability to publish final notification after appraisal of the employee (post first year or post
probation period of new recruits)

S. No. Requirements
230 Ability to update / change employment status in case of successful / unsuccessful
completion of training period (integrate with separation)
231 Ability to initiate appraisal process after completion of probation period (new recruits) –
(Access only to controlling officer)
232 Ability to update / change employment status in case of successful / unsuccessful
completion of probation period (integrate with separation)
233 Ability to define the format for departmental accounts exam as provided by HPTI
234 Ability to issue notifications to the particular employees for providing information on the
dates of DAE as provided by HPTI
235 Ability to generate information in a specified format on the employees attending the DAE in a
particular instance
236 Ability to apply for other mandatory tests / exams through competent authority and provide
notifications on the same
237 Ability to configure deemed date promotions (back dated) (Integrate with disciplinary cases)
238 Ability to route process of appraisal through competent approvals
239 Ability to prepare seniority lists (integrate with recruitments) and provide for competent
approval
240 Ability to report inconsistencies in the lists by the employee to the competent authority
241 Ability to define the structure of appraisal process in the company
242 Ability to support the existing performance management system for all grades of officers
through templates including the online KPI setting as well as KPI setting discussion with
superiors
243 Facility to review the KPIs set earlier and change them during the performance period with
adequate rights i.e. Both employee and reviewer should mutually agree for the change; the
preset targets should get recorded in the system – (Integrate with Transfers/ Change of
Role).
244 Ability to provide reminders for employees to fill in the appraisal formats – process initiated
through self-assessment in case of officers
245 Ability to provide reminders for competent authorities to initiate the appraisal process and fill
in the appraisal formats in case of non-gazetted
246 Ability to automate the appraisal process and assign timelines for each activity for
generating alerts / notifications/reminders
247 Ability to capture details w.r.t to the appraisal cycle for Eg. when the report is being reviewed
by any competent authority (controlling / reviewing / accepting etc.), the same is shown to
the particular employee (only status to be shown)
248 Ability to define the various stakeholders in Performance Appraisal (Integrate with Employee
Master)
249 Ability to define Performance Rating Scale as per company provisions
250 Ability to define the performance appraisal/ management format as per company provisions
251 Ability to initiate target setting by officers as per company provisions
252 Ability to approve target setting by employee's senior officer as per company provisions
253 Ability to set year-end targets by officers as per company provisions
254 Ability to approve year-end targets by employee's senior officer as per company provisions
255 Ability to compute annual performance ratings of officers automatically based on year-end
performance ratings
256 Ability to integrate Promotion Module and Payroll (in case of any incentives)
257 Design Performance Appraisal database to capture annual performance ratings of
employees of all classes
258 Ability to route the Appraisal form through the respective competent authorities for each of

S. No. Requirements
the employees
259 Ability to group employees based on categories of performance appraisal ratings
260 Ability to generate notifications by the competent authority for the employee in those cases
where the performance ratings have been decided by the company to be conveyed
(adverse)
261 Ability to expunge and update the adverse ratings of employees after award of ratings as per
the provisions of company – Audit trails stored
262 Ability to display comments by the competent authority after the completion of process in
cases of adverse ratings
263 Ability to display the process stages and completion - post completion, rating to be
showcased as per provisions of the company
264 Ability to scan and store appraisal documents manually filled by employees (past history) –
restricted access
265 Ability to fill appraisal documents in the system during each stage of appraisal by competent
authority
266 Ability to view appraisal documents and provide rating by competent authority
267 Ability to route the Appraisal form by bypassing authority levels in cases where the
immediate authority is absent due to separation etc
268 Ability to record transfer option of an employee at the time of promotion and generate
reports for the management for making transfers on promotion (Integrate with Transfer
Module)
269 Ability to update new designation, change of cadre/class, salary details etc. in Promotion
Database (Integrate with OM & Employee Master Data Module)
270 Ability to ask for comments by competent authority in case of consecutive two years
excellent / adverse grades received in appraisal process
271 Capability to link with organizational chart for reporting and reviewing relationship
272 Capability to record feedback (midterm) report due to change in assignment or change of
appraiser.
273 Capability to integrate with pay roll for sanction of performance incentives through work
flows
274 Capability to maintain history of performance appraisals
275 Support to generate notifications to the employees/ appraising authorities in case of non-
submission of self-appraisals, etc.
276 Ability to draw a competency matrix in the system and define the competencies
/skills/roles/responsibilities required at each level/position for the purpose of promotion.
277 Ability to maintain audit trails for all processes
Reports
278 Ability to provide reports on status of completion of appraisal process for selected
employees (class / wing) / all employees during each stage of PMS)
279 Ability to provide reports of employees based on performance appraisal initiated and
completed, appraisal ratings (to be conveyed) - Competent Authority
280 Ability to generate a list of eligible candidates for promotion of different grades and streams
in consideration of specific criteria etc.
281 Ability to generate list of pending cases (incomplete appraisal process) with details
282 Ability to provide reports on total employees promoted during specific period, category wise,
unit wise, designation wise (all details)
283 Ability to provide reports on employees not selected for promotion or cases deferred or
pending or dropped with reasons (deemed date included)
284 Ability to generate report on employee ratings in the last five years

S. No. Requirements
285 Ability to generate performance reports and detailed status for specific employees
Disciplinary Cases
286 Ability to maintain history of disciplinary actions taken / initiated against the employee
including date of charge, nature of charge, amount of financial loss to organization, date of
punishment and nature of punishment - Integrate with promotion, payroll, separation module
287 Ability to configure the regulations / company provisions for managing disciplinary cases of
the employees
288 Ability to file complaint (act of misconduct) against particular employee and routing the same
to competent authority
289 Ability to initiate a preliminary enquiry by competent authority in case of any misconduct
(Integrate with ESS, Promotion, Payroll, Separation)
290 Ability to upload the preliminary enquiry report and report the results whether disciplinary
process to be initiated or not
291 Ability to generate list of related documents, list of witnesses etc. with respect to a particular
enquiry by the competent authority
292 Facility to request additional documents with respect to a particular enquiry by the
competent authority
293 Ability to issue charge sheet to the concerned employee in case of major misconduct
294 Ability to prepare and send the draft SCN by competent authority to the employee
concerned and other related officers in case of minor misconduct
295 Ability to send reply to the SCN by the concerned employee and send the same to related
officers / employees and competent authority
296 Ability to send reminders to the concerned employee for submitting the reply to the served
SCN within the specified time period
297 Ability to receive automated acknowledgement response that the SCN notice has been
opened / read (click) by the employee
298 Ability to provide opinion on reply of the concerned employee by the competent authority –
Restricted access
299 Ability to initiate DE or award minor misconduct (Integrate with ESS, promotion, Payroll)
300 Ability to assign Inquiry Officer, Presenting officer and send the schedule of the inquiry being
conducted to all the related officers – Audit trails of the process till now should be provided
301 Ability to upload the daily report of the inquiry to store the facts of the case (PO)
302 Ability to update the status on conclusion of enquiry and store the same in the format of
enquiry report
303 Ability to provide approval by the competent authority on the enquiry report
304 Ability to award punishments after competent approval in case of major misconduct
305 Ability to send the SCN to the employee concerned and other related officers post approval
of the enquiry report
306 Ability to send reply to the SCN by the concerned employee and send the same to related
officers / employees and competent authority
307 Ability to issue notification to the particular employee in case of award of punishment
308 Ability to record the proceedings in employee history – Complete Audit trails
309 Ability to integrate with payroll, promotion, separation module and employee master
310 Ability to automate the process of first appeal and second appeal in case of major
misconduct as per defined process
311 Ability to maintain details of suspended employees (reasons of suspension, time duration of
suspension, restricted privileges etc.) – Integrate with payroll – Reinstatement
312 Ability to reinstate the suspended employees based on enquiry conclusion

S. No. Requirements
313 Ability to maintain audit trails and history of the complete process
314 Ability to provide access to competent authority only in case of approvals and also provide
restricted access for viewing controls
315 Capability to link to administrative powers for deciding on the disciplinary authorities
316 Capability to categorize a case employee wise as pending, contemplated, cleared cases for
use by other modules e.g. promotion etc.
Reports
317 Ability to provide reports of the number of pending inquiries in a FY (Opening and closing
balance)
318 Ability to provide reports on enquiries pending from last (certain number of) years with
details
319 Ability to provide reports for the employees due for promotion in a particular year with
pending inquiry
Changes in Employment Status
320 Ability to define VRS guidelines as per company policy
321 Ability to route the VRS application through competent approvals
322 Ability to request for VRS (integrate with Employee Master for check of any pending
disciplinary proceedings) as per policy
323 Ability to accept / reject VRS applications by the competent authority and send intimation to
the concerned employees
324 Ability to provide notifications to the employees with respect to notice period provisions of
the company (Integrate with payroll)
325 Ability to define the exit interview form and facility for the employee to fill the same
326 Ability to apply for resignation and process the same through competent approvals
327 Ability to apply for NDC (No dues certificate)/clearance from various departments at the time
of Exit / VRS
328 Ability to issue NDC by concerned departments when the request is raised – Provide
notifications to employee and competent authority
329 Integrate with Payroll, Disciplinary cases
330 Ability to provide notifications to the employees beyond 50 /5 5 years and facility to apply for
service extension by the particular employee
331 Ability to generate single page bio-data report (promotion case format) for each such
employee (beyond 50 / 55 years) – Integrate with Promotion, disciplinary cases etc.
332 Ability to provide list of employees beyond 50 / 55 years (who have applied for service
extension) and notify the same to service review committee
333 Ability to issue notifications to the members of the service review committee on meeting
timelines or deadlines
334 Ability to implement a Compulsory Retirement Scheme for forced retirement with all the
dues (Integrate with the Payroll module)
335 Ability to initiate CRS based on recommendations of the service review committee (Integrate
with appraisal process)
336 Ability to route the process of CRS through competent approvals
337 Ability to maintain history and audit trails of the process (Integrate with Employee master)
338 Ability to record Transfer Policy & Procedure in the company
339 Ability to automate Transfer process (initiate by the competent authority on administrative
grounds)
340 Ability to request transfers by employees (subject to minimum eligibility criteria specified in
transfer policy) and approve/reject transfer requests of employees (Integrate with ESS

S. No. Requirements
Module)
341 Ability to maintain complete history of employee transfers since recruitment (Integrate with
Employee Master, Promotion Module)
342 Ability to prepare Transfer list (integrate with Recruitment Module for Vacancy List) based on
the user defined criteria – e.g. employees who completed 3 years in one
location/department/designation wise/cadre etc.
343 Ability to generate lists of transfer requests/recommendations received to be reviewed by
the competent authority for deciding on transfers with/without promotions. The office may
also transfer an employee without any request/recommendation as per the Transfer Policy
(integrate with employee master)
344 Ability to provide notifications to the employee being transferred ( integrate with Payroll
module for allowances)
345 Ability to record the transfers cancelled, approved or deferred
346 Ability to calculate the joining date for a particular employee based on the transfer order
notification
347 Ability to provide notifications in case the employee has not joined on a particular location
within the stipulated time period without competent approval
348 Ability to float deputation requirements in the company (internal job posting)
349 Ability to fill in the deputation requisition format and route the same through competent
approvals
350 Ability to capture details of officers on deputation to outside agencies/or utilities
351 Ability to prepare list of employees retiring in the particular year and send the same to
competent authority for verification
352 Ability to issue notifications w.r.t retirements to the particular employees by competent
authority
353 Ability to send notifications to particular employees one year before retirement by the
competent authority (Integrate with payroll module)
354 Ability to generate service statement (service record, EL verification, Last pay drawn, GPF
verification, pension commutation, gratuity, DCRG etc.) of the particular employee (Integrate
with payroll) in case of retirements
355 Ability to provide notifications to competent authority for approval of the service statement
356 Ability to maintain database for employees who raised the resignation application (integrate
with Employee Master)
357 Ability to route the resignation request to the competent authority only when signed
application is uploaded by the employee for termination of services
358 Ability to integrate with Payroll module in any mode of separation
359 Ability to initiate the process / provide approvals for the disbursal of death related benefits by
competent authority in case the mode of separation is death (Integrate with Employee
master, payroll)
360 Ability to upload the death certificate of the employee by the competent authority for
disbursal of death related benefits (Integrate with payroll)
361 Ability to upload application by competent authority for MFA in case of death and route the
same through competent approvals ( Integrate with payroll)
362 Ability to update new designation, change of cadre/class, salary details etc. in Transfer
Database (Integrate with OM & Employee Master Data Module)
363 Capability to record request for transfer through employee self-service and indicate
appropriately at the time of transfer exercise. Record of such request wherever acceded to
be maintained.
364 Capability to record exemptions given in transfers with reasons for the same
365 The system should have the capability to record employee history information in deputation

S. No. Requirements
cases
366 Ability to apply for permission for applying to other organization and route the process
through competent approvals
367 Ability to apply for technical resignations in case permission is awarded for the same
through competent approvals
368 Ability to generate report on transfer history/past services for a particular employee
369 Ability to generate reports on count of employees transferred in a specified period in / to /
from a specific department / location
370 Ability to generate reports on total pending, approved/rejected cases of transfer
371 Ability to generate reports on status of officers/staff whether released or not released or
whether joined/not joined (along with dates) as per transfers/promotion orders as on
particular date or cross section of time is available readily from this system
372 Ability to generate reports on the total number of employees applied for transfers, number
approved/rejected/pending
373 Ability to generate list of employees retiring in a given cross section of time (past or future)
374 Ability to generate list of employees on deputation
Leaves and Attendance
375 Ability to maintain and view employee leave (types) details (Integrate with ESS)
376 Ability to apply for leave under the appropriate category and state the reasons for it
377 Ability to Check the status of leave request
378 Ability to define admissible leave for employees of all classes
379 Ability to define and process types of leaves:
half pay leave, optional leave, earned leave, casual leave, medical leave, maternity,
paternity - all types, CCL, LWP etc. and all other types as per policy
380 Ability to automate the leave procedures / policies (some leaves cannot be combined
together, same should be configured)
381 Ability to send for review w.r.t leave requests made by employees by the competent
Authority (comments)
382 Ability to approve/cancel leave requests by the competent Authority made by employees
383 Ability to sanction leave requests post actual availing of the leaves (past date approval)
384 Ability to view accrued leave balances in a particular FY and also the total balance
385 Ability to intimate the controlling officer when an employee goes on unauthorized absence /
returns back from unauthorized absence/ extends leave/ reports in the middle of the
sanctioned leave period / doesn’t go on leave
386 Ability to reconcile the leave balance and roll back the leaves deducted in case the
employee reports in the middle of the sanctioned leave period / doesn’t go on leave
387 Ability to intimate the competent authority levels in case the employee goes on unauthorized
absence – Intimation shall be routed based on timelines of UA and company provisions
388 Integrate with payroll in case of UA – Ability to issue notifications in case payroll needs to be
stopped after a stipulated time period as per company provisions (Integrate with disciplinary
cases)
389 Ability to initiate disciplinary proceedings by competent authority in cases of UA
390 Ability of maintaining the historical data (leaves applied / approved / rejected) with complete
audit trails
391 Ability to view list of weekly offs, holidays in an year
392 Ability to manually mark attendance and fill time sheets by competent authority / employees
393 Ability to integrate attendance management with biometric systems / card swap systems in

S. No. Requirements
the company
394 Ability to update work schedule/shift pattern of employees by competent authority
395 Ability to provide notifications to the employee on the work schedule/shift pattern by
competent authority
396 Ability to define and process allowances cases / extra leaves when services are provided
beyond ceiling limit as per the eligibility (Integrate with payroll)
397 Ability to configure and update half day attendances/leaves in the system
398 Integrate Leave Management with ESS & Payroll, Disciplinary Module
399 Ability to calculate total man hours in a particular FY for a particular employee (leave as well
as in service)
400 Ability to configure special leaves in case of office bearers of unions and sportsmen etc.
401 Ability to mark the approved leave application to selected officials for information of his/her
leave
402 Ability to sum up late hours to automatically debit from employee leave – Provision
applicable only on competent approval
403 Ability to manage attendance in case of travel / official tour approved by competent authority
–Integrate with travel management
404 Capability to manage on-line application, tracking and approval of various kinds of leave
through workflow logic and self-service
405 Ability to provide the officer / plant concerned consolidated status of present/absent
employees working under him/her (competent authority)
406 Capability to suggest alternate optimal leave combination to the employee
Reports
407 Ability to provide reports to HR and HOD on employees presently on leave in the
department
408 Ability to provide report on attendance details & leave quota/balances (particular employee)
409 Ability to provide reports on number of employees for whom leave has not been
approved/declined/modified (in a particular department / location)
410 Ability to provide reports on punch in/punch out date/time data
411 Ability to provide reports on total number of admissible leave and actual leaves taken in a
period by an employee
412 Ability to produce report on future leaves (in a department, the HOD / Competent Authority
can see the leaves applied by the particular employees till a future specified period)
Grievance Redressal & Industrial relations
413 Ability to initiate a workflow for recording of grievance and its redressal
414 Capability to handle various types of grievances from employees, unions, associations,
contractors or any other third party
415 Ability to define a grievance format as per company provisions
416 Capability to record the demands made by the aggrieved parties for follow up and recording
of final resolution
417 Capability to maintain and monitor the various steps taken as part of the grievance
resolution – Showcase the status
418 Capability to maintain the final grievance resolution in the system
419 Ability to record the annual statutory clearances and provide notifications for the same to the
competent authority
Reports
420 Number of grievances disposed per year
421 Facility to generate reports on the total number of grievances handled during a specified

S. No. Requirements
period
422 Facility to generate reports on the various types of grievances handled during a specified
period
423 Facility to generate reports on the average time taken to resolve a grievance
Legal
424 Facility to create a form where the case fact, case no, a brief about the context, OIC, lawyer
/ arbitrator, hearings, parties involved e.g. employee, payout from the company and the final
decision etc. can be stored / modified / updated
425 Facility to maintain database of empanelled lawyers / arbitrators and their fees structure
426 Facility to maintain and update all engagement orders, hearing and outcomes
427 Facility to maintain lawyers communications along with gist of the orders – capability to
email to the stakeholders (copy to competent authority)
428 Facility to maintain compliance of the orders of different courts with respect to dates of
hearing of particular case or implementation of decisions
429 Facility to send reminders to particular departments in case of non-compliance with respect
to a particular decision
430 Facility to maintain details of appeals filed by the company against different orders
431 Facility to update the status of court cases
432 Facility to provide reminders or notifications to the concerned departments / OIC on the case
timelines
Reports
433 Facility to generate reports on the total amount of payout on litigation cases during a
specified period
434 Facility to generate reports on the total number of legal cases filed against the company by
employees (specified period) against disciplinary actions /non settlement of terminal
dues/other issues
435 Facility to generate reports on the total number of legal cases filed against the company by
other parties during a specified period
436 Facility to generate reports on the total number of employee court cases decided in favor of
the company or vice versa
437 Facility to generate reports of pending cases allotted to particular advocates by any office
438 Facility to generate reports of pending cases according to date/month of filing the cases or
other user defined criteria (court wise, stage wise (admitted /hearing) interim stay - Office
wise status and number
439 Facility to generate reports on amount of revenue allowed by court in favor of company after
disposal of cases (Integrate with Finance Module)
440 Facility to generate reports advocate wise and office wise legal expenditure
441 Facility to generate reports on amount realized through out of court settlement
Miscellaneous
Receipt / Dispatch
442 Ability to create a format for recording all sorts of communication received or sent by the
company
443 Ability to record the information through an unique identity number and a keyword, also
fields of other information such as routed to, time, date, decisions taken, action taken, non-
compliance etc. shall be recorded
444 Ability to provide access of the receipt / dispatch portal to the competent authority
Reports
445 Ability to generate reports by dynamic querying on different parameters of the format

S. No. Requirements
Travel Management
446 Ability to define & select calendar and time schedules for travel planning
447 Ability to define Country/state/city for travel planning
448 Ability to select type of Travel (Local/Domestic/International Travel)
449 Ability to select mode of travel (Rail/Air/Road)
450 Ability to select purpose of travel as official / training/ conference etc.
451 Ability to raise vehicle requisition in case of travel
452 Ability to add number, name, age, department, function of travellers
453 Ability to provide notifications to the employees in case of carpooling w.r.t vehicle requisition
application
454 Integrate with payroll
455 Ability to define approving authority and reviewing authority for checking/approving/declining
travel advances
456 Ability to print the approved travel request
457 Ability to upload the scanned bills and initiate the process of the same (on receiving the hard
copy) by deduction from advances (Integrate with Finance and Payroll)
458 Ability to provide any additional comments before submitting the travel advance
459 Ability to approve/decline/modify travel advances of employees by approving authority (Link
with ESS)
460 Ability to check status (approved/declined) of travel advances by particular employee
461 Ability to resubmit / modify travel requests if declined / need to be modified
462 Ability to create, change, review and release travel advances payroll
463 Facility to issue reminders / notifications to employee if tours and travels final bill are not
submitted by employee within the prescribed time
464 Ability to approve enhanced (more than eligibility) travel related advances / disbursements
by competent authority
Reports
465 Ability to provide reports on employees for whom travel request has been
approved/declines/modified
466 Ability to provide reports on all past travel requests with details on travel advance
cleared/per-diem/allowances claimed and actually paid
Medical Process
467 Ability to automate the medical reimbursement process
468 Ability to select the medical health facility or medical allowance by the employee in a given
time period – Medical allowance provided only if the option is selected
469 Ability to allow for disbursal of medical allowance as per company provisions
470 Ability to change the above options only through competent approvals
471 Ability to integrate with the payroll module, ESS
472 Ability to create form for medical reimbursement as per rules
473 Ability to route the approvals to competent authority
474 Ability to maintain history of all medical reimbursements for a particular employee /
department
475 Ability to automate the medical advance process
476 Ability to apply for medical advance by particular employee to competent authority
477 Ability to track the status (pending / approved) of medical advance application by employee
478 Ability to approve or decline the request for MA by competent authority

S. No. Requirements
479 Ability to upload scanned supporting documents for MA (if any)
480 Integrate with Payroll
481 Ability to define timelines for submission of medical bills against advances
482 Ability to provide notifications to the employees for submission of bills in the given time
period
Reports
483 Ability to generate reports on the medical advances disbursed in a year
484 Ability to generate reports for employees failed to submit bills against advances in stipulated
time period
House Allotment
485 Ability to maintain and update the policies regarding House allotment
486 Ability to process application for House allotment (plant wise)
487 Ability to view/update the list of present occupants of the Houses, and list of vacant Houses
(integrate with separation)
488 Ability to generate list of waiting applications for house allotment (view controls to all
employees)
489 Ability to route House allotment application to the competent authority as per company
provisions
490 Ability to issue the NDC when occupants vacate the quarters (integrate with Payroll module,
Separation module)
Reports
491 Ability to provide reports on the list of present occupants of the Houses and list of vacant
quarters
492 Ability to provide reports on the total number of applications processed regarding House
allotment in a year
CSR
493 Ability to maintain the information w.r.t CSR initiatives undertaken over time, separately
494 Ability to calculate the amount spent on CSR initiatives separately (Integrate with F&A)
Reports
495 Ability to provide separate reports on the total number of CSR initiatives undertaken within a
specified time with amount spent on each
RTI and Other Queries
496 Ability to track the RTI application w.r.t the audit trails of the application - Initiated, closed,
send to which department
497 Ability to generate an unique ID to each RTI application
498 Ability to upload the documents / information provided w.r.t any RTI application closed
499 Ability to provide a notification as urgent (starred) if the RTI application or other query is to
be urgently closed
Reports
500 Ability to get a list of all RTI applications / query based on a dynamic query (key word etc.)
Management of LTC
501 System should Capture employee-wise LTC eligibility details like when last LTC was availed
etc. as per policy
502 Facility to apply online for LTC by the employees and online approval by competent
authority
503 Facility to support cancelling of LTC, extension, postpone etc.
504 Ability to sanction encashment of LTC as per company policy (Integrate with payroll)

S. No. Requirements
505 Ability to sanction advance against the LTC application (Integrate with payroll)
506 Ability to generate reminder letters if LTC final bill is not submitted within the prescribed time
Issue of NOC
507 Ability to issue NOC for Passport/ visiting abroad, VISA, and any other purpose including
NOC for re-employment of retired employees as well as existing employees
508 Ability to issue No Objection letter for availing loan from Banks, financial institutions or other
entities.
509 Ability to issue No Objection letter for higher studies etc.
Exit (Full and Final Settlement)
510 Ability to process NDC / clearance from various departments at the time of Exit through e-
Exit process
511 Ability to notify (flag) individuals of any outstanding balances when employee exits (Integrate
with Payroll in case of e-Exit process)
512 Ability to print Leaving Certificate / Experience Certificate once all approvals are granted
(Integrate with ESS) – Death
513 Ability to maintain case details of the employees reinstated/reappointed after being
terminated - - Integrate with ESS, Payroll
514 Ability to retrieve details of terminated employees in case he/she is reinstated or reappointed
- Integrate with ESS, Payroll
Reports
515 Ability to view a complete report one exit formalities for a particular employee which would
be available whenever it wants to be seen
5.29. TECHNICAL REQUIREMENT SPECIFICATIONS (TRS)
S. No. Requirements Bidder’s Details

Response (Yes/ (If any)
No)
1 ERP should be Unicode Compliant, Service Oriented

Architecture compliant
2 ERP should support latest versions of RDBMS databases

like Oracle, DB2 or MS SQL,HANA, Sybase, etc
3 The ERP shall support N-tier architecture
4 The ERP should be natively built based on 64 bit

operating system
5 Should support application and database clustering and

load balancing
6 The ERP shall provide an application architecture which

can be integrated with third party/ legacy applications
using the built-in integration tools/ technology
7 Workflow including approval with thresholds shall be an

integral part of the ERP and shall interface with email
systems supporting SMTP.

No)
8 The ERP should include tools/ mechanism for System,

Database and performance measurement activities
9 Ability to connect ERP database through ODBC, OLEDB,

JDBC and through Native Drivers
10 Ability to maintain log of transactions
11 The ERP shall be able to import data from various formats

(Text, Excel, CSV, XML etc.) OR The ERP shall be able to
import data from various RDBMS like MS SQL, Sybase
12 Ability to generate report output directly in Excel, PDF,

text, XML, HTML or such other file type
13 Ability to allow users to select column, apply filters and

sort orders, apply aggregate functions, drill down/ drill up
for creating their own views or reports and charts with
ease
14 The ERP Product to include data warehousing/ Business

Intelligence tools
15 Web portal must be part of the basic ERP
16 The ERP should support GUI and Web based User

Interface
17 The ERP shall support peripheral integration with devices

like mobile devices, tablets etc.
18 The ERP system shall have context sensitive help

capability.
19 The future versions of The ERP shall support

functionalities provided in the earlier versions.
20 Ability of the ERP Solution to work concurrently with any

other software for functioning e.g. Anti-Virus, Firewall, MS
Office etc.
21 Mail server to be an integral part of ERP
22 Ability to support remote operation of System

administration
23 Ability to restrict data updation/ deletion/ creation only

through application layer
24 The ERP should comply with the Indian Information

Technology Act
25 Real time transaction processing
26 Real time master data update

No)
27 Ability to upload & verify data integrity of flat files into

packaged tables
28 Ability to support multi-dimensional analysis of historical

data collected for various workflow processes to identify
bottlenecks and improve the business process.
29 Ability to create custom objects/ formulas for repeated use

in reporting tool
30 Ability to provide standard report templates
31 Ability to prioritize reports while execution
32 Ability of reporting both at plant level and company level
33 Ability to provide MIS dashboards for senior management
34 Ability to archive reports and use in Document

management
35 Support conditional formatting, based on thresholds or

data ranges for any cell in the report
36 Access to data and report based on pre-defined user

responsibilities.
37 Create ad-hoc reports
38 Schedule reports to run at periodic intervals
39 Send reports electronically to other users
40 Ability to view reports through web and mobile apps
41 Ability to set up business rules like threshold limits

(delivery schedules, shipment dates, customer payment,
Tender opening, BG expiry, etc.) and notify exceptions/
alert/ reminders to users
42 Ability to attach soft and scanned copies of documents to

master and transaction records
43 Availability of bilingual user interface for employee

services (Hindi + English)
44 Ability to ensure that data should be entered only once/

minimize data redundancy
45 Include an ETL (Extract, Transform, Load) tool that can

assist the Data Warehouse team to extract, transform and
load data from disparate source systems and perform the
necessary transformations to establish a common format
46 Does the ETL tool support on-line data extraction,

No)
transformation and loading
47 Does The ERP include rule based data cleansing/

enhancement tool
48 The ERP shall support client on any Operating System

like Windows, Linux
49 Ability to support role based access control
50 Ability to configure the number of permissible log-in

attempts
51 Ability to provide access level security for Entry forms/

reports at pre-defined levels
52 Ability to provide automatic time-out for entry of

transaction
53 Ability to support configurable Password policies
54 Ability to support TCP/IP, HTTPS, HTTP
55 Ability to encrypt/ decrypt data with ease.
56 Ability to provide database & application programs

migration tool for migrating from one server to another
57 Ability to support version control to maximize the

productivity
58 Ability to allow fresh login to ERP during online data back

up
59 The ERP shall have a built in software to manage

automated database back-ups and restore
60 The ERP shall have a built in software to manage

application software back-ups and restore with Source
Control
61 Ability to provide integrated management for all the

components, including but not limited to:
1. Database
2. Application Servers
3. Integration Servers
4. Web Servers
5. Portal
6. User identity management
62 Ability to provide performance statistics for the CPU/

Memory, database, Application servers, and predict

No)
possible system bottlenecks
63 Tools to assist administration of:

1. Configuration management
2. Performance tuning
3. System diagnostics
4. Capacity planning
64 Ability to send alerts to system administrator in case of

defaults/ failure/ bottlenecks
65 Ability to provide concise overview of parameters like

configuration changes, infrastructure usage, performance,
required maintenance activities, potential security issues,
status of business flows and diagnostic test results
66 ERP licenses should include those for disaster recovery/

hot stand-by servers
67 System should have single sign-on access across

applications and should be intuitive, easy-to-use user
interface that can be accessed via the web interface
68 Online Documentation, On-line help, Field-level help,

Screen level help etc.
69 Employee numbers can be automatically assigned or

Incremented by the system and should be unique.
70 Documents may be associated to the employee record

(resume, performance reviews, images etc.)
71 Capability of retaining the data structure and format even

after release/loading of future updates/upgrades.
72 Capability to configure/ parameterize the meta data/ data

for field creation/report generation/ queries
73 Capability of maintaining data on continuous basis without

purging and without affecting system performance
74 Capability to define static and dynamic work-flows
75 Capability to generate standard text, which shall be

editable
76 Capability to track the position of the work-flow (where it is

pending) with/ without showing the contents, as the case
may be
77 Capability to route the item to an authority who is not part

of the work-flow to whom it can be referred.

No)
78 Capability to automatically re-route the item to alternate

authority in absence of the initial authority after a defined
period.
79 Capability to nominate members of a Committee through

work-flows
80 Capability to generate user friendly reports across all

modules, which shall be meaningful, consolidated and
concise, and can work as an effective tool for top
executives for decision making
81 Capability to provides user-friendly, multi-dimensional

analysis and information on real-time / updated basis
82 Capability to provide/display data in tabular form / text

form /graphical form
83 Ability to form user groups as committee and dynamically

change members within it by super user
84 The proposed ERP license should interpretable between

users and proposed modules
85 The Proposed RDBMS should include both DC and DR

license in active –active mode
86 Scalability in terms of
1. number of users
2. number of workflows supported
3. number of organizational entities
The offered ERP Product should be IPV6 ready Mandatory
85
The offered ERP Product must be a web based Mandatory
86
application and available on mobile platform
The offered ERP Product should be SOA Architecture Mandatory
87
The offered ERP Product should support multiple Mandatory
88
Operating Systems like Linux, Unix, Windows, IOS etc.
The offered ERP system should support Multiple web Mandatory
89
browsers like Internet Explorer, Google Chrome, Firefox
etc.
The offered ERP Product should be available in both Mandatory
90
English and Hindi without any support of Third Party
Software

SERVICE LEVEL AGREEMENTS (SLAs)
5.30. Purpose of SLA
The purpose of this SLA is to clearly define the levels of service to be provided by the bidder for
the duration of this contract or until this SLA has been amended. The benefits of this SLA are to:
a) SLA is between the bidder and purchaser.
b) Make explicit the performance related expectations on purchaser’s requirements from
the bidder.
c) Assist the purchaser to control levels and performance of services provided by the bidder
d) Trigger a process that applies Purchaser and bidder management attention to aspects of
performance that drop below an agreed upon threshold, or target.
5.31. Description of Services Provided
Bidder shall provide service as defined in Section VI: Scope of Work, in accordance to the
definitions and conditions as defined in the Section V: General Conditions of Contract and
Section V: Special Conditions of Contract.
5.32. Duration of SLA
This Service level agreement would be valid for entire period of contract. This SLA may be
reviewed and revised as per mutual agreement.
5.33. SLA Targets
This section is agreed to by purchaser and bidder as the key bidder performance indicator for this
engagement. The following section reflects the measurements to be used to track and report
systems performance on a regular basis. The targets shown in the following tables are for the
period of contract or its revision whichever is earlier.
5.33.1. Project Management
a) Enterprise Go-Live of Integrated solution - Maximum of 15 (Fifteen) months for

Completion of enterprise-wide Go-Live of above mentioned project, from the date of
awarding of the contract.
b) Post Implementation support/ Maintenance period for ERP (after successful stabilization
period of 3 months) will be One Year Six Months mandatory and additional 2 years
optional to the Purchaser.
Parameter Description Target Penalty Validation Tools/

Method
Project Setup Time Bidder is expected Within 30 Purchaser Team available as

to mobilize the calendar reserves the right indicated in the
team for days from to terminate the Proposal, Project Kick-
commencement of the date of contract. off meeting, Project
work award of management office
contract setup in RVUNL
Project Bidder expected to 100% Subject to relevant • Project Plan and

Parameter Description Target Penalty Validation Tools/
Method
Implementation complete the adherence to Clause of GCC, Schedule
Timeline for enterprise Go-Live the timelines Bidder bears all
Integrated Solution within 15 (Fifteen) given in the costs related to • Actual Deliverables
months Project Plan. project • User acceptance
No variation implementation till completion
in deadlines completion of
contract. • Implementation
completion report
5.33.2. ERP Performance Management
S. No. User Activity Maximum Permissible Time
LAN WAN
1 Menu Navigation - To display the menu as per the defined < 1 sec < 3 sec
user role and profile
2 Screen Opening - To display the selected data entry < 1 sec < 2 sec
screen from the menu chosen
3 Field Navigation - To navigate between the data entry < 1 sec < 2 sec
fields in the screen
4 Look-up response time - To display items from list of < 1 sec < 2 sec
values
5 Look-up response time - To display items from table < 5 sec < 8 sec
6 Screen navigation - Time taken to navigate from one < 1 sec < 2 sec
screen (tab page) to another which does not involve
processing in earlier screen
7 Transaction commit - Response time taken to commit a < 2 sec < 3 sec
simple transaction like Store Issue Indent, Stores Receipt
8 Query Retrieval Response Time – Simple Query < 5 sec < 10 sec
9 Query Retrieval Response Time – Medium Complexity < 8 sec < 12 sec
Query
10 Query Retrieval Response Time – High Complexity Query < 15 sec < 20 sec
11 Reports Generation Response Time - Simple report < 5 sec < 10 sec
12 Reports Generation Response Time – Medium Complexity < 30 sec < 50 sec
report

S. No. User Activity Maximum Permissible Time
LAN WAN
13 Reports Generation Response Time – High Complexity < 1 min < 3 min
report
5.33.3. Issue Severity Level and Resolution Time
The following section provides the service levels applicable during support periods for various
categories of services
5.33.3.1. Severity Level
Severity Level
HIGH • Show-stopper. Application breakdown/crash or serious degradation in the application

performance. Has serious implications on running the production server and has
impacted all major business critical process.
• More than 50% of the user community affected/ unable to access system.
• Integrated solution not available for more than four hours, in any office.
• Any system downtime that impacts payroll run/ regulatory requirement deadlines.
MEDIUM • Moderate degradation in the application performance. Average response time of the
application is more than 360 seconds over WAN.
• Has impacted majority of the business process but still been able to continue the
operations with the system limitations. May have serious implications.
• 5% to 50% of the user community affected/ unable to access system.
• Any one office is not able to use the integrated solution for more than thirty minutes
and less than four hours.
LOW • Applications are stable and have no major impact on the day-to-day.
• Less than 5% of the user community affected/ unable to access system.
• ERP System is available with slightly degraded performance (response time is

between 180 and 360 seconds over WAN), although the work can continue.
5.33.3.2. Resolution Time
Maximum time to log the call is defined as the time taken within which help desk has to log a
complaint in the system provided by the end user. Help desk should provide the trouble ticket
number to the end user within 30 min of logging the complaint.

Maximum time to restore is defined as the time taken to resolve the problem, starting from
the time of logging the complaint and within the time specified in table below. Help desk should
notify the end user within 30 min after resolution of problem.
Severity Level Across all offices for the complete solution
Maximum time to log the call Maximum time to restore
HIGH 30 min 240 min
MEDIUM 45 min 360 min
LOW 60 min 480 min
5.33.3.3. Incident Management
Parameter Description Target Penalty Validation Tool/

Methods
Incident Logs All incidents/ 100% calls to be 1) 95%-99% calls 1) Inspection
events raised with logged and logged: 5% penalty based on
the IT helpdesk intimated to the on the monthly count of
should be logged end user with the support and trouble tickets
into the system by trouble ticket Maintenance for that month
the service desk number within charges of RVUNL 2) Complaints
the time as 2) Less than 95% calls register
specified in the logged and closed: maintained by
Notification and 10% penalty on the RVUNL
Resolution time monthly IT support
table above and maintenance
charges of RVUNL
Resolution of All incidents/ 100% of calls 1) 95%-99% calls Inspection based
Issues events logged In should be resolved: 5% penalty on count of trouble
the Incident resolved within on the monthly IT tickets for that
management the specified support and month
system should be resolution time Maintenance
resolved within the specified in the charges of RVUNL
specified table above 2) Less than 95% calls
restoration time resolved: 10%
penalty on the
monthly IT support
and maintenance
charges of RVUNL
5.33.3.4. Problem Management
Parameter Description Target Penalty Validation Tool/

Methods
Root Cause Vendor shall 100% timely 1) 5% penalty on 1) Root Cause

Identification analyze all the submission the monthly Report
incidents and covering all support and

provide a root incidents logged Maintenance 2) Incident report
cause report every in that month charges of stating
month if there are RVUNL, if the problems faced
more than 10 vendor does not by the users
incidents of the submit a
same type. Vendor problem report 3) Document
shall take the for that month detailing
needed corrective corrective
action to prevent 2) 5% penalty on action.
further issues due the monthly IT
to the same cause. support and
maintenance
charges of
RVUNL, if the
vendor does not
perform the
corrective action
for more than
one calendar
month
5.34. Breach of SLA
In case the bidder does not meet the SLA parameters as defined above for three continuous time
periods of measurement (quarters/ 3 months), the purchaser will consider this a breach of SLA
and appropriate provisions under this contract will be initiated.
5.35. Exclusions
The bidder will be exempted from any non-adherence to SLAs under the following conditions:
1) Force Majeure
2) Delay due to RVUNL
5.36. Monitoring and Auditing
Bidder will provide required reports as per the agreed date of each month or as per requirements.
RVUNL authority will review the performance of bidder against the SLA parameters each month,
or at any frequency 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 bidder as soon as possible.
RVUNL reserves the right to appoint a third-party auditor to validate the SLA.

Request for Proposal for ERP Implementation
1
Tender No. -

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What are the different sections covered in the tender document?

What are the different sections covered in the tender document?

What are the eligibility criteria mentioned for bidders?

What are the eligibility criteria mentioned for bidders?

Index

Sr. No. Particulars Page

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Tender Document for ERP Implementation Page 2

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Eligibility Criteria/Pre-Qualifying Requirements

1. The bidder must be OEM of Enterprise Recourse

Authorized implementation partner of OEM

The qualification criteria for OEM of ERP product / authorized

A. For ERP OEM :-

I. The OEM may be Company/LLP registered in India under companies act,

Tender Document for ERP Implementation Page 1

I. The bidder must be Company/LLP registered in India under companies act,

a. At least three ERP implementation of proposed ERP Product in India;

Tender Document for ERP Implementation Page 2

➢ In support of fulfillment of PQR following documents needs to be

Tender Document for ERP Implementation Page 3

INSTRUCTIONS TO BIDDERS (ITB)

2.2 FILLING OF BIDS

b) The bidder will have to register themselves on website

d) The tenders shall be submitted in three covers as detailed below:-

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Cover-3: Price Bid

e) Tenders, duly digitally signed by the authorized signatory, shall be submitted on

Tender Document for ERP Implementation Page 6

l) Telegraphic/Fax quotation will not be considered.

m) All bids and accompanying documents should be chronologically numbered.

n) Further, it is mandatory for bidder to provide prices/rates on firm price basis of

2.3 BID OPENING AND EVALUATION

Concerning procuring entity of RVUN or other duly authorized committee will

In first stage, Cover-1 shall be opened for compliance to submission of tender

Notwithstanding the preliminary examination, RVUN will determine the

• Properly digitally signed documents.

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• The result of such examination/evaluation shall be informed and shall also

2.5 DOCUMENTS TO ACCOMPANY THE BID

(i) Bid Submission Sheet (Annexure-I)

2.6 BIDS BY JOINT VENTURE /CONSORTIUM /ASSOCIATION

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2.7 BIDS BY COMPANIES

a) Bid submitted on behalf of companies registered under the Indian Companies,

2.8 BIDS BY PARTNERSHIP FIRMS/SOLE PROPRIETOR

b) Bid submitted by sole proprietor shall have to accompany with documentary

A set of technical, descriptive an illustrative literature must accompany each

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2.10 BID CURRENCY

Rates must be quoted in Indian Rupees only.

2.11 CODE OF INTEGRITY

Any person participating in the procurement process shall –

2.12 CONFLICT OF INTEREST

A conflict of interest is considered to be a situation in which a party has

Tender Document for ERP Implementation Page 11

(i) A Bidder may be considered to be in conflict of interest with one or more

2.14 BREACH OF CODE OF INTEGRITY BY THE BIDDER