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NIT for Selection of System Integrator for Implementation of ERP in KIOCL

of 291 SEAL AND SIGNATURE OF THE BIDDER

NOTICE INVITING TENDER

(E-PROCUREMENT MODE ONLY)

TENDER NO:. KIOCL/PUR/ERP/89/B261 Dated:13-07-2020

To, Dear Sir,

Tender is invited online on the website http://www.mstcecommerce.com/eprochome/kiocl/buyer_login.jsp for Implementation of ERP Solutions for KIOCL on

MSTC Event No. & Date

Description Last date & Time for

submission of offer

KIOCL/20-21/ET/129 NIT for Selection of System Integrator for Implementation of ERP in KIOCL Volume – I Functional, Technical &Operational Requirements Volume – II Bidding and Commercial Terms

05-08-2020

02.00 PM

Type of Tender : Open Tender

Sale of Tender Document (Contact details): Dy.General Manager(Purchase), KIOCL Limited, II Block, Koramangala, Bangalore – 560 034 [email protected] Mob: +91 9945106699

ಕಐಓಸಎಲಲಮಟಡ

(ಭಾರತಸಕಾಾರದಉದಯಮ)

ಎರಡನೇಹಂತ, ಕ ೇರಮಂಗಲ, ಸಜಾ೯ಪುರರ ೇಡ,

ಬಂಗಳೂರು- ೫೬೦೦೩೪

ಖರೇದಇಲಾಖಯ

ದ ರವಾಣ:೦೮೦-೨೫೫೩೧೪೬೧-೭೦

ಇಮೇಲ: [email protected]

ಫಾಯಕಸ:೦೮೦-೨೫೫೩೨೧೫೩/೨೫೬೩೦೯೮೪

ವಬೖಟ: www.kioclltd.in

कअइओसीएललललिटड

(भारतसरकारकाएकउधयि)

IIबलाककोरािगला,सरजापररोड

बगलर-560 034

करयविभाग

टललफोन:०८०- २५५३१४६१ - ७०

ईिल:[email protected]

फकस:०८०-२५५३२१५३/२५६३०९८४

िबसाइट: www.kioclltd.in

KIOCL LIMITED (A Government of India Enterprise)

II Block, Koramangala, Sarjapura Road

Bangalore – 560 034 PURCHASE DEPARTMENT

Telephone: 080 – 25531461 to 70 Email: [email protected] Fax: 080 - 25532153/25630984

Website: www.kioclltd.in

ಐಏಸಓ9001, 14001

ಮತುುಓಹಚಎಸಏಎಸ18001ಸ೦ಸ

अईएसओ9001, 14001

तथाओएचएसएएस18001कमपनी ISO 9001, 14001 &

OHSAS 18001 COMPANY

http://www.mstcecommerce.com/eprochome/kiocl/buyer_login.jsp

mailto:[email protected]


http://www.kioclltd.in/







Proprietary & Confidential No part of this document can be reproduced or changed in any form or by any means, disclosed or distributed to any person without the prior consent of KIOCL except to the extent required for submitting bid and no more. NIT Structure This NIT is meant to invite proposals from interested companies capable of delivering the services described herein. The content of this NIT has been documented as a set of two volumes explained below: Volume I: Functional, Technical and Operational Requirements Volume I of NIT intends to bring out all the details with respect to solution and other requirements that KIOCL deems necessary to share with the potential bidders. The information set out in this volume has been broadly categorized as Functional, Technical, and Operational covering multiple aspects of the requirements. Volume II: Instructions to Bidders, Price Bid, Contractual and Legal Specifications Volume II of NIT purports to detail out all that may be needed by the potential bidders to understand the Terms & Conditions, project implementation approach, commercial terms and bidding process details. NOTE: 1. NO CONDITIONAL BID WITH DEVIATIONS AND ASSUMPTIONS WILL BE ACCEPTED.

ANY BID SUBMITTED WITH ASSUMPTIONS AND DEVIATIONS SHALL BE SUMMARILY REJECTED, HENCE BIDDERS ARE REQUESTED TO READ THE CONTENTS OF THE NIT BEFORE PRE-BID MEETING AND GET THE SAME CLARIFIED BY KIOCL OFFICIALS DURING PRE-BID MEETING.

2. NO PRE-BID QUERIES WILL BE ENTERTAINED AFTER THE RELEASE OF THE PRE-BID

CLARIFICATIONS

3. ANY CONSULTANT /ORGANIZATION WHO ARE INVOLVED IN PREPARATION OF DPR /RFP FOR SELECTION OF SI FOR IMPLEMENTATION OF ERP IN KIOCL ARE NOT ELIGIBLE TO PARTICIPATE IN THE BIDDING PROCESS. IF ANY SUCH ORGANIZATION PARTICIPATES IN BIDDING, KIOCL HAS THE RIGHT TO REJECT THE SAME WITHOUT GIVING PRIOR NOTICE/EXPLANATION



Table of Contents

NIT DATA SHEET 9

General Instructions: 11

VOLUME – I: FUNCTIONAL, TECHNICAL & OPERATIONAL REQUIREMENTS 14

1. ABBREVIATIONS 15

2. DEFINITIONS 18

3. INTRODUCTION 21

3.1. The Company Overview 21

3.2. Objective and Goals of this NIT 22

3.3. Stakeholders of Project 23

3.4. Roles & responsibilities 23

3.4.1. Project Management Consultant 23

3.4.2. System Integrator 24

3.4.3. KIOCL limited 25

4. SCOPE OF THE PROJECT 25

4.1. Organizational Scope: 26

4.2. Geographical Scope 26

4.3. User Scope 26

4.3.1. System Study, Design 27

4.3.2. Design of ERP Solution and Blueprint 28

4.3.3. Business Design 29

4.3.4. Document Management System (DMS): 30

4.3.5. File Management System (FMS) 31

4.3.6. Data Management: 31

4.3.7. Access Management: 31

4.3.8. Business Intelligence 31

4.3.9. Installation, configuration, customization, integration, and testing 32

4.3.9.1. Special Conditions for the Software 33

4.3.9.2. Software Testing 34

4.3.10. 3rd Party Certification 34

4.3.11. Go-live and Handover 34

4.3.12. Post Go-live stabilization 34

4.3.12.1. Hosting the proposed SAP system in the Cloud (On-Cloud) 35

4.3.13. Data Migration and integration 36

4.3.13.1. Data Migration 36

4.3.13.2. Data Integration 38

4.3.14. Training and Capacity Building 38



4.3.15. OEM Training 41

4.3.16. Change management 41

4.3.17. Other Services 41

4.3.17.1. SMS Services: 41

4.3.17.2. MIS Services: 42

4.3.17.3. Dash-Board Services: 42

4.3.17.4. Proxy Services: 42

4.3.17.5. Antivirus & Anti-spam Services: 42

4.3.17.6. Project Planning and Management 43

4.3.17.7. Requirements Traceability Matrix 44

4.3.17.8. Project Documentation 44

4.3.17.9. Post Implementation Support 45

4.3.18. Warranty services 45

4.3.19. Annual Operation and Maintenance support 46

4.3.20. ATS services 46

4.3.20.1. Support Services 47

4.3.20.2. Centralized Helpdesk and Support 47

4.3.20.3. Software maintenance and support services 48

4.3.20.4. Application functional support 49

4.4. Resource Requirement during the Post Implementation Support 49

4.5. Exit Management and Transition – Capacity Building at KIOCL Limited 49

5. DELIVERABLE AND TIMELINES 51

5.1. Project Period: 51

5.2. Deliverables 51

6. FUNCTIONAL LAND SCAPE FOR KIOCL ERP APPLICATION (INDICATIVE) 53

7. TECHNOLOGY REQUIREMENT FOR SAP APPLICATION DEVELOPMENT (INDICATIVE) 55

7.1. Technical Architecture Features 55

7.2. Compliance to the Industry Standards 57

7.3. General Requirements for Solution Architecture 60

7.4. Technical Specifications for Solution Components 61

8. GOVERNANCE STRUCTURE 62

9. SERVICE LEVELS 64

9.1. Service Level Agreement 64

9.2. Service levels Description 66

9.2.1. Implementation SLAs 66

9.2.2. Operational SLAs 69

9.2.3. Penalties 70

10. FUNCTIONAL REQUIREMENT SPECIFICATIONS 74



10.1. Procurement and Inventory 75

10.2. HR and Payroll with ESS 81

10.3. Project Management 99

10.4. Financial Management 106

10.5. Production and Quality Control 127

10.6. Plant Maintenance 132

10.7. Executive Support 135

10.8. Support Functions 142

10.9. Business Intelligence / Analytics 150

10.10. Office Automation System for all the Units/Departments of KIOCL 151

10.10.1. Correspondence (DAK) and File Management System 151

10.10.2. Office Note creation & Approval workflow 154

10.10.3. Document Management System 155

10.10.4. Record / Content Management System 160

10.11. Workflow Engine 161

10.12. Non-Functional Requirements 165

11. 171

12. ANNEXURE – 1: TESTING AND QA REQUIREMENTS 171

13. ANNEXURE - 2 – EXISTING IT APPLICATIONS OF KIOCL 178

14. ANNEXURE 3 – INTEGRATION REQUIREMENTS 190

15. ANNEXURE 4: EXISTING IT INFRASTRUCTURE 191

VOLUME – II: BIDDING & COMMERCIAL TERMS 198

1. Instructions to Bidders 199

1.1. Introduction 199

1.2. Language of bid 199

1.3. Validity of proposal 199

1.4. Acceptance of Proposal 200

1.5. Amendment of Tender Document 200

1.6. Clarification on NIT Response 200

1.7. Availability of NIT documents 200

1.8. Acceptance of General Conditions of Contract 200

1.9. Bid Participation 201

1.9.1. Bid Format 202

1.9.2. Taxes and duties: 202

1.9.3. Validity of The Contract: 203

1.10. Information for Proposal Submission 203

1.10.1. Contact Details 203

1.10.2. Authentication of Bid 203



1.11. Pre-Qualification Criteria 203

1.11.1. Conflict of Interest 208

1.11.2. Right to Terminate the Bid Process 208

2. Bidding Process 208

2.1. Pre-Bid Meeting and Clarifications 208

2.2. Supplementary Information/ Corrigendum / Amendment to the NIT 209

2.3. Cost of Bid Preparation 210

2.4. Bid Submission 210

2.4.1. Late Bids 210

2.4.2. Availability of Tender Documents 210

2.4.3. Mode of Submission 211

2.4.4. Bid Submission Acknowledgement 211

2.4.5. Submission of original EMD and Tender document fee 211

2.5. Proposal Format 212

2.5.1. Pre-qualification and Technical Proposal 212

2.5.1.1. Pre-Qualification 212

2.5.1.2. Technical Bid 212

2.5.2. Commercial Proposal 214

2.6. Conditions under which this NIT is issued 215

2.7. Rights to the Content of Proposal 215

2.8. Non-Conforming Proposals 216

3. Bid Opening and Bid Evaluation Process 216

3.1. Bid Opening 216

3.2. Bid Evaluation Process 216

3.2.1. Preliminary Scrutiny 216

3.2.2. Evaluation of Pre-Qualification Criteria 217

3.2.3. Evaluation of Technical Bids 217

3.2.4. Criteria for Technical Evaluation 217

3.2.4.1. Evaluation of technical and functional bid. 217

3.2.4.2. Scoring Criteria for technical and functional bid 218

3.2.4.3. Detailed Evaluation Criteria 220

3.2.5. Criterion for evaluation of the Proposed Team 225

3.2.6. Qualifications required for the proposed Team 226

3.2.7. Product Demonstration 232

3.3. Additional Scope of Work 233

3.4. Copy of the price bid without indication prices 233

3.5. Price Bid Opening and Evaluation Process 235

3.5.1. Bid Opening 235



3.5.2. Evaluation of Commercial Bids 235

3.5.2.1. Opening of Commercial Proposal 235

3.5.2.2. e-Reverse Auction 236

3.5.2.3. Evaluation Method for selection of Bidder is Quality cum Cost Based Selection System (QCBS).

236

3.5.3. Itemized Price 236

3.6. Award of Contract 236

3.6.1. Notification of Award 236

3.6.2. Performance Security 237

3.6.3. KIOCL’s Right to accept / reject any proposal or all proposals 238

3.6.4. Signing of Work Order 238

3.6.5. Failure to agree with the Terms & Conditions of the NIT 238

3.7. Disqualification 238

3.8. Change Request During Implementation and Operation and Maintenance Stage 239

3.9. Delayed delivery and liquidated damages for delay in delivery: 240

3.10. Termination 240

3.10.1. Termination for breach 240

3.10.2. Termination on other grounds: 241

3.10.3. Termination for Convenience by KIOCL: 241

3.10.4. Obligations during the termination period During Termination Period: 241

3.11. Limitation of Liability 242

3.12. Force Majeure 242

3.13. Data Protection 243

3.14. Confidentiality 244

3.15. Intellectual Property 245

3.16. Arbitration 246

3.17. Audit Rights 246

3.18. Software Version 247

4. Pricing 247

5. Payment Schedule 247

6. Bid Submission forms and Undertakings 251

6.1. Forms for Submission of Pre- Qualification 251

6.1.1. Form P1: Application Form 251

6.1.2. Form P2: Details of the Bidder 253

6.1.3. Form P3: Consortium Partner Information Sheet 254

6.1.4. Form P4: Pending Litigation 255

6.1.5. Form P5: Format for Self-Declaration on Blacklisting 256

6.1.6. Form P6: Financial Strength Details 257



6.1.7. Form P7: Details of Local Presence 258

6.1.8. Form P8: Relevant General Project Experience 259

6.1.9. Form P9: Relevant ERP Project Experience 260

6.1.10. Form P10: Manufacturer Authorization Form 261

6.2. Technical Forms Evaluation Formats 262

6.2.1. Form T1: Past Experiences and Organizational Strength 262

6.2.2. Form T2: Proposed Solution 263

6.2.3. Form T3: Proposed Approach and methodology for the solution proposed 264

6.2.4. Form T4: Proposed Solution Architecture 264

6.2.5. Form F T5: Proposed Training, Change Management and Capacity Building 264

6.2.6. Form T6: Proposed Formation/Location of Helpdesk & other manpower support 265

6.2.7. Form T7: Declaration for Bill of Material – Infrastructure 265

6.2.8. Form T8: Innovation Proposed 265

6.2.9. Form T9: Data Migration and Integration Plan 265

6.2.10. Form T10: Project Management Framework 266

6.2.11. Form T11: Work Plan and Resource allocation 267

6.2.12. Form T12: Key resources proposed 267

6.2.13. Form T13: Team Composition 268

6.2.14. Form T14 Team Deployment Structure 268

6.2.15. Form T15: Team Profiles (CV Format) 268

6.2.16. Form T16: Takeover and Exit Management 269

7. Annexure I –Integrity Pact 270

8. Annexure – II: Non-Disclosure Agreement 280

9. Annexure – III: Business Rules for e-Reverse Auction 283

10. Annexure - IV: Important Instruction for e-Procurement 285

11. Annexure –V: RTGS details of KIOCL 287

12. Annexure VI: Form of Bank Guarantee for EMD 288

12.1. Form of Bank Guarantee for EMD 288

12.2. Form of Bank Guarantee for Security Deposit 290



NIT DATA SHEET

S. No Information Details

1 Tender Inviting Authority KIOCL Limited

2 Name of the work NIT for Selection of System Integrator for Implementation of ERP in KIOCL

3 Date of publishing of NIT 13-07-2020

4 NIT reference Number and Date KIOCL/PUR/ERP/89/B261

5 Availability of Tender Documents www.kioclltd.in,www.eprocure.gov.in

6 Last date for submission of written queries for clarifications

22-07-2020 at 02.00 PM

7 Date, Place and time of pre-bid meeting

23-07-2020 at 11.00 AM Through video conferencing system

8 Corrigendum if any will be issued 28-07-2020

9 Last date (deadline) for receipt of proposals in response to NIT notice

05-08-2020 at 2:00 PM

10 Number of copies to be submitted Through e procurement http://www.mstcecommerce.com/eprochome/kiocl/buyer_login.jsp

11 Time and Date of opening of Technical Bids

05-08-2020 at 2:30 pm

12 Time and Date Technical Presentation / POC demonstration date by qualified bidders

WILL BE INTIMATED

13 Opening of Price Bid WILL BE INTIMATED

14 e-reverse auction date WILL BE INTIMATED

14 Non-Refundable Tender Cost Rs.1000/- (Rupees one Thousand only) by way of RTGS in favor of "KIOCL LIMITED", payable at Bangalore or DD in the name of “KIOCL Limited" payable at Bangalore (or) Bank Guarantee from Indian Nationalized Banks / Scheduled Banks registered in India / Foreign Banks routed through any Nationalized Banks / Scheduled Banks in favor of KIOCL Ltd Payable at Bangalore

15 EMD The bidders shall furnish an interest free Earnest Money Deposit (EMD) of Rs.15,00,000/- (Rupees Fifteen Lakhs only) by way of RTGS in favor of "KIOCL LIMITED", payable at Bangalore.

The above payments should be deposited in one go and exact amount should be reflected in our books of account on or before the opening date & time of tender. (OR)

in the form of a Crossed Demand Draft (DD)/ Bank Guarantee (BG) drawn from any scheduled/nationalized bank in favor of “KIOCL Limited", payable at Bangalore” valid for 6 Months from the date of submission of the bid. Bank Guarantee issued by Co-operative Banks and Gramin banks shall not be accepted






S. No Information Details

15 Tender Processing Fee (Non-Refundable)

Rs.5000/- (Rupees Five Thousand only) by way of RTGS in favor of "KIOCL LIMITED", payable at Bangalore. Or DD in the name of “KIOCL Limited" payable at Bangalore (or) Bank Guarantee from Indian Nationalized Banks / Scheduled Banks registered in India / Foreign Banks routed through any Nationalized Banks / Scheduled Banks in favor of KIOCL Ltd Payable at Bangalore

16 KIOCL Contact Person for queries (by email only)

Dy. General Manager(Purchase) KIOCL Limited, II Block, Koramangala, Bangalore – 560 034 Email:[email protected] . . [email protected] Mob: +91 9945106699

17 Location for opening of technical bids, presentations, financial bids

KIOCL Limited, Registered & Corporate Office Block II, Koramangala, Sarjapura Road Bengaluru 560 034

18 Contract Period 1 year for implementation, 3 Years for operation and maintenance Extendable for 2 more years on mutual consent

19 Implementation cum Performance Guarantee Value & Validity Period

1. Security Deposit value: 10 % of the total value of the bid

2. Submission of Security Deposit: Within 15 days of receipt of letter of notification of award

20 Bid Validity Period (Technical and Commercial)

180 working days from the date of opening of Techno commercial offer.




General Instructions:

1) Cost of Tender Document: (Tender Fee non-refundable): The cost of Tender Document

shall be Rs. 1,000/- (Rupees One Thousand only) payable by RTGS/DD in favor of KIOCL

Limited, payable at Bangalore.

2) Non-Refundable Tender Processing Fee: Bidders are requested to send non-refundable

Tender Processing fee of Rs.5,000/- (Rupees Five Thousand only) in the form of RTGS/DD

in favor of “KIOCL Limited”, payable at Bangalore in India.

3) Earnest Money Deposit (EMD):

a) The bidders shall furnish an interest free Earnest Money Deposit (EMD) of

Rs.15,00,000/- (Rupees Fifteen Lakhs only) by way of RTGS/DD/ BG in favor of "KIOCL

LIMITED”, payable at Bangalore.

b) The EMD will not carry any interest till it is returned. The EMD will be returned without

any interest to unsuccessful bidders on identification of successful bidder and in the

case of successful bidder, the EMD will be returned after receipt of security deposit

towards performance guarantee.

c) In case the bidder withdraws their quotation before the tender validity specified in this

tender document, the EMD amount will be forfeited irrespective of whether the bidder

has offered shorter validity than the validity stipulated in this tender document.

IMPORTANT NOTE:

i) The above payments should be deposited in one go and exact amount should be

reflected in our books of account on or before the opening date & time of tender.

ii) Please note that Tenders without EMD, Tender Document Fee & Tender Processing

Fee or the proof of payments/exemption will be rejected.

4) Exemption from Payment of Tender Document Fee / Tender Processing Fee/ EMD:

State/Central Govt. Organization, PSU and valid DGS&D/NSIC registered (for the tendered

item) firm can produce documentary evidence issued by Govt. Authorities for exemption

towards submission of Tender Document Fee, Tender Processing Fee and EMD. In case of

SSIs /MSEs firms need to submit notarized copies of the relevant, valid registration certificates

for claiming exemption.

However, they would be required to furnish Security Deposit in case they are successful

in the tender.

5) Submission 0f Techno-Commercial and Price Bids: Bidder should submit their tenders

in two parts through e-procurement mode only. The instructions on the portal shall be

followed, while submitting the tender. The E- procurement would be conducted by M/s

MSTC Limited.

Part - A : Techno-Commercial Bid

Part - B : Price Bid



Bidders are requested to upload the following documents in the MSTC portal.

a) Proof of payment/ exemption towards Tender Document Fee, Tender Processing Fee

& Earnest Money Deposit as mentioned above.

b) Copy of GST registration Certificate

c) Documentary evidence for Pre-Qualification Requirement

d) Technical Proposal in full with all the required forms and documentary evidence

e) Confirming the scope of supply as per technical specification.

f) Copy of the Price Bid without indicating Price

g) Signed and Sealed Integrity Pact Agreement.

h) For e-Payment

i) Complete contact details of the bidder.

j) All other documents in support to the technical proposal

k) Signed and sealed NIT complete document

6) Tender opening:

1. Part – A: The Techno-Commercial bid will be opened electronically on specified date and

time as given in the NIT.

2. Part – B: Price bid will be opened electronically of only those bidder(s) who have been

techno-commercially found acceptable. Such bidder(s) will be intimated the date of

opening of Price bid, through valid email.

7) E-Reverse Auction: Schedule of e-reverse auction will be communicated separately.

8) Confidentiality: You shall keep all the information shared with you as confidential and shall

not disclose the same under any circumstances to anyone, without obtaining written consent

from KIOCL.

9) Fraud Prevention Policy Of KIOCL: Everyone make a note that ‘fraud prevention policy’ is

being followed in KIOCL, which provides a system for prevention/detection/reporting of any

fraud. It also for bids everyone from involvement in fraudulent activity & that where any

fraudulent activity is suspected by anyone, the matter must be reported to the ‘Nodal Officer’

(Chief Vigilance Officer) as soon as he/she comes to know of any fraud or suspected fraud.

10) Purchase Preference Clause: The purchaser reserves the option to give a purchase

preference to the offers from MSME Units, in accordance with the policies of the Govt. from

time-to-time. For more details please visit our website link

http://kioclltd.in/downloads/EMPANELMENT-OF-MSEs.pdf . In case of SSIs /MSEs Firms

need to submit notarized copies of the relevant, valid registration certificates and/or Udyog

Aadhar Memorandum (UAM) Number for claiming exemption.

11) THE FOLLOWING ENCLOSURES ARE ATTACHED HEREWITH:

Volume I Functional, Technical and Operational Requirements

Volume I of NIT intends to bring out all the details with respect to solution and

other requirements that KIOCL deems necessary to share with the potential

bidders. The information set out in this volume has been broadly categorized

http://kioclltd.in/downloads/EMPANELMENT-OF-MSEs.pdf



as Functional, Technical, and Operational covering multiple aspects of the

requirements.

Volume II Instructions to Bidders, Price Bid, Contractual and Legal Specifications

Volume II of NIT purports to detail out all that may be needed by the potential

bidders to understand the Terms & Conditions, project implementation

approach, commercial terms and bidding process details.

12) Since the contract is executed at Bangalore, the courts at Bangalore will have jurisdiction

on any disputes for adjudication arising out of the contract.

13) The tender documents should not be altered /tampered by the bidders and it can only be

downloaded. The downloaded tender documents should be affixed with the seal and

signature and sent along with the techno-commercial offer. In case it is found to be altered

/ tampered, their offer will be rejected, their EMD will be forfeited and the company reserves

the right to ban such bidders.

Thanking you,

Yours faithfully,

For KIOCL LIMITED,

Sd/-

(D. Muralidhar)

Deputy General Manager (Purchase)

Tel (080)25531461 (10 lines) Ext 438

Mobile No. +91 9945106699

Fax: (080) 25630984 / 25532153

E-mail : [email protected] / [email protected]




VOLUME – I: FUNCTIONAL, TECHNICAL & OPERATIONAL

REQUIREMENTS



1. ABBREVIATIONS

Abbreviations Description

AD Active Directory

AMC Annual Maintenance Contract

AGM Assistant General Manager

ATS Annual Technical support

B&C Board & Coordination

BI Business Intelligence

BLR Bangalore

BRD Business Requirement Document

BFU Blast furnace Unit

Capex Capital Expenditure

CBT Computer Based Training

CMD Chairman cum Managing Director

COTS Commercial off-the-shelf

CP Consortium Partner

CPP Captive Power Plant

DARPG Department of Administrative Reforms and Public Grievances

DC Data Centre

DMS Document Management System

DMT Dry Metric Tonne

DRC Disaster Recovery Centre

EPFO Employees' Provident Fund Organization

ERP Enterprise resource planning

ETL Extract, Transform, Load

ETDS E-Tax Deducted at Source

EULA End User License Agreement

FMS File Management System

FRS Functional Requirement Specifications

GoI Government of India

GUI Graphical User Interface

GRN Goods Receipt Note

HCI Hyper Converged Infrastructure

HDD Hard Disk Drive

HR Human Resources

HLD High Level Design

IaaS Infrastructure as a Service

ICT Information and communications technology

ILT Instructor-Led Training

IPR Intellectual Property Rights

IT Information Technology

ITIL Information Technology Infrastructure Library

ISMS Information Security Management System




JV Joint venture

LAN Local area network

LDAP Lightweight Directory Access Protocol

LLD Low Level Design

LMS Leave Management System

LOI Letter of Intent

LTPA Lakh Tones Per Annum

MAF Manufacturer Authorization Form

MIS Management Information System

MLR Mangalore

MOP Manual of Office Procedure

MRPL Mangalore Refinery and Petrochemicals Limited

MSME Ministry of Micro, Small & Medium Enterprises

MSTC Metal Scrap trade Corporation Limited

MTBF Mean Time Between Failures

MTPA Metric tones per annum

NIC National Informatics Centre

NIT Notice Inviting Tender

NMDC National Mineral Development Corporation

NOC Network Operation Center

O&M Operation & Maintenance

ODMA Open Document Management API(Application program interface)

OEM Original Equipment Manufacturer

OMC Orissa Mining Corporation

OPEs Out of Pocket Expenses

Opex Operational Expenditure

OS Operating System

OWASP Open Web Application Security Project

PBG Performance Bank Guarantee

PF Port Facilities

PMC Program Management Consultant

PMIS Project Management Information System

PMO Project Management Office

PO Purchase Order

POC Proof of Concept

PPU Pellet Plant Unit

PSU Public Sector Undertaking

PT Performance Tests

QA Quality Assurance

QCBS Quality cum Cost Based Selection System

R&D Research & Development

REST Representational state transfer

RFP Request for Proposal




RINL RashtriyaIspat Nigam Ltd

RTM Reverse Traceability Matrix

SaaS Software as a Service

SAIL Steel Authority of India Limited

SEBI Securities and Exchange Board of India

SI System Integrator

SIT System Integration Tests

SIV Stores Issue Voucher

SLA Service Level Agreement

SME Small Medium Enterprises

SMTP Simple Mail Transfer Protocol

SOP Standard operational procedure

SP Service Provider

SPOC Single Point of Contact

SRS System Requirement Specification

SSD Solid State Driver

SSL Secure Socket Layer

TAT Turn Around Time

UAT User Acceptance Tests

UDDI Universal Description, Discovery and Integration

UI User Interface

UPS Uninterruptible Power Supply

VM Virtual Machine

VPN Virtual Private Network

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2. DEFINITIONS

Unless the context otherwise requires, the following terms whenever used in this NIT and contract have the following meanings:

1. “Asset” means any data, information, deliverable, solutions, services, products and materials

tangible or intangible that are procured, produced, developed, installed, maintained and serviced in due course of delivering the scope of Service provided by the System Integrator as per the requirements of the Volume I and II of this NIT;

2. “Confidential Information" means all information including Project Data (whether in written,

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

3. “Consortium Partner” means a member associated with the prime bidder to execute scope of

work and as per the roles and responsibilities defined in the Memorandum of Association submitted along with the Technical Proposal

4. “Contract” means the work order signed by the parties (KIOCL and Bidder) along with the

entire documentation specified in the NIT. 5. “Contract Price” means the price payable to the bidders under the Contract for the complete

and proper performance of its contractual obligations

6. “Day” means Calendar day 7. Down Time: Defined as the time during which the systems and/or services running on it are

not available and/or are deemed to be not available to the users in part or full due to any non-functioning repairs / problems etc.

8. "Deliverables" means the products, infrastructure and services agreed to be delivered by the

System Integrator in pursuance of the agreement as listed in Volumes I and II of the NIT and defined more elaborately in Volumes I and II of the NIT in relation to the Implementation Phase and the Operations and Maintenance Phase and includes all documents related to the solution, user manual, technical manual, design, process and operating manuals, service mechanisms, policies and guidelines and source code and all its modifications.

9. “Effective Date” means the date on which this Work order is signed by both parties. 10. Existing Service Providers - means the existing service providers working on applications in

KIOCL 11. “Intellectual Property Rights" means and includes all rights in the Software, its

improvements, upgrades, enhancements, modified versions that may be made from time to time, database generated, compilations made, source code and object code of the software, the said rights including designs, copyrights, trademarks, patents, trade secrets, moral and other rights therein.

12. “Material Breach” means breach that has an effect on (a) the ability of SI to perform/discharge

any of its duties/obligations under and in accordance with the provisions of the Agreement; and/or (b) the legal validity, binding nature or enforceability of the Agreement;



13. “NIT” means Notice Inviting Tender having documents consisting of Technical, Functional,

Operational, Commercial and Legal Specifications for the implementation of the Project, issued in 2 volumes (referred to as Volume I, Volume II) and includes the clarifications, explanations and amendments issued by KIOCL.

14. “Operation and Maintenance (O&M)” means and includes without limitation the services

including routine, periodic and milestone maintenance, and servicing to ensure continuous and efficient operation of the hardware, software and related services required for the Project.

15. “Personnel” means professional and support staff provided by the bidders assigned to perform

services to execute an assignment and any part thereof. 16. “Prime Bidder” means Agencies / Companies which is selected through the Notification

Inviting Tender (NIT) exclusive done for ERP implementation in KIOCL, and acts as Single point of Contact (SPOC) for the project

17. “Project location” means Place of work wherein the system integrator is supposed to provide the services defined in the scope of work to the KIOCL.

18. Payment Authority: The Payment authority is KIOCL 19. “Project” means System Design, Development, Implementation, Procurement of Hardware

and Software, Operations Management, Maintenance, Training, Testing, Handholding, Helpdesk, Networking for ERP solution across the locations of KIOCL as per the terms and conditions laid down in the NIT.

20. “Project Data" means all proprietary data of the Project generated out of Project operations

and transactions, documents and related information including but not restricted to user data which the System Integrator obtains, possesses or processes in the context of providing the Services to the users pursuant to this Agreement and the SLA.

21. “Performance Guarantee” / “Performance Bank Guarantee” / “Security Deposit” shall

mean the guarantee provided by a Nationalized / Scheduled Bank to KIOCL limited payable at Bangalore on behalf of the Bidder for the amount specified in the Datasheet in Volume II of the NIT

22. “Project Implementation” means Project Implementation as per the testing standards and

acceptance criteria prescribed in the respective section of the Volume II of the NIT.

23. “Project Implementation Completion date” means the date on which the proposed Modules are operational as per the functional, technical and operational requirements and successfully concluded to the satisfaction of KIOCL.

24. "Proprietary Information" means processes, methodologies and technical and business

information, including drawings, designs, formulae, flow charts, data and computer programs already owned by, or granted by third parties to a Party hereto prior to its being made available under this Agreement, or the SLA.

25. "Service Level" means the level of service and other performance criteria which will apply to

the Services as set out in the SLA. 26. “Service Level Agreement (SLA)” means the Project Implementation and Operation and

Maintenance SLA, executed by and between selected bidder and KIOCL, in terms of the Service Level Requirements as per the model set out in the Volume 1 of the NIT

27. "Services" means the services delivered to the Stakeholders of the Project seeking Modules



of ERP, the employees of KIOCL and other stakeholders as defined in the respective sections of Volume I, II of the NIT, using the tangible and intangible assets created, procured, installed, managed and operated by the System Integrator including the tools of information and communications technology and includes but is not limited to the list of services specified in Volume I & II of the NIT herein.

28. System Integrator (SI) means the selected bidder who is signatory to the agreement/work

order and have direct relation to provide the services mentioned in Volume I, II of this NIT. 29. Single Point of Contact (SPOC) for SI : The Primary Bidder submitting the bid and

undertaking the entire responsibility of successful completion of the entire project along with the AMC would be referred as the Single Point of Contact (SPOC) for SI.

30. “Stakeholders” means all the employees of KIOCL directly or indirectly related to the project,

all government departments / offices who are directly or indirectly related to project, all third parties involved in relation to project implementation.

31. "Third Party Systems" means Systems (or any part thereof) in which the Intellectual Property

Rights are owned by a third party and to which System Integrator has been granted a license to use and which are used in the provision of Services for this Project;

32. “DC” means Data Centre

33. “Up Time: Defined as the time during which the systems and/or services running on it are

available and/ or are deemed to be available to the users in full without any non-functioning repairs/ problems etc.,



3. INTRODUCTION

3.1. The Company Overview The Company has expertise in Iron Ore Mining, Filtration Technology & Production of high-quality Pellets. The Company aspires for emerging as a world class mining company with the highest standards in quality, production operations, and environmental safety. Currently, the Company operates a pelletisation plant with 3.5 Million tons per year capacity and having Blast Furnace Unit of 350 cum capacity in Mangalore, India. To sustain the current growth rate and to achieve its business objectives, the Company realizes the importance of robust Information Technology backbone to support its growth. With this in view, a program to develop an IT Strategy focused on IT interventions supporting business processes, understanding key technologies in metals and mining sector and importance of integration of systems across organization.

The Company has dedicated and experienced senior level staff having more than 25 years of experience in Operation and Maintenance of Beneficiation and Palletisation Plant. The Company has already entered several O&M works across India. It has entered O&M contract with NMDC for Iron Ore Beneficiation and Palletisation Plant and had O&M contract with M/s Orissa Mining Corporation (OMC) to operate and manage 1.4 MTPA Chrome Ore Beneficiation plant at Kaliapani Odisha, Operated Coke Handling System (Crusher Conveyors) of M/s MRPL, Mangalore. Under the Make in India initiative of Government of India the Company produced high grade Pellets out of imported high grade ore procured from Brazil and made first shipment of 64463 DMT high grade pellets to Iran.

The Company’s value chain

The Company’s value chain consists of end-to-end production of pellets and beneficiation of iron ore which include core functions such as Production of pellets, procurement and inventory, finance and accounts, human resource management, operations and maintenance management, process control, mining, mineral exploration and project management. These core functions are robustly supported by horizontal functions spanning the breadth of the organization include material management, commercial activity and Sales, Corporate Communications, Health and Safety, Law, Administration, Vigilance, Pollution Control, Raj Bhasha initiative (Hindi department), Medical, B&C, CMD’s office and other Director offices.

Key Functional Areas in the Company

The Company is structured into departments that manage the various functions across the Company value chain. Currently the Company’s core business is Pelletisation and related activities, such as, procurement of ore, manufacturing of pellets, and shipping and transportation of pellets to customers across domestic and international markets.

The Company is in the process of acquiring the mines to perform mining and started the mineral exploration activities and enhance the Blast Furnace Unit by incorporating forward and backward integration activities in the production of pig iron and its subsequent usage to manufacture end products such as steel.

The departments of the Company are categorized under generic business functions, with commonly used business function nomenclature and classification as given below:

• Executive Support (Includes the offices of the CMD’s, Director (Production & Projects), Director (Finance) and Director (Commercial)

• Upstream functions (Includes the departments of Mineral Exploration, Mining, Business development)



• Support Functions(admin, law, vigilance, corporate communication,Rajbhasha)

• Procurement and Inventory

• Finance and Accounts

• Human Resource Management

• Production & Quality Control

• Maintenance

• Marketing and Sales

• Tenders and Projects

• Business Enabler functions

Companyis moving to the next level of sustained performance by converting theemerging opportunities into potential success stories. Company is a debt free Company with surplus funds that can be invested for its growth. Therefore, Company has embarked on a transformational journey by large size capital investments.

In this regard, the Company has identified following road map and vision:

• Setting up of 1.79 LTPA Coke Oven Plant and 2.0 LTPA Ductile Iron Spun Pipe Plant along with Modernization of Blast Furnace Unit.

• Develop Devadari Iron Ore Block, in Bellary district, Karnataka with all infrastructure by end of 2022.

• Setting up of 5 MW Solar Power Plant in Karnataka.

• Setting up of 2.0MTPAPelletPlantwithM/s RINL at Vizag under Joint Venture.

• Modernization of Pellet Plant Unit, Mangalore.

• Mineral Exploration activities along with exploratory drilling on allocation of areas by Ministry of Mines, Govt. of India, and Govt of Karnataka.

Apart from the above, Company has entered in to a MoU with M/s SAIL for exploring the Techno- EconomicFeasibilityfor consideration of setting up of a Pellet Plant of suitable capacity at the premises of SAIL's Bokaro Stee lPlant (BSP) oratany other suitable location across SAIL's Integrated Steel Plant.

3.2. Objective and Goals of this NIT The primary objective is to set up an ERP system with a state of the art Information Technology across all aspects of the Company operation to position the company as efficient, competitive in the field of Pellet and Beneficiation segment of Steel industry.

KIOCL limited plans to Go-Live on Enterprise Resource Planning within a period of 9 months and 3 months for Stabilization from the date of award of contract. ERP system incorporates data from a variety of different business processes into comprehensive, enterprise-wide information and other required software to fulfill the business requirement of the KIOCL.

The main objective is to facilitate the day-to-day management of business operations by integrating areas such as production, maintenance, planning, purchase, inventory, sales, marketing, finance, human resource etc. and other Operations of KIOCL ERP, as a business and technology tool, would help the Company attain several operational and strategic business objectives, such as:

• Availability of one centralized database for use across multiple systems and multiple locations – a single version of information.

• Seamlessly integrated and quality information flow within the company as well as back and forth with customers and suppliers – across functions of various departments at various locations.

• Standardized and uniform policies and procedures across the IT landscape to facilitate the core



business activities

• Automated end-to-end workflows for monitoring, providing approvals and Management dashboards.

The primary goal of this NIT is to select aSystem Integrator (SI) for KIOCL through a competitive bidding process. This volume of NIT intends to bring out all the details with respect to the solution and other requirements that are deemed necessary to share with the potential bidders. The goals of NIT are further elaborated below:

• To seek proposals from potential bidders for providing the “bundle of services” implementation of the ERP implementation in KIOCL.

• To understand from the bidders how they propose to meet the technical and operational requirements of KIOCL

• To ascertain how potential bidders, propose to deliver the services and sustain the demand and growth in the requirements.

• To understand from the bidders as to how they intend to innovate further on this service delivery model.

• To arrive the selection of the System Integrator through competitive price

KIOCL shall be the final authority with respect to qualifying a bidder through this NIT. Their decision with regard to the choice of the SI who qualifies through this NIT shall be final and KIOCL reserves the right to reject any or all the bids without assigning any reason.

3.3. Stakeholders of Project

It is an accepted paradigm that ICT interventions in KIOCL should bear its inception from the needs of the stakeholders. The major stakeholder in KIOCL are employees. As a result, all efforts of streamlining the processes of the department to improve the service standards through IT enablement should take due cognizance of the expectations of the stakeholders. The other dimension is where KIOCL aims to benefit from ICT by increasing its own efficiency and competency to elevate its service delivery standards. The purpose of stakeholder involvement analysis is therefore to assess the overall project environment and to help identify key persons, groups or institutions with an interest in the project or program and assess how their interests may affect its success. The key stakeholders are identified and assessed the importance of key people, groups of people and institutions which are significantly influencing the internal & external activities of KIOCL. Therefore, the major stakeholders of KIOCL are categorized as follows:

Primary Stakeholders Secondary Stakeholders

1. Government of India 2. Ministry of Steel 3. KIOCL Board 4. Employees

1. Vendors 2. Application Providers 3. Businessmen &Traders 4. Contractors 5. Allied Departments

3.4. Roles & responsibilities

3.4.1. Project Management Consultant

Project Management Consultant is engaged to support the implementation of ERP in KIOCL in the following areas:

• Overall project planning and management in collaboration with KIOCL includes planning, supervising the overall progress of the project, monitor conformance with the timelines,



budgets and service levels.

• Review the scope and technical solutions covering all components provided by the SI

• Acceptance testing and acceptance

• Perform structured transition and rollout

• Post-deployment reviews

• Confirm and monitor service levels through the engagement with the SI through periodic reviews

• Monitor the implementation of the project according to the project plan and report to the KIOCL

• Assess the progress of the implementation and recommend KIOCL on payment against computation of milestones to the SI

• Risk Management and Risk Mitigation

3.4.2. System Integrator

KIOCL adopts a “bundling of services” approach to implementation. Accordingly, all the implementation components at KIOCL are “bundled” and contracted out to a single Systems Integrator (SI) who would act as a single point of contact and accountability for Design, Supply of the required hardware and software, implementation, integration and performance of ERP project in KIOCL. The bundle of services would include the following:

1. Study the requirement of the organization by visiting the project site/plant to understand the existing infrastructure, IT solutions/applications and then bid accordingly.

2. Program Planning and Management: Preparation of the project plan/blueprint, project charter and other preliminary documentation that provides a detailed view of the implementation activities to the KIOCL stakeholders.

3. Procurement, installation, and commissioning of system software and required licenses for implementation of ERP in KIOCL

4. Responsible to design the implementation blueprint and adequately assess the functional and non-functional requirements, taking into consideration the technical design, system configurations and customizations, integration requirements, etc.

5. Develop and deploy additional functionality that is scoped under the project

6. Procurement, installation and commissioning of required hardware and software licenses for the cloud model at Bangalore and Mangalore locations

7. Capacity building

i. Awareness and Sensitization of benefits of IT along with the application level training

ii. Trainers Training

iii. System Administration and Support Training

iv. Handholding support to the offices of KIOCL located at Bangalore and Mangalore a) Responsible for the various activities involved in testing, change management,

resource management, training, documentation, go-live and handover, as well as, post go-live support which include AMC and ATS.

b) Ensure participation of OEM’s representative of the software products procured as part of this NIT, who should mandatorily be present in KIOCL premises, in the Project review meeting (maximum 1 occurrence every month) without extra cost to KIOCL during project implementation phase.

8. Change management

9. Providing the required hardware and software tools for the development, Implementation and testing of ERP lies with the System Integrator.

10. Customization and configuration of the system Based on the functionalities designed, bidder shall be responsible for

• Configuring the ERP application according to the processes



• proposed systems should be scalable across modules as required

• Testing of configuration of modules

• The design proposed by bidder shall be realistic and flexible enough to take care of future changes/ additions in organizational structure and easy maintainability.

11. The bidder approximately needs to develop 100 reports. Approximately 10-15% growth is expected year on year for reporting requirements.

12. KIOCL & SI will mutually accept the additional work along with the additional cost required for the efforts needed as per the clause 5.3 and 5.8 of Volume 2 of the NIT.

13. Provide KIOCL with the OEM’s certification clearly certifying the same for different components proposed

14. Procurement, configuration and commissioning of specialized infrastructure and applications as necessary

15. Engage with and validate the solution from corresponding OEM as solution audit before every milestone completion to ensure that installation and configuration has been done in line with the guidelines and according to the best practices by the OEM

16. Utilization Statements/ Progress Reports

17. Data Migration and Integration as defined in the scope of work

18. Application, System and Network Maintenance

19. Helpdesk Support as defined in the clause xx

20. Presentation by the SI to be made to the management /officers on the status of the project and to the board if required at Delhi, Bengaluru, Mangalore at his own cost.

3.4.3. KIOCL limited

1. Setting up of PMO for implementation of ERP

2. Contract signing (Work Order) with selected bidder

3. Policy Directions and Guidance for successful execution of the Project

4. Creating a supporting environment for the success of the project

5. Timely Release of Payments to SI as per contract

6. Approval of various Project Components and Functionalities to be covered in the Project

7. Timely review the progress of the Project

8. Ensure deployment of appropriate handholding personnel

9. KIOCL shall ensure the accuracy of all information and/or data to be supplied by KIOCL to the Successful bidder.

10. KIOCL shall be responsible for timely provision of core team and necessary resources, information, and decision making under its control that are necessary to reach an agreed and finalized Project Plan within the time schedule.

11. KIOCL shall provide the office space, furniture and other supporting facilities within its premises for the Successful bidder’s team in accordance with the Agreed Project Plan

12. KIOCL shall be responsible for timely provision of resources, necessary access, and information necessary for the Installation, Commissioning (including Commissioning Acceptance) and Go - Live (including Go-Live Operational Acceptance) of the ERP System as per the Work Order.

13. KIOCL will designate appropriate staff for the training courses to be given by the Successful bidder and shall endeavor to make all appropriate logistical arrangements to KIOCL Employees for such training as specified.

4. SCOPE OF THE PROJECT

The primary scope of the project is to design, supply, install, implement and maintain the SAP ERP solution for KIOCL.



The bidder shall provide latest version of SAP S4 HANA and to be hosted on cloud as Infrastructure as a Service (IaaS) of Cloud Service Providers empaneled under MeitY (Ministry of Electronics & Information Technology)..

The scope of the “bundled services” to be offered by the SI shall include the following, however, the SI shall bring the required hardware, software, licenses, including networking components required to complete this project successfully

The KIOCL shall evaluate proposed SAP solution, technical features and zero deviation is expected from solution ( product, and associated software etc.) proposed by bidder. Bidder shall provide related documentary evidence to prove that solution meets all the requirements of the technical scope listed in this NIT.

Bidder shall propose SAP solution with set of key technical features and adhere to technical requirements of the KIOCL in context of compatibility to existing IT eco-system as well as future technology. The bidder shall propose solution for cloud-based Infrastructure as service (IAAS)..

4.1. Organizational Scope:

The ERP solution should cover the current operations and business functions of the Company, the solution shall be scalable to accommodate for future expansion operations such as Mining, Forward and Backward integration of the Blast furnace unit, etc.

The Bidder can visit KIOCL website for any company related information (www.kioclltd.in)

4.2. Geographical Scope

The Company currently operates in Bangalore and Mangalore locations, but there is scope for expansion by acquisition of mines in other locations such as Devdari mines.

The Bangalore location is the corporate office with a head count of about 110 employees. The Pellet Plant Unit and Blast Furnace Unit in Mangalore have a head count of about 800 employees. The ERP solution should take into consideration the geographical spread of the Company operations, with scope for expansion to locations where the Company acquires new mines.

The present geographical scope for this project is limited to Bangalore and Mangalore only. The proposed solution must be scalable and interoperable for future expansions.

4.3. User Scope

The proposed ERP solution and the implementation services are expected to cover the following user base of the organization. Similarly, the solution should address the processes or operations carried out by the users listed in the user base. The tentative number of users is as given below and the SI shall study and arrive at the final number of licenses during the Blue Print Stage

The end user license to be designed with the following parameter

Sl.No Description Total no of users

1. Total no of employees including labour contract 1500

2. ERP application user / single sign on 300

3. Employee self-service portal 800

4. ERP audit user 50

5. Concurrent session user 50

6. Development users 10

7. Dashboard user 15

8. Treasury Management users 2



Sl.No Description Total no of users

9. Business Planning user 2

10. Database / analytics As required

11. Financial Module able to handle more than RS.2000cr turnover

As required

Detailed Scope of Integrated ERP solution with Latest SAP Solution The SI is required to study the key process requirements, validate the tentative functional requirements provided in the NIT and develop the required solution. The SI shall visit the site for validating the functional requirements before configuration and customization of ERP required specific to KIOCL Limited. SI shall develop interfaces, Web services and required API's to integrate existing systems wherever required to the newly developed ERP system. The detailed Functional Requirement Specifications, Non Functional Requirements are given in section 10 of volume 1 of NIT. All the legacy systems will be replaced with the new system after the implementaion in a phased manner. The project will be managed by PMO and a designated SPOC of KIOCL Limited at all stages in the execution of the project. The changes suggested by KIOCL Limited after the finalization of the Blue Print shall be considered as change request. KIOCL & SI will mutually accept the additional work along with the additional cost required for the efforts needed as per the clause additional scope of work mentioned in the Section 5.3 and 5.8 of Volume 2 of the NIT 4.3.1. System Study, Design The SI shall carry out a detailed study of the systems to refine the Functional Requirement Specifications (FRS) provided as section 10 to this NIT and formulate the System Requirement Specifications (SRS) incorporating the FRS. The system study should also include different integration points as per the requirement of KIOCL Limited. The SRS preparation shall take into account, the process reengineering changes as required or as suggested by the KIOCL Limited. a. Requirement Gathering: The SI shall understand the requirements and propose a solution

which helps in meeting the specific requirements of KIOCL Limited. The SI must study the IT infrastructure needs of the project & visit the KIOCL Limited locations and gather the detailed requirement, understand the setup and propose the required solution for the implementation of ERP in KIOCL. The SI will be provided with the Gap Analysis report and the BRDs by KIOCL for better understanding of the ERP requirement.

b. Process Study: The SI should validate and review the available process study documents for the ERP application customization / development. KIOCL Limited will provide the relevant support, available reports and information required for completing the study

c. Review and Update FRS: Review, update and incorporate the changes in the FRS for enabling the ERP modules identified for implementation under the project.

d. Preparation of Blueprint and Design of Solution: Prepare a Blue Print report based on an independent assessment of the requirement of KIOCL Limited and the validated functional requirements for implementation of ERP in KIOCL limited

e. High Level Design (HLD): Once the SRS is approved, the SI would create High Level Design

(HLD). The SI would prepare the HLD and have it reviewed, recommended by PMC and approved by the SPOC of KIOCL Limited



f. Detailed (Low Level) Design (LLD): The Low-Level Design (LLD) would interpret the approved HLD to help application development and would include detailed service descriptions and specifications, application logic (including “pseudo code”) and UI design (screen design and navigation). The preparation of test cases will also be completed during this stage. KIOCL Limited SPOC will sign off the LLD documents.

g. Design and development of ERP policy for KIOCL

I. Prepare readiness plan for the department with definite timeline for providing the required documents, data requirements and support to align the ERP implementation schedule provided in the RFP

II. Prepare a policy covering impact analysis of each ERP module to identify the gaps and accordingly design the risk and mitigation policies for successful implementation.

III. Prepare a policy for validation of Recovery time as per MeitY Guidelines objectives to understand how quickly (hardware can be made available in case of hardware failure).

IV. Prepare a policy for validation of Recovery point objective to understand the Company’s tolerance for the data loss in case of failure.

V. Prepare a policy for designing system interdependencies policies to allow and implement ERP module considering all possible dependencies

VI. Prepare a policy for categorization of a system basis of needs and criticality. VII. Prepare a strategy covering risk of overall system including hardware, software and

replication failure. VIII. Prepare polices regarding all kinds of risks which occur during module outage and the

restoration policy IX. prepare polices regarding all kinds of risks which occur during hardware connected on

network and for IT/OT integration hardware outage and the restoration policy X. Prepare the policy covering operation and maintenance of a system XI. Prepare a policy covering regular maintenance and checks

Deliverables:

• Department readiness report

• Process Study Report and Gap Analysis Report

• Preparation of SRS and Design of Solution

• Review and Updating of FRS

• High Level Design (HLD)

• Detailed (Low Level) Design (LLD)f

• Policies for Implementation of SAP

4.3.2. Design of ERP Solution and Blueprint The SI would design the SAP modules with minimum customization in accordance with the approved requirements specifications and design specifications and according to the approved Project Plan; and carry out the Unit Testing of the application in accordance with the approved test plans. The SI shall also develop a Data Migration Utility/application for the additional functionalities with all the formats and tools to load the data into the single database. This will migrate data from legacy-based systems to the new database. The user acceptance testing and fine-tuning of the application would be at KIOCL office locations

The SI would develop the solution based on the specifications finalized through the System Requirement Specifications (SRS) and to design SAP solution for the following modules

1. Procurement and Inventory 2. HR and Payroll with ESS 3. Project Management 4. Financial Management 5. Plant Maintenance



6. Production and Quality control 7. Reporting management / MIS / Analytics /BI 8. Document Management System

• File Management

• Master data Management

• Document Repository The SI shall develop a Blue print based on the following aspects but not limited to

1. Describe the functional area identifying the end-to-end business processes of KIOCL and

identify the integration points for the same. 2. Mapping the SAP processes to the KIOCL Business Processes 3. Describe Comprehensive Systems Architecture and SAP design for the ERP System 4. Describe the solution design which shall include solution architecture, hardware deployment

architecture, network design, security architecture etc., for the ERP system. The description should give the complete architecture of the proposed SAP system. The documents including application functional architecture, format of all input screens including data entry requirements, format of all reports that would be generated by the SAP system, access control mechanisms, data security and audit trails to ensure that databases are not tampered with or modified by unauthorized users

5. Develop implementation document with respect to configuration, customization, and extensions as per the requirement of KIOCL Limited.

6. Design system architecture to satisfy all features, functions, performance, and security as described in this document including sizing of the required hardware for integration.

7. Strategy for Solution development and/or customization and/or configuration and/or extension as required. The SAP system design must be such as to require the minimal installation.

8. Develop the requirements for management reports, dashboards, business intelligence tools, SMS gateway and Data migration and Integration in line with the expectations of users provided in the functional requirements

9. Strategy for Formulation of test plans and test cases for additional functionalities and different integrations with external agencies

10. Define end-to-end future business processes with a clear note on the gaps identified 11. Propose Solution for the gaps identified and develop the blueprint for implementation of SAP

in KIOCL 12. Additional aspects, if any, to complete the implementation of proposed solution shall be

considered by SI. Deliverables

a) SAP Blueprint including all the architectural requirements like Solution Architecture, Hardware

Deployment Architecture, Network Design, Security Architecture etc. b) Sign-off from KIOCL Limited

4.3.3. Business Design

Business Process design provides a framework for scoping, defining, launching, and managing a business process transformation project. The SI will perform a business study and prepare business design documents with required process design, process enhancements and gap-fitment analysis to map all business requirement of KIOCL in the SAP System.

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

I. Functional Refinement: This refers to works improvements to a single process or a function

within the organization where the changes involved may not be major in terms of the organization. The processes of all departments of KIOCL need to be simplified into logical



steps. All processes need to be depicted into simple flow diagrams with clear linkages. This will help in reviewing some of the old manual practices in view of the integrated system scenario of the future. The SI also needs to explore and recommend the standardization of processes across all lines of businesses of KIOCL

II. Functional Integration and Elimination of redundant Activities: After simplifying the processes, all processes are to be reviewed to eliminate the redundant steps and practices. Non availability of information across the departments results in repetitive and redundant activities in a manual work environment.

III. Process Redesign: A process redesign examines the entire value chain of the SAP to see

where improvements can occur. This is a systemic view of its processes and analyze whether the current set of processes is capable to taking the organization to its vision state. This involves identifying gaps and disconnects and redesigning to eliminate them.

IV. Business Redefinition and Solution Configuration: Business redefinition builds on the process redesign. This aspect reviews whether the department and its links with various stakeholders and partners in terms of service delivery are sufficient to provide the cooperative advantage necessary to succeed. After finalizing the To-Be process map, configuration through standard SAP system to be done. Configuring the To-Be processes in the system should be able to address all the defined requirements.

During the Business design the SI is expected to conduct workshops to the key stakeholders, give detailed presentations on the Business Design, which will include the gap analysis and specific recommendations for adoption of new improved business processes by KIOCL. Deliverables a) Business Design document covering complete requirement of KIOCL b) Sign-off of Business Process Design document 4.3.4. Document Management System (DMS): KIOCL envisages integrated e-Office project to develop an IT platform to enhance office productivity and streamlining internal processes. The platform shall provide firm foundation to horizontal and vertical structure, e.g. identity management of employees and offices, dynamic workflows & workflow libraries, other common components as per the requirement in an SAP environment. The DMS shall have the following features: a) To efficiently handle the communication within KIOCL offices / officers b) To improve the knowledge Management practices. c) To facilitate electronic record management. d) To facilitate the online approvals, authentication of electronic record using electronic

signatures. e) To provide the visibility of pending work at all levels

The Automated system shall help all the employees of KIOCL in effective planning, coordination, and execution of their day-to-day activities. It will also bring transparency & accountability in the system and provide additional tool for senior management to analyse their employee performance at various levels. Detailed functional requirements for DMS are provided in the FRS section 10 Deliverables



a) Integration and Installation of DMS 4.3.5. File Management System (FMS) FMS system shall conduct all KIOCL office correspondence in electronic form duly avoiding paper correspondence to have transparency, speed in decision making, save paper etc., The application which deals with file management shall create a file, track movement of the file and retrieve it at times it was asked, thus managing the life cycle. The FMS application shall be customized to suit KIOCL office needs. Digital signature will be procured by KIOCL and shall be managed by SI. The system would address following functionalities

a) Creation of New file b) Document Capture c) File attachments d) Version Control e) Creation of workflow f) Creation of files other than Note and Continuation note g) Document viewer h) Forms Processing / Data Capture i) Search and Retrieval j) Meta-data Management k) Document Review and Approval l) Document Hierarchy m) Security n) Integration with e-Mail System o) Comprehensive MIS Reporting p) Transaction codes q) Digital Signatures r) Print file s) Contact details 4.3.6. Data Management:

1. Compatible with different data storages like Flat file storage, relational databases, and big

data storages. 2. Supports on-demand processing with its own data ETL process 3. Supports integration with existing or market leading data preparation/ management platforms 4. Functionality for admin users to create new dimensions, derived metrics etc.,

4.3.7. Access Management:

1. SI shall provide the authentication solution for SSO and/or AD/LDAP authentication. 2. Hierarchy of user access viz. View, Design, Modify, Admin access. 3. Allows a domain-based edit access while view access should be available to all users. 4. Risk analytics should be able to edit risk reports only but should be able to view all records

4.3.8. Business Intelligence

The BI System/ Tool should have the following features:

1. Analytics and Reporting

a) SI shall provide the latest Analytics and reporting solution, b) Approximately 100 numbers of reports need to be provided, there shall be an increase of 10-

15 % every year.



c) A GUI based system where all business users can view/ save/ download/ schedule various enterprise metrics/ dashboards and their summary without any programming efforts

d) Capable to filter all key business metrics based on various parameters e) Capable to pull the report for a specified performance period in a pivot table & different

graphical layout. f) Capable to compare metrics across various parameters in a chart or graphical formats

2. Automated Dashboard Design:

a) Capable to produce dashboards automatically with real time data for system integration and

publish to the respective key stakeholders b) Capable of making ad-hoc query commands as well as GUI based design (drag and drop)

along with rich analytical functions

4.3.9. Installation, configuration, customization, integration, and testing The proposed SAP Solution shall extend to the full functionality to deliver all the services, to internal and external stakeholders. Where a standard product is being proposed for deployment, the effort should include configuration and customization to meet the full requirement.

It shall be the responsibility of the SI to prepare a Reverse Traceability Matrix (RTM) covering all the requirements defined in the SRS document, signed off by the user departments of KIOCL. KIOCL will assist the SI in providing the support and inputs in getting the signoff from the user departments.

The SI shall deploy a dedicated team experienced in installation, configuration, customization, integration and testing, implementation, deployment of the proposed SAP system. SI shall make sure a minimal customization to be made to the proposed SAP modules. This is important to ensure that future upgrades, enhancements and bug fixes are not impacted.

1. Every custom development must be documented in detail and the code / script should be

properly annotated with comments. 2. Configuring the specific SAP modules, third party bolt-on applications, development of

interfaces wherever and whenever necessary. 3. The SI shall ensure that the proposed SAP system provides adequate interfacing

mechanisms (both at the application and data level) with a view to integrate future applications of KIOCL. Such interfaces shall follow industry standards such as Application Programming Interface (API’s) and web services.

4. The SI shall supply and install the application, database and related software, integration tools, along with the customized source code and requisite perpetual licenses for SAP. The SI shall also describe and document the process to be followed for installing and operating the same.

5. The SI shall install required software on cloud-based environment 6. The SI shall consider stakeholder inputs when they are finalizing all processes including user

interfaces, mode of data entry, storage and retrieval, output reports, queries, and the application design as a whole.

7. The SI shall provide Plans for User Acceptance Tests (UAT) and System Integration Tests (SIT) including Performance Tests (PT) to KIOCL and/or its designated Third-Party Agency and make the necessary changes to the SAP configuration to optimize performance.

8. The SI must ensure that granularity is built in the SAP application modules, sub modules and individual functionalities so that these functionalities can be enabled or disabled through the application administrator as per requirement.

9. The system must possess easy-to-use user interfaces, able to perform tasks with minimum of clicks, maximum select options and provide suitable short-cuts wherever possible and guided through screens.

10. The SI shall create and manage all necessary master files for the proposed SAP solution



11. Configuration of Users, providing access as per roles defined 12. Updation of Installation Manuals with lessons learnt/identified Gaps 13. To implement the solution in all locations under KIOCL Limited – based on an independent

assessment of the software, user acceptance and testing 14. To ensure that the software design and implementation takes care of necessary security

aspects such as data safety, access controls, integrity, back up measures 15. Incorporation of changes, if any, in the solution 16. Implementation and roll out of the solution at all the implementation locations 17. During the pilot implementation / parallel run the application should have synchronized with

existing applications which are in use without hampering the services 18. The SI shall host the SAP system at the facility finalized by KIOCL 19. The Enterprise grade Server operating system should support the essential network services

like Directory Services, DNS, DHCP, Radius, Web Server, Application server, Cluster services (High Availability and Fail over Support), Global File system support and virtualization.

20. Regular analysis of events and logs generated in all the sub-systems including but not limited to servers, operating systems, security devices, etc. to identify vulnerabilities. Necessary Action shall be taken by the SI in accordance with the results of the log analysis. Suitable mechanism has to be maintained for security and forensic related logs or as per requirement of IT act and that of other government regulations issued from time to time.

Enterprise Resource Planning system together with relevant database, licenses and other software in conformance to Industry standards. The SI shall ensure that the deployment of ERP application shall follow and comply with contemporary principles of Information Security Management System (ISMS) i.e. ISO 27001. The SI shall ensure the deployment of management and monitoring tools like Project Management, Application Performance Monitoring, version control (software as well as document), bugs tracking tools etc.

4.3.9.1. Special Conditions for the Software

1. All the software envisaged is required to be licensed to KIOCL. 2. The solution configuration and customization (including development and Administration)

should be performed by SI using SAP licenses procured for KIOCL. 3. The SI would be responsible for providing information pertaining to the SAP product

(including new features, functionality, releases, patches) during the course of the SAP implementation project at KIOCL.

4. The SAP OEM would be responsible for product information and upgrades as per the contractual obligations under the End User License Agreement (EULA) and license contracts to be signed with KIOCL.

5. The proposed SAP product along with the associated software, third party software etc. shall be able to meet the desired functional and technical requirements as specified in this tender unless otherwise agreed.

6. The proposed SAP product and related software shall be latest stable releases. Beta version of the software shall not be supplied.

7. The SI shall furnish the requirements and details of system software and details of the supporting software like operating systems, Anti-virus solutions and Networking equipment etc. The Bidder should also make sure that such software/operating system/other environment shall be certified by the SAP OEM

8. SAP licenses are transferable without any limitation within KIOCL across locations and functions.

9. KIOCL would have single agreement with SI for procurement, supply, installation and maintenance of software. However, KIOCL will sign the End User License Agreement (EULA) with OEM, as required.

10. Bidder should provide latest SAP versions of software tools included as part of the SAP solution. These tools should be in conformance to leading industry practices, accepted industry standards and allow suitable modifications to changing business conditions.



11. These tools and automation features should be a part of the implementation for KIOCL with maximizing efficiency and quality of implementation.

12. It is expected that Bidder will include all such software costs in the bid price. KIOCL shall not be responsible for any techno-commercial omissions, mistakes and Bidder will be asked to pay for any such purchase required

Deliverables a) Installation, customization of required SAP system for KIOCL

4.3.9.2. Software Testing

1. To design test cases for the solution testing using the data 2. To prepare the testing approach and plan 3. To perform the testing of the solution based on the approved test plan, document the

results and fixing of the bugs found during testing Note: Testing and QA requirements are mentioned in the Annexure -1

Deliverables a) UAT signoffs

4.3.10. 3rd Party Certification

SI shall perform Third Party Audit and Information Security Management System (ISMS) certification every year for the SAP Application during the contract period deployed at KIOCL and the cost for the same shall be borne by SI.

Deliverables a) Third Party Audit Certificate b) Information Security Certification

4.3.11. Go-live and Handover

1. Cutover verification: This activity shall be carried out in the production system in order to certify the system readiness to Go Live. This shall involve key users representing the different functions.

2. Bidder shall help with the test cases for the users to use the SAP modules installed. Bidder shall test and validate for all issues and troubleshoot to get the SAP modules operational as per user expectation and acceptance by the company.

Deliverables

a) Go-Live signoffs

4.3.12. Post Go-live stabilization

Bidder shall provide the stabilization of SAP solution within 3 months period from the date of go-live in KIOCL premises. The SI shall provide post Go-Live support, as part of this scope; by continuing the deployment of the technical and functional consultants at site for full three months after implementation and Go-Live. During the stabilization period the SI would help KIOCL users to correct any errors/bugs incurred while executing transactions, generating



reports, handholding for one financial quarter closure. The SI will update the user manuals and configuration manuals accordingly.

Deliverables

a) Go-live Stabilization Signoff 4.3.12.1. Hosting the proposed SAP system in the Cloud (On-Cloud) 1. The SI shall choose one of the MeitY empaneled Cloud Service Provider (CSP) for hosting the

proposed ERP solution 2. Bidder Shall provide all the required hardware and software to integrate the control systems

located at PPU and BFU Mangalore to establish the cloud connectivity. The required bandwidth shall be provided by KIOCL. The bidder shall visit the site for initial assessment if required at their own cost.

3. The SI shall be completely responsible for the sourcing, installation, testing, commissioning, and certification of all the necessary ERP application, software licenses and hardware required to deploy in the cloud.

4. SI shall be responsible for Cloud Service Provisioning Requirements, Data Management, Operational Management, Cloud Network Requirement, Cloud Storage Service Requirements, Application Hosting Security, Cloud Hosting Security, Application Performance Monitoring (APM), Backup Services, Database Support Service, and Helpdesk Support

5. SI ensures that support and maintenance, performance and up-time levels are compliant with SLAs. The SI is responsible for sizing the hardware to support the scalability and performance requirements of the solution. The SI shall ensure that the servers and storage are sized adequately, and redundancy is built into the architecture that is required to meet the service levels mentioned in the NIT.

6. SI shall ensure the following cloud features as per MeitY guidelines a) Provide a comprehensive framework to setup a cloud platform that could deliver services

on IaaS platform b) The SI shall provide On-Cloud Infrastructure as service (IaaS). The service provider shall

adhere to MeitY guidelines/ policies and shall be empaneled, audited in MeitY and shall provide the solution as per MeitY guidelines.

c) Should be able to abstract Infrastructure elements (compute, network, and storage) from templates/images regardless of hypervisor, server, network and storage hardware.

d) Should be able to isolate & allow secure access for cloud services, all cloud services portals – User portal, Administrative portal, Tenant portals & Dashboards shall be operated in a secure manner.

e) Management Software Platform should provide service measurement (Chargeback/Show back) with the capabilities to assign cost to different compute elements

f) The System should support Multi - Tenancy through creation of projects. g) It should also provide Administrators a dashboard to manage resources, access control for

users, quotas for users, etc. and Integrate with LDAP and AD for user authentication h) The Cloud Orchestrator software should interact with underlying virtualization layer and

expose its functionality over web-based APIs and REST. including Open Stack APIs for both administrative and cloud service functions

i) These APIs should allow future integration of solution with any leading Service Desk, Help Desk related Enterprise Management Software in the industry

j) The Cloud software is licensed per server for the duration of the project 7. The Application Performance Management tool is an essential requirement in this project and

the same needs to be provided as a part of the current offering. 8. The bidder Shall host the solution at NIC cloud Meghraj / empaneled under “MeitY”. Details of

NIC Cloud Meghraj can be seen at https://cloud.gov.in/. “The core switches should be provided by SI. Based on the requirement, the bandwidth will be provided by KIOCL”

9. The Cloud Service Provider (CSP) shall provide cloud service at Data Centre having Tier 3 and above certification and must be ISO 27001 Certified.

https://cloud.gov.in/



10. The Cloud service provider should meet any security requirements published (or to be published) by MeitY or any standards body setup / recognized by Government of India from time to time and notified to the CSP by MeitY as a mandatory standard.

11. The scope of Work for the SI for hosting the application on Cloud is as follows

i. IT Hardware provisioning: SI shall make provision for servers and storage to integrate with the existing network. The servers shall be provisioned in redundancy for production and standalone implementation to be done for test and development.

ii. IT Hardware logical provisioning: SI shall create logical domains on servers to provision application, web-layer, and database layer. Bidder shall also use virtual machines wherever required to run the software.

iii. Installation of SAP modules: SI shall install the SAP modules for production, test and development environment.

iv. Implementation of Active/Active cluster: Bidder shall install active/active cluster for production servers and active/passive cluster for test and development servers

v. Implementation of Data base: Bidder shall install Database software on the logical partition which shall be created on the servers.

vi. Installation of licenses for each module: Bidder shall install the relative license required for each module. The bidder shall procure license considering the current licensing used within Data center.

vii. Configuration of SAP modules: SI shall configure the module as per the customizations required. If the Company wishes some additional configuration and customization bidder shall perform as per the process defined in Section 5.3 and 5.8 of Volume 2 of the RFP

viii. Configuration of clustering for application and database: Bidder shall configure the clustering required between production servers for application, web and database layer. The clustering mechanism shall be active/active for production

ix. Configuration of clustering for test and development: Bidder shall configure clustering for Test and development environment. The clustering mechanism used shall be active/passive for test and development to verify the high availability

x. Configuration of licenses for each module: Bidder shall configure the license required for each module. Licensing shall be factored to include and extend for usage under Enterprise licensing.

xi. Load application data: SI shall load the data in respective module. Bidder shall ensure to synchronize the data to maintain the consistency.

Deliverables:

a) Provide Infrastructure as per requirements of KIOCL b) Services as per Service Level Agreement (SLA) 99.5% uptime c) Communication facilities need to be provisioned as per the requirements. d) Media as per requirement for Backup and recovery e) Sharing of Daily infrastructure utilization by email to KIOCL as per the reports specified. f) Quarterly full back up on HDD/ SSD Managed Services by the cloud service provider g) Shall provide the health monitoring from their Network Operation Center (NOC)service h) Proactively, compared to reactive, maintain the objects under management

4.3.13. Data Migration and integration 4.3.13.1. Data Migration

1. Data Migration: Migration of the data from the legacy systems to the new system will include

identification of data migration requirements, collection and migration of user data, collection and migration of master data, collection and migration of documentary information, and migration of data from the legacy systems.

http://www.mspalliance.com/2012/08/noc-network-operation-center/



2. The SI shall perform the migration from the existing systems / applications to the newly developed integrated application. The data migration to be performed by the SI shall be preceded by an appropriate data migration need assessment including data quality assessment.

The data migration strategy and methodology shall be prepared by SI requires a formal approval from KIOCL Limited. However, it is the ultimate responsibility of SI to ensure that all the data sets which are required for operationalization of the agreed user requirements are migrated. Any corrections identified by KIOCL Limited or any appointed agency, during Data Quality Assessment and Review, in the data migrated by SI, shall be addressed by SI at no additional cost to KIOCL Limited. So far as the legacy data is concerned, they are either available as structured data or unstructured data in the IT systems that are currently used by KIOCL Limited for related work. Almost all of such data items relevant for KIOCL Limited Operations are maintained at all the office of KIOCL Limited.

3. Data Migration Requirements: Mapping should be done between the different data sources

after the approval of KIOCL Limited, as there could be structural difference in the currently stored data.

i. To carry out the migration of legacy electronic data to the New System. ii. To provide with the checklists of the migrated data to KIOCL Limited for validation,

including number of records, validations (where possible), other control/hash, and total highlighted errors, abnormalities, and deviations.

iii. To incorporate corrections as proposed. iv. To get initial sign off from KIOCL Limited for migrated data. v. At the end of migration, all the data for old applications must be available in the new

database. 4. Scope of Data migration: The SI is also responsible for migrating all the information/ data

available in the existing applications of KIOCL Limited to the newly developed integrated system as part of the implementation in all the locations of KIOCL Limited. SI shall validate the data in the existing applications and migrate the data to the new system.

5. The approximate volume of data that is needs to be migrated is about 100 GB.

6. The Data is available at servers and personal computers located at Bangalore and Mangalore locations. The raw data will be provided in soft copies of the data / database tables from the legacy systems to the SI. SI shall carry out cleansing of data and convert into required format and migrate to the newly developed SAP solution.

7. “Integration to be carried with DCS or control systems with suitable add on hardware and

software at Mangalore and also with Auto CAD, SURPAC etc., as detailed in Annexure 3 8. Guidelines for Data Migration

a) SI shall formulate the “Data Migration Strategy document” which will also include internal quality assurance mechanism. This will be reviewed and signed off by KIOCL Limited prior to commencement of data migration.

b) SI shall incorporate all comments and suggestions of KIOCL Limited in the Data Migration Strategy and process documents before obtaining signoff from KIOCL Limited

c) SI shall perform mock data migration tests to validate the conversion programs. d) SI shall ensure complete data cleaning and validation for all data migrated from the

legacy systems to the new application. e) SI shall validate the data before uploading the same to the production environment. f) SI shall generate appropriate control reports before and after migration to ensure

accuracy and completeness of the data.



g) SI shall convey to KIOCL Limited in advance all the mandatory data fields required for functioning of the proposed solution and which are not available in the legacy systems and are required to be obtained by KIOCL Limited.

h) In the event it is unable to obtain all the mandatory fields as conveyed by SI, SI shall suggest the most suitable workaround to KIOCL Limited. SI shall document the suggested workaround and sign-off will be obtained from KIOCL Limited for the suggested workaround.

i) SI shall conduct the acceptance testing and verify the completeness and accuracy of the data migrated from the legacy systems to the proposed solution.

j) KIOCL Limited may, at its will, verify the test results provided by SI. k) Historical logs should be maintained by the system

9. Data Quality: The Agency shall perform the Data Quality Assessment for the Data

migrated by SI to the system. The errors/gaps identified during the Data Quality Assessment shall be addressed by SI before moving the data into production environment, which is a key milestone for Go-live of the solution.

Deliverables

a) Data Migration Strategy Report b) Data Migration Report (after completion of the migration) for sign-off 4.3.13.2. Data Integration With the steadily increasing importance of system integration, KIOCL seeks a possible solution for its various integration needs as there are different control systems running at various plants as detailed in Annexure 3 and also applications like SURPAC, Auto CAD, etc., The Existing licenses for Auto CAD, SURPAC will be provided to SI. Data integration activities for SI shall include, but are not limited to, the following:

1. Providing required hardware and software for the integration shall be the responsibility of

the SI for IT/OT integration of control system at PPU and BFU located at Mangalore and also other system as detailed in Annexure 3

2. Provide a stable, robust integration solution to meet both external and internal application/data expectations of availability anytime, anywhere.

3. Facilitate seamless, secure electronic access to information and services between different modules

4. Provide a mechanism to be able to monitor and measure data integrations. 5. Assess and understand data requirements primarily focusing on critical systems and data. 6. Identify all critical data sets potentially shareable among multiple systems or departments 7. Identify and document external data sources. 8. Develop data integration model templates and guidelines for data extraction and

integration 9. Perform data extraction and transformation to the new system The additional integration requirements are provided in the Annexure 3

4.3.14. Training and Capacity Building

The SI shall be responsible to provide training to the steering committee, core team members, end users and IT of KIOCL at various stages of the development and implementation. However, required infrastructure like telephone, space, power, table, chair etc will be provided by KIOCL, the software tools, any hardware like servers etc required for successful completion of training to all levels to be taken care by SI.



1. Identification of Trainees: The KIOCL limited shall identify the trainees for the capacity building and change management activity

2. Develop Overall Training Plan: SI shall be responsible for finalizing a detailed Training Plan for the program in consultation with KIOCL Limited officials covering the training strategy, environment, training need analysis and role-based training curriculum. SI shall own the overall Training plan working closely with the Training team. SI shall coordinate overall training effort.

3. Develop Training Schedule and Curriculum: SI shall develop and manage the training schedule in consultation with KIOCL Limited, aligned with the overall implementation roadmap of the project and coordinate the same with all parties involved. Training schedule shall be solution based and shall be optimized to reduce business impact and effective utilization of Training infrastructure and capacities. The training curriculum for the training program should be organized by modules and these should be used to develop the training materials. The training curriculum shall outline the mode of delivery, module structure and outline, duration and target audience. These sessions should be conducted such that the users of the application/modules are trained by the time the application “goes-live” with possibly not more than a week’s gap between completion of training and going live of modules. Continuous reporting (MIS) and assessment should be an integral function of training.

4. Types of Training: Following kinds of training needs to be provided by the SI:

i. SAP Sensitization workshop: Sensitization workshop will be provided to members of higher management of KIOCL. The training would provide high level understanding of the SAP system and its functionalities. The session will also highlight the unique requirement of the proposed SAP system.

ii. SAP Management Dashboard Training: This entails training provided to Senior Management to be able to access and extract reports and other relevant analytical data for quick decision making.

iii. SAP Champions Training: This entails providing a detailed step by step training to SAP core team members, so as to enable them for future maintenance of the system and addressing of functional queries if any.

iv. SAP Core/Functional User Training: Functional training would be provided to nominated SAP users. This training would focus on user specific requirements and address the daily working and reporting requirement in the SAP system. A Refresher training of all the functions needs to be provided to update the knowledge of SAP systems. The refresher course needs to be user specific.

v. Technical Training: This training will be given to the technical team responsible for carrying out technical activities related to the system like maintenance of database, operating system, backups etc.

vi. DMS and File Management Training: Training for all the employees to use DMS/File management and Self-service portal. The same may be provided at training centers in batches for employees of KIOCL.

Note: a) The Sensitization workshop, Management dashboard, SAP Training for Champions and

Core functional user trainings will be conducted at KIOCL premises (Corporate office or Regional office as the case may be) where in the Infrastructure such as Desktops and Projector will be provided by KIOCL.

b) The Technical Administration training will be conducted by SI’s at its own training center using its own infrastructure. The bidder is also expected to provide for ONE refresher training for the Technical Team.

c) The SI will have to provide all training manuals and other tutorials for these trainings. These trainings may be arranged in batches to be effective



5. Develop Training Material: Based on their needs and the objective, training programs could be organized under the following themes:

a. Role-based training on the application – Basic and Advanced. This training should be in a

role based, benchmarked, and standardized format and lead to learning completion and assessment. It should also allow for self-learning and retraining. Training would include mechanism for demonstration using audio/video/simulated/demo practice exercises and evaluation of trainees.

b. “Train the Trainer” programs, where members of the KIOCL Limited staff would be trained (approximately 25 employees) to enable them to conduct further training programs, thus helping build up scalability in the training program and also reducing the dependency on external vendors for training.

c. Design and development of the Training Manuals, User Manuals, Operational and Maintenance Manuals for all the modules developed.

SI shall ensure that the training content meets all the objectives of the training course. The material shall be developed in English. SI shall also develop the training material for delivery through Computer Based Training, Instructor Led Training, Online User Material/Help Manuals and Job Aids. SI shall provide detailed training material providing step-by-step approach in soft and hard copies to all trainers for reference.

6. Number of Trainees: The following table provides an indicative training plan for users of

various KIOCL offices based on the nature of their responsibilities.

Particular User Matrix

Sensitization Workshop Higher Management and above - 20 users *

Management Dashboard Training 50 users *

SAP Training for Champions 25 users * Two (2) user per SAP module per Department or location

Core Functional User Training 300*

Technical Administration Training 40 *

Training for DMS/Self Service portal use

DMS/File Management -300* Self Service Portal- 900 *

* These numbers are based on current assessment & actual may vary during the project implementation

7. Training Approach

a) A training needs assessment of KIOCL ERP core team members as well as end users will

be conducted by SI as a component of process improvement and change management. Training needs should be continuously refined and frequently reconfirmed with the end user community as the project progresses.

b) Training would be in the form of hands-on training on the SAP system. The SI will have to identify specific functional trainers to provide classroom-based hands on training to the identified users. The SI will also provide detailed online training manuals in each functional area of SAP system. The SI is required to make suitable efforts while designing the training plans so that the functional knowledge transfer to KIOCL end users and officials happens in a time bound manner.

8. Training Effectiveness Evaluation: SI shall evaluate the effectiveness of all end user’s

trainings using feedback form and will be responsible for analyzing the feedback and arrange for conducting refresher training, wherever needed.



KIOCL Limited will periodically monitor the training effectiveness through the performance metrics and Service levels and the SI shall comply with the same. SI shall help the KIOCL Limited with complete Change Management exercise needed to make this project a success. In fact, Change Management will have to subsume ‘training’ as a key enabler for change. Refresher training can be carried out by the internal trainers subsequent to the System Integrator trainings.

4.3.15. OEM Training

SI shall provide training on the proposed product for 2 members from each module at the designated training facility of the OEM in Bangalore. SI shall bear the cost of Training excluding the travel allowances. Certification to be given to the trained members on product module trained by OEM. 4.3.16. Change management

1. Communication and Awareness: Communication & Awareness campaigns shall be conducted

throughout the duration of the implementation of the project across KIOCL Limited, at Project and Program level as well as for General awareness. SI shall work with the identified internal change agents (identified from all segments of KIOCL Limited) for all the Communication and Awareness Programs. SI shall utilize existing channels of communication and at the same time use innovative methods of communication for effectiveness. SI should ensure that the communication messages are consistent, continuous and easy to understand and wherever possible in multi lingual using all available channels. SI shall align communication content, timing and delivery to the deployment phases/plan of each solution.

2. Change Management Workshops: SI shall conduct Change Management workshops build appreciation of change management and develop change leadership across the stakeholder groups. SI shall design the necessary content (reading material, presentations) in English / Kannada / Hindi Language for the Change Management Workshops. SI shall conduct at least three Change Management Workshops (minimum of one-day) in the KIOCL Limited Headquarters and at least five Change Management Workshop (minimum of one-day) in Mangalore.

The SI is required to conduct the Change Management Workshops for all the identified personnel in a phased manner in line with the overall implementation plan. These workshops shall be conducted at the locations provided by the KIOCL Limited. The workshop content & material shall be designed with specific focus on the requirements of the personnel. SI shall conduct workshops for each group of personnel in sync with the training plan and as part of the training module. SI is required to provide the necessary material for the workshops including presentations, training material etc. in both soft and hard copy formats.

Deliverables:

a) Training need analysis report b) Course curriculum c) Stimulation assignments d) Change Management Strategy e) Presentations on Change Management f) Evaluation Report on Change Management Workshops

4.3.17. Other Services

4.3.17.1. SMS Services:



KIOCL Limited has a requirement of SMS alerts in SAP applications. This service shall be able send an SMS to mobile phones of employees/vendors etc., reminding them about salary/payment/ alerts/reminders etc. Thus, the system should have the facility to send SMSs wherever required and also integrate with SMS gateway to be provided by KIOCL for the above-mentioned services.

E-mail and SMS gateway shall be provided by KIOCL and required API and web services are to be developed by SI for seamless integration. 4.3.17.2. MIS Services:

The bidder would be responsible for development and implementation of MIS solution for KIOCL Limited. The system should be able to generate reports as per the requirements of KIOCL Limited. The Solution should be able to interface / download / incorporate data from all application modules deployed by KIOCL Limited as listed in this NIT. The Solution should provide a user driven reporting tool capable of various multidimensional analysis across parameters, periods, and dimensions. 4.3.17.3. Dash-Board Services: The bidder shall be responsible for incorporating the digital dashboards layer in the solution to enable the decision makers in KIOCL Limited to view information regarding various departments, projects or status of various service requests and non-conformance of defined timelines in the form of drill down dashboards. These should be available as information cubes with the information being presented in easy to understand charts and tables with drill down capabilities. The Dashboard should update dynamically by retrieving the data from various modules.

4.3.17.4. Proxy Services: The Proxy services shall provide users the access mechanism to the intranet. The Proxy server web access shall provide web caching services for better performance and efficient utilization of intranet bandwidth. With proxy services the internet access should be controlled and monitored.

4.3.17.5. Antivirus & Anti-spam Services: To keep the servers and application secure from the attack of virus, Trojans and spam an Antivirus and Anti-Spam service is required. Following features should be supported by the Anti-Virus solution and shall adhere to the MeitY guidelines

a) Should restrict e-mail bound Virus attacks in real time without compromising performance of

the system. b) Should be capable of providing multiple layers of defense c) Should be capable of installation on both the gateway as well as Mailing servers. d) Inbound and outbound monitoring on all data transfer mechanisms and all e-mail systems e) Should be capable of detecting and cleaning virus infected attachments as well f) Should support scanning for all common types of compressed file formats. g) Should support online upgrade, whereby most product upgrades and patches can be

performed without bringing messaging server off-line. h) Should use multiple scan engines during the scanning process. i) Should support in-memory scanning so as to minimize Disk IO. j) Should support Multi-threaded scanning. k) Should support scanning of a single mailbox or a one-off scan. l) Should support scanning by file type for attachments. m) Should support scanning of nested compressed files.



4.3.17.6. Project Planning and Management

This project is a geographically spread initiative involving multiple stakeholders. Its implementation is complex and though its ultimate success depends on all the stakeholders; the role of SI is key and hence SI is required to design and implement a comprehensive and effective project management methodology together with efficient & reliable tools.

The SI will also be required to commission and maintain Project Management, Configuration management and Issue tracker tools at the KIOCL Limited Headquarters during the course of project implementation. The requirements are listed below:

1. Project Management Tool: The SI shall keep the project plan and all related artifacts up to

date during the course of the project. In order to help with the project management, the SI shall use a suitable standard, proven off-the-shelf project management tool (preferably with unrestricted redistribution licenses). The SI shall install the project management software at KIOCL Limited premises right at the beginning of the project. The tool shall provide the dashboard view of the progress on project milestones to the Nodal Officer and other Supervisory Officers of KIOCL Limited.

2. Configuration Management Tool: The SI shall keep all project documents up-to date during the course of the project. In order to help with the version/configuration management for all documents (including source code and all other project artifacts), the SI shall use a suitable standard, proven off-the-shelf configuration management tool (preferably with unrestricted redistribution licenses). The SI shall install the configuration management software at KIOCL Limited premises right at the beginning of the project.

3. Issue Tracker: The SI shall employ a suitable and proven tool for tracking issues (preferably with unrestricted redistribution licenses) through the execution of the project. The SI shall install the Issue Tracking System at KIOCL Limited premises to enable users of KIOCL Limited to access and use the same. The SI shall address at the minimum the following using PMIS:

• Create an organized set of activities for the project

• Establish and measure resource assignments and responsibilities

• Construct a project plan schedule including milestones

• Measure project deadlines, budget figures, and performance objectives

• Communicate the project plan to stakeholders with meaningful reports

• Provide facility for detecting problems and inconsistencies in the plan

• During the project implementation the SI shall report to the SPOC(Single Point of Contact) of KIOCL, on following items: o Results accomplished during the period o Cumulative deviations to date from schedule of progress on milestones as specified in

this NIT read with the agreed and finalized Project Plan o Corrective actions to be taken to return to planned schedule of progress o Proposed revision to planned schedule provided such revision is necessitated by

reasons beyond the control of the SI o Other issues and outstanding problems, and actions proposed to be taken

• Progress reports on a weekly/fortnightly basis

• Interventions which the SI expects to be made by the SPOC and/or actions to be taken by the SPOC, KIOCL before the next reporting period;

• Project quality assurance reports

• As part of the project management activities, the SI shall also undertake: o Issue Management to identify and track the issues that need attention and resolution

from the KIOCL Limited.



o Scope Management to manage the scope and changes through a formal management and approval process

o Risk Management to identify and manage the risks that can hinder the project progress The Project plan prepared by the SI would be reviewed by the Governance Structure in the KIOCL Limited and approved by the Committee on the advice of the Project Management Consultants. The SI would update and maintain the Project Plan throughout the duration of the engagement. All changes are to be reviewed and approved by the KIOCL Limited. The SI shall commission the required infrastructure (software, servers) for Project Management Tool, Configuration Management Tool and Issue Tracker tool and maintain the same through the duration of the project. These tools along with the servers on which they are deployed will become property of the KIOCL Limited and will be used by KIOCL Limited even beyond the contract period. The SI would setup an online repository on PMIS / Configuration Management Tool for providing centralized access to all project documents including manuals and other materials. The online repository would be maintained by the SI through the engagement period. The SI should ensure that the repository is built on appropriate security features such as role- and necessity-based access to documents.

4.3.17.7. Requirements Traceability Matrix

The SI would ensure that developed solution is fully compliant with the requirements and specifications provided in the NIT such as functional, non-functional, and technical requirements. For ensuring this, the SI shall prepare a Requirements Traceability Matrix on the basis of Functional Requirements Specifications (FRS), Non-Functional Requirements Specification, and Technical Requirements provided by KIOCL Limited (updated, expanded and fine-tuned by the SI as necessary) and the System Requirements Specifications (SRS) prepared by the SI. This matrix would keep track of the requirements and trace their compliance through different stages of the project including software design, coding, unit testing and acceptance testing. The Requirements Traceability Matrix would be a live document throughout the project, with the SI team updating the matrix at every stage to reflect the meeting of each specification at every stage.

Through the duration of the project, KIOCL will periodically review the Traceability Matrix. Governance Structure, KIOCL Limited would provide the final approval once they are satisfied that all requirements are met.

4.3.17.8. Project Documentation

The SI shall create and maintain all project documents that would be passed on to KIOCL Limited as Project documents as per the agreed project timelines. The documents created by the SI will be reviewed and approved by the KIOCL Limited. KIOCL Limited will provide required approvals for the Project documents submitted by the system Integrator

Project documents include but are not limited to the following:

a) Detailed Project Plan b) Updated/vetted FRS & SRS c) Blueprint document d) HLD documents (including but not limited to):

o Application architecture documents o ER diagrams and other data modeling documents o Logical and physical database design o Data dictionary and data definitions o Application component design including component deployment views, control flows,

etc.



e) LLD documents (including but not limited to): o Application flows and logic including pseudo code o GUI design (screen design, navigation, etc.)

f) Configuration Documentation: consisting of system setting and parameters for each function modules.

g) All Test Plans h) Requirements Traceability Matrix i) Change Management and Capacity Building Plans j) SLA and Performance Monitoring Plan k) Training and Knowledge Transfer Plans l) Issue Logs m) Review and acceptance process documentation n) User Manual including system instruction and use cases, running of a program to perform

specific task in the system with sample reports, screen formats etc. o) Process flows and description manuals. p) Policies and procedures documentation q) Any other documentation required for usage of implemented solution at each location. r) Standard operational procedure (SoP) manuals. s) Technical Document t) Equipment Manuals if any u) Installation Manual v) System Manual w) Blueprint x) Any other documentation that is required or necessary as directed by the Company. y) Test plans and test cases and Software testing document z) Source code and versioning documents

The SI shall submit project documents based on the methodology they propose. The SI shall prepare the formats/templates for each of the documents upfront based upon industry standards and the same will be approved by KIOCL Limited prior to its use for documentation.

All project documents are to be kept up to date during the course of the project. The SI shall maintain a log of the internal review of all the deliverables submitted. The logs shall be submitted to SPOC on monthly basis. All project documentation shall conform to the highest standards of software engineering documentation. 4.3.17.9. Post Implementation Support

As part of the post implementation services, the SI shall provide support for the software, hardware, and other infrastructure provided as part of this NIT. SI shall provide comprehensive AMC for a period of three (3) years and extendable to another Two (2) Years on mutual consent that includes:

a) Warranty support b) Annual Technical Support c) Annual Operation and Maintenance Support d) Handholding Services

• Operations and maintenance services for the server/ cloud and related infrastructure provisioned by the SI.

• Central Helpdesk.

• Software maintenance and support services.

• Application functional support services 4.3.18. Warranty services As part of the warranty services:



1. SI shall provide a comprehensive warranty and on-site free service warranty for 3 years from

the date of Go Live. 2. SI shall obtain the product warranty and warranty on all computer hardware and peripherals,

networking equipment and other equipment. 3. SI shall provide comprehensive warranty services for the Hardware and middleware supplied

for cloud integration, networking, and other components to complete the implementation 4. SI shall monitor warranties to check adherence to preventive and repair maintenance terms

and conditions. 5. The SI shall ensure that the warranty complies with the agreed Technical Standards, Security

Requirements, Operating Procedures, and Recovery Procedures. 6. SI shall have to stock and provide adequate onsite and offsite spare parts and spare

component to ensure that the uptime commitment as per SLA is met. 7. Any component that is reported to be down on a given date should be either fully repaired or

replaced by temporary substitute (of equivalent configuration) within the time frame indicated in the Service Level Agreement (SLA).

4.3.19. Annual Operation and Maintenance support

Annual operation and maintenance support wherever referred in this document includes “comprehensive onsite/offsite troubleshooting support” of SAP with total responsibility for repairs including replacement of defective components. These services should be rendered within stipulated timelines duly adhering to the service levels. The scope also includes but is not limited to provision of new releases, patches, versions of software including middleware, firmware, testing tools and bug correction and configuration changes and testing support due to product upgrades.

1. After implementation & go-live and stabilization period, the bidders shall continue to operate &

maintain entire landscape of SAP till completion of O&M period of three years. Post completion of 3 years of O&M period, the KIOCL reserves the right to extend contract for additional 2years on mutual consent.

2. During the period of warranty, bidder shall remain responsible to arrange replacement and for setting right at his own cost any equipment installed by him which is of defective manufacture or design or becomes unworkable due to any cause whatsoever. The decision of the Company’s representative in this regard to direct the contractor to attend any damage or defect in work shall be final and binding on the contractor.

3. Bidder agrees that if equipment is required to be taken outside the premises of KIOCL for repair or replacement, suitable spares would be provided, and the cost of transportation and other expenses shall be borne by the bidder.

4. The annual management & maintenance period shall commence after go live stabilization and provisional acceptance by the KIOCL

5. Annual Maintenance and technical support include reactive and preventive maintenance support and it is the responsibility of the bidder to provide the same.

6. The manufacturer’s technical support shall include online technical support and telephone support during the KIOCL Limited business hours (Business hours in KIOCL Limited all days (Mon-Sun)) with access for KIOCL Limited and SI to the manufacturer’s technical support staff to provide a maximum of 4-hour response turnaround time. There should not be any limits on the number of incidents reported to the manufacturer. KIOCL Limited shall have access to the online support and tools provided by the manufacturer. KIOCL Limited shall also have 24x7 accesses to a variety of technical resources including the manufacturer’s knowledge base with complete collections of technical articles.

4.3.20. ATS services

As part of the ATS services SI shall provide:



1. SI shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance.

2. If the Operating System or additional copies of Operating System are required to be installed / reinstalled / de-installed, the same should be done as part of ATS.

3. SI should carry out any requisite adjustments / changes in the configuration for implementing different versions of Application Software.

4. Updates/Upgrades/New releases/New versions. The SI shall provide from time to time the Updates/Upgrades/New releases/New versions of the software and operating systems as required. The SI should provide free upgrades, updates & patches of the software and tools to KIOCL Limited as and when released by OEM. SI should carry out configuration changes and testing support due to product upgrades.

5. SI shall provide patches to the licensed software including the software, operating system, databases, and other applications.

6. The SI shall provide for software license management and control. SI shall maintain data regarding entitlement for software upgrades, enhancements, refreshes, replacements and maintenance.

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

4.3.20.1. Support Services

As part of the Handholding services to provide Operations and maintenance support for the Cloud Infrastructure supplied and commissioned by the SI for the implementation of SAP application, SI shall provide the following for implementation of SAP:

The scope of the services for overall Cloud infrastructure management as per MeitY Guidelines shall include 365x24x7 Monitoring, Maintenance and Management of the server and related infrastructure supplied and commissioned on cloud by the SI .

The SI shall provide the MIS reports as mutually agreed with KIOCL Limited on a monthly basis or whenever required by KIOCL Limited. SI should be able to provide additional reports in a pre-specified format. The indicative services as part of this support are as below:

a) System Administration, Maintenance & Management Services b) Application Monitoring Services c) Network Management Services d) Storage Administration and Management Services e) IT Security Administration Services and Services for ISO 27001 and ISO 20000

compliance f) Backup and Restore Services 4.3.20.2. Centralized Helpdesk and Support

As part of the support services to provide Centralized Helpdesk either at the KIOCL premises or the SI office location in India (incase, SI wants to establish a Help desk at KIOCL premises, KIOCL shall provide the required space, power, furniture and telephone line for setting up of helpdesk) However SI shall be responsible for required site preparation and support for end users at each location. SI shall provide the required tools to carry out the following: 1. The help desk service that will serve as a single point of contact for all ICT related incidents

and service requests. The service will provide a Single Point of Contact (SPOC) and also resolution of incidents. KIOCL Limited requires the SI to provide Help Desk services to



track and route requests for service and to assist end users in answering questions and resolving problems related to the software application, network, Client-side infrastructure, and operating systems at all locations. It becomes the central collection point for contact and control of the problem, change, and service management processes. This includes both incident management and service request management.

2. SI shall provide 24 X 7 help desk support for Mangalore location and 12 Hours support for Bangalore office.

3. SI shall provide a second level of support for application and technical support at all locations across the KIOCL Limited where the software, hardware, and other infrastructure will be rolled out.

4. For all the services of KIOCL Limited within the scope of this NIT, SI shall provide the following integrated customer support and help.

i. Establish Help Desk facilities for reporting issues/ problems with the software,

hardware and other infrastructure. ii. SI shall maintain and support to all client-side infrastructure including hardware,

networking components, and other peripherals. iii. SI shall provide maintenance of hardware, including preventive, scheduled and

predictive hardware support, as well as repair and / or replacement activity after a problem has occurred.

iv. SI shall track and report observed Mean Time between Failures (MTBF) for Hardware.

v. SI shall provide functional support on the application components to the end users. vi. SI shall also provide system administration, maintenance and management

services, LAN management services, and IT security administration services.

4.3.20.3. Software maintenance and support services

As part of the Handholding services to provide software maintenance and support services SI shall provide required tools to carry out the following:

1. The Software Maintenance and Support Services shall be provided for all software

procured and implemented by the SI. The SI shall render both on-site and offsite maintenance and support services to the KIOCL Limited to all the designated locations. The Maintenance and Support Services will cover all product upgrades, modifications, and enhancements.

2. The SI will implement from time to time the Updates/Upgrades/New releases/New versions of the software and operating systems as required after necessary approvals from KIOCL Limited about the same.

3. Tuning of application, databases, third party software’s and any other components provided as part of the solution to optimize the performance.

4. The SI shall apply regular patches to the licensed software including the operating system and databases as released by the OEMs.

5. Software Distribution. SI shall formulate a distribution plan prior to rollout and distribute/install the configured and tested software as per the plan.

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

7. The SI shall undertake regular preventive maintenance of the licensed software.



4.3.20.4. Application functional support

As part of the support services to provide application functional support services SI shall provide: 1. The Application Functional Support Services shall be provided for all software procured

and implemented by the SI. The SI shall render both on-site maintenance and support services to KIOCL Limited from the development center in the KIOCL Limited

2. SI shall incorporate technological changes and provide enhancements as per the requests made by KIOCL Limited. SI shall perform minor changes, bug fixes, error resolutions and minor enhancements that are incidental to proper and complete working of the application.

3. Routine functional changes that include user and access management, creating new report formats, and configuration of reports.

4. SI shall provide user support in case of technical difficulties in use of the software, answering procedural questions, providing recovery and backup information, and any other requirement that may be incidental/ancillary to the complete usage of the application.

5. The SI shall migrate all current functionality to the new / enhanced version at no additional cost to KIOCL Limited and any future upgrades, modifications, or enhancements. The list of current functionalities is enclosed in annexure 2

6. The SI shall perform user ID and group management services. 7. The SI shall maintain access controls to protect and limit access to the authorized end

users of the KIOCL Limited. 8. The services shall include administrative support for user registration, creating and

maintaining user profiles, granting user access and authorization, providing ongoing user password support, announcing and providing networking services for users and providing administrative support for print, file, directory and e-mail servers.

4.4. Resource Requirement during the Post Implementation Support The Post Implementation Support services shall be rendered to provide the support for all the offices for the implementation of SAP in KIOCL Limited SI is expected to provide experienced and skilled personnel for post implementation support. The SI will also ensure that there is a Service Center available or setup at KIOCL Limited. The SI shall develop a work plan for the knowledge sharing as per scope defined in this NIT for use in future phases of the project. The SI Shall propose the minimum number of resources required for day to day operations for the entire project in the proposal. 4.5. Exit Management and Transition – Capacity Building at KIOCL Limited This Section sets out the provisions, which will apply on expiry or termination of the project, the Project Implementation, Operation and Management SLA. In the case of termination of the Project Implementation and/or Operation and Management SLA due to illegality, the Parties shall agree at that time whether, and if so during what period, the provisions of this Schedule shall apply. The Parties shall ensure that their respective associated entities carry out their respective obligations set out in this Exit Management Schedule. 1. Transfer of Assets: KIOCL shall be entitled to serve notice in writing on the SI at any time

during the exit management period as detailed hereinabove requiring the SI to provide KIOCL with a complete and up to date list of the` Assets within 60 days of such notice. KIOCL shall then be entitled to serve notice in writing on the SI at any time prior to the date that is 60 days prior to the end of the exit management period requiring the System Integrator to sell any of the Assets to be transferred to the Project at book value as determined as of the date of such notice in accordance with the provisions of relevant laws.

2. In case of contract being terminated by KIOCL: the KIOCL reserves the right to ask the

system integrator to continue running the project operations for a period of 6 months after



termination orders are issued.

a. Upon service of a notice the following provisions shall apply:

i. in the event, if the Assets to be transferred are mortgaged to any financial institutions by the SI, the SI shall ensure that all such liens and liabilities have been cleared beyond doubt, prior to such transfer. All documents regarding the discharge of such lien and liabilities shall be furnished to the KIOCL.

ii. KIOCL shall pay to the outgoing system integrator to the tune of last set of completed transactions, subject to SLA

iii. The outgoing system integrator will pass on the assets in working condition, cure from all defects if any on the data of handing over to KIOCL and/or to any agency identified by the KIOCL, free from all obligations

3. In the event of termination by KIOCL, the SI shall be paid for the:

a. Goods delivered b. Services rendered c. Work in progress d. Third party orders in pipeline which cannot be cancelled despite SI's best efforts e. Unrecovered investments shall be paid by KIOCL as per termination schedule till the date

of termination.

4. Upon completion of the contract period or upon termination of the agreement for any reasons, the service provider shall comply with the following:

a. Notify to the KIOCL forthwith the particulars of all Project Assets. b. Deliver forthwith actual or constructive possession of the Project free and clear of all

Encumbrances and execute such deeds, writings and documents as may be required by the Contract authority for fully and effectively divesting the system integrator of all of the rights, title and interest of the system integrator in the Project and conveying the Project.

c. Pay all transfer costs and stamp duty applicable on hand back of project assets except in case the Project is being transferred due to KIOCL event of default or expiry of contract period, where KIOCL shall be responsible for transfer costs and stamp duty, if any. For clarification of doubt, transfer costs in this Clause relate to taxes and duties applicable at transfer of system integrator, if any.

5. Exit Management Plan: An Exit Management plan shall be furnished by SI in writing to

the KIOCL within 3 months from the Effective Date of this Agreement, which shall deal with at least the following aspects of exit management in relation to the work order as a whole and in relation to the Project Implementation, and the Operation and Management SLA.

a. A detailed program of the transfer process that could be used in conjunction with a

Replacement System Integrator including details of the means to be used to ensure continuing provision of the services throughout the transfer process or until the cessation of the services and of the management structure to be used during the transfer;

b. plans for the communication with such of the system integrator staff, suppliers, customers and any related third party as are necessary to avoid any material detrimental impact on Project’s operations as a result of undertaking the transfer

c. (if applicable) proposed arrangements for the segregation of the System Integrator ‘s networks from the networks employed by the Project and identification of specific security tasks necessary at termination.

d. Plans for provision of contingent support to the Project and Replacement System Integrator for a reasonable period after transfer.



5. DELIVERABLE AND TIMELINES 5.1. Project Period:

The period / term of this contract shall begin from the date of issue of work order. The System ‘Go-live’ and Stabilization is estimated to be achieved in 52 weeks from the date of the issuing the Work order. The period / term of the for Operations & Maintenance will be for 3 years from the date of go-live and stabilization and extendable for 2 more years based on mutual agreed terms and conditions. Time shall be the essence of this Contract as well as of the SLA.

KIOCL may choose to extend the term on mutually agreed terms and conditions for a period of not exceeding 2 years to avail the services of SI for specific work or continuation of the work carried out during the O & M Period of Contract without the need to go for a separate bid process. The decision on the extension will be taken exclusively by the KIOCL keeping in consideration a) Satisfactory Performance of the SI b) Time Constraints or Other Serious Impediments in Selection of Replacement Operator c) Technological Reasons d) Where circumstances inescapably require taking recourse to this option.

5.2. Deliverables

The following table describes the deliverables and the time line for delivering the same

Sl. No

Activity Milestone Timeline for Deliverables

i At the completion of Project Preparation phase (after D1 of Milestone 1 is delivered)

Milestone 1: Project Initiation, S/w & H/w Procurement and Documentation D1- Kick Off Report

To+3 (3 weeks)

ii

After the completion of procurement of required software and hardware and development of design documents and ERP usage policy (after D2, D3, D4 of Milestone 1 have been delivered)

Milestone 1: Project Initiation, S/w & H/w Procurement and Documentation D2 –Procurement of required software Licenses and Hardware D3- The detailed documentation of implementation D4- Blue Print and Project management report

To+12 (9 weeks)

iii

At the successful completion implementation and installation (after D5, D6, D7, D8, D9 of Milestone 2 have been delivered)

Milestone 2: Software development, configuration, implementation & Hardware installation, and Configuration D5- The bidder shall review/recheck the hardware and software to comply with the specifications before starting the installation. D6- Successful completion of installation & commissioning of solution

To+26 (14 week)



Sl. No

Activity Milestone Timeline for Deliverables

D7- Functional and technical report D8- Configuration report D9- Data consistency report

iv

At the successful completion of Testing phase (after D10, D11, D12, D13 of Milestone 3 have been delivered)

Milestone 3- Testing D10- System Test Report D11- Functional Test Report D12- Integration Test Report D13- User acceptance Report

To+36 (10 week)

v After successful Go-live and Handover (after the delivery of D14 of Milestone 4

Milestone 4 Training, Go-live and Handover D14- Go-live report

To+40 (04 week)

vi

At the successful completion of training and documentation is completed (after the delivery of D15 of Milestone 4)

Milestone 4 Training, Go-live and Handover D15-Project Stabilization Report and Training Document

vii

After successful completion of three months of user adoption services and Post go live support (after the delivery of D16 of Milestones 5)

Milestone5: Post Go-live stabilization D16- Performance report

To+52 (12 week)

B: SAP Software licenses and ATS for 1st year

Sl. No Activity Timeline for Deliverables

I Supply of SAP and required Software licenses To+26

(Weeks)

C: Hardware

Sl. No Activity Timelines for Deliverables

i Supply of Hardware To+40 (Weeks)

Note:

1. Sign-off on the deliverables by KIOCL does not necessarily indicate the complete approval

of the deliverables. All the responsibilities with respect to operations and maintenance of the applications, infrastructure or requirements in the NIT will be borne by the SI. Even after the sign-off, in case of any gap that is found in a deliverable with respect to the scope, the SI will be responsible to address all the issues, deficiencies, errors, etc. without any additional cost to KIOCL.

2. The performance of the ultimate system can be achieved by different combinations of the Equipment and Network components. The final acceptance of the integrated SAP solution and infrastructure components should be as per the performance requirements and will be the determining factor but not the specifications of the infrastructure alone.



6. FUNCTIONAL LAND SCAPE FOR KIOCL ERP APPLICATION (INDICATIVE)

The Overview of the solution provided in this section is an indicative solution. The Bidder is advised to design a suitable solution as per the requirements mentioned in the NIT and present the same in the technical proposal.The proposed SAP product shall offer all the functions such as Procurement and Inventory, HR and Payroll with ESS, Project Management, Financial Management, Plant Maintenance, Production and Quality control, Reporting management / MIS / Analytics /BI, Document Management System - File Management, Master data Management, Document Repository

All systems should have integrated security features that are configurable by the system administrator to control access to the application, functional modules, transactions, and data.The proposed KIOCL portal shall be web-enabled and based on n-tier service oriented architecture. Highlights of the portal should be,

• Industry standard web browser as the thin client

• Intranets/secured Internet to provide secure access to users. The components of the proposed SAP system are required to cover all the functional areas of core business processes of KIOCL. An indicative solution model but not limited to the following components is depicted in the figure below:

Fig: KIOCL Functional Landscape The Solution is envisaged to be based on centralized and networked data processing architecture. The data processing would be carried out at a central location with a set of servers to support the processing needs of the KIOCL. The system shall be designed on “no-single

Business Rules

Enterprise System Monitoring

Process and Work flow Engine

System Console

Directory Services

Portal Server

Application / Production Server

Antivirus Engine

DB Engine

Business /

Vendors

Officers

Employee

Users Users Modules Tools

Project Management Solution

Inventory and

Procurement Solution

HR and Payroll

Management

Finance Management

Plant Maintenance and

Planning

Production and quality

Control

Document

Management system

Supporting Functions

Executive Support



point failure” concept. The proposed KIOCL architecture gives an overview to finalization of technology architecture, identification of service delivery channels and identification of departments to be integrated for back-end operations. The architecture & design of KIOCL SAP application shall be such that it can be easily modified to respond quickly to the changing business needs, as well as to the rapidly evolving information technologies available to support business & IT needs of the KIOCL & its constituents.

The current functional scope covers the current activities of the various functions and some of the activities that the Company shall perform in the future that need to be addressed by the SAP solution. The System Integrator has to take into consideration the current and future business targets, sizing and scope during the implementation of the SAP solution.

The detailed functional requirements are included in Section 10 of this document.



7. TECHNOLOGY REQUIREMENT FOR SAP APPLICATION DEVELOPMENT (INDICATIVE)

7.1. Technical Architecture Features

The following section presents the future state desired by (KIOCL) with the implementation of the integrated SAP solution.

KIOCL shall provision the connectivity between bangalore and magaluru location and connectivity to cloud service provider if required

1. N-Tier Client Server Architecture: The N-tier architecture (or equivalent compatible

solution) will be employed for KIOCL incorporating of three basic software components – front-end software, middleware, and server software. The entire processing should take place in the following three layers

i. Front-end software (client tier) shall be responsible for the presentation of information to KIOCL user.

ii. All business rules shall be defined in Middleware (application server tier) layer iii. Server Software (database server tier) shall be responsible for the manipulation

and storage of data. 2. Major Components of the solution architecture: The envisaged solution comprises of

mainly four parts as described below:

i. Client Layer: - Client layer would contain web browser for external as well as KIOCL internal users. External user use internet to send request to access various services and KIOCL internal users would connect via LAN/ Intranet or internet.

ii. Presentation Layer: - Web server and SMTP server would be hosted on the presentation layer.

iii. Application Layer: - Web portal shall be hosted at the application layer. Apart from web portal Payment gateway, Digital certification, Indexing and searching services shall host on the application layer.

iv. Database Layer: - All the KIOCL data shall reside on the Database layer. Apart from KIOCL data User profile, content repository and Metadata shall also reside on the Database Layer.

The various components to be used in the proposed KIOCL solution architecture are described below

Sl. No.

Component / Service

Description

1 Client Layer

The Client layer of the KIOCL portal would provide the internet/intranet browser that would initiate request to the KIOCL web server and will display the results of requests.

2 Web Server KIOCL web server would serve raw content or forward requests to the Portal Server

3 Case Management Services

The web server would deliver via the Http, both static web pages stored on the content manager and dynamically built web pages generated by the KIOCL portal server.

4 Portal Server (Application Server)

Portal server would carry out the page aggregation, searching, indexing, integration to the various knowledge based managed backend system. This will



Sl. No.

Component / Service

Description

provide an access to different stakeholders for day-to-day information.

5 User Authentication Services

These services will be used to register, authenticate and manage users and their security privileges. These services will authenticate the KIOCL users and find out user specific privileges

6 KIOCL User Profiles

This will be the storage of the KIOCL user’s authentication information and access capabilities.

7 Web Application Services

The Web Application Services would be a container to manage the presentation and application logic. It will provide transactional integrity, scalability and availability services. In addition, it manages the session, the requests and responses to and from its clients and resources.

8 Application Logic

This logic would encapsulate the business-level functions that can be used to satisfy a user’s requests.

9 Application Database Services

Services including Database Analysis and Design, Data Warehousing and Business Intelligence, Conversion.

10 Application Data

Business specific data that the application would track or manage

11 Content Management Services

This would be a content Management Repository where different web pages, news, events, rules, regulations, schemes details, grant details, etc. safely reside with metadata contents.

12 Mailing & Messaging Server

This server would be used for sending the alerts as mail message to the registered users of the KIOCL Portal.

13 Indexing and Searching

This tool would be used for indexing and searching all the repositories of knowledge repository maintained across the portal infrastructure.

The SI is expected to propose the solution and technology stack / platform that is based on the open standards, provide interoperability with other operating systems and application servers, guarantee portability of data and content and that best meets the specifications provided in the NIT. The solution should be based on shared and reusable architectures, that is, applications, systems and infrastructure are characterized as service oriented, component-based and reusable. The solution landscape should be architected with following key drivers in mind:

• High Availability

• Scalability

• Load Sharing

• Performance Objectives

• Optimization of Hardware

• Usage Requirements

• Integration Requirements

• Maintainability

• Platform Compatibility

• Cost Implications



The SI is expected to undertake continuity measures for smooth functioning of the system, risk management plan for the continuity of services, data backup on cloud during the execution of the contract period of the project. 7.2. Compliance to the Industry Standards

The proposed system needs to be designed based on the latest standards of Government of India, and in line with overall system requirement set out in this NIT, in order to have data standards, interoperability with multiple platforms and avoid any technology or technology provider lock-in. KIOCL will provide digital certificates but it is the responsibility of the SI to provide PKI, SSL, HTTS and various levels of encryption etc., required for implementation and Go Live of the project. The list below is the minimum and is not to be treated as exhaustive.

Sl. No

Component / Service Description

1. Portal development W3Cspecifications

2. Information access/transfer protocols

HTTP/HTTPS

3. Interoperability Web Services, Open standards

4. Photograph

JPEG (minimumresolutionof640x480 pixels)

5. Scanned documents TIFF (Resolutionof600X 600dpi)

6. Digital signature RSA standards

7. Document encryption PKCS specifications

8. Information Security ISO27001certified

9. Operational integrity & security management

ISO17799compliant

10. IT Infrastructure management ITIL/EITM specifications

11. Service Management ISO 20000 specifications

12. Project Documentation

IEEE/ISO/CMMi (where applicable) specifications for documentation

13. Portal W3C standards

14. Internet Protocol IPV6 ready Equipment

1. Single-Sign On: The application should enable single-sign-on so that any user once

authenticated and authorized by system is not required to be re-authorized for completing any of the services in the same session. For employees of the department concerned, the browser-based application accessed on the intranet, through single-sign-on mechanism, will provide access to all the services of the departments concerned (based on their roles and responsibilities), Help module, basic and advanced reporting etc.

2. Authentication and Authorization: The solution shall support Authentication and Authorization, in accordance with IT Act, GOI, using the Digital Certificates issued by the Certifying Authorities (CA) such as NIC. In particular, 3 factor authentications (login id & password, biometric and digital signature) shall be implemented by the selected Bidder for officials/employees involved in processing services as per the Functional requirement specification of the services specified in the NIT.

3. Interoperability Standards: The System Integrator shall ensure that the application developed is easily integrated with the existing applications. Every care shall be taken to ensure that the code does not build a dependency on any proprietary software, particularly, through the use of proprietary ‘stored procedures’ belonging to a specific database product. The entire system/subsystem should be interoperable, in order to support information flow and integration. Operating systems and storage technologies etc. from several suppliers must interact well with each other.



4. Scalability: One of the fundamental requirements of the proposed application is its scalability. The architecture should be proven to be scalable (cater to increasing load of internal and external users and their transactions) and capable of delivering high performance for at least four years from the date of deployment. In this context, it is required that the application and deployment architecture should provide for Scale-Up and Scale out on the Application and Web Servers, Database Servers and all other solution components.

5. Security: The systems implemented for project should be highly secure, considering that it is intended to handle sensitive data relating to KIOCL. The overarching security considerations are described below.

a. The security services used to protect the solution shall include: Identification,

Authentication, Access Control, Administration and Audit and support for industry standard protocols

b. The solution shall support advanced user authentication mechanisms including digital certificates and biometric authentication. i.e option will be given to fingerprint and /or facial recognition.

c. Security design should provide for a well-designed identity management system, security of physical and digital assets, data and network security, backup and recovery and disaster recovery system.

d. The solution should provide for maintaining an audit trail of all the transactions and should also ensure the non-repudiation of audit trail without impacting the overall performance of the system.

e. The overarching requirement is the need to comply with ISO 27001 standards of security.

f. The application design and development should comply with OWASP top principles 6. Auditor Access: The solution should be capable of auditing both internal and statutory

through the system. The auditors may pass on sample transactions to check the sanity of the system, which are not to store in the system. There should be such capability in built in the developed system.

7. Audit Trail: The SAP Solution must have extensive audit trail facility. Any addition, deletion or modification to an existing record, whether master or transaction, must bear the date and time stamp, the name of the log-in user who made the change and the node/ terminal from which the change was made. It should also be possible to maintain details of the original record and subsequent changes to the same. Standard audit trail reports should also be available. Proper access should be planned for audit trail reports.

8. Installation: a. The Bidder shall take out and keep in force a Policy or policies of Insurance for all

materials irrespective of whether used up in the portion of work already done or kept for the use in the balance portion of the work until such works are provisionally handed over. For this purpose, the works are deemed to have been provisionally handed over when provisional acceptance certificate is issued for the locations.

b. All risk insurance shall be borne by the bidder. c. The Bidder shall not be liable for losses/damages to the materials either used up in the

portion of work done or his material kept for use at site, in consequence of Mutiny, or other similar causes over which the Bidder has no control, and which cannot be insured. Such losses or damages shall be the liability of the Purchaser and if required by the Purchaser, be made good by the contractor at the cost of the Purchaser. The Bidder should, however, insure the stores brought to site, against risks in consequence of natural calamity, war and invasion, as required under the Emergency Risk (Goods) Insurance Act in force from time to time.

d. For the purpose of enabling the contractor to take the insurance cover in connection with this contract, the purchaser's Engineer shall advise the approximate price of all the Company supply materials to the Bidder.



9. Key Technical Requirements a. The offered SAP product shall offer all the functions such as Procurement and

Inventory, HR and Payroll with ESS, Project Management, Financial Management, Plant Maintenance, Production and Quality control, Reporting management / MIS / Analytics /BI, Document Management System - File Management, Master data Management, Document Repository

b. All systems should have integrated security features that are configurable by the system administrator to control access to the application, functional modules, transactions, and data.

c. The proposed integrated product shall provide wide range of security features such as Authentication, Single Sign-On (SSO), Authorization and Integrated User management.

d. The SAP solution shall be vertically and horizontally scalable e. Proposed SAP shall provide customized source code for the solution provided by SI. f. SAP solution proposed shall be IPv6 compliant g. Support for LDAP standard based user identity repository h. SAP Bidder shall provide 24/7 support with the global support backbone set up/team

offering Service Level Agreements for P1 incidents and the other incidents will be served between KIOCL office hours.

i. The proposed core SAP user licenses shall be full and complete in all respect, there shall be a provision to create, modify, delete, inquire records and create transactions.

j. Core SAP licenses shall be interchangeable/transferrable to allow all users to use all the proposed functionality/components/modules etc. of proposed SAP solution

k. Core SAP licenses shall be interchangeable/transferrable to allow all users across different geographies/locations/site access SAP application.

l. The proposed SAP shall have real-time integration where postings happen on real-time basis and not in batch mode.

m. The Document Management System shall be integral part of SAP package n. The future versions of the solution shall support functionalities provided in the earlier

versions o. The SAP solution shall not have constraints on capability related to any future

customization/development proposed to be undertaken by the Company p. The solution architecture should be platform and bidder independent q. The system should be designed to remove all single points of failure. The system

should provide the ability to recover from failures and should also provide clustering features, thus protecting against many multiple component failures

r. The system should have the ability to scale up as and when the new business applications and services are added without compromising the performance of the overall solution. The architecture should be proven to be highly scalable and capable of delivering high performance as and when the transaction volumes increase.

s. The system is required to cover critical business function and process modules and provide modularity that should support addition / removal of one or more modules as and when required, and these modules should be seamlessly integrated in the core application system.

t. The system should support export and import of data possible from different legacy systems/other systems/databases in different file formats and on specified time intervals.

u. System administrator should be able to restrict access to sensitive data elements by named user, groups of users, or functional role.

v. The bidder shall ensure to back-up the SAP application, data and all supported interfaces etc. Bidders are also responsible to ensure the backup maintained by them can be restored anytime in case of any disaster. The restoration test and drills are required to be performed by bidder quarterly. Bidders are required to submit report of healthy backup and restoration state quarterly to KIOCL.



w. Bidder should also provision for Archival of application data if it is unused for more than a year. Bidder is also responsible to restore the SAP data in case of requirement by KIOCL.

x. The proposed SAP module should be functional independent of OS 10. Integration Requirements

a. Implementation bidder shall provide an interface with Non-business applications like

biometric attendance. It is the responsibility of SI to provide the suitable hardware and software required for integration like DCS, COTS, AutoCAD, Surpac etc.

b. Implementation bidder shall provide an interface with the email services. c. Implementation bidder shall make provisions for appropriate banking interfaces for

payment with authorized banking partners of the Company d. Implementation bidder shall make provision for interfacing with the operations

technology systems and consoles implemented in the Company.

7.3. General Requirements for Solution Architecture

Sl.No Description

1 The solution architecture should be platform and vendor independent.

2 The solution should facilitate centralized deployment of the application.

3 The solution should be interoperable in nature and design and development should be based on the latest architecture principles

4 The solution is required to provide modularity (business function and process) that should support addition / removal of one more module as and when required.

5 The solution architecture should allow infrastructure simplicity and Standardization.

6 The solution should result in low architectural diversity and should provide for multi-tiered architectures (at least 3-tiered with clear separation between the presentation logic, business logic, and data access logic).

7 The solution should provide application architectures that are highly granular and loosely coupled.

8 The solution should ensure data safety and integrity in the event of communication channels operation failures, software and hardware operability failures.

9

The solution should be designed to remove all single points of failure. The solution should provide the ability to recover from failures and should also provide clustering features, thus protecting against many multiple component failures

10

The solution should have the ability to scale up as and when the new business applications and services are added without compromising the performance of the overall solution. The architecture should be proven to be highly scalable and capable of delivering high performance as and when the transaction volumes increase

11 The solution should be designed in manner that operational data is not lost in case of any failure of equipment or communication network.

12 The solution should employ a common user access and authentication service to ensure Single-Sign on for the end-user.

13 The solution should support multi-tier authentication where ever and whenever required.

14 The solution should have a capability to assign activities to roles, and map roles to users.



Sl.No Description

15 The solution should restrict users from unauthorized access by allowing only the authorized users with valid profile/password to access only the allowed transaction

16

The solution should provide multi-level access management. The following should be provided:

• User identification. • Limitation of user rights to perform operations. • Data confidentiality provision. • User actions audit and protocols;

17 The solution should support the following under user account management a. Unique user IDs

b. Disabling of inactive user IDs

18 The solution should display an appropriate warning message upon user logon.

19 The solution should not store authentication credentials on client computers after a session terminates.

20 The framework should support plugging in of other authentication methods in the future.

21 The system should be developed to be deployed in a n-tier datacenter Architecture

22

The system should ensure high standards of security and access control through:

a. Prevent cross-site scripting b. Validate the incoming data / user request c. Encode the incoming data / user request d. Prevent SQL Injection e. Utilize parameterized queries f. Sanitize the user-inputs g. Validate the data both at the client and server h. Do not allow hard delete and perform only soft tagging the row for deletion

23 The solution must be capable of integration with a payment gateway for paid user services

24

The Solution should be capable of delivering the services through: a) Internet-based for providing services to KIOCL b) Intranet-based for employees of the KIOCL c) Extranet-based for external stakeholders such as and other

government departments.

7.4. Technical Specifications for Solution Components

The solution required for KIOCL must be designed following standards in order to provide for inter-operability with multiple platforms and avoid any technology or technology provider lock-in.

The Solution architecture should be n-tiered and must include all necessary software components including but not limited to Web Servers, Application servers, Database and Operating system. The Solution architecture shall allow for future scalability and scope addition by way of defining new services.

The bidder as part of their Technical Bid Response shall provide the detailed architecture and comprehensive Bill of Materials (stating the make & model for relevant component).The minimum specification requirements are as below:



"The Software Platform Products’ and Versions proposed to be used in KIOCL (Operating system of servers, DBMS, Database Server, Web server, application server or any other products proposed) should be the current released versions for that product, from the Software Manufacturer. The Products and Versions being offered for KIOCL should have a well published and documented support roadmap – Mainstream support for at least 3 years from date of release. The Vendor should provide documentary proof to this effect, from the OEM for the core platform components of the solution "

The SI shall provide the cloud services as per MeitY policy/guidelines

8. GOVERNANCE STRUCTURE

This section proposes setting up a Steering Committee and a Project Committee, to lead and guide the implementation with their visions and recommendations. Also, the project management arrangements comprising of members from System Integrator, Program Management Consultancy (PMC) and KIOCL Officials for the implementation management at various levels. Further, it covers Contracting arrangements i.e. details of the contract entered by KIOCL with the various vendors for the O&M responsibilities along with SLAs for compliance.

Monitoring will be done during project development, roll-out and post implementation as well. The team will be responsible for monitoring of the project and evaluation of the outcomes of the project. Project monitoring will be done through the PMC during the development & roll-out phases of the project. Project development and rollout can be monitored through the reports like, Software development schedule adherence report and rollout progress reports. Performance levels as expected from the application software under typical working load must be mentioned in the contract awarded for application software development. Adherence to defined performance levels shall be dealt with in accordance to the terms defined in the contract.

The evaluation study can be conducted by the team or can be outsourced to an independent evaluation agency. The output will be measured against the goals for assessing the effectiveness of the project. Measurement of output(s) can be done through reports generated through the developed system as well as feedback from the KIOCL. Reports such as those providing details of adherence to charter, demographics of the beneficiaries etc. can be used for estimating the effectiveness of the project. On the other hand, feedback of the KIOCL, gathered through survey can help judge the satisfaction level achieved by the project.

The evaluation results will be made available to all the stakeholders of the project, especially the decision makers. For the deviations such as those in the schedule or effectiveness of the project, root-cause analysis must be performed. If the reason(s) is(are) among the risks already identified during project conceptualization, defined mitigation plan(s) in light of the changed circumstances must be adopted. In case, the cause of the problem is one which is not anticipated early on, cost-benefit analysis must be performed for the measure and decision must be taken accordingly. To reduce the impact of unforeseen reason(s) of deviation, frequent and periodic reporting of parameters indicating the schedule adherence and project effectiveness is suggested.

1. Review and Monitoring Framework: The project would require a close supervision and

appropriate project control for successfully meeting the objectives and its timely completion. The individual projects would be executed in the KIOCL administered by a SPOC, under the supervision of the Steering Committee. The following structures are proposed for overall implementation and monitoring of the project

2. Steering Committee: A Steering Committee will be set up to provide overall vision, broad

policy direction and guidance. This committee will meet once in a month to oversee the



progress of the project and to provide guidance for the implementation of the project. The composition of the committee is as follows:

Sl No Designation Role

1 Chairman cum Managing Director, KIOCL Chairman

2 Director Finance, KIOCL Vice- Chairman

3 Director (Commercial) Member

4 Director (Production and Projects) Member

5 GM – PPU / BFU Member

6 AGM (IT) Coordinator

3. Project Committee: The Committee will play a major role in monitoring and review for

implementation of the project drawing out the requirements for implementation of the project. This committee will meet once in a week to oversee the progress of the project and handle day to day issues of the project during the implementation. The composition of the committee is as follows:

Sl No Designation Role

1 Director (Finance), KIOCL Chairman

2 DGM (System), Mangalore, KIOCL Coordinator

3 AGM (IT), Bangalore, KIOCL Coordinator

4 GM (HR), KIOCL Member

5 GM (Production), KIOCL Member

6 GM (Finance), KIOCL Member

7 GM (Projects), KIOCL Member

8 JGM (Material), KIOCL Member

9 JGM (BFU), KIOCL Member

10 JGM (Operations) KIOCL Member

11 JGM (Maintenance), KIOCL Member

The committee for providing sign – offs will be formed once SI is engaged

4. Project Management Office: An onsite model Project Management Office (PMO) consisting of In-charge of IT and Manager from KIOCL, Project manager & PMO-in-charge from SI, Program Manager and Functional Integration Consultant (Change Manager) from PMC will govern the project. The Project Management Office would meet weekly and monthly and provide weekly and monthly reports like Progress against the Project Management Plan, Status of all risks and issues and status of Testing. Other than the planned meetings, in exceptional cases, KIOCL may call for meeting with prior notice to the SI.

5. Governance Structure: Bidders are expected to propose governance structure for

managing the end to end implementation, operation and maintenance of SAP till closure of 4 years and may be extendable to another two years. The governance should include but not limited to:

• Forums and Committee

• Escalation matrix

• Status reports (weekly, fortnightly, and monthly)

• Management of meeting of calendar (Calendar management)

• Retrospective/ Introspective meetings during entire programs



9. SERVICE LEVELS 9.1. Service Level Agreement

1. Commencement and Duration of SLA: Service Levels applicable for Four (4) years

, after completion of the Term of the Agreement, KIOCL at its sole discretion may renew this Agreement for another 2 (Two) years on mutual consent. In the event, KIOCL does not renew the Agreement; the Agreement shall stand expired at the end of the Term.

2. Definitions

a. “Scheduled Maintenance Time” shall mean the time that the System is not in

service due to a scheduled activity. Scheduled maintenance time is planned downtime with the prior permission of KIOCL, during non-business hours. The Scheduled Maintenance time within 10 hours a quarter as agreed shall not be considered for SLA Calculation.

b. “Scheduled operation time” means the scheduled operating hours of the System

for the month. All scheduled maintenance time on the system would be deducted from the total operation time for the month to give the scheduled operation time. The total operation time for the systems and applications within the Cloud environment will be 24X7X365.

c. “System or Application downtime” means accumulated time during which the

System is inoperable within the Scheduled Operation Time but outside the scheduled maintenance time and measured from the time KIOCL and/or its employees and/or stakeholders log a call with the SI team of the failure or the failure is recorded in the EMS Tool to the time when the System is returned to proper operation.

d. “Availability” means the percentage of time for which the services and facilities

are available for conducting operations on KIOCL system including application and associated infrastructure. Availability is defined as: {(Scheduled Operation Time – System Downtime) / (Scheduled Operation Time)} * 100%

e. “Incident” refers to any event / abnormalities in the functioning of the Cloud

Equipment / Services that may lead to disruption in normal operations of the Cloud, System or Application services.

3. Measurement and Monitoring

a. The SLA parameters shall be monitored on a quarterly basis as per the individual

SLA parameter requirements. However, if the performance of the system/services is degraded significantly at any given point in time during the Agreement and if the immediate measures are not implemented and issues are not rectified to the complete satisfaction of KIOCL, then KIOCL will have the right to take appropriate actions as per the SLA’s including termination of the Agreement.

b. Overall Availability and Performance Measurements will be monthly for the purpose of Service Level reporting. An “Availability and Performance Report” will be provided by the SI on monthly basis in the format suggested by KIOCL and a review shall be conducted based on this report. A monthly Availability and Performance Report shall be provided to KIOCL at the end of every month containing the summary of all incidents reported and associated SI performance measurement for that period. The monthly Availability and Performance Report will be deemed to be accepted by KIOCL upon review and signoff by both SI and KIOCL.



c. Capturing the required data for SLA report generation in automated way. This tool should generate the SLA Monitoring report in the end of every quarter which is to be shared with KIOCL on a quarterly basis. The tool should also be capable of generating SLA reports for each quarter.

d. KIOCL shall have full access to the EMS solution (and any other tools / solutions deployed for SLA measurement and monitoring) to extract data (raw, intermediate as well as reports) as required during the project. KIOCL will also audit the tool and the scripts on a regular basis. The measurement methodology / criteria / logic will be reviewed by KIOCL.

e. In case of default on any of the service level metric, the SI shall submit performance improvement plan along with the root cause analysis for KIOCL’s approval. For SLA related payments, the SLA measurement will be measured and computed on a quarterly basis

4. Annual Reviews

a. During the contract period, it is envisaged that there could be changes to the SLA,

in terms of measurement methodology / logic / criteria, addition, alteration or deletion of certain parameters, based on mutual consent of both the parties, i.e. KIOCL and SI.

b. KIOCL and SI shall each ensure that the range of the Services under the SLA shall not be varied, reduced, or increased except by the prior written agreement of KIOCL and SI.

c. The SLAs may be reviewed on an annual basis by KIOCL in consultation with the SI and other agencies



9.2. Service levels Description 9.2.1. Implementation SLAs

Sl. No

Milestone Deliverables Actual Timeline

Basis of measurement

Violation of Service Level Agreement

Deductions / Penalty

1 Submission of PBG

Performance Bank Guarantee for 10% of total contract value (Excluding Taxes)

10 Days = T0

Submission of Performance Bank Guarantee

More than 25 Days

Termination of the LOI issued

2 Software Development

2b Validation of FRS and Submission on SRS / Blueprint

a) Submission of LLD, HLD and project plan

b) Submission and Sign off of System Requirement Specifications (SRS) Document

c) Submission and Signoff of Technical Architecture Document

d) Design documents for all Application Modules and Sub-modules for KIOCL SAP Application

e) Data migration strategy report

T0+ 12 Weeks

Obtaining Signoff and Submission of all the deliverables as per the milestone

Submission after T0 + 12 Weeks and there after

0.5 % of the milestone payment for every week of delay up to a maximum penalty of 5 % of the total milestone payment

2c Submission of Systems Design Documents

a) Submission and Sign off on Security architecture & policies

b) Submission and Signoff on Integration/ interface design mechanism with other departments

T0 + 12 Weeks


Submission after T0 + 12 weeks and there after




Sl. No





c) Submission and Signoff Software deployment model

d) Submission and

Signoff Quality Assurance Plan, Testing Plan/ Strategy and test cases

e) Submission of Data

Schema (soft copy)

2d Completion of development of the solution

a) Functional Requirement Traceability Report

b) Submission and Sign-

off of Application Readiness Report,

c) Development completion report including results of Unit testing, Integration testing

T0 + 26 Weeks




2e Completion of testing of the solution

a) Submission and sign-off of UAT Report on System Testing Results, Integration Testing Results, User Sign off, Deployment plan, Back-out or Rollback plan, Contingency plan and Updated Risk Plan

T0 + 36 Weeks


Submission after T0 + 36 weeks and there after




Sl. No





2g Change Management and Training

a) Submission of Training plan Report on completion of training for all the identified users

T0 + 36 Weeks



0.5 % of the milestone payment for every week of delay up to a maximum penalty of 5% of the total milestone payment

2h Go-Live & Change management and Training

a) Report on completion of training for all the identified users

b) Submission of Source Code

c) Go Live Certificate from the Department

T0 + 40 weeks




3 Cloud Infrastructure (Development and Production Environment)

3a Development Environment

Creation of Development environment

T0 + 12 Weeks




3b Production environment

Creation of Production environment Commissioning

T0 + 26 Weeks






9.2.2. Operational SLAs The key service level requirements for the SAP system availability, which need to be ensured by the SI during the warranty period as well as during the operations and maintenance support period. All complaints shall be lodged with the service desk, which will allot ticket number for each complaint indicating location, function, time of registration and severity of the complaint. Centrally managed web-based ticketing tool for lodging the complaints will be provided by SI, as a part of the facilities. The performance of the SI in terms of SLA compliance will be measured as per the following: 1. The performance of the support shall be tracked monthly as per the SLA service levels detailed in this section. 2. In case of slip in SLA percentage or service levels for any category of incidents for any month, the SI shall be subjected to penalty as

defined in this tender document. 3. In case of continued low performance of the maintenance & support in terms of meeting the defined SLAs, KIOCL at its own discretion

may consider termination of the support contract. 4. The SI would be required to perform reporting for operational maintenance and support activities monthly. Evaluation of the

performance will be conducted on a quarterly basis by KIOCL, I. Incidents support SLAs

Incident Level Minimum Service Level

Critical 98%

Major 95%

Minor 90%

In the event of KIOCL users not defining the severity for incident, the SI team will analyse the problem and will set appropriate severity to the problem. In case the SI support team does not agree with severity defined by KIOCL user then all such disagreements will be discussed with KIOCL, in such cases, decision of KIOCL shall be final. In addition, the SI needs to provide the following expected SLA levels for:

Measurement Service level

Notifying users in advance for all known planned maintenance schedules 100%

Provide SLA compliance reports, monitoring and maintenance related Reports 100%

II. Application Availability SLAs Below is the indicative list of availability SLAs for SAP solution, SI or Bidder needs to enhance / extend this list. Availability SLAs:



Domain Minimum Service Level

SAP Solution Availability 99%

Backup 100% for Offline

Application availability is defined as: {(Scheduled operation time – Application downtime) / (scheduled operation time)} * 100% Where: 1. “Scheduled operation time” means the scheduled operating hours of the Application for the month. All planned downtime on the

system would be deducted from the total operation time for the month to give the scheduled operation time. 2. “Application downtime” subject to the SLA, means accumulated time during which the Application is not available to the KIOCL’s

users or customers due to in-scope system or infrastructure failure, and measured from the time KIOCL and/or its personnel log a call with the SI’s help desk of the failure or the failure is known to the System Integrator from the availability measurement tools to the time when the Application is returned to proper operation.

3. The business hours are 9 AM to 6 PM on any calendar day the KIOCL’s office is operational. The SI however recognizes the fact that the branches will require to work beyond the business hours and holidays on need basis.

4. Uptime will be computed based on availability of the applications to the KIOCL’s users irrespective of availability of servers either individual servers/clusters. Also, noncompliance with performance parameters and system / service degradation will be considered for downtime calculation.

5. Service Levels should be complied with irrespective of the customizations that the applications would undergo during the tenure of the Contract.

III. Performance SLAs Below is the set of Performance SLAs applicable to the SAP solution

Category Measurement Minimum Service Level

System Response Time

End to end response time should be < 2 seconds (end user to core application and back)

99%

Support 50 concurrent users for access to SAP application 99%

9.2.3. Penalties The SI shall be subjected to the following types of penalties in case of inability to meet KIOCL’s requirements. The penalty applicable to the SI shall be independent of the Security Deposit and the Performance Guarantee submitted by the successful Bidder at the award of contract. The aggregate of all penalties in one quarter will not exceed 10% of the quarterly AMC amount during the warranty and maintenance period. In case, the penalty reaches 10% in three successive quarters, KIOCL at its discretion, may increase the cap higher percentage or terminate the contract.



A. Penalties for Incident Support:

SI would publish monthly, and quarterly report of measurements listed above. Penalties would be imposed for not meeting minimum service level of SLA as per the table below:

Level Minimum Service Level of SLA’s Penalty as a percentage of quarterly support fee

Critical SLA compliance between 98% to 95% against total tickets received for this service level 5% of the quarterly payment

SLA compliance Below 95% against total tickets received for this service level 10% of the quarterly payment

Major SLA compliance between 95% to 90% against total tickets received for this service level 3% of the quarterly payment


Minor SLA compliance between 90% to 85% against total tickets received for this service level 2% of the quarterly payment


B. Penalties for Availability measurements:

SI would publish monthly and quarterly reports capturing measurements listed for the SAP solution availability requirements listed in above section. Penalties would be imposed for not meeting minimum service level of SLA as per the table below:

Minimum Service Level of SLA’s at critical level Penalty as a percentage of quarterly Payment

Between 99% to 98% 5% of the quarterly payment

Between 98% to 95% 10% of the quarterly payment

C. Penalties for Performance of ERP application and Web Portal:

a) Time to load login page or any other page of the portal that can be viewed by the users without logging into the system (publicly

accessible pages). The time includes the cumulative time of sending the request from a dedicated KIOCL machine over internet to the cloud platform till the time the page fully loads on the machine. The pages will be defined by KIOCL based on the criticality and number of visits to the page.

Target Penalty as a percentage of quarterly payment

<99% and >=95% of the transactions take less than or equal to 2 seconds 2% of the quarterly payment


<90% and >=85% of the transactions take less than or equal to 2 seconds 10% of the quarterly payment.

b) Request-Response Time of various forms used by users through portal. The time is the elapsed time between the time requests

(submission of Form including attachments) is submitted and the time response (acknowledgement) is received back. Irrespective of the transaction type, Payment Gateway and any third party/ external agency transaction times will be subtracted from the total elapsed



time. Measurement will be on real time transactions. The response time will be measured within the cloud platform environment between the first entry and last exit point.





c) Request-Response Time for services accessed by the users (e.g., login and loading of dashboard (default page), Search, view

applicant details, Finance functions, etc.,). The time is the elapsed time between the time requests is submitted to the time the response is received at KIOCL, Irrespective of the transaction type, Payment Gateway and any third party/ external agency transaction times will be subtracted from the total elapsed time. Measurement will be on real time transactions. The response time will be measured at KIOCL machines.





d) Request-Response Time for workflow interaction/ workflow-based transactions of the services accessed by users. The elapsed time

between the time at which request is submitted and the time at which response is received at KIOCL, irrespective of the transaction type any external agency transaction times will be subtracted from the total elapsed time. Measurement will be on real time transactions. The response time will be measured at KIOCL machines

.


<99% and >=95% of the transactions should be less than or equal to 4 seconds 2% of the quarterly payment


<90% and >=85% of the transactions should be less than or equal to 4 seconds 10% of the quarterly payment.

e) Request-Response Time for transaction with document retrieval and rendering services through portal for users. The time elapsed

between the time at which request is submitted and the times at which first page of the document is retrieved and rendered at KIOCL machine. Measurement will be on real time transactions. The response time will be measured at KIOCL machines.







D. Penalties for Configuration Changes Support

Penalties would be imposed for not meeting expected resolution time for the Configuration changes, as per the table below:

If the duration of critical level configuration changes lies

Following penalty will be recovered at every default and breach in SLA

On 3rd day and up to 5th day Penalty Payment of INR 5000

Beyond 5th day and up to 10th day Payment of INR 10000

More than 10 days Escalation to KIOCL steering committee Payment of INR 20000

If the duration of Major level configuration changes lies

Following penalty will be recovered

On 5th day and up to 10th day Penalty Payment of INR 2000

Beyond 10th day and up to 15th day Penalty Payment of INR 4000

More than 15 days Escalation to KIOCL steering committee, Payment of INR 10000

If the duration of Minor level configuration changes lies


On 9th day and up to15th day Penalty Payment of INR 2000

Beyond 15th day and up to 20th day Penalty Payment of INR 4000

More than 20 days Escalation to KIOCL steering committee, Payment of INR 10000

E. Penalties for Development Changes Support

Penalties would be imposed for not meeting minimum service level of SLA as per the table below:

Criteria for completion of Development Change request


If completion time exceeds between 10% to 15 % from time agreed between SI and KIOCL for each development change

Deduction of 5% of work order value of the change Request

If completion time exceeds between 15% to 25% from time agreed between SI and KIOCL for each development change

Deduction of 10% of work order value value of the change Request

If completion time exceeds beyond 25% from time agreed between SI and KIOCL for each development change

Escalation to KIOCL steering committee which may lead to deduction of 25% of work order value of the change Request



10. FUNCTIONAL REQUIREMENT SPECIFICATIONS

This section of the NIT provides high level indicative functional requirement specifications for developing the solution for KIOCL. However, these functional requirements need to validate, modified to suit the KIOCL integrated application during the SRS development stage of the Project.

Please indicate your response as one of the following for each specification.

Sup Functionality available as a standard package feature including Supporting the requirements via modifications (screen configurations, reports, GUI tailoring, etc.)

3rd Supported via a third-party solution

Cus Functionality not available. It would be customized to meet the requirements i.e. changes to source code

Ns Functionality not supported

Response Value Table

Score

Sup 1

Cus 0.75

3rd 0.5

Ns 0

Component Required Solution Component/s (with version where necessary).

Comment Indicate the section & page number in your proposal where you are complying to the given criteria

Instructions: Complete the worksheet by placing an X in the appropriate column for each criterion. The X's should represent the current state of a product or service.



10.1. Procurement and Inventory

Ref. ID Business Requirements Sup Cus 3rd NS Component Comment

PI.R01 For creating, updating, deleting/ disabling unique material category codes and item codes online in a centralized location

PI.R02 For referencing the unique item codes across business transactions such as raising a DMPR etc.

PI.R03 For securely maintaining the material master data by enabling appropriate authentication and authorization mechanisms

PI.R04 For creating, updating, deleting/ disabling unique service codes online in a centralized location

PI.R05 For referencing the unique service codes across business transactions such as developing a purchase order/work order

PI.R06 For securely maintaining the master data by enabling appropriate authentication and authorization mechanisms

PI.R07 For developing notice inviting tender using predefined templates in the target ERP

PI.R08

To access procurement database for searching with all relevant details such as vendor’s material/ services offered, prevailing price, past history etc. Details will be stored under procurement database

PI.R09 For developing and maintaining a set of prequalification criteria in the system as per CVC guidelines

PI.R10 For having an approval workflow to facilitate the tender processing and vendor communication

PI.R11 For capturing bidder responses in email and ingesting details into the system and attaching to the workflow

PI.R12 For maintaining the prequalified bidders with all relevant details in a centralized location (single source of truth)

PI.R13 For uploading digital copies of the bidder responses into the system

PI.R14 creating vendor database for updating, deleting and disabling in a centralized location (single source of truth)

PI.R15 For automatically updating the bidder list in the centralized location based on the output from the bidder selection process

PI.R16 For viewing bidders (material category, item code, service wise) along with select metrics on a dashboard online

PI.R17 For defining, tracking, and reporting metrics assessing bidders' performance and any other aspects necessary for business




PI.R18

For automatically generating alerts/ email notifications for defined events (deviation from agreed clause, expiry of agreement, any lapses etc.)

PI.R19 For sending communications on monthly pellet production requirement along with relevant details in email/ online

PI.R20

For computing the quantity and other details of procurement of iron ore fines by taking into consideration the current stock level of iron ore fines

PI.R21 For raising a DMPR for computed quantity of iron ore fines online, using an interactive form that shall capture all relevant details

PI.R22 For launching an approval workflow within the system for facilitating approvals of DMPR within the system

PI.R23 For developing note sheets online, using standard/ predefined templates

PI.R24 Business for prepopulating note sheet templates with relevant data

PI.R25 For an approval workflow for approval from technical evaluation team and F&A concurrence

PI.R26 For automatically generating MPR from the DMPR

PI.R27 For maintaining action/ approval history within the system

PI.R28 For developing and maintain an approval matrix so as to determine the level and routes of approvals within the workflow

PI.R29 For a workflow to facilitate approvals and other activities for managing the bidder selection via the end to end tendering process

PI.R30

For automatically sending out communications with required information to prequalified bidders for submitting bid responses via email (with provision for sending out hard copies)

PI.R31 Amendment of purchase order should be incorporated.

PI.R32 Scrap item workflow process to be defined.

PI.R33 For having an integrated e-reverse and e-forward auction platform online

PI.R34

For publishing details of shortlisted bidders from technical evaluation to an integrated e-reverse auction platform and sending communications to individual bidders for participation in the reverse auction

PI.R35 Risk Purchase process flow to be captured

PI.R36 For developing and displaying a matrix between bidder price quotes and bidders and indicating the L1 price




PI.R37 For a workflow for facilitating the approvals of L1 bidder by competent authorities

PI.R38 For alerts/ automatic email notifications at preconfigured events through the e-reverse auction process and the approval workflow

PI.R39 For an approval workflow for approvals on nomination and LTA.

PI.R40 For sending out communications to bidders and tracking/ capturing responses from bidders in the system

PI.R41

For uploading spot purchase by committee approval and post approval on need bases details (with any digital documents) into the system

PI.R42 For inventory accounting for spot purchase

PI.R43 For financial accounting (AP) upon completion of inventory accounting

PI.R44 For keeping details of rate contract in the system

PI.R45 For keeping details of repeat orders in the system

PI.R46 For generating work order (WO)/purchase order, using predefined templates within the system online

PI.R47 For sending out WO/PO to L1 bidder with all necessary details in email

PI.R48 For capturing invoices in emails from contracted bidders

PI.R49 For routing the invoices along with other necessary details to F&A for financial accounting (AP)

PI.R50 For keeping provision for digitizing the hard copy invoices and uploading them into the system

PI.R51 For generating reports at the given frequencies

PI.R52 For sharing reports in emails with appropriate recipients

PI.R53 To define preconfigured (canned) reports within the system

PI.R54 For developing ad hoc reports, selecting appropriate metrics from the system

PI.R55 For securely transmitting and storing the reports by means of appropriate authorization mechanisms

PI.R56 To maintain approval template in the centralized document repository for easy access

PI.R57 To be able to attach the technical approval template to the raised DMPR

PI.R58 To get automated notification for status change on DMPR

PI.R59 To have an online status management provision for DMPR

PI.R60 To be able to provide Digital signatures for document approval

PI.R61 To be able to store standard templates for PO, technical evaluation format, note sheet, etc. in the centralized repository for easy access




PI.R62 For initiating process of MPR creation upon approval of DMPR by the Competent authority

PI.R63 For auto-generation of MPR as per the defined workflow after receiving all the required approvals

PI.R64 To be able to pre-populate the similar fields from the MPR form without the need to manually enter the same in the PO form

PI.R65 To be able to attach the soft copy of necessary proof documents to the draft PO

PI.R66 To be able to provide Digital signatures

PI.R67 To get automated notification to the F&A department when a draft PO is created by the Purchase team for vetting

PI.R68

To have an online query management provision for draft Purchase order in order to facilitate faster communication between purchase and F&A department

PI.R69

To be able to generate a PO based on the information present in the draft PO automatically after the latter has received all the required approvals

PI.R70 To be able to attach multiple POs to a single MPR

PI.R71 For getting automated notification to the inspection department on creation of PO

PI.R72 To be able to attach a soft copy of received Invoice to the raised DCR in the ERP

PI.R73 To be able to generate GRN 1 by auto populating the received goods data from PO and the DCR

PI.R74

To be able to be have a workflow defined for creating a DDR request from the received DCR at the inspection department(security process to be incorporated)

PI.R75 To be able to pull supplier information from the DDR and send automated email to the supplier with all the details

PI.R76 To initiate a GRN1 on closure of DDR

PI.R77

To be able to manage a secure and centralized database of the inventory making it accessible to all the departments, enabled by appropriate access control mechanism

PI.R78

To be able to match the item code in the GRN1 and the inventory database, and update the quantity received against the item code in the centralized inventory database




PI.R79

For managing a comprehensive centralized master list of items along with different attributes of the item. For e.g.: Item code, name, configuration, etc.

PI.R80

To be able to auto-create GRN2 based on information provided in the GRN1 along with additional information required to be filled by the store department

PI.R81 To have Bin card management module in the ERP

PI.R82 To be able to send automated notifications to the designated departments as defined in the process workflow

PI.R83 For triggering Financial approval once GRN 2 has been generated

PI.R84 To be able to do a search for DCR present in the GRN2 and retrieve the attached invoice for further verification

PI.R85 Tobe able to attach multiple GRNs to a single PO

PI.R86

To be able to create GRN3 after the completion of approval workflow as defined in the ERP and send automatic notifications to the identified departments

PI.R87 For integration between the current weighbridge system and the target ERP to update the entry for every tipper coming in

PI.R88 To be able to associate the Quality and inspection report with a specific PO in the ERP

PI.R89

To update the inventory management in the ERP once all the tippers for a particular shipment have been unloaded inside the shed by aggregating the quantity of weight recorded for every tipper for a particular shipment

PI.R90 For triggering Financial approval once Shipment has been unloaded inside the plant

PI.R91 To update the inventory in the ERP based on the quantity of the item mentioned in the GRN

PI.R92

To be able to send automated notifications to the requestor user department once the GRN has been approved by the Stores department

PI.R93 For defining a format of the raw material consumption vis a vis pellet production reconciliation report

PI.R94 For generating the raw material consumption vis a vis pellet production automated reconciliation report at the press of a button

PI.R95 For sending auto notification to the stores department as soon as MRN is raised




PI.R96 For updating the Inventory automatically based on the information provided in the MRN

PI.R97 To build in logic in the MRN functionality to identify between used and unused returned item

PI.R98 To be able to send auto notification to the designated department/person on creation of a STV

PI.R99

To be able to auto update Inventory against each item in the STV for both the stores, deduction from the transferring store and addition in the receiving store inventory

PI.R100 To be able to send auto notification to the designated department/person on creation of a STR

PI.R101 To be able to identify items in the inventory which are to be scrapped

PI.R102 To be able to have an online form to fill in details of scrap items and maintain it in a centralized repository

PI.R103 To have expiry date of perishable items maintained in the ERP

PI.R104 To have a trigger mechanism to the designated stores department when a certain item is approaching its expiry date

PI.R105 To have simultaneous access to the files stored in the centralized repository

PI.R106 To have authentication-based access management for the files store in centralized repository

PI.R107 To have document version control system for the files stored in centralized repository

PI.R108 For internal departments to have real time status updates on the auction status of the scrap items

PI.R109 To have automated trigger mechanism to the F&A department on sale of any particular items from the scrap auction

PI.R110 To be able to store date of the last audit conducted stored against the item in the ERP

PI.R111 To be able to generate report of bin card entries as required from the ERP

PI.R112 To be able to store and retrieve audit reports in the central and secure repository

PI.R113 To be able to predict threshold quantity of an item based on its past consumption pattern

PI.R114 To be able to create graphical reports from the ERP and give trend analysis for a specified time period

PI.R115 To be able to print reports directly from the ERP



10.2. HR and Payroll with ESS


HR.01 To have visibility of employees all personal details in a centralized location for employee data

HR.02 To have history of all personal details of employees from date of Joining including previous employments if any in a centralized location for employee data

HR.03 To update employee details in the centralized location for employee data

HR.04 To maintain organization wise unit wise approved position list and current status.

HR.05 To search for employee data in the centralized location, by name and department using a tool

HR.06 To have visibility of employee skill matrix

HR.07 To record and retrieve employee’s history in the company in terms of career progression and various postings

HR.08 To have visibility of employees and their dependents medical information in a centralized location

HR.09 To centralize verification and reimbursement of medical bills

HR.10 To generate Appointment letters automatically

HR.11 Need for employees to have a self-service option through which they can view, and update employment related and personal details

HR.12 To record and retrieve employee nomination details

HR.13 To have a centralized record of awards and appreciation, adverse remarks, punishment etc., the employee has received, to leverage that during appraisals

HR.14 To update the employee skill matrix based on trainings provided and on the job learning

HR.15 To be able to search and identify employees based on skill requirement

HR.16 To provide employees with a centralized system to report disciplinary actions

HR.17 To have a centralized departmental expense to manage expense data and access it using a software tool

HR.18 To record the expenses against the employee record in the centralized location for employee data




HR.19 Need for HR to have access to the employee related expense data

HR.20 Need for HR to have access to generate expense reports

HR.21 To automate the canteen management and accounting of canteen utility

HR.22 To integrate the biometric data with the finance accounting and attendance

HR.23 To maintain employee attendance records in the centralized location for employee data

HR.24 To maintain employee leave balance in the centralized location for employee data

HR.25 Need for HR to view employee attendance data

HR.26 Need for HR to have access and generate attendance reports

HR.27 Need for employees to view their attendance and leave details

HR.28 Need for a provision to apply for leave through online option

HR.29 To notify the competent authority of the employees leave application

HR.30 For leaves to be approved by the competent authority

HR.31 To maintain employee leave balance data by leave and employee category

HR.32 To have visibility of all contract laborer’s personal details and ID proofs in a centralized location

HR.33 To update the contract laborer’s details in a centralized location

HR.34 To search for contract laborer’s by name and contractor

HR.35 To generate contract laborer’s related reports

HR.36 To integrate the biometric data with the attendance records of the contract laborer’s

HR.37 To integrate the biometric data with the finance of contract labors

HR.38 To compare the invoice submitted by the contractor against the attendance details available

HR.39 To be able to perform self-appraisal/performance appraisal of all executives to be automated using online option and to evaluate the same

HR.40 To consolidate the employee's review and ratings from the competent authority

HR.41 To automatically notify the employee and competent authority to complete the appraisal, at pre-defined intervals




HR.42 To automate the different levels of approvals necessary for appraisal of an employee

HR.43 To automate the periodicity of the appraisals for different positions

HR.44 To save the appraisal data against the employee records to be retrieved when the employee is due for promotion

HR.45 Appraisal of all non-executives to be made online

HR.46 To automatically notify the competent authority to complete the appraisal, at pre-defined intervals

HR.47 To automate the identification of employees eligible for promotion

HR.48 To generate a merit list of eligible employees based on the appraisal ratings, qualifications and service weightage

HR.49 To generate bio data of the employees eligible for promotion

HR.50 To plan and schedule the interviews using a software tool

HR.51 To notify the employees of the interview dates and slots

HR.52 Business need for the interview committee to provide feedback that is automatically saved in the employee's record in a centralized location (needs clarification)

HR.53 To automate the calculation of the salary as per the fixed rate of increment defined for each position

HR.54 To update the payroll data with the new salary details

HR.55 To generate promotion letters (templates)

HR.56 To authenticate and authorize the promotion letter with a digital signature of the competent authority

HR.57 To send the promotion letter to the employee

HR.58 To access and search the employee skill matrix for particular skills, experience and qualifications

HR.59 To generate a list of candidates eligible for succession planning

HR.60 To design a development plan for the candidate

HR.61 To communicate the development plan and activities to the candidate

HR.62 To track the progress of the development plan and knowledge transfer activities in a centralized system

HR.63 To automate the identification of employees whose probation period is due for completion

HR.64 To get performance reviews and approvals online from the competent authority

HR.65 To notify the employee regarding the confirmation or extension of probation




HR.66 To generate confirmation orders (templates)

HR.67 Intimation to Payroll to facilitate release of annual increment to confirmed employees

HR.68 To send confirmation orders to the employees via email using a software tool

HR.69 To update the confirmation in the employee records in a centralized location

HR.70 To identify the list of vacancies

HR.71 To identify the number of vacancies post wise

HR.72 To upload and maintain the Job Description for the employee

HR.73 To notify vacancies online through company website

HR.74 Need for applicants to be able to fill and submit their applications online

HR.75 To automate the screening of applications who meet the minimum requirements

HR.76 To store and categorize the applications by position and category

HR.77 To generate a list of eligible applicants

HR.78 To prepare an interview plan and schedule using a software tool

HR.79 To notify the eligible applicants about the interview dates and slots via email

HR.80 To receive feedback about the applicants from the interview committee

HR.81 To generate a merit list based on the interview feedback and other criteria

HR.82 To automate the generation of offer letters

HR.83 To send the offer letters to the selected candidates via email using a software tool

HR.84 To receive the candidate's confirmation or rejection of the offer

HR.85 To capture the mandatory on boarding details like PAN, AADHAR, UAN, Experience letters, Bank Account number and other details mandatory for on boarding

HR.86 To fill joining forms on-line for the new employee

HR.87 To convert the Applicant data into Employee data on hiring / joining

HR.88 To send a notification to Payroll to allow the payroll team to add the employee(s) in the payroll master and provide details like bank account number, benefits/perks(as per the entitlement) etc.




HR.89

To send a notification to respective HoD as and when the on boarding formalities and system requests (Payroll) have been completed and workstation, Laptop/Desktop etc. have been provided to the employee

HR.90 To update the new employee's personal details and IDF proofs in a centralized location

HR.91 To notify the employees of the induction plan and training schedule using a tool

HR.92 To identify the relevant trainings required by the employees for their career growth and to meet the needs of the departments

HR.93 Generate reports for antecedents and cast verifications of new recruits

HR.94 To generate an approved list of trainings for a given financial year

HR.95 To plan and schedule the training plan and schedule using a software tool

HR.96 To automate generation of a comprehensive training calendar including extracting training details from appraisals of individual employee.

HR.97 Online generation and approval of training request from departments which is in addition to the training calendar of the year.

HR.98 To notify the employees of the training schedule via email, SMS

HR.99 To estimate the number of employees intended to attend the trainings

HR.100 To maintain minimum required training to employees with alert for any repetition of the same or maximum training attended

HR.101 To estimate the training budget for a given financial year

HR.102 To track the training budget as the trainings are completed

HR.103 To get budgetary approval from the competent authority

HR.104 To update the training details attended by the employees

HR.105 To send employees training reminders and notifications at a pre-defined time before the training and at pre define intervals using a software tool

HR.106 To confirm the participation of the employees in the training sessions

HR.107 Business need to receive feedback regarding the trainings sessions from the employees




HR.108 Career path/ skill-wise training schedule for employees and initiation of schedule after transfer or promotion to new position

HR.109 To analyses the trainings based on the attendance and feedback to incorporate the insights to create the training calendar for the next financial year using an analysis tool

HR.110 To have a view of department wise and location wise trainings and their status

HR.112 To automatically notify the HR when an employee is due for retirement

HR.112 To electronically notify the employee via email

HR.113 To automate the clearances from various departments for an employee due for retirement including vigilance clearance.

HR.114 To store the clearance and No objection certificates in a centralized location for retrieval in the future

HR.115 To send automatic reminders to the various departments at pre-defined intervals (clarification needed)

HR.116 To send automatic reminder to the Vigilance department at pre define intervals

HR.117 To update vigilance clearance details of executives quarterly as per guidelines and generate reports

HR.118 To allow the HR to initiate the separation process

HR.119 To send mail to HoD(HR),finance, admin and IT whenever the exit has been initiated

HR.120 To show the status of the documents to employee such as Full & Final settlement, asset management, clearance from Admin etc. as per the policy of KIOCL

HR.121 To capture the no dues status of the employee, deactivation of account, exit interview data of the employee at the time of exit

HR.122 To upload the relieving letter and other documents of the employees

HR.123 To ensure the employee has all the clearances necessary to receive the Release order and Service certificate

HR.124 To authenticate and authorize the Release order and service certificate by the competent authority with a digital signature

HR.125 To have a historical record of labor cases in a centralized location

HR.126 To track the labor cases currently in court and track their progress, court dates etc. using an intelligent tool




HR.127 To have a historical record of disciplinary cases in a centralized location

HR.128 To track the disciplinary cases currently active and track their progress, enquiry dates etc. using a tool

HR.129 To broadcast circulars, orders and reports to all the intended recipients using a software tool

HR.130 To authorize circulars by the competent authority with a digital signature

HR.131 To get online Vigilance clearances certified that can be accessed from multiple locations and stored in a secure centralized location

HR.132 To be able to send automated reminders to the Vigilance department at pre-defined intervals using a software tool

HR.133 To generate an automated report of the employees who have applied for positions in other Public Sector/ Government organizations year wise

HR.134 Online application and approval of official tour

HR.135 To automate the travel booking process

HR.136 For sending automated notifications to the Admin department

HR.137 For the travel details to be updated against the employee’s details in the centralized location for employee records

HR.138 To automate the process to generate employee travel reports

HR.139 To maintain a historical record of recruitments on the basis of category in a secure centralized location

HR.140 To identify and auto generate a report on promotions on the basis of category

HR.141 Implementation of Wage Revision, Performance Pay, Incentive Pay, VRS, Anomaly calculation and financial implications etc.

HR.142 To calculate employee salary taking all pay, allowances, leave details, advances, deductions, taxes etc. as per the guidelines of the Company

HR.143 To automate the generation of SC/ST/PWD/OBC/EWS reports

HR.144 To generate SC/ST/PWD/OBC/EWS statistical data and models using a software tool

HR.145 To automate the CSR budget calculation based on pre-defined business rules

HR.146 To save the CSR requisitions received throughout the year in a secure centralized location




HR.147 To store the shortlisted CSR initiatives in a secure centralized location

HR.148 To track the budgetary utilization for each CSR initiative using a tool

HR.149 To automate the generation of CSR initiative status reports

HR.150 To automate the generation of CSR initiatives based on the categorization of CSR initiatives at predefined intervals

HR.151 To automate the email notification with the report to the competent authority using a software tool

HR.152 To automate the generation of CSR initiatives based on the location of CSR initiatives

HR.153 To generate any other reports as per the user requirements

HR.154 To generate organization chart with hierarchies.

HR.155 To maintain issuance records of asset like Mobile, Laptop, PC, Vehicle or welfare items like Uniform, safety shoes, raincoats etc.

HR.156 To provide provision and checks for the employees to be granted LTA / LTC as per company rules. To verify and certify the LTA / LTC availed by employee as per Rules

HR.157 To capture and maintain the details of employee's health problems

HR.158 To maintain the languages known with details of speak, read and write separately with clear indication of mother tongue and state of domicile

Time and Leave Management

HR.159 To maintain the record of the attendance of KIOCL employees and contractual employee

HR.160 To upload the attendance details of the regular employees and contractual employees to the central server at other office locations

HR.161 To maintain and view employee leave details

HR.162 To apply for leave through the system

HR.163 Ability to club different leave types for applying as per the leave rules of KIOCL

HR.164 To send a notification to respective Sanctioning/Recommending authority, about the raised leave request and system should be capable of sending an acknowledgement to the applicant

HR.165 To send an e-mail to the employee that leave/time regularization is approved or rejected




HR.166 To store the rules of the KIOCL leave policy (i.e. the employee's eligibility for number of earned leave, casual leaves, etc.), leave recommending and sanctioning authority for each employee, etc.

HR.167

Ability to categorize the type of leaves that can be applied e.g. Earned Leave, Casual Leave, Sick Leave, Half Pay Leave, Commuted Leave, Restricted Holiday, Special casual leaves, IOD, Compensatory Off, Maternity leaves, Leave without Pay (LWP) / Unauthorized Absence, study Leave, LTC/LTA leaves, Official work travel / meetings for regularizing the biometric data (On Duty – OD and tour) etc.

HR.168 To enable employee to update the Official work travel / meetings (On Duty – OD and tour) and to regularize the attendance.

HR.169 To automatically calculate and display the leave balance in the different categories of leave as and when the leave is applied and to reverse it when the leave application is cancelled

HR.170 To credit the applicable leaves to respective leave types at the beginning of the year as per KIOCL leave policy (service class code, grade etc.)

HR.171 To link the attendance and leave management system such that leave details are automatically updated in the attendance system

HR.172 To automatically route the leave application to the concerned recommending/sanctioning authority

HR.173 To mention the reason and address for leave

HR.174 To mention reason for rejecting a leave application

HR.175 To cancel the leave application when the approval is pending by the applicant

HR.176 To cancel the leave application by the sanctioning authority after leave approval based on request by the applicant

HR.177 To upload attendance data of employees onto the system

HR.178 To regularize Attendance

HR.179 To integrate the leave with payroll

HR.180 To enable shift in charge to fill timesheets on daily basis

HR.181 To enable real time timesheet/roaster data flow to leave accounting

HR.182 To generate report of employee/department/shift wise timesheets not filled

HR.183 To enable report employee wise for days present/absent




HR.184

To validate location, department, total hours of day/week, leave codes, holiday hours, days of restricted holidays, location/department wise man hour control, employee wise man hour booking

HR.185 To provide access rights to concerned officer In-Charge

HR.186 To enable automatic calculation of actual man days

HR.187 To forward the overtime schedule to the shift in-charge for approval.

HR.188 To maintain leave ledger

HR.189 To generate late coming and early going report

HR.190 For taking Compensatory -Off balancing and their adjustment

HR.191 To apply leave encashment and for calculation of amount

HR.192 To able to manage on-line application, tracking and approval of various kinds of leave through workflow logic and self-service.

HR.193 To provide the Sanctioning/Recommending Authority consolidated status of present/absent employees working under him/her.

HR.194

To intimate the controlling officer when an employee goes on unauthorized leave (unmarked attendance) / returns back from unauthorized leave/ extends leave/ reports in the middle of the sanctioned leave period(along with appropriate reduction in sanction)

HR.195 To permit the definition of a time calendar with provision for all types of Company Holidays and weekly off for various location

HR.196 To enable time recording system to capture overtime details

HR.197 To provide shift management and roaster scheduling

HR.198 To show the status of attendance details,

HR.199 To integrate with Bio-Metric system for getting attendance and leave status

HR.200 To provide manual attendance facility for regularizing attendance

HR.201 To store the leave details in central repository

Payroll Management

HR.202 To calculate salaries as per KIOCL policies and rules. All types of allowance, pay, earnings, deductions/recoveries, loans and advances, leave details etc. to be taken for salary calculation

HR.203

To calculate statutory deductions like Provident Fund, ESI, Professional Tax, Income Tax, Voluntary PF etc. and same to be tracked for each employee and necessary documentation requirements have to be met




HR.204

To include perquisites/various allowances/pay details/earnings/deductions (fields to vary based on employee grade, eligibility etc.) There should not be restriction on number of perquisites/various allowances/pay details/earnings/deductions fields

HR.205

To make changes in salary rate due to increments like Annual increment, special increment, time bound increment etc., promotions, fixations (on promotion and on pay revision) etc. and to provide analysis of impact of revision of any / all components like pay, allowances, deductions etc.

HR.206 To take the recorded Leave/Absent data when processing monthly salary and adjust salary as per the attendance and leave details

HR.207 To take the overtime/worked on holidays details for calculating Overtime/holiday wages

HR.208 To withhold salary processing of identified employees

HR.209

To change the location of employee in case of transfer, and to make proper impact in the books of accounts made to record the salary, balance of loan and recovery status to the new location from the date of transfer

HR.210 For updating payroll calculation rules whenever an employee's grade, location, department, service class code changes

HR.211 To deduct quarter rent and electricity charges according quarter type allotted and to stop house rent allowance from the date of occupancy/allotment etc.

HR.212 To deduct loan instalments & separately track deductions, loan balance etc.

HR.213 To automatically adjust calculations for mid-pay period salary etc.

HR.214 To calculate payments with retrospective effect and payment of arrears on confirmation of Probation.

HR.215 To allow pay types based on defined cycles of pay

HR.216 To facilitate to incorporate changes announced in the Tax policy, DA rates etc. from time to time

HR.217 To compute the Income Tax based on all types of Pay details, Savings, Investments, House property details, repayment of loans for House, perquisites etc.

HR.218 To calculate taxable Perquisites based on benefits given to employee




HR.219 To compute the Income Tax based on the investment, savings and repayment of loans for House, etc. plans submitted by employees

HR.220 To stop salary processing for identified employees

HR.221 To reverse deduction to be included in next pay if incorrectly withheld

HR.222 To prepare fund requisition in cases of salary disbursement and other allowances on a monthly basis

HR.223 To export the payroll data to an excel sheet/pdf as per bank requirements

HR.224 To generate all standard and statutory payroll related reports

HR.225 To provide customizable workflow for all internal processes & approvals associated with the payroll system

HR.226 To record fields as class, category, technical/nontechnical, unit on which the employee is working, common staff or corporate office staff, Cost center (like division) etc.

HR.227 To generate Form 16A, Form 24Q, Form B (Man days worked, and man-days lost) and Form C (Attendances, man hours worked and cash earnings in respect of one complete working week)

HR.228 To redirect to Income tax website for payment of TDS and generate challan

HR.229 To calculate arrears of salary, the adjustment of salary for the previous period by giving range of months/ Period

HR.230 To export the payroll details to an excel sheet/pdf

HR.231 To maintain audit trails for all activities

HR.232 To support payment of incentives/ additional allowances to employees and add it to the gross income

HR.233 To calculate loan/advance balance by deducting, monthly EMI from salary and to calculate interest taking applicable interest rates.

HR.234 To track advances and net of advances against claims submitted

HR.235

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, and Cost Centre.

HR.236 To integrate with exit management of HR module

HR.237 To integrate with HR module and Finance and Accounting module




HR.238 To compute the salary up to separation period in case of separated employees in that salary month

HR.239 To compute the final settlement claim of the employees

HR.240 To calculate the retirement benefits including PF, Gratuity, leave encashment, pension, Medical, etc.

HR.241 To notify Competent authority of any outstanding balances when employee is terminated. System to provide option of No Dues Accounting in payroll for terminated employees

HR.242 To perform calculation of pay and benefits for separated employee based upon separation date

HR.243 To compute settlement details upon separation (VRS, superannuation, resignation etc.)

HR.244 To notify the particular employee the admissible amount in case of medical / travel reimbursements

HR.245 To process reimbursements of outpatient medical bills

HR.246 To support encashment of Leave, Tours and travel and also on retirement with consequent tax adjustments as per the company's policy

HR.247 To store the payroll details in central repository

HR.248

To provide 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

HR.249 To generate pays lip in user defined format and same has to be viewed by employees

HR.250

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 instalments deducted or left etc.

HR.251 To provide separate formats for TA/DA, Medical bills etc. to be submitted by the employee in the system itself

HR.252 To maintain details of basic pay, perks, recoveries towards loan etc.

HR.253 To handle all types of reimbursements

HR.254 To warn if data captured is inconsistent with master data

HR.255 To handle adjustment entries




HR.256 To provide CTC details location/function/Designation/Grade/employee wise

HR.257 To enable electronic workflow for all transactions related to PF, Gratuity, Pension

HR.258 To provide provision and checks for granting LTA / LTC, advances to employees as per company rules

HR.259 To calculate Performance linked incentive and performance related pay for employees

HR.260 To allow authorized user for payroll process

HR.261 To send SMS to employees once the salary or any other payment has been processed and advice has been sent to bank

HR.262

To be flexible enough to accommodate changes and effect payments when the pay structure changes and calculate payment with retrospective effect, payment of arrears and spread over of income for tax calculation (Sec 89)

HR.263 To make changes or update in Salary with retrospective effect upon correction of pay anomaly arising due to wage revision and calculate arrears of pay

Training & Safety

TS. R01 Business need for a planning and scheduling tool to manage employee trainings

TS. R02 Business need for an electronic document approval workflow with capabilities such work assignment/ expiry, work delegation, concurrence approval etc.

TS. R03 Business need for capabilities such as automatic email notification

TS. R04 Business need for maintaining online repository trainings

TS. R05 Business need receive feedback regarding the trainings sessions from the employees

TS. R06 Business need to analyze the trainings based on the attendance and feedback to incorporate the insights to create the training calendar for the next financial year using an analysis tool

TS. R07 Business need to auto generate reports in pre-defined formats using the system

TS. R08 Business need to automate generation of a comprehensive training calendar

TS. R09 Business need to capture training requirements against every employee as per their defined career path




TS. R10 Business need to confirm the participation of the employees in the training sessions using the system

TS. R11 Business need to digitize and catalogue records that are currently available in hard copies

TS. R12 Business need to estimate the number of employees intended to attend the trainings

TS. R13 Business need to filter and search the records based on specific requirements

TS. R14 Business need to forecast requirements for safety items

TS. R15 Business need to generate an approved list of trainings for a given financial year

TS. R16 Business need to have a centralized location for employee training data and skill matrix

TS. R17 Business need to have a centralized location for storing employee training data and skill matrix

TS. R18 Business need to have a view of department wise trainings and their status

TS. R19 Business need to have access control on the employee safety related data

TS. R20 Business need to identify the relevant trainings required by the employees for their career growth and to meet the needs of the departments

TS. R21 Business need to integrate the attendance data against the records of the trainees

TS. R22 Business need to maintain First aid training schedule

TS. R23 Business need to maintain list of First aiders in the centralized repository

TS. R24 Business need to manage safety maintenance schedule

TS. R25 Business need to monitor end to end progress of activities

TS. R26 Business need to plan and schedule the training plan and schedule using a software tool

TS. R27 Business need to pre-fill common fields in the forms for safety clearances, checklists, etc. based on pre-defined rules

TS. R28 Business need to raise online requests for procuring safety items from the stores

TS. R29 Business need to record and monitor utilization of safety items reports




TS. R30 Business need to record assets assigned to an employee details against employee records

TS. R31 Business need to send employees training reminders and notifications at pre-defined intervals before the scheduled training

TS. R32 Business need to tag a specific item as 'safety item' in the inventory database for faster identification

TS. R33 Business need to update the inventory upon check out of a particular item from the stores

TS. R34 Business need to update the trainings attended by the employees after the training completion in the employees' skill matrix

TS. R35 Business need to update the trainings confirmed by the employees

Employee Medical

HM. R01 Business for a central repository of first aid trained employees in each department

HM. R02 Business need for a planning and scheduling tool

HM. R03 Business need for a secure centralized location to track and monitor incidents

HM. R04 Business need for a tool to analyze injuries, incidents and accidents

HM. R05 Business need for a tool to analyze the health reports

HM. R06 Business need for a tool to perform budget analysis to derive insights

HM. R07 Business need for a tool to perform hazard and risk analysis to derive insights

HM. R08 Business need for adequate security and authorization measures to access employee medical records

HM. R09 Business need for an electronic approval workflow with capabilities such work assignment/ expiry, work delegation, concurrence approval etc.

HM. R10 Business need for an online portal for employees to access training manuals

HM. R11 Business need for an online portal for employees to access health and safety manuals

HM. R12 Business need for an online portal for service providers to interface with KIOCL

HM. R13 Business need for automated reminders at pre-defined intervals




HM. R14 Business need for inter-departmental data flow and synchronization of processes

HM. R15 Business need to automate generation of frequently generated documents

HM. R16 Business need to digitize documents that are available only in hard copy form

HM. R17 Business need to fill and track references in a centralized location

HM. R18 Business need to fill, update and track bio-waste management in a centralized location

HM. R19 Business need to fill, update and track compensation related activities in a centralized location

HM. R20 Business need to fill, update and track incidents in a centralized location

HM. R21 Business need to fill, update and track inspection reports in a centralized location

HM. R22 Business need to fill, update and track risk and hazard thresholds in a centralized location

HM. R23 Business need to have visibility of various departments, processes, efficiencies, costs etc.

HM. R24 Business need to integrate departments that frequently share data and updates

HM. R25 Business need to send automatic email notifications to concerned departments and competent authorities

HM. R26 Business need to send automatic email/ SMS notifications to competent authorities

HM. R27 Business need to store digitized documents in a secure centralized location

HM. R28 Business need to store documents in a secure centralized location for employee data

HM. R29 Business need to store documents in a secure centralized location that can be accessed from multiple systems across locations

HM. R30 Business need to track and monitor budgetary consumption in real time

Employee Self Service

ESS.1

Provision for employees to view, apply and update pre-defined data themselves e.g. Bank details, marital status, nomination, dependents, NOC etc. and leave balance, leave status, attendance details, training details, salary details, PF details,




salary slips, liabilities, loan/advance details, loan repayment, declare IT returns, property returns, Form 16, medical ,travel, LTC, scholarship, school bus, benefits enrollment ,benefits management,acknowledgments etc.

ESS.2

To provide functionality to the employees for a bill payment system which would also include reimbursements. This would have features for submission, tracking, and approval and credit/debit the account, for receiving of physical proof/bills.

ESS.3 To intimate the employee through self-service/e-mail/SMS regarding submission of document as proof

ESS.4 To remind the employee through self-service/e-mail/SMS regarding modification or requirement of additional data

ESS.5 To provide links to the important circulars/ instructions/ policy documents etc.

ESS.6 To provide projection features for viewing projections on Income Tax liability etc.

ESS.7

To apply for leave (with appropriate documents to be submitted online), bill payments, loans, advances etc. for employees and approval to be managed through proper workflow defined in the system

ESS.8 To apply for cancellation of any kind of leave online and submit joining report after submitting scanned copy of supportive documents in case of medical leave

ESS.9 To provide standard forms to be submitted online for reimbursement towards bills, expenses incurred etc.

ESS.10 To provide standard forms to be submitted online for employee related requisitions like Renewal of Passport, abroad visit etc.

ESS.11 Ability of compiling performance appraisal, review and approve and report

ESS.12 To send the employee confirmations after changes are made online

ESS.13 To create new self-service transactions as and when required

ESS.14 To allow the manager to provide access to staff performance review information

ESS.15 To generate employee performance history

ESS.16 To generate appraisal forms, performance plan templates and employee performance plans

ESS.17 To raise request for quarter allotment




ESS.18 To provide access to staff training information

ESS.19 To enable managers to review staff training history

ESS.20 To enable managers to approve training enrolments

ESS.21 To accommodate multiple levels of review and approval

ESS.22 To provide immediate updates to the core HR/payroll database when data changes

ESS.23 To provide an audit trail

ESS.24 To give managers the ability to create and save their own custom reports

ESS.25 To allow managers to view their direct reports as well as drill down to lower levels under their area of responsibility

ESS.26 To raise request for issuing canteen coupons

10.3. Project Management

Ref. ID Business Requirements Sup Cus 3rd NS Comp

onent Comment

TP.R01 For storing templates of standard documents in the centralized repository for easy access

TP.R02 To be able to define the workflow for tenders and contracts process in the ERP

TP.R03 To be able to send auto-notifications to the intended recipient as per the defined workflow

TP.R04 To be able to configure the approval of documents functionality in the ERP

TP.R05 To be able to manage queries from different departments in the ERP

TP.R06 To be able to determine the approving authority for tender and claims process as per Delegation of Power

TP.R07 To be able to define lead times at every stage in the approval workflow

TP.R08 To be able to receive auto-notification from the system as soon as the lead time for approval is approaching the deadline

TP.R09 To be able to store and retrieve list of suggested bidders for limited tenders in the ERP

TP.R10 To be able to store template for NIT in the ERP

TP.R11 To be able to link all the related documents to a specific note sheet generated by the indenter




onent Comment

TP.R12 To be able to track the progress of the entire tender and claims process

TP.R13 To be able to identify, pull from received emails and upload bidder responses to the centralized repository based on pre-defined rules

TP.R14 To be able to attach comparative analysis, bidder responses, etc. to the note sheet raised for specific tender request

TP.R15 To be able to identify email from third party, pull from received email and upload the e-reverse auction report to the centralized repository based on pre-defined rules

TP.R16 To be able to calculate composite lowest of the bids by using the price comparison statement and highlight the same in the price comparison statement

TP.R17 To be able to store the bidder information in the ERP

TP.R18 To be able to retrieve all the past records for a specific bidder from the ERP

TP.R19 To be able to create work order for a new contract using the ERP

TP.R20 For storing templates of standard documents (note sheet, recommendations template, etc.) in the centralized repository for easy access

TP.R21 To be able to define dynamic approval workflow in the system

TP.R22 To be able to provide digital signatures on the soft copy of the documents

TP.R23 To be able to print any specific document from the system

TP.R24 To be able to store template for NIT in the centralized repository for easy access

TP.R25 To be able to link all the related documents to a specific note sheet generated by the user department

TP.R26 To be able to manage a relationship between the note sheet, NIT and all other required documents in the tender process

TP.R27 To be able to search and retrieve information related to a particular NIT from the system at any given point in time

TP.R28 To be able to archive all the necessary documents in the system

TP.R29 For enabling access to tender related documents to authorize persons only

TP.R30 To be able to maintain schedule of tenders




onent Comment

TP.R31 To send an auto-notifications to the concerned departments based on the important dates mentioned in the Tender.

TP.R32 To be able to index, pull and store (in centralized repository) the soft copies received via email

TP.R33 To be able to be able to manage pre-bid queries using the system

TP.R34 To be able to track the bids received by the Technical services

TP.R35 To be able to schedule meetings and sending invites to the intended participants

TP.R36 To be able to send an auto-notification to the HOD of Technical services once all the bids have been received by the department

TP.R37 To be able to maintain record of authentication done by designated departments on the received bids

TP.R38 To be able to generate report for verifying pre-requisite criteria of the received bids and store it in the centralized repository

TP.R39 To be able to store template for techno commercial evaluation of the bid in the centralized repository

TP.R40 To be able to send notifications to the bidders for scanning and uploading required documents against the submitted bid

TP.R41 To be able to store list of shortlisted and rejected bidders and make it available for future reference

TP.R42 To auto generate comparative statement of bidders

TP.R43 To be able to send auto notification to the shortlisted bidders for further participating in the e reverse auction

TP.R44 For in-house e-tendering platform

TP.R45 To auto generate price comparison statement based on price bids

TP.R46 To be able to create and store work orders using the system

TP.R47 To be able to track the details of the work orders using the system for any time reference

TP.R48 To be able to send auto-notification to the concerned departments at predefined period based on the expiry date of the work order

TP.R49 To be able to manage projects execution using ERP

TP.R50 To be able to manage any schedule, cost, resources, etc. deviation during the project execution

TP.R51 To be able to identify any changes in the work order during project execution and appropriately update the techno commercial evaluation sheet




onent Comment

TP.R52 To be able to compare projected v/s actual parameters at regular intervals during the project execution and send notifications at right time

TP.R53 For triggering an approval process for any changes in the agreed work order during the project execution

TP.R54 To be able to configure monthly, quarterly status reports on projects execution in a pre-defined template

TP.R55 To be able to generate reports based on pre-defined frequencies and send auto-notification to technical services department

TP.R56 To be able to store and retrieve all the approved status reports from the system at any point in time.

TP.R57 For archiving all the generated reports based on business need.

TP.R58 To trigger auto-notification to the concerned departments for generating compliance and statutory related reports

TP.R59 To maintain schedule of statutory and compliance related reports in the system

TP.R60 To store templates for statutory and compliance reports in centralized repository

TP.R61 To generate reports required by KSPCB for pollution parameters using the system

TP.R62 To send auto-notifications to the concerned departments for consent renewal based on pre-defined timeframe

TP.R63 To send reminders to the Technical services department to track the progress of the consent from KSPCB

TP.R64 To be able to maintain workflow for the bid creation process in the system

TP.R65 For storing standard templates for creating bid, TFR, DPR, etc. documents in the centralized repository

TP.R66 To be able to store and retrieve all the bid related documents in the centralized repository

TP.R67 To be able to maintain list of all the bidders contracted in the system. Details about any specific bidder can be pulled out from the system at any point in time.

TP.R68 To able to store standard templates for creating inspection certificates, measurement books, etc. in the centralized report

TP.R69 To be able to configure approval process for bidder payments in the system




onent Comment

TP.R70 To be able to maintain soft copies of all the bidder invoices in the system

TP.R71 To be able to monitor real time status of the project execution

TP.R72 To be able to auto generate invoices

TP.R73 For automated email notifications to external clients with invoices

TP.R74 For tracking e-payments made by the external bidders

TP.R75 To be able to maintain list of project stakeholders in the system

TP.R76 To be able to maintain documents required for statutory/compliance requirements in the centralized repository

TP.R77 To be able to search and retrieve documents from ERP

TP.R78 For a centralized repository of all assets to be maintained by the Technical Services department

TP.R79 For alerts and notifications regarding the maintenance activities

TP.R80 To analyze the historical maintenance data to derive insights and save costs

Business Development

BD.R01 Business need to be able to store and retrieve past contracts with the partners from the system

BD.R02 Business need to be able to provide digital signatures on the documents

BD.R03

Business need to be able to facilitate decision while getting into a JV with a partner by providing insights based on historical data of particular partner's performance and market image

BD.R04

Business need for storing standard templates (bid creation, scope of work, cost estimation, feasibility etc.) in the centralized repository for reusability

BD.R05

Business need for secure centralized location for research and other documents that can be accessed from multiple systems across locations

BD.R06 Business need to store and monitor diversification opportunities in a centralized system

BD.R07 Business need to automate workflows and approvals with digital signatures

BD.R08 Business need to manage expansion requests coming in from the user departments using the system.

BD.R09 Business need to be able to store and retrieve all the executed tender documents




onent Comment

BD.R10 Business need to be able to manage documents related to the expansion process workflow in the system

BD.R11 Business need to be able to receive auto-notifications depending on the defined approval workflow.

BD.R12 Business need to receive auto notifications at each step of the tendering process

BD.R13 Business need to be able to create work order for a new contract using the integrated information system

Mining for Data Management ,Project Management and Work flow

UF.RM01

Business need for calculating CAPEX, OPEX and other targets in alignment with master mining plan, using an intelligent software tool

UF.RM02

Business need for estimating and planning resources. Business need for contracting human resources, equipment, logistics, and others as appropriate via suitable tendering platform

UF.RM03 Business need to manage the details of KIOCL for validating the PQ criteria in a centralized repository

UF.RM04 Business need to automate approval workflow for bidding process to the external clients

UF.RM05 Business need to be able to calculate project costs using the system

UF.RM06

Business need to be able to analyze trends between past contracts that KIOCL took part in and help the Business Development department to calculate risks

UF.RM07 Business need to be able to store soft copy of the advertisements published in which KIOCL intends to take part in

UF.RM08 Business need to be able to store list of partners that KIOCL has formed consortium with in the centralized repository

UF.RM09 Business need to be able to index and store the bid related documents in the centralized repository

UF.RM10

Business need for storing standard templates (bid creation, scope of work, cost estimation, etc.) in the centralized repository for reusability

UF.RM11 Business need to have access controlled central repository

UF.RM12 Business need for managing and storing list of NITs in the integrated information system for easy reference as required




onent Comment

UF.RM13

Business need to analyze huge amount of market and historical data and provide meaningful insights to the competent authority to help them decide KIOCL's participation in the auction(mineral e-auction process)

UF.RM14

Business need to be able to receive suggestive values for NIT parameters (for e.g. auction price) using analytics on the past data

UF.RM15

Business need to be able to manage documents in the centralized repository using a unique system generated document ID based on pre-defined rules

UF.RM16 Business need to be able to manage queries during the bidding process using the system

UF.RM17 Business need to be able to print documents as required from the system

UF.RM18

Business need to be able to manage calendar for the bidding process and send auto reminders for the dates based on pre-defined rules

UF.RM19 Business need to be able to manage documents required for statutory purposes during the bidding process in the system

UF.RM20 Business need to maintain and retrieve soft copies of all the clearances required for a lease deed in the system

UF.RM21

Business need to keep track of all the clearances received for statutory requirements and send auto reminders for their renewals based on pre-defined rules

UF.RM22

Business need to be able to maintain details associated with a lease deed in the system and send auto reminders before expiry of a lease deed is approaching

UF.RM23 Business need for a dashboard to keep track of document approval status

UF.RM24 Business need for a dashboard showing the renewal dates of all the consent letters and lease deeds



10.4. Financial Management


FA.R01 For configurable, upgradable budget planning framework that allows you to tailor the planning solution

FA.R02 To configure drivers required for Budget planning like department, line of business, cost center, Entity, Units, profit center and consolidated-company level, JV level etc.

FA.R03 To create complex models from results of driver calculations

FA.R04 For allocating budget based on predefined drivers in the system

FA.R05 For performing What if Scenario analysis for budget planning with actuals of previous to determine planning targets, impact of change of business, Financial target positions, market volatility etc.

FA.R06 For creating draft analysis on budgets and to have multiple versions before finalizing on the budgets

FA.R07 System should have the flexibility for Top down and bottom up modelling with value and percent to have effective budgeting

FA.R08 To do budgeting for cash flow

FA.R09 For allowing management accounting to upload guidelines of receiving data for budgeting and share the same with various departments

FA.R10 For allowing user to create production plan with financial budget availability

FA.R11 For allowing user to create material requirement plan with financial budget availability

FA.R12 For allowing user to create quality plan with financial budget availability

FA.R13 For allowing user to create maintenance spare and consumables requirements plan with financial budget availability

FA.R14 For allowing user to create purchase plan with financial budget availability

FA.R15 For allowing user to create capex plan and attach justification note with the same

FA.R16 For allowing user to create IT expenditure plan

FA.R17 For allowing user to create man power plan

FA.R18 For allowing individual departments to view comments from various approving authority and update the budgets before finalization

FA.R19 To be able to create budget versions and maintain audit trail of the same

FA.R20 To freeze the budget, income statement and KPI targets after approval from board

FA.R21 To allow user to update forecast numbers for the remaining months of the year along with the budget data for comparison

FA.R22 To allow setting tolerances on each budgeted item




FA.R23 To support SOFT Locking of budgets when expenses cross particular threshold and release on approval only

FA.R24 To support HARD Locking for budgets/ expense when it has crossed particular level of exception and release on special case only

FA.R25 To support predefined approval matrix for consumption of the budgets

FA.R26 For attaching supporting documents to the budget definitions

FA.R27 For uploading supplement budget at any given point and approval for uploading the same

FA.R28 For zero based budgeting and incremental budgeting

FA.R29 For budget checking at PR, RFQ and PO level

FA.R30 For set budget at G/L sub item level and cost center level

FA.R31 For dashboard to display plan vs actual budget at company level and up to the period and forecast with the budgeted figure or revised budget at any given point of time

FA.R32 For dashboard to display plan vs actual budget at company level and up to the period and forecast with the budgeted figure or revised budget at any given point of time for all sub ledger modules

FA.R33 For dashboard to display plan vs actual budget at any given point of time at ledger level

FA.R34 For dashboard to display plan vs actual budget at any given point of time at account/cost center roll up level

FA.R35 For dashboard to display plan vs actual budget at any given point for revenue budget

FA.R36 For creating and maintaining bidder master code and should have the ability to generate bidder master code as per the bidder type ( supplier etc.)

FA.R37 For duplication check based on parameters like GST registration no, PAN/TAN, employee number and other criteria as defined

FA.R38 For capability to capture multiple bank accounts of the same bidder

FA.R39 For supporting approval process for bidder creation

FA.R40 To edit bank details of the bidder at transaction level with approval and based on declaration from bidder

FA.R41 For changing bidder details based on declaration from bidder with internal approval

FA.R42 To be able to support approval for any bank account number and name change in Bidder master and ability to upload supporting documents

FA.R43 For supporting authorization control for Bidder master based on organization level, location etc.

FA.R44 For defining sub ledger and G/L for the bidders




FA.R45 For blacklisting bidder as per the defined level however system should not stop any process

FA.R46 For creating credit limit, bidder priority, payment term and credit period etc.,

FA.R47 For ability to match 2way,3way and 4way matching process

FA.R48 For tracking partially billed POs, partially received goods or services and payment against each along with statutory standards

FA.R49 To find and fix decimal mismatch of PO total, GRN Total and invoice total

FA.R50 For capturing additional details of the bidder or COMPANY in the invoice

FA.R51 To create recurring invoices based on schedules on approval

FA.R52 For supplier portal to have the capability to enter invoices directly in to system

FA.R53 System should not allow prefixing for invoice Number for existing invoices and audit trail is required for revisions

FA.R54 To receive invoice through scan, fax, email, Electronic Data Interchange (EDI) and through web interface

FA.R55 For supporting multiple invoice against one PO ONLY

FA.R56 For payment of blanket PO, contract PO

FA.R57 For performing approval with different business rules as per invoice document type (service, FA, material, etc.)

FA.R58 For uploading invoice from data sheet or excel, image or pdf

FA.R59 For applying withholding tax and GST TDS at the line item level

FA.R60 For defining and tracking input tax credit at each invoice level

FA.R61 For setting different invoice approval rules based on document type, value and unit etc. at each item level

FA.R62 For having Bidder Ageing report based on various time buckets and ability to drill down to details in case of credit purchases

FA.R63 To restrict editing the invoice once invoice is posted

FA.R64 For restricting duplicate invoice number from creation for each bidder

FA.R65 For processing invoice centrally with automation like Intelligent Character Recognition (ICR) technology for reading and uploading data from the scanned invoice into the system

FA.R66 For processing inter-unit invoices and post inter-unit accounting entries automatically with approval

FA.R67 For capturing all the import transactions as per BOE process

FA.R68 For creating Debit note and credit note and same to be linked with original invoices

FA.R69 For posting the entry through sub ledger ONLY and any direct entry should be restricted other than adjustments




FA.R70 For having functionality to provide remark section at the time of invoice posting

FA.R71 For calculating discount based on set of rules for future use

FA.R72 To cancel invoice with automatic reversal of entries

FA.R73 For maintaining the audit trail of all changes in invoice entries and cancellations

FA.R74 To auto generate invoices based on fully completed GRN on approval

FA.R75 For recording and tracking employee loans in his payroll

FA.R76 For recovering loans from salary month on month

FA.R77 For recording and tracking for both employee and bidder advances

FA.R78 To knock off advances completely or partially against same supplier invoice

FA.R79 To track taxes if required on advance invoices as well

FA.R80 To record and track prepaid expenses and provide multi period accounting

FA.R81 To retain portion of bidder bill as security deposit and Bidder Retention and Liquidity Damages

FA.R82 For retaining portion of base price and taxes in bidder bill in case of any violation to PO terms

FA.R83 To record and track medical expenses and bill copies in the system

FA.R84 For tracking any violation from employee in medical reimbursements

FA.R85 To undergo various approvals before payment of medical expenses

FA.R86 For tracking expenses(business travel related) incurred by employees in the name of COMPANY for ITC (Input Tax Credit)

FA.R87 To track expenses incurred in foreign currency

FA.R88 To provide alert for payment due and penalty for late payment

FA.R89 For creating alert for all statutory and regulatory payment (e.g.GST/VAT payment)

FA.R90 System should have the ability for scheduled payment to post entry automatically (contract maintenance, utilities etc.)

FA.R91 To set different payment approval matrix for payment based on document type, value and certain rules

FA.R92 To set payment priority in the system

FA.R93 For approval for stop payment request

FA.R94 For do batch payments and partial payments

FA.R95 For maintaining confidentiality for certain payments like-remuneration to key stake holder, salary payments etc.

FA.R96 For processing invoices exceeding a certain period (e.g. more than 1 year) with approvals only under current period other than financial period




FA.R97 System should have the ability for milestone payment in cases work order contracts

FA.R98 For generating bidder payment report within a date range

FA.R99 System should support bidder balance reconciliation and balance confirmation from the bidders

FA.R100 To integrate with bank for bulk payment or batch payment.

FA.R101 To support electronic remittance advice submission to suppliers and flow of information back to IT system after remittance from banks and suppliers

FA.R102 System should have facility for E-invoicing for suppliers to key in invoice directly to the system

FA.R103 System should have facility for informing the bidders on payment initiation and successful payments

FA.R104 For providing bidder master data details with all necessary details

FA.R105 For providing all invoices categorized as bidder invoice, work order, employee reimbursements etc. with payment details

FA.R106 To provide invoice and payment vouchers

FA.R107 To provide complete bidder ledger details with accounting details ,ledger codes

FA.R108 System should provide bidder ageing report

FA.R109 System should provide exception reports and alerts if G/L and sub ledger balances are not tallying

FA.R110 System should be able to generate reports like contract Usage and Compliance reports, invoice cycle time and status information

FA.R111 To integrate payment gateway with currency exchange rate master

FA.R112 To integrate with EDC (Electronic Data Capture) machine to auto generate the accounting transaction for collection.

FA.R113 To integrate cash collection point with revenue account

FA.R114 To support collection in foreign currency and also to maintain currency wise balances

FA.R115 To auto post the accounting transaction for cash collection and cash collection charges

FA.R116 To reconcile the cash posted in the system and actual cash in hand with the cashier at the end of the day

FA.R117 To post excess/short collection in defined account in the system with approval only

FA.R118 For raising alerts/reminder for excess and short collection

FA.R119 For processing the refund against deposit receipts or credit note only

FA.R120 To follow the approval matrix before processing the refund




FA.R121 To create the refund liability with unique number

FA.R122 To define and create specific bank account for specific purpose like, collection account, payment account, investment account and loan account

FA.R123 To define check list for the required documents to open a new bank account

FA.R124 For mapping the transaction with specific bank account

FA.R125 System should have ability create one collection and one payment account at unit level

FA.R126 To support calculation of fund required for specific purpose in designated bank account

FA.R127 To send fund request to the approver to remit the fund in designated bank account

FA.R128 To define the access to bank account for authorized user only

FA.R129 To generate auto accounting entry for inter-bank transfer transactions

FA.R130 To define access for specific bank account at the time of specific payment only

FA.R131 To define and crate specific bank account for specific purpose like, collection account, payment account, investment account and loan account

FA.R132 For managing multiple bank account and sub account under the main account- collection account, revenue account, Opex payment account, capex payment account and loan account

FA.R133 For creating one collection and one payment account at unit level

FA.R134 For sending fund request to the approver to remit the fund in designated bank account

FA.R135 For recording inter-bank transfer

FA.R136 For defining the access to bank account for authorized user only

FA.R137 For defining access for specific bank account at the time of specific payment only

FA.R138 For defining and accessing bank guarantee in the system

FA.R139 For tracking bank guarantees for both payable and receivable transaction

FA.R140 To track Bank guarantee and BG tracker period to include start time, end time, amount etc.

FA.R141 To send alerts on BG expiry details based on predefined conditions

FA.R142 For providing report for actual cash inflow and projected/budgeted inflow as per the defined criteria in the system

FA.R143 For defining and manage investment master in the system

FA.R144 For identifying the investment requirement based on projections and available funds in the account




FA.R145 For comparing Investment opportunity whether it should be invested with outside bidders or in in-house project based on liquidity requirement and return on investment(ROI)

FA.R146 For maintaining foreign currency investment and periodically revaluation thereof

FA.R147 For calculating and reserving the investment amount if bidder(Systematic Investment Plan) and periodically amount need to be deposited

FA.R148 For supporting various mode of investment in the system like- Investment in Fixed Deposit Receipt (FDR), Mutual Fund, Stock Market, Investment in Subsidiary

FA.R149 For supporting various mode of investment in the system as defined

FA.R150 To manage investment through sub ledger and should have option to close sub ledger upon closer of investment

FA.R151 To capture Amount of Investment, Rate of Interest, and Tenure of the Investment

FA.R152 To capture pre-maturity terms and rate of Interest and penalty applicable for pre maturity in the system

FA.R153 To capture the liability associated with the Investment

FA.R154 To create auto entry for the investment upon creating the investment data in the system. "Reinvestment account and Cr.Bank account" entry should be generated and submitted for the approval to record it in the system

FA.R155 To calculate auto interest income and post the accounting entry in Statement of Income with approval through control account

FA.R156 To support lock in period for the Investment if any

FA.R157 System should have ability not to close the investment before lock in period

FA.R158 To calculate financial impact of pre-closer and closer before lock in period and should submit it for approval

FA.R159 For supporting integration with bank to capture the details in investment master if feasible

FA.R160 For analyzing the returns on various investment account created in the system

FA.R161 For analyzing the opportunity to switch the sourcing of the existing as well as new investment to maximize the net worth of the organization

FA.R162 To calculate and record impairment of investment if any on defined period in the system

FA.R163 To support investment dash board

FA.R164 To define/update and maintain debtors/customer master in the system

FA.R165 To create and maintain credit application form in the system




FA.R166 To scan and upload the documents related to on boarding of debtors-like-Company name (Statutory form) evidence for billing name and address and other requirement as applicable

FA.R167 To create customer by excel upload or interface and manually

FA.R168 To assign unique code to the debtors and update only with proper authorizations

FA.R169 To define credit limit and credit period for the debtors and provide alerts for communicating to party for due after credit period

FA.R170 To send alerts/notification to stake holder upon define percentage of utilization of credit period

FA.R171 To capture various ratio like leverage ratio, current ratio, liquidity ratio, ROI of the customer in the module to validate the customer

FA.R172 For recognizing the revenue once bill is generated

FA.R173 For generating revenue report based on daily revenue recognition criteria but it should not be posted to GL

FA.R174 To recognize the revenue line of business wise

FA.R175 To support various mode of collection

FA.R176 To apply the amount received against respective invoices and debtor account

FA.R177 To post the excess amount in deposit account

FA.R178 To support foreign currency collection

FA.R179 For accounting any difference in foreign currency conversion is right account

FA.R180 For knocking off the bill amount against deposit if required and collect the balance amount with different mode

FA.R181 For generating the receipts of collection once amount is collected

FA.R182 For knocking off AR/AP transaction for the same party

FA.R183 For collecting all the different revenue in one bank account

FA.R184 To reverse the receipts with approval

FA.R185 To auto apply the receipts based on approval

FA.R186

For dealing with round-off and decimals and amount received from customer in short or excess in decimals should be recorded in separate account and outstanding against that invoice/customer should be knocked off as per outstanding in the books

FA.R187 For tracking and trading pig iron through standard consignment process for future business demands




FA.R188 To account debit and credit notes against original invoices only and original invoice reference should also exist

FA.R189 To capture zero tax accounting in case of export billing

FA.R190 For providing calculation and alerts for bad debts provision based on the ageing and collection criteria defined in the system and post the entry with approval

FA.R191 For sending the demand letter and warning notice to customer before write-off and once write-off customer should be black listed

FA.R192 To write-off the debtors against provision and post the accounting entry based on the approval and Director approval is also required

FA.R193 For restricting any direct posting to the GL other than provisions and adjustments which business demands

FA.R194 To raise alerts/reminders to stake holder if SL and GL balances are not reconciled

FA.R195 For providing additional column in the ageing report to capture the invoice submission details and Bill amount, outstanding amount, payment received and mode of payment etc. along with interest amount for the due period

FA.R196 For determining performance-based debtors category based on their rating and payment processing status to perform the analysis

FA.R197 For defining the special discount for any future business based on predefined rules

FA.R198 For generating the listing in excel for black listed customer to upload it to the govt. portal

FA.R199 For sending request to customer for balance confirmation as per the defined frequency

FA.R200 To auto reconcile the SL and GL with reports

FA.R201 To generate report for unrecovered amount customer wise, invoice and service line wise in case of credit sales in future

FA.R202 To support cost center/department wise profitability report

FA.R203 To provide report for actual revenue and projected revenue as per the defined criteria in the system

FA.R204 For generating report for billed and unbilled revenue

FA.R205 For generating report of deposits and its utilization

FA.R206 For tracking disputed invoice and to be reported in the BS if required

FA.R207 To define COA (chart of account) at centralized level

FA.R208 To provide workflow approval to create new unique account or edit the existing account in COA




FA.R209 For allowing authorized user to change the account code and alerts to selected stakeholders upon changes

FA.R210 For generating exception report for all the blocked code

FA.R211 To define various accounting periods with approval

FA.R212 For defining Holding/Subsidiary relationship, Joint Venture relationship if any in the system

FA.R213 For defining various intercompany account-like Intercompany-Loan account, advance account,

FA.R214 For grouping the accounts in the defined head like- Equity and Reserves, Current Non-Current Assets

FA.R215 For defining calendars in the system

FA.R216 To integrate with bank portals or should fetch data from repository to update exchange rates periodically

FA.R217 To auto reconcile the intercompany transactions

FA.R218 To auto post intercompany transactions in both the books with approval

FA.R219 To process intercompany fund transfer and other transaction through GL,PV or any other mode as defined

FA.R220 To link all the account code with budgetary control

FA.R221 For transferring the balance from old account GL accounts to new GL account at total balance level

FA.R222 To auto generate the recurring journal entry as per defined in the system

FA.R223 To define the threshold limit for the JV, if value is crossing the limit it should be posted with approval only

FA.R224 To provide auto reversal of accounting entry based on approval

FA.R225 To schedule recurring journal entries and post on approval

FA.R226 To define and maintain period end closing activity

FA.R227 For sending alerts/reminder to the stake holder to post the accounting entries to the GL from sub-ledger at the defined frequency

FA.R228 For revaluing the foreign currency liability and assets at the defined period

FA.R229 For calculating the foreign currency translation reserve at the time of consolidation

FA.R230 To reconcile the inter-company transaction at the defined frequency

FA.R231 To record prior period adjustment and perform accounting treatment retrospectively or prospectively as defined

FA.R232 For providing Audit adjustment period to perform audit related adjustment and to track those adjustments separately

FA.R233 For tracking accounting for GRN done at real time

FA.R234 For tracking accounting for quality inspection at real time




FA.R235 For extracting receipt accrual data if invoice is not generated

FA.R236 To move receipt accrual accounting to bidder liability once invoice is generated and approved

FA.R237 For reconciling receipt accruals and taxes etc. with ledger accounts

FA.R238 For defining cost center in the COA

FA.R239 For generating cost center wise reporting

FA.R240 For integrating cost center with budgetary control

FA.R241 For allocating the cost at cost center level, cost allocation can be manually and auto by the system

FA.R242 To close ledger books only on closure of sub ledgers like AP,PO,AR etc.,

FA.R243 To restrict user to close the period if all the accounting entries are not posted to GL

FA.R244 To check if all necessary steps has been performed before closing the period

FA.R245 To support re-opening the period with prior approval only

FA.R246 To maintain the audit trail for period open and close activity

FA.R247 To support auto and manual closing of the period end as defined by the user

FA.R248 For transferring closing account balances as opening balances to next month period

FA.R249 For transferring P&L balance to retained earnings and carrying forward the BS balances to next year at the year-end closing

FA.R250 For exception reporting or notification for all unaccounted transactions before closing any financial periods or books

FA.R251 To generate Trial Balance, ledger etc. for consolidation as well as for local reporting purpose which should be based on defined accounting period (period-to-date, year-to-date, monthly period)

FA.R252 For generating financial reports as per defined criteria and defined range-as on date, for the period and comparative statements

FA.R253 For supporting customization of report as required by the management at various frequency, like daily, monthly, quarterly and annually

FA.R254 For generating report for key parameter based on management requests to help the management in decision making

FA.R255 To provide the financial statements based on IFRS/IND-AS frame work which should considered, Relevance, completeness, reliability, prudence, comparability, timeliness

FA.R256 To provide reporting of project progress and progress against budgeted and targeted goal of the organization




FA.R257 To provide various exception report for all the function of the organization like stock variance report, negative cash and bank balance report, overdue payments reports etc.

FA.R258 To provide customized report and schedules as per statutory reporting and for management reporting

FA.R259 For having functionality of report customization to generate report at Group Level to perform the various Ratio analysis as per the operating period of unit

FA.R260 To track the revenue and cost segment wise and generate the segment reporting

FA.R261 To provide complete account analysis from ledger to each sub ledger at granular level

FA.R262 To compare projected revenue, budgeted revenue and actual revenue

FA.R263 To create and maintain customer and bidder GST numbers assigned to valid addresses

FA.R264 For uploading bulk bidder details upload facility with GST registrations,PAN,TAN and bidder registration addresses

FA.R265 For having ability alert and notify duplicate GST numbers when attempted to upload or create

FA.R266 To record all the items with HSN and SAC values with respective description without restricting any characters or size

FA.R267 To capture tax rates with effective date range with multiple rates for single tax type

FA.R268 To extract report of all historical tax rates with effective date range

FA.R269 To calculate tax rates in foreign currency for foreign currency transactions

FA.R270 To automate import/export bulk tax master data

FA.R271 For alerting or notifying when new tax rates are created in the system and changed in the master data

FA.R272 For indicating ITC eligibility for items or AP/PO/GRN transactions

FA.R273 For considering actual bidder invoicing rate even though there is change in rate during system invoicing

FA.R274 For recording self-assessed tax in case of unregistered bidder transactions

FA.R275 For exhibiting controls that are required to guide what tax is applicable for any transaction

FA.R276 To apply or default taxes for both DT and IDT in every tax applicable transaction

FA.R277 To change defaulted taxes for both DT and IDT in every tax applicable transaction until certain point




FA.R278 To capture NIL TDS / concessional rate tax certificate in the system for bidders as well as for customers

FA.R279 To capture central procurement of goods/service at one place and distribution/allocation of the taxes for availing ITC to other units if future business demands

FA.R280 To allocate GST tax on inventory transfers for interstate transfer if future business demands

FA.R281 To calculate and recognize input tax credit on internal movement of inventory items if it is interstate transfer if future business demands

FA.R282 To record taxes for gift items/bonus quantity even though base amount is zero in the invoice

FA.R283 To have sequential numbering of the AR invoices as per the GSTN

FA.R284 To capitalize the taxes for asset qualifying purchases

FA.R285 For auto generating invoices to tax authority for making the payment in case of self-assessed tax

FA.R286 To have an automated process to handle rounding issues and variances between calculated tax and actual tax amount charged by bidder.

FA.R287 To reverse taxes when transactions are cancelled, stock returned, stock write offs and when credit memos are generated.

FA.R288 For accounting tax line under expense account in case of unavailability of ITC

FA.R289 To re-calculate tax when early payment discounts are applied to invoices

FA.R290 For accounting appropriately in case of partial ITC available on items

FA.R291 For generating e-way bill as per GST compliance

FA.R292 To reference original invoice in case of credit memo and debit memos as per tax compliance

FA.R293 For tracking appropriate TCS calculation on scrap of sales etc.

FA.R294 For alerting or notifying stakeholders every time there is tax rate change by linking to GST network

FA.R295 To produce PO print, Invoice vouchers, Payment vouchers with appropriate taxes, tax rates and GST registration of both the parties

FA.R296 To produce and print customer invoices as per GST compliance

FA.R297 To show unregistered customer or bidder as UNREGISTERED in all reports if any

FA.R298 To have accounting entries with zero tax value for export invoices

FA.R299 Manage Filing, Returns and Claim

FA.R300 For automatically generating tax filing report




FA.R301 For producing various consolidated GST reports like GSTR-1, 2, 3 etc. as per standard format location wise accurately

FA.R302 For automating complete tax filing, return filing from the system-based approvals

FA.R303 For providing complete input tax claim process

FA.R304 For offsetting GST taxes as per GST compliance and same process in case of TDS as well

Manage Direct Taxation

FA.R305 For recording bidders if PAN not available

FA.R306 For defining threshold for every bidder for TDS deduction

FA.R307 For overriding defined threshold in case of bidder TDS in exceptional cases

FA.R308 For generating ETDS reports

FA.R309 For automating TDS filing and returns

FA.R310 For reporting TDS gross value to be adjusted with debit and credit memos with appropriate knocking off logic

FA.R311 For generating eTDS Quarterly Certificates 26 Q & 27 Q

FA.R312 For defining various TDS section codes linked to bidder and tax rates i.e., SEC. 194(E),SEC. 195,SEC. 196(A),SEC. 196(B),SEC. 196(C),SEC. 196(D) etc.

FA.R313 For defaulting TDS taxes appropriately on bidder invoices

FA.R314 For generating TDS at credit memos as well if required by business

FA.R315 For defining and identifying TDS liability accounting while invoicing

FA.R316 For alerting and notifying in case of failure in TDS generation

FA.R317 For alerting and notifying in case of duplicate TDS process for same invoice

FA.R318 For exhibiting TDS report along with PAN numbers, bidder thresholds, tax section codes etc. interlinked.

FA.R319 For calculating corporate tax, filing and returns of corporate tax, audit tax

FA.R320 For defining the computation criteria for Minimum Alternate Tax as per the guideline defined in the Income Tax Act

FA.R321 For performing the P&L adjustment in separate statement to compute the MAT

FA.R322 For calculating the MAT liability and process the payment

Manage Asset Creation

FA.R323 For creating asset master with details like asset identifier, cost center, asset type, asset owner, asset location, account codes and asset group code, description

FA.R324 For authorization control for asset master creation, edit and display

FA.R325 For the ability to create and track asset calendar in the system




FA.R326 For uploading asset master into system through excel upload

FA.R327 Allowing for assets grouping using major and minor asset category (Minor assets are assets with low value)

FA.R328 For creating sub category of assets

FA.R329 For capturing net asset value

FA.R330 For tagging GST tax code to asset master

FA.R331 For maintaining non- depreciable assets like land

FA.R332 For capturing warranty and insurance details of assets in the system

FA.R333 For attaching documents to asset master

FA.R334 For creating CWIP (Capital work in process )

FA.R335 For converting CWIP to Fixed assets automatically with cost transfer with approval

FA.R336 For sending alerts and notification to the user if any assets is lying in CWIP beyond the specify time limit

FA.R337 For recording and performing Capital Goods Adjustment as defined by the authorized person

FA.R338 For creating asset splits, for example source lines indicate it is 10 computers and in the fixed asset the lines are split to create 10 assets

FA.R339 For tracking or designating assets as out for repair with transfer and return date and future repair dates

FA.R340 For re-classifying assets

FA.R341 For changing the depreciation rates as per the assets classification and useful life of the assets

FA.R342 For performing asset impairment for assets that have a market value less than the value listed on the balance sheet

FA.R343 For tracing the assets by 1. Locations , 2. Employee, 3. Department/Cost Centre and 4. Expense accounts

Manage Asset Purchase

FA.R344 For acquiring assets through requisition, PO, GRN and payment tracking

FA.R345 For checking approved budget before raising the PR/PO and unbudgeted assets, should be sent for special approval which should be supported by ROI (Return on Investment)

FA.R346 For allowing user to identify whether assets are acquired from direct Bidder or third-Party Sponsorship or it is an internal transfer if future business demands

FA.R347 For capturing the Loan assets and tracking the same for capitalizing for the asset




FA.R348 For allowing user to capture and upload the image of fixed assets to fixed assets module if feasible

FA.R349 For performing ROI calculation based on historical data

FA.R350 To automatically posting entry into GL account once asset is capitalized in FA module

FA.R351 For Budget checking of assets during purchase

FA.R352 For red flag non-conformity of purchase terms like not delivering on time with ability send email notification to concerned users

FA.R353 For capturing physical sighting details of fixed asset System should having the ability for the requester to send acceptance confirmation for fixed assets

FA.R354 For performing quality check for assets during GRN and returning if the asset is not conforming to specifications

FA.R355 For recording sponsored assets in to the system through Financial module without going through PO cycle

FA.R356 Manage Asset Depreciation

FA.R357 For allowing for defining different depreciation rates for the same methods

FA.R358 For controlling how to divide assets depreciation over fiscal year periods (e.g. evenly , number of days)

FA.R359 For calculating depreciation based on defined block of assets both as per companies and IT act

FA.R360 For calculating prior period depreciation and record it as prior period item in the books of account if required

FA.R361 For supporting multiple methods of depreciations like straight line, Declining balance etc. in the same period for IND-AS, IFRS and Taxation

FA.R362 For different depreciation like Ordinary Depreciation (Planned reduction in asset value due to normal wear & tear) and Special Depreciation/Capital allowance (Depreciation that is solely based on tax regulations)

FA.R363 For checking all pre-requisite transactions have been performed before running the depreciation like- addition, deletion, disposal and revaluation etc.

FA.R364 For exhibiting exception listing like fully depreciated item, disposal at the month end

FA.R365 For performing depreciation based on component accounting

FA.R366 For keeping depreciation

FA.R367 For capturing Investment Tax Credit (ITC) rates, recapture rates and

FA.R368 To retrospectively or prospectively adjust depreciation schedule for corrections or additional costs.




FA.R369 For capturing change in depreciation methods retrospectively and prospectively

FA.R370

For depreciation projections for the current as well as future periods performed.1. By asset 2. By asset category 3. By depreciation expense account

FA.R371 For allocating depreciation expenses to different facilities

FA.R372 For performing depreciation in draft mode for checking values before posting

FA.R373 Manage Asset Reporting

FA.R374 For reporting depreciation by 1. Asset , 2. Asset category, 3. Location 4. Cost center/department

FA.R375 For reporting Depreciation expense per year/period

FA.R376 For reporting accumulated depreciation for a year/period

FA.R377 For reporting catch up depreciation calculations for prior period additions

FA.R378 For reporting changes to depreciation because of an asset adjustment (life, method)

FA.R379 For generating exception reports after depreciation run (e.g. errors, excluded assets etc.)

FA.R380 For supporting year-end closing processes

FA.R381 To provide dash board to compare selling price of asset with standard/market value.

FA.R382 For generating asset register by assets book, assets location, asset category, asset type

FA.R383 For generating report for historical cost, revalued amount, addition deletion, depreciation, accumulated depreciation at unit level, legal entity level and consolidated level

FA.R384 For having summary reports at any point of time showing opening balance, additions, retirements and reclassifications for both cost and Depreciation elements

FA.R385 For generating listing of asset balances

FA.R386 For generating reports like MTBF (Mean Time Before Failure) , Mean Time to Repair (MTTR), Mean Time to Failure (MTTF)

FA.R387 For generating manpower utilization and costing reports for maintenance tasks

FA.R388 For monitoring KPIs like percentage of completion for maintenance activities, uptime for each asset etc.

FA.R389 For providing disclosure report for write-off




Manage Asset Retirement

FA.R390 For defining different retirement methods (e.g. number of units, cost)

FA.R391 For processing record gains or losses upon the disposal of an asset

FA.R392

For retiring from multiple books together and individually-Fixed Assets Management retire from multiple books and also should determine the deferred tax assets/liability in current period and perform the treatment in the subsequent period as well

FA.R393 For authorization and approval controls for asset retirement process

FA.R394 For posting G/L entries automatically after asset write off

FA.R395 For Retirement with Revenue (disposal of an asset either at market price, net book value or other settlement price)

FA.R396 For asset retirement without Revenue (writing off an asset which is no longer productive or has no residual value)

FA.R397 For keeping the assets at nominal value in the books if it is retired and not disposed off

FA.R398 For enabling partial retirement, disassemble retired assets and use the useable child assets

FA.R399 For generating asset disposal request form with approvals

FA.R400 To write-off the variance with approval through retirement process

Manage Asset Revaluation

FA.R401 To perform revaluations based on Value or Percentage

FA.R402 For raising Asset revaluation request with approval

FA.R403 For categorizing the revaluation requirements due to upgrade of technical requirement and because of financial requirement with separate approval cycle

FA.R404 For defining duration for re-valuation if business demands

FA.R405 For determining the accounting treatment for upward revaluation, downward revaluation and subsequent upward and downward revaluation

FA.R406 For performing asset revaluation to account for inflation

FA.R407 Calculates income tax based on Pay details, savings and other earnings etc.

FA.R408 To deduct pension from Company Provident fund contribution at the defined rate and update the Company Provident fund under employee Pension scheme, ECR generation /submission to EPFO etc.

FA.R409 To generate all type of reports as per the user requirements

FA.R410 To do reconcile material advance, with GRN and stores in Transit

FA.R411 To allocate GST input from ISD official in case of future demand




FA.R412 Deduction of GST TDS limit as per law and there after deduction and generation of GST TDS return

FA.R413 to do reconciliation for GSTR 9 and GSTR 9C

FA.R414 To do Input credit matching for - Input Goods, Input Service, Capital Goods

FA.R415 Party wise performance for Export and DTA on demand basis

FA.R416 Foreign Exchange variation computation

FA.R417 Assets commission date for calculation of depreciation

FA.R418 Option to reverse the closing provision entry for after quarter closing

FA.R419 Ability to monitor EMD/Bank Guarantee for the various contracts

FA.R420 Ability to perform Bank Reconciliation

FA.R421 Alerts for important events (i.e. renewal of FD etc.) (SMS, Email)

FA.R422 Ability to print /publish reports and save them as viewable files in PDF,TXT,MS-EXCEL and XML formats.

FA.R423 to calculate the TDS applicability for Interest Income

FA.R424 To be able to compute the Dividend payment and DDT based on information

FA.R425 To be able to generate report as required i.e. XBRL,jason for return filing

FA.R426 Ability to maintain bank overdraft limit and calculate notional Interest

FA.R427 Able to provide actual monthly financial MOU targets

FA.R428

For Ind AS - System to generate three balance sheets namely - 31st March of current year close, 31st March of previous year close and adjusted opening balance sheet for current year (as per Ind AS requirements/reclassifications)

FA.R429

For Ind AS – System to enable Financial statements - Balance sheet comprising of statement of changes , P&L account comprising of other comprehensive income, Statement of cash flow

FA.R430

For Ind AS – System to enable Segmental reporting - as per business i.e. consultancy , Training, Civil and procurement, TSG etc. projects (geographical presentation not required)

FA.R431

For Ind AS – System to enable related party disclosures - Report from system for transactions with related parties. In addition, transaction with Government related entity is also required to be disclosed. Additional disclosure of compensation paid to Key Management Personnel by category

FA.R432 Ability to facilitate creating work breakdown structure of a project plan in the project costing

FA.R433 Facility to capture cost against a project and project activity. The cost captured against the capital asset should include the cost of material, taxes




& duties, transportation cost, installation cost etc. so that total cost for the capital asset are reflected in the books of account for capitalization or as CWIP.

FA.R434 System should be tightly integrated with Purchasing module for raising work orders for materials and service procurement related to capex projects

FA.R435 System should be tightly integrated with Inventory module for material issued to capital projects

FA.R436 System should be tightly integrated with Payables module for payments related to capex procurements

FA.R437 System should be tightly integrated with Fixed Asset module for capitalization of assets after project completion

FA.R438 Ability of the system to provide flexibility for monitoring and managing projects which are of non-capex nature.

FA.R439

Ability to capture Project Implementation Plan. Project Implementation Plan will be capturing the following details: 5 Year plan Annual Plan Quarterly fund utilization reports (FUR)

FA.R440 Ability to integrate with Payment Gateway

FA.R441 Ability to reconcile Prepaid card payments with the expenditure

Provident Fund Trust

FA.R442 To capture receipts/payments from/to members contributions/ withdrawal /loan/ advance /settlement

FA.R443 To link source documents with accounting entries

FA.R444 To integrate and account for PF loan disbursements/refund

FA.R445 Ability to do interest computation

FA.R446 Surplus funds report be available in system

FA.R447 Movement of funds script wise be available through system

FA.R448 To provide details of interest earned through various investment options

FA.R449 System report on investment yield for different investment options

FA.R450 Financials (TB, Receipt and Expenditure, Balance Sheet) and MIS reports through system

FA.R451 To enable electronic workflow for all transactions

FA.R452 On-line records of members for receipts, payments, claims

FA.R453 Ability to maintain separate chart of accounts, Books, Investment Register etc. for the EPF Trust

FA.R454 Ability to calculate and accounting of interest on investments.

FA.R455 Ability to facilitate the calculation of investments receivable and interest receivable based on due date.




FA.R456 Ability to sanction the loans to members as per PF trust norms and maintain the details of the members.

FA.R457 Ability to generate annual EPF accounts slip for the employee and ability for the employee to access the same online

FA.R458 Ability to adjust the outstanding refundable loan before making new refundable loan / non-refundable / Final settlement.

FA.R459 Ability to release payment to the members in the form of e-payments/cheques and ability to generate advises accordingly.

FA.R460 Ability to calculate interest due but not received, Interest accrued & due and Interest accrued but not due for any given date

FA.R461 Ability to calculate interest provisionally and update the same on the declaration of statutory interest rate by trust

FA.R462 Ability to maintain the details of members of the PF trust with respect to members contribution, employer's contribution etc.

FA.R463 Ability to write-off or write back the difference between face value of investment and actual cost of investment over a period of maturity.

FA.R464 Ability to run automated cash forecasting in system capturing inflows and outflows as per data in system.

FA.R465 Ability to close books of account and generate reports as per the PF act requirement and generate financial statements.

FA.R466 Ability to manage settlement for retiring employees with prevailing interest rates

FA.R467 26. Ability to generate statutory reports to file with RPF commissioner office

Pension & Gratuity Trust

FA.R468 To maintain details of gratuity policy, premium paid

FA.R469 Ability to manage Gratuity, Pension fund

FA.R470 Ability to maintain separate chart of accounts, Books, Investment Register etc. for the Gratuity and Pension

FA.R471 Ability to calculate and accounting of interest on investments.

Medical Trust

FA.R472 To maintain details of medical policy, premium paid

FA.R473 Ability to manage Medical fund

FA.R474 Ability to maintain separate chart of accounts, Books, Investment Register etc. for the Medical Trust.

FA.R475 Ability to calculate and accounting of interest on investments

FA.R476 To capture receipts from members towards Joining fee and Renewal fee etc.

FA.R477 Ability to manage Medical trust




FA.R478 To link source documents with accounting entries

FA.R479 Surplus funds report be available in system

FA.R480 Movement of funds script wise be available through system

FA.R481 System to provide details of interest earned through various investment options

FA.R482 System report on investment yield for different investment options

FA.R483 Financials (TB, Receipt and Expenditure, Balance Sheet) and MIS reports through system

FA.R484 On-line records of members for receipts, payments, claims

FA.R485 To maintain details of premium paid

10.5. Production and Quality Control


PR.R01 For hosting the MoU and its parameters along with target set for the year online in a centralized location

PR.R02 For hosting sales orders/ targets by Commercial department online in a centralized location

PR.R03

For a robust & comprehensive monthly production planning capability with explicit linkage with MoU and sales orders. The planning capability shall primarily consider the below (not exhaustive) planning elements and data input: - Production quantity and quality (based on inputs from Commercial department) - Allocation of resources (based on availability of human resources (COMPANY employee/ contracted) - Allocation of resources (based on equipment status, run hours, maintenance schedule, production capacity etc.) - Requirements for raw material (based on current level of inventory of raw material) The planning capability, which shall be a part of the target ERP shall enable automated planning wherever possible by fetching required input data. The auto generated plan should be editable by appropriate stakeholders for any adjustment/ optimization.

PR.R04 For making the production plan available online for access by all appropriate stakeholders/ departments

PR.R05 For reviewing and approving the production plan by competent authorities




PR.R06 For sharing monthly production plan with all relevant stakeholders/ departments in email.

PR.R07

For accessing the current level of inventory of following material online at all times. - Iron ore concentrate - lime stone - coke/ coal - bentonite

PR.R08 For viewing the material (in inventory) characteristics online for the material types as above

PR.R09 For making maintenance schedule data available against the production schedule online and highlight any conflicts

PR.R10 For providing view of plant equipment/ machinery online round the clock.

PR.R11 For an online workflow for approval/ concurrence by production operation department for maintenance and other activities wherever required

PR.R12 To email notifications/ mobile alerts on maintenance activity start and finish to appropriate departments/ stakeholders

PR.R13 For viewing maintenance and performance history of plant equipment and machinery online at all times

PR.R14 For having online access to material characteristics/ quality of in progress material at all times

PR.R15 For configuring rules/ formulae for material reconciliation online as required

PR.R16 For performing material reconciliation in real time/ at intervals, taking into consideration all input factors as stated in "Future State"

PR.R17 For automatically capturing the required metrics from HMI system into the target ERP for consolidated reporting by the Process Control department

PR.R18 For enabling robust security measures around automatic capture of data from HMI system into the target ERP, ensuring no security breach/ intrusion/ data corruption

PR.R19 For provision for downloading the required metrics from HMI system and uploading into the target ERP to enable consolidated reporting by the Process Control department

PR.R20 For Process Control department to upload the quality test results data into the target ERP

PR.R21 For automatically generating the quality report online for viewing by authorized users only

PR.R22 For creating/ editing/ storing templates/ forms for production report




PR.R23 For fetching and consolidating data from all relevant data sources within the target ERP and generating the report in predefined format

PR.R24 For tracking and managing columns of finished product (pellet - finished product inventory) online along with quality characteristics for each column

PR.R25 For performing inventory accounting for the finished product (columns) online

PR.R26 For creating loading plan online in accordance with production plan and sale requirements

PR.R27 For reviewing/ editing/ optimizing the loading plan online

PR.R28 For inventory accounting around receipt of raw material from Stores, stacking raw material (material type & quality characteristics wise) and feeding of raw material into the process (grinding - filtration)

PR.R29 To create a template for water consumption

PR.R30 For getting quality results available online in real time

PR.R31 For sharing the shed profiling information online in real time with all appropriate stakeholders/ departments including PP department(PF production department)

PR.R32 For hosting sales orders/ targets by BFU Commercial department online in a centralized location

PR.R33 For raising purchase request for raw material and consumables online in the target ERP

PR.R34 For having a view into current level of inventory across raw material types along with respective quality characteristics

PR.R35 For provision for manually downloading log book data from the HMI system and uploading into the target ERP(BFU is available)PP,PF template need to be created

PR.R36 To be able to search/retrieve tests conducted on a particular sample received for R&D from the ERP

PR.R37 The templates to be created to capture log book data for sharing with other departments/ stakeholders

PR.R38

For automatically as well as manually generating patterns/ insights such as comparison against historical performance benchmarks, quality performance, any correlation between quality/performance and any input parameters etc. online.

PR.R39 For sharing the plan with all departments/ stakeholders as required from within the target ERP

PR.R40 For storing and managing the digital certificates and maintenance/ certification history within the target ERP.




PR.R41 For pulling, identifying and indexing documents received in an email based on configured rules and store the same in the ERP(document management system)

PR.R42 For searching the documents using specific key words from the centralized repository

PR.R43 For generating a notification as per defined workflow and configured rules as soon as report for raw material is uploaded to the centralized repository

PR.R44 For having access controlled centralized repository by authorized users

PR.R45 For having provision to configure rules in the centralized repository for identifying, pulling and storing the received report

PR.R46 To have an integration between the centralized repository and the lab information system

PR.R47 For having an integrated lab information system

PR.R48 For having an auto notification mechanism to the concerned departments as soon as the results from Process control department have been updated in the lab information system

PR.R49 To identify and retrieve quality checks conducted for specific samples, at specific stage of production and specific date

PR.R50 To maintain history of records for Quality checks conducted

PR.R51 To have an unique identifier for the quality reports uploaded to the integrated lab information system

PR.R52 To have an auto notification generated to the third party for conducting tests on the dispatch products based on the dispatch schedule

PR.R53 To be able to manage shift wise data of quality tests conducted in the ERP

PR.R54 To be able to have a scheduled job to generate a DPR every morning based on pre-defined format

PR.R55 To be able to automatically store the generated DPR in a pre-defined location in the central repository

PR.R56 To be able to define format of the MPR in the ERP

PR.R57 To be able to generate MPR using ERP based on pre-defined format

PR.R58 To be able to identify and pull data values from the database in order to create MPR

PR.R59 Shut down and breakdown maintenance

Pollution Control

PC.R01 For triggering an auto-notification to the Pollution control department for renewal of Consent letter from KSPCB

PC.R02 To be able to retrieve details of previous years' consent letters from the centralized repository




PC.R03 To be able to maintain Bidder contracts of all the years in the centralized repository

PC.R04 For pulling, identifying and indexing documents received in an email based on configured rules and store the same in the ERP

PC.R05 For searching the documents using specific key words from the centralized repository

PC.R06 To be able to have access to integrated system using handheld devices for entering real time pollution parameters data into the system

PC.R07 To be able to use template for maintaining logs from the maintenance activities done at the Lakya dam from the centralized repository

PC.R08 To be able to access reports of maintenance activities done from the centralized repository

PC.R09 To be able to create and store template for Dam health check report in the centralized repository from where it can be pulled and reused as required

PC.R10 To be able to store and access statutory compliance guidelines from the centralized repository as required

PC.R11 To get timely notified of any external impact on the pipeline with the help of sensors installed on the pipeline

PC.R12 To have capability of analytics in the ERP to understand a pattern in earlier years' budgets and predict the same for upcoming years

PC.R13 To be able to configure approval matrix as per business and statutory requirements in the ERP

PC.R14 To be able to handle queries through the ERP during budget approval process

PC.R15 To be able to workflow approval to the ERP

PC.R16 To be able to get auto-notification from the ERP on upload of note sheet

PC.R17 To be able to perform imprest amount management using the ERP

PC.R18 For integration between the ERP and the biometrics system

PC.R19 To be able to generate daily attendance report of the contracted labourers from the ERP

PC.R20 To be able to enter expenditure spend on the maintenance activities in the ERP

PC.R21

To be able to generate monthly maintenance expenditure report from the ERP. The report should be able to show comparison between actual v/s expected spend for a particular month, along with graphical visualization of the data.

PC.R22 To be able to manage Company’s leases related to real estate in the ERP.



10.6. Plant Maintenance


MT.R01 For a planning and scheduling tool

MT.R02 To have a centralized location for managing master data of equipment that can be accessed from multiple systems across locations

MT.R03 To monitor run hours on a real time basis

MT.R04 For a centralized location to store and retrieve run hours for each equipment

MT.R05 For capabilities such as automatic email notification

MT.R06 For online provision to access and fill job tickets

MT.R07 For a centralized location to store and retrieve run hours for moving assets

MT.R08 For digital meters to be integrated with the IT system

MT.R09 Business need auto generate monthly maintenance reports

MT.R10 Business need auto generate daily and monthly maintenance reports as per pre-defined format

MT.R11 For an online portal to log potential issues

MT.R12 For an electronic document approval workflow with capabilities such work assignment/ expiry, work delegation, concurrence approval etc.

MT.R13 To monitor run hours of critical equipment on a real time basis and store the readings in the centralized repository for any time access

MT.R14 For a centralized location to store and retrieve run hours for critical equipment

MT.R15 For an online portal to log and maintain breakdowns records

MT.R16 To monitor breakdowns on a real time basis in a centralized location

MT.R17 For the breakdowns to be logged against the equipment records in a centralized location for equipment master data

MT.R18 Business need auto generate breakdown reports

MT.R19 To maintain break down reason codes in the system

MT.R20 To analyses current and historical breakdowns of equipment to aid in predictive maintenance

MT.R21 Business need auto generate Capital shutdown reports

MT.R22 For maintain a centralized database for employee training data and skill matrix that can be accessed from multiple systems across locations

MT.R23 For a centralized location to store and access instruction manuals from multiple systems across locations

MT.R24 For adequate authorization to access employee data and other important documents from the centralized repository

MT.R25 For an online portal to raise requests for safety and line clearances




MT.R26 To have a centralized system to raise requests for spares and consumables

MT.R27

To have a centralized location for managing sub-store spares and consumables data that can be accessed from multiple systems across locations

MT.R28 To track and monitor the inventory via a centralized system that can be accessed from multiple systems across locations

MT.R29 For an in-house e-tendering platform

MT.R30

To have a centralized location for storing historical records of maintenance data against the equipment records, that can be accessed from multiple systems across locations

MT.R31 To update, track and monitor ISO KPIs in a centralized system

MT.R32 To send reminder notifications to the competent authorities to monitor the defined KPIs at pre-defined period

MT.R33 To auto generate ISO audit reports in a pre-defined format

MT.R34 For software to facilitate in-house mechanical drawings and to read drawing prepared by external consultants

MT.R35 To have a centralized location for drawings and other important documents, that can be accessed from multiple systems across locations

MT.R36 To track and monitor the modifications made to drawings

MT.R37 To auto generate reports in pre-defined formats

MT.R38 To have a centralized location for managing master data of equipment, that can be accessed from multiple systems across locations

MT.R39 For online provision to access checklists and fill job tickets

MT.R40 To maintain work instructions for carrying out maintenance activities in centralized repository

MT.R41 To be able to have version control in cases of any updates done on the online copies of work instructions

MT.R42

To be able to maintain wire diagrams of the equipment against the work instructions and made available to the resource carrying out maintenance activities

MT.R43 To have a centralized location for historical data of equipment, that can be accessed from multiple systems across locations

MT.R44 To analyses current and historical data of equipment to aid in predictive maintenance

MT.R45 Business need to auto generate daily shift reports

MT.R46 Business need to auto generate relay testing reports

MT.R47 To have a centralized location for instrument calibration details, that can be accessed from multiple systems across locations




MT.R48 To maintain historical records of an instrument's calibration schedule

MT.R49 To have a centralized location for storing power generation readings, that can be accessed from multiple systems across locations

MT.R50 To analyses data to forecast power generation requirements

MT.R51 For detecting and extracting data from emails

MT.R52 For automate the calculation of bidding prices

MT.R53 To analyses data to forecast power mix and requirements

MT.R54 Business need to auto generate bidding reports

MT.R55 For an online portal to log breakdowns

MT.R56 For storing overload tripping logs in the ERP

MT.R57 To monitor breakdowns on a real time basis using the system

MT.R58 To analyses current and historical data of equipment breakdowns to aid in predictive maintenance

MT.R59 To log abnormalities and installation to be covered during the Capital shutdown

MT.R60 For simulation-based web trainings

MT.R61 For an online portal to raise requests for line clearances

MT.R62 For an online portal to raise requests for safety clearances

MT.R63 To have a centralized system to raise requests for safety equipment

MT.R64 To have a centralized system to raise requests for equipment and instruments

MT.R65 To have a centralized location for managing sub-store inventory that can be accessed from multiple systems across locations

MT.R66 To monitor and track the warranty periods and applicability of major equipment

MT.R67 To have a centralized system to raise MRN requests for scrap

MT.R68 For maintaining labor contract details in centralized location

MT.R69 To be able to track progress on repair status for items sent to contractors for repair

MT.R70 To have a centralized location for load readings, that can be accessed from multiple systems across locations

MT.R71 To analyze data of to forecast load requirements

MT.R72 To update, track and monitor KPIs in a centralized system

MT.R73 To send auto-reminders to the concerned department at pre-defined period to monitor the KPIs

MT.R74 To auto generate KPI reports in a pre-defined format



10.7. Executive Support


ESF.R01 To be able to manage project lifecycle using the target ERP

ESF.R02 To be able to see in real time status of ongoing projects along with all the required parameters(schedule v/s actuals, capex, project status, etc.) using a dashboard

ESF.R03 To be able to send auto-notification to the concerned project execution department for updating status of the ongoing projects at pre-defined frequencies

ESF.R04 To be able to configure MoU parameters which have to be monitored in the target ERP

ESF.R05 To be able to continuously monitor MoU parameters and send auto-notifications to the concerned department as configured

ESF.R06 For automatically generating patterns/ insights based on the historical MoU parameters to serve as key management inputs

ESF.R07 To be able to have a dashboard to monitor the MoU parameters in real time

ESF.R08 For preserving statutory hard copy documents for as long as required

ESF.R09 To be able to store template for Vigilance report creation

ESF.R10 To be able to get an auto-notification from the system based on the defined workflow for Vigilance process

ESF.R11 To be able to manage queries using target ERP

ESF.R12 To be able to search and retrieve Vigilance reports for any time access from the centralized repository

ESF.R13 To be able to provide digital signatures on the soft copy of the received documents

ESF.R14 To be able to view list of all the documents (in real time) received at CMD's office along with their status using a dashboard

ESF.R15 To be able to define approval workflows in the system

ESF.R16 To be able to index and pull CMD's comments on a specific document and store it in the system

ESF.R17 To receive an auto-notification as soon as a document has been received in the system for CMD's approval

ESF.R18 To have a queue management system based on priority defined for documents for managing all the incoming documents

ESF.R19 To be able to track the entire workflow of the documents, right from its creation up to the final approval.

ESF.R20 To be able to define the approval workflow for promotion process




ESF.R21 To be able to check status of all the promotions at any given point in time

ESF.R22 To be able to show a dashboard for specific promotions done during a particular period as required by the CMD's office

ESF.R23 To be able to view list of all the letters/correspondence (in real time) received at CMD's office along with their replies/status using a dashboard.

ESF.R24 To be able to index and pull CMD's comments on a specific document and store it in the system.

ESF.R25 To receive an auto-notification as soon as replies are sent in the system.

ESF.R26 To be able to automatically generate reports based on predefined templates and auto population of data

ESF.R27 For highlighting any data discrepancies/ deficiencies in reports based on preconfigured business rules

ESF.R28 For enabling access to reports to authorized persons only

ESF.R29 For indexing and storing reports coming in via email in the centralized repository

ESF.R30 For automatically generating reports based on predefined templates and auto population of data

ESF.R31 To have a dashboard showcasing real time status of required stores' department parameters which are required to be monitored

ESF.R32 To be able to send auto-notifications to the CMD's office based on threshold levels defined for the monitored parameters

ESF.R33 To be able to see current stock position shed wise (Shed 1, 2, 3, etc.) using a dashboard

ESF.R34 To be able to receive auto-notifications on the status of the raw material shipment schedule

ESF.R35 To have a dashboard showcasing all the financial parameters (shipment wise, month wise, etc.) (Projection v/s actuals) as required by the CMD's office

ESF.R36 To be able to send auto-notifications to the CMD's office as soon as financial reports are uploaded in the system

ESF.R37 To be able to have a dashboard to send notifications for a planned maintenance activity before it is taken up.

ESF.R38 To be able to have a flash message on the dashboard for shut downs and break downs

ESF.R39 To be able to maintain maintenance schedule in the target ERP

ESF.R40 For storing maintenance, break down and shut down reports in the target ERP




ESF.R41 To be able to configure all the department wise reports that are required by the CMD's office in a pre-defined format

ESF.R42 For showing Sales reports (Daily, MTD, and YTD) (actual v/s target, DTA/export, /tolling DTA/Export etc.) (mode of transport viz., sea/road/DTA) on the dashboard

ESF.R43 For showing required quality reports (IOF/IOC/Pellets, etc.) on the dashboard

ESF.R44 For showing production schedule (planned v/s actual) on the dashboard

ESF.R45

For showing manpower position location wise, month wise, age wise, grade wise, discipline wise etc. on the dashboard. The dashboard should also be able to present the skill matrix and succession planning, etc. as required by the CMD's office.

ESF.R46 For launching a document approval workflow online

ESF.R47 Tools/templates for documenting agenda of the meetings

ESF.R48 Tools/templates for documenting MoM of the meetings

ESF.R49 For storing and managing the MoMs from individual meetings so as to search and retrieve anytime for reference

ESF.R50 For enabling back up for MoMs and all other CMD's office data (structured and unstructured) for as long as required

ESF.R51 For securely preserving the MoMs in the system by enabling appropriate authorization as applicable

ESF.R52 For tracking and managing actions from individual meetings online

ESF.R53 For capturing updates on actions online from action owners/ relevant departments

ESF.R54 For querying status of any action items online

ESF.R55 For scheduling and managing all the meetings/events and sending auto-generated reminders before the meetings/events to the appropriate participants

ESF.R56 For showing the calendar with all the upcoming meeting/events using a dashboard

ESF.R57 For hosting reporting templates within the target ERP. The reporting templates shall have the required structure, metrics/ data fields, business rules as per the ministry guidelines

ESF.R58 For preserving the reports in the system for as long as required for future search and retrieval (references)

ESF.R59 For maintaining all the central and state government correspondence details as required by the CMD's office and statutory requirements




ESF.R60 For sending reminders to the CMD's office for any upcoming correspondence with the central and state government

ESF.R61 To be able to search and retrieve records of past correspondences

ESF.R62 To be able to track the status of all the correspondences

ESF.R63 For storing, retrieving all the corporate communications

ESF.R64 To be able to track and sent auto reminders/ alert messages to CMD on his mobile/system.

ESF.R65 To store and retrieve past history

ESF.R66 Tools/ templates for preparing documentation such as meeting agenda, MoM etc.

ESF.R67 For sending out meeting invite to all intended recipients from within the system once the agenda is finally approved and any other criteria, as required, are met

ESF.R68 For enabling back up for MoMs and all other B&C data (structured and unstructured) for as long as required

ESF.R69 For sending out automatic email notifications on preconfigured events such as reminders for scheduled meetings, reminders for action updates etc.

ESF.R70 For storing/ preserving the reports in a centralized online repository for future search and retrieval

ESF.R71 For automatically generating patterns/ insights based on the historical stock data to serve as key management inputs

ESF.R72 For sending the reports to intended recipients from within the system

ESF.R73

For preparing MoU with the following help from the target ERP: - historical data provided by system (ex. - best in last five years) - intelligent forms/ templates within the system prepopulated with certain values as appropriate - validation of values in data fields as per business rules - online referable ministry guidelines

ESF.R74 For an online approval workflow to streamline activities pertaining to review/ validation and internal approval of the MoU

ESF.R75 For storing/ preserving the MoU in the target ERP for online access by authorized persons

ESF.R76 For capturing data against required MoU parameters from individual departments online on monthly basis

ESF.R77 For automatic email notifications to departments for uploading their data online via appropriate forms/ templates




ESF.R78 For automatically generating the monthly and quarterly reports (planned vs. achieved) and sending to targeted recipients in email

ESF.R79

For having access to all relevant data within the target ERP so as to efficiently address the ministry enquiries. Access to following data resource are to be enabled (not exhaustive): Access to data uploaded against required MoU parameters periodically into the system by respective departments , Access to dashboard for actions , Access to details of required transactions (both structure and unstructured data) within the system, Access to F&A ledgers and other data sources as required , Access to real estate data within the target ERP , Access to project management system, which shall be a part of the overall system and Access to required set of data of specific departments such as Commercial, Stores etc.

ESF.R80 For tracking and managing ministry enquiries for on time resolution

ESF.R81 For automated reminders (emails) during resolution of enquiries

ESF.R82 For enabling access to all required artefacts and sets of data around required transactions and other activities within the target ERP

ESF.R83 For tracking and managing routine and ad hoc compliance checks and generating reports

Board & Coordination

B&C. R01 Business need for tools/ templates for preparing documentation such as meeting agenda, MoM etc.

B&C. R02 Business need for launching a document approval workflow online

B&C. R03

Business need for sending out meeting invite to all intended recipients from within the system once the agenda is finally approved and any other criteria, as required, are met

B&C. R04 Business need to storing and managing the MoMs from individual meetings so as to search and retrieve anytime for reference

B&C. R05 Business need for enabling back up for MoMs and all other B&C data (structured and unstructured) for as long as required

B&C. R06 Business need for securely preserving the MoMs in the system by enabling appropriate authorization as applicable

B&C. R07 Business need for tracking and managing actions from individual meetings online

B&C. R08 Business need for capturing updates on actions online from action owners/ relevant departments

B&C. R09 Business need for querying status of any action items online




B&C. R10

Business need for sending out automatic email notifications on preconfigured events such as reminders for scheduled meetings, reminders for action updates etc.

B&C. R11 Business need for preserving statutory hard copy documents for as long as required

B&C. R12 Business need for storing/ preserving the reports in a centralized online repository for future search and retrieval

B&C. R13 Business need for automatically generating patterns/ insights based on the historical stock data to serve as key management inputs

B&C. R14

Business need for hosting reporting templates within the target ERP. The reporting templates will have the required structure, metrics/ data fields, business rules as per the ministry guidelines

B&C. R15 Business need for automatically generating reports based on predefined templates and auto population of data

B&C. R16 Business need for highlighting any data discrepancies/ deficiencies in reports based on preconfigured business rules

B&C. R17 Business need for sending the reports to intended recipients from within the system

B&C. R18 Business need for enabling access to reports to authorized persons only

B&C. R19 Business need for preserving the reports in the system for as long as required for future search and retrieval (references)

B&C. R20

Business need for preparing MoU with the following help from the target ERP like historical data provided by system (ex. - best in last five years intelligent forms/ templates within the system prepopulated with certain values as appropriate , validation of values in data fields as per business rules and online referable ministry guidelines

B&C. R21 Business need for an online approval workflow to streamline activities pertaining to review/ validation and internal approval of the MoU

B&C. R22 Business need for storing/ preserving the MoU in the target ERP for online access by authorized persons

B&C. R23 Business need for capturing data against required MoU parameters from individual departments online on monthly basis

B&C. R24 Business need for automatic email notifications to departments for uploading their data online via appropriate forms/ templates

B&C. R25 Business need for automatically generating the monthly and quarterly reports (planned vs. achieved) and sending to targeted recipients in email

B&C. R26 Business need for having access to all relevant data within the target ERP so as to efficiently address the ministry enquiries. Access to




following data resource are to be enabled (not exhaustive): - Access to data uploaded against required MoU parameters periodically into the system by respective departments - Access to dashboard for actions - Access to details of required transactions (both structure and unstructured data) within the system - Access to F&A ledgers and other data sources as required - Access to real estate data within the target ERP - Access to project management system, which will be a part of the overall system - Access to required set of data of specific departments such as Commercial, Stores etc.

B&C. R27 Business need for tracking and managing ministry enquiries for on time resolution

B&C. R28 Business need for automated reminders (emails) during resolution of enquiries

B&C. R29 Business need for enabling access to all required artifacts and sets of data around required transactions and other activities within the target ERP

B&C. R30 Business need for tracking and managing routine and ad hoc compliance checks and generating reports

Advances

B&C. R31 Business need for process approval for annual budget allocation of advances

B&C. R32 To receive advance application from employees like Vehicle advance ,house building advance ,Computer advance etc.

B&C. R33 To evaluate the advance applications as per company rules

B&C. R34 To put up the advance application for necessary clearance from HR and Vigilance department

B&C. R35 To process advance for financial concurrence and approval

B&C. R36 To issue office order regarding sanction of advance

Insurance Policies

B&C. R37 To put up for approval for calling tenders for providing GPA (Group personal accident) insurance policy and D&O (Directors and Officers) liability policy

B&C. R38 To forward the approved documents to Technical Service dept for floating the tender for providing GPA (Group personal accident) insurance policy and D&O (Directors and Officers) liability policy




B&C. R39 To integrate with HR module to get updated list of employees for inclusion in the GPA (Group personal accident) insurance policy

B&C. R40 To calculate premium for all employees covered under Group Personal Accident Insurance Scheme as per the work order

B&C. R41 To generate required reports for Group Personal Accident Insurance Scheme of all employees covered under the scheme

B&C. R42 To calculate premium for newly joined employees from the joining date under Group Personal Accident Insurance Scheme

B&C. R43 To calculate total premium amount to be refunded by Insurance agency for separated employees from the separation date under Group Personal Accident Insurance Scheme

B&C. R44 To process claims in accordance with GPA policy

B&C. R45 To process claims in accordance with D&O policy

10.8. Support Functions


Law

MF.R01 Tools/ templates for preparing documentation such as external lawyer contract

MF.R02 To have an automated approval workflow

MF.R03 For storing and retrieving contract documents using a system

MF.R04 To be able to retrieve details about any case using the system

MF.R05 To manage schedule of arbitration meetings using the system

MF.R06 For storing soft copies of all legal documents with unique document ID in a secure centralized repository

MF.R07 For sending auto-reminders to respective departments to upload documents required for arbitration meetings

MF.R08 To search documents required for arbitration meetings from the centralized repository

MF.R09 To get reminders before an arbitration meeting

MF.R10 To be able to reopen an old case

MF.R11 To manage schedule of litigation meetings using the system

MF.R12 To get reminders before an litigation meeting

MF.R13 To have dashboard in the system with the specific fields information as required by the department

MF.R14 To be able to check real time status of any case using the system

MF.R15 Access controlled centralized repository for storing all legal data




MF.R16 To be able to generate reports in a pre-defined format

MF.R17 To be able to store and retrieve all the reports generated for future reference

MF.R18 To be able to generate invoices from the system

MF.R19 To be able to automate F&A approval for lawyer invoices

MF.R20 To send auto-notification to F&A department as defined in the workflow

Corporate Communication

MF.R21 Online workflow for streamlining review/ validation activities of content for publishing(Online workflow for streamlining activities for review/ validation of matter/ content, digital content for publishing)

MF.R22 For annotating and attaching review comments to digital content (image and text) online as part of review/ providing feedback

MF.R23 For sharing the approved content via email to press/ media from within the target ERP

MF.R24 For keeping record of released content with necessary details in a centralized location for future references

MF.R25 For backing up released content to prevent data loss

MF.R26 For sharing the approved matter and digital content via email with external bidder from within the target ERP

MF.R27 For keeping record of released digital content with necessary details in a centralized location for future references

MF.R28 For backing up released digital content to prevent data loss

MF.R29 Online workflow for streamlining activities for review/ validation of content for creating banners/ hoardings

MF.R30 For sharing the approved content via email with external vendor/internal from within the target

MF.R31 Online workflow for streamlining activities for review/ validation of web site upload content

MF.R32 For keeping record of content posted on COMPANY web site with necessary details in a centralized location for future references

MF.R33 Online workflow for streamlining activities for review/ validation of advertisement content

MF.R34 For uploading digital invoices into the system for routing to F&A

MF.R35 Automatic email notifications/ reminders before payment/ after payment and any other preconfigured events as applicable

MF.R36 Online workflow for streamlining activities for creation, review/ validation of tender content




MF.R37 Online workflow for streamlining activities for preparation of budget along with an online note sheet for capturing details

MF.R38 For sending the birthday wishes (digital cards) to respective employees in email from within the system

MF.R39 For keeping record of magazine content with necessary details in a centralized location for future references(For storing CMD's speech content in a centralized location for future search and retrieval)

MF.R40 Online workflow for social media activities(KIOCL twitter, Instagram, YouTube etc.)

Raj Bhasha Initiative

MF.R41 For tools/ templates for preparing documentation such as meeting agenda, MoM etc. system should accept Hindi as well as workflow as per GoI.

MF.R42 For launching a document approval workflow online

MF.R43 For sending out meeting invite to all intended recipients from within the system once the agenda is finally approved and any other criteria, as required, are met

MF.R44 To store and manage the MoMs from individual meetings so as to search and retrieve anytime for reference

MF.R45 For enabling back up for MoMs and all other Hindi Department data (structured and unstructured) for as long as required

MF.R46 For securely preserving the MoMs in the system by enabling appropriate authorization as applicable

MF.R47 For tracking and managing actions from individual meetings online

MF.R48 For capturing updates on actions online from action owners/ relevant departments

MF.R49 For querying status of any action items online

MF.R50 For sending out automatic email notifications on preconfigured events such as reminders for scheduled meetings, reminders for action updates etc.

MF.R51 For preserving statutory hard copy documents for as long as required

MF.R52 To manage standard templates for Hindi translation documents in the centralized repository

MF.R53 To be able to associate a unique identifier to all the soft copies of translated documents uploaded to the centralized repository

MF.R54 To be able to have only authorized access to the documents in the centralized repository

MF.R55 Creation of Hindi digital library for training of the people.




MF.R56 To be able to store standard templates of reports and populating them with appropriate data from within the system

MF.R57 To be able to send emails from the system

MF.R58 For backing up all reports generated to prevent data loss

MF.R59 Online workflow for streamlining activities for review/ validation of magazine content

Vigilance

MF.R60 To have a centralized and secure repository to track, manage and store documents

MF.R61 To have role-based access control mechanism to the repository

MF.R62 To be able to define a hierarchical structure for document management in the centralized repository

MF.R63 To be able to send the reports in a secure way to the designated recipient over an email

MF.R64 To be able to save standard templates for Vigilance reports generation in the centralized repository

MF.R65 To have version control mechanism in the centralized repository

MF.R66 To be able to search a particular report at any point in time from centralized repository

MF.R67 To be able to view contracts in a centralized and secure repository

MF.R68 To be able to publish and communicate Vigilance training calendar

MF.R69 To be able to conduct virtual trainings

MF.R70 To be able to publish and communicate CVC guidelines through email, flash messages and company website

MF.R71 To be able to conduct online customer surveys

MF.R72 Business to be able to have analytics capabilities on the customer survey results to derive business insights from the surveys

MF.R73 To have an online grievance management provision

MF.R74 For employees to be able to register complaints

MF.R75 To be able to track progress of complaints through its life cycle

MF.R76 To be able to send notifications about the change in complaint status to the employee raising the complaint

MF.R77 To be able to manage employees’ vigilance reports for any disciplinary actions

MF.R78 To be able to pull list of employees due for promotions, who have disciplinary actions taken against them in the past

MF.R79 To be able to pull list of all disciplinary actions taken against an employee using search option




MF.R80 To be able to submit Annual property return of executive and scrutiny/ record of annual property returns

MF.R81 Viewing/assessing databases

MF.R82 Viewing contracts and execution thereof

MF.R83 Viewing reports on fraud risk and governance, vulnerability and red flags, forensic scrutiny and audit reports and their implementation status

MF.R84 Viewing compliance status to systems, procedures, manuals, rules and regulatory norms

MF.R85 Viewing data analytics, business analytics and KPI

MF.R86 Data mining, data visualization and predictive analysis to assist in preventive vigilance.

Administration

AD.R01 Need for an electronic workflow with capabilities to raise and track requests

AD.R02 Need for an electronic document approval workflow with capabilities such work assignment/ expiry, work delegation, concurrence approval etc.

AD.R03 Need for capabilities such as automatic email notification

AD.R04 Need for inter-departmental integration and workflow process

AD.R05 To have a centralized location for contracts and other important documents, that can be accessed from multiple systems across locations

AD.R06 To have end to end tracking and monitoring of contracts

AD.R07 Contract labor/Security database to be maintained, that can be accessed from multiple systems across locations

AD.R08 Planning, scheduling and tracking tool for the admin activities

AD.R09 To analyses current and historical utilization to forecast requirements

AD.R10 To have a centralized location for data that can be accessed from multiple departments.

AD.R11 Online portal for HODS to raise requests(pre and post approval-integrate with SMS)

AD.R12 To track the status of the travel and hotel booking through email(approval process of tickets will be in the application)

AD.R13 To update the travel details against the employee data in a centralized location

AD.R14 To auto generate travel reports(admin,HR ,Finance module)

AD.R15 To have a centralized location for inventory of company assets data that can be accessed from multiple systems Bangalore locations




AD.R16 To track the utilization of company assets

AD.R17 internal /external dispatch

AD.R18 To auto generate utilization reports

AD.R19 Capability for the canteen smartcards to detect employee ID cards to dispense coupons

AD.R20 To have a centralized location for inventory of consumable, that can be accessed from multiple systems across locations

AD.R21 To track the utilization of consumables

AD.R22 To monitor the threshold level of inventory of consumables

AD.R23 vehicle inventory, vehicle movement records to be captured both company vehicle and private vehicle

AD.R24 To have a centralized location for catalogue of events that can be accessed from multiple systems across locations

AD.R25 To prepare budgets for events

AD.R26 To have a centralized location for stores inventory that can be accessed from multiple systems across locations

AD.R27 To track the utilization of stores items

AD.R28 To monitor the threshold level of inventory of stores items

AD.R29 To raise purchase requests online

AD.R30 To raise dispatch requests online

AD.R31 To track and update status of deliveries and dispatches

AD.R32 Business need to auto generate monthly utilization reports

AD.R33 To digitize and catalogue records that are currently available in hard copies

AD.R34 To filter and search the records to retrieve specific records

AD.R35 To track the utilization of gardening material

AD.R36 To monitor the threshold level of inventory of gardening material

Visitor Management

AD.R37 To access the employee master and select employee name, employee ID, designation, section or department, employee contact etc.

AD.R38 To create visitor entry request

AD.R39 To view and edit generated visitor requests

AD.R40 To enter visitor name, contact number, organization name, time of entry, time of exit, etc.

AD.R41 To select the purpose of visit such as meeting, special indent, general query, etc.

AD.R42 To select visitor type such as apprentice, professional, intern, student, consultant, others, etc.




AD.R43 To integrate with external webcam and capture visitor’s photo

AD.R44 To generate visitor pass

AD.R45 To store visitor records for specific period

AD.R46 To search record based on visitor details

AD.R47 To sort records based on date, time etc.

Mineral Exploration

UF.R01 For recording and storing all information (structured and unstructured data) during liaison with external agencies for future references

UF.R02 To access topographic data on allocated of blocks

UF.R03 For triggering an approval workflow via email and/or other means within COMPANY on allocation of blocks

UF.R04 For developing and storing integrated proposal document (with version information) in a centralized repository for future retrieval/ references (DATA BASE)

UF.R05 For an electronic document approval workflow with capabilities such as automatic email notification on work assignment/ expiry, work delegation, concurrence approval etc.(email notifications)

UF.R06 For recording trail of actions, revisions, and approvals on the proposal document

UF.R07 For sending the approved proposal document with appropriate information to information to funding authority online (email or other means) in a timely manner(doc encryption)

UF.R08 For indexing and storing all information (structured & unstructured data) shared by funding authority in a centralized repository and updating status in workflow

UF.R09 For processing/ recording payment released by funding authority in the accounting system

UF.R10 For researching and creating empaneled list of bidders for work contracts

UF.R11 For facilitating (bidder selection, awarding contract, and registration

UF.R12 For payment processing for contracted resources

UF.R13 For managing contracts in a centralized location

UF.R14 To study and interpret various Geo-Stat imageries, aerial photographs, aero geo-physical survey data, previous investigation geological reports, maps (DATA BASE) from resource center

UF.R15 For arranging requisite reference documents, equipment / instruments / stationary / gadgets and recharge or replenishment mechanism for uninterrupted study, mapping and recording the field data.




UF.R16 For digitizing capture of log book data in fields (geo tags and narrations)

UF.R17 For uploading/ storing survey data collected from fields into a centralized location/ repository in a batch once everyday

UF.R18 For uploading laboratory results into a centralized location in real time

UF.R19 For backing up field data so as to prevent any data loss

UF.R20 For securing data at all times so as to prevent unauthorized access and data leakage in transit

UF.R21 To support planning & operations in COMPANY's own laboratory in Mangalore with appropriate software solution (inhouse laboratory) parameters can be captured

UF.R22 To index and preserve surface & core samples in laboratory for future references (image class report to be accessed by software)

UF.R23 For accessing field and laboratory data from a centralized repository real time

UF.R24 For hosting predefined reporting templates so as to expedite report development process

UF.R25 For storing reports in COMPANY repository

UF.R26 For uploading the reports into NGDR portal(needs to be integrated in future)

UF.R27 For accessing reference/ supporting data for report preparation online with max. possible integration with data sources

UF.R28 For ore modelling (viewing/ analyzing the data) during report preparation using specialized software such as SURPAC, ArcGIS, AUTOCAD provided by KIOCL

UF.R29 For report approval and expenditure realization from funding authority(discussed with finance dept )

UF.R30 For submission of REPORT generated, field data collected, surface rock samples and drill cores recovered from site to the concerned Authority for safe preservation

UF.R31 For recording and storing all information (structured and unstructured data) during liaison/ communication with internal stakeholders for future references



10.9. Business Intelligence / Analytics

Ref. ID

Business Requirements Sup Cus 3rd NS Component Comment

A01 Provision for the designated employees to view the MIS reports through the dashboard.

A02

To generate Search Advanced Queries in the database. The tool should choose the options in the attributes to be displayed in the result and export the reports in various format. The search queries to be made available for future usage.

A03 To capture key learning records as outcome of BI analysis of fields available in database.

A04 To create Corporate Business plans (for projected targets, revenues, orders, success factor)

A05 To subcategorize Business plans (e.g. by Industry, country, client and other such parameters)

A06 To perform filtering by manually selecting the dimensional items during analysis

A07 To perform filtering based on mathematical expressions during analysis

A08 To perform complex filtering by defining set operations (union, intersect, minus) during analysis

A09 To perform complex filtering by defining sub queries (filtering based on results of another query) during analysis

A10 To make ad-hoc query commands as well as GUI based design (drag and drop) along with rich analytical functions

A11 To set up alerts to highlight numbers based on threshold settings during analysis

A12 To perform automatic sorting based on numbers, alphabets, and dates or manually sort them while analysis

A13 To share reports with individual users or group of users easily internally within the reporting environment via shared folders or externally outside of the reporting environment via email

A14 To print the reports and export them to various formats (Excel, pdf, image etc..)

A15 To incorporate changes in the reports through a refresh /update in database

A16

To save the input variables as per user requirement to allow them to compare results. To define the stakeholders and organize them into organization chart, to define objectives and initiatives into a strategy, to define and assign metrics as KPIs to the strategies



A17 To add new customizable reports to the built-in reports of standard queries as per the requirement with the available data sets.

A18 To compare metrics across various parameters in a chart or graphical formats

A19 To perform pivoting to change the permutation of any graph or table to view information in various perspectives during analysis

A 20 To drill down on any graph or table to view the detailed breakdown on any value during analysis

A 21 To base the drill down path on business hierarchies that are not necessarily organized in the same manner as with the physical representation in the database. Users to be able to select a drill down path of choice

A 22 To integrate with existing or market leading data preparation/ management platforms

10.10. Office Automation System for all the Units/Departments of KIOCL 10.10.1. Correspondence (DAK) and File Management System


DAK001 DAK and File Management system should build using a digital transformation platform

DAK002 The system shall have a repository or predefined folder / area where all new correspondences (DAKs) are received after scanning. The system should be secure and should be tested for OWASP top ten vulnerabilities at one of the Government /PSU organization.

DAK003 The system shall have a facility to create entry of a DAK in the repository in case correspondences (DAKs) are not scanned.

DAK004 The system shall have a facility to add correspondences (DAKs) in electronic format from local computer drive.

DAK005 The system shall provide a facility to view correspondences (DAKs) on RHS and indexing fields on LHS.

DAK006 The system shall have a facility to add a Note with a correspondences (DAKs). Using the tablets and mobile users should be able to access the Files and DAKs

DAK007 The system shall have a facility to save the correspondences (DAKs) in an existing file.

DAK008 The system shall have a facility to route the correspondences (DAKs) using workflow feature of a system.

DAK009 The system shall support ad-hoc routing of a document




DAK010 The system shall have a facility to prepare response and attach with the correspondences (DAKs) workflow.

DAK011 The system shall provide an interface to track & search the status of a correspondences (DAKs) in a workflow.

DAK012 The system shall have a facility to send the reminders.

DAK013 The system shall have a facility to generate various reports w.r.t. correspondences (DAKs) workflow such as pending with users, pending since, elapsed time, initiated by, completed by etc.

DAK014 The system shall have a facility to track a department where a correspondence (DAKs) is pending.

DAK015 The system shall provide an advanced search interface for tracing & searching a correspondence (DAKs) based on dates, subject, pending with, completed by, pending since etc.

DAK016 The system shall have a feature to recall a correspondence (DAKs) from anotheruser.

DAK017 The system should have facility to put the completed DAK in a new or an existing file.

DAK018 The system should facilitate creation of a new electronic file in the system.

DAK019 The system shall have a facility to create both main as well as part file.

DAK020 File creation shall take at least File Number and File Subject as an input.

DAK021 The system shall have a facility to save the file in the desired location folder.

DAK022 The system shall also generate a unique / barcode number on successful creation of a file. This barcode can be pasted on a physical file for tracking, in case physical file is also used.

DAK023 The system shall have facility to print unique / barcode number of files at any point of time.

DAK024 The system shall have facility to add documents in the File.

DAK025 The system shall provide facility to view all letters/documents at the right-hand side (RHS) of the folder with note-sheet on left hand side

DAK026 The system shall provide facility to users to append their notes, which shall be automatically stamped with user name, date and time

DAK027 The system shall provide facility to secure notes in File View

DAK028 The system shall support the Whitehall view of the file. The system shall replicate the Present file handling in the same manner as followed i.e. Electronic files shall give the same look and feel of Physical file with documents on the right-hand side and green note sheet on the left-hand side.




DAK029 The system shall have an In-built Web based Text Editor with basic functionalities such as bold, alignment, font, color etc.

DAK030 Solution should have the Green Note sheet.

DAK031 System should differentiate between Administrative general files (Subject Files) and Administrative specific files (Special Files)

DAK032 The system shall have a facility to create/open a new electronic subject file.

DAK033 Subject File creation shall take at least File Number and File Subject as inputs.

DAK034 The system shall have a facility to create both main as well as part file.

DAK035 The system shall have a facility to save the file in the desired folder in the system.

DAK036 The system shall also generate a Barcode number on successful creation of a file. This barcode can be pasted on a physical file for tracking, in case physical file is also used.

DAK037 The system shall have facility to print barcode number of files at any point of time.

DAK038 The system shall have facility to add documents in the File.

DAK039 The system should have a facility to search a file on File number, file subject

DAK040 The system should have an index table of all created files

DAK041 The system should support creation of any types of special files such as employee files, property return file etc.

DAK042 The system should have a provision to define searching attributes for each type of special file

DAK043 The system should have a separate searching interface for each type of special file

DAK044 The system shall provide facility to users to link the notes to any document, file and previous notes, so that corresponding objects can be directly opened from the note view

DAK045 The system shall provide facility to users to append notes in the same paragraph

DAK046 The system shall provide security on notes so that Noting/comments once written, signed and forwarded shall not be amendable by any user including originator, however if a new note has not been written, the user shall be able to modify the latest note, which he is writing.

DAK047 The system shall provide facility to take print out of the noting for filing in paper folder as record




DAK048 The system shall provide a facility to add new documents in the file by calling native application like Word, Excel etc. from the same interface.

DAK049 The system shall provide facility to open multiple documents simultaneously based on the roles .

DAK050 The system shall have a facility to create a paper profile of a document in the file, in case document is not available in electronic form.

DAK051 Using workflow feature of a system, user shall be able to route the file as per the defined process

DAK052 The system shall provide a feature to recall a File from other user

DAK053 The system shall provide an interface to search the status of a file in a workflow.

DAK054 The system shall provide a facility to track a department where a File is pending. An email / SMS alert process to be created for pending action

DAK055 The system shall support the case file management

DAK056 File view shall provide facility to view all documents inside file, Noting / commenting, Edit file properties

DAK057 The system should have electronic management and tracking of correspondence encompassing tasks such as diary entry, indexing, noting, cross-referencing, search/ retrieval etc.

DAK058 The system should have end-to-end audit trail

10.10.2. Office Note creation & Approval workflow


DAK059 The system should have the capability to define & generate the Parliamentary Questionnaire Response Letter in a format from the system itself.

DAK060 The system shall have an In-built Web based Text Editor with basic functionalities such as bold, alignment, font, color etc.

DAK061 The system shall have a draft folder to save Office Notes that are created through in-built text editor.

DAK062 Office Note in draft folder shall be available to the user for editing.

DAK063 Using workflow feature of a system, user shall be able to route the Office Note for approval

DAK064 Solution should have the Green Note sheet.

DAK065 The system shall provide a facility to Add / Edit comment to a Note in a workflow.




DAK066 The system shall have a facility to ‘approve’ a Note through some actionable control.

DAK067 The system shall provide an interface to search and check the status of a Note in workflow.

DAK068 The system shall capture complete Revision History of a Note at the top of the Note itself.

10.10.3. Document Management System


A Document Scanning Features

DAK069 Should provide scanning engine with capability for centralized and decentralized Scanning & Document Capturing and The proposed DMS should be capable of handling maximum no of files/document and multiple types

DAK070 Should have a well-defined capture module for support of document processing, validation, index building, and image enhancements.

DAK071 Should be able to support the capture of digital records of at least the following formats: · Emails and attachments · OCR documents · Images - .tiff, jpeg, gif, PDF etc."

DAK072 The proposed solution should provide for correction during scanning.

DAK073 The scanning solution should provide support for document quality so that any bad quality document doesn’t get uploaded to the repository.

DAK074 Support all the special image enhancement functionality offered by the scanner through the driver interface.

DAK075 Solution shall support Bulk Import of image and electronic documents

DAK076 Should have capability of automatic segregation of documents/records

DAK077 Should have the capability of scanning on Linux platform.

DAK078 Provide Image processing libraries that support image enhancements such as changing contrast, zoom in/out, cleaning etc. and other imaging features like compression and extraction etc.

Architecture & Scalability

DAK079 System should be platform independent

DAK080 Solution should have been built using server-side java and J2EE technologies.




DAK081 Solution should be multi-tier, web-based solution (having web-based front-end for users and as well as for system administrative functions) having centralized database, web and application server with support for clustering

DAK082 The system should store only index information in database while images should be stored in separate file server.

DAK083 Solution should be compliant to ODMA, WebDAV open source standards. The system should use industry standard, government-grade encryption technologies, including advanced algorithms such as AES, 3-DES and RSA

Archival of Electronic documents

DAK084 The System shall support categorization of documents in folders-subfolders just like windows interface. There should not be any limit on the number of folder and levels of sub folder. The system shall support multiple databases like. MS SQL, Oracle, Sybase, and PostgreSQL.,

DAK085 The System shall provide facility to link cross-related documents like Application form and Field report, Grievance and reply sent etc.

DAK086 The system shall provide search facility to in the same interface, so that users are able to search the documents to be linked

DAK087 The system shall support versioning of documents with facility to write version comments

DAK088 The system shall allow Locking of documents for editing and importing it back into the system through check-in/Check-out features

DAK089 Repository should be format agnostic.

DAK090 System should support configuration of verification processes for different business types. It should be able to handle multi-user environment for processing files related to different business types. While processing a file, all the data and images for each transaction should be displayed to processing users and processing users should be allowed to accept, reject or send the files for review

B Document View

DAK091 The System shall support viewing Image documents- No third-party viewers should be there for viewing of scanned images. Please specify if third party applets are used and the licensing terms together with cost implication.

DAK092 Even for multi-page document. The download and view should be page by page. System should include mobile app for accessing documents.




DAK093 The system shall facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to zoom in on a part of image and other image operations like Invert, rotate etc.

DAK094 Support archival & view of PDF/A format documents (open ISO standard for long term archival of documents).

DAK095 Document view shall have the provision to draw a line, insert arrows etc. over image document or add comment

DAK096 The system should support viewing and rendering of PDF/A documents in inbuilt viewer.

DAK097 Document view shall have the provision to Subscribe the documents

DAK098 The System shall support for viewing documents in native application.

DAK099 The system shall provide facility of putting text, graphic and image annotations on scanned document pages.

DAK0100 The system should have mobile application for retrieval and archiving of documents

C Annotations / Editing

DAK101 The Image viewer shall support comprehensive annotation / editing features like highlighting, marking text, underlining and support for text and image stamps etc.

DAK102 The system shall support automatic stamping of annotations with username, date and time of putting annotations.

DAK103 The system shall provide facility for annotations / editing options for selective users.

DAK104 The system shall store annotations /edits as separate file and at no time, the original image shall be changed. The system shall provide facility of taking print outs of the same.

D Indexing

DAK105 The System shall provide facility to index folders, files, and documents on user-defined indexes like department, ministry, file number, year etc.

DAK106 The system shall facilitate manual and automatic indexing using OCR / standard functionality or from other applications.

DAK107 The System shall support Automatic full text indexing for Text search.

E Search and Retrieval

DAK108 The system shall provide search facility to retrieve documents or Folders/Files within the ERP of KIOCL as well as from the integrated legacy applications

DAK109 The system shall support saving of search queries and search results




DAK110 The system shall support search for documents or folders on document or folder on profile information such as name, created, modified, or accessed times, keywords, owner etc.

F Security & User Management

DAK111 The Document management system shall support definition of Users, Groups and Roles relation in the system

DAK112 The system shall support access permissions on Folders, documents and object level

DAK113 The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/ Copy or Download).

DAK114 System shall support for application-based rights

DAK115 The system shall support system privileges like Create/Delete Users, Define indexes etc.

DAK116 The system shall support secure login id and passwords for each user and passwords shall be stored in encrypted format in database

DAK117 The system shall have a facility to define password policy with extensive password validations like passwords must be of minimum 8 characters, shall be alphanumeric, locking of user-id after three un-successful attempts, password expiry, password history so that passwords are not same as previous passwords etc.

DAK118 The system shall provide LDAP support for integrating with directory services and shall support single sign on

DAK119 The system shall support Extensive Audit-trails at document, Folder and for highest levels for each action done by particular user with username, date and time

DAK120 The System shall support integration with database-based authentication.

DAK121 The system shall support single sign on for enhanced security and authentication

G Administration

DAK122 The system shall support web-based administration module for the complete management of system.

DAK123 The Admin module shall support Users/Groups/Role definition and granting Access Rights to them and set password expiries

DAK124 The Admin module shall provide easy to use interface for Index structure definition that can be used by different users.




DAK125 The Admin module shall provide interface for purging old audit trail and do selective logging i.e. select the system or application features for, which the audit trails have to be generated.

DAK126 The Admin module shall provide facility to take complete and incremental backups and shall be able to integrate with third party backup solutions.

Reports and Audit Trails Features

DAK127 The System shall support extensive Reports and audit trails and shall also provide data points and facility to design new reports

DAK128 The system shall support Extensive Audit-trails at user, Folder and Cabinet levels

DAK129 The system shall provide facility to generate Audit trails on separate actions, and between specific date/times

DAK130 The system shall support extensive reporting facility at document, folder and user level. Please specify all inbuilt reports available in the system and also provide effort estimates for new Custom reports to be designed

DAK131 The System shall have audit trail to maintain history of all transactions performed on the system.

DAK132 The system shall give flexibility to administrator to do selective logging i.e. suspend and resume audit trail generation for specific system and user activities.

DAK133 The application shall log all the actions done by individual users with user name, date and time and the administrator shall be able to generate detailed audit logs and history of the process instance.

H Reminders and Alarms

DAK134 The system should have the capability to set automatic reminders and alarms to concerned users.

I Integration and Web Services

DAK135 Should be based on open standards and have API support for data import & export.

DAK136 The System shall provide support to invocation of external programs to perform activities of a process like legacy application screen for data entry.

DAK137 The System shall support integration based on standards such as XML

DAK138 The System shall support message-based collaboration based on protocols such as HTTP, FTP and SMTP.

DAK139 The System shall support integration with Email Servers.




DAK140 The System shall provide fully functional APIs for Integration.

DAK141 The System shall support Web based interfaces

10.10.4. Record / Content Management System


DAK142 Solution should include Records / content Management component to comply with regulatory and legal policies for long-term archival of content.

DAK143 Solution should manage lifecycle of documents through record retention, storage, retrieval and destruction policies.

DAL144 Solution should support managing and tracking of physical location of documents

DAK145 Solution should have facility to export / import electronic record with metadata in XML format

DAK146 Solution should provide the configurable capability of record / content classification as per the approved structure (File Plan) of KIOCL with an ability to authorize and publish.

DAK147 Solution should have a provision to define physical location of record management facility

DAK148 Solution should have a facility to define disposition schedule / policies for record

DAK149 Solution should provide the capability for only authorized individuals to view, create, edit, and delete disposition schedule components of record categories. The complete schedules would be as per the organizational policies.

DAK150 Solution should have a provision to move & track a record among users within office/across locations

DAK151 When record is moved out of the facility, system should have a capability to capture the transport / courier detail

DAK152 "Solution should provide report on the Records in the selected file plan component such as such as number of records present, number of record folder, Record creation date, etc.

DAK153 Report on activities of the selected user

DAK154 Report on the Request/Return activities

DAK155 Report on overdue items

DAK156 Report on items borrowed




DAK157 Reports on records, whose retention period are getting over in specified time

DAK158 Reports on disposition schedule

DAK159 Solution integration capability should support most standards based ESB/MOM solutions and can integrate with standard ESB protocols such as SOAP, JSON, REST and JMS

10.11. Workflow Engine


A General Features

WFE001 The system shall facilitate design of processes and act as a platform for building specific application and have a workflow engine to support different types of document routing mechanism including:

a Sequential routing -Tasks are to be performed one after the other in a sequence

b Parallel routing - Tasks can be performed in parallel by splitting the tasks among multiple users and then merging as single composite work item. The system shall support conditional merging of multiple parallel activities i.e. Response from mandatory parallel work stages before it can be forwarded to next stage

c Rule based routing - One or another task is to be performed, depending on predefined rules

d Ad-hoc routing - Changing the routing sequence by authorized personnel"

WFE002 Compliance to workflow standards like BPMN, BPEL, CMIS and WFMC. It should feature in latest Gartner Magic Quadrant

WFE003 Support for registering and configuring third party applications in portlet like view.

B Process Designing

a. Graphical Route Designer

WFE004 The workflow management system shall support Inbuilt Graphical workflow designer for modeling workflows using drag and drop facilities.

WFE005 The Process designer shall provide intuitive interface for designing complex rules and conditions for workflow routing.

WFE006 The interface shall be easy to use so that Process owners can change the business process as and when required without any programming knowledge.




WFE007 The system shall enable process designers to design multiple sub-processes. This includes mapping of the existing process instance to the newly created process instance as per mapping defined in the route.

WFE008 The workflow management system development environment shall provide easy navigation to choose sub-processes as required to be invoked from within a process.

WFE009 Facility to copy and paste work stages along with all its properties.

WFE010 Facility to define documents viewed and to be attached at individual stages.

WFE011 The Process designer shall support multiple Introduction stages for introducing different document types from different acquisition sources

WFE012 Facility to define multiple archive stages for archive selected documents and indexes in underlying Document management system at any stage of workflow process.

WFE013 The system shall provide facility to define hold stages so that a particular instance or the workflow can be kept on hold for specified interval on the basis of pre-defined condition. The system shall also provide facility to define conditions for resuming the instance from hold stage.

WFE014 The system shall allow process designers to design properties for each work stage like default document view, form view or Exception view etc.

WFE015 The system shall allow users to define entry-level settings like Increase of priority or sending an email trigger on the basis of pre-defined conditions or setting up particular variable or property etc.

WFE016 The workflow management system shall support the definition of roles and allow many-to-many relationships between users and roles to be defined.

WFE017 Support for creating Adhoc tasks at runtime and assigning to users

C Inbuilt Form Designer

WFE018 The system shall provide inbuilt facility to design Custom forms that can be attached at one or more stages of workflow.

WFE019 The Form designer interface shall support facility to define text boxes, Combo boxes, radio buttons, Drop down etc.

WFE020 The system shall provide facility to define variables in the process or in external database tables, which can be linked to fields defined in the form for efficient data entry.




WFE021 The system shall provide facility to define zones at forms and images, so that relevant part of the image is highlighted for Image assisted data entry.

WFE022 The system shall support field level calculations at form level

WFE023 Facility to use scripts for defining field level validations

D Inbuilt Exceptions

WFE024 The system shall provide facility to define exceptions at individual stages, which shall dynamically change the route on execution.

WFE025 The system shall facility to give rights to raise and clear exceptions at different stages of the process with user comments.

WFE026 The system should have inbuilt Rule Engine for defining rules.

WFE027 Facility to raise triggers on the basis of exceptions.

WFE028 Facility to raise automatic exceptions on the basis of pre-defined conditions.

WFE029 The system shall track all the exceptions raised in the course of process and shall maintain history of that with user name, date, time and comments.

WFE030 The system shall clearly differentiate process instances with and without exception

E Inbuilt Triggers

WFE031 The system shall provide facility to define custom triggers like Emails, Word template or launching executable etc. on predefined conditions

WFE032 The system shall provide facility to define custom templates for the triggers with static and dynamic data.

WFE033 The system shall provide facility to generate event-based triggers for automatically sending mails/ fax, generating responses, invoking data form for data entry, communicating from external systems.

WFE034 The workflow management system shall have email notification to user when the user is not logged on to the workflow management system. Upon receiving the email, the user shall be able to click on the URL in the email to automatically launch the Workflow management system and present the user with the task to act on.

F Process Monitoring and Reporting

WFE035 The workflow management system shall be able to keep track of the work item status, the date/time the jobs are started and ended, the creation and archival date of the documents.

WFE036 The workflow management system shall provide graphical and tabular tools to view progress of each individual process




WFE037 System shall provide a facility to configure dashboard for the designated individuals of KIOCL

WFE038 No customization should be required to create dashboard, User should be able to configure dashboard without any coding.

WFE039 There should not be any limit on the number of reports that can be created.

WFE040 User shall be able to drill down in a report for specific information analysis.

WFE041 The workflow management system shall support the generation of statistical and management reports like:

a Number of pending files

b Time taken to complete each task

C Process History Report

d User Performance Report

e Average Process Time Report

F Participant Report

g Participant Processing Time Report

h Process Definition Summary Report

i Exception Details Report

j Expired Work item Report

k Diversion Report"

WFE042 The workflow management system shall support the generation of performance comparison reports.

WFE043 The workflow management system shall support users drill down from a higher-level view of business processes to lower level details.

WFE044 The workflow management system shall support statistical reports like Total turnaround time and delay report for complete process or specific work stages

WFE045 The workflow management system shall support definition of new customized reports based on exposed data points.

WFE046 The workflow management system shall also provide dashboard interface for online reporting of various processes. The interface shall give a flexibility to toggle between graphical and tabular view and tile different windows in the same interface

WFE047 The system should include administration module to configure the user, groups, queue related to a process. The system should allow user to set their display settings according to the individual preferences and company policies. Users can customize their themes, resize




components, and configure single /multi-column views. It should have navigation container to display the list of all component instances associated with the view of a user.

G User Management and Security

WFE048 The workflow management system shall support integration with Lightweight Directory Access Protocol (LDAP) for domain level authentication and single sign on.

WFE049 The workflow management system shall support integration with database-based authentication.

WFE050 The workflow management system shall be capable of giving access rights to users/groups on work stages, documents, forms and also to the data fields.

WFE051 The workflow management system shall support extensive password validations i.e. locking of user account after specified number of unsuccessful login attempts, password history, password expiry and passwords must be alphanumeric and of minimum character length etc.

WFE052 The workflow management system shall support SSL, HTTPS and session timeouts.

10.12. Non-Functional Requirements


A General Specification

NFR001 The solution should be compliant with the Scope mentioned in the RFP

NFR002 The System should be designed for access through browser-based Systems and must impose minimal requirements on the client device of different operating Systems including mobile phone/ handheld interfaces.

NFR003 The System should be designed to have satisfactory performance even in connected on low-bandwidth (28 kpbs)

NFR004 The System should be designed in manner that operational data is not lost in case of any failure of equipment or communication network.

NFR005 The solution should be able to integrate with Statistical Tools and Reporting Tools

NFR006 The solution should maintain a database of frequently asked questions (FAQ)

NFR007 The solution should provide data dictionary along with the description of the objects, fields, and field types




NFR008 Upgrades of the solution (fixing of defects or adding new enhancements or releasing new versions) should have zero/minimal impact to the installed System and should not affect the current version adversely

NFR009

The solution should support front-end modification for the following items: • Look and Feel (e. g. color, font size, font style) • Logos • Display Language

NFR010 All applications must be fully integrated including enhancements and updates – no duplicate data entry at any level

NFR011 The System should exist in an open environment providing enough flexibility in selecting the hardware as well as operating environment

NFR012 The System must be capable of presenting usages service wise in a tabular and graphical form for easy understanding and analytical purposes

NFR013

The System should be modular in nature. Each activity must be handled by a specific module so that it could help in gradual implementation of the System. Each module should have the capability of running as a standalone as well as an integrated environment if other modules are installed and implemented

NFR014 The System should operate in a full on-line / interactive environment with instant reflections of the missing or erroneous input

NFR015 The System should be able to recover with rollback capability to the data in case of any System or communication failure (visualize last transaction)

NFR016 System shall provide for ad-hoc spreadsheet and database functions or support the import and export of spreadsheets and databases, such as MS Excel and MS Access and others as defined

NFR017 On-line maintenance is posted “real time” and immediately reflected in information provided by the System

NFR018 System shall provide the ability to scan images and documents and make them available by item number for review

NFR019 System should be user friendly with ease of navigation through various Systems modules

NFR020 Applications should be consistent in format and screen design Function keys should be consistent within and across applications for maintenance and screen switching

NFR021 Full editing and validation for data entry must be standard. In case of data in error a descriptive message with corrective action is displayed




NFR022 Provides abbreviations or wild card characters in search mode

NFR023 Provides help functions at the screen and field level for all screens and menus

NFR024 Screens are capable of reverse as well as forward scrolling

NFR025 Purging, backups, restores, etc. are performed at System Administrator level not at user level

NFR026

The System must be fully documented to reflect the latest software revisions and provides future update information. Whatever functionalities are tweaked / created by the SI will have to be updated in the user manual or in the Help pages or both

NFR027 List of error code information and messages must be present

NFR028 Must generate full audit trails

NFR029

System must provide the ability to generate user-defined / adhoc reports using a report generation tool that directly accesses the business System data to develop executive level reports. Users must be able to save such queries with unique names for future use.

NFR030 Facility to access the application should be role based

NFR031

Application must support Digital Signatures of any of the Certifying Authorities registered under the Controller of Certifying Authorities and must be modifiable as per the changes made by the respective Certifying Authorities on the structure of the Digital Signatures issued by them. The Digital Signatures used in the application must provide the Time Stamping of the act of Digitally Signing a document as mandated by the IT Act The Smart Card reader or the USB Token, carrying the Private/Secret Key, must be activated by Biometric identification instead of a PIN / Password based System

B User Management

NFR032 Users should be able to register with unique user name and password to access all the applications as per access rights

NFR033 System should have the functionality to define users of the portal.

NFR034 Portal should offer single entry point for stakeholders and applications relevant to them.

NFR035 Portal should have a Scheduling module for all the users and facility to keep record of meeting notes, MoMs etc. , viewable to respective attendees and notified over email and SMS

NFR036 Scheduler should have facility to edit/update the schedule and accordingly the notification should be sent to the attendees via email and SMS




NFR037

Users should be mapped to the applications relevant to them. The portal will provide single sign on feature so that the end user need not individually logon to separate applications. Users can be categorized into following categories: Employees Management Vendors

C Login related Functional Requirement Specification

NFR038 Should allow only the authentic users to login to the System through the use of: User id and Password combination

NFR039 Should display the login page as the first page when the user enters the application.

NFR040 Should give a welcome message once the user is able to successfully login to the application.

NFR041 Should give an error message once the user provides wrong login information and ask the user to re log in.

NFR042 System should have the functionality to define users of the portal.

NFR043 Portal should offer single entry point for stakeholders and applications relevant to them

NFR044

Users should be mapped to the applications relevant to them. The portal will provide single sign on feature so that the end user need not individually logon to separate applications. Users can be categorized into following categories: Employees, Management, Vendors

D User ID and Password Combination

NFR045 The user login and password both should be a combination of following: Alphabets, Symbols Numeric

NFR046 The username and password should have a minimum defined character – Suggestive is eight

NFR047 Should not create duplicate user ids

NFR048 Should not allow the user to have the same password for more than 30 days

NFR049 Should generate alerts for password expiry from five days of actual expiry

NFR050 Should not allow same user id and password

NFR051 Should not allow blank spaces while setting user id or password

NFR052 Should notify the user in case the Caps Lock is on

NFR053 Should notify the use if Num Lock is on

NFR054 Should generate user id based on the criteria of – Rank, etc.




NFR055 Should allow a user who forgets password to access the password retrieval mechanism

NFR056 Should allow only the machines whose match id is registered with the application enter the application

NFR057

Should block the user to enter into the application if he puts in wrong login info continuously thrice. Account lock out problems will be sorted out by a designated Administrator. Hence, this feature is to be provided Administration module.

E Monitoring and Reporting related Functional Requirement Specification

NFR058 The defined user should be able to use the application to query the Departmental Databases using the name or other details of the applicant.

NFR059 Should allow the application to retrieve various information from the individual databases and aggregate it

NFR060 The application should support the monitoring in both the occurrence, when an event or time driven activity is triggered.

NFR061 Should be able to automatically generate the defined reports to the concerned authorities at regular time interval.

NFR062

Should be able to generate Process Report on a regular time interval. This report should include process wise the number of service requests initiated, number of requests completed, number of requests pending and the number of requests under process.

NFR063 Should be able to generate SLA Report on regular time interval, this report should give information related to center wise details of no. of SLA met and user wise details of no. of SLA breached.

NFR064 Should be able to generate Performance Report on regular time interval, this report should give information related to user wise, details of no of service processed against the no of service received.

NFR065 Should be able to generate Attendance Report on regular time interval, this report should give information related to user attendance.

NFR066 Should provide a search option to the authorized users so that he can search the information which should be sorted according to Date, Primary keys (such as date range, Service type, etc. )

NFR067 Should allow the stakeholder to review the progress report and give his comments online.

NFR068 Should provide the facility to print and e-mail the report.

NFR069 Should provide a printer – friendly version automatically for all pages.

F Search Facility




NFR070 The functionality will help the in searching (Quick & Advanced) for all the services provided by the department

NFR071 Application shall provide all the functionalities mentioned in Bidding Document

G Access Rights Management

NFR072

The Access to the databases, which will store all the information related to the applications, the verified details, and the digitally signed deliverables, should be tightly governed and monitored. The integrity and security of these databases is of paramount importance.

NFR073 These databases will be accessed by various stakeholders at different stages of processes. The access parameters are defined based on the Create Read Update and Delete (CURD) Model for access management.

H Notification System ( Alerts, Important Events, Reminders and Activity Calendar or Tasks Service)

NFR074 Application shall provide all the functionalities mentioned in Bidding Document.

NFR075 In case of a new event, the System shall automatically generate alert in advance to all concerned offices for all applications.

NFR076 The System should provide for creation and sending user alerts/events/reminders to be identified group/subscribed users/offices

NFR077 The System should provide for scheduling the activities and maintaining calendars with reminders

NFR078 The System should provide for sending the alerts/events/reminders either to the respective officer handling the department or in charge

NFR079 The System should provide for sending alerts/events/reminders in the form of an email, or SMS to the registered phone or as an alert in the application once the user logs into the System or all available modes

NFR080 The System should provide the officers to view the tasks that he/she had set in calendar like court appointments, and administrative related tasks

NFR081 In case of new event, System shall automatically generate alert in advance to all concerned officers for all Applications



11. ANNEXURE – 1: TESTING AND QA REQUIREMENTS

It is the responsibility of the SI to create testing environment with their own testing tools. Inspections

Factory Inspections: Bidder shall provide the factory inspection report for quality assurance as per prevailing industry standards and practices for each type of item. The goods will be accepted only after verifying the factory inspection report by KIOCL.

Inspections following delivery: KIOCL will conduct a thorough physical inspection of all the products delivered to ensure that they arrive at the sites in good condition and are free from physical damage including but not limited to crush or broken equipment’s, missing seals, opened packages and incomplete shipments. KIOCL reserves the right to return the products to the bidder at the bidder’s expense.

Physical inspection of hardware will also include physical checking, unpacking and counting of the delivered equipment by KIOCL staff in presence of the bidder. This equipment will only be acceptable as correct when each received item corresponds with the checklist that will be prepared by the bidder prior to shipment. Any shortfalls in terms of number of items received may render the delivered equipment’s incomplete.

Pre-Commissioning Tests

In addition to the Supplier’s standard check-out and set-up tests, the Supplier (with the assistance of KIOCL) must perform the following tests on the System and its Subsystems before Installation will be deemed to have occurred and the KIOCL will issue the Installation Certificate(s).

Testing is an important part of the delivery process at KIOCL. KIOCL requires thorough and well-managed tests to be conducted. The bidder MUST build up an overall plan for testing and acceptance of system, in which specific methods and steps should be clearly indicated and approved by KIOCL. The acceptance test of hardware and software will be defined by the bidder, agreed and approved by KIOCL and include all the necessary steps to ensure complete functionality, operation and performance of the system.

Testing will be conducted at the installation sites.

Testing of hardware and software MUST demonstrate that the new systems:

• Perform according to detail functional requirements

• Meet the basic system concepts

• Satisfy the operational and technical performance criteria

• Fit with KIOCL operations i.e. provide right information to each user group or provide the efficient system navigation to process various queries or process transactions

• Convert data from the existing system

• Interfaces with the existing systems and new systems, as and when they are installed.

• Upload data from various source

It is bidder’s responsibility during the tests to evaluate and recommend any further changes to the infrastructure. Any recommendations for change will be discussed with KIOCL.

Testing Methodology/Techniques



• The bidder MUST outline the methodology that will be used for testing the software and hardware.

• The bidder MUST define the various levels or types of testing that will be performed for software and hardware.

• The bidder MUST provide necessary checklist/documentation that will be required for testing the software and hardware

• The bidder MUST describe any technique that will be used for testing for software and hardware.

• The bidder MUST describe how the testing methodology will confirm to requirements of each functional area.

• The bidder MUST indicate how one will demonstrate to KIOCL that all applications installed in the system have been tested.

Operational Acceptance Tests

KIOCL (with the assistance of the bidder) will perform the following tests on the System and its Subsystems following Installation to determine whether the System and the Subsystems meet all the requirements mandated for Operational Acceptance.

Testing Methodology/Techniques

Please refer the above section for testing methodology/techniques.

Successful completion of the contract will be gauged through a series of formal acceptance tests performed on all aspects of the system/sub systems as mentioned below

Testing Requirement

Description

Database Test Verify complete and correct installation of Database Management System Data Integrity Testing Data Sampling Database Back-up & Recovery Testing Query Testing Database Connection Test (Determine if the database server will be able to sustain the expected number of connections) etc.

Functionality Test

Test that the functional requirements specified in all the modules are met. All functions MUST be tested when user provide inputs with correct and incorrect inputs Testing of Formats etc.

Unit Test Each module or Component should to be fully tested independently before integration etc.

System Test All specified functionality should exist. This testing verifies the as-built program's functionality and performance with respect to the requirements for the software product. All System functions that are accessed through menus should be tested



Testing Requirement

Description

Defect test: Test software defects before implementation House Keeping functions like archiving Easy to use: Graphical user interface as per requirement specification Server, Storage system etc. shutdown and power up test System backup and restoration test etc.

Security Attempt to break the password Time out facility on dormant menu/screen. To continue using the open screens the user MUST re-login. Reviewing and Evaluating the Security Controls etc.

Stress Test Finding errors that will show themselves under certain combinations of events or data values Heavy repeating of certain actions or inputs Time Test – To determine if individual business transactions run to completion in a reasonable amount of time, etc.…

Reliability Testing

Testing the system for prolonged use at varying levels, or, possibly, constant value at peak level, etc.…

Performance Testing

Testing to probe the system against prescribed timing, etc.… etc.

Consistency Testing

Test the consistency of data and results across the applications etc.

Recovery Testing

Testing the response of the system to failures of all sorts including but not limited to power failure, etc.…

Audit Trail Tracking critical transactions Logging all critical errors, etc.…

Multi-User Capability

Test that the application system can support several users, etc.…

Help Information Testing

Testing for help information that will be verified for detail and presentation, etc.…

Limit Testing Test as to how the system reacts to data which is maximal or minimal in the sense of attaining limit The system will be tested beyond the limits specified to verify whether sufficient margins have been built in, etc.…

Volume Test Test to submit the system to large volumes of data Etc.

System Integration Test

Testing Components and Component Integration Testing System Interfaces After each system has been fully integrated to create a larger system, each module or sub-system MUST have a defined interface which will be used to call another program component Parameter interface: Data and function references are passed from one component to another. Procedure interface: One sub-system encapsulates a set of procedure which is called by other sub-system Message passing interface: One sub-system requests a service from another sub-system. Validation (Completeness)



Testing Requirement

Description

Robustness Testing Testing for 24x7 availability Error Detection & Recovery Testing Measuring response time, throughput and availability Monitoring Resource Utilization Data Conversion, Etc…

Compatibility and Configuration Testing

Operating System and Data Base Compatibility Hardware and Network Compatibility Checking Compliance with Standards Test the compatibility of data to the higher version, as and when applicable etc.

Storage Testing Testing to detect instances when the system exceeds the specified limits (e.g. processing or supplying large volume of data) etc.

Installation Testing

The ease of installation will be checked Where installation counts are applicable, the number of installations specified will be tested. The system will be checked for a higher number of installations than specified, also to uninstalled to check if the installation count is reduced etc.

Environment Testing

The application will be tested whether it works under different environments e.g. application will be tested on different networks

Graphical User Interface (GUI) Test

The system will be tested for GUI which will include but will not be limited to: Menus Message Boxes Keyboard Interface Cursor Management Visual Design etc.

Manual Procedures Testing

If the system works only with manual aid, an archive utility that requires the manual loading of tapes or a system requiring manual switching of remote devices during processing etc.

User Information Testing

The user documents will be reviewed for clarity, ease of use, details of all required system facilities, and details of all system error messages together with sufficient information to allow the replications of errors etc.

Maintainability Reviewing and Evaluating Maintainability etc.

Documentation Test procedures, test data, and test results should be documented in a manner permitting objective pass/fail decisions to be reached. They should also be suitable for review and objective decision making subsequent to running the test, and they should be suitable for use in any subsequent regression testing. Errors detected during testing should be logged, classified, reviewed, and resolved prior to release of the software. Software error data that is collected and



Testing Requirement

Description

analyzed during a development life cycle may be used to determine the suitability of the software product for release for installation. Test reports should comply with the requirements of the corresponding test plans. The acceptance tests shall demonstrate that the bidder has met each and every requirement specified within the contract and has delivered an effective operational system.

Complete System Acceptance (UAT)

• At the end of the System Acceptance period, KIOCL will acknowledge complete system acceptance in writing to the bidder upon completion of the following:

• All required activities as defined in the bid document including all changes agreed by KIOCL and delivered by the bidder and accepted by KIOCL

• All required system functionality as defined in the bid document including all changes agreed by KIOCL and delivered by the bidder and accepted by KIOCL

• All required documentation as defined in this bid document including all changes agreed by KIOCL and delivered by the bidder and accepted by KIOCL

• All required training as defined in this bid document including all changes agreed by KIOCL and delivered by the bidder and accepted by KIOCL

• All identified shortcomings/defects in the systems have been addressed to KIOCL’s complete satisfaction

• All integrations

The bidder MUST agree to above criteria for complete system acceptance and further agree that: In order to accept the system, KIOCL must be satisfied that all of the work has been completed and delivered to KIOCL’s complete satisfaction and that all aspects of the system perform acceptably. The functional/logical acceptance of the system will only be certified when the proposed system is installed and configured at the sites according to the design and that all the detailed procedures of operating them have been carried out by the bidder in the presence of KIOCL staff NOTE: The acceptance test of the application system will be conducted with the live/actual data.

3RD Party Acceptance Testing, Audit and Certification

The primary goal of Acceptance Testing, Audit & Certification is to ensure that the system meets requirements, standards, and specifications as set out in this NIT and as needed to achieve the desired outcomes. The basic approach for this will be ensuring that the following are associated with clear and quantifiable metrics for accountability:

• Functional requirements

• Test cases and Requirements Mapping

• Infrastructure Compliance Review

• Availability of Services in the defined locations

• Performance and Scalability

• Security / Digital Signatures



• Manageability and Interoperability

• SLA Reporting System

• Project Documentation

• Data Quality Review

As part of acceptance testing, audit and certification, performed through a third party agency, KIOCL shall review all aspects of project development and implementation covering software, hardware and networking including the processes relating to the design of solution architecture, design of systems and sub-systems, coding, testing, business process description, documentation, version control, change management, security, service oriented architecture, performance in relation to defined requirements, interoperability, scalability, availability and compliance with all the technical and functional requirements of the NIT and the agreement.

KIOCL will establish appropriate processes for notifying the SI of any deviations from defined requirements at the earliest instance after noticing the same to enable the SI to take corrective action. Such an involvement of the Acceptance Testing & Certification agencies, nominated by KIOCL, will not, however, absolve the operator of the fundamental responsibility of designing, developing, installing, testing and commissioning the various components of the project to deliver the services in perfect conformity with the SLAs. Application audit is part of SI scope.

Following sub sections discusses the acceptance criteria to be adopted for system as mentioned above:

Functional Requirements Review: The system developed by SI shall be reviewed and verified by the agency against the Functional Requirements signed-off between KIOCL and SI. Any gaps, identified as a severe or critical in nature, shall be addressed by SI immediately prior to Go-live of the system. One of the key inputs for this testing shall be the traceability matrix to be developed by the SI from system. Apart from Traceability Matrix, agency may develop its own testing plans for validation of compliance of system against the defined requirements. The acceptance testing w.r.t. the functional requirements shall be performed by both independent third-party agency (external audit) as well as the select internal department users (i.e. User Acceptance Testing).

Infrastructure Compliance Review: Third party agency shall perform the Infrastructure Compliance Review to verify the conformity of the Infrastructure supplied by the SI against the requirements and specifications provided in the NIT and/or as proposed in the proposal submitted by SI. Compliance review shall not absolve SI from ensuring that proposed infrastructure meets the SLA requirements.

Security Review: The software developed for system shall be audited by the agency from a security & controls perspective. Such audit shall also include the IT infrastructure and network deployed for system. Following are the broad activities to be performed by the Agency as part of Security Review. The security review shall subject the system for the following activities:

• Audit of Network, Server and Application security mechanisms

• Assessment of authentication mechanism provided in the application /components/ modules

• Assessment of data encryption mechanisms implemented for the solution

• Assessment of data access privileges, retention periods and archival mechanisms

• Server and Application security features incorporated etc.

Performance: Performance is another key requirement for system and agency shall review the performance of the deployed solution against certain key parameters defined in SLA described in this NIT and/or agreement between KIOCL and SI. Such parameters include request-response time, work-flow processing time, concurrent sessions supported by the system, Time for recovery from failure,



Disaster Recovery drill etc. The performance review also includes verification of scalability provisioned in the system for catering to the requirements of application volume growth in future.

Availability: The system should be designed to remove all single point failures. Appropriate redundancy shall be built into all the critical components to provide the ability to recover from failures. The agency shall perform various tests including network, server, security, DC/DR fail-over tests to verify the availability of the services in case of component/location failures. The agency shall also verify the availability of services to all the users in the defined locations.

Manageability Review: The agency shall verify the manageability of the system and its supporting infrastructure deployed using the Enterprise Management System (EMS) proposed by the SI. The manageability requirements such as remote monitoring, administration, configuration, inventory management, fault identification etc. shall have to be tested out.

SLA Reporting System: SI shall design, implement/customize the Enterprise Management System (EMS) and shall develop any additional tools required to monitor the performance indicators listed under SLA prescribed in this NIT. The Acceptance Testing & Certification agency shall verify the accuracy and completeness of the information captured by the SLA monitoring system implemented by the SI and shall certify the same. The EMS deployed for system, based on SLAs, shall be configured to calculate the monthly transaction-based payout by KIOCL to SI.

Project Documentation: The Agency shall review the project documents developed by SI including requirements, design, source code, installation, training and administration manuals, version control etc. Any issues/gaps identified by the Agency, in any of the above areas, shall be addressed to the complete satisfaction of KIOCL.

Data Quality: The Agency shall perform the Data Quality Assessment for the Data / migrated by SI to the system. The errors/gaps identified during the Data Quality Assessment shall be addressed by SI before moving the data into production environment, which is a key mile stone for Go-live of the solution



12. ANNEXURE - 2 – EXISTING IT APPLICATIONS OF KIOCL

Existing IT Landscape in the Company

Current IT Application landscape of the Company

Current IT Application landscape

Current IT Application landscape of the Company is a combination of applications developed in-house to support specific business needs, and off-the-shelf applications. Most of the applications are supported by the in-house IT and Systems department team and some of the applications are supported by third party bidders. Currently, Computerized Management Information System is used in the organization in some processes for data storing and reporting, while activities of different departments are functioning independently in standalone modes. There are yet some processes which have remained outside the usage of Information technology.

Current application landscape has limited scope for integration. Because of disintegrated applications, key business processes are not supported comprehensively in an end to end manner by existing applications. Technology used to develop the applications needs to be upgraded. Data replication for most of the applications is done manually.

Current application landscape has limitations with respect to scalability and integration with other applications in the IT landscape in order to support business strategic decisions and have a single view of information flowing across all the departments. Applications have been developed in order to support current business needs which may not be sufficient to support future aspirations of the organization.



Also, Part of the underlying hardware used to host and support the applications is either approaching end of life support or is inefficient to maintain required application performance levels. Current application landscape is not in line with the Company’s strategic vision of an integrated information system providing a single view of information across the entire organization and analytical capabilities to support critical business decisions.

Current IT Infrastructure landscape of the Company

Current IT Infrastructure landscape such as network devices, with some computers reaching end of life and being upgraded in a phased manner with limited vendor support. The bidders are responsible to factor infrastructure required for implementation of ERP solution. All the critical Infrastructure components are partially under AMC through various bidders. Current Infrastructure landscape is a mix of heterogeneous devices and needs to be standardized and consolidated.

Detailed description with inventory of current IT applications and details of existing hardware infrastructure of the Company is given in Annexure 2

Existing network setup between Bangalore and Mangalore locations

• The Internet links at BLR& MLR locations are standalone with no backup

• VPN connectivity between BLR & MLR

• Fortinet make Firewall is utilized for Intra & Inter site connectivity

• Firewall Internal port is used for Internal LAN filtering

• Firewall External port is used for Inter site L3 VPN



KIOCL’s current Applications

KIOCL currently has the following applications running in the organization. This approach shall be firmed up during the implementation of ERP solution based on the response received from the ERP product supplier on the proposed functionalities.

The integrations with ERP systems shall be 2-way integration adhering to best practices. The SI may study the above systems prior to the bidding and suggest product fitments/customizations to these functionalities.

Type Application name

Description Business Functions Supported

Application Type

Critical business application

Finance Accounting System

In Online FAS, the users can generate Payment, Receipt and Journal vouchers; Approve the pending vouchers by the users of access level APPROVE and Pay the payment vouchers by the users of access level PAY. Various on-demand reports such as General Ledger, Trial Balance, Cost Centre based report, Party code wise Subsidiary Ledger and Schedule Report, etc., are generated dynamically as per the date specified by the user. The cash book for the day is automatically closed on daily basis. For employee related payments, the FAS data base is integrated with Payroll database.

Finance department of Mangalore and Bangalore location

Developed In house

Non-critical business application

Online Training Data Updation

Data entry of Training data related to Mangalore and Bangalore location and generation of reports online. The training data is updated by HR department in Bangalore office and T&S department in Mangalore branch. - The training data is used in the self-service portal which fetches data from the database as well as for the online ACR web application.

HR department Bangalore and Safety department Mangalore

Developed In house





Application Type


Leave Management System (Secureax)

Leave Management (LMS) - This is only for Bangalore since August 2018 - Shall download the data from LMS and upload to the Payroll application - Employees can apply/modify/cancel leave as per the rules of KIOCL, check their leave balance, check their leave applications, attendance timing etc.

HR, IT, Finance

SaaS application on Cloud

Non- business application

Attendance report generation programs

Generation of daily attendance report, exception report etc. Permission and OD reports

Finance and accounts department

Developed in house


Leave Accounting Offline Data Entry

Applied leave details are entered ASCII data generated is used for leave processing

IT, Finance &Accounts

Developed In house


Leave Processing

Leave Processing - ASCII files of leave accounting data entry is uploaded to this application - First ASCII file is converted to DLM files and uploaded into tables and then leave balance is computed - Various reports such as the monthly balance report, leave applied reports are generated. These reports as well as leave master files are sent back for data entry to the Finance and Accounts dept., MLR and IT department, BLR

IT Developed In house


Payroll offline Data entry

Payroll offline Data entry - Master data updates like Designation, location, dept., Service class code etc. - DA, increments, allowances, loans, other pays, recoveries etc. - Finance and Accounts dept. Enters the data on their local machine ASCII data generated is used for Payroll processing

Finance &Accounts provide data. IT uploads into the Payroll processing application

Developed In house





Application Type


Payroll Processing

Payroll Processing - Pulls all salary related information like employee master data, transactions etc. and computes various parameters and generates the salary slip Pay master files are sent back for data entry to the Finance and Accounts dept.



Payroll Reports

Payroll Reports - It generates various monthly reports such as bank payment reports, LIC, Union recovery, Canteen reports, Pay details, Advances etc. These reports files are printed and sent to the Finance and Accounts dept.

IT, Finance Accounts

Developed In house


Income Tax offline data entry

Saving details and Income tax related data are entered ASCII data generated is used for Income tax processing Finance and Accounts dept. enters the data on their local machine

Finance & Accounts

Developed In house


Income Tax Processing

Calculates income tax based on Pay details, savings, and other earnings. Income tax other earning file shall be updated and send for data entry to the Finance and Accounts dept.



PF Data entry

Provident Fund details such as withdrawals, settlements and transfers are entered by Finance and Accounts dept. in excel file and sent to IT dept.

Finance &Accounts

Developed In house


PF Processing

Calculates Provident fund accumulation and closing balance based on PF data entry files and it generates various reports such as PF summary, PF contribution etc.






Application Type


Supplementary data entry

Pay transaction details, loan paid which has to be accounted for Income tax and salary account after Payroll processing is entered Finance and Accounts dept. enters the data on their local machine

Finance &Accounts

Developed In house


Supplementary processing

Updates pay and Income tax tables and reports are generated



PF Trust Accounting

PF Trust Accounting: Standalone program. PF payment, receipt and journal voucher data shall be entered and PF ledger, trial balance reports, cash book shall be generated

Finance &Accounts

Developed In house


Stores Accounting Bangalore

Stationery item details such as consumption and receipt, Stores Issue Voucher(SIV) and Goods Receipt Note (GRN) are entered here and reports such as monthly consumption and present inventory status shall be generated. Only used by Administration dept. BLR office. Reports are generated by the IT department

Administration

Developed In house


Canteen recovery

Canteen Coupons purchased by employees shall be entered by the Admin department. The Canteen recovery data is sent by Admin to the IT department and ASCII file is generated by the IT department which is fed into the payroll processing for deduction in salary

Administration

Developed In house


Annual Property Returns

Annual Property Returns: Web application for executives to file their immovable properties, savings, securities and company share details. It is open for 20 days a year. Users can download the reports. It is part of the self-service portal.

Vigilance & All Executives

Developed In house





Application Type


Performance Appraisal

Annual confidential report (Performance Appraisal) shall be submitted by executives & evaluated by officers. The access shall be available in self-service portal.

All Executives

Developed In house


Online Quarterly Vigilance Clearance System

Every quarter, executives’ vigilance clearance details has to be updated by Human Resource dept. and submit to Vigilance dept. for clearance. Once clearance is obtained reports can be generated

HR & Vigilance

Developed In house


ETDS Data Preparation and Submission

Data of tax deducted at source, earning, deduction, saving and tax details are generated as per the RPU format and uploaded to traces web portal

Generated by IT, used by F&A

Developed In house


Wage Revision arrears, Performance Pay, Incentive Pay, Anomaly calculation programs

Wage Revision, Performance Pay, Incentive: Whenever pay revision committees recommend wage revision, it used to back calculate the salary arrears. This output is fed into the Payroll system. Performance related pay and incentive for non-executive is calculated based on company and employee performance and report shall be generated. Pay anomaly arising out of Wage revision is calculated. Reports shall be printed, and bank statements shall be generated. Bank Information regarding payment shall be emailed to Bank and JV shall be generated if required.

Generated by IT, consumed by F&A

Developed In house


Salary JV and PF JV Program

Salary and PF related payments required for JV of FAS shall be prepared and linked to FAS

Finance and Accounts

Developed In house





Application Type


Employee Self-service portal

Employees can view pay slips, provident fund balance, Income tax computations, Super Annotation pension contribution and download Pay slips, annual PF statements. Some reports after payroll processing can also be downloaded here. Annual property returns, Quarterly Vigilance clearance, online ACR, Human Resource Management and Information System, Birthday list etc. can be accessed here.

All Employees

Developed In house


Integrated information management system

Integrated information management system: Finance uses for budgeting; Purchase department uses to generate MPRs and POs.& Commercial dept. enters daily production & dispatch data. Technical Service dept. uses for updating tender details. The application also generates graphs, dashboards and statistics.

Commercial, Finance, Purchase, Technical Service, Vigilance dept.

Custom developed


Human Resource Management and Information System

Employee basic details such as Staff no, name, designation, category, grade, scale etc., Contact details, Dependent details, Qualification details, past work experience details, Promotion details, transfer details and Nomination details will be update by Human Resource Department and can be viewed by authorized Persons. Various reports are generated in PDF and Excel format. It is a web application. It is part of the self-service portal.

Human Resource

Developed In house





Application Type


Medical expenses

Medical expenses: The excel data is received from authorized hospitals, converted to ASCII format suitable for uploading to FAS program after adding cost centers


Developed In house


Group Personal Accident Insurance Scheme

The data as per the format specified by Board and Coordination related to two insurance policies, one with 24hrs cover & another restricted to duty hours shall be generated using payment details once in a Year.

Board & Coordination

Developed In house


Annual Income Tax Processing

Calculates income tax based on Pay details, savings and other earnings for current financial year. Reports shall be generated and sent to Finance and Accounts dept. It is used once in a year



Form16 B & Form12 B, HBA certificate, salary break up, savings and exemption breakup reporting Program

Reports generated based on salary, income tax and savings data in the database once in a year



Annual PF/Pension Processing

Calculates Provident fund accumulation and closing balance for a current financial year. It is used once in a year



Annual PF/Pension reports (Form 7, Form 8)

Annual Provident Fund balance reports are generated and uploaded in Self Service Portal and Pension reports (Form 7, Form 8) shall be generated once in a year






Application Type


ECR submission to EPFO

Electronic Challan cum Return (ECR) is generated from pension data by IT department and sent to Finance & Accounts for online submission to EPFO portal.


Developed In house


Financial Implication of Wage Revision, Performance related pay, Non-Executive Incentive, VRS Compensation, Anomaly, 47% Perks is calculation.

Generation of Financial Implication of Wage Revision, Performance related pay, Non-Executive Incentive, VRS Compensation, Anomaly, 47% Perks is calculated as and when required. Whenever Management asks for variation in the report same shall be carried out

HR, Finance and Accounts

Developed In house


Automations like HBA, Gratuity Bank Reports etc.

House building Advance recovery, HBA loan amount eligibility, HBA EMI calculations, Gratuity calculations on retirement of an employee Bank Reports generation of salary payment after payroll processing


Developed In house


GST Invoices

all formats of GST Invoices in excel


Developed In house


Monthly/Quarterly Form C&B generation

Monthly/Quarterly Form C &B generation: It is a feature in the self-service portal HR department requires this in a specific format based on man hours and leave calculation etc. There is an option in the self-service portal to download the forms

Finance and Accounts & HR

Developed In house





Application Type


Retired employees medical trust Accounting

Retired employees medical Trust Accounting: Standalone program. Payment, receipt and journal voucher data shall be entered and ledger, trial balance and daily cash reports shall be generated related to Retired employees’ medical data.

Finance &Accounts

Developed In house


Super Annotation Pension Contribution

Depending on the service class code and profit of the company the percentage of contribution is decided, and pension contribution is calculated in Excel using pay details.

Human Resource Finance and Accounts Dept.

Developed In house


Provision for Super Annotation Benefits

Provision for Super Annotation benefit is calculated every quarter and JV format is created and given to Finance and Accounts

Finance and Accounts Dept.

Developed In house


Annual Assets and Liability Returns

Annual Assets and Liability Returns as per Lokpal and Lokayuktha Act. Web application for filing the information’s like bank account details, movable and immovable properties, loans and advances taken and given etc. It is opened for 2014, 2015 and 2016 for 3 years. Users can download the reports. It is part of the self-service portal.

Vigilance & All Employees

Developed In house


Visitor management system

Generation of photo identity pass for laborers, visitor, trainees etc.

Corporate communication department

Developed in house


Production report generation system

Shift wise, day wise and monthly production report generation.

Process control department

Developed in house


Maintenance planning and report generation system

Maintenance planning of all moving equipment using run hours data and also to generate job tickets

Pp and pf mechanical maintenance departments

Developed in house





Application Type


Invoice and sale order generation programs

Invoice and sale order generation program to sell blast furnace unit products

BFU commercial department

Developed in house


Attendance report generation programs

Generation of daily attendance report, exception report etc.


Developed in house


Production report generation system - CPP

Shift wise, day wise and monthly power generation reports

CPP Developed in house


Vendor management system

List of Vendors along with black and white list

Purchase department

Developed in house


Safety appliances management program

Issue of safety items accounting program

Safety department

Developed in house


Asset management system

Gives complete information of assets present in the Mangalore location along with their present depreciated value


Developed in house



13. ANNEXURE 3 – INTEGRATION REQUIREMENTS

Following are the details of the control systems software required for data integration

• BFU - ABB 800 XA DCS

• CPP (PPU) - ABB 800 XA DCS

• PP - Honeywell Experion V410.9

• PF – Schnieder Citect SCADA V 7.2

Email Systems:

It is an Open source, free licenced mail server software and customised as per user requirement. Email software is installed in IBM server located in Bangalore location as Secondary and Mangalore as Primary connection. Replication of email data is done on daily basis from Bangalore to Mangalore at midnight.

• Application Name: Deep O Fix Mail Server Cluster service

• Total Users: 1167 users of all branches.

• Operating System: Debian version 8.9 Biometric Attendance System:

Online Attendance System is a Biometric Attendance System used to collect in and out punch data and for online leave management. The biometric application is developed by SecurAX Tech Solutions Pvt. Ltd. The current version is Version:2.5.13.3.



14. ANNEXURE 4: EXISTING IT INFRASTRUCTURE

Location Description MODEL Processor/Model Total

BANGALORE ALL IN ONE HP Intel Core i3 1

HP Intel Core i5 4

HP Intel Pentium 2

ALL IN ONE Total 7

DESKTOP ACER Intel Core i5 30

ACER Intel core™ 2 Duo, CPU E7500@ 2.93GHz 1

DELL Intel Core i3 2



HP Intel Core i3 1

HP Intel Core i5 26

Lenovo Intel Core i3 1

DESKTOP Total 106

LAPTOP DELL Intel Core i5 2

Lenovo Intel Core i5 12

SONY VAIO Intel Core 2 Duo 2

LAPTOP Total 16

PALMTOP ACER Intel® Atom™ CPU N455@ 1.66GHz 3

PALMTOP Total 3

SERVER DELL i7 8700K, CPU 3.70GHz 1

IBM IBM 3100 M4, intel Pentium 1

IBM 3500 M4, E52620 - 6C,2 GHz, DDR3, ECC,4*600 GBHDD

1

IBM 3650 M4, E6 2620 (6 CORE) 3.0 GHz, 6*600 SAS 1

IBM 3650M4, CORE E5 2620, 16 GB RAM RAID0 E5 2606C 2.1 GHz

1

SERVER Total 5

EXCHANGE Matrix 128 Port (Extendable to 512) 1




EXCHANGE Total 1

FIREWALL FORTIGET FORTIGET 201E 1

FIREWALL Total 1

Network Switches ACT BROADBAND

4 LAN PORT, 1 WAN PORT 1

AIRTEL 4 LAN PORT,1 WAN PORT 1

ALLIED TELESYN

24 PORT-10/100 MBPS COMBO WEBSMART SWITCH

2

ALLIED TELESYN

AT-FS750/24-24 PORT 1

CISCO CISCO SMART BUSINESS-8 PORT 1

D-Link 10/100 FAST ETHERNET 16 PORT SWITCH 1



D-Link 10/100 FAST ETHERNET SWITCH 8PORT 1

D-Link 10/100 SWITCH- 16 PORT 1

D-Link 10/100 switch-16 port 1

D-Link 10/100 switch-24 port fast ethernet 1

D-Link D-LINK 10/100 SWITCH 16 PORT 1

D-Link D-LINK DES-48 PORT WEBSMART SWITCH 1

D-LINK 26 PORT GIGABIT SMART SWITCH 1

D-LINK 605L 16 PORT 10/100 FAST ETHERNET SWITCH 1

D-Link DES-1008A

D-Link DES-8 PORT 2

D-Link DES-1008D

D-Link DES -8 PORT 1

D-Link-1008A 10/100 FAST ETHERNET 8 PORT SWITCH 1

D-Link-1008A D-Link DES-8 PORT 1

SUMMIT EXTREME NETWORKS-24T-24 PORT 1

TP - LINK DGCL 4 LAN PORT,1 WAN PORT 1

TP-LINK TL WA500G 54M WIRELESS 4

Network Switches Total 33




Router ECI BG-20C_DC 1

MAIPU MP 1800X 1

Router Total 2

WORKCENTER CANON Image runner advance 5

XEROX XEROX 4225 2

WORKCENTER Total 7

PRINTER CANON Cannon -img class nfzzbdh 226 1

EPSON EPSON LQ 2091 1

EPSON EPSON DOT MATRIX 1

FAX Brother fax 2840 1

HP HP Laserjet M1216 nfh MFB 1

HP HP Deskjet 11

HP HP Laserjet 24

PANASONIC Panasonic Kx-MB2120 1

PRINTRONIX PRINTRONIX 1

SAMSUNG Samsung Xpors M28 76RD 1

TVS TVS MSP245 Plus 1

PRINTER Total 44

FAX BROTHER Brother fax 2840 4

BROTHER Brother MFC-L2701D 1

HP HP 1

FAX Total 6

BANGALORE Total

231

BFU DESKTOP ACER ACER Intel core I3 4160, 500 GB, 4GB RAM, DVD RW

11

ACER ACER Pentium IV, 3 GHz, 160 GB, 2GB RAM, DVD RW

8

ACER INTEL CORE 2DUO 3GHZ, 320 GB 2 GB RAM 2

ACER Pentium III, 701 MHz, 20 GB, 256 MB RAM 1

DESKTOP Total 22




PRINTER CANON CANON MF 3010 LASER PRINTER 3

EPSON EPSON LQ590+ DMP 2

EPSON EPSON LQ300 DMP 1

HP HP DESKJET 1000 1

HP HP DESKJET D4368/ LQ 1050+ DMP 1

HP HP LASER JET 1010 1

KONICA KONICA MINOLTA BIZHUB 206 COPIER/PRINTER

1

LIPI LIPI 6805 500LMP 1

WEP WEP 500 LMP/ HP DESKJET D 4368 1

PRINTER Total 12

FAX PANASONIC PANASONIC KX-FT981 1

FAX Total 1

Network Component (blank) 2 NOS OF 16 PORT SWITCH 1

(blank) MEDIA CONVERTER OFC TO ETHERNET 2

(blank) 8 PORT SWITCH 6

(blank) 12 PORT SWITCH 1

Network Component Total

10

BFU Total 45

MANGALORE DESKTOP COMPAQ 2GBRAM, 80GBHDD 1

DELL Core i3 64Bit, 3.5X3.5, 4GBRAM, HDD 2

IBM (blank) 2

IBM IBM SYSTEM X3400 M3 SERVER 1

IBM IBM SYSTEM X3400 SERVER 1

Lenovo P® G2030, 3X3Ghz, 8GBRAM, 1TBHDD 40

Lenovo 2GBRAM, 500HDD 2

HPProD G4560T, 2.9x2.9GHz, 4GBRAM, 500HDD 3

HPProD P® G2030, 3X3Ghz, 4GBRAM, 500HDD 1

HPProD G4560T, 2.9GHz, 4GBRAM, 500HDD 15

HP 30 P® G2030, 3X3Ghz, 4GBRAM, 500HDD 2




HP 30 Intel Core2Duo, 3X3Ghz, 2GBRAM, 160HDD 1

HP 30 G4560T, 2.9GHz, 4GBRAM, 500HDD 1

HP 30 Dual core, 3X3Ghz, 2GBRAM, 80HDD 1

HP 30 INTELCORE2DUO, 3X3Ghz, 4GBRAM, 500HDD 21

Laptop Intel Core2Duo, 3X3Ghz, 2GBRAM, 160HDD 1

Laptop RAM, HDD 1

AcerV P® G2030, 3X3Ghz, 4GBRAM, 500HDD 2

AcerV Intel Core2Duo, 3X3Ghz, 2GBRAM, 500HDD 1

HP30 P® G2030, 3X3Ghz, 4GBRAM, 500HDD 1

Acer Veriton Intel Core2Duo, 3X3Ghz, 2GBRAM, 320HDD 3

Acer Veriton Intel Core2Duo, 3X3Ghz, 2GBRAM, 300HDD 1

Acer Power Intel Core2Duo, 3X3Ghz, 2GBRAM, 160HDD 3



Merc Asmbld Dual core, 2.8X2.8, 1GBRAM, 40HDD 1

Mercury Intel Core2Duo, 3X3Ghz, 1GBRAM, 160HDD 1

Mercury 4GBRAM, 500HDD 1

Mercury 2GBRAM, 500HDD 1

FRONTECH 2GBRAM, 80GBHDD 1

LENOVO(OLD) 4GBRAM, 500HDD 1

LENOVO OLD 4GBRAM, 500HDD 2

LENOVO OLD 4GBRAM, 500HDD 1

DELL NEW 16GBRAM, 1 TBHDD 1

Lenono P® G2030, 3X3Ghz, 8GBRAM, 1TBHDD 2

DESKTOP Total 124

SERVER IBM IBM XEON SERVER, 4GBRAM, 500GBHDD 1

IBM SYSTEM X3400 M3, RAM, HDD 1

Lenovo 4GBRAM, 500GBHDD 1

SUN SERVER SUN SPARC, V120, 2 GB,2x73gb scsihdd 1

SUN SERVER SUN SPARC, V240, 2 GB,2x73gb scsihdd 1




SERVER Total 5

PRINTER EPSON Eps M200 5

EPSON Eps M100 1

EPSON Eps L380 1

EPSON Epson M200 old 1

EPSON Epson L220 4

EPSON Eps M200+SCANNER 1

EPSON EPSON M200/LIPI MT 661 1

EPSON EPSON M100 6

EPSON EPSON M200 19

EPSON EPSON LQ1310 3

EPSON EPSON LX310 1

EPSON EPSON L130 1

EPSON EPSON LQ-1150 1

EPSON EPSON L380 2

HP DJ HP 2060/@CPP JGM 1

HP OJ HP 7000 1

HP DJ HP 2060 1

HP LJ HP LJ1020& 2Lineprinter 1

HP DJ HP D4268 1

HP DJ HP 1112 & MSP355 1

HP DJ HP 1668 / 1

HP DJ HP 1510 1

HP DJ HP 1112 1

HP HP LASERJET G3110 SCANNER 1


HP HP LASERJET 1020 1

HP HP OFFICEJET 7000 1


HP HP LASERJET P3015 1




HP HP DESKJET 2060/EPSON LQ-1150 1

SAMSUNG SSungLJXPM2060nw 1

SAMSUNG LJ BIGSSUNG 1

SAMSUNG SAMSUNG XPRESS 2060NW 1

TVS TVS MSP 355 /Cash 1

TVS TVS MSP 355 5

LIPI LP Lipi 2280+ 1

WEP WEP EX 330+DX 1

DLQ DLQ-3500 2

PRINTER Total 77

SWITCH DLINK DLINK 7

SWITCH Total 7

CORE SWITCH ALLIED TELESYS

ALLIED TELESYS AT X900 SWITCH 1

CORE SWITCH Total 1

FIREWALL SONICWALL SONICWALL NSA 3500 UTM 1

FIREWALL Total 1

MANGALORE Total

215

KUDREMUKH FIREWALL CISCO ROUTER CISCO RV042 V03 10/100 4 PORT VPN ROUTER 1

FIREWALL Total 1

KUDREMUKH Total

1

Grand Total 492



VOLUME – II: BIDDING & COMMERCIAL TERMS



1. Instructions to Bidders

1.1. Introduction

The section aims to provide guidelines/Instructions for Bidders, to be used while submitting the

proposals. These are generic in nature, but Prime Bidder/ Consortium Partner (CP) is required to abide

by them during the proposal submission and Project execution.

The bidder is expected to and shall be deemed to have examined all instructions, forms, terms and

specifications in this tender document. The bid should be precise, complete and in the prescribed

format as per the requirement of the tender document. Failure to furnish all information required by

the tender document or submission of a bid not responsive to the tender document in every respect

will be at the Bidder’s risk and may result in rejection of the bid. KIOCL Limited shall at its sole

discretion be entitled to determine the adequacy/ sufficiency of the information provided by the Bidder.

The bidder shall propose latest version of SAP S4 HANA for Manufacturing sector and to be hosted

on cloud as Infrastructure as a Service (IAAS) of Cloud Service Providers empaneled under MeiTY.

1.2. Language of bid

The proposal and various documents related to the NIT should be in English language only. All

correspondence between KIOCL and the bidder would also be in English language. Supporting

documents and printed literature furnished by the bidders shall be in English language or in case in

another language they should be accompanied by an accurate translation in English language.

1.3. Validity of proposal

KIOCL requires that the proposal submitted in response to this document remain valid for acceptance

for a period of specified in the bid data sheet from the date of submission of online bids. The bidders

should state in their response, any longer period for which their response remains valid.

A proposal valid for shorter period may be rejected as non-responsive. KIOCL may seek the selected

Bidders consent to an extension of proposal validity (but without the modification in proposals). Where

the applicant claims confidentiality or seeks to reserve intellectual property rights in respect of any part

of its response or requests such part should be treated as “confidential” or “commercial in confidence”,

they must:

• Clearly mark the part of the document in respect of which the claim is made

• State the basis of claim for confidentiality for each item marked (a blanket claim cannot be

reasonably made)

• Convince KIOCL that such a claim is reasonable



1.4. Acceptance of Proposal

KIOCL reserves the right in its absolute discretion in relation to:

• Accepting or rejecting a response

• Seek written clarification from any or all of the bidders in relation to their responses, during the

evaluation of bids

• Varying or discounting the procurement process if it deems reasonable conditions exist to do

so

• Providing additional information to any or all bidders

• Cancelling, adding to or amending the information, requirements, terms, procedures or

processes set out in this document. In such a case KIOCL shall publish these on the website

and notify the bidders

• Identifying opportunities for collaborative responses to be offered for the delivery of specified

services

• Waive any small/ minor informalities in the process

1.5. Amendment of Tender Document

At any time prior to the deadline for submission of bids, the Tendering Authority, KIOCL Limited may,

for any reason modify, change, incorporate or delete certain conditions in the NIT. All prospective

bidders are to note these changes on the official website of the Company www.kioclltd.in,

www.mstcecommerce.com and www.eprocure.gov.in. No Publication in newspaper will be made for

subsequent amendments.

1.6. Clarification on NIT Response

During Technical and Commercial evaluation of the Proposals, KIOCL may, at its discretion, ask any

Prime Bidder for clarifications on their proposal.

1.7. Availability of NIT documents

a) The detailed bid documents would be made available online and interested bidders can

download the detailed tender documents. In case the Bidders downloading the tender

document from KIOCL websites

a. www.kioclltd.inand

b. http://www.mstcecommerce.com/eprochome/kiocl/buyer_login.jsp ,

c. www.eprocure.gov.in/epublish/

1.8. Acceptance of General Conditions of Contract

a) The bidder shall confirm his acceptance to General Conditions for Indigenous supply KIOCL

– P/1 (for Indigenous bidders) and P/2 for offshore bidders. Please note that the terms and

conditions contained in this annexure including other annexure of tender enquiry shall prevail


http://www.mstcecommerce.com/





over the General Conditions of Contract KIOCL – P/1 and P/2 wherever applicable. Which is

available in the company websitehttps://www.kioclltd.in under Downloads section.

b) The works shall be governed by KIOCL Limited’s General conditions of contract for

consultancy services which is available in the company websitehttps://www.kioclltd.in under

Downloads section.

1.9. Bid Participation

The Firm/ Applicant responsible for providing the overall ERP solution for KIOCL shall be referred to

as the Prime Bidder

The Prime Bidder can partner with not more than one organization (i.e. Prime Bidder + one

Consortium Partner). The Prime Bidder will be the single point of contact under this contract and the

responsibility for implementing and commissioning the complete solution shall lie with the Prime

Bidder.

In case of any delays from the partner, Prime Bidder shall be liable and should take complete

ownership for execution of contract however, only the prime bidder of the consortium shall liable

for the execution of the project.

Memorandum of Understanding (MOU)/agreement of the Prime Bidder with the Consortium Members

signed by the Authorized Signatories of the individual organizations should be submitted along with

pre-qualification bid. The MoU /agreements shall clearly specify the roles and responsibilities of the

prime bidder and the consortium member w.r.t. the project.

Only one Bid will be allowed from a Consortium. The partners of a Consortium are not allowed to bid

individually or jointly with others.

The Composition and constitution of the consortium shall not be altered till the completion of the

project.

The prime bidder shall submit the following documents along with the proposal in case the proposal is

submitted in consortium

1. A power of attorney in favor of the Prime Bidder which shall inter-alia, authorize the Prime

Bidder to act for and on behalf of such member of the Consortium and do all acts as may be

necessary to or for the performance under the contract.

2. Brief description of nature of products/services to be provided by Consortium member.

3. Head and Branch offices (if responsible for work under the contract) (provide mailing

addresses, phone, fax and email).

4. Date, form, and state of incorporation of each Consortium member.

5. Contract Administrator (Name, business address, fax, phone, and email address of individual

responsible for administering any Contract that might result from this NIT).

6. Company Principals (Name, title and business address) and, Current or prior successful

partnerships with proposed Consortium member including Client reference (Contact name,

phone number, dates when services were performed).



7. A copy of consortium agreement

8. Turnover of each consortium members, including the Prime bidder

9. In case of consortium the Prime Bidder must be authorized by other member of the consortium

to incur liabilities and receive instruction on behalf of another member.

10. The Consortium Agreement concluded by the Prime Bidder and Consortium member(S)

should also be addressed to the Company clearly stating that the Agreement is applicable to

this NIT.

11. The Prime Bidder shall be solely liable to and responsible for all obligations towards KIOCL

for performance of works/services including that of its partners/associates under the contract

and liable for penalty for commission and omission of acts in accordance with bid terms and

conditions.

1.9.1. Bid Format

The Bid shall be submitted as per the formats provided in the NIT, shall be page numbered, and

Indexed with content table in the beginning.

1.9.2. Taxes and duties:

1. GST/IGST: Percentage applicable to be indicated. The same will be paid by KIOCL.

2. Any change in GST / IGST shall be reimbursed at actual during the original contractual

delivery period. Any change in taxes beyond the contractual delivery period to be borne

by the supplier.

3. Our GSTN No 29AAACK8438M1ZX, the same should be indicated in all documents

including Invoice and shipping documents.

4. Paying Authority: In-charge (F&A), KIOCL, Bangalore.

5. Consignee: In Charge (IT), KIOCL, Bangalore

6. Insurance: Transit Insurance for delivery to our Bangalore / Mangalore Plant will be

covered KIOCL.

7. Integrity pact with bidders:

• May please refer Integrity Pact available in our website.

• All bidders to confirm their acceptance on all terms of Integrity Pact Agreement

and to return signed copy of agreement affixing signature along with seal on all

pages along with techno-commercial bid.

• Please note that quotation not accompanying Integrity Pact Agreement will not be

considered for further processing, treating the offer as incomplete. However, offer

will be processed only after receiving the signed copy of Integrity Pact.

• Details of Independent External Monitor (IEM):

Mr. V.UDAYA BHASKAR

B101,Sri Balaji Gulmohar Township,

Maa Villas Road No 1

Bachupally, Hyderabad-500090

Phone: 040 40055098

e-mail: [email protected]




1.9.3. Validity of The Contract:

The contract shall be valid for period of 4 years from the date of award of order. (1 year for

implementation, 3 Years for operation and maintenance) However, the validity period of contract can

be extended for further period of 2 years with mutual consent.

1.10. Information for Proposal Submission

1.10.1. Contact Details

All inquiries concerning this procurement other than pre-bid queries are to be directed to the Dy.

General Manager (Purchase), KIOCL for meetings, conferences or technical discussions.

Unauthorized contact will be cause for immediate rejection of the proposer’s NIT response.

Substantive questions will be dealt with in writing.

For further details and Bid documents please contact:

Dy. General Manager (Purchase)

KIOCL Limited,

II Block, Koramangala,

Bangalore – 560 034

Email: [email protected] / [email protected]

Mob: +91 9945106699

1.10.2. Authentication of Bid

1. The Proposal should be accompanied by a power-of-attorney / letter of authorization issued

by the Power of Attorney of the prime bidder.

2. In case of Consortium A registered power of attorney in favor of the Prime Bidder which shall

inter-alia, authorize the Prime Bidder to act for and on behalf of such member of the

Consortium and do all acts as may be necessary to or for the performance under the contract

shall also to be attached.

1.11. Pre-Qualification Criteria

A consortium of a maximum of 2 parties (One Prime Bidder and One Consortium Partners) can

participate in the bidding process. The Prime Bidder of the parties has to take full responsibility of the

proposal and the data provided in it. Also, the Pre-Qualification criteria are only applicable to the Prime

bidder in case of consortium and the same is applicable to the Sole Bidder




S.

No Particulars/ parameters Documents to be submitted

System Integrator Requirements

Legal Entity

1 The Bidder should be a Company

registered under the Indian Companies

Act/LLP Act 2008 and shall be primarily in

the business of providing Information

Technology Software Development or

System Integration or IT Solution

Implementation services in ERP. The

Company should have been in business

for at least the last five financial years as

on 31st March 2020.

Certificate of Incorporation of the Prime

Bidder to be enclosed.

2 Consortium partner(s) being an entity, it

shall be a Company registered under the

Indian Companies Act. / LLP Act 2008.

Such entity or entities as the case may be,

should have been in the IT related

business at least for 3 years as on 31st

March 2020.

Certificate of Incorporation for Companies

to be enclosed where Consortium partner is

an entity.

Consortium Composition

3 The Prime Bidder has the option of

partnering with one more entity as

consortium partners.

Letter of association from each consortium

partner to be submitted along with the

proposal

Blacklisting

4 The Prime Bidder and consortium partner

declared blacklisted/ ineligible by any

State / Central Government or PSU as on

date of bid submission shall not be eligible

Self-Declaration from the Prime and each

consortium partner as per the Form P5

provided in the NIT from authorized

signatory of the firm

Financial criterion

5 The Minimum Average annual turnover of

the bidder be at least Rs.150 Crores in

each of the last 3 financial years (FY2018-

19, 2017-2018 and FY 2016-2017)

The revenues should have accrued from

software development/ Implementation/

system integration / Implementation of

ERP services only

The bidder should submit audited financial

statements and a certificate of revenue

composition for each of the 3 years by the

Auditor for FY2018-19, 2017-2018 and FY

2016-2017.

6 The Prime Bidder and the consortium

partner shall have positive net worth for 3

years as on 31/03/2019.

The Prime Bidder and the consortium

partners should submit audited financial

statements and a certificate of revenue

composition by CA for each of the 3 years



S.


for FY 2018-2019, 2017-2018 and FY

2016-2017.

Prior experience in ERP Implementation

7 The Bidder Should have successfully

implemented at least 5 ERP projects (end

to end) preferably SAP ERP

implementation in last 8 completed

financial years in India ending 31ST March

2020.

At least one of these implementations

shall have been for a user base of at least

250 users (Payroll user license shall not

be considered)

Details of Experience of responding firm/

Project Citation for projects as per Form P8

supported with Work order and Proof of Go-

live/ Project completion certificates from

client.

Work order and completion certificate /

client citation or Client citation that ERP

project is completed

In case of the NDA signed between the

Bidder and his client, A copy of NDA

agreement along with the self-certification

from the Company Secretary

8 "The prime bidder must have

implemented ERP in Government / PSU

in India as detailed below:

One project having ERP implementation

of project value of Rs 20 crores and above

in India

Or

Two project having ERP implementation

of project value of Rs 10 crores each and

above in India

Or

4 Projects with a value above 5 crores

each in India"

Project Citation for projects as per Form P9

supported by Work order and completion

certificate / client citation or Client citation

that ERP project is completed.





Experience in Mining / Manufacturing sector in India

9 The prime bidder should have

implemented (SAP ERP solution) solution

in the Mining / Manufacturing industries in

India to justify working knowledge of the

industry

Details of Experience of responding firm/

Project Citation for projects, supported with

Work order and Proof of Go-live/ Project

completion certificates from client



S.






Product Partnership

10 The prime bidder should be an authorized

implementation and support partner of the

offered SAP product as on date of

submission of the Bid.

The Bidder shall be authorized by the SAP

to Bid with their product for this NIT.

• Letter from the offered ERP product

OEM

• Letter from Authorized Signatory of

ERP OEM, on their company

letterhead with specific reference to

this NIT

Certification

11 The prime bidder must possess the

following certificates

a) CMMi Level 5 and

b) ISO 27001

Should provide the valid certifications as on

the date of the submission of the Bid.

11 A SI shall Submit MEITY Cloud

Empanelment Letter of the proposed

Cloud Service Provider

Valid MEITY Cloud Empanelment Letter

Conflict of Interest

12 The Prime Bidder and any consortium

partner shall not possess any conflict of

interest that would adversely impact the

ability of the Prime bidder to complete the

requirements as given in the NIT.

Prime bidder and all the consortium

partners shall furnish an affirmative

statement as to the absence of, actual or

potential conflict of interest on the part of

the SI or any partner due to prior, current,

or proposed contracts, engagements, or

affiliations with KIOCL.

Manufacturer’s Authorization Form (MAF)

13 Manufacturer’s Authorization Form (MAF)

to all the products (Software and

Hardware) mentioned in the NIT

Bidder should be an authorized

implementation and support partner of the

SAP product OEM as of date of

submission of bid

The bidder should submit the MAF as per

Form P10 for every product specified in the

NIT, as per the MAF format given in the

NIT, specific to this tender issued by OEM/

Principal authorizing the bidder to submit

the bid for tendering which is deemed as an

agreement in between the bidder and

OEM/Principal for the support and spares

till the warranty period.

Human Resources



S.


14 Should have at least 500 personnel in IT

services as on 31st March 2020 on its

roles.

Undertaking should be provided by

authorized signatory of the bidder company

(SI).

Should provide a list of professionals to be

deputed for the proposed project along with

their CVs.

15 Should have at least 100 full time ERP

professionals on their role as on date of

submission of bid

Self-certification by the authorized

signatory from HR department of the bidder

16 Office Location The bidder should have a office in

Bangalore (Karnataka), if not the bidder

should furnish an undertaking that the

same would be established within one

month of signing the contract.

ERP Vendor / OEM Requirements

17 The SAP Product shall support

localization features for Indian taxes

including GST and provides the legal

changes for these taxes as a support

package from time to time.

Self-certification from the ERP OEM

18 The SAP product should be capable of

integrating with the various third-party

applications like MES, SCADA, LIMS,

Mining Applications like SURPAC, Auto

CAD, MSTC etc.,).

The required API's and web services shall

be provided by SI for the integration.


19 The Product Vendor should have

exclusive R&D / Product development

Facility in India with minimum of 1000

employees on board


20 Authorized training center One authorized training center in Bangalore

which provides training on the Solution

21 The OEM support should be 24x7x365

and the Product vendor should have a

support center with minimum 50 people

exclusively for customer support and such

center should be available in India.

Product Vendor should provide SLA

based support for various product related

issues. OEM Support should come with




S.


clear Service Level Agreement (SLA)

defined with provision of "support level

credit" in case of any defined failure of

SLA to resolve support messages. Above

provision should be part of normal AMC

and OEM should not ask for any additional

cost to cover the above requirement

Note:

a) Relevant Supporting documents to be enclosed for all the pre-qualification criteria in the pre-

qualification bid

b) The proposal without MAF for all the products mentioned in the NIT shall be summarily

rejected.

c) Those who are not meeting the above pre-qualification criteria in total, their offer shall be

summarily rejected.

1.11.1. Conflict of Interest

As requires that the bidder must provide professional, objective, and impartial advice and at all times

hold KIOCL interest’s paramount, strictly avoid conflicts with other assignments/jobs or their own

corporate interests and act without any consideration for future work.

1.11.2. Right to Terminate the Bid Process

KIOCL may terminate the Bid process at any time without assigning any reason. KIOCL makes no

commitments, express or implied, that this process will result in a business transaction with anyone.

This NIT does not constitute an offer by KIOCL. The bidder’s participation in this process may result

in KIOCL selecting the bidder for KIOCL to engage in further discussions toward execution of a

contract. The commencement of such discussions does not, however, signify a commitment by KIOCL

to execute a contract or to continue negotiations. KIOCL may terminate discussions at any time without

assigning any reason.

2. Bidding Process

2.1. Pre-Bid Meeting and Clarifications

After release of the NIT, KIOCL will accept Request for Clarification from the interested parties. All

clarifications should be sent in writing as per the format provided in the table below.

S.

No.

Bidding Document Reference(s)

(section number/ page)

Content of NIT

requiring

clarification

Points of clarification

required



All clarifications should be sent from email ID of Prime contact person of the bidder on or before the

deadline mentioned below

Dy. General Manager (Purchase)

KIOCL Limited, II Block, Koramangala,

Bangalore – 560 034

Email: [email protected] / [email protected]

Mob: +91 9945106699

All enquiries / clarifications from the prospective bidders for this NIT must be directed to the contact

person notified by KIOCL as given above. In no event will KIOCL be responsible for ensuring that

Bidders’ inquiries have been received by KIOCL. KIOCL may at its option share the replies to the

queries by publishing it in the following websites

a. www.kioclltd.in and

b. http://www.mstcecommerce.com

The bidders or their designated representatives may attend the Pre–Bid Meeting through Video

Conferencing System on date specified in the NIT Datasheet. The interested bidders should send the

details of the participants (Not more than 2 representatives for firm) at least 2 days before the date of

the pre-bid to the email id mentioned in the Bid Data Sheet. Login details will be provided to the

representatives through email.

It is not mandatory for all the prospective bidders to attend the pre bid meeting to participate in the pre

bid discussions & to receive the clarifications issued during the pre-bid.

The purpose of the meetings will be to clarify issues and to answer questions on any matter relating

to the NIT that may be raised at that stage.

The participants are advised to be present 15 minutes in advance to the scheduled time of the Pre-

Bid Meeting.

a) Please note that not attending the Pre–Bid Meeting will not be a cause for disqualification of a

bidder.

b) No queries will be answered in regard to the tender document before the Pre-Bid meeting.

c) After issue of pre bid clarifications, no further clarifications shall be entertained.

2.2. Supplementary Information/ Corrigendum / Amendment to the NIT

i. If KIOCL deems it appropriate to revise any part of this NIT or to issue additional data to

clarify an interpretation of the provisions of this NIT, it may issue supplements/corrigendum

to this NIT. Such supplemental information will be communicated to all the bidders who






participated in the pre-bid meeting by e-mail and will also be made available on

www.kioclltd.in, www.eprocure.gov.in/epublish/andhttp://www.mstcecommerce.com

ii. Any such supplement shall be deemed to be incorporated by this reference into this NIT.

iii. At any time prior to the deadline (or as extended by KIOCL) for submission of bids, KIOCL,

for any reason, whether at its own initiative or in response to clarifications requested by

prospective bidder, KIOCL may modify the NIT document by issuing amendment(s). All

bidders who have attended the pre-bid meeting will be notified of such amendment(s) and

will also be made available on www.kioclltd.in, www.eprocure.gov.in/epublish/ and

http://www.mstcecommerce.com and these will be binding on all the bidders.

iv. In order to allow bidders a reasonable time to take the amendment(s) into account in

preparing their bids, KIOCL, at its discretion, may extend the deadline for the submission of

bids.

2.3. Cost of Bid Preparation

The bidder shall bear all costs associated with the preparation and submission of its bid and KIOCL

shall in no event or circumstance be held responsible or liable for these costs, regardless of the

conduct or outcome of the bidding process. All costs incurred in connection with participation in the

bidding process, including, but not limited to, costs incurred in participation in meetings/ discussions/

presentations, preparation of proposal, in providing any additional information required by KIOCL to

facilitate the evaluation process and in negotiating a definitive contract or all such activities related to

the bid process will be borne by the bidder. Any deviations in format will make the tender liable for

rejection.

2.4. Bid Submission

2.4.1. Late Bids

Bids received after the due date and the specified time (including the extended period if any) for any

reason whatsoever, shall not be entertained. The bidders have to adhere to the timings mentioned in

the NIT datasheet for submitting the bid through MSTC e-Procurement portal.

2.4.2. Availability of Tender Documents

For the detailed tender notice, please visit our website www.kioclltd.in, www.eprocure.gov.in/epublish/

and www.mstcecommerce.com. The bidders are expected to download the tender documents as per

the details mentioned in NIT and examine all instructions, forms, terms, project requirements and other

information in the NIT documents. Failure to furnish all information required as mentioned in the NIT

documents or submission of a proposal not substantially responsive to the NIT documents in every

respect will be at the bidder's risk and may result in rejection of the proposal.

The prospective bidders are advised to read all the vendor guidelines on the e-procurement

portal http://www.mstcecommerce.combefore submitting the proposal.


http://www.eprocure.gov.in/epublish/



http://www.eprocure.gov.in/epublish/%20and



http://www.eprocure.gov.in/epublish/





2.4.3. Mode of Submission

1. Submission of techno-commercial and price bids: Bidder should submit their tenders in two

parts through e-procurement mode only. The instructions on the portal shall be followed, while

submitting the tender. The E- procurement would be conducted by M/s MSTC Limited.

Part - A : Techno-Commercial Bid

Part - B : Price Bid

2. Bidders are requested to upload the following documents in the MSTC portal.

a) Proof of payment/ exemption towards Tender Document Fee, Tender Processing Fee &

Earnest Money Deposit as mentioned above.

b) Copy of GST registration Certificate

c) Documentary evidence for Pre-Qualification Requirement.

d) Confirming the scope of supply as per technical specification.

e) Signed and Sealed Integrity Pact Agreement: Annexure – 1 of Volume 2 of the RFP

f) Non-Disclosure Agreement: Annexure – 2 of Volume 2 of the RFP

g) Business Rules for e-Auction: Annexure - 3 of Volume 2 of the RFP

h) Important Instruction for e-procurement: Annexure – 4 of Volume 2 of the RFP

i) RTGS details of KIOCL: Annexure – 5 of Volume 2 of the RFP

j) Bank Guarantee for EMD: Annexure – 6 of Volume 2 of the RFP

k) Complete contact details of the bidder

l) Technical proposal in full of all the required forms and documentary evidence

m) Signed and sealed NIT complete document

n) Any other information required for the technical proposal

2.4.4. Bid Submission Acknowledgement

The bidder shall complete all the processes and steps required for Bid submission. The system will

generate an acknowledgement with a unique bid submission number after completing all the

prescribed steps and processes by the bidder. Bidders may also note that the bids for which an

acknowledgement is not generated by the e-Procurement system are treated as invalid or not saved

in the system. Such invalid bids are not made available to the Tender Inviting Authority for processing

the bids. The KIOCL limited is not responsible for incomplete bid submission by users.

2.4.5. Submission of original EMD and Tender document fee

a. In case, the EMD is submitted in the form of RTGS/DD / PBG, the DD/ BG which were scanned

and uploaded towards EMD and tender document fee by participating bidders should be

submitting the original to the tender inviting authority within 48 hrs. from the date of submission

of the tender document through e-Procurement portal.

b. All the bidders shall invariably upload the scanned copies of DD/BG in e-Procurement system

and this will be the primary requirement to consider the bid responsive incase the BG is

submitting through BG / PBG



c. The department shall carry out the technical evaluation solely based on the uploaded

certificates/documents, DD/BG towards EMD and tender document fee in the e-Procurement

system and open the pre-qualification bid of the responsive bidders.

2.5. Proposal Format

The bidder is expected to examine all the instructions, guidelines, terms and conditions and formats

in the NIT. Failure to furnish all the necessary information as required by the NIT on submission of a

proposal not substantially responsive to all the aspects of the NIT shall be at bidders own risk and may

be liable for rejection. The proposal as mentioned shall be submitted in three parts. Information to be

included, formats required in each part are given below:

2.5.1. Pre-qualification and Technical Proposal

2.5.1.1. Pre-Qualification

This part shall contain the following documents

a. Pre-Qualification Compliance requirements as per format given in the NIT of this document

b. Application form as prescribed in NIT Form P1

c. Letter of Association or Memorandum of Association in case of consortium.

d. Prime bidder Information form (details of the Bidder) as prescribed in Form P2

e. Consortium Partner Information form as prescribed in Form P3 (In case of consortium)

f. Pending Litigation form as prescribed in Form P4 (for both Prime Bidder & Consortium Partner

firms)

g. Self-declaration on blacklisting form as prescribed in Form P5 (for both Prime bidder &

Consortium partner firms)

h. Financial strength details as prescribed in Form P6 (for both Prime bidder & Consortium

Partner firms)

i. Details of local presence in Form P7 (for both Prime bidder & Consortium Partner firms)

j. Relevant general experience for form as prescribed in Form P8(for both Prime bidder &

Consortium Partner firms)

k. Relevant ERP experience for form as prescribed in Form P9 (for both Prime bidder &

Consortium Partner firms)

l. Manufacturers Authorization Form as prescribed in Form P10

m. Other documents as may be deemed fit by the bidder for proving their eligibility

2.5.1.2. Technical Bid

i. The Technical Bid will comprise of a cover letter, documents/annexure as proof against

technical evaluation criteria, details of software development & maintenance facilities,

responses to functional & hardware specifications, incremental IT infrastructure in general,

project staffing plan, undertaking (as given in NIT). Please note that no price information should

be indicated in the Technical Bid and shall only be quoted in the Commercial Bid. Failure to

comply with the same may result in the rejection of the Bid. In submitting additional information,

please mark it as ‘Supplemental’ to the required response. If the bidder wishes to propose



additional services (or enhanced levels of services) beyond the scope of this NIT, the proposal

must include a description of such services as a separate attachment to the proposal.

ii. KIOCL may seek clarifications from the Prime Bidder on the technical proposal. Any

clarifications by the prime bidder on the technical proposal should not have any commercial

implications.

iii. Technical approach, methodology and work plan are key components of the technical proposal.

Bidders shall present their technical proposal containing:

A. Compliance requirements: Technical Compliance requirements as per the scope

mentioned in the NIT

B. Understanding of Project: This section shall contain a clear and concise understanding

of project requirements along with activities to be performed and deliverables to be provided

based on the scope of work.

C. Technical Approach and Methodology: In this part, bidders should explain their

understanding of the objectives of the assignment, approach to the assignment, proposed

solution, proposes technology methodologies for carrying out activities and obtaining the

expected outputs, and the degree of detail of such output. Bidders should also explain the

proposed methodologies and highlight the compatibility of those methodologies to the

proposed approach and the needs of the project. Applicant shall also include the risk

management, business continuity plan and quality assurance plans, etc., as a part of

approach and methodology, Work methodology

D. Work Plan: In this part the applicant should propose the main activities of the assignment,

their content and duration, phasing and interrelations, meetings, milestones (including

interim approvals by the client), and delivery dates of the reports/ documents. The proposed

work plan should be consistent with the technical approach and methodology, showing

understanding of the scope of work and ability to translate them into a feasible working plan.

A list of the final documents, including reports to be delivered as final output, should be

included here. The work plan should be consistent with the work schedule, milestones,

deliverables, meetings and presentations shall be clearly mentioned

E. Organization and staffing: In this part the applicant should propose the structure and

composition of team for the main disciplines of the assignment, the key expert/ firm

responsible, and proposed technical and support staff may be provided. In case of a

consortium, applicant shall also explain the roles and responsibilities of the partner firms

and the solution that they will implement and the arrangements made thereof, Capacity

building: Bidder should submit a brief approach note on training KIOCL staff during

implementation and post-implementation. Bidder should provide hands on training before

requesting for acceptance and completion of implementation. Training and manual details

should be provided to all the users.

F. Approach for Project implementation: Detailed approach for carrying out the project

implementation along with the support and maintenance during the contract. Bidders should

submit a detailed approach for both first and second phase implementation. Bidders need

to give detailed approach how they would implement complete project with integration plan.

G. Company profile: Details of the point of contact along with brief work profile of the prime

bidder as well as other partner firms including relevant experiences of executing similar

projects. Bidder may include relevant case studies and attested copies of completion

certificates from clients in support of the case studies.



H. Innovation: If any, on the NIT to improve performance in carrying out the project.

Innovativeness in terms of proposing the functional services that can be taken up by the

KIOCL beyond what is already provided in the NIT shall be appreciated.

I. Other Information: Any other information relevant to the solution as preferred by the bidder

can also be placed in the document.

J. Technical Forms: The Bidder shall submit the technical Forms as per the list given below

i. FormT1: Past Experiences and Organizational Strength

ii. Form T2: Proposed Solution

iii. Form T3: Proposed Approach and methodology for the solution proposed

iv. Form T4: Proposed Solution Architecture

v. Form T5: Proposed Training, Change Management and Capacity Building

vi. Form T6: Proposed Formation/Location of Helpdesk & other manpower support

vii. Form T7: Declaration for Bill of Material – Infrastructure

viii. Form T8: Innovation Proposed

ix. Form T9: Data Migration and Integration Plan

x. Form T10: Project Management Framework

xi. Form T11: Work Plan and Resource allocation

xii. Form T12: Key resources proposed

xiii. Form T13: Team Composition

xiv. Form T14 Team Deployment Structure

xv. Form T15: Team Profiles (CV Format)

xvi. Form T16: Takeover and Exit Management

2.5.2. Commercial Proposal

Bidder must submit through e-procurement mode only, in absence of which the proposals will

be rejected.

A. The commercial bid form as prescribed in the in the NIT as per the Financial Proposal

submission forms as prescribed:

B. Prices quoted by the Bidder shall be final (exclusive of all taxes, duties, insurance). No

variation in prices will be allowed under any circumstances during the entire period of project.

No Conditional and open-ended bid shall be evaluated and the same is liable for

rejection.

C. The commercial proposal submitted by the prime bidder should be inclusive of all the items in

the technical proposal and should incorporate all the clarifications provided by the prime bidder

on the technical proposal during the evaluation of the technical proposal.

D. Prices shall be quoted in Indian Rupees (INR) only.

E. The prime bidder shall quote the price for all the components, the services of the solution to

meet the requirements of Implementation of ERP in KIOCL as listed in this NIT.

F. Bids with price adjustment shall be rejected.

G. The price quoted in the commercial proposal shall be the only payment, payable by KIOCL to

the successful prime bidder for completion of the contractual obligations by the successful

Prime Bidder under the Contract, subject to the terms of payment specified as in the proposed



commercial bid or the one agreed between KIOCL and the Prime Bidder. The price would be

Exclusive of all taxes & duties, as applicable.

H. The prices, once offered, must remain fixed and must not be subject to escalation for any

reason whatsoever within the period of the validity of the proposal and the contract (for

successful bidder). A proposal submitted with an adjustable price quotation or conditional

proposal may be rejected as nonresponsive.

I. It is mandatory to provide breakup of all taxes & duties wherever applicable and/or payable.

All the taxes of any nature whatsoever shall be paid by the Bidder.

J. The bid amount shall be inclusive of packing, forwarding, transportation, delivery charges and

any other charges as applicable till the end of the contract period.

K. KIOCL reserves the right to ask the Prime Bidder to submit proof of payment against any of

the taxes, duties, levies indicated within specified time frames.

L. Price Commitment and Validity: As part of the technical proposal, the Prime Bidder will be

asked to provide a complete Bill of Materials (along with the complete technical specifications

for each of the individual items) for the procurement of the components required for KIOCL,

and for their maintenance for three (3) years. In the Commercial bid, the Prime Bidder will be

asked to provide pricing for the same. KIOCL reserves the right to procure (by itself) the

proposed components from the Prime Bidder at rates not exceeding the rates proposed by the

Prime Bidder as part of their Commercial Proposal.

2.6. Conditions under which this NIT is issued

a) This NIT is not an offer and is issued with no commitment. KIOCL reserves the right to withdraw

the NIT and change or vary any part thereof at any stage. KIOCL also reserves the right to

disqualify any bidder should it be so necessary at any stage.

b) Timing and sequence of events resulting from this NIT shall ultimately be determined by KIOCL

c) No oral conversations or agreements with any official, agent, or employee of KIOCL shall affect

or modify any terms of this NIT and any alleged oral agreement or arrangement made by a

bidder with any department, agency, official or employee of KIOCL shall be superseded by the

definitive agreement that results from this NIT process. Oral communications by prospective

bidders shall not be considered binding on KIOCL, nor shall any written materials have

provided by any person other than authorized person, KIOCL

d) Neither the bidder nor any of the bidder’s representatives shall have any claims whatsoever

against KIOCL or any of their respective officials, agents, or employees arising out of or

relating to this NIT or these procedures (other than those arising under a definitive service

agreement with the bidder in accordance with the terms thereof).

e) Until the contract is awarded and during the currency of the contract, bidders shall not, directly

or indirectly, solicit any employee of KIOCL or any other officials involved in this NIT process

to leave KIOCL in order to accept employment with the bidder, or any person acting in concert

with the bidder, without prior written approval of KIOCL.

2.7. Rights to the Content of Proposal

All proposals and accompanying documentation of the Technical proposal will become the property of

KIOCL and will not be returned after opening of the technical proposals. KIOCL shall not be bound by



any language in the proposal indicating the confidentiality of the proposal or any other restriction on

its use or disclosure.

2.8. Non-Conforming Proposals

A proposal may be construed as a non-conforming proposal and ineligible for consideration:

a. If it does not comply with the requirements of this NIT. Failure to comply with the technical

requirements, and acknowledgment of receipt of amendments, are common causes for

holding proposals non-conforming

b. If a proposal appears to be “canned” presentations of promotional materials that do not follow

the format requested in this NIT or do not appear to address the particular requirements of the

proposed solution, and any such bidders may also be disqualified

3. Bid Opening and Bid Evaluation Process

3.1. Bid Opening

KIOCL will open all the bids submitted online, in the presence of bidders’ representatives who choose

to attend the Bid opening as per the NIT Datasheet. Bid opening will be performed at 2 stages as per

the dates specified in NIT data sheet

1. Part A: The Techno-Commercial bid will be opened electronically on specified date and time

as given in the NIT.

2. Part B: Price bid will be opened electronically of only those bidder(s) who have been techno-

commercially found acceptable. Such bidder(s) will be intimated the date of opening of Price

bid, through valid email.

3. E-reverse auction: Schedule of e-reverse auction will be communicated separately.

3.2. Bid Evaluation Process

3.2.1. Preliminary Scrutiny

The KIOCL will examine the bids to determine whether they are complete, whether any computational

errors have been made, whether required sureties have been furnished, whether the documents have

been properly signed, and whether the bids are generally in order.

The tenders that do not conform to the tender conditions and tenders from firms without EMD, Bid

document fee and bid processing fee shall be rejected.

Subsequent to the preliminary scrutiny and identification of qualified bidders, further evaluation of the

bids will be done in three stages and at the end of every stage short listed bidders will be informed of

the result to have a fair and healthy competition. The following is the procedure for evaluation



3.2.2. Evaluation of Pre-Qualification Criteria

The evaluation committee formed by KIOCL will evaluate all pre-qualification criteria bids to determine

if they are responsive and meeting all the pre-qualification requirements of the NIT. KIOCL will prepare

a list of firms based on the compliance to the pre-qualification criteria. The tenders that do not conform

to the tender conditions and tenders from firms without adequate capabilities as per pre-qualification

criteria of the NIT shall be rejected. All eligible tenders will be considered for further evaluation. The

decision of KIOCL will be final in this regard.

3.2.3. Evaluation of Technical Bids

The evaluation of the Technical bids will be carried out in the following manner:

a. The technical bid will be examined by an evaluation committee, based on the evaluation

criteria and the points system specified in the NIT Section 5.2.4 of volume II of the NIT.

b. The bidders, who score an aggregate technical score of 70 and above shall be qualified for

the evaluation of the price bid.

c. Non-Compliance of any requirements proposed in the NIT calls for rejection of the proposal.

3.2.4. Criteria for Technical Evaluation

The Evaluation Committee feels that the following parameters are critical for the success of ERP

implementation project and expects the bidders to provide accurate and precise information in their

responses.

Technical proposal of the bidders will be opened and evaluated who meets all the

prequalification criteria. The evaluation committee will evaluate the Technical Proposals on

the basis of the technical evaluation criterion as provided below. The bidder has to follow the

structure while drafting the NIT as per the Forms provided against each criterion

3.2.4.1. Evaluation of technical and functional bid.

Bidder should align their approach in the following order as detailed below. The evaluation is

based on each element and shall be comprehensive.

Product Fitment a. Functionality & Core Capabilities

b. Flexibility, Scalability and Technology Fit

c. Ongoing Development and Product Roadmap

d. Licensing, ATS and overall Price Competitiveness

e. Integration with existing Control Systems (with third party tool)

f. Suitable hardware and OS licenses for Cloud hosting

g. ERP Software with user licenses as required for ERP

implementation.



Solution Approach

and Methodology

a. Understanding of Scope

b. Proposed solution for Cloud hosting

c. Approach to Transition management & Knowledge Transfer

d. Approach to Change Management & Change Control Procedures

e. Approach to Knowledge Management & Documentation

Implementation

Methodology

a. Project plan & timelines (including WBS and Rollout Plan)

b. Tools and processes to be adopted for implementation

c. Approach to Data Migration

d. Risk Management Plan

e. Governance and Reporting

f. Quality Assurance and Testing

Industry Capability

and Commitment

(Public sector-

Manufacturing,

Mining)

a. Demonstrated ability of having deep Public sector and industry

knowledge and expertise

b. Capability to leverage success of previous similar implementations

c. Availability of vendor developed accelerators for expediting

implementation

d. Establishes Public sector- Manufacturing, mining specific

perspectives & skills and vendor defined value drivers

Team Composition

and Skills

a. Overall Team Structure

b. Presence of team members CV's relevant to the project

c. Resource loading plan for Bangalore and Mangalore operations of

company

d. Availability of Subject Matter Resources for Functional and Technical

Domains

e. Quality of profiles and resources proposed

Post Go Live

Support

a. Understanding of warranty expectations

b. Post Go Live stabilization approach

c. Support Model Proposed: Level 1 and/or Level 2 support

d. SLAs: Comprehensiveness, Quality and TAT

Presentation

followed by

Demonstration of

Product

a. The bidders shall be required to provide a product demonstration.

The proposed product and the system integrators capability on the

proposed product shall be evaluated on ease of Usability and

completeness of Functionality. The functionalities shall be focused on

the modules detailed for demonstration in the Section 5.2.7 of NIT

Volume 2

3.2.4.2. Scoring Criteria for technical and functional bid

The evaluation of the technical proposal will be based on the following scoring criteria

S. No. Evaluation Criteria Score

I Past Experiences and Organizational Strength 10

A Execution of end to end ERP Projects involving application development,

Product development, and Implementation in India

8



S. No. Evaluation Criteria Score

B Client References for implementation and execution of end to end ERP

Projects in Government and PSU involving application development,

product development and Implementation in Mining / Manufacturing sector

2

II Technical Solution Offered 40

A Project Understanding

• Clarity and depth of understanding of the project's objectives,

scope of work

• Requirements and goal set forth in the scope of work

4

B Proposed solution

• Inclusions and Exclusions

• Functionality & Core Capabilities

• Flexibility, Scalability and Technology Fitment

• Ongoing Development and Product Roadmap

• Licensing, AMC, ATS and overall Price Competitiveness

8

C Proposed Approach and methodology for the solution proposed 8

D Proposed Solution Design and Architecture 8

E Training, Change Management and Capacity Building 3

F Approach for Facility Management, Help Desk and Post Go-Live support 2

G Data Migration and Integration Plan 1

H Approach to Transition Management & Knowledge Transfer 2

I Approach to Knowledge Management & Documentation 2

J Innovation Proposed for additional software solution for better

performance

2

III Understanding of NIT and Functional Requirement Specifications

compliances

10

IV Project Management and Work Plan 10

A Project Management Framework and Work Plan 8

B Take over and Exit Management 2

V Product Demonstration 10

A Bidder should demonstrate the POC on their capabilities in Mining /

Manufacturing Sector. The POC shall focus at least any four of following

ERP modules

• Finance

• Human Resources

• Inventory

• Production and Quality

• Maintenance

• Procurement

10

VI Proposed Team 20

A Manpower Deployment Plan 2

B Quality of CVs proposed for the project 18

Total 100



3.2.4.3. Detailed Evaluation Criteria

S. No. Evaluation Criteria Marks

Max

Scor

e

I Past Experiences and Organizational Strength – 10

A Client references for

implementation and

execution of end to end

ERP Projects involving

application development,

product development,

and Implementation in

India in last 8 years

ending 31st March 2020

2 Marks for each project

The following aspects to be demonstrated in projects

cited as part of the requirements:

1. IT Infrastructure Planning and similar

Implementation Services

2. Application suitability

3. User base

4. Multi-location Experience

5. Duration of Project (multi-year, O&M)

6. Number of Organizations where the

proposed solution/product has been

implemented

8

B At least 1 project Client

References for

implementation and

execution of end to end

ERP Projects in

Government and PSU

involving application

development, product

development and

Implementation in Mining

/ Manufacturing sector in

India in last 8 years

ending 31st March 2020

2 Marks for each project 2

II Technical Solution Offered – 40

A Project Understanding The proposal should address each work area in

sufficient detail to demonstrate a clear understanding

of the statement of work, including operations and

maintenance phase.

The following parameters will be examined for

evaluation: -

• Clarity and depth of understanding of the

project's objectives, scope of work - 2 Marks

• Requirements and goal set forth in the scope

of work – 2 Marks

4

B Proposed solution Requirements addressed as mentioned in different

parts of the NIT and the quality of the solution.

8




Max

Scor

e

Proposed solution

• Functionality & Core Capabilities of the

Proposed Solution and Inclusions &

Exclusions – 2 Marks

• Flexibility, Scalability and Technology Fitment

– 2 Marks

• Ongoing Development and Product

Roadmap – 2 Marks

• Licensing, AMC, ATS and overall technical

Competitiveness – 2 Marks

C Proposed Approach and

methodology for the

solution proposed

a. Project requirement assessment, software

development lifecycle, testing, deployment,

warranty and maintenance, facilities

management – 2 Marks

b. SLA management methodology along with

the SLA Monitoring Console for PMU– 2

Marks

c. Highlight the associated risks/ problems and

plans for mitigation and explain the technical

approach it would adopt to address them – 2

Marks

d. Methodology for Integration with other

legacy modules – 1 Mark

e. Planning and Building Infrastructure

(assessment, design, integration/ migration

of existing infrastructure) – 1 Marks

8

D Proposed Solution

Design and Architecture

Requirements addressed as mentioned in different parts of the RFP and the quality of the solution.

• Solution architecture conceptualized for this project. Meeting the business requirements –2 Mark

• Security architecture- 1 Mark

• Application deployment and testing Strategy-2 Marks

• Quality Control suggested by responding firm -2 Marks

• Integration architecture with other legacy

modules – 1 Mark

8

E Training, Change

Management and

Capacity Building plan

The Bidder has to propose Plan for Number & Quality of personnel to be deployed for training. Proposed Training and Change Management plan description to be looked into:

3




Max

Scor

e

a. Proposed Training Schedule and Plan to develop Training Manuals – 1 Mark

b. Training of Trainers, proposed training methodology, online help modules proposed, – 1 Mark

c. Refresher and retraining methodology- 1 Mark

F Approach for Facility

Management, Help Desk

and Post Go-live support

Proposed methodology of formation of the

manpower support team. Operating and Maintaining

Infrastructure:

a. Methodology for Helpdesk Management

along with the Help desk Console for PMU -

1 Mark

b. AMC/ Hardware accessories support – 1

Mark

2

G Data Migration and

Integration Plan

a. Planning and assessment of Data Migration

Requirements

b. Proposed approach and Methodology for

data migration

c. Proposed Data Migration Strategy

1

H Approach to Transition

Management &

Knowledge Transfer

a. Transition Planning & Approach and the

Execution responsibilities

b. Effective framework for tracking project

progress

c. Strategy for Knowledge transfer

d. Propose best practices on transition

governance

e. Transition risk mapping & mitigation

strategies

f. Define applicable framework for knowledge

transfer

g. Propose sufficient tools for knowledge

capture

2

I Approach to Knowledge

Management &

Documentation

Methodology proposed for Knowledge Management

& project documentation

2

J Innovation Proposed for

additional software

solution for better

performance

The SI can also propose services that it can develop

based on international best practices and industry

proven solutions in Mining / Manufacturing sector.

The Evaluation will be based on

a. Functionality and scope of the Innovative

services

2




Max

Scor

e

b. Innovativeness and Feasibility of the

services

c. Impact and coverage of the service on the

stakeholders of the mining / Manufacturing

sector

III Understanding of NIT and Functional Requirement Specifications compliances –

10 Marks

A Understanding of NIT

and Functional

Requirement

Specifications

compliances

The bidder is expected to

propose a solution

that covers all aspects of

the functional

requirements and shall

clearly articulate how the

solution complies with all

the requirements

mentioned in the FRS

and NIT.

FRS compliance being met as a standard

functionality to be awarded full marks, customization

& 3rd party

shall be awarded marks on a pro rata basis, and for

development no marks shall be awarded for the

particular FRS.

Note: The bidder will be allotted marks as follows

(based on the % of the requirement met):

1. >=95-100% - 10 Marks

2. >=90 % - <95% - 8 marks

3. >=85% - <90% - 6 marks

4. >=80% - <85%- 4 marks

5. >=70%- <80% - 2 marks

6. <70%- no marks

The following criteria will be adopted to evaluate the

% of requirements met by the solution

A. for each compliance under “supported" or –

1 Mark

B. for each compliance under "customization" -

0.75 Mark

C. for each compliance under "3RD PARTY" –

0.5 Mark

D. for each compliance under "Not supported" –

0 Mark

IV Project Management and Work Plan- 10Points

A Project Management

Framework and Plan

The proposal should clearly and concisely define the

project management plan that shall be followed.

The plan should comprise the following aspects

which carries one mark each

8




Max

Scor

e

a. Proposed timelines, activities, sequencing

and dependencies among activities

b. Infrastructure Deployment plan

c. O & M Plan

d. The Project Organization & Quality

Management Strategy

e. Communication Management Strategy

f. Configuration Management Strategy

g. Risk Management Strategy - Highlight the

associated risks/ problems and plans for

mitigation and explain the technical

approach it would adopt to address them

h. Go-live and Operational Plan

B Exit Management a. Comprehensiveness & completeness of the

Plan for takeover – 1 Mark

b. Comprehensiveness & completeness of the

Plan for exit management – 1 Mark

2

V Product Demonstration – 10 Marks

A The product

demonstration should

cover cases of

installations of the

software in an

environment similar to

KIOCL requirements.

a. Bidder shall demonstrate the POC on their

capabilities in Mining / Manufacturing Sector.

• Finance

• Human Resources

• Inventory


• Maintenance

• Procurement

b. The demonstration also should also focus on

• Understand software solution’s features in

greater detail

• Approach and Methodology

• Project plan

• Other important components of the proposal

10

6 Proposed Team- 20 Points

A Manpower Deployment

Plan

The detailed Manpower Deployment Plan proposed

by the Bidder would be evaluated in the following

parameters:

a. Governance Structure

b. Clearly defined roles and responsibilities of

each key profile

c. Details of Resources proposed including key

and support at each stage(onsite/offsite)

2




Max

Scor

e

B Quality of CV for the

full time Team

Qualifications and

experience of the

resources proposed.

Note: the detailed

criterion for evaluation of

the proposed is given in

the following table

All the key profiles should fulfill the mandatory

qualification requirements as mentioned in the 5.2.6

of this volume of NIT

18

Total 100

Note

1. Please provide work order / testimonial / project completion certificate from the client for all

the stated project experience

2. The value of the projects considered in the above criterion would be based on the Purchase

Order or the LOI issued to the responding firm. In absence of the supporting documents, the

projects would not be considered for evaluation

3.2.5. Criterion for evaluation of the Proposed Team

The bidder shall comply with the mandatory qualification and experience requirement for each key

profile as mentioned in section 5.2.6 of the NIT Volume - II.

Separate resources shall be proposed for each of the key proposed positions and only one profile

shall be evaluated for each position. Each resource will be evaluated Educational Qualification

Experience and the certifications. A resource profile meeting the required minimum Education

Qualification shall be considered for the further evaluation for experience compliance. The Evaluation

of the proposed project personnel shall be carried out using the following weightage:

S No Designated Role / Title Score

1. Project Manager 15

2. Solution Architect 8

3. Domain Expert (SME) / Functional Consultants ( 7 Marks each)

• Finance

• Production

• Plant Maintenance

• Human Resource Management

• Inventory and

• Procurement

42



4. IT Security Expert 5

5. Data Centre and IT Infrastructure and Cloud Expert 8

6. Capacity Building (Training) Change Management Expert 5

7. Network Expert 7

8. System Administrator 5

9. Database Administrator 5

Total 100

The marks obtained for total of 100 marks will be scaled down to 18 for the Technical evaluation

purpose. The team requirements and qualification is provided below:

3.2.6. Qualifications required for the proposed Team

Designated Role Job Responsibility Profile Eligibility

Details

Scoring Criteria

Project Manager • Ensure IT Services

Delivery for KIOCL for

End 2 End Delivery.

• Interface with KIOCL

teams to obtain

business

requirements

• SPOC for escalations

coming from business

• Interface with KIOCL

team for day to day

operations and new

activities like product

launch etc.,

• Good knowledge of IT

infrastructure and

working in a high-

value production

environment.

• Proven ability to plan

and execute workload

in a highly demanding

& dynamic

environment

• Able to work with

suppliers and stake

holders to achieve the

best solution for the

customer

• B. Tech / BE/ MBA

(Systems) / MCA

• Minimum 15 years of

IT Service

management

• Minimum 2 year of

experience in

managing large ERP

projects including at

least 2 of the

following service lines

• Finance

• Production

• Quality

Management

• Plant

Maintenance

• Human Resource

• Procurement and

Inventory

management

• PMP/equivalent

certification

Experience

> =20 Years = 4

Marks

>= 15 Years & <=20

=2 Marks

ERP Implementation

experience

>= 5 Years - 4 Mark

2-4 Years - 2 Marks

Prince 2 / PMP

certification= 2 Mark

Experience of

managing ERP

implementation

projects

>= 5 Projects = 5

marks

3-5 Projects = 2 Mark




Details

Scoring Criteria

Solution

Architect

• Proven ability to

design solutions

architecture

• Proven ability to plan

and execute workload

in a highly demanding

& dynamic

environment

• Able to work with

suppliers and stake

holders to achieve the

best solution for the

customer

• B. Tech / BE/ MBA /

MCA

• Minimum 6 years of

IT Service

management/delivery

• Relevant

certifications for the

technology platforms

proposed in the

solutions preferable

Experience

> =10 Years = 2

Marks

6-9 Years – 1 Marks

ERP Implementation

experience

>= 3 Years - 2 Mark

1-2 Years - 1 Mark

Prince 2 / PMP

certification or other

relevant certificate =

2 Mark

Experience of

Designing Solution

Architecture for ERP

implementation

projects

>= 5 Projects = 2

Marks


Domain Expert-

SMEs

• Requirements

gathering,

requirement analysis,

mock-up design of

systems, Validation of

FRS and SRS, as-is

to-be process

modeling.

• Business process

flow analysis and

documentation.

• Analyze change

requests and modify

requirements without

affecting scope

• Engage with relevant

stakeholders on

forums (major

incidents/key

• B. Tech / BE/ MBA /

MCA

• Minimum 7 Years of

experience in

respective domains

proposed in the

scope of the NIT

• B. Tech / BE/ MBA

(Finance) / MCA /

MCOM in case of

Finance Expert

Experience

> =10 Years = 2

Marks

7-9 Years – 1 Mark

ERP Implementation

experience in

Specific Domain

>= 10 Years - 2

Mark

7-9 Years - 1 Marks

SAP Certification in

the respective

Domain = 1 Mark

Experience of

Designing Solution

Architecture for ERP




Details

Scoring Criteria

changes/key

problems),

• providing appropriate

support to the

implementation team

• Provide guidance and

initiate various

processes towards

continuous

improvements in

service

• Preparation of

wireframes and UI

implementation

projects

>= 5 Projects = 2

Marks


IT Security Expert

• Tracking / Solving of

security incidents

• Security Audits and

designing information

Security policies and

procedures.

• Ensure security

posture compliance

• Conduct Information

Security Awareness

Programs at regular

interval

• Internal/external

teams to understand

the security audit

requirements and

deliver against project

plans.

▪ B. Tech / BE/

MCA

▪ Minimum 7

Years’

experience in

Information

Security network

and systems

security , other

best practices

and experience in

designing

information

Security policies

and procedures

• Minimum 2 years’

Experience in

compliance initiatives

at function and

organizational levels

in areas of

Information security,

Business Continuity/

Disaster Recovery, IT

Service Management

and Quality.

• Well conversant with

Management

Standards/Best

Practices like ISO

27001: 2005, ISO

Experience

>=10 years= 2

Marks

7 to 9 years = 1

Mark

No. of Project

involved in

similar role:

>= 5 projects= 1

Mark

Certification

International

Certification on

Information

Security from

reputed

organizations

such as CISA or

CISSP or ISO =

1 Mark

Similar Project

Experience

Experience in

working in at

least 2 ERP




Details

Scoring Criteria

20000, and BS

25999.

• Should possess

certification in ISO

27001/ CISA/ CISSP

implementation

project in the

information

security domain

= 1 Mark

Data Centre, IT

Infrastructure and

Cloud Expert

• Own the technical

data center

architecture for

business applications

/ tools

• Provide architectural

inputs to IT

Infrastructure

roadmaps for KIOCL

• Generation of

technical concepts

• Application related

design and

documentation of

processes and

functions.

• Adherence to Data

centers norms

concerning, DC

Monitoring Tools

application

support/development,

release planning

• Ensure high

availability of the

application as per the

SLA

• B. Tech / BE/ MCA /

MSc / BSc /BCA

• Minimum 7 Years’

experience in Data

Centre strategy

covering strategic

partnerships, co-

create and build

models.

• Experience in

Hosting and

Colocation,

Infrastructure as a

Services (IaaS)

Experience

>=10 years= 2 Marks

7 to 9 years = 1 Mark

No. of projects

involving Data

Center and DR

Center and cloud

Infrastriture

>= 5 projects = 3

Marks

3-4 projects= 1 Mark

Certification

Cloud

Certification – 2

Mark

PMP / Prince 2 –

1 Mark

Capacity

building(Training)

Change

Management

Prime

• Strong IT skills and

Work experience in

government,

managing training

programmers.

• Provide technical

support in reviewing

and designing

curriculum for training

manuals.

▪ Develop training

sections on

• MTech/MBA /B. Tech

/ MCA / any

Postgraduate


experience in

identifying the

training needs and

coordinate activities

for the development

of institutional and

managerial

capacities of

Experience

>=10 years= 2 Marks


No. of projects

involving Capacity

Building and Change

Management

>= 5 projects = 2

Marks





Details

Scoring Criteria

website, to allow

easy access to

information,

materials and

guidance on

different

packages.

▪ Perform any

other tasks

related to

capacity building,

planning and

implementation.

government,

communities and

institutions.


experience in a

Government

organization/Public

Sector undertaking in

a Change

Management Role

Experience in

Handling SAP

Capacity Building

Activity for a period of

Minimum 1 Year – 1

Mark

CV should highlight

the activity

performed in detail

Networking

Expert

• Provide round the

clock monitoring of

the enterprise

network and network,

SAN, NAS, F5 Load

balancer, network

security devices for

KIOCL

• Configuration &

Maintenance of the

network and security

devices, VLANs as

specified by KIOCL

• Coordinate hardware

and software

upgrades and /or

maintenance for the

network equipment’s

with respective OEM /

vendors

• Performing regular

Audit of enterprise

network with tools

provided

• Problem identification

and troubleshooting

of issues related to

LAN and WAN.

• Active Directory

Tools, Objects

(Policy, Trust,

FSMO), DNS, DHCP,


MSc

• 7 Years’ experience

in Network

Administration

• Minimum 1-2 Years

of experience as a

Prime

• CCNA or equivalent

certification

Experience

>=10 years= 2 Marks


No. of projects

involving

Networking, Data

Center and DR

Center and cloud

>= 5 projects = 3

Marks

3-4 projects= 2

Marks

Certification

CCNA

Certification – 2

Marks




Details

Scoring Criteria

Windows Group

Policy and Exchange

mail server

configuration.

System

Administrator

• Governance of entire

KIOCL Systems

Administration.

• Experience of System

administration on the

latest platforms as

indicated in the

solution architecture.

• Domain Controller,

DNS Servers, DHCP

Servers, File Server

Exchange creating

and manage

• RAID Configurations

and Disk

management utilities

tools

• Maintenance of

Hardware Monitoring

Agents

• Backup configuration

and management,

Management of file

system,

Administrative User

Account Reviews.

• B. Tech / BE / MCA /

MSc


experience in OS

Software installation,

configuration and

troubleshooting.

• Minimum 1 Year of

experience in a large

IT Project.

Experience

>=10 years= 2 Marks


No. of projects

involving System

Administration for

large scale projects

>= 5 projects = 2

Marks


Certification

Relevant

Certification /

PMP / Prince 2–

1 Mark

Database

Administrator

• Undertake end-to-

end management of

database on an on-

going basis to

facilitate smooth

functioning and

optimum utilization

• Regular database

backup and periodical

testing of backup data

• Conducting

configuration review

to tune database

• Maintaining the

necessary


MSc


experience in

databases that are

relevant to the

Technology Solution

being proposed.


experience as a

Database Admin.

Experience

>=10 years= 2 Marks


No. of projects

involving Database

Administration for

large scale projects

>= 5 projects = 2

Marks


Certification




Details

Scoring Criteria

documentation and

managing schemes

to database schema,

disk space, user

roles, and storage.

Relevant

Certification /

PMP / Prince 2–

1 Mark

Development/

Customization

team & others

• Write clean, well-

engineered code that

comply with accepted

standards, and test

web applications and

Cloud based

Application

developments

• Build quality

applications and

portals with structure

of modern enterprise

Web applications: the

user interface,

application server,

and database.

• Clarity of Interfaces,

Constructors,

Polymorphism, Static

methods.


MSc / BSc /BCA


experience in

Designing,

developing Web

applications and

Client-Server based

applications in the

platforms which are

part of the solution

proposed by the

bidder.

• Experience in web

service development,

HTML, JavaScript,

Ajax, Angular JS

&other scripting

languages for web

development.

Please propose the

minimum of 5 CVs,

however, these CVs

shall not be

considered for

evaluation

Support

Engineers

• Technical Support

• AMC

• Facility Management

• Diploma / Any

Graduate with IT

Certificate

Please propose the

minimum 3 CVs ,

However these CVs

shall not be

considered for

evaluation

3.2.7. Product Demonstration

Bidder has to make demonstration of POC at KIOCL premises or at a place decided by KIOCL to

facilitate the procurement committee in understanding the bidder’s capabilities to execute the project.

The date for demonstration will be communicated in advance. Bidder is expected to communicate the

requirements for conducting this exercise 2 day in advance to KIOCL. Bidder shall ensure that the

representative carries a valid photo ID and authorization letter from the bidder.

The presentations should cover cases of installations of the software in an environment similar to

KIOCL requirements.

a. Bidder shall demonstrate the POC on their capabilities in Mining / Manufacturing Sector

based on the script provided by KIOCL to the technical qualified bidder.



• Finance

• Human Resources

• Inventory


• Maintenance

• Procurement

b. The demonstration also should also focus on

• Understand software solution’s features in greater detail

• Approach and Methodology

• Project plan

• Other important components of the proposal

3.3. Additional Scope of Work

a) The KIOCL may require the services of the resources of the System Integrator for any

additional scope of work and would use the blended man day rates proposed in the financial

proposal for the scope extension. However, these rates shall not be considered in the

commercial proposal evaluation.

b) The additional Scope is considered as any other scope which is not defined in the NIT or

any new project location being added other than the current geographical scope.

c) For changes pertaining to completely new processes, or any new developments etc., the

total efforts (man days) required for the change requests shall be mutually agreed by both

the successful bidder and KIOCL.

3.4. Copy of the price bid without indication prices

Sub:

Ref: No.Date:

Table1: Cloud Infrastructure as a Service (IaaS)

Sl.No Description Unit/Qty Amount in

Rs

A B C D

1. End to End ERP Implementation (one year) which

includes Infrastructure, hardware, software, user license,

Training, technical Support, manpower, etc. and the

operation and maintenance for a period of 3 Years from

Post Go-Live and stabilization.

a) Implementation of SAP S4 HANA services cost for

one year

Lump sum



Sl.No Description Unit/Qty Amount in

Rs

A B C D

b) ERP Software and Other Software cost including

comprehensive ATS for 4 years (Licensing Cost

including ATS till completion of O&M)

Lump sum

c) Cloud charges for 4 Years Lump sum

d) Hardware infrastructure Cost, if any Lump sum

e) Operations and Maintenance (O&M) support for

three years after Go Live and stabilization

Lump sum

Total

Applicable GST …%

Table 2: Cost for extended Operation and maintenance for next 2 years

1 Extendable Operation and maintenance for next 2 years

(End to End support on Infrastructure, ERP application,

Support license including ATS, Cloud Charges etc.).

Post completion of 3 years of operation and

maintenance.

Lump sum

per annum

Total

Applicable GST

Table 3: Manpower Cost (For Change Request / Additional Scope)

Manpower Cost- Below is the table about Change Request which defines the cost of each resource

which would be considered in implementation/O&M

S. No. Resource Name Man Day Rate

1 Project Manager

2 Solution Architect

3 Functional Lead

4 Technical Lead

5 Project Support- Functional + Technical

6 System Administrator

7 Any Other resource

Note:

1. The above lump sum amount shall be exclusive of GST.

2. The cost quoted for implementation of end to end ERP solution for initial 4 years only will be

considered for price evaluation

3. The rates quoted for Manpower for the work to be carried out against change request will not

be considered in contract value and for evaluation

4. The extendable operational and maintenance cost will be considered after 4 years on mutual

consent



5. The operation and Maintenance (O&M) should be of minimum 35% of the overall quoted price

for the project by the bidder.

6. The license cost should include ATS for the overall period of the project (1+ 3 years)

7. The bidder shall quote a lump sum amount which shall include all the cost such as cost of

manpower, supporting devices, software tools, travel, boarding, lodging during visits to

Mangalore, Bangalore and Delhi and all other associated costs.

8. The prices shall remain FIRM till completion of the Assignment in total.

a. Price is to be submitted only through e-Procurement Portal

http://www.mstcecommerce.com.

b. Hardcopies of the financial proposal is not accepted

9. The bidder shall propose solution for cloud-based Infrastructure as service (IAAS) and it’s

costing.

10. KIOCL will seek the detailed component wise breakup from the successful bidder before issue

of the work order and the same will form a part of the work order.

11. In the price bid table 1, under column D the lowest price quoted against each work description

shall be considered to arrive at the total contract value. So, the bidder shall take a note of the

same during quoting in price bid, during e reverse auction and also during negotiated price

sought far.

3.5. Price Bid Opening and Evaluation Process

3.5.1. Bid Opening

a) Commercial Bids will be opened and compared after the technical evaluation has been

completed for those bidders who are technically qualified with the 70% qualifying marks.

b) The Financial Bid of those Bidders who have been found to be technically eligible will be

opened. The Financial bids of ineligible bidders will not be opened.

c) KIOCL shall inform the date, place and time for opening of the Financial Bid.

3.5.2. Evaluation of Commercial Bids

The Price Bids of the Bidders will be evaluated in the following phases

• Opening of the commercial Proposal

• e-Reverse Auction

• QCBS evaluation

3.5.2.1. Opening of Commercial Proposal

i. The commercial bids will be opened, in the presence of bidders or their representatives

who choose to attend the commercial bid opening on date and time to be communicated

to all the technically qualified bidders. In the event of the specified date of bid opening

being declared a holiday for KIOCL, the bids shall be opened at the appointed time and

location on the next working day.

ii. The Bidders/Bidder’s representatives present at the commercial bid opening shall sign a

register evidencing their attendance.




iii. The cost quoted for implementation of end to end ERP solution for initial 4 years will be

considered for price evaluation

iv. The L1 bidder price will be considered as the base price for the e-Reverse Auction

.

3.5.2.2. e-Reverse Auction

i. All the Bidders are to participate in the e-Reverse Auction by abiding the Business Rules of

the e-Reverse Auction of KIOCL Annexure – 3

ii. The price bid of the bidders who has not participated in the e-reverse auction shall be

considered for evaluation.

3.5.2.3. Evaluation Method for selection of Bidder is Quality cum Cost Based Selection

System (QCBS).

i. Evaluation and Comparison of Bids 70 % weightage will be awarded for Technical

Evaluation and 30 % weightage will be awarded for Financial Evaluation

ii. Technical Bid will be assigned a Technical score (Ts) out of a maximum of 100 points, as

per the Scoring Model provided in the previous section.

iii. The commercial scores would be normalized on a scale of 100, with lowest score being

normalized to 100 and the rest being awarded on a pro‐rata basis.

iv. Such normalized scores would be considered for the purpose of QCBS based evaluation,

explained in section below.

v. Final Evaluation Criteria ‐ Quality cum Cost based selection (QCBS)

The individual Bidder's commercial scores (CS) are normalized as per the formula below: Fn= Fmin/Fb * 100 (rounded off to 2 decimal places)

Where, Fn= Normalized commercial score for the Bidder under consideration Fb= Absolute financial quote for the Bidder under consideration Fmin= Minimum absolute financial quote Composite Score (S) = Ts * 0.7 + Fn * 0.3

vi. The Bidder with the highest Composite Score(S) would be awarded the contract

3.5.3. Itemized Price

Before issuing the order, KIOCL at its sole discretion, ask the successful bidder for breakdown of unit

rates. The successful bidder has to submit the breakup of cost for each component within 10 days

from the date of request from KIOCL

3.6. Award of Contract

3.6.1. Notification of Award

Prior to the expiration of the bid validity period, KIOCL will notify the successful bidder in writing or by

fax or email, to be confirmed in writing by letter, that its proposal has been accepted. The notification

of award will constitute the formation of the Work Order. Upon the successful bidder's furnishing of



performance bank guarantee, KIOCL will promptly notify each unsuccessful bidder and return their bid

security.

3.6.2. Performance Security

The successful Bidder shall deposit 10 % of the order value towards Security deposit by way of Bank

Guarantee in favor of KIOCL Ltd, within 15 days from the date of issue of work order/Letter of Intent

whichever is earlier. The Bank Guarantee shall be on Rs. 200/- Non-Judicial Stamp paper strictly as

per KIOCL format and shall be initially valid up to 6 months from the date of first dispatch and should

be valid till completion of supply. Bank Guarantee issued by Co-operative Bank will not be

accepted. The bank guarantee will be returned within one month from completion of supplies and due

fulfillment of all contractual obligations. The copy of the BG shall be enclosed with the offer/bid (The

BG format is enclosed in section 8 of the NIT)

The successful bidder shall submit the security deposit in any one of the following forms:

1. The successful bidder has to furnish 10% of the order value as Security Deposit as specified

by way of payment of DD or by way of Bank Guarantee from Indian Nationalized Banks /

Scheduled Banks registered in India / Foreign Banks routed through any Nationalized Banks

/ Scheduled Banks in favor of KIOCL Ltd within 15 days from the date of receipt of

Order. The Bank Guarantee shall be strictly as per KIOCL format. Bank Guarantee should

be valid for the specified period. Bank Guarantee issued by Co-operative Banks and Garmin

banks will not be accepted.

OR

2. Trough RTGS

Bank Details: Union Bank of India, PBS (Koramangala) Bangalore -560 034

Account No. 515401010022015

IFSC Code: Ubin0551546

OR

3. The successful bidder can furnish 3% of the order value as Initial Security Deposit (ISD) as

specified by Way of payment of DD or by way of Bank Guarantee from Indian Nationalized

Banks / Scheduled banks registered in India / Foreign Banks routed through any Nationalized

Banks / Scheduled banks in favor of KIOCL Limited, within 15 days from the receipt of order.

The Bank Guarantee shall be strictly as per KIOCL format. Bank Guarantee should be valid

for the specified period. Bank Guarantee issued by Co-operative Banks and Garmin banks

will not be accepted. The balance 7% towards Security Deposit will be recovered from the

running bills

NOTE:



a) The Bank Guarantee format for Security Deposit consists of Interest Clause which is 15.5%

per annum of the Security Deposit value. The BG should incorporate this interest rate of 15.5%

per annum for the Security Deposit value. For some reasons if it is not possible to incorporate

this interest rate of 15.5% then to that extent that much amount has to be added to the original

Security Deposit for the entire Guarantee period. i.e 15.5% of 10% of the original Security

Deposit value.

b) The security deposit shall be released to the bidder after successful completion of the

assignments as per the scope of work under this NIT.

3.6.3. KIOCL’s Right to accept / reject any proposal or all proposals

KIOCL reserves the right to accept or reject any proposal, and to annul the tendering process and

reject all proposals at any time prior to award of contract, without thereby incurring any liability to the

affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for

KIOCL action.

3.6.4. Signing of Work Order

At the same time as KIOCL notifies the successful bidder that its proposal has been accepted, KIOCL

shall issue a work order, incorporating all terms and conditions as indicated in this NIT.

3.6.5. Failure to agree with the Terms & Conditions of the NIT

Failure of the successful bidder to agree with the Terms & Conditions of the NIT shall constitute

sufficient grounds for the annulment of the award, in which event KIOCL may award the contract to

the next best value bidder as per this NIT or call for new proposals or invoke the EMD/PBG.

3.7. Disqualification

The proposal is liable to be disqualified under the following cases:

a. Proposal not submitted in accordance with this document.

b. Proposal is received in incomplete form.

c. Proposal is received after due date and time.

d. The bidder qualifies the proposal with his own conditions

e. Proposal is not accompanied by all requisite documents/EMD/Tender cost.

f. Information submitted is found to be misrepresented, incorrect or false, accidentally,

inadvertently or otherwise, at any time during the processing of the contract (no matter at

what stage) or during the tenure of the contract including the extension period if any.

g. The price information, the pricing policy or pricing mechanisms or any document indicative

of the commercial aspects of the proposal are either fully or partially enclosed or is part of

the pre-qualification bid/ Technical Proposal.

h. Prime Bidder fails to deposit the Security deposit at the time of signing the contract.

i. Prime Bidder does not sign the contract within period specified after receiving the letter of

award from KIOCL.

j. Prime Bidder or any person acting on its behalf indulges in corrupt and fraudulent practices.



k. If bidder provides quotation only for a part of the project

l. In case any one bidder submits multiple proposals or if common interests are found in two

or more bidders, the bidders are likely to be disqualified, unless additional proposals/bidders

are withdrawn upon notice immediately

m. Bidders may specifically note that while evaluating the proposals, if it comes to KIOCL’s

knowledge expressly or implied, that some bidders may have colluded in any manner

whatsoever or otherwise joined to form an alliance resulting in delaying the processing of

proposal then the bidders so involved are liable to be disqualified for this contract as well as

for a further period of five years from participation in any of the tenders floated by KIOCL

n. The response to the pre-qualification criteria, technical proposal and the entire

documentation submitted should not contain any information on price, pricing policy, pricing

mechanism or any information indicative of the commercial aspects of the bid.

o. During validity of the proposal, or its extended period, if any, the Prime Bidder increases

prices quoted in the commercial proposal.

3.8. Change Request During Implementation and Operation and Maintenance Stage

a) A change required by KIOCL which requires the deliverable to deviate from the scope of work

after the Blueprint is finalised shall be conveyed to Bidder in the form of a request for

change. The request for the change will then be assessed by Bidder to evaluate its impact on

feasibility, time schedule, technical requirements in consequence of the proposed change and

cost. Bidder shall then present this assessment to the KIOCL for its approval based on the

following condition

“Any Change Request which requires less than 5 Man Days (8 x 5 = 40 Man Hours) should be

solved without any charge to KIOCL. For tickets with more than 5 Man Days, the extra hours

above the 5 Days (40 Man Hours) is considered for man hour accounting as per the rates

quoted by the bidder in the the Price bid for Change Request During Implementation and

Operation and Maintenance Stage”.

b) Bidder shall incorporate the change after receiving the KIOCL’S approval.

c) KIOCL will raise or accept change requests and pay for them based on the efforts jointly

estimated for them and the cost of manpower indicated by the SI in the commercial proposal.

d) Any system error, issues, bug fixes or any recommendations from Product vendor SAP, will

be carried out by the successful bidder without any additional cost to KIOCL

e) Any changes related to the existing interfaces like addition/deletion of new fields, changes in

the mapping, creating/modifying static and dynamic queues, structural changes etc. will be

carried out by the successful bidder without any additional cost to KIOCL

f) This is a fixed price project without any scope for varying the price during the contract period.

The cost of any delay in execution of the project will be borne by the bidder

g) Since this is a Fixed Price project with clearly identified scope of solution and services, the SI

is expected to complete the project without raising any requests for change and seeking the

payments for them. If there is a change to the scope of work, KIOCL will raise or accept change

requests and pay for them based on the efforts jointly estimated for them and the cost of

manpower indicated by the SI in the commercial proposal. The need for proposed change will



be established based on the process, deliverables, solution capability and the validation of it

by the KIOCL or its advisors.

h) In the event of any proposed change to the ERP application during the contract period after

Go-Live and stabilization the SI will follow the procedure as mentioned below:

1. If, KIOCL wants any modification/change in any feature, interface, function, etc. of the ERP

solution, it will raise Change Request in the format as prescribed by SI.

2. SI will study the Change Request and submit Change Request to Change Control Board

(CCB) consisting of KIOCL Program Manager / Project Manager, Project Coordinator of

successful bidder and KIOCL Business Process in charges)

3. CCB will give approval/ rejection of the Change Request

4. After receiving approval from CCB, SI will complete the changes desired by KIOCL and

tested it properly in the staging environment before placing it to the operational

environment

5. The change will be verified by CCB on implementation of the change request to the

operational environment. Proper impact analysis and estimation of the changes will be

done by the SI

6. After implementation of changes, it is observed that the changes are found not appropriate

as per requirements or does not work properly; in that case, SI will provide rollback

mechanism without any interruption of regular operation of application.

7. Even if there is no change request, any statute changes (releases of patches/fixes or

change in taxes etc.) must be installed & configured by the SI during contract period.

i) Effort estimate (in man-hours) to be submitted by SI along with Process, deliverables, solution

capability and its justification and the same will be validated by a Committee of KIOCL to

confirm the legitimacy of the effort. The Change Request configuration, implementation can

be undertaken by SI from an offsite location at their Office for which the attendance sheet duly

certified by the SI project Manager to be submitted.

3.9. Delayed delivery and liquidated damages for delay in delivery:

a) KIOCL shall have the option to accept delivery of material after the originally stipulated

delivery period in the Contract and in case of acceptance of delayed delivery KIOCL shall

recover of retain from supplier as agreed liquidated damages and not as penalty a sum

equal to quarter percent (1/4%) of the price of any materials, spares and / or supplies which

supplier has failed to dispatch as aforesaid, for each week or part of a week, during which

such dispatch may be delayed, subject to maximum limit of five percent 5% of Contract

Value. In case of LD applicable, the supplier should issue credit note for the same.

b) Liquidated damages shall not be levied on the System Integrator incase if there is a delay from

KIOCL limited

3.10. Termination

3.10.1. Termination for breach

In the event that the SI is in material breach of its obligations under this Agreement or the SLA or the

NIT, KIOCL may terminate this Agreement upon notice to the SI. Any notice served pursuant to this

Clause shall give reasonable details of the material breach, which could include the following events:



i. If there is breach, which translates into default in providing Services by the SI pursuant to

the Agreement continuously for more than one week, then KIOCL, will serve a thirty days’

notice to SI for curing such breach. In case the breach continues after the notice period,

KIOCL will have the option to terminate the Agreement at the end of the notice period.

ii. Because time is the essence of the Agreement, in case, for reasons prima facie attributable

to the SI, if there is a delay of more than 6 weeks in the Project Implementation or Go-Live,

KIOCL may terminate this Agreement after affording a reasonable opportunity of being heard

to the SI. However, if the SI, having been notified, fails to remedy the defect(s) within the

specified period in the Agreement, KIOCL may proceed to take such reasonable remedial

action as may be necessary, at the SI’s risk and expense and without prejudice to any other

rights.

3.10.2. Termination on other grounds:

Without prejudice to any other rights and remedies available to KIOCL, KIOCL may serve written notice

on SI at any time to terminate this Agreement in the following events:

i. With immediate effect, in the event the SI has merged, amalgamated such that the net worth

of the surviving entity is less than that of SI prior to such merger or amalgamation.

ii. In the event of a reasonable apprehension of bankruptcy of the SI: SI shall in the event of an

apprehension of bankruptcy immediately inform KIOCL well in advance (at least 3 months)

about such a development. Conversely if KIOCL apprehends a similar event regarding the SI,

it can exercise the right of termination in the manner stated hereinabove

3.10.3. Termination for Convenience by KIOCL:

KIOCL may, by prior written notice of three (3) months to the SI terminate the Agreement, in whole or

in part at any time for its convenience. The notice of termination shall specify that termination is for

KIOCL’s convenience, the extent to which performance of work under the Agreement is terminated,

and the date upon which such termination becomes effective. In such eventuality:

i. KIOCL shall take over the assets.

ii. SI is liable to get paid for all the payment due till date of termination.

iii. All expenses related to transfer of assets shall be borne by KIOCL.

3.10.4. Obligations during the termination period During Termination Period:

SI shall, subject to where applicable to the provisions of this Clause, continue to perform its obligations

under this Agreement, failing which the SI shall compensate KIOCL for any loss or damage occurred

or suffered on account of the underlying failure/breach.

Effects / Consequences of termination: In the event of termination or expiration of this Agreement:



i. In the event that KIOCL terminates this Agreement pursuant to failure on the part of the SI to

comply with the terms of NIT / SLA or this Agreement and depending on the event of default,

Performance Bank Guarantee furnished by SI may be forfeited.

ii. In the event that KIOCL terminates this Agreement, compensation will be decided in

accordance with the Terms of Payment Schedule and Performance Bank Guarantee

furnished by SI may be forfeited.

iii. Upon termination of this Agreement, the Parties will comply with the Exit Management

Schedule

iv. On termination of this Agreement for any reason, the SLA shall automatically terminate

forthwith and KIOCL will decide the appropriate course of action.

3.11. Limitation of Liability

a. Notwithstanding any other term, there shall be no limitation of liability in case of any damages

for bodily injury (including death) and damage to real property and tangible personal property

and willful fraud.

b. In all other cases not covered by ‘a’ above, the total financial liability of the SI shall be limited

to the value of the contract, arrived at as the sum of Capital Expenditure (Capex) incurred

by the SI till the relevant date on which such liability is to be calculated and Operational

Expenditure (Opex) for a year, the Capex being determined on the basis of the original

purchase value of all the assets being considered for Capex calculation less depreciation

and Opex being determined in accordance with the market rate, prevailing as on the relevant

date, for all service elements being considered for Opex calculation. SI will provide the list

of Capex and Opex items with their respective costs when asked by KIOCL for the same

and KIOCL will have the right to get that list verified by any 3rd Party agency/agencies before

accepting it.

c. Subject to the above and notwithstanding anything to the contrary elsewhere contained

herein, the maximum aggregate liability of SI for all claims under or in relation to this

Agreement, regardless of the form of claim(s), shall be limited to contract value

d. Neither this Agreement nor the SLA grants or creates any rights, benefits, claims, obligations

or causes of action in, to or on behalf of any person or entity (including any third party) other

than between the respective Parties to this Agreement or the SLA, as the case may be.

e. Any claim or series of claims arising out or in connection with this Agreement or the SLA

shall be time barred and invalid if legal proceedings are not commenced by the relevant

Party against the other Party within such period as may be permitted by applicable law

without the possibility of contractual waiver or limitation.

e. KIOCL shall be entitled to claim the remedy of specific performance under this Agreement

or the SLA.

3.12. Force Majeure

a. Neither Party to this Agreement or to the SLA shall be liable to the other for any loss or

damage which may be suffered by the other due directly to the extent and for the duration

of any cause beyond the reasonable control of the Party unable to perform ("Force Majeure")

events such as but not limited to acts of God not confined to the premises of the Party

claiming the Force Majeure, flood, drought, lightning or fire, earthquakes, strike, lock-outs



beyond its control, labor disturbance not caused at the instance of the Party claiming Force

Majeure, acts of government or other competent authority, war, terrorist activities, military

operations, riots, epidemics, civil commotions etc. No failure, delay or other default of any

contractor or sub-contractor to either Party shall entitle such Party to claim Force Majeure

under this Article.

b. The Party seeking to rely on Force Majeure shall promptly, within 2 days, notify the other

Party of the occurrence of a Force Majeure event as a condition precedent to the availability

of this defense with particulars detailed in writing to the other Party and shall demonstrate

that it has taken and is taking all reasonable measures to mitigate the events of Force

Majeure.

c. In the event the Force Majeure substantially prevents, hinders or delays the SI performance

of Services necessary for project’s implementation or the operation of the Project’s critical

business functions for a period in excess of 5 days, the Contracting Authority may declare

that an emergency exists. However, when the situation arising out of force majeure comes

to an end in the assessment of KIOCL, the following conditions shall apply:

i. Prior to commencement of operations: If the event of Force Majeure had occurred

prior to commencement of operations, upon its coming to an end the SI shall resume

normal activities under this agreement immediately. The KIOCL, if considers it

necessary, may grant an extension of time to the SI for resuming normal activities under

this agreement. If the System Integrator does not resume normal activities immediately

or within the extended period, if any, granted by the KIOCL, the KIOCL will have the

option to invoke the Performance Guarantee, levy liquidated damages as per data sheet

of Volume II of NIT, obtain substitute performance from an alternate supplier at the cost

of System Integrator and/or terminate this Agreement.

ii. Post commencement of operations: If Force Majeure had occurred post

commencement of operations, upon its coming to an end, the System Integrator shall

resume normal services under this agreement immediately. The KIOCL, if he considers

it necessary, may grant an extension of time to the SI for resuming normal services

under this agreement. However, the KIOCL will deduct for each day of the extension

period a percentage proportionate to the number of days and the volume(s) (measured

in terms of ratio to the overall volume as recorded in the previous month) expected in

the affected area(s) from the next payable amount as per Payment Schedule. If normal

services are not resumed immediately or within the extended time, the KIOCL will have

the option to invoke the Performance Guarantee and/or terminate the Agreement.

d. All payments pursuant to termination due to Force Majeure event shall be in accordance

with the Terms of Payment Schedule

e. Notwithstanding the terms of this Article, the failure on the part of the System Integrator

under the SLA or terms under the SLA to implement any disaster contingency planning

and back-up and other data safeguards in accordance with the terms of the SLA or this

Agreement against natural disaster, fire, sabotage or other similar occurrence shall not be

an event of Force Majeure.

3.13. Data Protection



a. In the course of providing the Services the Bidder may be compiling, processing and storing

proprietary Project Data relating to the users.

b. The System Integrator and each user are responsible for complying with its respective

obligations under the applicable data protection laws and regulations governing the Project

Data.

c. As a processor of Project Data, the System Integrator will process Project Data in

accordance with the terms of this Agreement or the SLA.

d. The Bidder shall not transfer any Project Data unless otherwise authorized by KIOCL in this

regard.

e. Upon reasonable written request from a Party to the SLA, the other Party to the SLA will

provide the requesting Party with such information that it has regarding the Project, Data and

its processing which is necessary to enable the requesting party to comply with its obligations

under the applicable data protection law or regulation.

f. Any Client data that identifies or directly relates to natural persons as may be further defined

in applicable data privacy law (“Personal Data”) shall remain at all times the property of

Client. Except as expressly specified in the applicable Scope of Work, the Parties

acknowledge and agree that Bidder shall not process Client Personal Data as part of the

Services, and both Parties will use commercially reasonable efforts to monitor and restrict

such access. However, if bidder knowingly receives Client Personal Data (excluding

business contact information such as name, telephone, address and email) from Client that

is not required to perform the Services, Bidder shall notify Client, return or destroy such

Client Personal Data (as instructed by Client), and Client shall take steps to promptly rectify

the situation to prevent recurrence. If bidder requires access to Client’s Personal Data in

connection with the Services under this Agreement , the parties will agree in writing the

procedures and obligations of each party with respect to the access, use and protection of

such Personal Data and where needed implement additional data security controls and

processes for the transmission, exchange, storage, processing or other use of Personal Data

as described in such procedures.

3.14. Confidentiality

a. KIOCL may permit the System Integrator to come into possession of confidential records as

per the needs of the project and the Bidder shall maintain the highest level of secrecy,

confidentiality and privacy with regard thereto.

b. Additionally, the Bidder shall keep confidential all the details and information with regard to

the Project, including systems, facilities, operations, management and maintenance of the

systems/ facilities.

c. System Integrator shall be prohibited from using the ERP Modules of KIOCL in whatever

manner, for purposes other than handling transactions through the Modules. The Bidder

shall undertake, on behalf of its agents and employees, that no Modules of ERP related data

shall be copied in any manner (paper, electronic, or human memory) and transferred to any

entity (human or machine) other than that being through the Modules of KIOCL for delivering

job responsibilities defined for each individual.

d. KIOCL shall retain all rights to prevent, stop and if required take the necessary punitive action

against the bidder regarding any forbidden disclosure.

e. The Bidder shall ensure that all its employees, agents and sub-contractors execute individual



non-disclosure agreements, which have been duly approved by the KIOCL, with respect to

this Project.

f. The aforesaid provisions shall not apply to the information:

i. already in the public domain; and

ii. Disclosed to the public due to a court order or under the Right to Information Act; and

iii. Information required to be furnished to the Parliament and/or its Committees

3.15. Intellectual Property

a. Except to the extent otherwise expressly provided in this Agreement, the KIOCL shall retain

exclusive intellectual property rights to the customized software, forms and the compilations

of the Project to which KIOCL has sovereign rights and nothing herein shall or will be

construed or deemed to grant to the Bidder any right, title, license, sub-license, proprietary

right or other claim against or interest in, to or under (whether by estoppels, by implication

or otherwise) to the aforesaid rights.

b. All IPR including the source code and materials developed or otherwise obtained

independently of the efforts of a Party under this Agreement (“Pre-existing Work”) including

any enhancement or modification thereto shall remain the sole property of that Party. During

the performance of the Services for this Agreement, each Party grants to the other Party

(and their sub-contractors as necessary) a non-exclusive license to use, reproduce and

modify any of its pre-existing work provided to the other Party solely for the performance of

such services for duration of the Term of this Agreement.

c. The Intellectual Property Rights of all the assets exclusively purchased and/or used for

KIOCL and /or created during the term of this Agreement shall always remain vested with

KIOCL. All the rights, title, interest and ownership of the Deliverables and their Intellectual

Property Rights provided to KIOCL by the SI during the course of its performance under this

Agreement, and/or the SLA which includes but is not limited to hardware / software shall vest

in KIOCL immediately on creation. To the extent that the SI’s proprietary information is

incorporated within the Deliverables, SI and its employees engaged hereby grant to KIOCL

a worldwide, perpetual, irrevocable, non-exclusive, transferable, paid-up right and license to

use, copy, modify (or have modified), transport to KIOCL and prepare from them, use and

copy derivative works for the benefit of and internal use of Project, of such SI proprietary

information. KIOCL’s rights pursuant to the preceding sentence include the right to disclose

such SI proprietary information to third party contractors solely for use on the Project

provided that all such third-party contractors execute, deliver and comply with any customary

confidentiality and non-disclosure agreements reasonably required by KIOCL

d. In respect of SI’s usage of third-party Intellectual Property Rights, the SI undertakes to

secure such consents or licenses from such third parties as are necessary to enable KIOCL

to receive services substantially equivalent to the Services hereunder. The obligations of the

SI under this Clause shall be considered part of the services performed by the SI under the

Exit Management Services as set forth in volume 1 of the NIT. SI will provide all third-party

components if any solely on a pass-through basis in accordance with the relevant third-party

terms and conditions.

e. The IPR on the ERP Modules of KIOCL shall vest with the KIOCL, as soon as the system is

certified by a 3rd Party. A copy of the source code shall be kept in the custody of KIOCL on



a quarterly basis, with proper version control.

f. Subject to any sole or exclusive rights granted by KIOCL to a third party prior to the Effective

Date, the KIOCL grants to the SI and any sub-contractors to the SI solely in their

performance of Services under the Project or its nominated agencies, non-exclusive, paid-

up, royalty-free right and license during the Term of this Agreement, but not the right to sub-

license, to use the Project Data including the right to copy, perform, display, execute,

reproduce, modify, enhance and improve the Project Data to the extent reasonably

necessary or useful for the provision of Services hereunder.

g. In no event shall SI be precluded from independently developing for itself, or for others,

anything, whether in tangible or non-tangible form, which is competitive with, or similar to,

the Deliverables, set out in the Work order.

h. Neither Party may use the trademarks of the other Party without the prior written consent of

the other Party except that SI may, upon completion, use the Project as a reference for

credential purpose. Except as required by law or the rules and regulations of each stock

exchange upon which the securities of one of the Parties is listed, neither Party shall publish

or permit to be published either alone or in conjunction with any other person any press

release, information, article, photograph, illustration or any other material of whatever kind

relating to this Agreement, the SLA or the business of the Parties without prior reference to

and approval in writing from the other Party, such approval not to be unreasonably withheld

or delayed provided however that SI may include KIOCL or its KIOCL lists for reference to

third parties subject to the prior written consent of KIOCL not to be unreasonably withheld

or delayed. Such approval shall apply to each specific case and relate only to that case.

3.16. Arbitration

• If at any time any question, dispute or difference of whatsoever, nature shall arise between

SUPPLIER/ contractor upon or in relation to or in connection with the CONTRACT, either

party may, forthwith give to the other notice in writing of the such existence of question,

dispute or difference, and the same shall be referred arbitration by a sole arbitrator to be

appointed by Chairman-cum-Managing Director of the OWNER or any person acting in

such capacity.

• Where the arbitrator with draw from his office for any reason or otherwise the arbitrator is

substituted, the Arbitral Proceedings shall continue from that stage onwards and earlier

hearings shall not be repeated.

• The language to be used in the Arbitral Proceedings shall be English.

• The award of the Arbitrator shall be final, conclusive, and binding on the parties.

• The provisions of Arbitration & Conciliation Act 1996 and rules there under in force shall be

applicable to the CONTRACT.

• The venue of arbitration proceedings shall be only Bangalore, India.

• Only Courts in Bangalore shall have jurisdiction regarding the matters relating to the

arbitration.

3.17. Audit Rights

a) KIOCL shall have the right to audit once in a Year or as deemed necessary and inspect



suppliers, agents and third-party facilities, data centers, documents, records, procedures and

systems relating to the provision of the services, but only to the extent that they relate to the

provision of the services, as shall be reasonably necessary to verify:

(i) The security, integrity and availability of all Project data processed, held, or conveyed by

the SI on behalf of Project and documentation related thereto.

(ii) That the actual level of performance of the services is the same as specified in the SLA

(iii) That the SI has complied with the relevant technical standards, and has adequate internal

controls in place; and

(iv) The compliance of the SI with any other obligation under the MSA and SLA.

b) Bidder shall provide Client’s audit representatives with information pertaining, or if necessary

reasonable access, to its premises, personnel, data, records, controls, processes, and

procedures relating to the Services provided that Client adheres to the facilities’ access and

security requirements.

c) KIOCL shall provide 14 calendar days’ prior written notice of any audit and ensures that the

audit is conducted during normal business hours and in a manner that will result in minimal

disruption to Bidders business.

3.18. Software Version

The proposer should clearly specify the version / release that he is proposing to implement in KIOCL

It will be assumed that all the standard components /features of the part of release (such as reports,

forms, menus, tables etc.) that KIOCL is implementing will be made available for KIOCL’s use

irrespective of the whether the same is asked in Functional Requirements or not. If certain feature or

components are not being made available, the proposer should clearly specify the same in the

proposal.

4. Pricing

1. The bidder shall quote their fee/charges as per the Price bid.

2. The price shall include all the cost such as cost of manpower, supporting devices, software

tools, travel, boarding, lodging during visits to Mangalore, Bengaluru and Delhi and all other

associated costs.

3. All the prices shall be in Indian Rupees (in words and figures). In case of discrepancy, the

amount in word shall prevail.

4. The Charges for SI Service for KIOCL Limited, quoted shall be firm for the entire period of the

contract and not subject to any escalation whatsoever in nature.

5. GST as applicable shall be paid extra on submission of GST invoice.

6. Statutory deduction towards all applicable taxes shall be made as per rules.

7. The Company reserves the right to ask the Bidder to submit proof of payment against any of

the taxes, duties, levies indicated within specified time frames.

8. The Company reserves the right to ask the Bidder to submit analysis of rate and data sheet

for the rates quoted in the Price bid by the bidder

5. Payment Schedule



The payments will be made after certification by authorized representative of KIOCL. The Prime bidder

shall sign the contract with the KIOCL covering all the required services. The payment schedule and

milestones for each of the cost components are as specified below

A: Implementation Services

Sl.

No Activity Milestone % of Payment

Timeline for

Deliverables

i

At the completion of

Project Preparation

phase (after D1 of

Milestone 1 is delivered)

Milestone 1: Project Initiation,

S/w & H/w Procurement and

Documentation

D1- Kick Off Report

5% of the

Implementation

Services Cost

To+3

(3 weeks)

ii

After the completion of

procurement of required

software and hardware

and development of

design documents and

ERP usage policy (after

D2, D3, D4 of Milestone

1 have been delivered)

Milestone 1: Project Initiation,

S/w & H/w Procurement and

Documentation

D2 –Procurement of required

software Licenses and

Hardware

D3- The detailed documentation

of implementation

D4- Blue Print and Project

management report

10 %of the

Implementation

Services Cost

To+12

(9 weeks)

iii

At the successful

completion of

implementation and

installation (after D5, D6,

D7, D8, D9 of Milestone

2 have been delivered)

Milestone 2: Software

development, configuration,

implementation & Hardware

installation and Configuration

D5- The bidder shall

review/recheck the hardware

and software to comply with the

specifications before starting

the installation.

D6- Successful completion of

installation & commissioning of

solution

D7- Functional and technical

report

D8- Configuration report

D9- Data consistency report

10 % of

Implementation

Services Cost

To+26

(14 week)

iv

At the successful

completion of Testing

phase (after D10, D11,

D12, D13 of Milestone 3

have been delivered)

Milestone 3- Testing

D10- System Test Report

D11- Functional Test Report

D12- Integration Test Report

D13- User acceptance Report

10% of

Implementation

Services Cost

To+36

(10 week)



Sl.

No Activity Milestone % of Payment

Timeline for

Deliverables

v

After successful Go-live

and Handover (after the

delivery of D14 of

Milestone 4

Milestone 4 Training, Go-live

and Handover

D14- Go-live report

20% of

Implementation

Services Cost

To+40

(04 week)

vi

At the successful

completion of training

and documentation is

completed (after the

delivery of D15 of

Milestone 4)

Milestone 4 Training, Go-live

and Handover

D15-Project Stabilization

Report

and Training Document

20% of

Implementation

Services Cost

vii

After successful

completion of three

months of user adoption

services and Post go

live support (after the

delivery of D16 of

Milestones 5)

Milestone5: Post Go-live

stabilization

D16- Performance report

25% of

Implementation

Services Cost

To+52

(12 week)

B: SAP Software and Other Software cost including comprehensive ATS for 4 years

Sl.No Activity Payment in

% Remarks

Timeline for

Deliverables

i

On Supply of SAP and

required Software

licenses including first

year ATS

80%

After delivery of

licenses providing

proof of evidence

To+26

(Weeks)

ii

On Supply of SAP and

required Software

licenses including first

year ATS

20 % After certification To+52

(Weeks)

iii. ATS charges for the

O&M period 100%

Annually in advance

C: Hardware Cost

Sl.No Activity Payment

in % Remarks

Timelines for

Deliverables

i On Supply of Hardware 80% After delivery providing proof

of evidence To+40 (Weeks)

ii After Go-live and

stabilization 20% After certification To+52 (Weeks)

D: Cloud charges



Sl.No Activity Payment in % Timeline

i Cloud charges 100% End of each quarter

E: Operation and Maintenance (O&M) support

Sl.

No Activity Payment in % Remarks

i

The charges for

the O&M shall be

payable on

quarterly basis

(after the delivery

of D17 of

Milestones 6)

Milestone6: O&M support

Proposed O&M quote

should not be less than 35

% of the overall cost of the

project.

D17-Maintenance report

the cost for O&M shall be paid for

three years from Post Go Live and

Stabilization

Upon completion of each quarter,

O&M cost will be paid for the

respective quarter.

Payment shall be released within 30 days from the date of submission of invoice along with relevant

certified documents like milestone sign off / acceptance of deliverable required for payment



6. Bid Submission forms and Undertakings

6.1. Forms for Submission of Pre- Qualification

6.1.1. Form P1: Application Form

Date:

From

DGM (Purchase)

KIOCL Limited, Registered & Corporate Office

Block II, Koramangala, Sarjapura Road

Bengaluru 560 034

Ref: <Project Name>

Dear Sir,

We, the undersigned, apply to be pre-qualified for the above referred Project and declare the following:

1. We have examined and have no reservations to the NIT Document.

Having examined the Bidding Documents, we, the undersigned, offer to provide the services specified

as per the NIT for the sum (here in after called total bid price) as quoted in commercial bid or such

other sums as may be determined in accordance with the terms and conditions of the contract. We

undertake, if our bid is accepted, to commence work as per the schedule and to achieve the

effectiveness of the contract within the respective timelines stated in the Bidding Documents.

Construction of the Contract

• We have read the provisions of NIT and confirm that these are acceptable to us.

• We further declare that bid is unconditional.

• We undertake, if our bid is accepted, to commence the work as per the schedule immediately

upon your Notification of Award to us, and to achieve Completion within the time stated in the

Bidding Documents.

• If our bid is accepted, we undertake to provide an Implementation cum Performance Security

in the form and amounts, and within the timelines specified in the Bidding Documents.

• We undertake that, in competing for (and, if the award is made to us, in executing) the above

contract, we will strictly observe the laws against fraud and corruption in force in India.

• We, hereby, declare that only the persons or firms interested in this proposal as principals are

named here and that no other persons or firms other than those mentioned herein have any

interest in this proposal or in the Contract to be entered into, that this proposal is made without

any connection with any other person, firm or party likewise submitting a proposal, that this

proposal is in all respects in good faith, without collusion or fraud

• We agree to abide by this bid, which consists of this letter, EMD with Pre-Qualification,

technical bid, commercial bid, Pre bid meeting addendum if any and other attachments

(specify the attachments) as per the bid document.



2. We, including any consortium partner or suppliers for any part of the contract(s) resulting from this

prequalification, do not have any conflict of interest in accordance with Data sheet

3. We are _________________ entity (Public/Private/Government)

4. We, in accordance with Data Sheet, plan to delegate the following key activities or parts of the

work against each of the mentioned Consortium Partners. The following table illustrates the

Consortium Partner Activities

S.

No

Name of the Consortium Partner Key Activities Proposed

5. We, including the consortium partners downloaded and read the GENERAL CONDITIONS FOR

INDIGENOUS SUPPLY KIOCL (P1) And GENERAL CONDITIONS OF CONTRACT

(WORKS/SERVICES) of KIOCL from https://www.kioclltd.in/user/cms/292 and agree to all the

conditions without any condition.

We understand that you may cancel the prequalification process at any time and that you are not

bound either to accept any application that you may receive or to invite the pre-qualified bidders to bid

for the contract(s) subject of this prequalification, without incurring any liability to the Bidders, in

accordance with Data Sheet.

Name & Designation.................................................................

Signature................................................................

Duly authorized to sign the Application for and on behalf of .................................................................

Stamp / Seal………………………………………………………...

Attachments: As per the technical/commercial bid specifications

https://www.kioclltd.in/user/cms/292



6.1.2. Form P2: Details of the Bidder

Description Details to be filled by

Bidder

Name of the Organization

Nature of the Organization

Government / Public / Private

Year of Establishment (Enclose any of the following for proof of

establishment)

• Certificate of Incorporation (Certificate Number, date)

• Audited balance sheets

Regd. Office Postal Address with

Phone & Fax Number

Office Postal Address with

Phone & Fax Number in Karnataka

Contact person with Phone, Mobile

Number & e-mail address

GST Registration Number

Append applicable credentials as per NIT

Name.................................................................

In the capacity of.................................................................

Signed.................................................................


Stamp / Seal………………………………………………………...



6.1.3. Form P3: Consortium Partner Information Sheet

(Each Member of a Consortium must fill in this)

Date: ...................................

Item

Consortium Partner’s Legal Name

Consortium Partner’s incorporation year

Consortium Partner’s Address

Consortium Partners’ Authorized Representative Information (Name,

address, telephone numbers, fax numbers, e-mail address)

Attached are copies of the following original documents.

• Authorization to represent the firm named above, in accordance with Data Sheet

• Consortium Agreement

Name.................................................................


Signed.................................................................


Stamp / Seal………………………………………………………...



6.1.4. Form P4: Pending Litigation

(EACH APPLICANT OR MEMBER OF A CONSORTIUM MUST FILL IN THIS)

Date: ...................................

Name.................................................................


Signed.................................................................

Duly authorized to sign the Application for and on behalf of....................................................

Stamp / Seal………………………………………………………...

Applicant / Consortium Partner Legal Name.................................................................

No pending litigation

Pending litigation is indicated below

Year

Matter in Dispute

Value of Pending Claim

in INR Equivalent

Value of Pending Claim

as a % of Net Worth



6.1.5. Form P5: Format for Self-Declaration on Blacklisting

(Company Letterhead – Submit separate declaration for consortium member, if any)

To,

[Date]

DGM (Purchase)

KIOCL Limited,

Registered & Corporate Office

Block II,

Koramangala,

Sarjapura Road

Bengaluru 560 034

Sir,

In response to the NIT No.___________________________________________ dated___________

for quoting against the NIT as an Director of M/s << Bidder>> , I / We hereby declare that our Company

/ Firm ___________________is having unblemished past record and was not declared blacklisted or

ineligible to participate for bidding as on date of submission of the bid by any State/Central Govt. or

any Public Sector Unit.

Yours faithfully,

Name.................................................................


Signed.................................................................


Stamp / Seal………………………………………………………..

The Prime Bidder and consortium partners declared blacklisted/ ineligible by any State / Central

Government or PSU as on date of bid submission shall not be eligible



6.1.6. Form P6: Financial Strength Details

Financial Information

Item/ Year FY 2016-17 FY 2017-18 FY 2018-19

Turnover (in INR Crores)

Net worth

Other Relevant Information

Mandatory Supporting Documents: (a) Auditor Certified financial statements for the Last Three

financial years

Note:

Bidder must quote supporting document name, Section and page no. while referring all the financial

details entered in Form P6. While entering net profit they must quote the Annual Report for the year

(as supporting document name), Section and Page no. for quick reference during evaluation. Attested

copies of Audited financial statements/ Certificate from Chartered Accountant for last 3 financial years

in support of the above

Note: The primary bidder and consortium partners should provide details in the above table and

supporting documents in separately

Name.................................................................


Signed.................................................................


Stamp / Seal………………………………………………………..



6.1.7. Form P7: Details of Local Presence

Date: ................................

This is to certify that _____________________________________(company name) having its local

office at (address)_____________has the following centre(s) in the State of Karnataka

Name and

location of

delivery centre

Contact person

details

Number of

projects

handled

Skill sets

Indian Client

List (Mention a

few)

Name and location of the

Organisation Address Number of employees

Name.................................................................


Signed.................................................................


Stamp / Seal………………………………………………………..

Note: In case, the bidder does not have local presence in Karnataka at the time of bidding, a self-

declaration has to be provided by the Prime bidder that they will establish a project office in Karnataka

within 1 month from the issue of LOI if they are awarded the project.



6.1.8. Form P8: Relevant General Project Experience

Project/ Assignment Name: Country:

Project Location within the Country: Professional Staff provided by your

Company:

Name of Client: No. of Staff:

No. of Person months:

Start Date: Completion Date: Approx. Value of Services:

Name of Associated Firms (s) if any: No. of Months of Professional Staff

provided by Associated Firms(s):

Name of Senior Staff involved and functions performed:

Detailed Narrative Description of Project:

Scope Covered in Project (Yes/No)

Development (Yes/No)

Maintains & Support (Yes/No)

Installation (Yes/No)

Detailed Description of Actual Services Provided by your Company:

Note: Work Order and Completion certificates shall be provided. Non-compliance to this shall Prime

to non-evaluation of the projects. In case of the NDA signed between the Bidder and the client, A copy

of NDA agreement along with the self-certification from the Company Secretary

Name.................................................................


Signed.................................................................


Stamp / Seal……………………………………………………….



6.1.9. Form P9: Relevant ERP Project Experience

Project/ Assignment Name: Country: Project Location within the Country: Professional Staff provided by your

Company:

Name of Funding Agency \ Client: No. of Staff:



Name of Associated Firms (s) if any:

No. of Months of Professional Staff






Scope Covered in Project (Yes/No)

Development (Yes/No)

Maintains & Support (Yes/No)

Installation (Yes/No)


Note: Work Order and Completion certificates shall be provided. Non-compliance to this shall lead to

non-evaluation of the projects. In case of the NDA signed between the Bidder and the client, A copy

of NDA agreement along with the self-certification from the Company Secretary.

Name.................................................................


Signed.................................................................


Stamp / Seal………………………………………………………..



6.1.10. Form P10: Manufacturer Authorization Form

The authorization should be tender specific may be in the nature of a letter, memorandum or certificate

regularly granted by the manufacturer to its channel partners, authorized solution providers, system

integrators, distributors, etc., or a specific letter issued for purposes of this bid. Such communication

should include statements / undertakings from the said manufacturer to the following effect.

i. Warranty coverage in respect of the goods and services manufactured by the said

manufacturer shall be honored by that manufacturer, their channel partners, distributors,

authorized service centers as the case may be.

ii. The manufacturer updates the bidder and their technical personnel with relevant technical

literature, training and skill transfer workshops etc., on a regular basis.

iii. The manufacturer provides back to back technical support to the said bidder on a continuing

basis.

iv. The manufacturer should maintain necessary spares for a period of at least 5 years.

v. The said bidder is authorized to provide service and solutions using hardware firmware and /

or software as the case may be.

Note:

1. The letter of authority should be signed by a person competent and having the power of

attorney to bind the manufacturer.

2. Ink signed copy of the MAF should be submitted in original along with the bid.



6.2. Technical Forms Evaluation Formats

6.2.1. Form T1: Past Experiences and Organizational Strength

Project/ Assignment Name: Country:

Project Location within the Country: Professional Staff provided by your

Company:

Name of Funding Agency \ Client: No. of Staff:



Scope of Project Supply of Hardware

Development

Supply/ Maintains

Name of Associated Firms (s) if any:

No. of Months of Professional Staff





Note:

i. Work Order and Completion certificates shall be provided. Non-compliance to this shall lead

to non-evaluation of the projects. In case of the NDA signed between the Bidder and the client,

A copy of NDA agreement along with the self-certification from the Company Secretary

ii. Use separate sheets for each project

iii. Bidder should submit projects for all the criteria mentioned below

a) Execution of end to End ERP Projects involving application development, Product

development, and Implementation for Mining / Manufacturing sector in India

b) Successful implementation of ERP projects in last 8 completed financial years with

minimum ERP user base of 250 users (excluding payroll and self-service users)

c) Experience in operation of data center and helpdesk management for ERP System

Integration projects



6.2.2. Form T2: Proposed Solution

The bidder should provide detailed description for all the parameters mentioned below

provided in the form given below

1. Understanding of the project (how the solution proposed is relevant to the understanding)

2. Solution architecture conceptualized for this project. Meeting the business requirements

3. Security architecture

4. Application deployment and testing Strategy

5. Quality Control suggested by responding firm

6. Integration architecture with other modules

7. Strategy for Cloud infrastructure at tier 3 or above data center to be proposed to meet SLA

(Separate installation for Development / Test / Production)

8. Proposed Infrastructure Compliance (Should attach the agreement with the cloud service

provider)

Bidder also has to provide the following information as per the solution provided in the technical bid

No

Proposed

Solution /

Module

Category Version

& Year

of

Release

OEM Features &

Functionalities

compliance

with NIT

Custom

Solution

COTs Existing

Solution

1.

2.

3.

n

a. (*) Provide the Product Name or fill Custom Built, in case of a new development (It is

possible that the SI has not suggested the solution as the list is indicative only. In case any

of the items is not provided, the SI may indicate N/A in the corresponding cells.)

b. Please indicate N/A where not applicable. Please indicate N/L where there is no license

requirement.

c. All the system software licenses shall be procured by the bidder. The system software

licenses mentioned in the Bill of Materials shall be genuine, perpetual, full use and should

provide patches, fixes, security updates directly from the OEM at no additional cost to KIOCL

for the entire period of contract.

All the licenses shall be procured in the name of KIOCL



6.2.3. Form T3: Proposed Approach and methodology for the solution proposed


provided in the form

a. Project requirement assessment, software development lifecycle, testing, deployment,

warranty and maintenance, facilities management

b. Highlight the associated risks/ problems and plans for mitigation and explain the technical

approach it would adopt to address them

c. Methodology for Integration with other modules

d. Cloud hosting detailed architecture of h/w, s/w including virtualizations, scaling mechanism,

disaster recovery, BCP, security, network access

e. Details on the connectivity with CSP proposed with detailed network architecture including

the core network components at the cloud.

f. SLA management methodology, SLA monitoring console for PMU

6.2.4. Form T4: Proposed Solution Architecture


provided in the form

a. Architecture requirements and Context

b. Design of Non-Functional Requirements (NFRs)

c. Conceptual solution architecture description

d. Logical architecture description

e. Business Architecture description

f. Data Architecture description

g. Software Architecture description

h. Application Architecture description

i. Infrastructure Architecture description

j. Migration planning description

k. Architecture Management Description

6.2.5. Form F T5: Proposed Training, Change Management and Capacity Building


provided in this form

a. Proposed Training Schedule

b. Plan to develop Training Manuals

c. Training of Trainers, proposed training methodology, online help modules proposed

d. Refresher and retraining methodology

e. Plan for Number & Quality of personnel to be deployed for training



6.2.6. Form T6: Proposed Formation/Location of Helpdesk & other manpower support



a. Proposed methodology of formation of the manpower support team, Operating and

Maintaining Infrastructure:

b. Methodology for Helpdesk Management

c. AMC / Hardware accessories support

6.2.7. Form T7: Declaration for Bill of Material – Infrastructure

Bidder must submit the Technical Compliance Statement for each item required under the project as

per details given in Volume-I of this NIT.The implementation agency should Procure, Supply, Install,

Commission, Configure, Test, Integrate, Manage and Support the Hardware and Networking

Equipment’s and off the shelf software as per the time frame stipulated by KIOCL that meets or

exceeds the requirements/guidelines stipulated in this NIT.

Bidders shall furnish the required information on their technical and commercial proposals in the

enclosed formats only. Any deviations in format may make the tender liable for rejection. Do not,

otherwise, edit the formats and proposal cover letters.

The bidder shall fill and submit the technical compliance for the functional requirements proposed in

the NIT volume1

6.2.8. Form T8: Innovation Proposed

KIOCL vision is to procure and implement a resilient, real time, scalable and innovative ERP solution.

The Bidders are encouraged to propose innovative solutions for implementation of ERP solution in

KIOCL based on the elements of Innovation like Ideation, Implementation, scalability and Value

Creation.

6.2.9. Form T9: Data Migration and Integration Plan



A. Planning and assessment of Data Migration Requirements

B. Proposed approach and Methodology for data migration

C. Proposed Data Migration Strategy

D. ETL Tools proposed.



6.2.10. Form T10: Project Management Framework



The proposal should clearly and concisely define the project management framework that shall be

followed by the bidder. The framework should contain at least but not limited to the following:

A. The Project Organization &Quality Management Strategy

B. Communication Management Strategy

C. Configuration Management Strategy

D. Risk Management Strategy – Highlight the associated risks/ problems and plans for mitigation

and explain the technical approach it would adopt to address them

E. Adherence to the proposed timelines Activities, Sequencing and dependencies among

activities

F. Escalation matrix.



6.2.11. Form T11: Work Plan and Resource allocation



Apart from the detailed Project Plan proposed by the Bidder, the following to be provided which would

be evaluated in the following parameters:

a. Go-live and Operational Plan

b. Infrastructure Deployment plan

c. O & M Plan

d. Integration Plan

The Bidder need to provide the activity schedule as per the table given below

No Activity1 Calendar Months

1 2 3 4 5 6 7 8 9 10 11 12 n

1

2

3

N

a. Indicate all main events / milestones / activities of the assignment, including delivery of

reports (e.g.: inception, interim, and final reports), and other benchmarks. For phased

assignments indicate activities, delivery of reports, and benchmarks separately for each

phase.

b. Duration of activities shall be indicated in the form of a bar chart.

6.2.12. Form T12: Key resources proposed



The detailed Manpower Deployment Plan proposed by the Bidder would be evaluated in the following

parameters:

a. Governance Structure

b. Clearly defined roles and responsibilities of each key profile

c. Resources proposed including key and support at each stage(onsite/offsite)

d. Local language support for helpdesk/ handholding



6.2.13. Form T13: Team Composition

S.NO. Name of

Staff Qualification experience

Past relevant

experience

Position

Assigned

Task

Assigned

Note: Along with the details in the above table, please propose the governance structure and also

highlight the role of consortium partners.

6.2.14. Form T14 Team Deployment Structure

S.No. Designation/ Name

of the Staff

Staff input (in the form

of a bar chart) Year Total staff-month input

1 2 3 4 5 6 Offsite Onsite Total

6.2.15. Form T15: Team Profiles (CV Format)

(Please fill the details for each of the proposed team member)

S.No. Article Description

1. Name:

2. Date of Birth:

Nationality:

3. Contact details:

4. Education:

Name of Institution Degree obtained (Subject) Date of obtainment

5. Professional Training:

6. Countries of Work Experience:

7. Languages: Speaking Reading Writing

8. Employment Record:

a. From: To: Till Date



Employer:

Positions held:

b. From: To: Till Date

Employer:

Positions held:

c.

9. Detailed Tasks Assigned:

10. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned

a. Name of the Project:

Year:

Duration:

Client:

Main project Features:

Position Held:

Activities Performed:

b. Name of the Project:

Year:

Duration:

Client:

Main project Features:

Position Held:

Activities Performed:

11. Certification:

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 Prime to my disqualification or dismissal,

if engaged.

Date:

Authorized signatory:

6.2.16. Form T16: Takeover and Exit Management



a. Comprehensiveness & completeness of the Plan for takeover

b. Comprehensiveness & completeness of the Plan for exit management



7. Annexure I –Integrity Pact

Integrity Pact Programme

1. Introduction:

KIOCL Limited (KIOCL) is a Central Govt. Public Sector Undertaking engaged in Mining of Iron Ore

and Manufacturing Pellets and marketing it in India and abroad. KIOCL Limited enjoys Mini Rathna

status among the Central Govt. Public Sector undertakings, and conducts its business in highest

ethical standards, fully adhering to CVC guidelines and exemplary industry practices.

KIOCL Limited does its business with a number of domestic and international buyers, contractors and

vendors of goods and services. It is committed to fostering ethical and corruption free business

environment and values its relationships with all counterparts and deals with them in fair and

transparent manner.

In order to achieve and strengthen these goals, KIOCL Limited is implementing the Integrity Pact

Program in Co-Operation with Central Vigilance Commission (CVC) and Transparency International

India (TII). As part of this initiative KIOCL Limited will, in consultation with CVC and TII, appoint

Independent External Monitors who will help KIOCL Limited monitor and implement the Integrity Pact

Program.

Following are the details of KIOCL's Integrity Pact Program:

• Commitments and Obligation of KIOCL Limited

• Commitments and Obligations of counterparties

• Violation and Consequences

• Independent Monitor

• Implementation and Guidelines

• Periodic Review and Evaluation

2. Commitments and obligation of KIOCL limited.

(a) KIOCL Limited, is committed to have ethical and corruption free business dealings with

counterparties.

(b) KIOCL Limited values its relationship with all counterparties and will deal with them in a fair

and transparent manner.

(c) KIOCL Limited and /or its Associates (Employees, Agents, Consultants, and Advisors etc.) will

not seek or take bribes/undue benefits directly or indirectly for themselves or for third parties.

(d) KIOCL Limited will honor its commitments and make do payments to counterparties in time

subject to fulfilling contractual obligations.

(e) KIOCL Limited will initiate punitive and corrective action and pursue it vigorously whenever

corruption or unethical behavior occurs.



3. Commitments and obligations of the counterparty.

(a) The counterparty, directly or indirectly (through Agents/ Consultants/advisors etc.), will not pay

any bribes or offer or imply any form of illegal benefit to anyone to gain undue advantage in

dealing with KIOCL Limited.

(b) The counterparty will not engage in collusion, price fixing, cartelization, etc., with other

counterparts.

(c) The counterparty will not pass to any third party any confidential information entrusted to it,

unless duly authorized by KIOCL Limited.

(d) The counterparty will promote and observe ethical practices within its Organization and its

affiliates.

(e) The counterparty will inform the Independent External Monitor

(f) The counterparty will not make any false or misleading allegations against KIOCL Limited or

its Associates.

4. Violations & consequences:

(a) If a counterparty commits a violation of its Commitments and Obligations under the Integrity

Pact Program during bidding process (from the date of publication of tender to the date of

award of work), he/she shall be liable for forfeiture of EMD /Bid Security submitted, without

prejudice to other action that may be taken against it.

(b) In case of violation of the Integrity Pact whereby after award of the contract, KIOCL Limited

terminates or is entitled to terminate the contract. KIOCL Limited shall be entitled to demand

and recover from the counterparty liquidated damages equivalent to 10 percent of the contract

value, or the amount equivalent to security deposit/ performance guarantee, whichever is

higher.

(c) KIOCL Limited may ban and exclude the counterparty from future dealings until the

Independent External Monitors is satisfied that the counterparty will not commit any future

violation.

(d) KIOCL Limited may initiate criminal proceedings against the violating counterparty.

(e) The counterparty will be liable to pay damages as determined by the Independent External

Monitor.

5. Independent External Monitor (IEM)

(a) CMD, KIOCL Limited is the authority to appoint Independent External Monitor(s) (IEM) to

oversee Integrity Pact Program implementation and effectiveness. The process for their

appointment shall be similar to Outside Expert Committee (OEC). For this purpose, a panel of

Independent External Monitors may be constituted by KIOCL Limited in consultation with CVC,

with whose clearance they will be appointed. It will be voluntary, non-salaried position of 3-

year term. IEM will have status/benefits similar to those of Chairman of Audit Committee of

Board/ status of the Directors of KIOCL Limited.

(b) In order to ensure their impartiality, they would not be drawn from KIOCL Limited back ground.

(c) The IEM will be people of impeccable Integrity conversant with KIOCL's business and

experienced in commercial activities.



(d) It will be voluntary, non-salaried position of 3-year term. IEM will have status/benefits similar

to those of Chairman of Audit Committee of Board/status of the Directors of KIOCL Limited.

(e) The major goal of IEM will be to oversee the implementation of Integrity Pact program to

prevent corruption, bribes, and any other unethical practices in the KIOCL Limited.

(f) The IEM will not have administrative or enforcement responsibilities. He will coordinate his

efforts with either anti-corruption institution such as CVC. He may engage services of outside

agencies such as accounting firms, law firms etc., at KIOCL's expense, if required, in discharge

of his responsibilities, with prior consent of KIOCL Limited.

(g) The IEM will have access to all Officers and internal records of the KIOCL Limited. He will also

have access to counterparties records and information regarding its dealing with KIOCL

Limited.

(h) The IEM will have the right to attend any meetings between KIOCL Limited and the

counterparties.

(i) If IEM observes or suspect an irregularity, he will inform the CMD of KIOCL Limited and

Chairman of Audit Committee of its Board of Directors. Once the IEM is satisfied that an

irregularity has taken place, he may inform the Board of KIOCL Limited.

(j) The IEM can be removed from his Office for appropriate reasons by KIOCL Limited only by an

open and transparent process and such decision will have to be ratified by the Board of KIOCL

Limited.

6. Implementation Guidelines

To implement the Integrity Pact Program, the following general guidelines will govern the same:

(a) To select and appoint IEM in consultation with CVC

(b) To get commitment from all Senior Level Executives/Officials of KIOCL Limited to implement

the program, so that any resistance to acceptance of Integrity Pact Program is minimized.

(c) To develop detailed implementation plan and finalize the Integrity Pact document in

consultation with the IEM.

(d) To notify all Senior Staff Members, Board of Directors, any other oversight body of the

Organization and major suppliers of KIOCL's plan to implement the Integrity Pact Program,

which is to be included in KIOCL's web site and disclosed to the media.

7. Periodic Review & Evaluation

KIOCL Limited will periodically review the effectiveness of Integrity Pact Program by the following

procedure:

(a) The IEM and senior leadership of KIOCL Limited will make a bi-annual self-assessment of

Integrity Pact Program effectiveness and identify areas to improve.

(b) The IEM will submit an annual report on the progress/effectiveness of Integrity Pact Program

to the KIOCL Limited Board of Directors.

(c) KIOCL Limited may conduct an annual 360-degree review (by an outside agency) with senior

Executives, Junior Executives, suppliers and competitors of effectiveness of Integrity Pact

Program in reducing corruption.



(d) KIOCL Limited will arrange regular meet with TII and / or CVC on an annual basis to review

the effectiveness of program.

For any amendments or changes in the clauses, consistent with the overall spirit of Integrity Pact, the

CMD will be competent to approve the same and need not revert back to the Board.

Integrity Pact Programme Agreement

THIS AGREEMENT is entered into between the following Parties:

KIOCL Limited hereinafter referred to as “The Principal”,

and

………………………………………(Name of the Party) hereinafter referred to as “Second Party”

Preamble

The Principal intends to award a contract, following its laid-down organizational procedures, for

XXXXXXXXXXXXXX. The Principal values full compliance with all relevant laws and regulations and

the principles of economical use of resources and of fairness and transparency in its relations with

its Second Party.

In order to achieve these goals, the Principal cooperates with the renowned international Non-

Governmental Organization, "Transparency International (I)" (TII). Following TII's national and

international experience, the Principal will appoint an Independent External Monitor (IEM) who will

monitor the tender process and the execution of the Contract for compliance with the principles

mentioned below.

IT IS AGREED AS FOLLOWS:

Definitions:

a) “Principal” which is the “FIRST PARTY” means KIOCL Limited, incorporated under the

Companies Act 1956, having their registered office at Koramangala, Bangalore – 560 034 and

includes their successors.

b) “Second Party” means the person, firm or company submitting a tender against the Invitation

to Tender and includes his/ its/ their staff, consultants, parent and associate and subsidiary

companies, agents, consortium and joint venture partners, sub-contractors, suppliers, sellers,

buyers, customers etc., including heirs, executors, administrators, representatives,

successors. And the “Second Party” also means, any party including contractors, tenderers,

executors, suppliers, sellers, buyers, customers etc., whose tender has been accepted by the

Principal or Company and shall be deemed to include his/ its/ their heirs, executors,

administrators, representatives and successors unless excluded by the Contract.

c) "Independent External Monitor" means a person, hereinafter referred to as IEM, appointed,

in accordance with clause 8.a below, to verify compliance with this agreement.

d) "Party" in relevant contract means a signatory to this agreement and includes both “

Principal” and “Second Party”.



e) “Contract” means the contract entered into between the Principal and Second Party for the

execution of work mentioned in the preamble above.

Commitments of the Parties

Section 1 - Commitments of the Principal:

The Principal commits itself to take all measures necessary to prevent corruption (inducement to

violate duty assigned to its employees) and to observe the following principles.

i. No employee of the Principal, personally or through family members or any third person,

will in connection with all stages of tendering or the execution of contract, demand or take

a promise, or accept, for him/herself or any third person, any material or non-material

benefit which he/she is not legally entitled to;

ii. The Principal will, during the tender process, treat all Second Parties with equity and

reason. The Principal will in particular, before and during the tender process, provide to all

Second Parties the same information and will not provide to any particular Second Party

any information/ clarification through which the Second Party could obtain an advantage in

relation to the tender process or the contract execution;

iii. The Principal will not take, directly or indirectly, any steps, which could unduly influence the

functioning of IEM.

iv. If the Principal obtains information on the conduct of any of its employees which is a criminal

offence under the relevant Anti-corruption Laws of India/ guidelines of Govt. / guidelines of

CVC/ guidelines of Principal, or if there be a substantive suspicion in this regard, the

Principal will inform its Vigilance Office and in addition can initiate disciplinary actions.

v. If the Principal obtains information of conduct of a Second Party, or sub-contractor or of an

employee or a representative or an associate of a Second Party or sub-contractor, which

constitutes corruption, or if the Principal has a substantive suspicion in this regard, the

Principal will inform the Vigilance Department of the Company.

Section 2 - Commitments of the Second Party: -

2.1: The Second Party commits himself to take all measures necessary to prevent corruption. He

commits himself to observe the following principles during his participation in the tender process

and during the Contract execution.

i. The Second Party will not directly or through any other person(s) or firm, offer, promise or

give to the Principal, or to any of the Principal’s employees involved in the tender process

or the execution of the Contract or to any third person any material or immaterial benefit

which he / she is not legally entitled to in order to obtain, in exchange, an advantage during

the tender process or to vitiate the Principal’s tender process or the execution of the

contract.

ii. The Second Party will not enter with any other Tenderers into any illegal agreement or

understanding, whether formal or informal. This applies in particular to prices,

specifications, certifications, subsidiary contracts, submission or non-submission of bids or

actions to restrict competitiveness or to vitiate the Principal’s tender process or the

execution of the Contract.

iii. The Second Party will not commit any criminal offence under the relevant Anti-corruption

Laws of India; further, the Second Party will not use improperly, for purposes of competition



or personal gain, or pass on to others, any information provided by the Principal as part of

the business relationship, regarding plans, technical proposals and business details,

including information contained or transmitted electronically.

iv. The Second Party of foreign origin shall disclose the name and address of their

agents/representatives in India, if any. Similarly, the Second Party of Indian Nationality shall

furnish the name and address of their foreign principals, if any.

v. The Second Party will, when presenting his bid, disclose any and all payments he has

made, is committed to or intends to make to agents, brokers or any other intermediaries in

connection with the award of the contract.

vi. The Second Party will not take, directly or indirectly, any steps, which could unduly influence

the functioning of IEM.

vii. The Second Party will not instigate third persons to commit offences outlined above or be

an accessory to such offences.

2.2 Obligation to Ensure Compliance:

i. Each Party will take all reasonable steps to ensure that the provisions of this agreement

which are binding on it are complied with by all of its staff, consultants, parent and

associated and subsidiary companies, agents, consortium and joint venture partners, sub-

contractors and suppliers.

ii. Each Party will appoint an appropriate senior manager with responsibility for ensuring that

the provisions of this agreement are complied with.

Section 3 -Disqualification from tender process and exclusion from future contracts:

3.1 If the Second Party, before award of contract, has committed a transgression through violation of

any of the terms under section 2 above or in any other form such as to put his reliability or

credibility as Second Party into question, the Principal is entitled to disqualify the Second Party

from the tender process or to terminate the contract, if already signed, for such reason.

3.2 If the Second Party has committed a transgression through a violation of any of the terms under

section 2 above or in any other form such as to put his reliability or credibility into question, the

Principal is entitled also to exclude the Second Party from future contract award processes. The

imposition and duration of the exclusion will be determined by the severity of the transgression.

The severity will be determined by the circumstances of the case, in particular the number of

transgressions, the position of the transgressors within the company hierarchy of the Second

Party and the amount of the damage. The exclusion will be imposed for a minimum of six (6)

months and a maximum of three (3) years.

3.3 If the Second Party can prove that he has restored/ recouped the damage caused by him and has

installed a suitable corruption prevention system, the Principal may revoke the exclusion before

the expiry of the period of such exclusion.

3.4 A transgression is considered to have occurred if, in light of all available evidence, a reasonable

doubt is possible.

Section 4 - Compensation for Damages



4.1 If the Principal has disqualified the Second Party from the tender process prior to the award

according to Section 3 above, the Earnest Money Deposit (EMD) furnished, if any, along with the

offer as per the terms of the Notice Inviting Tender (NIT) shall be forfeited. This is apart from the

disqualification of the Second Party as may be imposed by the Principal as brought out at section

3 above.

4.2 If the Principal has terminated the contract according to Section 3 above, or if the Principal is

entitled to terminate the contract according to section 3 above, the EMD/Security Deposit

furnished by the Second Party, if any, as per the terms of the NIT/contract shall be forfeited. This

is apart from the disqualification of the Second Party, as may be imposed by the Principal, as

brought out at section 3 above.

Section 5 - Previous Transgression:

5.1 The Second Party hereby declares that no previous transgressions with respect to provisions of

Integrity pact occurred in the last three (3) years with any other Company in any country or with

any other Public Sector Enterprise in India and, as such, there is no case for his exclusion from

the tender process.

5.2 The Second Party hereby agrees that if he has made/makes incorrect statement in regard to this

aspect, he can be disqualified from the tender process or the contract, if already awarded, can be

terminated for that reason.

Section 6 - Equal treatment of all Second Parties/ Sub-contractors

6.1 The Second Party undertakes to obtain from all sub-contractors a commitment consistent with

this integrity pact, and to submit it to the Principal at the time of seeking approval of the Principal

for appointment of sub-contractors.

6.2 The Principal will enter into agreements with identical conditions as that of this Integrity Pact, with

all Second Parties.

6.3 It is essential for all Second Parties to sign the Integrity Pact with the Company if the value of the

transaction is more than 30 lakhs. The Principal will disqualify from the tender process all Second

Parties who do not sign this Pact or violate its provisions.

Section7 - Breaches of this Agreement

7.1 In the event that any Party believes that there is prima facie evidence that there has been a failure

by a Party to comply with any provision of this agreement, such Party will take the following

actions:

i. It will report full details of such suspected non-compliance to the IEM and CVO with copies

to the Chief Executives of each of the Parties.

ii. If any such non-compliance has been carried out or assisted by an individual who is a

member of a professional association, and such non-compliance may constitute a breach

of any disciplinary code of such professional association, such Party may report such matter

to the professional association.

iii. If such non-compliance may constitute a criminal offence, either in the country in which the

contract is being carried out, or in the home country of the organization or individual which



carried out or assisted such non-compliance, such Party may report such matter to the

appropriate criminal authorities in those territories.

7.2 In the event that any Party breaches any provision of this agreement, the other Parties may, in

addition to the rights under this agreement, claim damages against the defaulting Party, and

exercise any other rights they may have against the defaulting Party.

7.3 The Parties will take appropriate disciplinary or enforcement action against any of their staff,

consultants, parent and associated and subsidiary companies, agents, consortium and joint

venture partners, sub-contractors and suppliers who cause or assist in any breach of any

provision of this agreement.

Section 8 - Independent External Monitor/Monitors (IEM)

8.1 The Principal, will appoint a competent and credible IEM/Number of IEMs for the duration of

this agreement from the panel of IEMs appointed in consultation with the Central Vigilance

Commission (CVC).

8.2 The IEM will assess, on an independent and objective basis, the extent to which the Parties

comply with their obligations under this agreement.

8.3 The Parties will, after submission of a tender; after the award of any contract to them and for the

duration of the contract:

i. allow the IEM unrestricted access to all books, records and staff relevant to such tender;

ii. ensure that the IEM has unrestricted access to the relevant books, records and staff of

their consultants, parent and associated and subsidiary companies, agents, consortium

and joint venture partners, sub-contractors, and suppliers.

8.4 In the event that the IEM believes that there is prima facie evidence that there is a violation of this

agreement, the IEM will report the same to CEO of the Principal.

8.5 Upon receipt of a report from the IEM, CEO of the Principal and the Board will discuss and try to

agree upon the appropriate action to be taken in line with sections 3,4 & 5 above to deal with such

violation.

8.6 The IEM has no power to inquire any of the Parties to undertake any actions. No statement by

the IEM, whether oral or in writing, is binding on any of the parties. Any Party in legal or dispute

resolution proceedings can use all reports and other documentation issued by the IEM. The IEM

can be called as a witness in legal or dispute resolution proceedings.

8.7 Fee and /or any other incidentals including traveling/conveyance expenses, if any, payable to IEM

shall be borne by the Principal.

8.8 The IEM can only be removed from his appointment, if:

1. all parties agree in writing to remove him: or

2. he resigns or

3. he is removed from his office by order of a Court having appropriate jurisdiction.

8.9 If the IEM is removed from his appointment, the Principal will appoint another IEM as per section

8.1 above for the remaining duration of this agreement.

Section 9 - Duration of Agreement

9.1 This agreement comes into force as soon as it has been signed by all the Parties have signed it.

It cannot be terminated or varied except by the written agreement of all the Parties.



9.2 This agreement will expire after 12 months from the date of last payment under the respective

contract for the Second Party, and for all other Second Parties 6 months after the award of the

contract.

Section 10 - Other Provisions

10.1 The Principal will disqualify from the tender process all Second Party who do not sign this Pact or

violate its provisions.

10.2 Should any occasion arise entailing IEM to undertake any investigation under the provisions of

this agreement, the venue for such investigation shall generally be at KIOCL Limited Corporate

Office, Koramangala, Bangalore –560 034.

10.3 This agreement is subject to Indian law. Place of performance and jurisdiction is the corporate

office of the Principal. In case of any dispute, the courts at Bangalore only shall have jurisdiction.

10.4 Changes and supplements as well as termination notices need to be made in writing. Side

agreements have not been made.

10.5 Addresses along with other relevant details of the Chief Executives of the Parties are as given

under;

Principal:

Chairman-cum-Managing-Director,

KIOCL Limited,

II–Block,Koramangala,

BANGALORE – 560 034.

INDIA.

Tel : 080-25531322 (O) / 080-25531272 (O)

Fax : 080-25521584 (O)

<Details of Second Party are to be filled in by Second Party concerned>

10.6 Should one or several provisions of this agreement turn out to be invalid, the remainder of this

agreement remains valid. In that case the parties will strive to come to an agreement to their

original intentions.

10.7 If the Second Party is a partnership or consortium, all partners or consortium members must sign

this agreement.

------------------------------------------ ---------------------------------------

For the Principal for the Second Party

(M/s. KIOCL Limited)

Place …………………

Date ………………….

Witness 1:

(Name & address) -----------------------------------------------------------------

-----------------------------------------------------------------

Witness 2:



(Name & address) -----------------------------------------------------------



8. Annexure – II: Non-Disclosure Agreement

NON-DISCLOSURE AGREEMENT

THIS NON-DISCLOSURE AGREEMENT (“Agreement”) is dated as 02.08.2018 and

is entered at Bangalore by and between:

<< Include the Name of the SI>>, with an office << Include(“Company”)

and

M/s. KIOCL Limited, having its registered office at 2nd Block, Koramangala, Bangalore – 560034

(Customer).

Recitals

A. Company and the Customer are in mutual discussions to explore the engagement of Company

by the Customer for the purpose of providing biometric attendance systems (“Purpose”);

B. During the course of such discussions the parties may exchange Confidential Information (as

defined below) with each other; and

C. The parties are entering into this Agreement to record their respective obligations with respect to

the Confidential Information.

D. Whereas the work order has been issued in favor of company vide <<Insert Work order Number

and Name of the Assignment >.

In consideration of the Confidential Information being disclosed by either Party, the parties agree as

follows:

1. Confidentiality. In connection with the Purpose, each party and its employees, officers directors

and/ or partners (collectively, “Representatives”) are willing to furnish to the other party with

certain information which is non-public, confidential or proprietary in nature, including but not

limited to, employee information including Leave, attendance & other data, current and future

business plans, client lists, marketing plans, product information, literature, schematics, diagrams

and other business related information. This oral, written, graphic, electronic or other information,

in whole or in part are collectively referred to in this Agreement as “Confidential Information”.

2. Exclusions. Confidential Information does not include information that (a) is or becomes generally

available to the public other than as a result of disclosure in breach of this Agreement; (b)

becomes available to a party on a non-confidential basis from a source other than the other party

or its Representatives; (c) a document was known to or was in its possession on a non-confidential

basis prior to the date of disclosure by or on behalf of the other party; (d) is independently

developed by a party without use of, or reference to, Confidential Information provided by the



other party, as demonstrated by tangible evidence; or (e) is furnished by a party to the other with

written confirmation that such information is not Confidential Information and may be disclosed.

3. Restriction on Use. Subject to Section 6 of this Agreement and unless otherwise agreed to in

writing by the parties, each party and its Representatives agree to keep the Confidential

Information strictly confidential and will only use the Confidential Information in connection with

the Purpose and shall not disclose the Confidential Information to anyone.

Each party agrees to permit access to the Confidential Information only to its Representatives

who the party reasonably determines need to know the Confidential

Information for the purposes contemplated by this Agreement and who shall be subject to a

confidentiality obligation, code of conduct or undertaking that is at least as restrictive as the

provisions of this Agreement from a confidentiality perspective.

4. No License. Each party agrees that Confidential Information provided under this Agreement shall

at all times remain its exclusive property and the party is not granting a license to use any of its

Confidential Information, except as may be specifically required for the purpose of this Agreement,

and then only for such purpose.

5. Return/Destruction. Upon a party’s written request, the other party agrees to use commercially

reasonable efforts to either return or destroy promptly the Confidential Information and any copies

or extracts thereof. However, a party and its Representatives may retain any Confidential

Information that it is required to keep for compliance purposes under a document retention policy

or as required by applicable law, rules, regulations, professional standards, a court or regulatory

agency. If a party elects to destroy Confidential Information (subject to any retention rights

provided in this Agreement), the other party may request a written confirmation of destruction in

compliance with this paragraph.

6. Disclosure Legally Compelled or Required. In the event that a party or any of its Representatives

become legally compelled, required or requested by an applicable court or regulatory agency to

disclose any Confidential Information, the party will provide the other party with prompt written

notice, unless providing such notice would violate applicable law or regulation, so that the other

party may seek a protective order or other appropriate remedy. If a party seeks such an order,

other party will provide such cooperation as is reasonably requested and/or waive compliance

with the provisions of this Agreement.

7. Specific Performance. Each party acknowledges and agrees that in the event of any breach of

this Agreement by the other party, the non-breaching party may be irreparably and immediately

harmed and might not be made whole by monetary damages. The non-breaching party shall be

entitled to equitable relief by way of injunction, specific performance or otherwise in addition to

any other remedies that may be available, without proof of actual damages and without the need

of posting a bond or demonstrating that money damages would be inadequate, if the other party

or any of its Representatives breach or threaten to breach any of the provisions of this Agreement.



8. Choice of Law. This Agreement will be governed by and construed under the laws of the Republic

of India and, with the exception of Section 7 above, the parties agree to the exclusive jurisdiction

of competent courts at Bangalore.

9. Entire Agreement/Amendment/Waiver. This Agreement represents the entire understanding and

agreement of the parties regarding the subject matter of this Agreement and supersedes all prior

agreements and understandings relating to the subject matter of this Agreement. This Agreement

may not be modified or amended, except by a written document duly executed by both parties.

No waiver of any provision of this Agreement shall be binding unless executed in writing by the

party making the waiver. No waiver of any of the provisions of this Agreement shall be deemed

or shall constitute a waiver of any other provision and no waiver shall constitute a continuing

waiver.

10. Term. Confidential Information disclosed pursuant to this Agreement shall be subject to the terms

of this Agreement for three (3) years following the initial date of disclosure (which may be prior to

the date of execution of this Agreement), except that Confidential Information that constitutes

trade secrets shall be subject to the terms of this Agreement for as long as such information

remains a trade secret under applicable law and Confidential Information that constitutes

personally identifiable information shall be subject to the terms of this Agreement forever, without

expiration.

11. Severability. If any provision of this Agreement is determined to be invalid or unenforceable, it will

not affect the validity or enforceability of the other provisions of this Agreement, which shall remain

in full force and effect.

12. Counterparts. This Agreement may be executed in counterpart. Each Party shall retain a copy of

the Agreement. The parties may exchange signature pages by e-mail or other electronic means.

The parties have signed this Agreement as of the date first written above.

Company Customer

By: KIOCL Limited, Bangalore.

Name:

Title:



9. Annexure – III: Business Rules for e-Reverse Auction

Business Rules For E-Reverse Auction

GENERAL TERMS AND CONDITIONS

1) Against this Enquiry for the subject item/system with detailed scope of supply as per our

specification, KIOCL Limited, hereinafter referred to as KIOCL, may resort to “REVERSE

AUCTION PROCEDURE” i.e. e-REVERSE AUCTION on INTERNET.

2) For the proposed e-reverse auction, technically and commercially acceptable bidders only

shall be eligible to participate.

3) e-Reverse auction will be conducted on schedule date & time.

4) At the end of reverse auction event, the lowest bidder value will be known on the network.

BUSINESS RULE FOR FINALIZATION OF THE PROCUREMENT:

KIOCL shall finalize the procurement of the item against this tender through e-reverse auction

mode. KIOCL has made arrangement with M/s. MSTC Ltd who shall be KIOCL’s authorized SI

for the same. Please go through the guidelines given below and submit your acceptance to the

same along with your Techno-Commercial Bid.

1) Computerized e-reverse auction shall be conducted by KIOCL, on pre-specified date, while

the vendors shall be quoting from their own offices/ place of their choice. Internet connectivity

shall have to be ensured by vendors themselves. Failure of power at the premises of vendors

during the Reverse auction cannot be the cause for not participating in the reverse auction.

On account of this, the time for the auction cannot be extended and neither KIOCL nor M/s.

MSTC is responsible for such eventualities.

2) On request M/s. MSTC shall arrange to train your nominated person(s), without any cost to

you. They shall also explain you, all the rules related to the e-reverse auction to be adopted

along with tender.

3) UNIT OF MEASUREMENT in …………. and BIDDING CURRENCY: Indian Rupees.

For Foreign / Offshore Bidders: The Rates may be quoted in the currency prevailing in the

country of the tenderer. However, the equivalent value of the same shall be taken in Indian

rupees as applicable as on date of opening of techno commercial bid.

4) BID PRICE: …………………………………Basis excluding Taxes and Duties.

5) The technical & commercial terms are as per KIOCL Tender No.

KIOCL/PUR/………………………………….

6) VALIDITY OF BIDS: The Bid price shall be firm specified in the tender document and shall

not be subjected any change whatsoever.

7) The detailed process for e-reverse auction is explained below:

The computer screen will display Start Bid Price, and which shall be visible to the all

vendors. You will be required to start bidding after announcement of Start Bid Price and

decrement amount. Also, please note that the start price of an item in e-reverse auction is

open to all the participating bidders. Any bidder can start bidding, in the e-reverse auction,

from the start bid price itself. If the start bid price is your own price, you still need to bid in



the e- reverse auction. Also, please note that the first online bid that comes in the system

during the e-reverse auction should be lesser than the auction's start bid price by one

decrement or should be lesser than the auction's start bid price by multiples of decrement

and so on.

a. e-Reverse (no ties) Auction shall be for a period of one hour. If a bidder places a bid in

the last 10 minutes of closing of the e-Reverse Auction and if that bid gets accepted,

then the auction’s duration shall get extended automatically for 10 minutes, for the

particular Event/Lot. Please note that the auto-extension will take place only if a bid

comes in those last 10 minutes and if that bid gets accepted. If the bid does not get

accepted, the auto-extension will not take place even if that bid might have come in the

last 10 minutes. In case, there is no bid in the last 10 minutes of closing of e-Reverse

Auction, the auction shall get closed automatically without any extension. However, the

bidders are advised not to wait till the last minute or last few seconds to enter their bid

during the auto-extension period to avoid complications related with internet connectivity,

network problems, system crash down, power failure, etc.

b. The weightage factor (multiplication factor), bid decrement amount shall be specified by

KIOCL before start of online bidding. The bidder can bid lower than the start bid price in

e-reverse auction by a bid decrement or multiple of Bid decrement.

c. The start price bid price for the e-reverse auction is L1 price arrived based on the

evaluation and comparison of bids as mentioned above.

d. Bidder will be able to view the following on your screen along with the necessary fields

in the English Reverse (no ties) {Reverse Auction}:

i). Leading Bid in the Auction

ii). Bid Placed by you

iii). Your Own Rank

iv). Start Bid Price & Bid Decrement value.

e. After the completion of e- Reverse (no ties), the Closing Price (CP) shall be available.

f. Final price received from bidder will be taken as an offer to supply as per terms and

conditions of tender document. Bids once made by the bidders, cannot be cancelled /

withdrawn.

g. During the e-reverse auction, if no bid is received in the auction system/website within

the specified time duration, then KIOCL, at its discretion, may scrap the e-reverse auction

process and considered sealed price bids of all technically and commercially acceptable

bidders submitted earlier along with techno-commercial bids.

h. KIOCL’s decision on award of Contract shall be final and binding on all the Bidders.

KIOCL shall be at liberty to cancel the reverse auction process / tender at any time,

before ordering, without assigning any reason. KIOCL shall not have any liability to

bidders for any interruption or delay in access to the site irrespective of the cause. Other

terms and conditions shall be as per your techno-commercial offers and other

correspondences till date.



10. Annexure - IV: Important Instruction for e-Procurement

I) Process of E-tender:

A) Registration: The process involves vendorsregistration with MSTC Limited e-procurement

portal (www. mstcecommerce.com) which is free of cost. Only after registration, the vendor(s)

can submit his/their bids electronically. Electronic Bidding for submission of Techno-

Commercial Bid as well as Price Bid over the internet will be done. The vendor should possess

Class III signing type digital certificate. Vendors are to make their own arrangement for bidding

from a Personal Computer connected with Internet. MSTC Ltd is not responsible for making

such arrangement. (Bids will not be recorded without Digital Signature).

Special Note: The price bid and the commercial bid has to be submitted online at

http://www.mstcecommerce.com/ eprochome/kiocl/

1) Vendors are required to register themselves online with

http://www.mstcecommerce.com/eprochome/kiocl/ →Register as Vendor (Vendors)

Filling up details and creating own user id and password→Submit.

2) Vendors will receive a system generated mail confirming their registration in their email

which has been provided during filling the registration form.

In case of any clarification, please contact MSTC Limited, (before the scheduled time of

the e- tender).

Contact Persons at MSTC Ltd are as under

Shriyansh Jain J. Damodaran

Email: [email protected] Email: [email protected]

Mobile : 7411651015 Mobile :

Land Line : 080 22260054/22266417

Extn 205

B) System Requirement:

i. Windows 98 /XP-SP3 & above/Windows 7 Operating System

ii. IE-7 and above Internet browser

iii. Signing type digital signature - Class 3.

iv. JRE 8 update 144 and above software to be downloaded and installed in the

system.

v. To enable ALL active X controls and disable “use pop up blocker‟ under Tools→

Internet Options→ custom level

FOR DETAILS PLEASE GO THROUGH THE VENDOR GUIDE AND THE VIDEO UNDER “VIEW

VIDEO” LINK AT www.mstcecommerce.com/eprochome

VendorGuideLinkhttp://www.mstcecommerce.com/eprochome/UserManualVendor.pdf.

http://www/

http://www.mstcecommerce.com/%20eprochome/kiocl/

http://www.mstcecommerce.com/eprochome/nmdc/


http://www.mstcecommerce.com/eprochome

http://www.mstcecommerce.com/eprochome/UserManualVendor.pdf



Video Link. http://www.mstcecommerce.com/auctionhome/RenderFileViewVideo.jsp?file=IE-

Configuration.mp4

1) The Bidders are advised to offer their most competitive prices while submitting the price

bid.

2) All entries in the tender should be entered in online Technical & Commercial Formats

without any ambiguity.

3) Bidders are instructed to use Attach Documents through the attach document button

present under event number selected. Multiple documents can be uploaded. Maximum

size of single document for upload is 5MB.

4) For further assistance please follow instruction of vendor guide


5) All notices and correspondence to the bidder(s) shall be sent through email during the

process till finalization of tender by KIOCL Ltd. Hence the bidders are required to ensure

that their email I.D provided is valid and updated at the stage of registration of vendor.

Bidders are also requested to ensure validity of their DSC (Digital Signature Certificate).

6) Please note that there is no provision to take out the list of parties who are downloading

the tender document from the web site mentioned in NIT. As such, bidders are requested

to see the web site once again before the due date of tender opening to ensure that they

have not missed any corrigendum uploaded against the said tender after downloading

the tender document. The responsibility of downloading the related corrigendum, if any,

will be that of the bidders.

7) No separate intimation in respect of corrigendum to this NIT (if any) will be sent to bidders

who have downloaded the documents from web site. Please see

website www.mstcecommerce.com/eprochome/ kiocl of MSTC Ltd. orwww.kiocl.co.in

of KIOCL Ltd.

8) E-tender cannot be accessed after the due date and time mentioned in NIT.

9) Bidding in-tender:

a) The process involves Electronic Bidding for submission of Techno Commercial Bid

as well as Price Bid

b) The bidder(s) can submit their Techno Commercial Bids and Price Bid through

internet in MSTC Ltd website www.mstcecommerce.com/eprochome/kiocl→ Vendor

Login → My menu→ Auction Floor Manager→ live event →Selection of the live

event→ Techno Commercial Bid.

c) The bidder should allow to run an application namely enApple by accepting the risk

and clicking on run. This exercise has to be done twice immediately after clicking on

the Techno- Commercial bid. If this application is not run then the bidders will not be

able to save/submit his/her bid.

d) After filling the Techno-Commercial Bid, bidders should click„ save for recording their

Techno-Commercial bid. Once the same is done, the Price Bid link becomes active

and the same has to filled up and then bidders should click on “save” to record their

price bid. Then once both the Techno-Commercial bid & price bid has been saved,

the bidders can click on the “Submit” button to register their bid

NOTE: - The Techno-Commercial Bid & price bid cannot be revised once the submit

button has been clicked by the bidders.

http://www.mstcecommerce.com/auctionhome/RenderFileViewVideo.jsp?file=IE-Configuration.mp4


http://www.mstcecommerce.com/eprochome/

http://www.nmdc.co.in/

http://www.mstcecommerce.com/eprochome/



e) In all cases, bidders should use their own ID and Password along with Digital

Signature at the time of submission of their bid.

f) During the entire e-tender process, the bidders will remain completely anonymous to

one another and also to everybody else.

g) The e-tender floor shall remain open from the pre-announced date & time and for as

much duration as mentioned above.

h) All electronic bids submitted during the e-tender process shall be legally binding on

the bidders. Any bid will be considered as the valid bid offered by that bidder and

acceptance of the same by KIOCL Ltd will form a binding contract between KIOCL

Ltd and the Bidder for execution of work. Such successful bidder shall be called

hereafter Contractor.

i) It is mandatory that all the bids are submitted with digital signature certificate

otherwise the same will not be accepted by the system.

j) KIOCL Ltd reserves the right to cancel or reject or accept or withdraw or extend the

tender in full or part as the case may be without assigning any reason thereof.

k) No deviation in the terms and conditions of the tender document is acceptable.

Submission of bid in the e-tender floor by any bidder confirms his acceptance of terms

& conditions of the tender.

l) Unit of Measure (UOM) is indicated in the e-tender Floor. Rate to be quoted should

be in Indian Rupee as per UOM indicated in the e-tender floor/tender document.

10) Any order resulting from this e-tender shall be governed by the terms and conditions

mentioned therein as well as in the tender document.

11) After submitting online bid, the bidder cannot access the tender, once it has been

submitted with digital signature

12) The bidders must upload all the documents required as per terms of NIT. Any other

document uploaded which is not required as per the terms of the NIT shall not be

considered.

13) The bid will be evaluated based on the filled-in technical & commercial formats.

11. Annexure –V: RTGS details of KIOCL

RTGS DETAILS OF KIOCL LIMITED.

KIOCL RTGS details for making payment of Security Deposit/EMD/Tender Document Fee/ Tender

Processing Fee.

In case of Deposit in Indian Rupees:

IFSC Code: UBIN 0551546

Account No: 515401010022015

Bank Name: Union Bank of India

Branch Name: Koramangala



12. Annexure VI: Form of Bank Guarantee for EMD

12.1. Form of Bank Guarantee for EMD

Form of Bank Guarantee for Earnest Money Deposit

In consideration of KIOCL Limited (hereinafter called "Company") having agreed to exempt.................

(hereinafter called the said "Bidder") from demand under the terms and conditions of the tender

documents vide No dated of Earnest Money Deposit for the due fulfilment by the said Bidder of the

terms of conditions contained in the tender document on production of Bank Guarantee of Rs

……………………………….. (Rupees …………..……………………. ………………………. only).

1. We, ....................................................... …… (hereinafter referred to as "the Bank") at the

request of Bidder do hereby guarantee the payment to the Company an amount not exceeding

Rs…………. (Rupees………………………………………………. only) and interest thereon at

15.5 percent per annum from the date of demand till payment against any loss or damage

caused to or suffered, would be caused to or suffered by the Company by reason of any breach

by the said Bidder of any of the terms and conditions contained in the said Tender Documents.

2. We, ……………………………… do hereby unconditionally and irrevocably undertake to pay to

the Company an amount to the extent of Rs…………… (Rupees

……………………………………………… only) and interest thereon at 15.5 percent per annum

from the date of demand till payment without any demur, merely on a demand from the Company

slating that the amount claimed is due by way of loss or damage caused to or suffered or would

be caused to or suffered by the Company by reason of breach by the said Bidder of any of the

terms and conditions contained in the said Tender Documents. Any such demand made on the

Bank shall be conclusive as regards the amount due and payable by the Bank under this

Guarantee. However. our liability under this Guarantee shall be restricted to an amount not

exceeding Rs…………………… (Rupees. …….……………………only) and interest thereon as

mentioned above from the date of demand till payment.

3. Our liability under this present Guarantee is absolute and unequivocal and we undertake to pay

the Company the amount so demanded notwithstanding the Bidder raising any dispute and/or

disputes or filing any suit or proceeding before any court or tribunal or other Authority. The

payments so made by us under this Guarantee shall be a valid discharge of our liability for

payment thereunder and the Bidder shall have no claim against us for making such payment.

4. We, . .................................................................. further agree that the Guarantee herein

contained shall remain in full force and effect during the period as required by the Company.

Unless a demand or claim under this Guarantee is made on us in writing on or

before……………………………, we shall be discharged from all liability under this Guarantee

thereafter.

5. This Guarantee shall not be revocable by us except with the written consent of the Company

and shall continue to be enforceable till …………………… Should it be necessary to extend this



Guarantee beyond the said date, we undertake to extend the validity of this Guarantee for such

further period as may be required by the Company and such extension shall be given one month

before the expiry of this Guarantee, failing which the amount covered under this Guarantee shall

become forthwith payable.

6. We, ...................................... ……….. further agree with tile Company that the Company shall

have the fullest liberty without our consent and without affecting in any manner our obligations

hereunder to vary any of the terms and conditions of the Tender Documents or to extend time

of finalising the bid from time to time and to forbear or enforce any of the terms and conditions

relating to the Tender Documents and we shall not be relieved from our liability by reason of any

such variation or extension being granted to the said Bidder or for any forbearance, act or

omission on the part of the Company or any indulgence by the Company to the said Bidder or

by any such matter or thing whatsoever which under the law relating to sureties would, but for

this provision, have effect of so relieving us.

7. This Guarantee shall not in any way be affected due to change in our constitution or by your

taking or varying or giving up any securities from the Bidder or any other person, firm or

Company on its behalf or by the change in the constitution, winding up, dissolution, insolvency

or death as the case may be of the Bidder.

8. In order to give full effect to the Guarantee herein contained, you shall be entitled to act as if we

are your principal debtors in respect of all your claims against the Bidder here by Guaranteed

by us as. aforesaid and we hereby expressly waive all our rights of suretyship and other rights,

if any, which are in any way inconsistent with the above or any other provisions of this

Guarantee.

9. We, ………………………………………………………………. also undertake not to revoke this

Guarantee during its currency except with the previous consent of the Company in writing.

Dated the. …………………………….. day of………………………… 20

For ……………………………………………………………………………

(indicate the name of Bank)

The following Points should be taken care of while submitting the Bank Guarantee:

1) The Bank Guarantee should be on non-judicial stamp paper having a value of Rs.200/-or

as applicable in the State of Karnataka.

2) The stamp paper should be purchased in the name of the Bank, who give the guarantee

and not in the name of the Supplier.

3) The Bank Guarantee should be strictly as per the proforma.

4) The Bank Guarantee should be from any of the Nationalized Bank, Scheduled Bank or any

other bank Acceptable to owner

5) If any correction is made on the guarantee the same should be endorsed by the Bank with

its official seal.



12.2. Form of Bank Guarantee for Security Deposit

In consideration of KIOCL Limited (hereinafter called Company) having agreed to

exempt........(hereinafter called the said Supplier (s) / Contractor(s)) from demand under the terms and

conditions of Purchase Order No...................... Dated............... made between .................... And

.................. for ............. (hereinafter referred to as „contract‟) of security deposit for the due fulfillment

by the said suppliers(s) / Contractor (s) of the terms and conditions contained in the said contract on

production of a Bank Guarantee for Rs......... (Rupees..........................only).

1. We, .............................. (hereinafter referred as "the Bank") at the request of Supplier, (s)

Contractor (s) do hereby guarantee the payment to the Company an amount not exceeding

Rs.............. (Rupees............only) and interest thereon at 15.5 percent per annum from the date

of demand till payment against any loss or damage caused to or suffered or would be caused

to or suffered by the Company by reason of any breach by the said Supplier(s)/ Contractor(s) of

any of the terms and conditions contained in the said Contract.

2. We .............. do hereby unconditionally and irrevocably undertake to pay to the Company an

amount to the extent of Rs. .................. (Rupees ............only) and interest thereon at 15.5

percent per annum from the date of demand till payment without any demur, merely on a

demand from the Company stating that the amount claimed is due by way of loss or damage

caused to or suffered or would be caused to or suffered by the Company by reason of breach

by the said Supplier(s) / Contractor(s) of any of the terms and conditions contained in the said

Contract or by reason of the Supplier(s)/ Contractor(s) failure to perform the said contract. Any

such demand made on the Bank shall be conclusive as regards the amount due and payable

by the Bank under this Guarantee. However, our liability under this Guarantee shall be restricted

to an amount not exceeding Rs......................

(Rupees.................................................................only) and interest thereon as mentioned

above from the date of demand till payment.

3. Our liability under these presents is absolute and unequivocal and we undertake to pay to the

Company the amount so demanded notwithstanding the Supplier(s)/Contractor(s) raising any

dispute and / or disputes or filing any suit or proceeding before any Court or tribunal or other

Authority. The payment so made by us under this Guarantee shall be a valid discharge of our

liability for payment there under and the Contractor(s) Supplier(s) shall have no claim against

us for making such payment.

4. We.............................further agree that the guarantee herein contained shall remain in full force

and effect during the period that would be taken for the performance of the contract and that it

shall continue to be enforceable till all the dues of the Company under or by virtue of the said

contract have been fully paid and its claims satisfied or discharged or till the Company certifies

that the terms and conditions of the said contract have been fully and properly carried out by the

said Supplier(s) / Contractor(s) and accordingly discharges this Guarantee. Unless a demand

or claim under this Guarantee is made on us in writing on or before..........................., we shall

be discharged from all liability under this Guarantee thereafter.

5. This Guarantee shall not be revocable by us except with the written consent of the Company

and shall continue to be enforceable till.........................should it be necessary to extend

Guarantee beyond the said date, we undertake to extend the validity of this Guarantee for such

further period as may be required by the Company, and such extension shall be given one month

before the expiry of this Guarantee filing which the amount covered under this Guarantee shall



become forthwith payable, notwithstanding that the Contract is continuing and /or the Company

has or has not terminated the Contract or preferred any claim against the Supplier (s)

Contractor(s).

6. We................................. further agree with the Company that the Company shall have the fullest

liberty without our consent and without affecting in any manner our obligations hereunder to vary

any of the terms and conditions of the Contract or to extend time or performance by the said

Supplier(s)/ Contractor(s) from time to time or to postpone for any time or from time to time in

exercise of any of the powers exercisable by the Company against the said Supplier(s)

Contractor(s) and to forbear or enforce any of the terms and conditions relating to the Contract

and we shall not be relieved from our liability by reason of any such variation or extension being

granted to the said Supplier(s)/Contractor(s) or for any forbearance, act or omission on the part

of the Company or any indulgence by the Company to the said Supplier(s)/Contractor(s) or by

any such matter or thing whatsoever which under the law relating to sureties, but for this

provision, have effect of so relieving us.

7. This Guarantee shall not in any way be affected due to change in our constitution or by your

taking or varying or giving up any securities from the CONTRACTOR(S)/ SUPPLIERS or any

other person, firm or Company on its behalf or by the change in the constitution, winding up

dissolution, insolvency or death as the case may be of the CONTRACTOR(S)/SUPPLIER(S).

8. In order to give full effect to the Guarantee herein contained you shall be entitled to act as if we

were your principal debtors in respect of all your claims against the CONTRACTOR(S)/

SUPPLIER(S) hereby Guaranteed by us as aforesaid and we hereby expressly waive all our

rights of suretyship and other rights if any which are in any way inconsistent with the above or

any other provisions of this Guarantee.

9. We............................. also undertake not to revoke this Guarantee during its currency except

with previous consent of the Company in writing.

Dated the ............................. day of ................................ 20

For..........................................................................................

(Indicate the name of Bank)

IMPORTANT NOTE

The following Points should be taken care of while submitting the Bank Guarantee:

1) The Bank Guarantee should be on non-judicial stamp paper having a value of Rs.200/-or

as applicable in the State of Karnataka.

2) The stamp paper should be purchased in the name of the Bank, who give the guarantee

and not in the name of the Supplier.

3) The Bank Guarantee should be strictly as per the proforma.

4) The Bank Guarantee should be from any of the Nationalized Bank, Scheduled Bank or any

other bank Acceptable to owner

5) If any correction is made on the guarantee the same should be endorsed by the Bank with

its official seal.