,ii… · web viewto provide sap consulting services for creation of new company code for bhel,...

Tender Reference No: HY/PUR/CMM/SAP SERVICE/KP/11 .

Annexure-I

Technical Scope, Techno-Commercial Terms and Conditions for engaging SAP Technical Consultant for Implementation of SAP Services to PE&SD Division of BHEL in existing SAP

client of BHEL HyderabadTerms Used:

Bidder/Implementer/Vendor – Bidder participating in the tender as per the qualification criteria

RFP - Request for Proposal.

A. SCOPE Bidder’s Compliance Yes / No

Bidder’s Remarks

1. 1. Scope : To provide SAP Consulting Services for creation of new company code for BHEL, PE&SD, Hyderabad within the existing instance / client in SAP ECC 6.0.The scope of this project covers

Building a new company code in a functioning SAP client, by copying

the settings of existing company code and modifying it to suit the

slightly different functional requirements of new company code.

Unit, Integration, Regression & Stress Testing.

Data Migration from existing company code to new company code.

Technical Upgrade of existing SAP client from ECC6.0 to the latest

SAP Enhancement Package.

Go-live of new company code.

Post Go-live support & Training for all modules for at least one month.

2. ERP Modules: The following ERP modules will be covered as part of

this project.

Finance & Controlling

Project Systems

Material Management

Sales & Distribution

Production Planning

Quality Management

Statutory Requirements (Excise, Sale Tax, Customs Duties, etc)

ABAP/BI

3. Details of Scope:

Functional Scope: The details of SAP ECC6.0 functional modules to be

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implemented at BHEL PE&SD are as given below. Exact details for the

following will be finalized later during blueprint stage.

SAP FI &CO Module :

General Ledger : G/L Accounts, Documents, Periodic Processing, Reporting

Accounts Payable: Indigenous / Foreign Vendors, Subcontractors and other Payments

Accounts Receivable: Indigenous / Foreign Customers, Subcontractors and other Receivables

Cash / Funds Management: Banks and Cash Management, Credit Management

Asset Management: Asset Procurement, Payment, Depreciation

Tax and Incentive Management: Taxes relating to Excise Duty, Service tax, Sales tax, VAT/CenVAT, Income Tax, Tax Deduction at Source, All Incentives like Export Contracts / Deemed Exports, Imports, etc

Project Costing: Cost Monitoring and Result Analysis (AS7 Turnover recognition).

Periodical process for : Closing of Accounts / Periods - Monthly / Quarterly / Half Yearly / Yearly

Cost Element Accounting: Cost Centre Accounting: Product Cost Controlling: Updation of rates , Periodical

Process etc BI Reports for Debtors reports, Cost reports etc.

SAP PS Module :

Make to order

Project Estimation ( pre-order)

Applicable Product Group Main Assembly (PGMA) list, work plan.

Project Planning

Project Scheduling

Project Monitoring

Project Accounting, result analysis

SAP MM Module :

Material and Vendor Master

Purchase Requisitions

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Purchase Orders

Goods Receipts

Invoice Verification

Accounts Payable

Inventory Management

Vendor Evaluation and rating

Sub Contract management


SAP SD Module :

Customer Master, Transporter master

Inquiry Processing

Quotation Processing

Contract / Sales Order Processing

Scheduling Agreement, Rebates, Returns, Deals, Promotions

Processing.

Billing Schedule

Linking of BOM to major billable items and assigning billing values.

Dispatch Clearance and Billing clearance

Delivery and Shipment

Management of Road Permits

Excise Billing

Customer Billing (commercial Invoices, PVC, ERV, ED & ST, short

Billing, Credit notes, Advances )

Applicability of statutory regulations like Customs / Excise, Sales

tax etc and Generation of documents / reports for the same.

Credit Management


SAP PP Module :

Bill of Materials (MBOM , WBOM)

Material Master Creation.

Project Piping Management System (PPMS)

Routing.

Work Centers.

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Forecasting.

Sales & Order Planning.

Material Requirement Planning (MRP).

BOM STATUS (Material Addition to project structure).

Contract Engineering Co-ordination.

Document Management System (DMS).

Product Specification and Drawing Management with version

control .

Integration with EDAS ( Engineering Digital Archival System ).

Completion Schedules from BOM.

Customer Documentation .

Project Documentation.

Design interface Documentation.

Change Management.

Drawing number/Product specification number generation.

SAP QM Module :

Quality Planning

Inspection

Quality Control

Certificates & Notifications

ABAP/BI Developments : ABAP/BI Reports and Developments that are

identified for addressing the user requirements are In Scope.

Data Migration : Legacy data conversion management for all relevant

transaction and master data involved.

DMS :Migration of existing DMS (Document Management System)

Exclusions from Scope: Integration with CAD / CAM, Engineering drawings and other

specialized products

Implementation or Integration of PDM (Product Data

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Management)

Implementation of my SAP components like CRM, APO.

Local Area Network : The rollout of the LAN is out of Scope

Wide Area Network : The rollout of the WAN is out of Scope

Licenses / Hardware : It is intended to use existing licenses

and hardware. Therefore, new licenses and hardware

procurement is out of scope for this project.

2. Note:

1. The project language is English and all project documentation will be in

English.

2. The Bidders are expected to study the existing SAP client configuration

before bidding.

3. The project Implementation methodology will be based on SOLMAN

supplemented by tools, accelerators, and learning’s from previous

implementations, projects of similar nature.

4. The project implementation schedule is 3 months from the date of

Letter of Intent to vendor.

5. The signed off Business Blue print will form the basis for the SAP

solution. The parties authorized to sign off the business blue print

would include but not limited to the BHEL Business Process Owner &

Solution Architect; who would form the over-arching change board.

Sign Off parties would be determined during the Project Preparation

phase.

6. BHEL would provide detailed organizational structure during the project

preparation phase.

7. Network connectivity: It is intended to use existing network

connectivity.

8. ABAP/BI Developments : The vendor will have to identify and modify

the existing/New ABAP/BI developments to suit the new design / user

requirements.

9. BHEL functional / domain experts will extend necessary support.

3. Implementation Strategy:The total project implementation shall be completed in all respects as per scope in a time period of Three months from LOI.

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Program Phases:

The major milestones and timelines of the Project are:

Project preparation

Business blueprint

Realization

Final preparation

Documentation

Go live

Post Go-Live Support & Training

B. Bidder / Implementer Qualification Criteria:(Provide documentary evidence wherever required in support of Bidder's response)

Bidder’s Compliance Yes / No

Bidder’s Remarks

4. The Bidder should be an Organization registered under the Companies Act 1956 and should have registered office in India.(Registration certificate to be enclosed)

5. The Bidder should be an organization of repute in operation for the last 5 years as on 31-03-2011 in India with its core operation being IT consulting services. (Registration certificate to be enclosed)

6. The bidder must have a minimum turnover of Rs.500 crores for all the last 3 financial years put together from IT consulting services as revealed by audited annual account. (Annual Audited reports for 3 years 2008-09, 2009-2010, 2010-2011 to be attached)

7. The bidder should have a well established presence in India with an installed base to implement and support the SAP through-out the life time, including the ability to provide timely response and service to BHEL. (Declaration letter from the company signed by authorized signatory is to be attached)

8. The bidder should be SAP Global Services partner with experience of having executed at least three SAP assignments with customers of this nature. (SAP Global

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Services Partnership Certificate, Copies of Project Completion certificate from the customers are to be attached)

9. The bidder must have at least 500 SAP consultants on its rolls as on 31st March 2011 in India. (Declaration letter from the company signed by authorized signatory is to be attached)

10. The bidder should be CMMi level 5 and ISO 9001:2008 certified organization. The certificate should be valid on the date of submission. (Copy of CMMi level 5 certificate to be attached.)

C. General CriteriaBidder’s Compliance Yes / No

Bidder’s Remarks

11. The vendor’s proposal is central to the evaluation and

selection process. Therefore, it is important that the vendor

carefully prepares the proposal and responds. The quality of

the response will be viewed as an indicator of vendor’s

business capability.

12. A single prime vendor must respond to the RFP and take

responsibility for the entire project. No subcontracting is

allowed.

13. A duly authorized corporate official legally capable of binding

the vendor must sign the proposal. (Power of attorney/board

resolution to the signatory should be attached.)

14. False and Misleading statements: If any information provided

by the respondent is found to be inaccurate at any stage of the

selection process, BHEL may, at its discretion, reject the offer

of the respondent and no correspondence will be entertained

in this regard. Submission of wrong and/or false information

may also disqualify the POTENTIAL IMPLEMENTER from any

future work from BHEL.

15. Clarifications on this RFP: BHEL reserves the right to obtain

clarification on any point in an implementer’s response to this

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RFP or to obtain additional information necessary to properly

evaluate. Failure of an implementer to respond to such a

request for additional information or clarification within the time

specified may result in rejection of implementer’s proposal.

16. Minimum Level of resources:

Implementer is expected to deploy senior resources who meet the

minimum level as indicated below.

Resource Total Exp Level (Years)

SAP Experience (Years)

Domain Experience (Years)

Min. No. of resource

Project Manager 15 8 7 1Solution Architect - SAP

Integration 12 8 71

Data Migration & Cutover Manager 12 6 6

1

Functional Consultants (Min. one per module) 8 6 4

6

ABAP/BI Developer 8 6 3 2Basis 8 6 4 1

17. Implementer has to enter into a non-disclosure agreement with

the Company and also a contract for implementing the

application.

18. The implementer should also indicate the size of the proposed

implementation team for BHEL and also a brief resume of the

consultants that they plan to depute for this assignment. This

should be submitted along with the proposal.

19. Expenses for responses: Potential Implementer is solely

responsible for their expenses, if any, in preparing a response

to this Request for Proposal. This would include any costs

incurred during initial presentation or subsequent negotiations.

D. Techno-Commercial Terms and ConditionsBidder’s Compliance Yes / No

Bidder’s Remarks

20. The offer should be valid for 180 days from date of opening of Price bid.

21. Implementation shall be completed in 3 Months from date of LOI (Letter Of Intent). Penalty will be levied in case of delays @ ½ % per week of delay or

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part there of, of total contract value, subject to a maximum of 10%.

In case of non acceptance of the above, offer will be loaded proportionately, only for the purpose of evaluation.

22. Bidder has to give acceptance to finalization of tender through Reverse Auction, other wise offer will not be considered. (Enclose Acceptance letter)

23. The Bidder shall submit the proposed plan of execution and the methodology to execute the plan at the time of bid submission. (Document to be submitted.)

E. Termination of Order and ConsequencesBidder’s Compliance Yes / No

Bidder’s Remarks

24. BHEL reserves the right to terminate the order/contract, upon situations arising due to non-compliance of contract Terms & Conditions by the bidder, at the risk and cost of the Bidder.

25. In case of the contract termination, Bidder shall remove the resource from BHEL premises at his own risk and cost after due permission from BHEL within a month of serving notice in this respect.

26. ACCEPTANCE OF ORDER

Bidder shall submit Letter of acceptance for the LOI within two days and a detailed contract will be signed subsequently.

27. PATENTS & TRADEMARKS

Bidder shall at all times indemnify BHEL against all claims which may be made in respect of the Systems/goods/Software supplied, for infringement of any right protected by patent, registration of designs or trademarks and legality of usage of Software. In the event of any such claims being made against BHEL, BHEL will inform the Bidder who shall at his own cost either settle any such dispute or conduct any litigation that may arise there from.

28. Risk Purchase :

BHEL reserves the right to exercise ‘Risk Purchase’ option for Implementation of the project, from any other source at the cost of the Bidder in case there is delay of more than 3 months from the date of LOI.

29. Indemnity :

Bidder shall fully indemnify and keep indemnified BHEL against all claims which may be made in respect of the use of System/Software/Item(s)/services supplied/rendered by the Bidder, for infringement of any rights protected by patent, registration of designs or trademarks and legality of the Software.

All such claims in this regard will be settled as per Indian Laws.

In the event of any such claims being made against the BHEL, BHEL will inform in writing to the Bidder who shall at his own risk and cost either settle any such dispute or conduct any litigation that may arise there from.

30. Insurance:

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Comprehensive insurance cover for all consultants deployed during the currency of the contract, including any extended periods for implementation as well as post go-live support that is mutually agreed in writing, shall be taken by the Bidder at his own cost.

31. Confidentiality:

Bidder shall, at all times, undertake to maintain complete confidentiality of all data, information, software, drawings & documents, etc. belonging to the BHEL and also of the Systems, procedures, reports, input documents, manuals, results and any other company documents discussed and/or finalized during the course of execution of the order/contract

32. Arbitration :

In all cases of disputes emanating from and in references to this agreement the matter shall be referred to the arbitration of the sole arbitration of the Executive Director/ GM of BHEL, Hyderabad or any other person (including an employee of BHEL, even though he had to deal with the matter relating to this agreement in any manner) nominated by the said Executive Director /GM to act as sole arbitrator. The arbitration shall be under ‘THE ARBITRATION AND CONCILIATION ACT OF 1996’ and the rules there under. The arbitrator may from time to times with the consent of the parties enlarge the time for making and publishing the award

33. Withdrawal from the Contract :

In case the Bidder withdraws the offer submitted by him/her after it is accepted by BHEL and fails to supply the goods/Services as per the terms and conditions of the contract, or at any time repudiated the contract wholly or in part, BHEL shall be at liberty to cancel the contract and to recover from the bidder the extra cost and the other losses incidental to the breach of contract by the bidder in addition to losing EMD and Security Deposit already received by BHEL

34. In addition to the terms and Conditions mentioned in this document, General Terms and Conditions in Annexure-II are to be accepted.

35. BHEL reserves the right to finalize the tender through Reverse Auction, as per the Terms and Conditions of reverse auction is given in Annexure-IV.

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Annexure-II

General Terms and Conditions1. BIDDER TO INFORM HIMSELF FULLY:

1.1. The bidder shall closely peruse all the clauses, specifications and requirements and drawings etc., specified in the tender documents, and the offer made should be in accordance with these documents. If bidder requires any clarification and additional information on any of the tender documents/conditions, the bidder shall contact the BHEL Official inviting bids at the earliest.

1.2. Bidders are advised to study all the tender documents carefully and submit their offer and the Bidder is obliged to honor the offer without any modifications. Any offer not meeting the scope/specifications, terms, conditions, and any other clause specified in the tender documents shall be liable to be rejected.

1.3. Vendor is required to submit an amount of Rs.1.5 Lakhs towards Earnest Money Deposit (EMD) which shall be converted into Security Deposit in case the Vendor is awarded the contract. In case of unsuccessful Vendors, EMD shall be refunded as per company policy. (Extracts enclosed)

2. PROCEDURE FOR SUBMISSION OF BIDS

2.1 Tender documents may be obtained from Sr.DGM Purchase (CMM), Admin Building, 4th Floor, BHEL, Ramachandrapuram, Hyderabad on payment of non-refundable document fee of Rs 5000/.

2.2 Tender documents can also be downloaded from www. bhel.com . Non-refundable document fee of Rs.5000/- shall be paid along with the offer.

2.3 Mode of payment for Document fee and EMD: Cash deposit may be made at cash office, BHEL, Ramachandrapuram, Hyderabad or as Demand Draft from any nationalized bank / scheduled bank, drawn in favour of M/s Bharat Heavy Electricals Limited, Ramachandrapuram, Payable at Hyderabad. Mode of Payment for EMD and Security Deposit : As per Guidelines enclosed

2.4 The Techno-Commercial bid and Price Bid shall be submitted through Hard copies or through Email on or before 11:00 Hrs of the due date indicated in the tender notice. . In case , offer is submitted through e-Mail, it is suggested that the bidder also submits Hard copies of the offer subsequently.

2.5 Offer shall be made in three parts in separate envelopes, as specified below.

Part-I: Documentation Fee and EMDThis part to verify the receipt of Documentation fee and EMD. The following document shall be submitted in a separate envelope:

1. Demand Draft or cash receipt / copy of cash receipt for Rs 5,000/ towards Document fee and Earnest Money Deposit (EMD) specified..

Please Note: Part-II of bid will be opened, only if the Part-I is satisfactory.

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http://www.bhel.com/


Part-II: Techno-Commercial Bid This part shall consist of the following documents in a separate envelope:

a. Technical offer by the bidder including literature/leaflets. The Scope, Techno-Commercial Terms and Conditions as per the format given in Annexure-I, duly signed by Authorised signatory.

b. The General Terms and Conditions as given in Annexure-II, duly signed by Authorised signatory.

c. Price Bid without price/values as per Annexure-III duly signed by Authorised signatory.

d. Proof / record of Bidder’s experience and qualifications criteria duly signed by the Authorized signatory.

Part-III: Price Bid This part shall consist of the following documents in a separate envelope:

a. Price Bid as per the format defined in Annexure-III. The prices shall be quoted in Indian Rupees only.

b. Price Bid shall not contain any technical details and / or Techno-Commercial terms and conditions.

c. BHEL reserves the right to finalize the Price Bids based on Reverse Auction procedure for the Technically qualified Bidders. If BHEL decides not to go for Reverse Auction, the original Price Bids will be opened for tender evaluation in respect of Technically qualified Bidders only.

3. MARKINGS ON THE ENVELOPE

3.1 The three part of the offer – Part-I, Part-II and Part-III – shall be submitted in separate envelopes with bidder’s distinctive SEAL and super-scribed with the details given below:

PART-I: 1. Enquiry Number and Item Description for the Tender

2. Due Date for Opening of the Tender

3. “PART-I: DOCUMENTATION FEE and EMD”

PART-II: 1. Enquiry Number and Item Description for the Tender


3. “PART-II: TECHNO-COMMERCIAL BID”

PART-III: 1. Enquiry Number and Item Description for the Tender


3. “PART-III: PRICE BID”

Note:Un-sealed envelopes and envelopes not super-scribed as above will be liable to be rejected.

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4. BID SUBMISSION

4.1 Bids shall be addressed to the BHEL official as under, by designation and sent to the following address on or before the tender due date:

Sr. Dy. General Manager, Purchase (CMM),

Admin Building, 4th Floor,

BHEL, RAMACHANDRAPURAM,

HYDERABAD – 502032.

Bids can also be dropped in tender box provided in Vendor Coordination (CMM purchase department) on or before the tender due date. Bids can be submitted by post with due allowance for postal delay. It is the sole responsibility of the vendor to deposit or arrange to deposit the Bids as specified above and on or before the specified time and date It is to be noted that Bids received after the specified time and date will not be considered and shall be summarily rejected.

4.2 Whosoever vendor desirous to send the offers (complete in all respects) on their risk through E-mail, have to send the offers to the common email address: [email protected] . The received email offers will be printed by purchase coordination and put them in sealed covers under the signature of the concerned official, as per conventional method for tender opening i.e. Techno-commercial Bids and Price Bids shall be put into two separate covers. Superscribing enquiry no. and due date. Offers sent to any other Email ID and incomplete offers shall not be considered for evaluation purpose.

5. BID OPENING

5.1 PART-II (Techno-commercial bid) shall be opened on the due date and time as specified in the Enquiry, satisfying the criteria in Part-I, in the presence of bidders/their authorized representatives who may like to attend. Subsequently Part-III (Price Bid) shall be opened only for such offers, which have qualified for PART-II.

5.2 In case of Price Bid opening, date and time of Price Bid (Part-III) opening shall be intimated to the technically and commercially qualified bidders only.

5.3 Not more than two representatives will be permitted to be present for the tender opening.

5.4 No correspondence shall be entertained from the bidders after the opening of Price Bid(s).

5.5 Standard pre-printed conditions of the bidders attached to the offer will not be considered and only those mentioned in the body of the offer will be considered.

5.6 Unsolicited bids shall not be entertained. Unsolicited revised Price Bids also, shall not be entertained at any stage of the tendering process.

5.7 No Literature, Pamphlets other than what is relevant for the offer shall be enclosed. All such enclosures shall be considered as unread and also will not be considered as part of the quotation.

5.8 Manufacturer's name, trade Mark or Patent No., if any, should be specified.

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6. VALIDITY OF OFFER

6.1 The offer should be valid for 180 days from date of opening Price bid.

7. LANGUAGE AND CORRECTIONS

7.1 The offer shall be in English only international numerals shall be used.

8. ALTERATIONS, REJECTION OF BID AND OTHER CONDITIONS

8.1 BHEL reserves the right to reject the offer at any stage of the tender processing in the interest of the BHEL.

8.2 Any format not properly filled, partially filled or not filled will make the bid liable for rejection. Bidders are requested to note that all columns, rows and spaces provided to fill up the data must be filled with relevant data without fail. In case any bidder fails to do so or fills up irrelevant data, BHEL is not bound to seek clarifications on such items and will be free to reject the tender summarily.

8.3 No request for change in specifications, clauses of contract, Terms and Conditions etc shall be entertained by BHEL under any circumstances.

8.4 Any clarification pertaining to this tender can be obtained from Sr. Dy. General Manager, Purchase(CMM), BHEL, R.C.Puram, Hyderabad on all working days of BHEL between 14:00 Hrs to 16:00 Hrs. Bidders are requested to seek appointment on telephone no. 040-23185127, prior to visiting BHEL for seeking such clarifications.

8.5 The offer is liable to be rejected, if it is found that the Price Bid submitted is not in the format prescribed.

8.6 If the bidder deliberately gives wrong information in his bid, BHEL reserves the right to reject such a bid at any stage or to cancel the Order/Contract.

8.7 The vendor is required to quote for all the items specified in the Price Bid Format.( if any item is not quoted, the vendor to write specifically not quoted.) If the Prices/Rates of one or more of the enquired Items have not been quoted, the offer is liable to be rejected.

8.8 Non-compliance with any of the requirements and instructions of the Tender Enquiry may result in the rejection of the bid.

9. TENDER EVALUATION

9.1 The offers will be evaluated based on the Total delivered cost to BHEL for the entire scope of the tender.

9.2 Prices should be indicated both in words as well as in figures. If there is a difference between price quoted in words and figures or if there is any other price discrepancy, higher value(s) will be considered for evaluation and lower values will be considered for ordering.

9.3 Offer with higher Experience/Credentials than what is required as per tender specifications, may be accepted at no extra weightage or preference.

9.4 Contract or any part thereof shall not be sub-contracted, assigned or otherwise transferred without prior written consent of BHEL.

9.5 Price of Optional items if any shall not be considered for Price comparison and evaluation, however if BHEL decides to order for Optional items, it will be binding on the bidder.

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10. CHECKLIST OF FORMATS

(TO BE ATTACHED WITH TECHNO-COMMERCIAL BID (PART II) DULY FILLED BY THE BIDDER)

S No. Annexure to be attached Format attached as per FORM /Annexure

Whether Attached

(Yes / No)

1 Scope, Terms & Conditions Annexure-I Yes/No

2 General Terms and Conditions Annexure II Yes/No

3 Price Bid format Annexure III Yes / No

4 Authorized SAP Implementation partner certificate

Yes / No

5 No Deviation Certificate FORM-A Yes / No

6 Annual Financial Statement of Bidder FORM-B Yes / No

7 Details of major Executed projects with Order copies.

FORM-E Yes / No

8 Plan & methodology of project execution and Acceptance Test Plan Yes / No

9 Acceptance for Reverse Auction Terms and conditions

Annexure-IV Yes / No

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FORM-A

NO DEVIATION CERTIFICATE

This is to certify that our offer is exactly in line with your tender enquiry no.___________ _________________________________________________ dated ____________. This is to expressly certify that our offer contains no deviation either Technical or Commercial in either direct or indirect form.

Signed By Authorized Signatory:

Name: ______________________________________________

Designation: _________________________________________

Organization: _________________________________________

Date & Place: _________________________________________

Phone/Fax/Mobile/Email: ________________________________

Stamp & Seal: _________________________________________

Place:

Date:

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FORM-B

FINACIAL STATEMENT OF BIDDER

Rs. In Lakhs

S.No. Financial Year Turnover Net Profit

1 2008-2009

2 2009-2010

3 2010-2011

Total

Note: Audited reports to be submitted in support of above. For the year 2010-2011, if the audit is not complete, financial statements signed by head of Finance and CEO should be submitted.

Place: Signature with seal

Date:

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FORM- C

DETAILS OF ORDERS EXECUTED

(As per Qualification Criteria)

S.No. Organisation Name &

Contact Person details

Type of Consultancy

Services Provided

Turnover of the Organisation in Rs. Lakhs

Start and End Dates of Project

Brief Details of Project Implemented with documentary proof.

1

2

3

4

5

Place: Signature with seal

Date:

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