UPCL ERP Implementation RFP PDF

Request for Proposal (RFP)
For
Implementation of
Enterprise Resource Planning (ERP)
In Uttarakhand Power Corporation
Limited
Uttarakhand Power Corporation

Limited,
V.C.V Gabar Singh Urja Bhawan,
Kanwali Road, Dehradun,
Uttarakhand
RFP for Implementation of ERP System in UPCL
Disclaimer
This Request for Proposal (RFP) is for Implementation of Enterprise Resource Planning (ERP)
System in Uttarakhand Power Corporation Limited (referred in the document as UPCL) in the
State of Uttarakhand.
Whilst the information in this RFP has been prepared in good faith, it is not and does not
purport to be comprehensive or to have been independently verified. Neither UPCL nor its
employees, nor any of their advisers nor consultants accept any liability or responsibility for
the accuracy, reasonableness or completeness of the information contained in the RFP, or for
any errors, omissions or misstatements, negligence or otherwise, relating to the proposed
ERP Project, or makes any representation or warranty, express or implied, with respect to the
information contained in this RFP or on which this RFP is based or with respect to any written
or oral information made or to be made available to any of the recipients or their professional
advisers and, so far as permitted by law and except in the case of fraudulent misrepresentation
by the party concerned, and liability therefore is hereby expressly disclaimed.
The information contained in this RFP is selective and is subject to updating, expansion,
revision and amendment at the sole discretion of UPCL. It does not, and does not purport to,
contain all the information that a recipient may require for the purposes for making a decision
for participation in this process. Each Party must conduct its own analysis of the information
contained in this RFP, to correct any inaccuracies therein and is advised to carry out its own
investigation into the proposed ERP Project, the regulatory regime which applies thereto and
by and all matters pertinent to this project and to seek its own professional advice on the legal,
financial and regulatory consequences of entering into any agreement or arrangement relating
to this project. UPCL shall not be responsible for any direct or indirect loss or damage arising
out of or for use of any content of the RFP in any manner whatsoever.
This RFP includes certain statements, projections, targets and forecasts with respect to the
Project. Such statements, projections, targets and forecasts reflect various assumptions made
by the management, officers, employees, consultants, and experts of UPCL, which (the
assumptions and the base information on which they are made) may or may not prove to be
correct. No representation or warranty is given as to the reasonableness of forecasts or the
assumptions on which they may be based and nothing in this RFP is that should be relied on
as, a promise, representation or warranty.
UPCL shall be the sole and final authority with respect to qualifying a bidder through this RFP.
The decision of UPCL in selecting the System Integrator who qualifies through this RFP shall
be final and UPCL reserves the right to reject any or all the bids without assigning any reason
thereof. UPCL may terminate the RFP process at any time without assigning any reason and
upon such termination, UPCL shall not be responsible for any direct or indirect loss or damage
arising out of such a termination.
2 UPCL, Dehradun
Table of Contents
Acronyms and Abbreviations ...................................................................................... 9
About Request for Proposal (RFP) ........................................................................... 12
1. Instruction to Bidders ....................................................................................... 13
1.1 General ............................................................................................................... 13
1.2 Compliant Proposals / Completeness of Response ............................................. 13
1.3 Key Requirements of the Bid ............................................................................... 13
1.3.1 Right to Terminate the RFP Process ............................................................................ 13
1.3.2 RFP Document Fees ..................................................................................................... 14
1.3.3 Earnest Money Deposit (EMD) ..................................................................................... 14
1.3.4 Submission of Proposal ................................................................................................ 14
1.3.5 Authentication of Bids ................................................................................................... 15
1.4 Preparation & Submission of Proposal ................................................................ 15
1.4.1 Proposal Preparation Costs .......................................................................................... 15
1.4.2 Language ...................................................................................................................... 16
1.5 Evaluation Process ............................................................................................. 16
1.5.1 Bid Opening ................................................................................................................... 16
1.5.2 Bid Validity..................................................................................................................... 16
1.5.3 Bid Evaluation ............................................................................................................... 16
2. Schedule of RFP Bidding Process ................................................................... 18

3. Evaluation Criteria ........................................................................................... 19
3.1 Pre-Qualification Criteria ..................................................................................... 19
3.1.1 Pre-Qualification Criteria for System Integrator ............................................................ 19
3.1.2 Financial Bid Evaluation ................................................................................................ 23
4. About the Project ............................................................................................. 24

4.1 UPCL at a glance ................................................................................................ 24
4.2 Project Stakeholders ........................................................................................... 25
4.3 Objective of the Project ....................................................................................... 25
4.4 Expected Outcome of this Project ....................................................................... 26
5. Scope of Work ................................................................................................. 27
5.1 Supply of ERP Licenses ...................................................................................... 27
5.2 Implementation of ERP Application ..................................................................... 28
5.3 Supply of DC/DRC Hardware Infrastructure ........................................................ 29
5.4 Supply of Field Hardware Infrastructure .............................................................. 31
3 UPCL, Dehradun
5.5 Integration of ERP Application ............................................................................ 31

5.6 Testing ................................................................................................................ 32
5.7 Capacity Building & Change Management .......................................................... 32
5.8 Data Digitization .................................................................................................. 32
5.9 Go Live & Stabilization ........................................................................................ 32
5.10 Operation & Maintenance.................................................................................... 32
5.11 Documentation Requirements ............................................................................. 33
5.12 Functional Modules ............................................................................................. 33
6. Functional Requirement Specifications ............................................................ 34
6.1 Material Management System ............................................................................. 34
6.2 Purchase/Procurement Management System ..................................................... 41
6.3 Human Resource Management System .............................................................. 48
6.4 Finance & Accounts Management System .......................................................... 63
6.5 Payroll System .................................................................................................... 90
6.6 Document Handling............................................................................................. 92
7. Technical Requirement Specifications ............................................................. 94
7.1 Business Design ................................................................................................. 94
7.2 System Design .................................................................................................... 95
7.3 Technical Requirement for ERP Implementation ................................................. 96
7.4 Application related Technical Features................................................................ 99
7.5 Application & Other Standards .......................................................................... 100
7.6 Compliance with Industry Standards ................................................................. 100
7.7 Infrastructure Requirements at DC/DRC ........................................................... 101
7.8 Security Requirement & Features ..................................................................... 101
7.9 OEM Audit ........................................................................................................ 103
7.10 TPCEA Requirements ....................................................................................... 103
7.11 Configuration & Customization .......................................................................... 104
7.12 Testing and Hosting .......................................................................................... 104
7.13 Documentation of ERP Project .......................................................................... 104
8. Data Digitization ............................................................................................. 106
9. Testing & Quality Assurance.......................................................................... 109
9.1 Test Plan........................................................................................................... 109
9.2 Test scenarios................................................................................................... 109
4 UPCL, Dehradun
9.3 Test Execution .................................................................................................. 110

10. Capacity Building & Change Management Plan ............................................ 113
10.1 Capacity Building/Training................................................................................. 113
10.2 Training Types .................................................................................................. 113
10.2.1 Initial ERP Training/ ERP Product Overview Training ................................................ 114
10.2.2 Core Team Training .................................................................................................... 114
10.2.3 End User Training ....................................................................................................... 114
10.2.4 Technical Training ....................................................................................................... 114
10.2.5 No. of users for training ............................................................................................... 115
10.3 Change Management........................................................................................ 115
10.3.1 Change Management Plan ......................................................................................... 115
10.3.2 Responsibilities of Change Management Teams ....................................................... 116
10.3.3 Change Management Sessions .................................................................................. 116
10.3.4 Communication Strategy ............................................................................................. 116
10.3.5 Communication Strategy Delivery ............................................................................... 117
10.3.6 Assumptions & Dependencies .................................................................................... 117
11. Deployment of SI Manpower .......................................................................... 118

11.1 Implementation Phase ...................................................................................... 118
11.2 Operation & Maintenance Phase....................................................................... 119
11.3 Annual Technical Support ................................................................................. 120
12. Role & Responsibilities .................................................................................. 122
12.1 Role & Responsibilities of UPCL ....................................................................... 122
12.2 Role & Responsibilities of System Integrator ..................................................... 122
12.3 Role & Responsibilities of Consultant ................................................................ 123
13. Project Timelines, Delivery Schedule & Deliverables .................................... 125
13.1 ERP License Delivery Schedule ........................................................................ 125
13.2 Implementation & Stabilization Phase ............................................................... 126
13.3 Operation & Maintenance Phase....................................................................... 127
13.4 DC/DR & Field Hardware Delivery Schedule ..................................................... 127
14. Appointment of System Integrator (SI) ........................................................... 128
14.1 Award Criteria ................................................................................................... 128
14.2 Right to Accept/Reject Any Proposal or All Proposal(s) ..................................... 128
14.3 Notification of Awards ....................................................................................... 128
14.4 Contract Finalization & Award ........................................................................... 128
5 UPCL, Dehradun
14.5 Performance Bank Guarantee ........................................................................... 128

14.6 Signing of Contract............................................................................................ 129
14.7 Failure to Agree with Terms & Conditions of the RFP ....................................... 129
15. General Conditions of Contract ...................................................................... 130
15.1 Definitions ......................................................................................................... 130
15.2 Contract Documents ......................................................................................... 131
15.3 Corrupt Practices .............................................................................................. 131
15.4 Interpretation ..................................................................................................... 132
15.5 Language .......................................................................................................... 133
15.6 Consortium ....................................................................................................... 134
15.7 Notices .............................................................................................................. 134
15.8 Governing Law .................................................................................................. 134
15.9 Settlement of Disputes ...................................................................................... 135
15.10 Scope of Work .................................................................................................. 135
15.11 Delivery ............................................................................................................. 135
15.12 Supplier’s Responsibilities................................................................................. 136
15.13 Purchase’s Responsibilities............................................................................... 136
15.14 Contract Price ................................................................................................... 136
15.15 Terms of Payment ............................................................................................. 136
15.16 Taxes & Duties.................................................................................................. 137
15.17 Performance Security........................................................................................ 137
15.18 Intellectual Property .......................................................................................... 137
15.19 Confidential Information .................................................................................... 138
15.20 Sub-contracting ................................................................................................. 139
15.21 Specifications & Standards ............................................................................... 140
15.22 Packing & Documents ....................................................................................... 141
15.23 Insurance .......................................................................................................... 141
15.24 Transportation ................................................................................................... 141
15.25 Inspections & Tests ........................................................................................... 141
15.26 Liquidated Damages & Penalty ......................................................................... 142
15.27 Warrantee ......................................................................................................... 143
15.28 Liability/Indemnity ............................................................................................. 143
15.29 Limitation of Liability .......................................................................................... 145
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15.30 Change in Laws & Regulations ......................................................................... 145

15.31 Force Majeure ................................................................................................... 145
15.32 Change Orders and Contract Amendments ...................................................... 146
15.33 Extension of Time ............................................................................................. 146
15.34 Termination ....................................................................................................... 147
15.35 Assignment ....................................................................................................... 148
15.36 Disclaimer ......................................................................................................... 149
15.37 Public Disclosure .............................................................................................. 149
15.38 SLA Audit .......................................................................................................... 149
15.39 Adherence to Safety Procedures, Rules, Regulations, & Restrictions ............... 149
15.40 Non-solicitation of Staff ..................................................................................... 150
15.41 Survival ............................................................................................................. 150
16. Schedules ...................................................................................................... 151
Schedule – I – Change Control Schedule ...................................................................... 151
Schedule – II – Exit Management Schedule .................................................................. 153
Schedule – III – Payment Schedule ............................................................................... 157
Schedule IV – Service Level Agreement........................................................................ 161
Annexures .............................................................................................................. 170
Annexure 1: List of UPCL offices ................................................................................... 170
Annexure 2: Indicative Integration scope with existing applications ............................... 171
Annexure 3: Existing components of Data Centre (Can be used by bidders) ................. 172
Tape Library ................................................................................................................................ 172
DC Storage.................................................................................................................................. 172
DR Storage.................................................................................................................................. 175
Tivoli Storage Manager ............................................................................................................... 175
SAN Switch ................................................................................................................................. 176
Antivirus ....................................................................................................................................... 176
Annexure 4: Bill of Material for Hardware Infrastructure ................................................. 177
Annexure 5: Technical Specifications of Hardware Infrastructure .................................. 180
Next Generation Firewall ............................................................................................................. 180
Application Load Balancer .......................................................................................................... 185
Desktop ....................................................................................................................................... 185
UPS ............................................................................................................................................. 189
Computer Table .......................................................................................................................... 189
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Chair ............................................................................................................................................ 190

Multifunction Printer .................................................................................................................... 192
L3 Switch ..................................................................................................................................... 193
Annexure 6: Minimum technical features for proposed DC/DRC hardware .................... 195
For x 86 servers .......................................................................................................................... 195
For RISC servers ........................................................................................................................ 198
For Hyper-converged infrastructure ............................................................................................ 200
Annexure 7: Technical Bid Template ............................................................................. 201
Form 1: Undertaking on Total Responsibility .............................................................................. 202
Form 2: Letter of Proposal .......................................................................................................... 203
Form 3: Declaration that the bidder has not been blacklisted ..................................................... 205
Form 4: Compliance Sheet for Functional requirement specifications ....................................... 206
Form 5: Compliance to Technical requirement specifications .................................................... 207
Form 6: Project Citation Format .................................................................................................. 208
Form 7: Proposed Solution ......................................................................................................... 209
Form 8: Proposed Work Plan ...................................................................................................... 210
Form 9: Team Composition for Implementation & O&M period in separate tables .................... 211
Form 10: CV of Key Professionals .............................................................................................. 212
Form 11: Deployment Plan of Personnel .................................................................................... 214
Form 12: Manufactures Authorization Form ............................................................................... 215
Form 13: Declaration on Source Code and Intellectual Property Rights .................................... 217
Form 14: Undertaking on Compliance & Sizing of Infrastructure ................................................ 218
Form 15: Bid Validity on stamp paper of Rs. 100/- ..................................................................... 219
Form 16: Correctness of bid on stamp paper of Rs. 10/- ............................................................ 220
Form 17: Pre-qualification compliance of System Integrator ...................................................... 221
Annexure 8: Format of Power of Attorney on stamp paper of Rs. 100/- ......................... 223
Annexure 9: Financial Bid Template .............................................................................. 224
Annexure 10: Template for Earnest Money Deposit Bank Guarantee ............................ 228
Annexure 11: Template for Performance Bank Guarantee (PBG).................................. 230
Annexure 12: Template for Change Control Notice (CCN)............................................. 232
Annexure 13: Pre-integrity Pact ..................................................................................... 234
Annexure 14: Deviation Sheet ....................................................................................... 243
Annexure 15: Compliance Matrix ................................................................................... 244
8 UPCL, Dehradun
Acronyms and Abbreviations

Acronym Description
ABT Availability-based tariff
AMC Annual Maintenance Cost
API Application Program Interface
CCN Change Control Notice
CEA Central Electricity Authority
CENVAT Central Value Added Tax
CERC Central Electricity Regulatory Commission
CMM Capability Maturity Mode
CoS Class of Service
CWIP Capital Works In Progress
DC Data Center
DGM Deputy General Manager
DHCP Dynamic Host Configuration Protocol
DNS Domain Name System
DPR Detailed Project Report
DR Disaster Recovery
DSM Deviation Settlement Mechanism
DXF Drawing Exchange Format
EMD Earnest Money Deposit
ERP Enterprise Resource Planning
ESI Employee State Insurance
ESS Employee Self Service
F&A Finance and Accounting
FAQ Frequently Asked Questions
FE Financial Evaluation
FIFO First in First out
FY Financial Year
GIF Graphics Interchange Format
GIS Geographic Information System
GoI Government of India
GoU Government of Uttarakhand
GR Guaranteed Remittance
HRMS Human Resource Management System
HTTP Hypertext Transfer Protocol
IDS Intrusion Detection System
IPR Intellectual Property Rights
ISO International Organization for Standardization
ISP Internet Service Provider
ITCC Income Tax Clearance Certificate
JDBC Java Database Connectivity
9 UPCL, Dehradun
Acronym Description
LAN Local Area Network
LD Liquidated Damages
LOI Letter of Intent
MICR Magnetic Ink Character Recognition
MIS Management Information System
MM Material Management
MPLS Multiprotocol Label Switching
MRV Material Receipt Voucher
MSA Master Service Agreement
NDC No Dues Certificate
NIT Notice Inviting Tender
NOC No Objection Certificate
OCR Optical Character Recognition
ODBC Open Database Connectivity
OEM Original Equipment Manufacturer
PAF Plant Availability Factor
PAN Permanent Account Number
PAR Performance Appraisal Report
PBG Performance Bank Guarantee
PFC Power Finance Company
PGCIL Power Grid Corporation India Ltd.
PKCS Public Key Cryptography Standards
PMT Project Management Team
PO Purchase Order
PTCUL Power Transmission Corporation of Uttarakhand Limited
RDBMS Relational Database Management System
RFP Request for Proposal
RLDC Regional Load Dispatch Center
RTF Rich Text Format
RTI Right to Information
SDC State Data Centre
SERC State Electricity Regulatory Commission
SI System Implementer/Integrator
SLA Service Level Agreement
SLDC State Load Dispatch Center
SME Subject Matter Expert
SOA Service Oriented Architecture
SOAP Simple Object Access Protocol
STN Store Transfer Note
STQC Standardisation Testing and Quality Certification
TDMA Time Division Multiple Access
10 UPCL, Dehradun
Acronym Description
TIF Tag Image File Format
ToR Terms of Reference
UAT User Acceptance Test
UPCL Uttarakhand Power Corporation Limited
UTR Unique Transaction Reference Number
VAT Value Added Tax
VRS Voluntary Retirement Scheme
VSAT Very Small Aperture Terminal
WAN Wide Area Network
TPCEA Third party concurrent evaluation agency
11 UPCL, Dehradun
About Request for Proposal (RFP)

This document constitutes the Request for Proposal (RFP) for Implementation of Enterprise
Resource Planning (ERP) system in Uttarakhand Power Corporation Ltd. (referred in the
document as UPCL). This RFP has been prepared to invite bidders to submit their proposals
to implement and maintain the ERP System for UPCL. Information used for the preparation of
this RFP have been made available from relevant and published sources of UPCL.
Nonetheless, bidders are required to make informed evaluation and decision based on their
judgment.
This RFP document contains the entire information that constitutes the requirement as
proposed by UPCL in order for qualified bidders to submit their proposals. Any queries or
clarifications must be submitted in the prescribed format.
This RFP comprises the following sections/chapters:

Chapter No. Name of Chapter
Chapter 1 Instruction to Bidders
Chapter 2 Schedule of RFP Bidding Process
Chapter 3 Evaluation Criteria
Chapter 4 About the Project
Chapter 5 Scope of Work
Chapter 6 Functional Requirement Specifications
Chapter 7 Technical Requirement Specifications
Chapter 8 Data Digitization
Chapter 9 Testing & Quality Assurance
Chapter 10 Capacity Building & Change Management
Chapter 11 Deployment of SI Manpower
Chapter 12 Roles & Responsibilities
Chapter 13 Project Timelines, Delivery Schedule & Deliverables
Chapter 14 Appointment of System Integrator
Chapter 15 General Conditions of Contract
Chapter 16 Schedules
Annexures
12 UPCL, Dehradun
1. Instruction to Bidders
1.1 General
1. While every effort has been made to provide comprehensive and accurate background
information, requirements, and specifications, bidders must form their own conclusions
about the solution needed to meet the requirements.
2. All information supplied by bidders may be treated as contractually binding on the
bidders, on successful award of the assignment by UPCL on the basis of this RFP.
3. No commitment of any kind, contractual or otherwise shall exist unless and until a
formal written contract has been executed by or on behalf of UPCL. Any notification of
preferred bidder status by UPCL shall not give rise to any enforceable rights by the
bidder. UPCL may cancel this public procurement at any time prior to a formal written
communication being executed by or on behalf of UPCL.
4. This RFP supersedes and replaces any previous public documentation &
communications and bidders should place no reliance on such communications.
1.2 Compliant Proposals / Completeness of Response
1. Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP document carefully. Submission of the bid shall be done after
careful study and examination of the RFP document with full understanding of its
implications.
2. Failure to comply with the requirements of this paragraph may render the proposal
non-compliant and the proposal may be rejected. Bidders must:
a) Include all documentation specified in this RFP
b) Follow the format of this RFP and respond to each element in the order as set
out in this RFP
c) Comply with all requirements as set out within this RFP
1.3 Key Requirements of the Bid
1.3.1 Right to Terminate the RFP Process

1. UPCL may terminate the RFP process at any time and without assigning any reason.
UPCL makes no commitments, express or implied, that this process will result in a
business transaction with anyone.
2. This RFP does not constitute an offer by UPCL. The bidder's participation in this
process may result UPCL selecting the bidder to engage towards execution of the
contract.
13 UPCL, Dehradun
1.3.2 RFP Document Fees

1. The bidders may download the RFP document from the tender portal
www.uktenders.gov.in. The bidders shall submit, along with their bids, RFP document
fees of INR 25,000 along with GST @18% making it a total amount of INR 29,500 (INR
twenty-nine thousand five hundred only) in the form of a demand draft in favour of
“Executive Engineer (IPDS), UPCL, Dehradun”, payable at Dehradun. The demand
draft of RFP document fees should be submitted along with Proposal. Proposals
received without or with inadequate RFP document fees shall be rejected.
1.3.3 Earnest Money Deposit (EMD)

1. Bidders shall submit EMD of INR 51,00,000 (INR Fifty-One Lacs only) along with their
bids in the form of a bank guarantee (in the format specified in Annexure - 10) issued
by any nationalised/scheduled bank in favour of “Executive Engineer (IPDS), UPCL,
Dehradun” and should be valid for a minimum period of six (6) months from the date
of the submission of the bids by bidders.
2. EMD of all unsuccessful bidders will be returned by UPCL within 45 days after award
of contract to successful bidder. The EMD for the amount mentioned above, of
successful bidder would be returned upon submission of performance bank guarantee
as per the format provided in Annexure - 11.
3. The EMD amount is interest free and will be refundable to the unsuccessful bidders
without any accrued interest on it.
4. The bid / proposal submitted without EMD, mentioned above, will be summarily
rejected.
5. The EMD may be forfeited:
d) If a bidder withdraws its bid during the period of bid validity.
e) In case of a successful bidder, if the bidder fails to sign the contract in accordance
with this RFP.
1.3.4 Submission of Proposal

1. Only online submission of bid is permitted hence, the bids shall have to be submitted
online on www.uktenders.gov.in.
2. Digital signature certificate is mandatory to participate in the e-tendering. Bidders
already possessing the digital signature issued from authorized certifying agency can
use the same in this bid.
3. The technical qualification part of the bids will be opened online at the date and time
given in the “Chapter 2 - Schedule of RFP Bidding Process” and in the presence of
authorized representative(s) of the bidders who choose to remain present, in the office
of Superintending Engineer (R-APDRP Part A), V.C.V Gabar Singh Urja Bhawan,
Kanwali Road, Dehradun-248001. If the office happens to be closed on the date of
opening of the bids as specified, the bids will be opened on the next working day at
the same time and venue.
14 UPCL, Dehradun
4. After opening of the bid (Part-1), evaluation shall be done and the bidder shall be
evaluated for qualification. The list of the technically qualified bidders shall be
displayed on the portal www.uktenders.gov.in.
5. Financial bid (Part-II) of technically qualified bidders shall be opened subsequently for
which date & time for opening shall be intimated separately and the details shall also
be available on www.uktenders.gov.in.
6. The bidders are required to submit following original documents in the office of
Superintending Engineer (R-APDRP Part A), V.C.V Gabar Singh Urja Bhawan,
Kanwali Road, Dehradun-248001 on or before the last date and time of submission of
bids
a) Demand draft of any nationalized/scheduled bank towards the cost of bid
document as specified above in Section 1.4.2
b) Earnest Money Deposit as specified above in Section 1.4.3
c) Agreement of validity on non-judicial stamp paper of Rs.100/- plus revenue
stamp of Rs.1/- as per Annexure - 7 Form - 15
d) An affidavit on a non-judicial Stamp paper of Rs 10/- only, by the bidder regarding
correctness of information/documents furnished with bid document as per
Annexure - 7 Form - 16
e) Power of Attorney in the name of authorized signatory on Rs. 100/- Stamp paper
individually for both SI & OEM as per Annexure - 8
7. Hard copy of the complete bid document is required for reference purpose only. In
case of variation between hard copy and documents downloaded from the portal, the
latter shall prevail.
8. Above mentioned original documents are required to be submitted on or before the
last date and time of submission of bids. In case these documents are received after
the due date and the specified time (including the extended period if any) for any
reason whatsoever, bid shall not be entertained and bid will be rejected.
1.3.5 Authentication of Bids

1. The proposal should be accompanied by a power-of-attorney in the name of the
signatory of the proposal as per Annexure - 8.
1.4 Preparation & Submission of Proposal
1.4.1 Proposal Preparation Costs

1. The bidder shall be responsible for all costs incurred in connection with participation in
the RFP process, including, but not limited to, costs incurred in conduct of informative
and other diligence activities, participation in meetings/discussions/presentations,
preparation of proposal, in providing any additional information required by UPCL to
facilitate the evaluation process, and in negotiating a definitive contract or all such
activities related to the bid process.
15 UPCL, Dehradun
2. UPCL in no case will be responsible or liable for those costs, regardless of the conduct
or outcome of the bidding process.
1.4.2 Language
1. The proposal should be filled by the bidder in English language only. If any supporting
documents submitted are in any language other than English, translation of the same
in English language is to be duly attested by the bidders. For purposes of interpretation
of the proposal, the English translation shall govern.
1.5 Evaluation Process
1. UPCL will constitute a proposal evaluation committee to evaluate the responses of the
bidders.
2. The proposal evaluation committee constituted by UPCL shall evaluate the responses
to the RFP and all supporting documents / documentary evidence. Inability to submit
requisite supporting documents / documentary evidence, may lead to rejection.
3. The decision of the proposal evaluation committee in the evaluation of responses to
the RFP shall be final. No correspondence will be entertained outside the process of
negotiation/ discussion with the committee.
4. The proposal evaluation committee may ask for meetings with the bidders to seek
clarifications on their proposals.
5. The proposal evaluation committee reserves the right to reject any or all proposals
based on any deviations.
6. Each of the responses shall be evaluated as per the criterions and requirements
specified in this RFP.
1.5.1 Bid Opening

1. The proposal will be submitted up to 5:00 PM till 20th Feb 2019 and will be opened on
21st Feb 2019 at 4:00 PM by UPCL, in the presence of those bidders or their
representatives who may be present at the time of opening of bids.
1.5.2 Bid Validity

1. The offer submitted by the bidders should be valid for minimum period of 180 days
from the date of submission of the bids by bidders.
1.5.3 Bid Evaluation

1. Initial bid scrutiny will be held and incomplete details as given below will be treated as
non-responsive, if proposals:
a) Are not submitted as specified in the RFP document
b) Original documents as specified in Point no. 6 of Section 1.4.4 are not submitted
in the office of Superintending Engineer (R-APDRP Part A), V.C.V Gabar Singh
Urja Bhawan, Kanwali Road, Dehradun-248001 on due date
16 UPCL, Dehradun
c) Are found with suppression of details

d) With incomplete information, subjective, conditional offers and partial offers
submitted
e) Submitted without the documents requested in the checklist
f) With lesser validity period.
17 UPCL, Dehradun
2. Schedule of RFP Bidding Process

S. No Information Details
1. Tender Identification No. 02/RAPDRP-A/2018-19/DDN/UPCL
2. Bid validity period Minimum 180 days from the last date
(deadline) for submission of proposals
3. Last date & time of online request for 20th Feb 2019 up to 5:00 PM
tender and submission of tender in Portal: www.uktenders.gov.in
online and offline mode
4. Date of opening of bid Part – I in 21st Feb 2019 up to 4:00 PM
online and offline mode
5. Place, Time and Date of opening of To be intimated
Financial proposals received in
response to the RFP notice
6. Contact person for queries ER. M.S Rana
(Superintending Engineer RAPDRP Part-
A), V.C.V Gabar Singh Urja Bhawan,
Kanwali Road, Dehradun-248001
Email: ipds_it@upcl.org
Website: www.upcl.org
18 UPCL, Dehradun
3. Evaluation Criteria
1. The overall objective of this evaluation process is to select the capable and qualified
firm in the business domain of development and customization of standard ERP
system, departmental ERP solutions as per the module requirement, related hardware
and other infrastructure providing associated capacity building, training and
handholding support as well as associated managed services and who will provide a
comprehensive solution towards supply, installation, integration, development,
commissioning, deployment, operation & management of ERP application.
2. First, the pre-qualification proposal will be evaluated and only those bidders who
qualify the requirements will be eligible for next step of evaluation of financial proposal.
Financial proposal of bidders who do not meet the pre-qualification criteria will not be
evaluated further.
3. The bidder can be an individual organization or a consortium of maximum two (2)
organizations meeting the pre-qualification requirement. It should be defined in the
consortium agreement, the name of lead bidder and roles and responsibility of each
consortium members; however, primary responsibility of ERP project delivery will be
of lead bidder. Moreover, ERP application bidder shall only be the lead bidder.
3.1 Pre-Qualification Criteria
3.1.1 Pre-Qualification Criteria for System Integrator

Sl. Pre-Qualifying Criteria for SI
No
The Bidder (referred as SI-Lead) and the 2nd consortium member (in case of a consortium;
referred as SI-2nd) should meet the QR as mentioned below:
1. Minimum Average Annual Turnover (MAAT) for best three years out of last five
financial years of the bidder should not be less than Rs 8 Crores i.e. 30% of the
estimated cost of the project.
In case of a consortium, the consortium as a whole (SI-Lead and SI-2nd combined)

should meet this requirement of turnover, with SI-Lead meeting minimum 7.2 Crore
i.e.90% out of this.
(Proof: Necessary Purchase order/LOI/Contract/Certification on client

letterhead/Performance certificate as proof of services provided for the 3 financial
years needs to be submitted)
2. Net Worth for the each of the last three Financial Years should be positive. In case
of a consortium, both the SI-Lead and SI-2nd should have positive net worth in each
of the last three audited financial years.
19 UPCL, Dehradun
‘Net-worth’ will consist of ‘paid up equity capital, free reserves, balance in share
premium account and capital reserves representing surplus arising out of sale
proceeds of assets but not reserves created by revaluation of assets’ adjusted for
‘accumulated loss balance, book value of intangible assets and Deferred Revenue
Expenditure, if any’.
(Proof: Annual Audited Financial Statements)
3. The SI should have at least CMM/CMMI level 4 or above certification. In case of a

consortium, this requirement needs to be met by the SI-Lead.
(Proof: Copy of certification from authorized certification body)
4. The bidder must have a minimum of 100 full time resources. Additionally, bidder must
have at least five OEM certified resources of each proposed module of the proposed
ERP product.
In case of a consortium, the requirement may be met jointly by SI-Lead and the SI-
2nd.
(Proof: Self certification need to be submitted)
5. The Bidder should have been in the IT / Software services for the last 3 years. Further,
the bidder should have successfully implemented at least two ERP Projects of the
offered ERP product in India in last 5 years, which is operational on the date of
submission of bid.
(In case of a consortium, this requirement needs to be met by the SI-Lead.)
The Bidder must have implemented and completed at least one ERP project costing
not less than the amount equal to 20 Crore i.e. 80% of the estimated cost or two ERP
projects each costing not less than the amount equal to 12.5 Crore i.e. 50% of the
estimated cost.
Further, out of above two projects-
 At least one number of the offered ERP product must have been implemented in
PSU or Govt. Organization in India.
 At least one number of the offered ERP product shall have more than 100 users
base
 At least 4 modules out of following functions / modules of the offered ERP Product
must have been implemented (in single project or jointly in above two referred
projects) –
a) Finance
b) Accounting & Controlling
c) Purchasing/Contract and
d) Inventory Management
e) Payroll &
f) Human Resource Management
g) Business Intelligence Reporting

letterhead/Completion certificate/certification for project being operational as on date
of Bid as proof of services provided)
20 UPCL, Dehradun
6. Bidder should be authorized system integrator/implementation partner of the offered

ERP product for sale, support and services of the offered ERP Product.
(Proof: Letter from OEM of ERP product)
21 UPCL, Dehradun
22 UPCL, Dehradun
3.1.2 Financial Bid Evaluation

1. Successful bidder will be decided based upon lowest quote (L1).
2. The financial bids of pre-qualified bidders will be opened on the prescribed date.
3. The prices quoted by the bidder should be firm for all the deliverables and services
specified in this bid document.
4. Any conditional bid would be rejected.
5. The price quoted by bidders shall be in INR. Bidders shall quote base price and GST
separately as per BoQ. If the bidders have quoted the GST price against any item as
per BoQ, which is not correct and not matching the actual GST price, their offer shall
be loaded by the actual rate as per applicable GST norms to tendered item/items and
the same will be used to calculate L1 cost.
6. L1 bidder shall be calculated as per below formulae:
Total bid value = Total amount with taxes of BoQ1 + Total amount with
taxes of BoQ2
23 UPCL, Dehradun
4. About the Project

UPCL intends to create an information infrastructure, which can empower the organization to
meet the present and future challenges, with a view, UPCL proposes to implement an
Enterprise Resource Planning (ERP) system and add-on/complimentary solutions to improve
their organizational efficiency and effectiveness.
4.1 UPCL at a glance

UPCL, a Government of Uttarakhand undertaking, was incorporated under the Companies
Act, 1956 on 12-02-2001. UPCL was initially entrusted with the work of transmission and
distribution of electricity in the State of Uttarakhand. As per the requirement of Electricity Act,
2003, the transmission business was transferred to a newly formed State owned company
named as “Power Transmission Corporation of Uttarakhand Limited” from 01-06-2004. UPCL
is a sole licensee for distribution and retail supply of electricity in the State. In the 6th annual
rating of the Government Discoms by the Ministry of Power through independent agencies
(CARE & ICRA), Uttarakhand was ranked 2nd among all states and UPCL was ranked
4th among all the Govt. owned Discoms in the Country. The turnover of the Company is Rs.
5909.68 Cr. and is supplying electricity to the 2.23 Million consumers across the State with
peak demand of 2050 MW.
The salient points of UPCL are summarized in below table.
Sr. No. Particulars As of Now
1. Electricity Consumers (Lakhs) 22.25
2. Contracted Load (MW) 6302
3. Turnover (Rs Cr.) 5653.31
4. No. of 33/11 KV Sub-station 340
5. Capacity of 33/11 KV Sub-station (MVA) 4253
6. 33 KV Line (Km.) 5059
7. 11 KV Line (Km.) 42984
8. LT Line (Km.) 63254
9. No. of 11/ 0.4 KV DTRs 69074
10. Capacity of 11/0.4 KV DTRs (MVA) 4127
11. PTW Connections 34356
24 UPCL, Dehradun
4.2 Project Stakeholders

The Key stakeholders, which are significantly influencing the activities of UPCL, are identified.
The major stakeholders of UPCL are:
 Ministry of Power, Government of India

 Power Finance Corporation, Government of India
 Central Electricity Authority (CEA), Government of India
 Central Electricity Regulatory Commission (CERC)
 National Load Dispatch Centre (NLDC)
 Government of Uttarakhand (GoU)
 Uttarakhand Electricity Regulatory Commission (UERC)
 Power Transmission Corporation of Uttarakhand Ltd. (PTCUL)
 State Load Dispatch Centre (SLDC)
 National Informatics Centre (NIC), Uttarakhand
4.3 Objective of the Project

The objective of this project is to provide interface for the exchange of the Data between the
various functions/work flows through ERP solution so that the data, flows without any human
intervention and without any delay. In addition, it is required that a common portal be
developed to present an integrated view of all the business functions of UPCL thereby making
the information available for all the stakeholders of UPCL.
The main objectives of UPCL are shown in below figure:
Improved Financial Management
Efficient Assest Management
Improved Human Resource Productivity
Improved Inventory Management
Standardised Business Processes & Best Practices
Apart from the broad objectives mentioned in the above diagram, some other objectives drawn
out of this assignment are listed below:
 Automate UPCL processes by implementation of ERP
 Reduce cycle times for core business processes
 Streamline Reporting and Monitoring across all departments of UPCL
25 UPCL, Dehradun
 Make centralized connectivity across all departments & Plants of UPCL
4.4 Expected Outcome of this Project
The primary outcomes of this initiative/project are:
 MIS & Dashboard for Top Management for better decision making.
 Improved decision-making due to seamless flow of information across business
functions.
 Reduction in the overall cycle time for a project implementation and execution by
Integrated ERP enabled procurement plan. This will save cost in long run as well as
help in capitalizing the same faster.
 The availability of the equipment history will help reduce the effort of the employees in
wasting time and resource in compiling the same.
 Improved internal processes for all departments within organization.
 Data Security & Integrity maintained at centralized place.
 Visibility of the inventory and spare parts availability in all stores including the sub
stores at all plants/offices will be a major achievement from ERP. This will not only
help optimizing the resources but also provide options to do several what if analysis
with different scenarios for inventory management.
 Improved enterprise resources productivity due to cross-functional integration and
business process optimization. It would significantly improve the productivity ratio of
UPCL such as manpower productivity, assets utilization etc.
 Enhanced organizational capabilities to improve credit rating and market visibility due
to adoption of best business processes and business practices.
26 UPCL, Dehradun
5. Scope of Work
An ERP system is envisaged to be a user friendly, comprehensive, integrated information
system designed to manage the overall functioning of UPCL business. The ERP will be a
single unified business information system for UPCL’s resource management and the solution
should be a completely integrated available of-the-shelf ERP product. The system should have
the required depth, breadth and flexibility to provide on-line information access to all the
designated users who will operate the respective business processes. The main ERP system
and database will be residing in UPCL’s data centre at Dehradun. This RFP envisages the
following components of work to be executed by a competent System Integrator (SI) in order
to fulfil the objectives of the proposed ERP system. The major scope of work includes but not
limited to:
5.1 Supply of ERP Licenses

1. UPCL will require ERP application user licenses, employee self-service & manager
self-service user licenses, payroll licenses and business dashboard licenses.
2. All the licenses shall be available for use in the data centre at all times. Parallel
deployment of these licenses at Disaster Recovery Centre (DRC) and shall entail no
additional licensing implication to UPCL. There shall not be any separate license
requirement for DC/DRC. One ERP user license shall be used for both DC & DRC
3. The licenses shall be supplied along with required latest RDBMS and any other
software supplied as a part of ERP system. The RDBMS shall be for both DC & DRC
and shall be in accordance with the proposed hardware infrastructure for DC & DRC.
4. The ESS licenses shall be full function licenses covering all aspects not limited to the
approvals related to tour, tour claims, submission of all other personal claims,
advances etc.
5. The ERP system should provide reports regarding number of named users and other
users configured in the system at a given point of time. The system should not allow
simultaneous use of the same user license in/from two different sessions. If one ERP
user is logged in from one computer, then, at the same time, system shall not allow to
login the same user from different computer. If this happens, first login on other system
shall automatically be logged off.
6. System Integrator shall take OEM compliance for use of ERP licenses in comparison
to no. of licenses taken within 3 months after Go Live of ERP application.
7. The prices quoted for different licenses by bidder shall remain valid for entire contract
period. UPCL may purchase additional licenses for ERP application users, employee
self-service users, manager self-service users, payroll and business dashboard at the
same rates during the aforesaid period.
8. System integrator shall provide OEM compliance on the validity of offered OEM
product for at least 10 years from the bid submission date.
27 UPCL, Dehradun
9. The licenses taken for ERP application users, ESS & MSS users, Payroll users etc.
shall get spare if the UPCL employee using these licenses gets
retired/resign/deputation/transfer to non-ERP position and the same licenses can be
used for any other employee.
10. UPCL, at its discretion, shall distribute the above mentioned user licenses within the
organization. There shall not be any restriction in use of functions/modules in each
named user license. UPCL shall have right to conveniently distribute these full use
ERP licenses across the functions at the corporate office or other site offices as per its
need.
11. ERP Licenses of various types shall be supplied as per below table. Any additional
license required (if any) for integration of proposed ERP application with third party
system shall be in scope of SI. However, bidders have to quote for ERP license
requirement as per bill of material.
Sr. No. Items No. of
Users
1 ERP application licenses for all modules in scope of work 500
including development, transaction, super user, employee
self-service & manager self-service users
2 Employee self-service (including manager self-service) users 500
– excluding at sr. no. 1
3 Payroll users for UPCL employees 2841
4 Payroll users for retired employees (pensioners) 1159
5 Business Dashboard for top management 5
6 Business Dashboard for UPCL officials (Concurrent users) 15
7 RDBMS License DC &
DRC
Note: Business dashboard licenses as mentioned in Sr. No. 5 in above table are
required for top management, however it is up to the bidders to decide on
requirement of additional server/database to meet this requirement as UPCL will
check the performance of proposed solution infrastructure as per performance and
SLA criteria mentioned in RFP document.
5.2 Implementation of ERP Application

1. Supply, installation, configuration, customization & integration of all ERP application
modules together with relevant database, licenses and other required software in
conformance to the industry standards.
2. Commissioning of ERP Application at UPCL’s Data Centre at Dehradun & DR at
Haldwani.
3. Development of forms, reports, interfaces, custom components and enhancements to
meet business requirements of UPCL.
28 UPCL, Dehradun
4. The SI should propose all required functions from a single ERP suite to meet UPCL
requirements. In case of any specific function not available in the proposed standard
ERP, bidder may propose additional modules or third party add-on tools, but the same
shall be tightly coupled with proposed ERP suite.
5. The configuration of ERP application at DC/DRC shall be in scope of system integrator,
however, existing FMS vendor will provide coordination support.
6. SI shall takeout and review the report having no. of ERP licenses configured for ERP
application from the ERP system and shall inform UPCL in writing if no. of configured
users is more than the no. of licenses taken. If SI fails to bring the same in UPCL’s
knowledge and there are OEM compliance issues during that period, the same shall
be responsibility of SI.
5.3 Supply of DC/DRC Hardware Infrastructure

1. Supply, installation, commissioning & maintenance of requisite Data Centre & DRC
hardware components to host the proposed ERP application.
2. Commissioning of required hardware, software, etc. at UPCL’s existing Data Centre at
Dehradun and Disaster Recovery Centre at Haldwani.
3. Providing UPCL the exact technical specifications of Hardware Infrastructure required
at Data Centre & DRC in terms of servers, storage, operating system, database etc.
and it’s sizing along with security requirements for effective performance of the ERP
solution in their technical bid.
4. The proposed DC & DR hardware shall be sized considering the transactional growth
of 6-7% per year at UPCL, minimum for next 5 years and shall meet the performance
criteria defined in service level agreements. It is not mandatory for bidders to get ERP
OEM certified hardware. It purely depends upon bidders to take hardware
infrastructure required to host the proposed ERP solution and shall meet the basic
minimum specifications provided in RFP. Proposed hardware shall also be required to
meet the performance criteria given in RFP.
5. Unpriced bill of material (line item wise) shall be provided as part of technical proposal.
6. Provisioning of servers & associated hardware/software of suitable configuration
required for development, testing and training up to Go Live period shall be in scope
of bidder. UPCL will provide space at its data centre to place this temporary
infrastructure till go live period.
7. The requisite hardware and software shall be provided as per the supply schedule
provided in Chapter - 13.
8. The proposed DC/DRC hardware infrastructure shall be provided for all training &
development, quality and production environments.
9. Duly tagged product catalogues with technical specifications of the product should be
provided along with certificate from OEM.
29 UPCL, Dehradun
10. A team of technical experts nominated by UPCL will conduct a thorough physical
inspection of all the products delivered along with invoices, onsite support cards,
warranty and booklets to ensure that they arrive at the sites in good condition and are
free from physical damage including but not limited to crushed or broken equipment,
missing seals, opened packages and incomplete shipments.
11. The UPCL reserves the right to return such products to the SI at the SI’s expense. This
equipment’s will only be acceptable as correct when each received item corresponds
with the checklist that will be prepared by the SI prior to shipment. Any shortfalls in
terms of number of items received may render the delivered equipment incomplete.
12. All the supplied hardware should be installed through the engineers from respective
OEM/ASP of the OEM. The installation reports should be in the OEM authorized
format.
13. The SI shall ensure that the products (hardware/software etc.) quoted are not at the
“End of Life/Sale for 1 year” as on bid submission date. If in case the support for the
product quoted has been stopped/withdrawn till the time of delivery of equipment, the
same will be changed with the same or higher product at no extra cost. However, OEM
has to ensure product support for 5 years once product is declared end of life/sale and
SI shall be required to provide undertaking in this regard from OEM. The support
including spares, patches for the quoted products shall be available for the entire
period of the project without any additional cost to UPCL. If at any point of time during
the contract period, it is found that the product is out of support within the specified
time, the vendor is liable for upgradation/replacement of product.
14. A 24*7 comprehensive warranty for 6 years from the date of supply and maintenance
support from OEM for rest of the contract period for all equipment(s).
15. During the contract period, SI shall replace or augment or procure higher‐level new
equipment or additional licenses at no additional cost in case the procured hardware
or software is not adequate to meet the service levels and performance criteria.
16. If during the contract period, any equipment has a hardware failure on two or more
occasions in a period of less than three months, it shall be replaced by equivalent or
higher‐level new equipment by the SI at no cost.
17. System Integrator shall go through the existing data centre hardware, network &
software components placed at Annexure - 3 and may use them to optimize the scope
of proposed hardware & software items.
18. System Integrator may visit existing data centre of UPCL for getting an exact
understanding of the existing architecture for taking an insight to size the
proposed DC/DRC infrastructure.
19. The above DC/DR infrastructure requirements shall be read along with clause 7.7. of
chapter - 7 on Technical requirement specifications.
30 UPCL, Dehradun
5.4 Supply of Field Hardware Infrastructure

1. Supply, installation, commissioning & maintenance of requisite field hardware and
requisite system software’s as per the bill of quantity mentioned in Annexure - 4.
2. The technical specifications of the items listed in bill of quantity is defined in Annexure
- 5.
3. Unpriced bill of material (line item wise) shall be provided as part of technical proposal.
4. It would be the responsibility of the SI to supply all the products and equipment as
specified in the bill of materials (provided in format for bid submission of this RFP) as
final at their appropriate quantity and capacity at their respective sites. It would be
inclusive of but not limited to –
a. Timely delivery to various office locations as per the stated timelines. The SI
should ensure the site readiness in all respect before delivery, installation &
commissioning of all items.
b. Transportation of items – no extra / additional charges (road tax, entry tax,
excise, and toll-tax, insurance) would be considered for payment.
c. Safety – The SI would be responsible for maintaining adequate safety measure
at the storage points. The UPCL would not be responsible for any losses due
to theft, fire or any exigencies in this regard.
5. The location of offices will be in Uttarakhand. However, the exact location of office
where field hardware needs to be delivered & installed will be decided during the
issuance of dispatch instructions.
6. The bidder must not supply any such equipment that it likely to be declared end-of-
sale within three years from the bid submission date. The bidder must replace any
such equipment with at least the equivalent or higher configuration.
7. A Comprehensive Warranty for 5 years from the date of commissioning and
maintenance support from OEM for rest of the contract period for all equipment(s).
5.5 Integration of ERP Application

1. Integration of ERP system with biometric for attendance (Aadhaar based), email
solution, SMS gateway (provided by UPCL), payment interface etc.
2. SI shall provide integration tools (if any) required for above integration touch points.
The tools, which will become integral part of integration, required between proposed
ERP application with third party existing applications, shall be in ownership of UPCL.
However, there is no separate line item to quote for these tools. Bidders may consider
the cost of these (if any) as part of implementation cost
3. Integration of ERP System with existing application as per the list of modules and
integration point as provided in Annexure - 2. However, successful bidder has to study
the integration touch points in detail. However, if any support w.r.t. development of
API/Web-service etc. is required from these application vendors, UPCL will coordinate
with these application vendors to provide this support.
31 UPCL, Dehradun
5.6 Testing
1. Design & preparation of test script, test data, trial run and arranging acceptance testing
of all modules.
2. Conduct unit testing, integration testing, user acceptance testing, load testing,
performance testing (as per performance criteria defined in Schedule – IV, SLA) and
stabilisation testing. The software license/tool required to perform above stated testing
as per the proposed ERP solution, shall be the responsibility of SI. The details of
software testing tool/license shall be provided in unpriced bill of material.
3. The details related to testing requirements is provided in Chapter - 9.
5.7 Capacity Building & Change Management

1. Prepare and supply user/operation manuals for smooth and trouble free operation of
the system.
2. Impart user training at all levels at various sites as per UPCL’s requirement.
3. Change management and capacity building sessions including training of users for
effective use of the system.
4. The details related to capacity building and change management requirement is
provided in Chapter - 10.
5.8 Data Digitization

1. Data entry of available manual data.
2. Data migration of existing data available in soft copies.
3. It is clarified here that data scanning is not in scope of bidders.
4. The details related to data digitization requirement is provided in Chapter - 8.
5.9 Go Live & Stabilization

1. Go-Live run of all modules with real-time data.
2. Stabilization of the system at all the locations.
5.10 Operation & Maintenance

1. Operation and maintenance of the entire ERP system for a period of three (3) years
from the date of stabilization acceptance.
2. Annual technical support for the ERP system during the implementation & stabilization
period and thereafter for a period of three (3) years from the date of start of O&M
period.
3. The annual technical support for the implementation period shall be in scope of
system integrator.
4. SI shall provide support in doing the required user configurations and defining the
associated work flow for additional “ERP application users, payroll & ESS licenses”
32 UPCL, Dehradun
taken over and above the defined quantity in bill of material during the entire contract
period without any additional cost.
5. SI shall create master data of additional employees added during entire contract period
without any additional cost.
5.11 Documentation Requirements

1. Adherence to implementation plan and project governance structure.
2. Forms and templates must conform to the provisions of the company’s act, 2013.
3. Documentation of all the deliverables of the project.
4. The following documents (at least one set each in hard copy as well as soft copy)
which are required for smooth functioning of the system shall be provided by the
successful bidder with respect to the ERP product, overall ERP system and its major
sub-components for reference and for facilitating self-education by Utility personnel.
a. User manuals;
b. System administrator manuals;
c. Technical manuals;
d. Installation guides;
e. Business process guides;
f. Program flow descriptions;
g. Data model descriptions;
h. Sample reports;
i. Screen formats;
j. Toolkit guides;
k. Troubleshooting guides;
l. Frequently asked question (FAQ) guides.
5.12 Functional Modules

1. Human Resource Management System
2. Finance & Accounting Management System
3. Material Management including (Store & Purchase)
In order to support the prime functions, the ERP should also cover the following:
 Dash Board functionality
 Document handling (including purchase documents)
 Workflow Management
Detailed functional requirement specification of above modules are provided in Chapter - 6 of
this RFP document.
33 UPCL, Dehradun
6. Functional Requirement Specifications

UPCL have carried out a functional requirements analysis and prepared the detailed functional
requirements specifications on this basis. The detailed functional requirement specifications
for modules of ERP solution application includes but not limited to:
6.1 Material Management System

Sr. No. Requirement description
Inventory Management consists of:
 Material Records Management (Material Master)
 Manage Inventory
 Goods Receipt
 Goods Issue
 Inter-Store Transfer
 Store Return
 Material Disposal
 Physical Inventory Verification
 Measurement book
Material Records Management (Material Master)
Ability to record and maintain item master list with availability of material
1. number/code/part code as primary identifier for various material types including spares
and consumables
Ability to generate material code automatically for item entry to item master as well as
2.
support manual entry
3. Ability to support alphanumeric material codes & HSN codes
Ability to capture detailed material information including the categories of data to
support core material management transactions like goods receipt, goods issue etc.
 Basic data like Material No, Item Description, UoM, status, origin, type,
conversion factors, ownership details etc.
4.  Inventory management data i.e. material history, ABC classification, inventory
location etc.
 Purchasing data i.e. purchase rule, tax/duties rule, ordering batch size etc.
 Costing data i.e. standard price, moving average price, weighted average price
etc.
 Criticality
Ability to support item groups or categorization of material into material groups, type
5.
and location etc.
Ability to support approval workflow and automatically trigger material data
6.
authorization upon material data entry
7. Ability to modify material details and resubmit for approval
8. Ability to track material authorization status pre and post approval
Ability to track changes made to material record with details of changes made, changing
9.
entity and approver of changes
10. Ability to reject material record and update material record status with reasons
11. Ability to link material to vendor / supplier details
34 UPCL, Dehradun

Availability of search functionality based on material numbers, partial item description,
12.
shelf life, warranty period, specifications, user defined criteria etc.
Ability to display partial or full material master information to users across functional
13. areas and restrict display of all information based on user roles/display authorization
levels
14. Ability to support multiple Units of Measure (UoM) for an item
15. Ability to freeze one set of UOM for an item
16. Ability to create catalogues for different material types, spares and miscellaneous items
17. Ability to capture details regarding insurance of the materials
18. Ability to generate detailed item wise report of material information
19. Ability to generate report on revaluation materials and display valuation history
Ability to generate report on material performance e.g. material history report, material
20.
blacklist report, damage during warranty period
Ability to generate material reports for separate material type, material group, location,
21.
consumption history etc.
Manage Inventory
Ability to record multiple physical store locations, capturing individual store physical
22.
description details
Ability to support multiple inventory status for individual items including the following:
 Available for Issue Vis-à-vis Order Position
 Scrapped
 Obsolete
 In Transfer
23.
 Blocked
 Restricted Use
 Under Repair
 Special Project Stock
 Reserved Stock
Ability to track material movement for each store including:
 Receipts
 Issues
 Inter Store Transfers
 Transfer to Scrapped Stock
24.
 Transfer to Obsolete Stock
 Consignment movements
 Quarantines Stock
 Returns
 Under Repair
Ability to track and monitor stock at various store locations Central Stores, Area Stores,
25.
Sub-station Stores, at individual store level and at aggregate level
Ability to plan for inventory based on consumption pattern, present stock, procurement
26.
lead times, projected requirements etc.
Ability to analyse inventory in terms of 'items reached re-order/ safety level' and 'critical'
27. items and generate appropriate alerts when inventory reaches predefined re-order
points
Ability to store shelf life details for items and display alerts when items reach end of life
28.
(user defined) and remains un-used.
35 UPCL, Dehradun

Ability to store material movement history in each store and for each item e.g. fast, slow
29.
moving and non-moving.
Ability to classify inventory under bulk material, finished goods, capital items, job work
30.
and disposables
Ability to assign a service level to an inventory item e.g. 100% for critical items and this
31.
will be linked to re-order levels
Ability to schedule stocktaking as per predefined business rules e.g. A Level Items will
32.
be counted once every month and freeze inventory for stocktaking
Ability to support in stock replenishment for all stock items based on parameters like re-
order point, safety stock level, consumptions patterns etc. The system should estimate
33.
ordering quantity and delivering schedule which can be converted automatically into
purchase requisitions
Ability to trigger stock replenishment for all stock items on the basis of various
34.
parameters like reorder level, safety stock level, material consumption
Ability to estimate suggested ordering quantity and delivering schedule for individual
35.
items for stock replenishment
Ability to generate purchase requisitions based on re-orders automatically for items
36.
based on predefined system configurations
Ability to support inventory valuation methods like FIFO/LIFO/Weighted Average,
37.
Standard Cost etc.
38. Ability to estimate total inventory carrying cost based on inventory valuation method
Ability to generate item wise stock status reports on current inventory status based on
39.
goods receipt, goods issue and stock balances on a daily/weekly basis
Ability to generate consolidated inventory report on receipts, issues, stock adjustments,
40.
scrap inventory, goods returned to suppliers etc.
41. Ability to consolidate and generate report on item wise total inventory levels for all stores
42. Ability to generate stock-out reports
Ability to generate report on inventory analysis e.g. material consumption pattern across
43.
stores
Ability to generate report on availability of inventory during requisitioned and actual
44.
service level for items
45. Ability to generate report on age analysis and shelf life evaluation
46. Ability to generate report on un-used materials procured for a specific purpose
Goods Receipt
Ability to record receipt of inventory items received from vendors/suppliers and generate
47. Stores Receipt Voucher (SRV) including record of place/location of receipt and goods
details (unit, weight, specifications etc.)
48. Ability to roll back/update the SRV in case the data is wrongly entered
Ability to record receipt of commercial documents received with goods like tax invoice
49.
in duplicate for transport copy along with goods
Ability to record receipt of technical documents like quality certification report received
50.
along with goods
Availability of control functionality for goods receipt i.e. receiving in excess/shortfall of
51. Purchase Order (PO) quantity, quantity tolerance functionality or PO revision
functionality
Ability to support quality inspection after goods receipt and before delivery of goods to
52. inventory and generate quality inspection report and record the inspection results for
the goods
36 UPCL, Dehradun

Availability of workflow based inspection notification to quality control on receipt on parts
53. at store and return notification to store on completion of inspection for posting the item
to inventory
Ability to support three-way matching of Stores Receipt Voucher(SRV) with Purchase
54.
Order (PO), Quality Inspection Report (QC) and Dispatch Instruction Report
55. Ability to club multiple lorry receipts (LRs) / consignments into single SRV
Ability to record partial delivery of items and track different lots of supply from suppliers
56.
for the same PO
57. Ability to automatically trigger evaluation of goods receipt and initiate payment process
Ability to raise bill for payment with workflow based approval hierarchy for evaluation of
58.
payment
59. Ability to record receipt of goods and track inter store transfers
Ability to receive goods without PO or without proper documents and subsequent
60.
adjustment/regularization
Ability to display updated inventory status after goods receipt for individual items, item
61.
groups and across stores
62. Ability to receive advance shipment notice and attach scanned documents
Ability to record receipt of inventory items purchased at different levels of hierarchy like
63.
Head Office Purchase and Area Office Purchase
Ability to generate intimation notice to purchasing authority in case of return of rejected
64.
goods
Ability to generate report on all SRV created over a period i.e. weekly\monthly for a
65.
storage location
Ability to generate inventory status report based on goods received, goods issued,
66.
goods received, goods issued, closing i.e. daily, weekly and monthly status report.
67. Ability to generate report for all SRV and bill payments against individual PO
Ability to generate exceptions during Goods Receipt including rejected quantity, items
68.
not as per PO
69. Ability to generate report on bills raised against SRV over a periodic basis in a store
Ability to generate list of items with guarantee clauses, in particular guarantee period
70.
along with Delivery Instruction (DI) date
Goods Issue
Ability to create material issue request/store requisition (SR) for material including
spares and miscellaneous items. The requisition record should have a reservation
71.
number, date of reservation, requestor name, stock location, material part number,
quantity required, delivery address, accounting and costing information etc.
Ability to generate SR manually and also automatically based on maintenance work
72.
orders, capital works project requirements estimated in system
Availability of control functionality for goods issue i.e. issuing in excess/shortfall of SR
73.
quantity, quantity tolerance functionality or SR revision functionality
74. Ability to modify material issue requests/SR based on approver update
75. Ability to track changes made to SRs and display reservation history
Ability to delete SRs automatically based on cancellations in work orders, capital works
76.
project etc. and record reasons for cancellation
77. Ability to close the SR as per user defined criteria
78. Availability of configurable approval workflow for SR approval
79. Ability to display material issue requests awaiting approval
80. Availability of material control functionality to check against SR
37 UPCL, Dehradun

81. Available inventory and approval status for issue of goods
82. Ability to display availability of issuing material in each store before goods issue
83. Ability to issue goods and generate goods issue slip
Ability to support and create pick lists for those items awaiting issue to a capital works
84.
project, plant maintenance job, customer job, transfer request or over the counter issue
85. Ability to configure the information details in the pick lists based on item details
Ability to display updated store inventory status based on goods issued and available
86.
inventory at the store
Ability to consolidate pick lists for items to be supplied to the same destination, user or
87.
job
Ability to capture delivery information within the system e.g. transportation type, carrier
88.
details, dimensions, weight etc.
89. Ability to generate Gate Pass for material movement based on Goods Issue note
90. Ability to capture a single gate pass for multiple SR’s to the same requisition
Ability to modify goods issue information details e.g. quantity, material number if
91.
required and track modification history
Availability of dual unit of measure i.e. UoM for storage e.g. units and UoM for issue
92. e.g. kg and a defined relation between them leading to unable to issue exact quantity
as requested in issue slip.
Ability to record issue of goods without reference document or store requisition e.g. sale
93.
of scrap
Ability to generate record on goods issued against approved SRs on an item wise and
94.
generate exceptions on a periodic basis
95. Ability to issue the material as per the criterial defined by UPCL
Ability to generate report on the goods issued per store over a configurable periodic
96.
basis i.e. weekly/monthly
Ability to generate report on aggregated goods issued for a particular item over a
97.
periodic basis i.e. weekly/monthly
Ability to generate stock overview report showing goods received, goods issued and
98.
inventory status for all items in a store
Ability to generate stock consumption statistics based on goods issue for the items over
99.
time
Inter-Store Transfer
100. Ability to support physical movement of stock between stores i.e. inter-store transfers
Ability to record order for inter-store transfer by pre-configured authorized entity in the
101.
system
Ability to generate material issue request/store indent form/ store transfer note (STN)
102. based on order for inter-store transfer from the material requesting store to the material
issuing store
103. Availability of configurable approval workflow for STN approval for inter-store transfer
104. Ability to modify STN based on approver update
105. Ability to issue goods and generate Goods Issue Note for inter-store transfer
106. Ability to post material transfer and update inventory status of issuing store
Ability to generate Delivery Challan and Gate Pass based on Goods Issue note for inter-
107.
store transfer
Ability to record receipt of goods at receiving store and generate Store Receipt Note
108.
(SRN)
109. Ability to display updated inventory status after goods receipt in receiving store
38 UPCL, Dehradun

Availability of material control functionality to check goods issued from issuing store with
110.
goods received in receiving store and post transfer of goods
111. Ability to generate report on item wise inter-store transfer consolidated across stores
Ability to generate report on all items received and issued for inter- store transfer for a
112.
storage location on a periodic basis
Ability to generate exceptions and item quantity mismatches arising out of inter-store
113.
transfer
Ability to report on trends of regular item shortages in a store resulting in inter-store
114.
transfers Store Return
Return material to store
Ability to record and support workflow for return of un-used or excess material from
115.
field/sub-station to stores
116. Ability to record and segregate dismantled material into scrap and healthy
117. Ability to generate Store Return Note on goods to be returned from field
Ability to record receipt of goods at receiving store, generate Goods Receipt note and
118.
track its SR when goods are returned to store
119. Ability to update the Store Return Note in the store base on prior approvals
120. Ability to display updated inventory status after goods receipt in receiving store
Ability to generate accounting adjustments on a consolidated basis at Area Office level
121.
for all the Store Return Notes generated for that period
Ability to generate report on materials returned to a store over a periodic basis e.g.
122.
weekly, bi-weekly
Ability to generate summary report of Store Return Notes generated by the system over
a periodic basis or location wise scrap/obsolete items (as declared by appropriate
123.
authority) returned to the store from the field operations in UPCL to the store from the
field operations in UPCL
Material Disposal
124. Ability to compile periodic report of scrap goods returned to the stores
Availability of configurable approval workflow for scrap approval and capture the
125.
recommendation of the scrap disposal committee
126. Ability to display scrap requests awaiting approval
Ability to generate alert to initiate material disposal workflow with the scrap goods report
127.
completion as the trigger
Ability to generate material list for auction/sale by Stores based on material disposal
128.
report
Ability to record auction/ sale result for scrap disposal including buyer information and
129.
material disposal details
Availability of workflow to support configurable payment norms for scrap disposal and
130.
generate goods issue based on buyer compliance to payment norms
Ability to generate Goods Disposal note (GDN) after checking against payment
131.
information
Ability to generate accounting adjustments on a consolidated basis at Area Office level
132.
for all the disposals generated for that period
Ability to generate report on scrap items available in a storage location over a periodic
133.
basis e.g. weekly, bi-weekly etc.
Ability to generate exception report for goods disposal process i.e. goods which are not
134.
being disposed on time, auctions not as held planned
135. Ability to generate report on auction results and record auction sale information
39 UPCL, Dehradun

Ability to consolidate Goods Disposal note and generate completion report of sale
136.
based on goods disposed and payment terms
Physical Inventory Verification
Ability to support periodic physical stock verification process and update inventory
137.
status in system based on stock verification
138. Ability to schedule physical stock verification in the system
139. Ability to freeze inventory in the system for physical stock verification
140. Ability to generate item master list for physical stock verification
Ability to generate stock count sheets having detail information like Item No, Item
141. description, Stock Location, Units of Measurement etc. to capture results of stock
verification
Ability to record the results of stock count in the system and record stock verification
142.
details
Ability to analyse of stock count i.e. compare system stored inventory with physical
143.
count and generate exception report
Ability to record recount of the stock items which are at variance in the system prior to
144.
correcting system values
Ability to record possible reason for variance in the system and record root-cause
145.
analysis
Ability to support approval workflow for stock count results and variance, and support
146. authorization hierarchy based on value of discrepancy, type of items etc. for approval
of variances
Ability to update and modify inventory status, material master information based on
147.
physical stock verification
148. Ability to and generate stock verification report with quantity and value information
149. Ability to generate report on discrepancy for inventory items counted
150. Ability to generate trend for variance items
151. Ability to generate exception report for those items not counted in a storage location
Measurement of Books
Ability to create/capture measurement w.r.t. various material and labour items for an
152.
estimate/PO/Permanent Disconnection/movement to inter/intra division
153. Ability to capture various parameters/fields while design of measurement book
154. Ability to capture quantity estimated vs quantity issued vs actual quantity used
Ability to integrate with Finance Management System for preparation of books of
155.
accounts
Ability to generate work completion certificate along with closure of store requisition (if
156. any) and demand adjustments and capitalization as per asset capitalization policy of
UPCL
157. Ability to update the book as per the site/physical verification from the Senior official
The system shall have dashboards that depict the various key performance parameters
158.
at various levels
40 UPCL, Dehradun
6.2 Purchase/Procurement Management System

Procurement
 Procurement consists of the following sub-processes:
 Vendor Records Management
 Invoicing
 Procurement Planning
 Purchase Requisition
 Purchase Order Management
 Contract Management
Vendor Records Management
Availability of centralized vendor master records facilitating single vendor description
1.
and code across the organization
Ability to record vendor records including alternate / short name for vendor, Contact
2.
person for each vendor address, vendors bank account information
Ability to record TDS details, PAN number and Tax details required for ensuring
3. compliance with Indian Tax laws considering both direct & Indirect taxes, Default
currency for invoice/payment
Ability to record vendor specific information relating to an item/vendor relationship. The
details should include vendor name, address, payment terms, price & quantity, free form
4.
comments, delivery information, item no. & description, discounts, vendor performance,
after sales service performance and other text information etc.
5. Ability to allow the user to feed the Vendor performance in the system
6. Ability to support multiple addresses against each vendor
7. Ability to support automatic vendor numbering
Ability to define different vendor types e.g. domestic vendors, international vendors &
8.
Domestic Vendor(Micro, Small, Medium & Large)
Ability to maintain vendor list details e.g. company history, saleable model, shipment,
9.
payment method
10. Ability to maintain vendor lists for OEM vendors and trade vendors
Ability to modify vendor records e.g. bank account information and support authorization
11.
of changes made
Ability to support vendor classification (multiple parameters required to meet reporting,
12. preferential treatment like waiver of EMD etc. payment prioritization and other needs)
e.g. stationary suppliers, electrical suppliers, service suppliers etc.
Ability to classify vendors with regards to: supplier, Contractor, sub- Contractor,
13.
transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc.
14. Ability to display vendors based on vendor grouping/ classification
Ability to block vendors from being used due to a specific reason e.g. vendor
15.
bankruptcy, vendor reliability with effective date, with facilities to re-activate
Ability to record vendor transactions history including purchasing history, payment
16.
history etc.
Ability to record evaluation of vendor credentials to qualify vendors as preferred vendors
17.
for specific items
18. Ability to generate vendor registration certificate indicating eligible item groups online
19. Ability to restrict creation of purchase orders for items only for its preferred vendors
Ability to verify existence of vendor rate contracts at indenting stage and display alerts
20.
for sourcing
41 UPCL, Dehradun

Ability to evaluate vendors based on multiple parameters like quality of material,
21. quantity of material and adherence to delivery schedule, prices quoted by the vendor,
vendor response time and other user defined parameters
Availability of vendor rating system based on configurable user defined weightages on
22. multiple parameters (in accordance with Vendor Rating Policy adopted by UPCL and
subsequent amendment thereof)
23. Ability to restrict maintenance / access to vendor master record to specific users
Ability to merge / correlate vendor details (e.g. one vendor taking over another vendor).
24.
Enabling tracking change of status from a date
25. Ability to allow vendor’s request for addition of new items.
26. Ability to display period-to-date, quarter-to-date, year-to-date vendor balances
27. Ability to block payments to vendors
28. Ability to integrate with finance functions e.g. accounts payable, general ledger
Ability to track vendor/ supplier performance against pre-defined parameters set by
29.
UPCL or regulator
Ability to support different business rules and policies for each Vendor class/ category/
30.
type
31. Ability to generate periodic report on vendor alterations to vendor master
32. Ability to generate vendor account statement to be sent to the vendors
Ability to generate report on individual vendor performance and produce vendor delivery
report on instances of rejected materials, missed delivery, incorrect location, incomplete
33.
delivery, returns due to damage, over supply etc., average no. of delay, other user
defined criteria defined by UPCL
Ability to generate Vendor analysis reports for spend analysis, performance in terms of
34.
on-time in-full delivery, rejections, etc.
Ability to generate reports by outstanding orders, orders shipped but not received,
35.
overdue outstanding orders, orders not fulfilled on time etc.
Ability to generate report on goods returned to vendor that shows the items returned to
36. supplier by Location, Vendor, PO, Category, Product Code, Reasons for return, Value
of Goods return etc.
Ability to generate timeline based communication history with the vendor regarding
37.
various services like delivery, payment, field service, etc.
Ability to generate vendor’s outstanding balance report i.e. balance due to / from
38.
vendors
Invoicing
Ability to pay each invoice individually or multiple invoices together for same vendor and
39.
manage outstanding balances accordingly by linking payment to invoices.
Ability to link every payment to invoice(s) and manage outstanding balances for
40.
individual vendors
41. Ability to generate alert regarding vendors/POs/WOs/Bank guarantee before payment
Ability to prioritize payments based on pre-defined criteria e.g. due date, vendor
42.
category etc.
Ability to support Third Party payment options (Bank attachment cases, Power of
43.
attorney cases etc.)
44. Ability to print cheques as per payment instruction
45. Ability to support payment through LCs
Ability to support predefined approval hierarchy and authorization workflow for payment
46.
to vendors based on amount, vendor category
47. Ability to appropriate / adjust advance payments against multiple contracts/invoices
42 UPCL, Dehradun

48. Ability for online vendor registration of new vendors through online interface.
Procurement Planning
49. Ability to support annual procurement planning and budgeting
Ability to support annual material plan for individual area offices/ procurement/
50.
projects/O&M departments
Ability to optimize individual requirements coming from area offices before generating
51.
procurement plan
52. Ability to specify products or services after analysing the optimized requirements
53. Ability to select vendors and plan procurement for individual vendors on a periodic basis
Ability to receive inputs from key partner suppliers/ vendors regarding products and
54.
service requirements planning
Purchase Requisition
55. Ability to display budget available before initiating purchase requisition
Ability to display lead time for purchasing material by material number/ material group
56.
before creating purchase requisition
Ability to create purchase requisition / indent for various types of purchases e.g. stock
57.
materials, non-stock materials, services, assets, contract labour etc.
Ability to support approval hierarchy for authorization and release of purchase
58.
requisitions electronically
Ability to set approval levels based on norms recommended by UPCL like items
59.
classifications, procurement value etc.
Ability to provide purchasing rights of routine items to end users of the items along with
60.
hierarchy based spending limit
Ability to record user defined instructions/ requisition details as part of the purchase
61.
requisition
Ability to assign unique purchase requisition number and restrict creation of duplicate
62.
purchase requisitions through in-built checks etc.
Ability to track the authorization status and generate alerts based on purchase
63.
requisitions awaiting approval
Ability to configure requisitions based on predefined criteria e.g. value, department, type
64.
of purchase etc.
65. Ability to modify purchase requisitions and resubmit for approval
66. Ability to cancel purchase requisition and automatically return commit budget
67. Ability to track and record the status of a requisition e.g. not approved, approved
68. Availability of search functionality of previous purchase requisitions
69. Ability to link the purchase requisition to a valid project or Strategic Business Unit
Ability to configure the release procedure for purchase requisitions based on type of
70. line item & LOI e.g. as part of standard item list, requiring specialized documents and
approvals etc.
71. Ability to track changes of purchase requisitions and generate audit trail history
Ability to generate report of the purchase requisitions created over a periodic basis for
72.
the department / Area Office
73. Ability to generate report on status of purchase requisitions
Ability to generate report on purchase requisitions based on user defined criteria e.g.
74.
requisition number, status, date, material number, description, originator etc.
Ability to display report on search results on purchase requisition details based on key
75.
fields like purchase requisition numbers
Ability to generate exception report on purchase requisitions rejected, not approved
76.
cancelled etc.
43 UPCL, Dehradun

Purchase Order Management
Ability to create purchase order (PO) directly or with reference to a Bid/Tender
77.
document, a contract, purchase requisition, or another purchase order.
Ability to create PO for different types of purchases e.g. stock materials, non-stock
78.
materials, services, assets, contract labour etc.
79. Ability to create PO with multiple delivery addresses and staggered delivery
Ability to have the following as part of the PO:
 Assign purchase order number both automatically and manually
80.  requisition originators name and details as applicable
 item details with document attachment options to enable viewing item details
 text fields for user defined special instructions
Ability to provide for ship-to address, bill-to address, invoice-sent-to address in the
81.
Purchase Order
Ability to specify on order, shipment-from, bill-by/payment to be released, report-to
82.
(agents), etc. vendor address in PO
Ability to capture payment terms in distinct parametric form e.g. full/part/advance, mode
83.
of payment, etc./address to release the payment
84. Ability to capture inspection requirements, acceptance criteria, etc. in PO
Ability to specify packing, shipping, scheduling instruction against item for PO (if desired
85.
unit wise packing may be asked for)
Ability to record standard documents of latest version like Standard Terms and
86. Conditions of Indigenous/Import procurement, PBG , Bankers List, EMD , BG for
Advance etc.
87. Availability of multiple UOM for items for inventory and for placing order
Ability to support approval hierarchy for PO authorization based upon preconfigured
88.
criteria (also for repeat orders)
Ability to track the authorization status and generate alerts based on PO awaiting
89.
approval
90. Ability to modify the PO and resubmit for approval
91. Ability to consolidate multiple purchase requisitions into single PO for the same vendor
92. Ability to create multiple PO s from single requisitions for different vendors
93. Ability to split PO between vendors based on user defined parameters
Ability to distribute the costs for individual items in a PO to multiple accounts based on
94.
user defined distribution proportion to be charged to 'valid' accounts or project codes
Ability to display budget available for the purchase and generate alert if no budget is
95.
available or PO value exceeds budget during PO creation
Ability to refer to the type of procurement for an item during PO creation. The type of
procurement for the item will be part of the item master data detailing whether the item:
 Requires a material number
96.  Requires an account assignment (i.e. whether you are required to enter an
account assignment category)
 Needs to be kept in stock
 Requires a material receipt and/or invoice receipt etc.
97. Ability to get the preferred vendor list for the items selected in the PO
Ability to refer to previously existing contracts with the selected vendors while creating
98.
PO
99. Ability to generate notification on request for vendor acknowledgement for a PO
100. Ability to record PO acknowledgement against the PO from vendors in the system
44 UPCL, Dehradun

Ability to capture Purchase Order receipt/ Acceptance and Planned delivery date given
101.
by the vendor in the system.
102. Ability to follow up on the vendor for delivery by sending reminders/ risk & cost notice
Ability to amend Purchase Order with user's approval/ financial concurrence and
103.
approval of Competent Authority and to keep track of all past amendments
104. Ability to attach documents and specifications to PO
105. Ability to record delivery and shipping information relating to a PO
106. Ability to record vendor performance data for deliveries against a PO upon inspection
Ability to enable three/ four way matching of PO, Goods Receipt, Quality Inspection
107.
Report and Invoice generated in the system
108. Ability to generate notifications to vendors in case of PO overdue
109. Ability to release schedules against a Purchase order for staggered delivery
110. Ability to provide for taxes and duties for various/individual items in the Purchase order
Ability to record specific terms of trade or payment in a PO e.g. Payment Terms and
111.
Due Dates etc.
112. Ability to record vendor discounts in the PO details
Ability to search and display previously created PO by vendor, item code, PO number,
113.
indent number
114. Ability to track PO due dates & generate report to originators on overdue POs
Ability to record the Tender Status that includes: -
 Ability to create/publish the tender

 Ability to upload the tender including tender fee, EMD, validity & opening
details
115.
 Ability to show the current status of the tender in terms of open, extended
 Ability to record the names of the bidding firms
 Ability to record the price bid opened including the name of the firms
 Ability to record the evaluation & award of the tender including L1 rates &
delivery/completion period
116. Ability for PO creation based on standard templates for regular purchase items
117. Ability to follow-up with the vendor for order delivery
118. Ability to display transactions history against the PO
119. Ability to automatically calculate LD based on PO terms
120. Ability to generate report on purchase order history for an item
121. Ability to generate report on change history for a particular PO
Ability to generate reports on PO by user defined criteria e.g. PO numbers, Vendors,
122.
Material numbers, originator, Area Offices
123. Ability to generate report on POs due or overdue
124. Ability to generate report on PO outstanding payment history
125. Ability to generate report on PO status
Ability to generate report on user defined exceptions on PO e.g. delivery exceptions,
126.
payment exceptions etc.
127. Ability to design the PO status form as per requirement
128. Ability to update the status of the current status of PO in the designed form.
Contract Management
Ability to support contracts both manually or automatically based on Bid/Tender
129.
document results and authorizations
Availability of contract templates for regular items based on previous contracts for
130.
efficient contract creation
45 UPCL, Dehradun

Ability to integrate contract creation with other functionality like Bid/Tender document
131.
Vendor Management and PO management
Ability to define delivery schedule containing precise information on the delivery e.g.
132.
quantity ,dates as part of the contract
Ability to support approval workflow for contract management with authorization
133.
hierarchy for approval and release of contract based on predefined user criteria
134. Ability to generate alerts for contracts requiring approval to authorized users
Ability to request for authorization in the next hierarchy if there is no response on the
135.
approval request by pre-set time horizon
Ability to record and display the status of the contract i.e. awaiting approval, approved
136.
or rejected
Ability to reject the contract during authorization, record the reason for rejection and
137.
return to the originator through the workflow
Ability to assign vendors to the contract either manually or based on Bid/Tender
138.
document results
139. Ability to modify the contract and resubmit for approval
Ability to record contract related information like:
- Contract Number
- Contract Type
- Terms and Conditions of the Agreement
140. - Expiry Date
- Contract Value
- Related Information/ Supporting documents
- Bank Guarantee Details
- EMD
141. Ability to record earnest money deposit (EMD) against tenders
142. Ability to generate alert for returning EMD for successful/un- Successful Bidders
143. Ability to track EMD, Tender Fee & bank guarantee
144. Ability to record all changes to the contract and track contract history
Ability to search and retrieve contract information including contracts for materials or
145.
services that are no longer active
146. Ability to attach documents e.g. specifications for contracts
147. Ability to generate alerts for contracts nearing expiry to trigger renewal process
148. Ability to check the contract value with procurement budget for the department
Ability to request for vendor acknowledgement of the contract after sharing the
149.
contract with the vendor
150. Ability to record vendor acknowledgements to the contract
151. Ability to track the contracts which have not been acknowledged
Ability to track contract performance bank guarantees based on vendor, contract, and
152.
PO
Ability to generate alerts based on expiry of bank guarantees/warranty for
153.
items/Defect Liability period
Ability to generate extension letters by correlating the terms and conditions of the
154.
contract with the progress of work/contract
155. Ability to define UPCL and regulator specific rules to manage contracts
156. Ability to generate report on all changes made to a contract
Ability to generate report on contract status - approved, awaiting approval, expired
157.
etc.
158. Ability to generate report on user number, vendor, originator, authorizer, item etc.
46 UPCL, Dehradun

Ability to generate report based on expiry of contracts/warranty for items/Defect
159.
Liability period
160. Ability to generate report on vendor performance on contracted terms
161. Ability to view historical transactions for a contract
Ability to generate report on expected receiving date, payment date - item wise for a
162.
given time horizon e.g. monthly, quarterly, annual basis
Ability to generate consolidated report of contracted values per vendor over a time
163.
horizon
The system shall have dashboards that depict the various key performance parameters
164.
at various levels
47 UPCL, Dehradun
6.3 Human Resource Management System

Sr. No. Functional Requirement Specifications
Employee Self Service (ESS)

1. Facilitate employee to apply for changes in permanent & correspondence
addresses, details of dependent family members, emergency contact details,
contact details, office location, nomination for various schemes like PF /Gratuity,
etc.
2. Ability to update bank information for expense reimbursement, PAN no, applicable
passport details, driving license no., Aadhaar card details etc.
3. Ability to allow employee to update online through ESS the non-critical personal
data (such as weight, height, etc.)
4. Ability to attach supporting documents while updating personal information
as a proof for verification
5. Ability to provide address proof letter to employer for various purposes
6. Ability to integrate ESS with Employee Master
7. Ability to remind the employee through self-service/e-mail/sms regarding
modification or requirement of additional data
8. Ability to send the employee confirmations after changes are made online
9. Ability to provide the facility to initiate following transactions related to leave (all
types of leave):
 Leave apply
 Leave re-schedule
 Leave cancel
 Leave Balance
10. Ability to provide the facility to view the status of all types of requests made
11. Ability to provide the facility to raise query for HR, applying for LTC, Medical
Claims, and Cash Advance
12. Ability to provide the facility to raise cash claim related to conveyance, business
travel, business meeting etc.
13. Ability to provide the facility to view and download salary slip, provident fund
details
14. Ability to provide the facility to view Holiday Calendar of UPCL
15. Ability to provide the facility to view the salary structure
16. Ability to provide the facility to view the statutory deductions like PF, Income Tax
17. Ability to provide the facility to view various policies like LTA, Recruitment &
Promotion, Medical, Travel, Transfer policy, Service rules etc.
18. Ability to provide the facility to apply for advances like Festival, Car, Two wheeler,
Computers, House Building Advance, GP Fund Advance etc.
19. Ability to provide the facility to apply for Request for Transfer
20. Ability to provide the facility to apply for Withdrawal of GPF/EPF amount
21. Ability to provide the facility to view History of Training taken by employees
22. Ability to mark attendance and fill time sheets
48 UPCL, Dehradun

23. Ability to apply for NOC for passport/abroad tour/ higher studies/loan/job in other
organizations/user defined etc.
24. Ability to Check the status of leave request
25. Ability to approve/cancel/modify leave requests by employees
26. Ability to approve or cancel leaves of subordinates
27. Ability to submit / update declarations for Income Tax calculation
28. Ability to view Pay Slip
29. Ability to view the Performance Linked Incentives (PLI) earned during a year
30. Ability to apply for Loans & Advances and Check the status of approval (Integrate
with Payroll Module for deduction of installments of advances)
31. Ability to display and print pay slip information for each pay period, including gross
pay, taxes, other deductions and net pay, with pay period and year-to-date totals
32. Ability to view Income tax computations
33. Ability to handle making online application for sanction of LTC/HTC/other
entitlements through ESS and approval through workflow
34. Ability to view Insurance related details for self
35. Ability to apply for medical advance, HTC/LTC/Transfer TA/Transfer
grant/advance/reimbursements
36. Ability to enter and approve general claims and expenses through the system
37. Ability to provide report on month-wise insurance premium payment receipt
38. Ability to view the training calendar and nominate oneself and subordinate for the
same
39. Ability to approve/reject the Training requests
40. Ability to apply for higher education
41. Ability to record requests by employees for pursuing higher education and
permissions granted/rejected thereof
42. Ability to provide reports on training calendar of present/past years
43. Ability to provide reports on training program attended during employment
44. Ability to request for VRS/pre-mature retirement (integrate with Employee Master
for status of disciplinary proceedings and HBL)
45. Ability to capture application for pension
46. Facilitate employee to fill exit interview/feedback form (for resignation)
47. Ability to apply for NDC (No Dues Certificate)/clearance from various departments
at the time of exit through e-exit process
48. Ability to apply for NDC (No Dues Certificate)/clearance from various
departments at the time of retirement/transfer/VRS
49. Ability to view clearance request approved/rejected by department and the reason
for the same
50. Ability to view HR Policies & Procedures Handbook including list of infrastructure
facilities for particular level of employees, authority for various approvals (DoP),
special or additional powers for authorization
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51. Ability to view administration handbook for guidelines on aspects such as Travel,
Local Conveyance, empaneled car agency, Guest Houses, Conference Rooms
etc.
52. Ability to view vacancy list & status of vacancy (Filled/vacant/abolished)
53. Ability to view department-wise manpower strength by HoD/Section Head
54. Ability to record requests by employees for passport/visa /study and outside
employment and permission granted/rejected thereof
55. Ability to provide report on list of vacancies (filled/vacant/abolished)
56. Ability to raise request for house allotment
57. Ability to declare the property declaration as per defined rules and reminder
shall be sent to concerned official for the same
58. Ability to raise alert for filing ACRs in system
59. Ability to see task list in the system
60. Ability to show IT asset information allocated to each employee
61. Ability to flash organization wide message on ESS portal
62. Ability to raise grievance in the system
63. Ability to view the status of grievance lodged in system
64. Ability to submit feedback/suggestion w.r.t. betterment of work
environment/organization
65. Ability to apply for personal pay (Family planning)
Organization Management (OM)
66. Ability to define organization hierarchy, organization structure of offices, units,
Head office etc.
67. Ability to generate tree structure giving details of all unique role holders and
reporting employees (defining reporting and reviewing relationship) - including
dual reporting mechanism for a specific set of employees
68. Ability to define various categories of employees across class I,II,III & IV ( list of
existing employees stream wise, cadre wise, wing wise or unit wise on any date
or cross section of time along with a list of officers and staff who will retire within
a specified period
69. Ability to define name of functions, sub-functions and positions
70. Ability to maintain reporting structure (hierarchy of positions) - including dual
reporting mechanism for a specific set of employees
71. Ability to support integration of positions with manpower planning module to
understand staffing requirements
72. Ability to create new department, functions & positions
73. Ability to maintain change in designations due to promotions, transfers (Integrate
with Promotion Module, Transfer Module)
74. Ability to define multiple organizational structures (positions) and multiple
reporting relationships and integrate with the respective employee data
50 UPCL, Dehradun

75. Ability to restrict making changes in the Organization Management sub-module to
authorized persons only
76. Ability to seek confirmation after every change made in the structure, changes to
be made permanent only on authentication by the controller of the authorized
person
77. Ability to change/restore/rollback changes to a previous (given) date and report
inconsistencies
78. Ability to define position-wise administrative powers for organizational units
79. Ability to tightly integrate administrative power definitions to work flows and
approvals
80. Ability to provide reports of total organization hierarchy, organization structure
81. Ability to provide reports on list of vacant positions (Integrate with Manpower
Planning Module)
82. Ability to provide reports on reporting relationships (Functional, administrative) in
a department
83. Ability to generate reports on categories of employees across class I,II,III & IV (list
of existing employees designation wise, stream wise, cadre wise, wing wise or
unit wise on any date or cross section of time along with a list of officers and staff
who will retire within a specified period)
84. Ability to clearly define the hierarchy of Delegation of Power in the organization
Human Resource Policies, Rules and Regulations
85. Ability to define all clauses under UPCL employees' service Regulations, time to
time circulars and office orders (Since adopted by UPCL)
86. Ability to define all norms relating to Medical Advance and Medical re-
imbursement in respect of employees and their dependents
87. Ability to define all prevailing schemes related to Employee welfare
88. Ability to define all applicable labor laws and ability to monitor compliance/
enforcement of such laws
89. Ability to capture all the policies related to UPCL employees
Employee Master (Employee Service Book)
90. Ability to store and maintain employee personal data such as employee no.,
name, addresses, phone numbers, emergency contact information and email
addresses, Salary Bank Account Details, passport details, Aadhaar details etc.
91. Ability to maintain employee's gender, date of birth, blood group, citizenship,
marital status, religion, caste etc.
92. Ability to maintain an employee’s education, certifications, degrees and any
endorsements (Professional Membership)
93. Ability to maintain previous (multiple) employment details like name of the
organization, department, position held (designation), start/end dates, reason for
leaving, last salary drawn, references etc.
94. Ability to maintain names, date of birth and contact details of spouse, children,
dependents, parents, nominees under different schemes, etc.
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95. Ability to maintain employee's recruitment category like physically handicapped/
sportsperson /ex-servicemen / specialist / SC / ST / OBC / compassionate
grounds/Others
96. Ability to add & update employee's recent photograph and photograph of
dependents
97. Ability to maintain employee's medical details after joining
98. Ability to maintain employee's health problems, medical history and capture the
details (integrate with payroll for reimbursement amount and health problem
details, including low medical category)
99. Ability to issue NOC for obtaining passport/visa /study abroad/deputation or for
outside employment
100. Ability to maintain the languages known with details of speak, read and write
separately. Clear indication for the mother tongue
101. Ability to maintain the details of spouse and relatives in the service of the
organization including name, employee no., unit where working, designation with
provision for automatic updation of records of the relative as and when it is
updated for him by his controlling establishment
102. Ability to integrate Organization management with employee master
103. Ability to maintain details of present designation, salary details, reporting
hierarchy
104. Ability to maintain history of trainings attended (prior to joining & after joining) like
name of the course, name of the Institution, month & year of training, duration of
the course in days/weeks etc.
105. Ability to maintain the awards for which nominated / received by the employee
including the name of the award, year of award, in which discipline/field and date
of receipt of award and special status/ privilege, if any, to be given to him for the
award
106. Ability to maintain date of joining, probation period, date of regularization, date of
confirmation in each grade/post
107. Ability to maintain details of promotion from one grade / scale / discipline /time
scale/ ACP (assured career progression) to another including any reappointment
through internal selections
108. Ability to maintain full transfer history of the employee including the current & new
location, nature of transfer (self-initiated/company initiated including
administrative grounds/exigency of work), date of joining and date of relieving at
different locations, number of times cancelled but kept in abeyance etc.
109. Ability to maintain present place of posting including date of joining at each
unit/office, name of the department, present designation, grade etc.
110. Ability to maintain history of disciplinary actions taken / initiated against the
employee including date of charge, nature of charge, amount of financial loss to
organization, date of punishment and nature of punishment. This must include
Vigilance/ police department proceedings as well.
111. Ability to maintain details of suspended employees (reasons of suspension, time
duration of suspension, restricted privileges etc.)
112. Ability to change employee job status (Active-Trainee, Probation, Extended
probation, Regular, Contractual, deputation, Suspended, absconding (FIR) & Exit,
Resigned, VRS, Terminated)
113. Ability to date and time stamp all changes in the database enabling data
availability on 'as on date/time' basis
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114. Flexibility of additionally capturing any information relating to employee at a later
date
115. Ability to maintain concurrent jobs for employees with additional
responsibilities/special duties in addition to regular responsibilities
116. Ability to link employees with the membership with various Committees
(permanent or temporary) and membership of any professional organization
117. Ability to update only authenticated data reflected in the employee master
118. Ability to maintain employee data with regards to claims
119. Ability to maintain and view employee leave details
120. Ability to maintain employee data with respect to PF, Gratuity, etc. and the
nominations for the same
121. Ability to provide restricted access to different classes of employee master data
122. Ability to maintain the insurance related details for each employee, like insurance
number, nominee details, amount etc.
123. Ability to maintain Audit trial of all changes made to sensitive information
124. Ability to maintain performance appraisal rating of all previous years and
promotion details
125. Updation of all information in Employee Master data since recruitment (such as
personal details, addresses, transfers, deputation, change of location (Integrate
with Transfers/ Deputation Module)
126. Ability to process departmental House Building Loan for land purchase, house/flat
purchase, construction of residential house, addition/alteration of constructed
house and repair of house
127. Ability to issue Release Orders to release the loan money by the respective
accounting unit against sanction order
128. Ability to provide details of loan against employees for house building, cooperative
society, vehicle purchase etc.
129. Ability to provide details of employees applying for higher education
130. Ability to submit and declare of assets by employees
131. Ability to have provisions of verification of service of employees
132. Ability to provide reports of employees based on blood group, length of service,
age, qualification, experience, department, salary bands etc.
133. Ability to provide reports to HRMS department on employees personal,
educational & professional details not updated in the system
134. Ability to provide reports on all employee details as per department, class/cadre-
wise, location in specified period
135. Ability to provide reports on employee counts retired, resigned, suspended,
terminated or left, per department, class/cadre-wise, superannuating in a
specified period
136. Ability to provide reports on status of details of disciplinary proceedings, time,
progress, status
137. Ability to provide reports on personnel released from one place and not joined
other office
138. Ability to provide Annual Confidential Report (ACR)
Transfers & Promotions
139. Ability to make transfer requests by employees/department or as per requirement
of UPCL
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140. Ability to initiate for NDC (No Dues Certificate) at the time of transfer
141. Ability to check status of selection for promotion after interview
142. Ability to record request for transfer through employee self-service and indicate
appropriately at the time of transfer exercise. Record of such request wherever
acceded to be maintained (Integrate with ESS)
143. Ability to provide promotion letter/increment/transfer letter/time scale/ACP
through the system
144. Ability to view clearance request approved/rejected by department and the reason
for the same
145. Ability to generate reports on the total number of employees applied for transfers,
number approved/rejected/pending
146. System should have the facility to define Transfer Policy Parameters
147. System should allow issuance of Transfer Orders for relieving of any employee
due to any reasons
148. System should have the facility to define group-wise HRD
parameters/requirements (for job rotation) in the system
149. System should have the facility to identify vacant posts for transfer and should
include deputation and other requirements necessitating transfers
150. System should allow generating of Transfer Proposals/Orders for transfer of
employees from one location to another
151. System should have the facility to generate a short-list of transfers and postings
based on re-defined parameters by the relevant users
152. System should allow the relevant users to add/drop names from short-list and
regenerate fresh lists with required alternatives
153. System should have the facility to generate the Transfer details "for employee
when they are transferred from one location to another "
154. System should have the facility to generate a warning incase the employee has
not joined the location within the specified period of time
155. System should have the facility to take a note of the further action to be taken on
the employee in case he/she has not joined the new location within a stipulated
period of time
156. System should support maintenance of data in case the employee has asked
postponing of date
157. System should allow updation & maintenance of transfer details in the employee
record
158. System should have the facility to update employee data and gradation list
159. System should generate circulars for deputation vacancies
160. System should allow recording of deputation details such as:
 Start date and end date of deputation period
 Post Deputed to
 Office Deputed to
 Section Deputed to
 Deputation Pay Scale
 Deputation Allowance
 Terms and conditions of deputation
161. System should have the facility to generate final list of people to be deputed
department wise based on decision of acceptance of the department to which
deputation is being proposed
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162. System should have the facility to issue letters:
 Relieving Letter/order
 Joining Letter/order
163. System should be capable to auto update employee database
164. System should have the facility to update gradation list automatically on employee
joining deputation post
165. System should be able to define Group specific and general promotion rules in
the system
166. System should store all the rules pertaining to promotion
167. System should allow employees to view the rules for promotion
168. System should be able to identify category/cadre/group/caste wise vacant posts
for promotion
169. System should be able to generate timely triggers indicating the due date for
promotion, process to start
170. System should check mandatory conditions, such as completion of required
service period and/or completion of required service period at the lower post from
which to be promoted, before promotions
171. System should update employee's grade & pay scale details resulting due to
promotion decisions
172. System should be able to generate online list of employees as decided by the
competent authority
173. System should have standard formats of promotion orders available in the system
174. System should generate on-line promotion orders
175. Policy for Salary revision, Increments consequent upon Promotions should be
maintained in the system on-line and trigger them for pay fixation process in
related module
176. Concerned authority should have the provision to update employee database and
gradation list in the system if not auto triggered
177. System should have the facility to send communication to the employee in case
of promotion
178. Ability to generate report on transfer history/past services ( integrate with medical
history - Employee Service Master)
179. Ability to generate reports on count of employees transferred in a specified period
transfer
180. Ability to generate reports on total pending, approved/rejected cases of transfers
181. Ability to generate report for employees in difficult area/terrain beyond a specified
time
182. Ability to generate reports on status of officers/staff whether released or not
released or whether joined/not joined ( along with dates) as per
transfers/promotion orders as on particular date or cross section of time is
available readily from this system
183. Ability to generate list of pending cases with requirement of particulars
184. Ability to generate seniority list of all officers and staff (with particulars like dob,
doj, qualifications) on any date/time
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185. Ability to provide reports on total employees promoted during specific period,
category wise, unit wise, designation wise (all details)
186. Ability to provide reports on employees not selected for promotion or cases
deferred or pending or dropped with reasons
187. Ability to generate category wise roaster w.r.t. promotion of employees
Voluntary Retirement Scheme (VRS)
188. Ability to define VRS guidelines
189. Ability to request for VRS as per the rules defined for the scheme (Integrate with
IR & Legal and Payroll)
190. Ability to approve for VRS as per the rules defined for the scheme (Integrate with
Payroll & E-Exit)
191. Ability to generate reports on the total number of employees applied for VRS,
number processed/rejected/pending per year
Time and Leave Management
192. Ability to manage on-line application, tracking and approval of various kinds of
leave through workflow logic and self-service
193. Ability to update work schedule/shift pattern of employees
194. Ability to maintain working hours, weekly offs and national/local holidays
195. Ability to define overtime facility
196. Ability to define and process overtime allowances cases beyond ceiling limit
197. Ability to define types of leaves: half pay leave, earned leave, casual leave, study
leave, maternity, paternity, child care, extra-ordinary leave, medical leave,
compensatory leave, leave without pay - all types
198. Ability to define admissible leave for employees of all class
199. Ability to track attendance and map it with applied leave (between applied and
leave granted)
200. Ability to record employee's punch in/punch out date/time details (integrating with
access card/biometric machine)
201. Ability to manually update attendance & leave details of employees in case of
employees to whom access card is not applicable (employees in field offices)
202. Ability to correct attendance & leave details of employees
203. Ability to update half day attendances/leaves in the system
204. Integrate Time and Leave Management with OM, ESS & Payroll Module
205. Facilitate leave balances to be merged/ transferred/ credited through an accrual
process in the system automatically based on user defined criteria
206. Ability of record keeping and maintenance of historical data
207. Ability to provide reports on punch in/punch out date/time data
208. Ability to provide reports on late coming hours (summing up late hours to
automatically debit from employee leave)
209. Ability to provide reports on total number of admissible leave and actual leave
taken in a period by an employee
210. Ability to produce report to reflect the half day leave, unauthorized absence,
repeated late arrival by employee to job location or employee working less than
their normal working hours for Time keeping and disciplinary action
Training & Development (T&D)
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211. Provision to define training - short-term, long-term, trainable and non-trainable
training needs and Provision to capture ad-hoc courses offered by various entities
212. Ability to design selection criteria for various in-house/ external trainings
especially higher studies Grading training institutions (external) by the training
dept. professionals
213. Ability to provide training feedback by the employee supervisor 6 months post
training for training effectiveness
214. Ability to capture Training Policy and customize process to update/edit the policy
215. Ability to issue letter of permission for undergoing higher studies
216. Ability to issue orders granting higher studies with or without pay
217. Ability to issue permission for acting as examiner/faculty member/guest lecturer
in different technical/management institutes
218. Ability to capture Training needs of employees met/not met during the
quarter/year
219. Ability to formulate and update Annual Training Calendar with list of Training
Programs, Batch size, target group etc.
220. Ability to provide input to Finance & Accounts Module for payment to
Trainers/Institutes
221. Ability to update list of Trainers/Institutes for various training programs
222. Ability to record participant's attendance in training programs and employees
nominated but did not attend a training program
223. Ability to notify HoD/employees about the nomination for training program
224. Ability to define and print training nomination letters to be sent to officials
225. Ability to customize training feedback form, effectiveness form and training
nomination letters
226. Ability to manually update training feedback provided by participants in the online
feedback form
227. Ability to analyze training feedback
228. Ability to seek nomination from employees/HoD for training programs not included
in Training Calendar
229. Ability to capture Training facilities available within the organization
230. Ability to book training rooms by departments for specific training programs
231. Ability to capture course content of all training programs along with list of Target
group, batch size
232. Ability to support the process of Induction Training for new recruiters by integrating
with the recruitment module
233. Ability to maintain topic/subject-wise database of internal & external faculty,
number and details of courses conducted by them quarterly, half- yearly, yearly
and cumulative
234. Ability to capture external employees of other organizations trained
235. Ability to maintain training budget (for each category of training) - cost of training
- actual expenses. Link the TA/DA/Hotel expenses payment records to find out
total cost of training. (The TA bill passing system should be linked to the Training
system to ensure feedbacks)
236. Ability to maintain data for internal training exam and certification obtained by staff
237. Ability to maintain data on external certifications obtained by the staff
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238. Ability to have online registration, cancellation, reminder, and confirmation of
training classes
239. Define the competency inventory for unique roles in the organization across all
classes
240. Ability to raise Requisition / Purchase Orders (PO) for clearing professional fees
of Trainers/Institutes/Stationery/Photocopy of training course content/material
etc.
241. Ability to monitor Planned Training against actual training conducted based on
user defined parameters such as number of trainings, budget, participants etc.
242. Ability to maintain training database with full training history of all employees
243. Ability to provide details of vocational training and GoI (apprenticeship) - only
period of training, name and age/CSR training (integrate with payroll and
recruitment module)
244. Ability to produce individual and departmental training reports
245. Ability to provide report with the participant list and total no. of trainings with
training hours for each employee during specific period
246. Ability to provide reports on Training Needs
247. Ability to calculate total Training Cost in a year against the T&D Budget
248. Ability to provide reports on training programs nominated for but not attended
during employment (reasons for not attending)
249. Ability to provide reports on vocational training and GoI (apprenticeship) training
( integrate with payroll module)
Compensation & Benefits
250. Ability to maintain the compensation and benefits policies of the organization
251. Ability to perform Income Tax calculation
252. Ability to calculate compensation and benefit details (Pay Slip) of each employees
253. Ability to issue orders granting annual increments
254. Ability to approve loans and advances of employees (by appropriate authority)
255. Ability to Check Loan Balances (Integrate with Payroll Module)
256. Ability to handle making online application for sanction of LTC/HTC/other
entitlements through ESS and approval through workflow
257. Ability to process application for medical advance, HTC/LTC reimbursements
258. Ability to approve general claims and expenses through the system
259. Ability to track loan requests made by employees and send reminders, Feedback
& Grievances
260. Ability to provide report on past salary slips & income tax statements
261. Ability to provide report on expense requests approved/claimed/rejected/paid
262. Ability to provide report on month-wise insurance premium payment receipts
263. Ability to allow the concerned official to fill the compensation details in case of any
electrical accidental corresponding to a consumer or UPCL employee
264. Ability to redirect the request raised for electrical accident compensation to the
concerned official for approval and to the accounts department post approval
265. Ability to provide report on month-wise/year-wise compensation sanctioned to any
UPCL employee or Consumer and all details related to it.
Staff Management/Recruitment
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266. Capability to automate manpower requirement/planning based on competencies,
skills, experience, qualification and other criteria
267. Capability to make provisions for direct employment/ promotion/ recruitment to
specialist categories/part time or contractual employees
268. Capability to project cadre-wise/grade-wise manpower requirements for a
specified period based on data relating to new upcoming
units/resignations/dismissals/future retirement etc.
269. Capability to analyze the unit-wise, cadre-wise, grade-wise resources available
and required and do a gap analysis with specific time frame
270. Facility to create new posts or modify existing posts through appropriate approval
271. Capability to issue alerts before any position falling vacant due to retirement/term
of temporary or contractual employee getting over
272. Capability to generate a consolidated manpower plan (Department- wise/Section-
wise/Unit-wise) for approval through work-flow management system
273. Capability to identify critical posts (by function)
274. Capability to integrate with the recruitment/promotion module for filling up of
vacancies
275. Facility to define positions for internal or external recruitment (define vacancies
based on sanctioned strength and existing employee strength for each
department/unit/section etc.)
276. Facility to define the requirements for recruitment of deceased dependents
277. Facility to record the details of the applicants of deceased dependents
278. Facility to furnish the list of applicants of deceased dependents found eligible for
being called for interview/selection
279. Facility to carry out recruitment for different grade/rank of employees and Part
time employees
280. Facility to record the time taken to assess the financial condition of the deceased
dependent applicants and accordingly take decisions on the eligibility of the
application
281. Support vacancy and post based roster system for recruitment
282. Facility to define the specifications of the vacancy in terms of qualifications, work
experience, location considerations, skills/competencies required, additional
certifications / professional qualifications, etc. ( T& D module - integrate)
283. Facility to derive competencies automatically from the job or position
284. Ability to map competency requirements into vacancy competency requirements
285. Facility for managing recruitment for special categories requiring relaxation in
norms
286. Facility to draw recruitment schedule in accordance with the requirement plan
287. Facility to indicate that an applicant has applied for the post through another hiring
process within the organization
288. Facility for generating advertisement for recruitment for internal / external
candidates for publication on HRMS portal, Media and websites
289. Support provision for approval of advertisement from Competent Authority
290. Facility to auto generate unique identity number for each new applicant
291. Facility to create workflow for approval of application through various levels
292. Facility to capture details of the Recruitment Policy and to alert users if there is
any violation of the policy
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293. Facility to route recruitments through various levels of approvals and review. Audit
trails of the entire approval process should be available
294. Facility to report generation for all the above functionalities with a provision for
dynamic querying
295. Ability to re-induct a person into the organization after a gap in service (Integrate
with employee master)
296. Facility to create a competency framework (matrix) for various competency types
(functional/ behavioral/ leadership) with desired proficiency levels for each
position/grade
297. Facility to create various competencies and categories into various competency
types viz. Ability, Skill, Knowledge, etc.
298. Ability to track interview results / Applicant's progression
299. Generation of merit list of candidates on user configurable criteria such as
category-wise, center-wise, alphabetically, roll no.-wise, score-wise etc.
300. Capability to maintain details of the candidates resorting to unfair means
301. Provision to record comments of interviewers at various levels of interviews
302. Generation of system driven regret letters and/or offer / appointment letters
through both manual as well as electronic modes (with terms and conditions for
appointment)
303. Ability to issue orders of re-engagement (or extension) of retired officers, on
contract basis with re-employment terms
304. Ability to issue order on completion of probation period
305. Facility to maintain checklist for verification and acknowledgement of various
aspects related to joining viz., medical reports, testimonials, other relevant
certificates, etc.
306. Should allow for maintaining a checklist of details to be mentioned in each
employee's personnel file
307. Facility to change employment status from probation to confirmed/not confirmed
as per rule from the date of joining
308. Facility to integrate with the PAR (Performance Appraisal Report) of the employee
on probation
309. Facility to generate reports on Recruitment cost incurred/employee and cost per
recruitment agency per project
310. Facility to generate reports on Time taken for filling up a vacancy i.e. from paper
advertisement to appointment letter
311. Facility to generate reports on the time taken for deceased dependent recruitment
(i.e. from receiving application till appointment)
312. Facility to generate reports on year-wise manpower profile of UPCL
313. Facility to generate reports on total manpower strength (Category-wise,
designation-wise in different corporate and field offices of UPCL (for each quarter)
314. Facility to generate reports on Education and Age profile of employees
315. Facility to generate reports on the details of contractual employees in UPCL
316. Facility to generate reports on the Recruitment, appointment and confirmation
details for each quarter
317. Facility to generate reports on the Separation details (category wise)
Grievance Redressal System
318. Facility to store and update Grievance Redressal Policies & Procedures
60 UPCL, Dehradun
319. Facility to edit the policies by specified level of authorities

320. Facility to define composition of the GR committees
321. Facility to list various techniques to facilitate communication
322. Facility to alert the users periodically when a deadline is approaching nearer
323. Facility to track/monitor the status of a pending case Requirement Description
324. Number of grievances disposed per year
Facility to generate reports on the total number of complaints docketed for a
325. specified period
Facility to generate reports on the total number of grievances handled during a
Facility to generate reports on the various types of grievances handled during a
328. Facility to generate reports on the average time taken to resolve a grievance
Travel Management
329. Ability to automate the process of Travel Request
330. Ability to define Travel Request (Rail/Air/Road/) Forms
331. Ability to define & select calendar and time schedules for travel planning
332. Ability to define Country/state/city for travel planning
333. Ability to select type of Travel (Local/Domestic/International Travel)
334. Ability to select mode of travel (Rail/Air/Road)
335. Ability to add number, name, age, department, function of travelers
336. Ability to raise Travel Requisition for Local/Domestic/International Travel
337. Ability to select the cost center while raising travel requests
338. Ability to define approving authority and reviewing authority for
checking/approving/declining travel requests
339. Ability to select approving and reviewing authority for approval of travel requests
340. Ability to provide any additional comments before submitting the travel request
(lowest fare/berth preference)
341. Ability to approve/decline/modify travel request of employees by approving
authority (Link with ESS)
342. Ability to check status of approval/decline of travel requests
343. Ability to resubmit travel requests if declined
344. Ability to notify Travel Desk of approved travel requests submitted
345. Ability to create request for booking of taxis for Local/domestic Travel
346. Ability to approve/cancel/modify requests for taxi bookings
347. Ability to create, change, display, review and release travel advances
348. Ability to provide expenditure reports for separate cost centers
349. Ability to provide reports on employees for whom travel request has been
approved/declines/modified
350. Ability to provide reports on all past travel requests with details on travel advance
cleared/per-diem/allowances claimed and actually paid
351. Ability to raise request for expenses such as medical reimbursement/travel
reimbursement/stationery/local conveyance etc.
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Employee welfare and CSR
352. Ability to define and configure Staff Welfare Schemes with various criteria & rules
353. Ability to maintain the history of employee welfare and CSR initiatives undertaken
over time, separately
354. Ability to calculate the amount spent on employee welfare and CSR initiatives
separately
355. Ability to handle Ex-Gratia, compensation in case of accidental death during
employment, preferential appointments, / Death Relief, if applicable.
356. Ability to provide separate reports on the total number of employee welfare and
CSR initiatives undertaken within a specified time with amount spent on each
Appreciation and Award
357. Ability to issue appreciation letter and award to the employees for their specific
achievement
358. Ability to maintain an employee’s track records of appreciation and award
Medical Check-up
359. Ability to notify the user’s for renewal of their medical check-up
360. Ability to allow the users to apply for medical check-up
361. Ability to allow the users to update their health record status
Sports and Culture
362. Ability to allow the employee to apply for any sports and culture activities within
UPCL
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6.4 Finance & Accounts Management System

General Ledger
1. Ability to provide the facility to have multiple, independent general ledgers/
schedules
2. Ability to allow information to be consolidated within and across general ledgers
for (month end) reporting purposes
3. Ability for each General Ledger (GL) to be capable of supporting and be fully
integrated with sales, purchase, stock and management accounting ledgers and
cashbook
4. Ability of each sub-ledger to relate to a separate control account in the general
ledger
5. Ability to open Memorandum Accounts for recording financial information
6. Ability of automatic posting (Postings to sub-ledgers should result in automatic
postings to the control accounts in the general ledger)
7. Flexibility to accommodate current and any proposed chart of accounts structure
and corporate/field organization structure
8. Option to have centralized or de-centralized account maintenance of chart of
account value
9. Ability to have parent-child hierarchy in chart of account values.
10. Addition /deletion of any account code should be restricted.
11. Ability to provide facility to amend and delete the entities (e.g.: Capture short as
well as long description of accounts)
12. Ability to manage Multiple foreign currency transactions
13. Ability to display GL account balance in multiple views as follows:
 Statutory
 Responsibility (e.g. strategic business unit, Area Office/departmental
reporting)
 Geographical
14. Ability to hold balances for multiple ledger types such as:
 Actual
 Budgeted
 Forecast
 Taxation
 Tariff &
 As per requirement
15. Ability to allow enquiry by:
 account codes and names
 wild search
 specific range of period, year and month batch entry number
16. Capability of the system to display:
 Online at least 5 years of history for account balances and posted
transactions
 Account activity including opening balance, movement for the period,
closing balance and year to date balance
 Breakdown of balances by drilling down to source document
17. Ability to store balances for future years
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18. Ability to maintain the following master data records to store control information
on how postings done into the general ledger account:
 Name of the account
 Description
 Type of account (e.g. revenue/asset)
 Tax posting
 Reconciliation account in nature (e.g. Debtors' Control account)
 Level of transaction details to be maintained within the GL Account
 Alternative account number to store UPCL existing GL account (easier for
user to search new account code)
 Automatic posting to prevent manual posting to accounts (e.g.: - Accounts
Receivable, Account Payable)
19. Ability to create GL master data in hierarchy
20. Ability to
 Copy accounts between entities
 Automatically renumber account codes
 Closed accounts - block/ mark for deletion
 Add accounts
 Delete accounts
 Change description of accounts
21. Provide facility for mass creation of GL accounts that includes:
 Copying entire chart using another chart of accounts as reference
 Copying single account
 Copying multiple accounts
 Performing data transfer using program for GL account master data from
legacy system
 Allowing deletion of inactive accounts or accounts with no outstanding
balance
22. Ability to: -
 Assign an activity status to accounts (e.g. - active/inactive)
 Retrieve an account master record via account alias
23. Ability to immediately put across the electronic notification to relevant users after
creation or change of master data
24. Ability to provide audit trail to log the creation, amendments and deletion of each
GL account code
25. Ability to control creations, amendments and deletion of GL Master data by user-
defined authorization
26. Ability to search account code, account name or responsible area during posting
of documents
27. Ability to provide facility of Look up accounts number and descriptions during
journal entry
28. Ability to electronically route journal for approval to an authorized user before
posting to the general ledger. If rejected, the journal should be automatically
routed back to the originator for correction
29. Alert for action for vouchers pending at different level
30. Ability to assign unique number to journal entry
31. Ability to post allocation journals with user-definable rules (e.g.: apportionment of
expenditure)
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32. Ability to restrict access to certain accounts by user-defined groups.
33. Ability to control journal posting function by user-defined authorization
34. Ability to provide function to reverse documentation-individual or in mass, after
posting by reference document number
35. Ability to post to a future and prior period by authorized users
36. Ability to suspend and resume, at a later time, entry of journal that are incomplete
or imbalance
37. Ability to prevent posting to control accounts of subsidiary ledger
38. Ability to update on-line with real time update
39. Ability to provide facility to:
 Allow storing (park) incomplete documents without carrying out extensive
entry checks
 Specify templates to capture details of recurring transactions (e.g.: - fixed
prepayments and accruals)
 Allow amendment or deletion to recurring transactions prior to posting
 Perform the posting automatically according to user-defined specification
40. Ability to allow for multiple accounting entries (debits and/ or credits) for each
transaction type
41. Ability to provide running total of debit/credit amount
42. Ability to provide running total of transactions in each batch
43. Ability to request for authorization of transaction exceeding maximum or
transaction limits by user-defined authority
44. Ability to ensure that all necessary postings from various other modules are
posted to the ledger before starting the closing run
45. Ability to automatically generate the provisions for administrative expenses,
materials/ services received but invoice not received
46. Ability to automatically carry forward balances at the end of the year to the
balance sheet and reset all profit and loss account
47. Ability to prevent inactive accounts from appearing on reports and financial
statements
48. Ability of auto alert for odd-balances (debit/credit)
49. Ability to integrate with payroll
50. Ability to generate a report of pending, responded and un-responded Inter Unit
Transfers (IUTs)
51. Ability to automatically create relevant accounting entries at both units on
acceptance of the inter-unit accounting by the recipient unit
52. Ability to perform month-end (soft closing) , quarterly, date range and year-end
closing
53. Ability to automatically, at period end:
 Post accruals
 Reclassify credit and debit balances for reporting purposes
54. Ability to automatically update the closing balance of the previous period and
opening balance of the current period with prior period transaction postings for all
ledger balances. (e.g.: - actual, budget)
55. Ability to automatically initiate a new financial year
65 UPCL, Dehradun

56. Ability to automatically net off the expense and revenue accounts closing
balances to retained earnings account and carry the same to the following
accounting year
57. Facility to make adjustment/provision entries to the consolidated Trial Balance
without impacting individual unit's Trial Balance
58. Facility to re-run consolidation multiple times after making adjustments to the
unit's accounts
59. Ability to:
 Consolidate at multi levels
 Consolidate actual and budget at balance sheet, profit/ loss account, cash
flow statement, expenses and revenue account levels
 Automate generation of elimination transactions
 Automatic generation of inter Office/ Department balances
 Prepare consolidated Balance Sheet for statutory compliance & as
required
60. Facility to change consolidation logic from time to time
61. Ability to produce the following financial reports in multiple levels (e.g. whole
organization, reporting units such as Area Office, zones, departments) and for a
user defined period (for the month, year to date), but should not limited to:
 Profit and loss account
 Analysis of Profit and Loss account
 Analysis of operating expenses
 Balance sheet
 Analysis of Balance Sheet
 Trial Balance
 Cash flow and Funds flow statement
 Notes to the financial accounts (account breakdowns)
62. Provide flexible Report generation with the following minimum features:
 Specify the format and layout of reports
 Summarize and total the information to be reported
 Select records to be included in the report
 Select details from each record to be included
 Perform arithmetic calculation on the information selected or totals
 Ability to add narrative comments to reports
 Ability to show financial data in thousands, millions etc. without creating
rounding problem
 Store the report format for later use
 Produce reports in graphical form for presentation purposes
63. Ability to split schedules into multiple sub schedules
64. Ability to produce user defined statutory Reports
65. Ability to compare actual data to budgeted data and/ or budgeted data to actual
data in:
 Annually,
 Half yearly,
 Quarterly, and
 Monthly
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66. Ability to export reports to standard PC applications (e.g. Excel spreadsheet, .pdf,
JSON,.txt/.csv format etc.)
67. Ability to automatically carry forward closing balances of a particular financial year
to opening balance of the current year, with user defined control and authorization
68. Ability to create multiple versions of financial statement report and ability to
customize reports as required by the user
69. Ability to generate comparative statements for various periods as defined by the
user
70. Ability to print various reports as required by users and management
71. Ability to support computation of various financial ratios as defined by users and
ability to compare the same with the previous year and year to date
72. Allow for generating financial statements at the following levels
 For Corporate Office
 Across Plants
 Across strategic business units
 Across departments
73. Ability to comply with all tax related statutory requirements in force in India and
applicable to the company and the system should be upgraded with the latest tax
laws on a regular basis before the amendments to tax laws come into force
74. Ability to generate all statutory reports applicable to the company as per prevailing
laws
75. Ability to change opening balance after taking required approvals from concerned
76. Ability to follow IFRS (International Financial Reporting Standards), IND-AS
(Indian Accounting Standards), ICDS (Income Computation and Disclosure
Standards) and all accounting standards and procedures as required by UPCL
Accounts Receivable
77. Ability to fully integrate account receivables to the general ledger and the cash
book and to allow transactional entries for customer invoices/bills, adjustment
journals, collections and employee related bills
78. Ability to block the posting or trigger warning if update is made to a finalized
account
79. Ability to restrict access to master record to unauthorized changes from being
made
80. Ability to set default interest rate or surcharge
81. Ability to provide audit trail for source of invoice
82. Ability to generate periodic billing reports based on different parameters and
consolidated report on total receivables at any point of time
83. Ability to create debit and credit memos into customer account
84. Ability to reference multiple invoices in single debit/ credit memos
85. Ability to automatically link receivables posted to the general ledger by on-
line/batch processing
86. Ability to provide recording non-sales related receivables like borrowings,
deposits, sale of investment, sale of assets, outstanding receivables considering
payment terms, inter bank
transfers, rent from quarters/ guest house, selling of tender forms,
advertisements, Sale of trees, Sale of fruits, Sale of scrap etc.
87. Ability to link with payment gateway
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88. Ability to: - Accept various payment methods
 Cheque, bank draft, cash etc.
 Bank transfer
 Offset with other expense or GL account
89. Ability to automatically link incoming payment posted to the general ledger by: -
 On-line processing
 Batch processing
90. Ability to display incoming payment details and produce incoming payment
reports on demand from the system -
 By customer/vendor amount
 By collection date
 By method of payment
 By location
 By type of payment
91. Ability to refund the customer/vendor and automatically post the refund to the
customer/vendor account
92. Ability to refund to the customer/vendor using various payment methods such as:
 Cash
 Cheque
 Bank Transfer
93. Ability to override the payment method proposed by the system in exceptional
cases
94. Ability to print petty cash or payment voucher, cheque and refund statement from
the system
95. Ability to post refund transaction automatically to general ledger
96. Ability to manage:
 Post adjustment into the customer account. e.g.: reverse the original
payment transaction to reinstate the original debt
 import dishonoured cheque details in an electronic media supplied by the
bank
97. Ability to capture reasons for dishonour of a cheque and maintain customer's
payment default history
98. Ability to charge penalty to the customer account based on user- defined
conditions
99. Ability to re-charge penalty imposed by bank to the customer/vendor account (if
any)
100. Ability to reverse payment posting from the general ledger automatically
Accounts Payable
101. Ability to capture the following information, but should not be limited to :- Vendor
account number, vendor type (SME/ non-SME; etc.), vendor name, address, fax,
telephone, email, contact person, payment terms, payment methods, payment
charges to be recovered, vendor bank details, paying bank details, GST no., GST
TAN Number, Aadhaar Number, sales tax number, PAN/ TAN number, payment
location and payment lead time
102. Flexibility to provide account numbers:
 Automatically
 Manually
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103. Upon creation of a new vendor account, ability to allow for the incorporation of a
check digit as a security feature to ensure accuracy of data entry
104. Ability to control the creation and change of vendor master data
105. Ability to allow for specified fields in the master data to be made mandatory or
optional entry
106. Ability to perform a consistency/ outstanding amount check on the account
balance based on user defined specification before account is marked for deletion
107. Ability to restrict access to master record to unauthorized changes from being
made
108. Ability to block from posting or trigger warning if update is made to a finalized
account
109. Ability to print vendor master data and select by new account, vendor account,
status
110. Ability to provide a list of the blacklisted vendors so that they are debarred for any
future transactions
111. Flexible to record payable:
 Automatically record payable entry from other system such as
procurement module
 Manually (direct record by the user)
112. Ability to provide audit trail for source of invoice
113. Ability to provide invoice register facility by which the invoices could be logged
prior to entry into the ledgers
114. Ability of the system to provide processing of following payables
 Against purchase order/ contract only
 Against purchase order/ contract only with a goods receipt note/service
receipt note
115. Ability to automatically generate debit/ credit memos based on PO, GRN, Quality,
Inspections and acceptance tests as per UPCL purchase regulation norms
116. Ability of the system to provide collation of purchase orders in the invoice register
by PO order type like material PO, Central PO, Local PO, etc. or collation on PO
value, location of raising PO and master plan wherever applicable
117. Ability to capture the following information, but should not be limited to: -
 Vendor code, Internal transaction reference, vendor transaction
reference, transaction date, due date for payment calculated by the
system from the payment terms, posting period, transaction value, order
value to which the invoice relates, narrative for purchase ledger entry and
multiple tax codes, multiple tax values, TDS, CENVAT, GST, GST TAN,
Labour Cess, State/Outside state purchase
 General ledger account code, ledger narrative, value, debit credit indicator
and analysis code
118. Ability to provide manual entry for non-material related expenses
119. Ability to provide facility for entering invoices for prepaid expenses and apportion
the amount between prepaid accounts on periodic basis
120. Ability to provide facility for entering invoices pertaining to prior periods
121. Ability to produce payable reports on demand within the system (but should not
be limited to):
 By invoice date
 By vendor type
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 By user defined selection criteria
122. Ability to trigger a warning if invoice amount exceeds balance of operating
expenditure budget
123. Ability to block posting if invoice amount exceeds balance of capital expenditure
budget
124. Ability to create debit and credit memos into vendor account
125. Ability to reference multiple invoices in single debit/ credit memos
126. Ability to post retention request into vendor account
127. Ability to perform:
 Refund retention to the vendor and automatically post the refund to the
vendor account
 Automatically offset retention paid up against the balance outstanding of
vendor account
128. Ability to refund to the vendor using various payment methods such as:
 Cash
 Cheque
 Bank Transfer
129. Ability to provide functions to block for payment
130. Ability to manage direct payment to vendors by 3rd parties
131. Ability to comply with all TDS related requirements
132. Ability to trigger automatic alerts prior to due dates of statutory lenders and
posting related accounting entries requirements like tax payments/ return filings
etc.
133. Ability to create a proposed payment list by determining: -
 Item to be paid - items to be paid are selected and grouped for payments
based on user-defined rules
 Payment amount - based on user needs (e.g.: due date of the items)
 To whom the payment is made - by specifying the payee
 Payment Method - based on the payment method (e.g.: cash/cheque/
Third Party) according to the rules defined by the user
 Payment through - the payment is made - based on the specified bank
and a bank account for the payment
134. Ability to make payment via methods such as:
 Cash
 Cheque - manual and pre-printed
 Direct payment by 3rd Parties like lenders
 Bank transfers/ Electronic Fund Transfer
 Foreign currency
135. Ability to specify a minimum and a maximum amount for a single payment in order
to identify the payment method to be selected by the payment program
136. Ability to over-write minimum and maximum value range and specify another
payment method during the payment run
137. Ability to generate recurring payment voucher
138. Ability to capture the recurring payment information: -
 Name of the vendor
 Invoice number
 Recurring number
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 Accounting information
 Start and end payment date
 Frequency of payment indicator to identify the frequency of the recurring
payment (e.g.:- weekly, monthly, quarterly, biannually, annually)
139. Ability to allow recurring payment to be deleted or edited within its period of
payment
140. Ability to make payment in foreign currency: -
 Specify the bank account to which the payment is made from
 Specify whether it is possible to use the payment method to pay in foreign
currency
 Specify particular currencies per payment
141. Ability to make payment with invoices automatically using user- definable rules
such as:
 By oldest invoice
 By specific invoice
142. Ability to match single payment with multiple invoices
143. Ability to make partial payments
144. Ability to change payment methods or banks, payee, block items or cancel
payment blocks
145. Ability to display changes made and by whom
146. Ability to allow invoices to be released for payment prior to due date as per user
defined authorization
147. Ability to display or print exception listing. The exception listing should contain
blocked items and all outstanding items which the payment program did not
propose for payment (items that could not be settled despite being due)
148. Ability to divide the task of editing the payment proposal between various users
and enable several users to edit large payment runs at the same time
149. Ability to perform payment approval functions to enable certain payments to have
prior approval
150. Ability to request for authorization of transaction exceeding maximum or
transaction limits by user-defined authorities
151. Ability to print cheque online and perform the following functions: -
 Define void reasons (used during test print, page overflow and other user-
defined reasons such as printed incorrectly, unusable)
 Determine the next free cheque number and store the allocation of
payment document number to cheque number
152. Ability to provide facility to print and reprint payment voucher together with cheque
153. Ability to mark the reprint copy with the word 'DUPLICATE'. The payment voucher
should include vendor invoice number, cheque number, addresses and other
user-defined information
154. Ability to provide feature to cancel payments and cheques
155. Ability to provide access to payment cancellation information based on user
defined selection criteria and print report on cancelled cheques
156. Ability to provide full audit trails for cancelled cheques and payment vouchers
157. Ability to split payment to more than one payee (e.g.:- payment involving
withholding tax)
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158. Ability to automatically clear items based on user criteria after payment has been
made: -
 By account
 By document number
 By user defined criteria
159. Ability to post payments for update to the Vendor Account
160. Ability to automatically post to general ledger:
 Cash discounts received
 Gains or losses from underpayment or overpayment
 GST and GST TAN
 Bank Charges
 Gains or losses from exchange rate differences
161. Ability to provide the facility to offset balances of vendor accounts in AP with
balance of customer accounts in AR (for vendors who are also customers)
162. Ability to provide access to projected cash requirement information based on
selected items to notify head office of funds required to be transferred to the
paying account
163. Ability to print TDS certificates and print CENVAT, Service Tax, GST, Income Tax
and TDS report compliant with regulations, and in file-formats which support e-
filing
164. Ability to post transactions such as debit and credit memos into vendor account
165. Ability to identify the transaction via document number series or document type
166. Ability to provide facility for:
 Automatic numbering of documents
 Allow for multiple document series
167. Ability to update to the vendor accounts with the following transactions:
 Transfer from one vendor account to another
 Miscellaneous debit/credit memo for adjustment
168. Ability to automatically update the corresponding account codes in the general
ledger after posting to the individual vendor account in the sub ledger
169. Ability to provide for automatic integration with cash book, general ledger, bank
ledger, penalties/ LD account, purchasing, Material management system, TDS
account, expense accounts
170. Ability of the system to support multi-location payments. Payments through
multiple sub Area Offices and Area Offices and zones
171. Ability to credit all payments first to the bank Clearing Account. Post confirmation
from the bank the same will be updated to the books
172. Ability of the system to maintain cumulative register of cheques and to generate
the cheque register print immediately after printing the cheque
173. Manage Vendor Account Enquiry
174. Ability to view the account balances: -
 In summary (opening balance, transaction per posting period and closing
balances)
 By line items (drill down from summary)
 Drill down to document detail (e.g. purchase requisition, purchase order,
invoice, expected delivery date)
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175. Ability to perform various display functions within a vendor account such as
search, sort, display additional details (e.g. vendor master information), total, view
by currency, obtain total purchase per posting period etc.
176. Ability to display cheque payment information on-screen based on cheque
number or payment document number. The information includes:
 Details of cheque recipient
 Details of the cheque issuer
 Corresponding payment and invoice documents
177. Ability to provide online enquiry capability to vendor information via user defined
selection and sorting criteria (e.g. all vendors that are on hold)
178. Ability to:
 select reports
 edit reports (create/change/display)
 export reports to different systems
 download data to spreadsheets (e.g. Excel)
 generate reports one at a time, multiple reports at a time, ad hoc and
regular reports together
 generate reports at on-line basis
 generate reports in background
 generate reports via batch
 allow creation of user-defined reports without need for technical skills
 perform calculations (e.g. totalling, percentage)
 schedule for specific dates, the generation of these evaluations on a
regular basis
 restrict report selection based on security of database, organization
structure
179. Ability to produce the following payable reports, but should not be restricted to:
 Invoices selected for payment by period, bank, payment method
 List of approved invoices
 List of cheques printed by cheque number and date
 List of vendors with vendor master details
 AP Liabilities Listing
 Invoices under retention
 List of inactive vendors
 Outstanding Cheques which are overdue
 List of cancelled and void cheques
 Details of unpaid invoices (payment proposal exception listing)
 List of realized and unrealized gains/ losses
 Number of invoices and vendors processed within a payment run
 Vendor aging report
 User defined report
180. Ability to provide user defined CENVAT, Service Tax, GST, GST TAN, Income
Tax, TDS and other statutory reports
181. Ability to produce vendor payment history including:
 Payment by vendor
 Payment by period for the current and prior year
 Total paid by year
 Total cumulative payments
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 Date, amount and cheque number last paid
 User defined Criteria
182. Ability to electronically route the reports to allow users to review reports
183. Ability to provide facility to present report in graphs within the system
184. Ability to preview report before printing
Cash Management/ Treasury
185. Ability to monitor payment flows and safeguard liquidity
186. Manage Cash Book
187. Ability of the cash book to receive automatic postings from the accounts payable
and accounts receivables together with manual postings of other payments and
receipts
188. Ability to have integration with General Ledger. Posting will update specified
general ledger accounts and general ledger cash book balances
189. Ability to generate daily incoming report and daily outgoing report
190. Ability to generate daily/ weekly/ monthly cash flow report
191. Ability to provide daily balances from the Cash Book
192. Manage Inter Unit Accounting for Account payable, Account Receivable, General
Ledger & as required
193. Ability of the system to maintain the funds released to the units by the expense
heads and automatically post the ledger entries against inter unit account
194. Ability to generate the advice for the unit to pass the journal entry to reverse the
inter-unit account post receipt of funds
195. Ability to perform automatic bank reconciliation
196. Ability to integrate bank reconciliation system with the payment
197. Ability to enter bank statement details: -
 manually
 by electronic means to match bank transaction information with receipts
and payments in the system to produce an electronic bank reconciliation
198. Ability to record bank statement transactions including: -
 bank and other charges
 interest received or paid
 electronic fund transfers
 periodic payments
 dishonoured cheques (incoming/ outgoing)
199. Ability to automatically generate postings into the general ledger for outgoing
cheques/ transfers as follows:
 cleared cheque/ bank transfer data delivered by the bank to generate the
clearing entries
200. Ability to automatically generate postings into the general ledger for incoming
cheques/ transfers as follows: -
 Bank transfers and cheques received/ banked in to generate the clearing
entries
201. Ability to print cheque deposit and bank transfer listing
202. Ability to post incoming cheques individually or in batch
203. Ability to provide function to overview cheque deposit processing status online
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204. Ability to: -
 record stop payment of cheques
 enable the matching of multiple receipts in the system with a single receipt
transaction on the bank statement
205. Ability to allow for short term planning from sources affecting the cash position.
This includes: -
 Bank balances
 Maturing deposits and loans
 Notified incoming payments posted to the bank accounts
 Incoming payments (e.g. cheques) with a value date
 Outgoing cheques posted to the bank clearing account
 Post-dated cheques
206. Ability to: -
 Allow update of bank balance by bank accounts
 Group bank accounts in a logical hierarchy by the type of account
 Display bank accounts by group or in more details by bank accounts via
drill down
207. The system should automatically reverse items outstanding for more than 3
months upon approval Cheque register
208. The system will maintain records of all cheques
209. Manage Cash Register
210. The system will maintain details of all cash
211. Cash Management for Payment Accounts
212. Ability to forecast cash outflow based on:
 Liabilities from account payable and borrowings, payroll due within a user
specified period
 User defined level. For example, at HO (e.g. centralized) for Area Office
or zone
213. Ability to provide function to create, change and delete payment advice from
sending bank (e.g. main) account to the receiving (e.g. Payment) bank accounts
214. Ability to provide function to create bank correspondence and/or print cheque
215. Ability to post payment advice to the respective bank account
216. Ability to post automatically to the respective bank accounts in the general ledger
217. Manage Cash Flow Forecast and Information Systems
218. Flexibility to provide for:
 Electronic bank reconciliation
 Drilldown reporting tool
 Journal/ posting overview (e.g. bank transfers, deposit)
 Comparison between actual cash flows with forecasted cash flows
219. Ability to produce forecast cash flow statement for at least 12 months with the
following minimum details:
 Opening balance
 Cash outflows for: Loans, Capital projects, Revenue expenditure, Interest
payment, Tax, Dividends
 Cash inflow from: Customers, Interest received, Loan draw down, Net
excess/surplus, Closing Balance
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220. Ability to provide drill down capabilities to view details of outflows and inflows. For
example, payment from capital projects can be further analysed by projects/ jobs.
221. Ability to allow for medium and long term planning from sources affecting the
liquidity position. This includes:
 Receivables as expected incoming payments
 Payables as expected outgoing payments (e.g. materials, project and
capital expenditure) Planned payments of wages and salaries
 Investments and borrowings
 Planned dividend payment
 Planned tax payment
222. Ability to forecast these cash outflow and inflows based on:
 Trends in fees and charges for providing distribution services based on
estimates and collection due dates (Accounts Receivable)
 Expenditure trends based on payment due dates (Accounts Payable)
 Fixed deposit and borrowing terms
223. Ability to:
 Enter forecast cash flow amount manually (e.g. dividend)
 Calculate averages
 Apportion forecast amounts based on historical data (e.g. Collection and
expenditure patterns) in preparation of cash flow statement.
224. Ability to perform ‘What if’ analysis on cash flow based on user- defined
assumptions
225. Manage Loans/ Grants and Deposit Management
226. Ability to maintain the following information in the loans and deposit master, but
should not be limited to:
 Lender
 Agreement date (If any)
 Loan Term, Moratorium
 Instalment amount
 Interest rate, reset clause
 Loan type (Borrower’s note loans, Policy loan, General loan, etc.)
 Loan Source (Government or Private)
 Security Details
 Other loan details and conditions
227. Ability to provide function for handling the complete loan process for loan given
and loan taken e.g. calculation of repayment schedule, Instalments due, Interest
calculation, payment of instalment and interest, liability calculation and posting
into books and reversal and vice versa.
228. Ability to view the detailed source of loan report (local and foreign loan)
229. Manage Inter-unit Transfer Details
230. The system will maintain details of all inter unit transfers of:
 Drawing account transfers from HO account to unit accounts
 Details pertaining to transfers provided by bank like UTR number etc. will
also be maintained
231. Manage Cash Management/Treasury Reporting
232. Total Collections into Bank Vs. Total Confirmations From Bank
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233. Total Transfers to unit HO account by bank account number and transaction
Cheques deposited Vs. Cheques credited into bank
234. Dishonoured checks by bank account number and identifying issuer of cheque
235. Total cheques issued Vs. Bank debits by bank account number and bank name
236. Un-reconciled statement at the area offices
237. Total cheques issued Vs. Bank debits by cumulative amount
238. Total Transfers to HO account by bank account number and transaction
239. Cheques deposited Vs Cheques credited into bank
240. Ability to send to Internal Audit (IA) and others as required for pre auditing for
bills/documents
241. Ability to update utilization of internal Resources
Budgeting/Analysis
242. Manage Budget Preparation
243. Ability to create the following budgets but not limited to:
 Revenue Expenditure budget
 Operating Expenditure/Depreciation budget
 Capital Expenditure budget
 Forecast Balance Sheet for 10 years
 Forecast Profit & Loss for 10 years
 Forecast Cash Flow for 10 years
 Forecast Financial Ratio
 Forecast Retained Income
244. Ability to prepare budget with Top-Down and Bottom-up method
245. Ability to provide function to compute retained Income (RI) and cash for
investment forecast based on user-defined criteria
246. Ability to import/export budget details from / to external systems electronically
(e.g. Spreadsheet -Excel)
247. Ability to provide Windows-based spreadsheets for budget preparation
248. Ability to check and balance the detailed-level budget and the summary-level
budget
249. Ability to navigate within the budget hierarchy (e.g. expand/ collapse structure,
drill down for details)
250. Ability to provide a graphical representation of the budget hierarchy
251. Ability to calculate and compare budget vs. actual in:
 Amount variance
 Percentage variance
252. Ability to provide text facility to document any changes made and reasons of
amendments within each version of budget
253. Ability to retain user-specified versions of the budgets upon subsequent reviews
254. Flexibility to: Maintain the original budget version and the revised budget version
255. Update the original budget by
 Increasing the budget amounts
 Reducing the budget amounts
 Transferring budget amounts. e.g. transfer budget from Area Office to
other Area Office
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256. Ability to allow changes to be made to the 5 year forecast revenue and
expenditure items either by manual entry or electronic upload
257. Ability to meet process/reporting requirements of Budget Policy & Procedures of
UPCL
258. Ability to control the following activities by account, date of change and user IDs:
 lock subsidiary budgets and master budget so as no changes can be
made once approved
 unlock such budgets to reflect budget changes
259. Ability to aggregate the inputs from the different accounting units and prepare a
draft consolidated budget
260. Ability to segregate the final consolidated approved budget, accounting unit wise
Manage Revenue/ Operating expenditure budget
261. Ability to define revenue / operating expenditure budget hierarchy for
responsibility areas within the organization to facilitate control and monitoring
262. Ability to classify revenue and expenditure items by means of a hierarchy. For
example, personnel costs may consist of salary, wages, overtime, bonus etc.
263. Ability to provide edit functions to create, insert, copy, and delete responsible area
or revenue / expenditure item within the hierarchy
264. Ability to identify revenue and expenditure as controllable and uncontrollable for
budget control purposes
265. Ability to:
 Allow posting into a GL account prior to budget approval with proper
approval
 Allow posting into a GL account after approval of budget
266. Ability to control authorization to create, change, delete, budget, transfer and post
by:
 Budget version
 Responsible area/ unit
 Type of revenue/ expense
267. Ability to provide level of access to create and maintain relevant assigned
budgets:
 Units can only amend/ input their own budget
 Budgeting Cell can amend/ input all budgets for Area Offices/zones/ Head
Office / departments; and Budget can only be approved by authorized
person as defined in the system
268. Ability to copy budget values into a new budget version:
 from a reference budget version (e.g. previous year budget or forecast
budget)
 by selecting specific revenue/ expenditure accounts
269. Ability to revalue budget by percentage and by fixed amount
270. Ability to provide formula (user-defined) for planning/ budgeting at the lowest level
271. Information required includes:
 Revenue from generation charges
 Expected increase in requisition for higher transmission capacity by
existing customers (e.g. based on trend or customer forecast)
 New customers (supported by agreements)
 Loan information
 Salaries and wages
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 Historical and projected payroll cost and number of staff for user-defined
period
 Repairs and maintenance
 Preventative maintenance schedule
 Depreciation (provision for computation of depreciation as per (i)
Companies Act (ii) ERC Regulations (iii) IT Act)
 Existing assets
272. Ability to generate monthly/ quarterly/ half yearly revenue/ operating expenditure
budget
273. Ability to provide a text editor function up to the lowest budget level (i.e. revenue/
expenditure accounts) to capture supporting workings that derive the budget
amount
274. Ability to record budgets at all levels of the chart of accounts (all views of account
number up to lowest level of the accounts and all levels of organization)
275. Ability to allow input budget data at detail level with automatic roll- up to summary
level by using aggregation of account (i.e. revenue and expenditure items) at
multiple levels of consolidation
276. Ability to allow input budget data at higher level within the budget hierarchy and
perform the following:
 manually allocate amounts to detail level based on user-specified
methods
 allocate via automatic pro-rate apportionment to user-specified detail
accounts
277. Allow for manual override of apportioned amounts automatically pro-rated by the
system
278. Ability to provide the option to reflect changes to amounts in a new budget version
or without indicating budget as a new version (i.e. overwrite original budget)
279. Ability to check and highlight missing, incomplete budget items prior to
consolidation (for example, a department missing from a set of departments
defined for consolidation)
280. Ability to support both project/ non-project Capital expenditure budget
281. Ability to define a budget hierarchy for Project/ Sub-project to facilitate control and
monitoring
282. Ability to use multiple currency for capital expenditure budget
283. Ability to determine the budgeting start year and the number of years in the future
for which budgeting is allowed
284. Ability to:
 Provide for flexible user-defined budgeting period, e.g. 1 year, 3 years or
5 years
 Provide for sub-period budgets, e.g. monthly, quarterly, semi-annually, or
annually
 Provide ability to create and maintain a 12 months rolling budget
285. Ability to carry forward budget outstanding from projects to the following fiscal
year
286. Ability to carry forward commitment amount from projects to the following fiscal
year
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287. Ability to support multiple budgets by revenue accounts and expense accounts.
For example, to provide for at least two sets of budgets such as Annual (Original)
and Revised Budgets for each accounting entity.
288. Ability of Corporate Budgeting process to be integrated with the budgeting and
planning of the individual units and support functions
289. Deprecation budget should be based on existing assets and budgeted capital
expenditure
290. Ability to commit budget, after posting purchase requisition in purchasing system
291. Ability to transfer budget between Strategic Business Unit (SBU)/ projects,
according to the authorization level defined by users
292. Ability to provide annual approval budget report
293. Ability to integrate with the following modules at on-line basis, but should not
limited to;
 Payroll Accounting: usage budget when post salary, bonus and wages
etc. transactions
 Account Payable: usage budget when post expenses transactions via AP
 General Ledger: usage budget when post expenses transactions via GL
 Inventory Management: usage budget when issue to Strategic Business
Unit (SBU)/project
294. Ability to generate document number separately when create/ change budget
295. Ability to perform automatic budget availability checks during transaction posting.
296. Ability to define tolerance limits either as a percentage or absolute value,
depending on the amount exceed, automatically perform the following:
 Trigger warning to user
 Trigger warning to user and mail to budget owner
 Disallow posting
297. Ability to classify budget control type, such as Cost/ Expenditure budget
298. Ability to provide the following information in the form of reports/ for on-line
viewing at multiple levels within the budget hierarchy
(should not be restricted to):
 Comparison of actual against budget figures (in terms of quantity and
value)
 Budgeted Balance Sheet for 10 years
 Budgeted Profit/ Loss account for 10 years
 Budgeted Cash flow for 10 years
 Budgeted Financial ratio for 10 years
 Forecast Retained Income
 Other forecast information
299. Ability to spread budget over the financial periods based on:
 Even spread
 Seasonal spread
 Fixed spread
 Variable spread
 Manual allocation (i.e. to enter budget figure to specific month)
300. Ability to generate variance analysis (Actual/ Budget) reports by user- defined
parameters (e.g., time period, level of detail, activity, etc.)
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301. Ability to print the report and electronically route the reports to allow users to
review reports
302. Ability to provide exception reports for responsible areas (e.g. Area Office, zones)
that exceeded budget with details such as:
 Revenue/ expenditure (according to chart of accounts)
 Actual to date
 Budget
 Variance (i.e. amount in excess of budget)
303. Ability to automatically check and highlight abnormal data i.e. actual exceed
budget more than 10% or less than 10%
304. Ability to provide over/under budget reports
305. Ability to check fund availability real-time basis (for capital budget)
306. Ability to view source of fund for each project in capital expenditure budget report
307. Ability to generate budgeted financial statements for the accounting units
308. Ability to send periodic Management Information System (MIS) as & when
required
309. Ability to prepare reports for various government agencies audit and provision
for editing and preparing other reports as required
310. Ability to generate Cost Records Plant wise, Unit wise and as per statutory
requirement as required by the Department & as per Companies Act, 2013
311. Ability to perform comparison of actual budget with tariff set by the Regulator
Fixed Asset Accounting
312. Manage Fixed Asset Master Data maintenance
313. Centralized definition of fixed assets categories, description, multiple depreciation
rates, predefined residual values etc.
314. Centralized definition of content of Fixed Asset Register to support Companies
(Auditor’s Report) Order, 2013 or latest [CARO] and other statutory requirements
315. Ability to maintain parent-child relationship across assets classes
316. Ability to maintain the following information in the fixed asset master, but should
not be limited to:
 Asset number
 Group asset number
 General information (e.g. description, make/model, quantity, acquisition
date, owner unit, using unit)
 Posting information (e.g. capitalization date and amount, asset expiry
date)
 General ledger account assignment
 Accumulated depreciation
 Depreciation
 Gain/ loss on disposal
 Revaluation
 Information on the origin of the asset (vendor information e.g. serial
number)
 Purchasing information (e.g. vendor number, purchase order number,
receiving number)
 Physical inventory data
 Budgeting data (e.g. budget number)
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 Insurance data/ warranty
 Depreciation data - asset useful lives, useful date, residual value,
depreciation method
 Asset location
 Asset class/subclass
 Asset type
 Project/ job number
 Remarks-Examples of information required to be maintained within the
Fixed
317. Asset system are as follows:
 Responsible unit (e.g. Plants)
 Physical location of asset
 Usage (e.g. building - staff quarters, substation)
 Quantity
 Unit of measurement
 Description/ additional information (e.g. land title number, capital project
number)
 Source of funding (e.g. capital contribution, own funds)
 Acquisition method (e.g. purchasing, donation)
318. Ability to perform:
 Master record creation
 Manually
 Automatic posting from Material Management System, Asset & Inventory
System
 Master record changes
 Deactivate master record (this should be automatic upon retirement of
asset)
 Delete master record, provided that there is no posting was made to it
 Block asset (to block further cost posting into the asset)
 Change to location/ reporting unit
 Change in assignment of asset to asset class
 Change in asset useful lives
319. Ability to carry out mass changes automatically to a large extent for user-definable
asset record selection criteria:
 Mass change to depreciation methods
 Mass change in depreciation rates
 Mass change in useful lives
 Mass change in asset classification
 Mass change in locations/ reporting units
320. Provide audit trail for creation, amendments, transfer and deletion for all asset
group and sub groups
321. Manage Fixed Assets Register
322. Ability to maintain FA register locally at Plant/Unit etc.
323. Ability to record fixed assets as either capitalized or work-in-progress
324. Ability to define fixed assets at different levels such as:
 Group asset (main and components) e.g. Land & Building
82 UPCL, Dehradun

 Asset class/subclass (Group asset belongs to an asset class as per user
defined norms) e.g. factory land
 Asset type (e.g. tangible and intangible)
 Balance sheet (asset class is assigned to GL account code. This forms
the balance sheet item)
325. Ability to decide the asset categorization at the time of order placement/contract
finalization
326. Ability to maintain parent - child asset relationships
327. Ability to differentiate between new asset and value adjustment/up gradation to
existing capacity
328. Record fixed assets with date placed in service in the past
329. Record fixed assets with date placed in service in the future
330. Ability to merge multiple fixed assets into one fixed asset
331. Provision to rectify errors in recording fixed assets in the same period or in
previous periods
332. Ability to record number of units against each fixed assets e.g. chairs - 10 units
333. Ability to record fixed assets taken on lease, assets on other's property etc.
334. Ability to generate Fixed Assets schedule in accordance with the Statutory
requirements
335. Ability to generate Fixed Assets schedule in accordance with the Companies Act
336. Ability to generate Fixed Assets schedule in accordance with the Income Tax Act
337. Ability to generate Fixed Assets schedule in accordance with the Regulatory
requirements
338. Ability to update Fixed Asset Register upon capitalization of asset Manage
Assignment
339. Ability to assign an asset to a specific reporting unit or business area (e.g. Area
Office/sub-station) for internal reporting purposes e.g. When an asset is assigned
to a specific reporting unit, the system should automatically post the transactions
such as
Depreciation and gain or loss on disposal, to the account related to this asset to
this reporting unit.
340. Manage Addition of Fixed Assets
341. Ability to automatically or manually allocate a unique asset number upon creation
of the asset master record
342. Allow for asset additions and capital improvements including:
 acquisition and capital improvement costs and dates
 maintenance costs and dates
 original and extended useful life
 mass additions
343. Ability to capture expenditure under "Capital Works In Progress (CWIP)" , till
completion/commissioning of Asset
344. Ability to transfer from CWIP to respective Asset Account on completion of work
345. Ability to capitalize asset via:
Integration with Accounts Payable
 Post the asset acquisition and the corresponding vendor liability in one
transaction Integration with Purchasing/ Inventory
 Upon receipt of asset (with value), before invoice receipt
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 Upon receipt of invoice, asset is received (unevaluated) earlier
 By moving the item from inventory
346. Ability to capitalize an addition or enhancement to an existing fixed asset in the
current fiscal year
347. Ability to process a credit memo, which reduces the acquisition and production
costs of an asset
348. Ability to maintain component-wise break-up of the capitalized value of the asset
like original cost, installation cost, allocated amount of indirect expenditure,
interest capitalized etc.
349. Ability to update the acquisition transactions automatically to the respective
account codes in the General Ledger
350. Manage Transfer/ Splitting of Fixed Assets
351. Ability to:
 Move an asset, resulting in the need to change asset master data that
cannot be otherwise changed (e.g. the asset class, main asset)
 Split up an asset or move part of an asset (transfer between asset groups,
sub asset group)
 Transfer material from the inventory (current assets) to a fixed asset (for
example, for a replacement part)
352. Ability to capture information such as:
 Date of transfer
 Cost, accumulated depreciation and net book values transferred
353. Manage Fixed Asset Disposal/ Retirement
354. Ability to identify "assets not in use/ awaiting disposal" based on user-defined
criteria (e.g. asset class, location). The listing should contain the following
information, but should not be limited to:
 General master data - location, description, make/ model, acquisition date
 Asset history
 Asset values (book value)
355. Ability to electronically route proposed disposal listing to specific users for
approval within the system
356. Ability to perform the following within the Fixed Asset system:
 Perform complete/ partial retirement
 Provide simple method of retiring low value assets
 Perform mass retirement
 Capture cost of retirement (e.g. removal cost)
357. Ability to make provisions against losses on retirement of assets in respect of
Assets waiting for disposal
358. Ability to automatically calculate the gain or loss on disposal/retirement
359. Ability to capture disposal information such as:
 Date of retirement
 Cost, accumulated depreciation and net book values written off
 Sales proceeds
 Gain/ loss on disposal
 Reasons for retirement
 Mode of retirement e.g. sold, scrapped, donated etc.
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360. Ability to post automatically or manually to the respective account codes in the
General Ledger:
 Gain or loss on disposal;
 Sales proceeds;
 Capitalization cost; and
 Accumulated depreciation
 Depreciation
361. Ability to automatically determine the corresponding depreciation charge for the
partial disposal, based on one of the following entries:
 Amount of the acquisition costs being retired
 Percentage rate
 Quantity
362. Ability to manually amend the partial disposal amount calculated by the system
and then recalculate the corresponding depreciation for posting to the General
Ledger
363. Ability to post automatically or manually to issue invoice in the Account
Receivable
364. Ability to reinstate fixed assets incorrectly retired
365. Manage Depreciation of Fixed Assets
366. Ability to support different methods of depreciating an asset, such as
 As per Regulatory Requirement
 User-defined rate tables
 Sum of digit
 Unit of use
 Useful life
367. Support change of useful life and effective rate of depreciation
368. Support change in method of deprecation and rates of depreciation for a specific
fixed asset or group of fixed assets during the life of the asset(s)
369. Ability to maintain multiple depreciation rates vis-à-vis the periods to which they
apply and ability to calculate depreciation with retrospective effect wherever
required
370. Ability to facilitate adjustment of depreciation of fixed assets prior to and after
updates to general ledger
371. Ability to automatically post to the corresponding accumulated depreciation and
depreciation expense accounts in the General Ledger
372. Ability to provide at least daily and monthly basis of calculating depreciation and
depreciation expense accounts in the General Ledger depreciation
373. Ability to comply calculating depreciation with accounting standard and tax
regulation and regulatory requirements
374. Ability to provide for recalculations of depreciation expense on assets re-valued
e.g. Depreciation = (revaluation amount remaining/ new estimated life)
375. Manage Insurance of Fixed Assets
376. Record all insurance related details against fixed assets
377. Record multiple insurance policy details against individual fixed assets
378. System generated alerts/reminders to designated users about insurance
premium payable, new policies to be taken, policies to be discontinued etc.
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379. Ability to automatically update insurance record on passing of the insurance
premium bill with the policy details
380. Ability to monitor sale/purchase of insurable assets and update insurance records
automatically
381. Ability to update details of claim settled / partly settled / rejected
382. Manage Revaluation of Fixed Assets
383. Ability to capture the following information:
 Revaluation amount
 Revaluation date
 Revaluation method
 Values’ reference
 Computation of revaluation surplus/ deficit and diminution
384. Ability to keep the original asset cost details separated from the revaluated
amounts and a history of revaluation for each asset over time
385. Ability to automatically post revaluation transaction to update relevant accounts
in the General Ledger (allowance for revaluation (surplus/deficit), allowance for
diminution)
386. Manage Physical Inventory of Fixed asset
387. Ability to print asset listing for physical count based on user-definable criteria
The following information should be generated for each asset:
 By owner unit
 By using unit
 By location
 By asset class / asset category
 By Date
 By Retirement date
 With asset ID
 With asset Class
 With asset description
 With location
 With quantity
 With value
388. Ability to process the results of the inventory manually or automatically by:
 Making comparison with information in the database
 Retiring the asset if asset is confirmed missing
 Change location if asset has changed location
 Enter the inventory date in the assets counted and assets identified as
missing
389. Ability to capture the following information for all types of adjustments such as:
 Date of adjustment
 Cost, accumulated depreciation and net book values adjusted
 Adjustment reference document (if any) and authorization
390. Ability to manually or automatically adjust the acquisition cost and corresponding
depreciation for the missing assets to the General Ledger upon update of Fixed
Asset system
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391. Ability to ensure that no duplication of the equipment/asset can occur. In other
words an item of equipment, once defined, cannot be duplicated within the
system.
392. Ability to define continuous assets/equipment applicable to UPCL transmission
assets.
393. The system is to provide facility to allow an item of equipment to be defined as a
function of its length.
394. Ability to record any environmental issues or regulations required in the operation
of the equipment / asset.
395. Ability to record the physical location of each fixed assets Manage Integration
396. Ability to provide for automatic integration with General Ledger, Accounts
Payable, Accounts Receivable, Project Management and Budget, including the
following capability:
 Automatic interfacing of accounting entries to the G/L module;
 Drill-back capability to Account Payable (e.g. Invoice, Purchase Order
etc.)
397. Manage FA Reporting and Enquiry
398. Ability to display asset description at individual asset level, summarized levels
(e.g. asset class, asset group, by balance sheet) and by particular asset (e.g.
asset number)
399. Ability to provide drill-down from asset descriptive details to:
 Balances
 Depreciation
 GL account code
400. Ability to provide asset information via screen and print report, but should not be
limited to:
 By date, year (e.g. by year of capitalization, year of disposal)
 By type of transaction (e.g. acquisitions, transferred, retirement, Written-
off, etc.)
 By asset location - for small assets which are portable
 By owner unit or using unit
 By asset class (main asset group, sub group, asset number)
 By user-specified rules
401. Ability to produce reports for various reporting, flexible report writing tools and on-
line enquiry facilities for (but should not limited) to the following:
 Financial reporting (e.g. audit and taxation)
 Management reporting
 Examples of standard reports are listed, but should not be limited to, as
follows:
 Assets at gross separately from accumulated depreciation – for period
and year-to-date
 Asset master at summary and detail level
 Asset additions
 Asset retirements
 Asset valuation - gross asset values, accumulated depreciation and NBV
 Assets by source of funds (e.g. capital contribution, own funds)
 Assets by acquisition method (e.g. purchasing, donation)
 Depreciation expense using flexible user selection criteria
87 UPCL, Dehradun

 Depreciation forecast
 GL posting summary
 Assets not found at location
 Asset found at location other than that assigned in the asset record
402. Ability to provide ad hoc listings via screen and/or print listings based on user
defined specifications such as (but not limited to):
 Select and sort by asset category
 Select and sort by asset class
 Select or exclude fully depreciated assets
 Select or exclude retired assets
 Select by GL account codes
 Select by business units
 Select by asset status
 Select by asset location
 Select by asset life within asset book
403. Ability to provide reports that can analyse asset information:
 By owner unit or using unit (e.g. zones, Area Office)
 By time period (e.g. year)
 By company, asset type, department and location.
 By movement (such as addition, transfer or disposal) by account, current
month or year-to-date activity
404. Provide for complete asset history, for example:
 depreciation, depletion and amortization current period, year-to-date,
accumulated
 net book value and residual value for finance, tax and regulatory
requirement
 remaining life
 history transactions with line-item
 repair and maintenance tracking
 warranty claims and settlements tracking
 insurance claims and settlements tracking
 acquisition and retirement date
405. Ability to provide the following details or reports for taxation purposes:
Additions
 Qualifying cost
 Non-qualify cost
 Year of assessment of acquisition
Disposal/ write off
 Qualifying cost
 Non-qualify cost
 Sales proceeds
 Year of assessment of expiry Adjustments/ transfers
 Qualifying cost
 Year of assessment of adjustment/ transfer
Reconciliation of fixed asset movements
 Opening balance
 Additions
88 UPCL, Dehradun

 Disposals
 Transfer in/ out
 Adjustments
 Qualifying costs
 Non-qualifying costs
 Closing balance
Auditing Process
406. System should allow User (Auditor) creation with access limited to viewing of the
Customer Transaction data etc.
407. System should have the facility to provide Ad-hoc report writing facility for the
auditors
408. System should have the facility to provide Interface enabling the data to be
downloaded to the audit software for analysis of data for audit purpose
409. System should have the facility to Concurrent audit whereby
transactions/activities deviating from business rules are diverted on real-time
basis to internal auditors
410. System should have the facility to provide Internal Audit Report Template for
writing of Reports
411. System should have the facility to provide Monitoring & Scheduling of Internal
Audits, Statutory Audits etc.
412. System should inform the Internal Audit modules users about any new
product/service/facility to customers/employees (such as loans) introduced by
UPCL by way of a monthly MIS report
413. System should be able to generate MIS report highlighting any new product/
service/facility to customers/employees introduced in the specific office chosen
for audit between the last audit date and current audit date
414. Ability to generate any statutory report as required for compliance
415. Ability to generate pending audit paras unit wise or as required by UPCL
416. The system shall have dashboards that depict the various key performance
parameters at various levels
89 UPCL, Dehradun
6.5 Payroll System

Payroll Processing
1. System shall record, as a minimum, the following data:
 Job classifications and descriptions
 Employee status codes and descriptions
 Salary & allowance codes, descriptions and Tax indicators
 Deduction codes and descriptions
 Beneficiaries for deductions (Account code, individuals etc.)
 Location (Disbursement Centre) codes and descriptions
 Treasury Office/District code and names
 Leave codes and descriptions
 Payroll Calendar
 Pay scale number, Pay scales, Pay scale description
2. System should make New Pension Scheme (NPS) deductions from employee
salary as per grade
3. System should check the leave sanction records for each employee
4. System should calculate basic pay, pay band, grade pay for each employee based
on:
 Standard salary rate for the employee
 Attendance, leave etc. based on data received
5. System should automatically calculate all the dependent components in the
Payroll, as per UPCL regulations
6. System should allow automatic calculation of Payroll based on the above inputs
7. System should itemize all the components of pay on the pay slip with GPF/EPF
and all required deductions
8. System should configure various tax rules (e.g. Income tax, Professional taxes,
etc.) on basis, method of calculation, Default percentage rates, General accounts
to which tax effects may be posted, Applicable State etc.
9. System should calculate HRA rebate and handle LTC and Medical exemptions as
per the Income Tax Rules
10. System should automatically update Payroll database for changes in employee
record without interfering with payroll processing (e.g. Promotions in the middle
of month, etc.)
11. System should update original payment entries after salary disbursal
12. System should update employee database after salary disbursal
13. System should calculate payroll of employees
14. System should allow defined users to access payroll data and run payroll for
respective offices only
15. System should run separate payrolls for different groups depending on eligibilities
and rules applicable for each category
16. System should have the facility for reimbursements of Leave Travel Concession
(LTC), medical reimbursement, other reimbursements that the employee is
eligible to
90 UPCL, Dehradun

17. System should check the payment against the overall entitlement
18. System should dynamically reduce the balance payable based on each part
payment made
19. System should allow for employees to view the balance receivable at any time
20. System should maintain details of Loans & Advances of each employee on the
payroll
21. System should compute all statutory deductions from salary such as Income Tax,
EPF/GPF contributions, HBA, Insurance premium etc. (details to be finalized )
and deduct the same from the pay-out figure
22. System should define various pay elements like earnings and deductions using a
rule based framework
23. System should define the rules of earnings and deductions as per the guidelines
of UPCL
24. System should allow for the rules to be changed in case of directive by Govt. of
Uttarakhand
25. System should maintain the tax slabs, rates and surcharges and compute the tax
automatically as per directives of Govt. of India
26. Disbursement of pay should be done only through bank
27. System should enable payroll disbursement into employee bank accounts through
by generating a payroll detail file for uploading into ECS of concern banks
28. System should generate exception report at every salary processing cycle to
highlight any discrepancies: Missing account nos., wrong account nos.,
closed/transferred SB accounts etc.
29. System should post the salary details to General Ledger classified under
appropriate HoA (Head of Account)
30. System should be able to run multiple payrolls in a single instance
31. System should be able to maintain a single central payroll repository and be able
to run and access payroll from any location in a centralized or decentralized
manner
32. System should be able handle the payment of reimbursements
33. System should be set to be checked against the overall limit which will be
dynamically reduced based on each part payment
34. System should be capable of calculating arrears when the scheme is revised
35. System should be able to define various formulae and be able to link them to other
calculation formulae / elements such that when there is a rule change only the
component which has undergone a change will be effected (e.g. tax slabs)
36. System should take care of final settlement process to arrive at net to be
recovered or due
37. System should be able to support the retrospective computation of changes to the
various data heads and makes the appropriate computation and payments in the
current period. These include changes in organization data, Employee data etc.
91 UPCL, Dehradun

38. A retrospective computation of the salary System should be initiated automatically
for those employees whenever there is a relevant change. The appropriate re-
computation of the statutory aspects to be carried out. Tax should also be
automatically calculated
39. System should be able to prepare quarterly and annual tax returns
40. System should support generation of Form 16 and other statutory documents
41. System should support integration with HRMS to take care of leave, attendance,
etc.
42. System should be able to facilitate the back dating of allowances
43. System should be able to support various pay methods e.g. Auto-pay, EFT, Cash,
Cheque etc.
44. System should be able to check for adequacy/correctness for pension cases
received and ask for relevant documents/clarification as required & update
records
45. System should support preparation of various Bills including Arrear Bill
46. System should be able to do pay fixation of various employees as per rules &
update the records
47. System should be able to calculate pension/pension arrears for retired employees
between specified tenure such as from 1996 to 2006 which need to be paid out
by UPCL
48. Ability to calculate medical allowance for all pensioners
49. Ability to calculate/deduct EC (Electricity Charges)/ED (Electricity duty),
seasonal charges & various other details from pension as per rules defined by
UPCL
50. Ability to calculate PPO (Pension Payment Order) and other related details as
required
51. Ability to support GPF trust in system
52. Ability to generate any statutory form for compliance or as required
6.6 Document Handling

1. Possibility to View information in accordance with the main business process
Users can quickly find the required information in the documentation sorted for example
2.
by customer name or document type
Possibility of converting hard copies of documents into storing documents in all possible
3.
formats i.e. .doc/x,.xls/x,hplg,.pdf,.tiff/G4,.bmp,.jpeg, drawings, images etc.
4. Possibility of creation, modification, and saving of documents
5. Documents versioning and change history tracking
Support for establishment of links between documents and possibility of hierarchic
6.
structures establishment
7. Classification of documents by criteria, sorting, and retrieval
8. Controlled access to documents based on assigned access rights
92 UPCL, Dehradun

9. Extended versioning functionality (versions, revisions, change proceedings)
10. Possibility to create variants of document (language versions)
11. Possibility to create file templates
12. Document status management
13. Establishment of structured documents (agreement files)
14. Establishment of links to other objects in ERP
15. Possibility to view the documents in an in-build document reader
16. System shall have search facility for searching various type of documents
The concurrent users to do document handling will be 5% of total ERP application users
17.
at UPCL
93 UPCL, Dehradun
7. Technical Requirement Specifications

SI shall implement all the necessary functional, technical, operational and other supporting
requirements for the ERP system to be deployed.
7.1 Business Design
The SI will perform a business study and prepare business design documents with required
process re-engineering, process enhancements and gap-fitment analysis to map all business
requirement of UPCL in the ERP system. The SI is expected to conduct workshops, give
detailed presentations on the business design, which will include the gap analysis and specific
recommendations for adoption of new improved business processes by UPCL.
UPCL shall constitute a project governance structure with adequate representation from
various departments to review the recommendations of the SI and accord necessary approval
for the business design report and business process re-engineering measures to be adopted.
The objective, approach and methodology of business design should ensure the following four
steps:
1. Simplification and standardization of processes: The processes of all departments

need to be simplified into logical steps. The SI will explore and recommend the
standardization of processes across all lines of businesses/divisions in consultation
with respective departments of UPCL.
2. Elimination of redundant and non-value adding processes: After simplifying the
processes, all processes are to be reviewed to eliminate the redundant steps and
practices.
3. Value addition: After eliminating the redundant processes, the re-engineering of
processes need to be done keeping in view the standard best available processes/
practices available in the proposed ERP system software. The primary objective of this
step is to enhance functional efficiency and process performance. This is the most
important phase, which will have a strong bearing on the overall performance of the
final solution.
4. Configuration: The SI will configure the standard ERP System after finalization of the
To-Be processes; configured “To-Be processes” in the system must address all the
defined requirements.
The SI shall submit a business blueprint document covering complete requirement for
approval of UPCL.
94 UPCL, Dehradun
7.2 System Design

1. The SI shall prepare a comprehensive systems architecture and design documents for
the ERP System after conducting a comprehensive analysis of the requirement for
ERP System in UPCL. This design should include solution architecture, hardware
deployment architecture, network design, security architecture etc. for the ERP
system.
2. The Architecture document should give the complete architecture of the proposed ERP
system. The documents including, but not limited to the following, shall be submitted
for approval.
a) Application functional architecture
b) Format of all input screens including data entry requirements
c) Format of all reports that would be generated by the ERP system
d) Access control mechanisms, data security and audit trails to ensure that
databases are not tampered with or modified by unauthorized users.
3. Build a complete audit trail of all transactions (for e.g. add, update and delete) using
transaction log reports, so that errors in data, intentional or otherwise, can be traced
and reversed. Access Controls must be provided to ensure that the databases are not
tampered with or modified by the system operators. Implement data security to allow
for changes in technology and business needs. Based on the requirements analysis
conducted above, the SI must develop a comprehensive ERP System.
4. Design and implementation of the system architecture: The SI shall be entirely
responsible for the architecture of the system implemented to satisfy all features,
functions, performance and security as described in this document including sizing of
the required hardware. System architecture description provided in this document is
bare minimum and is for reference only. The SI should ensure all possible and required
improvements over and above the specified architecture. The performance parameters
are defined in service level agreement.
5. The ERP system design must be such as to require the minimal installation, if at all, at
the user’s end, besides the Internet Browser. Such minimal installations must be on
the Push architecture based from the Administrator’s side. The ERP system should be
able to support all latest common browsers (like Internet explorer, Mozilla, Chrome,
Safari etc.).
6. The SI shall consider users’ inputs while finalizing all design components including
user interfaces, mode of data entry, storage and retrieval, outputs 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 UPCL and make all the necessary
changes to ERP configuration to optimize performance.
95 UPCL, Dehradun
8. The SI shall be responsible for making sure that all the above considerations are
adequately met. The SI shall deliver an architecture document covering the above
aspects.
9. The SI shall make necessary provisions for management reports, dashboards,
business intelligence tools and Data migration in line with the expectations of users
provided in the functional requirements.
7.3 Technical Requirement for ERP Implementation

The technical requirement of the ERP Implementation that the SI shall be responsible is:
1. The solution should provide for multi-tiered architectures.
2. System architecture should allow infrastructure simplicity and standardization.
3. The solution software including operating system should be certified for different types
of hardware.
4. The infrastructure should be capable of supporting disaster recovery.
5. The solution should have capability to present all business process and data via
familiar relevant office applications and should offer integration with all relevant Forms.
6. The system should support OS versions starting from Window 7 and provide
compatibility to future versions for desktops.
7. The proposed ERP application shall support mobile interface.
8. The system is required to cover critical business functions and process modules and
provide modularity that should support addition/removal of one or more modules as
and when required. However, these modules should be seamlessly integrated in the
core application system. The solution architecture should allow minimum modifications
so as to preserve the upgrade path.
9. The system should support standard interfaces such as adapters, APIs to interface
with standard application and legacy applications (if any).
10. Integration Plug-ins of various Third Party Software’s shall be provided free of cost by
SI.
11. The system should support real-time data updates and interfaces with software from
other vendors (if any).
12. Server Operating Systems should have longer product life cycle (10 years or more) to
avoid non-availability of various device drivers (current and future) support in place
directly from OEM. The OS should be latest version available in the market.
13. 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.
14. The ERP application should support SSL and digital certificates.
15. The system should be compatible for remote access.
16. The system should support auto-switching failover to other available server in case of
server failure.
96 UPCL, Dehradun
17. The system should support distributed processing.

18. The system should support load balancing.
19. The Enterprise grade Server operating system should support the essential network
services like directory services, DNS, DHCP, radius, and web-server, application
server, cluster services (high availability and fail over support) and virtualization.
20. The Infrastructure technology stack (database, application server and other
components) used by the ERP application should be used for developing custom
applications which are not part of the proposed package. Independent custom
applications refer here the “customized process” not available as part of offered ERP
application
21. The interfaces should be user friendly and with Graphic User Interface (GUI) with web
access.
22. The system should be able to archive data based on user specified parameters (i.e.
date/data range) and restore archival data for on-line use as and when required.
23. The system should be fully web enabled to work in the Internet and Intranet
environment.
24. System should have single sign-on access across all modules within proposed ERP
application and should be intuitive, easy-to-use user interface that can be accessed
via the web interface.
25. Ability to provide integrated management for all the components proposed as part of
the solution, including but not limited to:
a) Database
b) Application servers
c) Integration servers
d) Web servers
e) Portal
f) User identity management
26. System should have ability to:
a) Provide performance statistics for the CPU/ memory, database, application
servers
b) Predict possible system bottlenecks
27. System should have tools to assist administration of:
a) Configuration management
b) Performance tuning
c) System diagnostics
d) Capacity planning
28. Ability to send alerts to system administrator in case of defaults/ failure/ bottlenecks.
29. Ability to provide concise overview of parameters like configuration changes,
infrastructure usage, performance, required maintenance activities, potential security
issues, status of business flows and diagnostic test results.
97 UPCL, Dehradun
30. System should have the ability to support handling of errors

as follows:
a) Error logging
b) Ability to redo/rollback a transaction after recovery from software/hardware
failure to ensure data integrity
31. The solution shall have a built in software to manage automated database backups
and restore.
32. The solution shall have a built in software to manage application software backups and
restore with Source Control.
33. System should have the ability to run backup of database while in operation.
34. System should have the ability to manually override scheduled backup operations.
35. System must have the ability to produce a report log for each backup/ restore task.
36. Ability to ensure that data should be entered only once/ minimize data redundancy.
37. Ability to provide database & application programs migration tool for migrating from
one server to another.
38. Capability of retaining the data structure and format even after release/loading of future
updates/upgrades.
39. Capability to configure/ parameterize the meta data/ data for field creation/report
generation/ queries.
40. Capability of maintaining data on continuous basis without purging and without
affecting system performance.
41. System should have the ability to encrypting/ decrypting sensitive data.
42. System should have the ability to support job scheduling.
43. System should have mechanism to manage and prioritize batch jobs queued.
44. Workflow including approval with thresholds shall be an integral part of the solution
and shall interface with email systems supporting SMTP.
45. Capability to define various workflows as per requirement of UPCL.
46. Capability to track the position of the workflow (where it is pending)-diagrammatically,
with/ without showing the contents, as the case may be.
47. Capability to route the item to an authority who is not part of the workflow to whom it
can be referred.
48. Capability to automatically re-route the item to alternate authority in absence of the
initial authority after a defined period.
49. Workflow including approval should be an integral part of the ERP and support e-mail
integration with any system.
50. System should have the ability to design the workflow with the ability to define business
rules, alerts and triggers.
51. Ability to provide access level security for entry forms/ reports at pre-defined levels.
98 UPCL, Dehradun
52. System should provide user and user group authorization administration tool to assign
security levels to functions and data, and allow the access by users/ by groups with
valid security level only.
53. System should have the feature of automatic log-off if there is no user activity for a
specified time period.
54. The ERP Product to include data warehousing/ business intelligence tools. It means
that the proposed ERP application shall have data warehousing/business intelligence
tools within
55. The ERP product should provide for inbuilt Embedded Analytics without having the
need to take the data to a data warehouse and run analytics.
56. Ability to create custom objects/ formulas for repeated use in reporting tool. The
requirement is to make best use of custom objects/formulas for repeated use for
reporting.
57. Capability to generate user-friendly reports across all modules, which shall be
meaningful, consolidated and concise, could work as an effective tool for top
executives for decision-making. Most of the report formats will be finalized during BBP
phase with successful bidder. SI will make necessary changes in doing the
customization of those reports.
58. System should have the ability to drill down to all kind of possible reports.
59. System should have the ability to preview any document or report before printing.
60. System should have the ability to send any document through email from within the
system
61. The database should provide controls over who, when, where and how applications,
data and databases can be accessed.
62. Audit trail should also be maintained at database level for any changes made in
database and it should be ensured that these audit trails cannot be manipulated by
anyone including super users and DBAs.
7.4 Application related Technical Features

1. Application solution must be web based, built on enterprise application platforms with
sufficient flexibility for customization based on UPCL needs. The security
measures/provisions/hardware/software to securely access the ERP application from
web by all the ERP application users of UPCL shall be in scope of System Integrator.
2. Solution must use standard relational/object oriented database management system.
3. Language support: All functionalities in the offered product must support bi-lingual. All
screens and templates should be by default in English. Wherever required, screen
shall support Devanagari script. In addition, application shall support Unicode formats
for text editing, file name and data storage.
4. Dates: All functionalities MUST display, calculate, and transmit date data in
(DDMMYYYY) format.
99 UPCL, Dehradun
5. Currency: All functionalities MUST display, calculate, and transmit data in Indian
currency format (e.g. 3, 20, 00,000/-).
7.5 Application & Other Standards

This section details the various Information Technology (IT) related standards that are to be
considered while implementing the ERP system. The below mentioned components need to
be taken care of while implementing the technology components for ERP:
Platform Flexibility
1. Web-centric, multi-tier architecture shall be used.
2. Open standards and interoperability shall be considered.
3. XML, JSON based standard or latest standards shall be used wherever applicable.
4. Compliance to SOA and web-services.
Interoperability
1. Usage of standard APIs.
2. Service-oriented architecture (SOA) based.
3. Support for multiple industry standard databases with ODBC, JDBC, Unicode, XBRL
compliance or with latest databases.
Usability
1. Applications should comply with Guidelines for Indian Government Websites (GIGW).
7.6 Compliance with Industry Standards

The ERP system shall be based on and compliant with Industry standards (their latest versions
as on date) wherever applicable. This will apply to all the aspects of the system including but
not limited to design, development, security, installation, and testing. There are many
standards that are indicated throughout this volume as well as summarized below.
However, the list below is just for reference and is not to be treated as exhaustive.
Information access/ transfer protocols SOAP, HTTP/HTTPS
Interoperability Web Services, Open standards

Scanned documents TIFF (Resolution of 300 dpi) for archiving
JPEG and/or PDF for storage and
dissemination with facility to reduce the file
size
Document encryption PKCS specifications AES, DES
Information Security System to be ISO 27001:2013 compliant or
latest
100 UPCL, Dehradun

Operational integrity & security System to be ISO 27001:2013 compliant or

Management latest
IT Infrastructure management ITIL / EITM specifications
Service management ISO 20000:2011 specifications or latest
Project documentation IEEE/ISO specifications for documentation
Internet protocol IPv6 ready equipment’s
7.7 Infrastructure Requirements at DC/DRC

1. Scalability: The SI shall plan and provide for horizontal scalability in such a manner
that a new server can be added (or removed) dynamically, as and when required in
future, without disturbing the normal functioning of the system. The vertical scalability
in servers in terms of additional processors and RAM will have to be provisioned for
handling future growth in transactions.
2. Availability: The SI needs to indicate the critical components in the system and
indicate the plans for failover mechanisms. The components shall be in redundant
mode (N+1) configuration. The SI shall ensure that no single point of failure (SPOF)
exists and enough redundancy is built in to the DC. However, the DC & DR shall be in
active-passive mode.
3. Interoperability: The entire system/subsystem should be interoperable, in order to
support information flow and integration. Operating systems and storage technologies
from several suppliers must interact well with each other.
4. Security: The system must provide an end-to-end security blanket to protect the ERP
applications, services, data and the infrastructure from malicious attacks or theft from
external (through internet/intranet) hackers. Using firewalls and intrusion detection
systems, such attacks and theft should be controlled and well supported (and
implemented) with the security policy. The security implementation shall cover all three
layers namely physical, network and transport layer. The security appliances/systems
are available at UPCL DC/DRC for R-APDRP application suite and will be provided for
ERP suite as well.
7.8 Security Requirement & Features

The SI shall have to establish all the necessary procedures/infrastructure/technology/
personnel to ensure that the ERP System Security is not compromised.
Broad Security requirements are:

Security features should be compliant with the e-Governance Security Guidelines (e Gov.
Security Standards Framework www.egovstandards.gov.in).
1. 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.
101 UPCL, Dehradun

2. Public key verification methods should be followed for verifying that the contents of a
document have not been tampered with, and allowing the receiver to confirm the
identity of the sender.
3. The applications should require the use of unique user IDs and passwords for
authentication purposes and digital signatures, Biometric and other devices as
applicable.
4. The application should allow for the following:
a) The enforcement of password standards
b) The establishment of a specified period for password expiration, and
c) The prohibition of recent password reuse.
5. System administrator should be able to define functional access rights and data access
rights by assigned user ID, functional role, owner department etc.
6. The systems should permit the system administrator to assign multiple levels of
approval to a single user.
7. System administrator should be able to permit access to sensitive data elements by
named user, groups of users, or functional role etc.
8. System should be auditable as per requirements from time to time.
9. System should have audit logging capability to record access activity, including but not
restricted to the following:
a) All log-in/log-out attempts by user and workstation
b) User-submitted transactions
c) Initiated processes
d) System override events and direct additions, changes, or deletions to
application-maintained data
10. System should provide the ability to query the audit log/trail by type of access, date
and time stamp range, user ID, IP address, physical & terminal ID, files/record
modification etc.
11. All the information assets (information and information systems) should be classified
and security should be defined according to criticality of the information asset. All the
data / information contained within systems or in hard copies related to this project, are
owned by UPCL. No information should be made public either directly or indirectly nor
allowed to be accessed by unauthorized persons.
12. System audit should be enabled for all the information assets to establish detective
controls. System should have evidences, like audit trails, logs, registers, proof of
background checks, approvals from UPCL or its designated agency, support for
various decisions, support for accounts etc. for the purpose of third party security audit.
13. Should have system development and change control procedures including effective
segregation of duties under different environments.
14. Proper protection against malicious software should be ensured. This would include
implementation of an effective anti-virus solution, scanning viruses at regular intervals
102 UPCL, Dehradun
or on certain triggers and updating the solution, as and when new patch is received
from the anti-virus solution provider. However, the antivirus solution will be provided
by UPCL, same shall be installed and implemented on ERP H/w by bidder.
15. Should have proper logical access security for all the information assets. Entire
network including servers, communication links, database etc., should be logically
segregated from rest of the networks.
16. Shall support UPCL in implementation of suitable technical and procedural controls to
protect the network. Wherever the ERP project network comes in contact with an
untrusted network, additional security measures should be recommended/suggested
like firewall, IDS, DMZ, proxy server, encryption etc.
17. Should have a business continuity plan and a disaster recovery plan that should be
implemented before commencement of the operations. Robust backup
policy/procedures should be established for the same.
7.9 OEM Audit

The SI shall ensure to depute consultants from ERP OEM during business blueprint/design
phase on mutually agreed dates at UPCL site for ensuring smooth and proper implementation
of the ERP system at UPCL. The ERP OEM shall submit audit reports/audit observations on
the business blueprint document to UPCL. The envisaged responsibilities of the ERP OEM for
the ERP implementation project at UPCL are as follows:
Monitor and review quality of project’s progress
1. Review business blueprint/design documents prepared by the SI

2. Review Go-Live parameters / readiness for the ERP implementation
The OEM services are required for 30 man-days. However, the prices quoted for this audit
period shall remain valid for project period from the date of award of work. UPCL may take
OEM audit services at the same rate in project duration time if required.
The bidders will have to submit a confirmation with regard to above, from ERP OEM on
their Letterhead signed by their authorized signatory and upload with techno-
commercial bid.
OEM audit is responsibility of SI. If SI is not able to get the OEM audit completed in time, delay
shall be on SI part.
7.10 TPCEA Requirements

An exercise of TPCEA evaluation of ERP system through a third party is mandatory prior to
Go Live stage of ERP implementation and post- Go-Live on annual basis.
The SI will adopt the following methodology during the TPCEA evaluation.
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1. The SI shall extend all support to UPCL nominated TPCEA for evaluation of all the
operational functionalities (business blueprints) of the proposed modules, various
documentation and deliverables reports and IT infrastructure/ hardware provided by SI
as per contract.
2. The SI will take corrective action on any deviations from the norms, standards or
guidelines at the earliest instance, after noticing the same upon the recommendation
of the TPCEA.
7.11 Configuration & Customization

As stated previously, ERP solution for UPCL will have to meet the business and technology
objectives of UPCL and also should take into account the technical environment and functional
specs as desired by UPCL. To the extent, the ERP Solution does not achieve these
prerequisites, it will have to be appropriately configured & customized to the satisfaction of
UPCL core team formed specifically for this purpose. The proposed integrated product should
be with minimal requirements for customization.
In this regard, System Integrator will need to carry out the following activities:
1. Understand current business processes and MIS reporting requirements of UPCL.
2. Explain best practices available in the ERP software and how these best practices
affect the existing business processes.
3. Identify areas of differences between the best practices and the current business
processes of UPCL.
4. Identify areas where software does not meet requirements and draw-up plan in terms
of a workaround or customization.
5. Map all MIS reports currently available in the software with the MIS and statutory
reporting requirements of UPCL and identify new reports that need to be customized.
6. Design all desired access security and data validation controls.
7. Document the configuration done and prepare user manuals for maintenance of the
configuration / customization.
7.12 Testing and Hosting

1. The SI shall conduct all tests as a part of standard software testing life cycle (STLC).
2. The SI shall facilitate UPCL to conduct user acceptance testing.
3. Once the system integration testing of the configured and customized solution has
been conducted successfully, performance and load testing would be conducted prior
to commissioning and Go-Live.
7.13 Documentation of ERP Project

The SI must ensure that complete documentation of the ERP system is provided with
comprehensive user manuals, and adhere to standard methodologies in the project life cycle
as per ISO standard and/or CMM models. The following documents are the minimum
requirements:
104 UPCL, Dehradun
1. Communication plan listing all stakeholders in the project, defining their roles and
responsibilities.
2. All Architecture documents, design documents and, testing and deployment manuals
etc.
3. Quality assurance plan stating the planned actions to ensure satisfactory delivery
conforming to functional and technical requirements of ERP system.
4. Test plan-containing information on the software test environment to be used for
independent testing, the test cases to be performed, and the overall testing schedule.
This includes, schedule, resources, tools, procedures, environment definition, test
cases, and software test results.
5. Operations Manual providing instructions for installing the application, troubleshooting,
interpreting message logs, and FAQs (Frequently Asked Questions).
6. User Manual (online or downloadable content) providing detailed instructions in the
form of a narrative on how to use the application. In addition, it shall describe how to
access, submit inputs to, and interpret outputs from the application.
7. A Data dictionary listing out all the data elements and their interpretations shall be
prepared.
8. The SI shall maintain all documentation related to the ERP system including software
artefacts and database with adequate requirement traceability matrix and version
control.
9. SI shall submit the hard copies of following documents to UPCL at minimum:
a) Architecture document (2 Nos.)
b) Testing and deployment manuals (2 Nos.)
c) Quality assurance plan (2 Nos.)
d) Operations manual (2 Nos.)
e) User manuals (5 Nos.)
f) Data dictionary (2 Nos.)
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8. Data Digitization
This section details out the requirement of data digitization w.r.t. UPCL’s requirements
1. Data digitisation work like data entry and data migration will be the sole responsibility
of the SI.
2. Software for data entry: Software for data entry shall have following minimum
features.
a) Software shall be available on web, android and IOS enabling data entry from
device as well as web portal
b) Software shall allow creation of different data entry forms in Mobile App and web
portal
c) Software shall have a systematic way to register the web services in the system
and shall allow utilization of the data directly from third party
software/Apps/Modules
d) Software shall allow exporting reporting in Excel/PDF/HTML format
e) System shall allow rule based and regular expression based data validation
3. Autocorrect software and logics to be used.
4. Language of data entry: Hindi/English.
5. Place/Location of data entry: as directed by UPCL Head Office. Bidder has to arrange
all necessary facilities not limited to computers & other hardware at its own to carry out
the data digitization activity at agreed location/site. Electricity, power backup, water
etc. will be provided by UPCL at its premises.
6. SI manpower shall visit every office of UPCL (approximately 70) w.r.t. data collection
for the finalized data to be entered and migrated in ERP system. Following will be in
scope of SI:
a) Preparation of data templates
b) Assessment of data already available in soft copy in legacy system. The size of
legacy data in soft form is approximately 12 GB and the data is available in
Oracle database.
c) Finalize that data for migration in new system
d) Collection of remaining data (not available in soft copy) from field offices
e) Data entry in the required format at field office itself
f) Get the data verified and validated by concerned official in charge
g) Data collection activity shall be started as soon as data parameters w.r.t. various
modules are finalized during BBP Phase
7. Data collection from field shall be responsibility of System Integrator, however following
mechanism shall be used to collect data from field offices.
a) A confirmed schedule will be sent to field offices for SI visit for data collection
15 days prior to visit
106 UPCL, Dehradun

b) Data templates prepared by SI shall also be sent along with schedule to field
offices
c) A training and handholding of SI manpower deputed for data collection from field
will be conducted at UPCL head office at Dehradun.
d) During the training, “UPCL & SI along with PMA” will make SI manpower clear
about data templates, data to be captured etc. so that SI manpower is
conversant with the terminology of data to be captured
e) The visit to field offices is capped to two (2) times if officer is not available as
per schedule sent to field offices
f) If officer is not available for more than 2 times, data files to be made available
at centralized location (Dehradun) will be the responsibility of UPCL
8. The bidder shall provide the deployment plan in their technical proposal to cover the
above stated activity within time schedule as per implementation schedule as
mentioned in Chapter – 13.
9. The bidder has to deploy the required sets of workable set of computers and data entry
operators for completing the data entry assigned to them with in mentioned timeline.
10. Bidder should take good care of all Government records and will be responsible for
security of the record from time of receipt to time of delivery.
11. The bidder should not accept illegible record. Non-readable record at the time of
returning of the data will be considered as damaged record.
12. Process to ensure data integrity - selected system integrator is responsible for the
digitized data integrity; however individual department will be given the ownership for
validation and verification of data entered in system.
13. The bidder should ensure 100% data accuracy.
14. Random checking will be conducted by the officer/agency appointed by UPCL.
15. SI may sub-contract data digitization work to a suitable third party with due approval of
UPCL, however, the sole responsibility of data to be digitized will be of SI.
16. The SI shall ensure that data migration is complete in all respects and the activities are
completed in time so that all the requirements of implementation are fulfilled. All
specifications that are needed to populate the data into the new ERP system need to
be defined by SI. SI shall develop the data migration templates and will carry out the
migration of legacy and new data elements to the ERP system. This shall include but
not limited to the following tasks:
a) Identification & development of the data upload/download programs with the
help of data migration tools
b) Creation of data extraction programs in the legacy systems to convert the data
into the format as required by ERP system
c) Integration testing of the configured system using the populated master and
transaction data
d) Assistance in checking data quality and Integrity
107 UPCL, Dehradun
17. Data entry of master and transactional data shall be in scope of bidder. The following
minimum data shall be entered in system for successful implementation of ERP
application at UPCL. However, if system integrator based on his experience requires
some more type of data needs to be entered in the system, the same shall be
provisioned by SI. Master data w.r.t. HRMS system, Finance & accounting system,
stores, purchase etc. like
a) Employee master,
b) Payroll master
c) Material master
d) Asset master
e) Vendor master
f) GL master
g) Organization hierarchy
h) Fund master
i) Service master
18. Transactional data w.r.t. various modules needs to be entered in system for a cut-off
date decided by UPCL shall be entered in system.
19. The size of legacy data in soft form is approximately 12 GB.
108 UPCL, Dehradun

9. Testing & Quality Assurance

Testing and quality assurance in software development is more rigorous since each
component has to be more reliable, if it is to be reused. A system is tested at various stages
of development and deployment. For example, each component is tested as a unit for
checking the correctness of its own code. Further, the component is tested with its dependent
components. After final release of the entire set of components, system is tested for the
correctness of system functionality. Finally, the components are further tested in simulated
production load for performance and load analysis.
The SI shall be responsible for the testing processes such as planning (includes preparing
test plans and defining roles and their responsibilities), preparation (consists of preparing test
specification, test environment and test data) and execution (includes testing at various levels
like unit level, integration level, system level and production).
9.1 Test Plan
Test plans are prepared for each phase of testing. The initial test plan is created during the
Project Planning phase. The initial test plan describes who performs which type of testing and
when. Ideally master test plan covers all types of test i.e. from unit testing to production testing.
The SI is expected to submit the test plans to Utility for approval. Any changes made to the
test plan during the project life cycle should be communicated to UPCL for approval.
Test plans contains following items:
1. Roles and responsibilities of test team

a. Approach to testing
b. Function testing
c. Security testing
d. User Interface and reports testing
e. Concurrency testing
f. Performance and Load testing
2. Test Scenarios along with entry and exit criteria
3. Test specifications
4. Suspension and resumption criteria
9.2 Test scenarios
The SI shall prepare test scenarios for each business scenario. A test scenario when executed
should fulfil a business requirement as per the scope of business functionality. Test scenarios
include following:
109 UPCL, Dehradun

1. Test specification: During the test specification phase, the test cases are specified.
It consists of description of the input, process to be executed and a prediction of output
results.
2. Test environment: Component developer does unit testing and integration testing.
Integration testing can be delegated to a specialized testing group. Each of the
members in the testing group is provided with testing environment according to his/her
role and responsibilities. Following is sample testing environment for testing:
a. A workstation
b. A set of tools and applications required on workstation like access to user
interface, browser etc.
c. Access to centralized document database (where all the project related
documents are maintained)
d. Access to testing tools and defect logging tools
e. Access to the central database or repository for development and unit testing
(this database contains sample test data)
f. Access to deployed components
3. Test data: Test data is prepared for testing at each stage. The test data should be
prepared in such a way that it covers basic path and every alternate path of the code.
The basic path and alternate paths are prioritized to capture relevant data. Tools can
also be used to generate test data.
9.3 Test Execution
The following testing steps are usually employed in the project lifecycle. The SI is expected to
follow these steps.
1. Unit testing: In unit testing, each piece of code has to be rigorously tested. At this
stage testing is done according to the priority of path of code. All the test results are
logged in the defect logging tools. After completion of testing, code is corrected for
defect logs. This process is iterative till criteria for successful testing is reached.
2. Integration testing: Upon completion of unit testing, integration testing begins. The
purpose is to ensure distinct components of the application still work in accordance to
customer requirements. Test sets will be developed with the express purpose of
exercising the interfaces between the components. This activity is to be carried out by
the Test Team. Integration test will be termed complete when actual results and
expected results are either in line or differences are explainable/acceptable based on
client input.
The selected bidder/contractor shall, after development and
customization/configuration of the ERP Solution, conduct tests to demonstrate that the
system meets all the requirements (functional and technical) specifications as brought
110 UPCL, Dehradun

out in this RFP and would be in accordance with the procedures detailed in approved
To-Be process document.
3. User acceptance testing: During the test scenarios definition, for each of the
business scenario, an acceptance criterion is defined. Acceptance criteria include
expected behaviour of the s/w component and the expected results (data). Expected
results form a part of the exit criteria. In addition to expected result and behaviours,
some conditions are also specified in the exit criteria. They can be:
a. Number of bugs to be discovered for a functional module. This depends on size
of the functionality and is an indicator of amount of testing done.
b. If any medium or low-priority errors are outstanding - the implementation risk
must be signed off as acceptable by UPCL and SI
c. SI needs to get the acceptance criteria approved from UPCL for all the
functional components of the system. The acceptance criteria for each release
into production environment will be agreed upon by SI in consultation with
UPCL prior to release from testing to production environment.
d. After installation, if any bug is reported or there is non-compliance to
requirements then a proper procedure should be followed. End-user should
report (“Change Request”) to his/her supervisor about the bug that will in turn
get forwarded to Project Manager (PM). PM will forward the List of change
request to SI. After the bug is fixed, it should be reflected in the production copy
after testing it.
4. System testing: System testing is performed when all the components are delivered
to central repository prior to the release of the software. The testing is done on priority
basis of business processes. All the defects are logged and assigned to respective
component owners. The component and unit testing is performed after the correction
of code. However, it may depend on size and type of individual test specifications.
Impact analysis is useful to narrow done testing efforts by identifying critical test cases
affected due to code change.
a. Load testing: Once, system integration testing of the configured and
customized solution has been conducted successfully, load, scalability and
stress testing would be conducted prior to commissioning and Go-Live. The
bidder should use suitable simulation tools in accordance with the agreed test
procedures keeping in view UPCL’s projected future load of transactional users
as mutually agreed with UPCL. After successful testing and its approval by
UPCL, the solution would then be considered as ready for Migration and Go-
Live.
b. Installation testing: Testing full, partial, or upgrade install/uninstall processes.
The installation test for a release will be conducted with the objective of
demonstrating production readiness. This test is conducted after the
application has been migrated to the client’s site. It will encompass the
111 UPCL, Dehradun
inventory of configuration items (performed by the application’s System

Administration) and evaluation of data readiness, as well as dynamic tests
focused on basic system functionality. When necessary, a sanity test will be
performed following the installation testing.
c. Security/Penetration testing: Testing how well the system protects against
unauthorized internal or external access, wilful damage, etc. This type of testing
may require sophisticated testing techniques.
5. Performance testing: The bidder has to test and demonstrate the operational
performance requirement after completion of entire scope. This will be part of
acceptance testing. The system will be accepted by UPCL only after successful
operational performance testing. The Bidder has to arrange necessary hardware /
software to demonstrate the performance testing. Bidder should note that UPCL can
appoint a third party bidder for conducting any part of above testing procedures (in
addition to the testing carried out by the Bidder).
112 UPCL, Dehradun

10. Capacity Building & Change Management Plan

UPCL considers adequate capacity building & change management as vital for the success
of the project. SI will be required to carry out all necessary steps in ensuring that capacity
building and change management initiatives have been taken at appropriate phases of the
project so that UPCL will be in a position to adopt and accept the ERP system.
Following activities are envisaged as part of capacity building & change management aspect:
10.1 Capacity Building/Training
1. SI will conduct training need assessment of UPCL users. Training needs should be
continuously refined and reconfirmed with UPCL users and implementation team as
per project progress and requirements.
2. SI will prepare detailed training strategy, plan, training schedule and course material
based on training requirements during different phases of the project.
3. All training charges like the training material for trainees, boarding & lodging, travel
charges etc. for trainers shall be borne by SI.
4. Post training, SI will conduct a training assessment along with UPCL to assess the
effectiveness of training. If the assessment is not satisfactory to UPCL, SI will repeat
the training process.
5. Industry standard / OEM recommended training tools / materials will be used by the
bidder.
6. Adequate training materials such as training manual, practice guide, quick reference
guide will be provided by bidder in both hard copy and soft copy to every trainee.
7. Training material should cover subjects like ERP fundamentals, standard
functionalities, UPCL relevant configured system, technical training, job / activity wise
training etc. as per agreed plan and requirements.
8. SI will not be responsible for providing training infrastructure viz. training hall, PCs,
internet, etc. All such infrastructure will be provided by UPCL.
9. Training Location will be at corporate office at Dehradun as well as at Haldwani or
Rudrapur.
10.2 Training Types
Training will need to be carried out at the following levels at UPCL by the System Integrator.
Following type of trainings are envisaged to be covered under the scope of this project,
however, SI will recommend the training level of trainee & no. of participants and batch size
based on the ERP user Licenses as required by UPCL in this RFP.
113 UPCL, Dehradun

10.2.1 Initial ERP Training/ ERP Product Overview Training

It shall include comprehensive coverage of ERP solution and its functionalities. It shall be
imparted to all the top management, core team members and other key stakeholders of UPCL.
The initial ERP training should be conducted after Project initiation and before business design
finalization and as per approved detailed training strategy and training plan. All the necessary
training material for this purpose shall be made available to each of the participants.
10.2.2 Core Team Training

This is the training for the ERP core team of UPCL for ERP implementation and would be on-
going during the complete project as per approved Detailed Training Strategy and Training
Plan. The objective of the training is to enable the trainees to handle future maintenance
including configuration, master data maintenance, and other administrative works of the
system and address functional and technical queries of the users. This core team of UPCL
will comprise of members from all the business functions and IT. The training should be given
to personnel’s of UPCL by the bidder themselves at UPCL premises. The quality of the training
should be equivalent to the OEM’s proposed professional level ERP training curriculum for
core team trainings in ERP Solution and based on OEM’s standard ERP training material. All
the necessary training material for this purpose shall be made available to each of the core
team members, as per their respective functional/technical module.
10.2.3 End User Training

It shall focus on user specific requirements and address daily working, transactions and
reporting requirements in the ERP solution. The training needs to be user specific and shall
be completed before the Go-Live at respective location and as per approved detailed training
strategy and training plan. All the end users need to be trained for the smooth functioning on
proposed ERP System. Minimum two weeks training has to be provided to each person/end
user in their respective module/function, during various phases of the project. The bidder shall
submit a detailed location wise training plan for all the end users of UPCL for approval. All the
necessary training material for this purpose shall be made available to each of the end user,
as per their respective functional processes. No. of users trained on the ERP application will
be to the tune of 900. Batch size shall be suggested by bidders based on their past experience
to cover entire user base of ERP application.
10.2.4 Technical Training

The bidder shall impart training to UPCL’s identified IT/technical personals. Detailed technical
training with necessary tools and documentation shall be given to the IT/technical team of
UPCL which shall be attached with the technical team of the selected bidder responsible for
carrying out technical activities related to the ERP system programming,
maintenance/administration of database and operating system, backups, etc. The technical
training should be completed before the Go-Live. All the necessary training material for this
114 UPCL, Dehradun

purpose shall be made available to each of the nominated IT team member of UPCL, as per
their respective technical role/ module.
10.2.5 No. of users for training

Sr. Training Type Participants No. Of
No. Participants
(Approx.)
1 ERP Overview UPCL Management including 50
Process Owners & Experts
2 ERP standard UPCL Core Team / Functional 50
functionality team and IT team
3 Role wise training/ End- UPCL ERP Users 900
user training/ESS training
4 Technical Training UPCL IT Team 20
10.3 Change Management
UPCL considers that implementation of ERP will have significant impact on its business
processes and people. Effective change management activities will be required to ensure that
UPCL employees are aware about the ERP project and the change in work practices. SI will
be required to carry out following activities as part of change management initiatives:
1. Prepare a detailed change management strategy and plan covering the entire life-cycle
of the project.
2. Provide support to UPCL in identifying change managers and change expert.
3. Conduct change management workshops at corporate office and agreed locations.
4. Identify process level changes and/or role level changes due to ERP implementation
and support UPCL in conveying the same.
5. Prepare change management related materials such as newsletters, booklets etc.
10.3.1 Change Management Plan

The SI shall devise, and roll out an effective and comprehensive Change Management Plan
spread over an appropriate period and in accordance with different stages of the project
lifecycle. It will be critical to assess issues that will have the highest impact on the change
management plan and manage them through appropriate interventions. Some of the
interventions proposed are listed below:
1. Help to make employees realize the benefits of the new system.
2. Identification and preparation of change agents (change champions) to deal with
change at local level.
3. Rationalize and plan work schedule and workload including job re-assignment.
4. Highlight the learning and growth opportunities in the new system.
115 UPCL, Dehradun

5. Highlight the ease of working in the new system with better technology and simpler
processes.
10.3.2 Responsibilities of Change Management Teams

The key responsibilities of change management teams, which include both System Integrator
and UPCL, would be as follows:
1. Assessing and building staff capability to implement change quickly and effectively.
2. Preparing key officers and their direct reports to meet the challenges and opportunities
they will encounter as they implement new processes.
3. Implement and monitor training plans.
4. Helping to increase individual skills, and knowledge.
5. Developing and implementing change communication plans.
6. Facilitation to concerned staff for transition to new roles.
7. Work towards minimizing employee resistance to re-engineered processes and new
organizational setup.
10.3.3 Change Management Sessions

S. No Engagement Audience
1. Sensitisation & Awareness All employees of record keeper level and
Workshops above
2. Change Management 60 identified participants
Workshops
3. Leadership Workshops All functional and section heads (30 identified
participants)
10.3.4 Communication Strategy

The overall strategy of communication during the change management process shall be to
ensure below:
1. Inform and involve users affected directly and indirectly, whose understanding is
required.
2. Develop awareness, ownership and understanding of all parties involved.
3. Distribute accurate information to eliminate inconsistent messages and errors.
4. Develop realistic expectations regarding impact and benefits.
5. Gain business ownership and support for the Program.
Communication strategy will follow simple rules:
1. Effective identification of communication methods.
2. Develop simple and concise communication.
3. Plan, execute and sustain the campaigns identified for each phase of the Program.
4. Deliver right information at right time to the right audience.
5. Ensure all stakeholders and program teams understand the communication
methodology and support the change process.
116 UPCL, Dehradun

10.3.5 Communication Strategy Delivery

S. No Engagement Audience
1. Need for a robust UPCL Leadership and senior management
Communication Strategy (30 participants)
2. Communication Vehicles Quarterly Newsletter, Posters, Campaigns
and events (Design, create and publishing by
SI)
10.3.6 Assumptions & Dependencies

1. All workshops participants’ list shall be drawn up by the SI and shall be presented to
UPCL for approval.
2. SI shall prepare and present a detailed training plan detailing the sessions, schedules,
locations, and the timetable of the change management/training workshops at least a
fortnight prior to training.
3. SI shall make adequate arrangements in consultation and accordance with UPCL to
inform the participants about such trainings at least a week in advance.
4. All arrangements pertaining to venue, workshop infrastructure like LCD Projectors,
LAN/WAN/Dial-up connectivity (wherever required), whiteboards etc. shall be
arranged by UPCL.
5. SI to make all necessary travel, lodging and boarding arrangements of the
trainers/facilitators at no cost to UPCL.
6. SI shall mandatorily conduct the following in respect of all trainings:
a) Pre-workshop knowledge/skills assessment of the participants (duly approved
by UPCL in advance).
b) Post-workshop knowledge/skills assessment of the participants (duly approved
by UPCL in advance).
c) Participants’ feedback on workshop quality and relevance, effectiveness,
trainer effectiveness and training skills (duly approved by UPCL in advance).
7. SI shall hold re-training sessions for all participants scoring less than 70% in the post
workshop assessment test at no additional cost to UPCL.
8. The SI shall consider a workshop successful if 80% of participants score at least 70%
in the post workshop assessment.
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11. Deployment of SI Manpower

SI should ensure deployment of sufficient specialised and experienced manpower throughout
the project to successfully complete the implementation & stabilisation of the system in time.
At no stage, manpower (with requisite qualification and experience) shall be less than that
committed in the bid. Such manpower shall be maintained from start of the project up to
complete Go Live stage. The profile of manpower should be in line with requirement as below:
11.1 Implementation Phase
SI has to deploy specialised and trained manpower for the successful and timely completion
of the ERP implementation Project at UPCL for a period of 20 months including Go Live period
& Post Go Live stabilization period. It is therefore mandatory that the key personnel in the
team have the following minimum qualification and work experience.
1. Project Manager
a) SI Shall provide at least one (1) Project Manager to manage the entire project.
The Project Manager should have at least 2 ERP (offered product) end-to-end
implementation experiences as a Project Manager (having experience in at
least 2 modules out of the proposed modules in current scope of work), out of
which, at least 1 ERP project implementation should be in Govt. / PSU/ Power
Sector in India. The CV of the proposed Project Manager will be verified by
UPCL during the project kick-off meeting.
b) Minimum total experience of project manager shall be of 10 years.
2. Functional Consultants
a) SI should provide at least one (1) functional consultant per function for UPCL
(as listed below), each functional consultant having at least one ERP end-to-
end implementation experience in Power Distribution Utility:
i. Human Resource Management, Payroll and Employee Self-Service
(ESS)
ii. Finance and Accounting
iii. Material Management (Stores & Purchase)
b) Minimum total experience of functional consultants shall be of 5 years.
3. Technical Consultants
a) SI should provide technical consultants required for programming, System &
Database Administration, report writing, testing, data migration etc. as required
for the successful implementation of the project.
b) Each technical consultant should have at least 1 end to end ERP
implementation experience in the offered product.
c) Minimum total experience of technical consultants shall be of 5 years
All the proposed manpower of the SI for the ERP implementation at UPCL during this phase
must be mandatorily having a B.E. /B. Tech/ MCA/M Tech/ MBA/CA degree or equivalent
degree in relevant field. The bidder needs to submit detailed CV’s of each of the consultants
118 UPCL, Dehradun
and Project Manager of the proposed project team as per Form - 10 of Annexure - 7. Project
team to be provided by the SI must be on their regular roll and SI shall certify the authenticity
of their regular employment.
11.2 Operation & Maintenance Phase

On successful completion of the Stabilization Period, the SI must extend Post Implementation
Support for a period of three (3) years, which may be extended further on annual basis on
mutual agreement between SI & UPCL. At minimum, following resources shall be deployed at
UPCL, Dehradun
a) At least three (3) functional and technical consultants per month to be deployed
onsite at UPCL during the O&M period.
b) At least one (1) additional consultant for helpdesk support to take calls and
raising tickets and resolution of the same thereafter in system with a minimum
experience of 3 years.
All the deployed consultants must be having an experience of at least 1 offered ERP project
implementation except “sr. no. b” above.
All the proposed manpower of the SI for the ERP implementation at UPCL during this phase
must be mandatorily having a B.E. /B. Tech/ MCA/M Tech/ MBA/CA degree or equivalent
degree in relevant field. The bidder needs to submit detailed CV’s of each of the consultants
and Project Manager of the proposed project team as per Form - 10 of Annexure - 7. Project
team to be provided by the SI must be on their regular roll and SI shall certify the authenticity
of their regular employment. Minimum total experience of functional & technical consultants
shall be of 5 years.
For smooth running of the system & day-to-day functioning, it is of paramount importance that
adequate transfer of knowledge to the core team members of UPCL takes place. Towards
this, the SI should mentor UPCL core team members who will be responsible for doing any
configuration changes independently. SI need to take the responsibility of creating post-go-
live support strategy. The objective of this exercise is to ensure that UPCL builds in-house
competencies to maintain the ERP solution in the long term without dependency on external
consultants.
The SI needs to provide the operational and maintenance support for the systems that are
implemented and being used before Go Live. The SI must provide a Centralized Helpdesk
and Incident Management Support at UPCL till the end of contractual period. During the
operations and maintenance phase, the System Integrator should:
1. Ensure that all necessary measures are taken for the smooth operation of the ERP
system.
2. Ensure that persons from UPCL support team are duly trained and prepared in a
progressive manner so as to operate the system on their own, with a view to eventually
takeover operations at the end of contractual term.
119 UPCL, Dehradun

3. Ensure that all necessary knowledge is transferred to UPCL support team in an

effective manner to facilitate a smooth transition. Performance metrics for the transition
will need to be agreed between the System Integrator and UPCL.
The table presented below is indicative of the level of support expected. It may be used as a
base and be fine-tuned to describe the kind of support that can be offered. System Integrator
must have the ability to comply with the following levels of support desired by UPCL or propose
comparable alternatives if any.
Support stage Software Support (Application Software)

Availability Full support: 24 * 7 * 365
Initial Response Immediate telephonic response and support for usage related and
other minor problems. Dial-in support for corruption handling, minor
bug fix, etc. On-site support within 24 hours for major problems and
immediate support in case of emergency.
Major Repair Immediate on-site support for database recovery and data
synchronization after crash, performance tuning, etc. Bug fix or
update for all critical functions.
Guaranteed Solution provider/ System Integrator will provide all technical
Operations support necessary to meet all critical processing cycles
Training Follow-up training for major changes in system releases
Software & As part of on-going support, automatically upgrade the system on
Documentation any new releases and provide any updates of technical and
functional manuals
Post Full time support at UPCL Offices
Implementation
11.3 Annual Technical Support

The ERP OEM shall provide ATS support and maintenance of the ERP package, tools,
accessories and any service provided as part of product solution for a period of three (3) years
from the date of start of O&M period. During this period, the ATS shall include technical and
functional support and maintenance of the ERP system, RDBMS etc. which form the part of
the ERP product’s solution.
The ATS contract should cover the services, which the ERP product vendor provides normally
under Technical Support and shall include minimally, the following support for ERP system,
RDBMS and all other standard software wherever applicable:
1. All product updates/ (patches and fixes).
2. User and technical support on a 24 * 7 basis for product related issues.
120 UPCL, Dehradun

3. Provide free updates, fixes, scripts & patches of the ERP software and tools to UPCL
within 30 working days of its release by the ERP product vendor.
4. Technical support for installation of any patch or product upgrades.
5. Periodic site visits, if required.
121 UPCL, Dehradun

12. Role & Responsibilities

12.1 Role & Responsibilities of UPCL
1. Make necessary support and personnel available to facilitate smooth implementation.
2. Facilitate interactions of SI with various stakeholders for understanding & capturing
interface/integration requirements.
3. Provide necessary paper documents and data required for system development and
legacy data migration.
4. Provide support & personnel required for testing the system during Implementation,
user acceptance, Go Live and the O&M period.
5. Provide necessary civil infrastructure i.e. conference room/training hall etc. to conduct
user training programs as mentioned in this RFP.
6. Facilitating training programs to create necessary work culture transformation in order
to derive optimum benefits from the new system.
7. Ensure timely approvals related to any requirement of authorization towards delivery
of normal scheduled services as required from SI as part of this project.
8. Provide power requirements, general facility & infrastructure support, environmental
support systems, fire safety appliances & control measures in all locations other than
those explicitly stated as the SI’s responsibility.
9. Establish necessary processes, procedures, and approval for entry of all operating
personnel of SI.
10. Undertake site visits during the execution of the project in order to ensure that the
implementation is going on as per the requirements in the RFP and that the system
integrator is discharging its responsibilities effectively.
11. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.
12. Ensuring the employees and other stakeholders attend the training programs as per
the schedule defined by the bidder and agreed upon by UPCL After successful
deployment of solution component(s) at DC and DR, UPCL officials will give the
commissioning certificate.
13. UPCL will form a Project Management Team (PMT) to monitor and control the activities
of Implementation of ERP Application by SI.
12.2 Role & Responsibilities of System Integrator

1. Preparation of detailed project plan in line with the overall plan provided in the RFP.
The same should be prepared in consultation with UPCL.
2. Meet the defined SLAs for the performance of the system.
3. Implementation of ERP system as per the requirements mentioned in this RFP
document.
4. On-going maintenance support, upgrades and enhancements of the solution.
122 UPCL, Dehradun

5. Setting up and operations of centralized help desk as mentioned in this RFP document
and provide necessary support for the resolution of bugs, patches & upgrades of the
solution.
6. Submit documents & deliverables as defined in the RFP.
7. Ensure availability of other infrastructure components for conducting training programs
like training material, handouts etc.
8. Ensure training material for trainers to train the other users of UPCL as mentioned in
this RFP.
9. Delivering training for UPCL employees.
10. Coordinate in recovery of data in case of failure of DC/DR.
11. Data Digitization/Migration as mentioned in this RFP document.
12. During the maintenance phase, the responsibility of overall system and version control
will continue to be vested with SI only and should not be outsourced.
13. Provide onsite handholding as mentioned in this RFP document.
14. Coordination with data centre, network service provider for smooth implementation of
ERP System.
15. Regular backup of the solution data as per backup policy.
16. Generation of MIS reports as per the requirements of UPCL.
17. Generation of the report for the monitoring of SLAs.
18. Providing Help features on the application modules that can be used by users such as
Frequently Asked Questions (FAQ) etc. as mentioned in this RFP.
19. Extract and provide RTI information pertaining to data available in ERP database.
20. Any Other requirement to ensure smooth implementation & operations of ERP
Application.
12.3 Role & Responsibilities of Consultant

1. Consultant’s personnel shall have experience in information technology and quality
control.
2. Consultant shall have specialists in the areas pertaining to software application,
change management and infrastructure management and shall be responsible for day-
to-day management and coordination and operational activities.
3. Consultant will provide information and examples of good practice, and guide and
support the various entities involved on all aspects of project implementation. It also
includes, wherever required, efforts to build capacity of UPCL.
4. Consultant has overall responsibility for the management of the project and is
accountable to UPCL.
5. Overseeing and assisting the project implementation.
6. Providing directions and guidance to System Integrator for project implementation.
7. Coordinating with the relevant officers at various levels.
8. Carrying out related tasks as may be reasonably requested by UPCL.
123 UPCL, Dehradun

9. Help in laying down a set of guidelines, following accepted norms/best practices and
e-Governance standards, if not present already, for the testing and certification in all
aspects of project development and implementation covering software, hardware and
networking. This includes the processes relating to the design of systems and sub-
systems, coding, testing, business process.
10. Ensure that all relevant guidelines are being followed and to avoid large-scale
modifications pursuant to testing done after the application is fully developed.
11. Establish appropriate processes for notifying the SI of any deviations from the norms,
standards or guidelines at the earliest instance after noticing the same to enable them
to take corrective action.
12. Ensuring full knowledge and systematic application guidance to the System Integrator
in the initial stages and the testing and approval of the deliverables at the intermediate
stage and finally the monitoring and analysis of reports.
13. Monitoring the Project Implementation Activities on day to day basis.
14. Review the deliverables/documents submitted by SI and ensure its conformance to
standards.
15. Monitoring of overall timelines, SLAs and calculation of penalties accordingly.
124 UPCL, Dehradun

13. Project Timelines, Delivery Schedule & Deliverables

The overall implementation of the ERP system is envisaged to be completed in twenty (20)
months. The entire implementation would consist of ERP system implementation to meet the
requirements of UPCL. Implementation is expected to be completed within 20 months from
the date of signing of contract agreement with the SI which in no case will be later than 30
days from the date of issue of LOA after which LOA may be cancelled.
The SI is expected to follow the schedule as mentioned. The SI, related to that milestone,
should accompany each of the milestones with a presentation on the deliverables. The SI will
consider the submission of deliverable complete only after the submission of the hard / soft
copy of the deliverable and the presentation.
The SI must submit a detailed schedule for the below mentioned milestones and deliverables
(but not limited to) that would be delivered during the course of the project implementation.
The table gives a set of high-level activities and corresponding deliverables expected, which
UPCL envisions to be required as part of this project. The SI should use this list only as
guidelines in terms of expected deliverables. The SI is required to furnish detailed information
regarding each deliverables of every step of activities proposed during and after the
implementation of the project.
At least one (1) hard copy of each deliverable shall be submitted to UPCL for acceptance and
taking sign-off.
To streamline the project implementation activities, UPCL will closely monitor each deliverable
as per timelines provided in below implementation schedule. However, in case of an
appreciable delay in milestone timelines, UPCL shall issue notice to SI for non-performance
and to take appropriate measures for completion for delayed milestone. In case of repeated
default, UPCL shall serve show cause notice to SI for termination of the contract and forfeiture
of performance bank guarantee.
The “Date of Completion” as mentioned in the below table is the date by which the deliverable
shall be submitted to UPCL.
13.1 ERP License Delivery Schedule

Project Start Date = ST (Contract Date)
Sr. No. Type of ERP No. of ERP Licenses Delivery Timeline

License in Months
1. ERP application 100% of no. of licenses of quantity as ST + 2
user licenses mentioned in RFP document
2. ESS & MSS 100% of no. of licenses of quantity as ST + 10
licenses mentioned in RFP document
125 UPCL, Dehradun

Sr. No. Type of ERP No. of ERP Licenses Delivery Timeline

License in Months
3. Payroll licenses 20% of no. of licenses of quantity as ST + 2
mentioned in RFP document
Balance licenses as per actual and ST + 10
approved BoQ by UPCL
4. Dashboard for 100% of no. of licenses of quantity as ST + 2
MIS mentioned in RFP document
13.2 Implementation & Stabilization Phase
Sr. Project Milestone Sub-Tasks/ Activities/ Timelines
No. Deliverables in months
1. Sign of Contract with System ST
Integrator
2. Inception Report a. Project completion schedule ST + 1
b) Design document plan
c) Project charter
d) Data digitization/migration plan
e) Resource loading schedule
f) Training & change
management Plan
3. Freezing of ERP requirements Finalization of As Is study & To Be ST + 3
& corresponding processes by process mapping w.r.t. functional
SI and sing-off by UPCL requirement specifications and
through PMA integration touch points w.r.t. legacy
applications, preparation of
business blueprint document
4. Mapping of business processes Configuration & customization of all ST + 7
into ERP system & ERP system the requirements finalized in
configuration & feeding of business blueprint document w.r.t.
all modules
sample data
5. Integration with legacy system Integration report including details ST + 7

along with DC/DR of integration touch points
6. Unit & Integration testing Unit & integration testing of all ST + 8

application components
7. User Acceptance Test (UAT) User acceptance testing by ERP ST + 10
users w.r.t. all modules
8. ERP User Training Completion of various type of ST + 11
training and change management
sessions
9. Data Digitization /Migration/ Data digitization/ migration ST + 11
Entry acceptance certificate
10. Go Live of ERP system – Full Performance and load testing, ST + 12
data loading movement to new commissioning of ERP application
environment & phasing out at data center, roll-out of ERP
application w.r.t. all modules across
legacy system
UPCL
126 UPCL, Dehradun

Sr. Project Milestone Sub-Tasks/ Activities/ Timelines

No. Deliverables in months
11. Stabilization Period – Final Stabilization acceptance report ST + 18
hand-holding support phase
(Issue resolution & de-
bugging)
12. Verification of application by Satisfactory completion certificate ST + 20

TPCEA from TPCEA
13.3 Operation & Maintenance Phase

Sr. Project Sub-Tasks/ Activities/ Timelines in months
No. Milestone Deliverables
1. O&M Support Monthly monitoring & Performance 36 months after stabilization
Report acceptance report
13.4 DC/DR & Field Hardware Delivery Schedule
Sr. Project Milestone Sub-Tasks/ Activities/ Deliverables Timelines
No. in months
1. Supply of hardware & Copy of invoice along with warrantee ST + 8
associated system software certificate, supply report and
measurement by concerned store
keeper/JE
2. Installation, commissioning & Final acceptance test report ST + 10
testing of hardware
127 UPCL, Dehradun

14. Appointment of System Integrator (SI)

14.1 Award Criteria
1. UPCL will award the contract to the successful bidder for a period as specified in
chapter – 14 based on best evaluated bid.
14.2 Right to Accept/Reject Any Proposal or All Proposal(s)

1. UPCL reserves the right to accept or reject any proposal, and to annul the bidding
process / public procurement 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
UPCL action.
14.3 Notification of Awards

1. Prior to the expiration of the validity period, UPCL will notify the successful bidder in
writing or by fax or email, that its proposal has been accepted. In case the bidding
process / public procurement process has not been completed within the stipulated
period, UPCL may like to request the bidders to extend the validity period of the bid.
2. The notification of award will constitute the formation of the contract. Upon the
successful bidder's furnishing of Performance Bank Guarantee, UPCL will notify to
bidder and return their EMD.
14.4 Contract Finalization & Award

1. UPCL shall reserve the right to negotiate with the bidder(s) whose proposal has been
most responsive. On this basis, the draft contract agreement would be finalized for
award & signing.
2. UPCL may also like to reduce or increase the quantity of any item in the scope of work
defined in the RFP. Accordingly, total contract value may change on the basis of the
rates defined in the financial proposal.
14.5 Performance Bank Guarantee

1. UPCL will require the selected bidder to provide a performance bank guarantee, at the
time of contract signing, for a value equivalent to 10% of the total cost of bid value.
The performance guarantee should be valid for a period of 180 days beyond the
stipulated period of project w.e.f. contract agreement signing date. The performance
guarantee shall be kept valid till completion of the project. The performance guarantee
shall contain a claim period of three months from the last date of validity. The selected
bidder shall be responsible for extending the validity date and claim period of the
performance guarantee as and when it is due on account of non-completion of the
project. In case the selected bidder fails to submit performance guarantee within the
stipulated time, UPCL at its discretion may cancel the order placed on the selected
128 UPCL, Dehradun

bidder without giving any notice. UPCL shall invoke the performance guarantee in case
the selected bidder fails to discharge their contractual obligations during the period or
UPCL incurs any loss due to System Integrator’s negligence in carrying out the project
implementation as per the agreed terms & conditions.
14.6 Signing of Contract

1. After UPCL notifies the successful bidder that its proposal has been accepted, UPCL
shall enter into a contract, incorporating all clauses, pre-bid clarifications and the
proposal of the bidder between UPCL and the successful bidder. The draft contract
agreement shall be prepared after finalization of most responsive bid.
14.7 Failure to Agree with Terms & Conditions of the RFP

1. Failure of the successful bidder to agree with the draft contract agreement and terms
& conditions of the RFP shall constitute sufficient grounds for the annulment of the
award, in which event UPCL may award the contract to the next best value bidder or
call for new proposals from the interested bidders.
2. In such a case, UPCL shall invoke the EMD of the most responsive bidder.
129 UPCL, Dehradun

15. General Conditions of Contract

15.1 Definitions
The following words and expressions shall have the meanings hereby assigned to them:
15.1.1 “Contract” means the agreement entered into between the purchaser and the
supplier, together with the contract documents referred to therein, including all
attachments, appendices, and all documents incorporated by reference therein.
15.1.2 “Contract Documents” shall mean the following documents listed, including any
amendments thereto be read and construed as part of this agreement, viz.:
a) The purchaser’s detailed letter of award
b) The purchaser’s letter of intent
c) The special conditions of contract;
d) The general conditions of contract;
e) The scope of work;
f) Instructions to bidders
g) Bidder’s response (proposal) to the RFP, including the bid submission sheet
and the price schedules submitted by the SI;
h) Contract forms (performance security)
15.1.3 “Contract Price” means the price payable to the supplier as specified in the
agreement, subject to such additions and adjustments thereto or deductions there
from, as may be made pursuant to the contract.
15.1.4 “Day” means calendar day.
15.1.5 “Delivery” means the transfer of the goods and services from the supplier to the
Purchaser in accordance with the terms and conditions set forth in the contract.
15.1.6 “Completion” shall mean the completion of the related services by the supplier in
accordance with the terms and conditions set forth in the contract.
15.1.7 “GCC” means the general conditions of contract.
15.1.8 “Goods” means all hardware, software, networking equipment and/or other
equipment accessories and materials that the supplier is required to supply to the
purchaser under the contract.
15.1.9 “Intellectual Property Rights” means any patent, copyright, trademark, trade
name, service marks, brands, propriety information, whether arising before or after
the execution of this contract and the right to ownership and registration of these
rights.
15.1.10 “Purchaser’s Country” shall mean India.
15.1.11 “Purchaser” means the entities purchasing the goods and related services.
15.1.12 “Related Services” means the services to be provided as per the requirements /
conditions specified in the contract. In addition to this, the definition would also
include other related/ancillary services that may be required to execute this contract.
15.1.13 “SCC” means the Special Conditions of Contract.
130 UPCL, Dehradun
15.1.14 “Service Level Agreement” (SLA) shall mean the Service Level Agreement
entered into between the purchaser and the supplier.
15.1.15 “Subcontractor” means any natural person, private or government entity, or a
combination of the above, including its legal successors or permitted assigns, to
whom any part of the goods and services to be supplied or execution of any part of
the related services is subcontracted by the supplier, as per the provisions of clause
15.20 of the GCC.
15.1.16 “Supplier” means the empanelled System Integrator (SI) whose bid to perform the
contract has been accepted by the purchaser and is named as such in the
agreement, and includes the legal successors or permitted assigns of the supplier.
15.1.17 “The MoP” is the Ministry of Power, Government of India.
15.1.18 “The Site” shall mean all identified locations within the State of Uttarakhand, where
the supplier carries out any installation of goods and services or is required to
provide any related services.
15.1.19 “OEM” means the Original Equipment Manufacturer of any equipment / system /
software / product that are providing such goods and services to the purchaser
under the scope of this bid / contract.
15.1.20 “Kick Off Meeting” means a meeting convened by the purchaser to discuss and
finalize the work execution plan and procedures with the supplier.
15.1.21 The term “in writing” means communicated in written form with proof of receipt
15.2 Contract Documents

15.2.1 Subject to the order of precedence set forth in the agreement, all documents forming
the contract (and all parts thereof) are intended to be correlative, complementary,
and mutually explanatory.
15.3 Corrupt Practices

15.3.1 The purchaser requires bidders, suppliers, and contractors to observe the highest
standard of ethics during the execution of such contracts.
15.3.2 The following definitions apply:
a) “Corrupt Practice” means the offering, giving receiving, or soliciting, directly
or indirectly, of anything of value to influence the action of any party in the
procurement process or the execution of a contract;
b) “Fraudulent Practice” means a misrepresentation or omission of facts in
order to influence a procurement process or the execution of a contract;
c) “Collusive Practices” means a scheme or arrangement between two or more
bidders, with or without the knowledge of the utility, designed to influence
the action of any party in a procurement process or the execution of a
contract;
131 UPCL, Dehradun

d) “Coercive Practices” means harming or threatening to harm, directly or

indirectly, persons, or their property to influence their participation in a
procurement process, or affect the execution of a contract.
15.3.3 The purchaser will reject a proposal for award if it determines that the bidder
recommended for award has, directly or through an agent, engaged in corrupt,
fraudulent, collusive, or coercive practices in competing for the contract.
15.3.4 After the award of the contract if it is coming to the knowledge of the utility that the
supplier has engaged in corrupt, fraudulent, collusive, or coercive practices at any
stage, the purchaser shall forthwith terminate the contract as per the provisions of
GCC Clause 15.34.
15.4 Interpretation
15.4.1 In this contract unless a contrary intention is evident:
a) The clause headings are for convenient reference only and do not form part
of this contract;
b) Unless otherwise specified a reference to a clause number is a reference to
all of its sub-clauses;
c) Unless otherwise specified a reference to a clause, sub-clause or section is
a reference to a clause, sub-clause or section of this contract including any
amendments or modifications to the same from time to time;
d) A word in the singular includes the plural and a word in the plural includes
the singular;
e) A word importing a gender includes any other gender;
f) A reference to a person includes a partnership and a body corporate;
g) A reference to legislation includes legislation repealing, replacing or
amending that legislation;
h) Where a word or phrase is given a particular meaning it includes the
appropriate grammatical forms of that word or phrase which have
corresponding meanings
i) In the event of an inconsistency between the terms of this contract and the
bid document and the proposal, the terms of this contract hereof shall
prevail.
j) Whenever a material or article is specified or described by the name of a
particular brand, manufacturer or trade mark, the specific item shall be
understood as establishing type, function and quality desired. Products of
other manufacturers may also be considered, provided sufficient information
is furnished so as to enable the purchaser to determine that the products are
equivalent to those named
132 UPCL, Dehradun

15.4.2 Incoterms: The meaning of any trade term and the rights and obligations of parties
thereunder shall be as prescribed by Incoterms.
a) EXW, CIF, CIP, and other similar terms, shall be governed by the rules
prescribed in the current edition of Incoterms, published by the International
Chamber of Commerce at the date of the Invitation for bids
15.4.3 Entire Agreement: The contract constitutes the entire agreement between the
purchaser and the supplier and supersedes all communications, negotiations and
agreements (whether written or oral) of parties with respect thereto made prior to
the date of Contract.
15.4.4 Amendment: No amendment or other variation of the contract shall be valid unless
it is in writing, is dated, expressly refers to the contract, and is signed by a duly
authorized representative of each party thereto.
15.4.5 Waiver:
a) Subject to GCC sub-clause b) below, no relaxation, forbearance, delay, or
indulgence by either party in enforcing any of the terms and conditions of the
contract or the granting of time by either party to the other shall prejudice,
affect, or restrict the rights of that party under the contract. Neither shall any
waiver by either party of any breach of contract operate as waiver of any
subsequent or continuing breach of contract.
b) The waiver by either party of a breach or default of any of the provisions of
this contract by the other party shall not be interpreted as:
i. A waiver of any succeeding breach of the same or other provision,
nor shall any delay or omission on the part of the other party to
exercise; or
ii. A way to avail itself of any right, power, or privilege that it has or
may have under this contract to operate as waiver of any breach or
default by the other party.
Any waiver of a party’s rights, powers, or remedies under the contract must be in
writing, dated, signed by an authorized representative of the party granting such
waiver, and must specify the right and the extent to which it is being waived.
15.4.6 Severability: If any provision or condition of the contract is prohibited or rendered
invalid or unenforceable, such prohibition, invalidity or unenforceability shall not
affect the validity or enforceability of any other provisions and conditions of the
contract or the contract as a whole and the remaining provisions of the contract shall
remain in full force and effect.
15.5 Language
15.5.1 The official language of the contract is English. Contract as well as all
correspondence and documents relating to the contract exchanged by the supplier
and the purchaser, shall be written in English. Supporting documents and printed
133 UPCL, Dehradun
literature that are part of the contract may be in another language provided they are
accompanied by an accurate translation of the relevant passages in English, in
which case, for purposes of interpretation of the contract, the English translation
shall govern.
15.5.2 The Supplier shall bear all costs of translation to English and all risks of the accuracy
of such translation. The supplier shall be bound to the English translation and what
has been stated therein.
15.6 Consortium
15.6.1 If the supplier is a consortium, the members of such consortium shall be jointly and
severally liable to the purchaser for the fulfilment of the provisions of the contract.
However, the overall responsibility shall be of lead bidder. Only the lead member
(as mentioned at the bidding stage) shall have the authority to conduct all
businesses for and on behalf of the consortium during the bidding process and, in
the event the consortium is awarded the contract, during contract execution the
composition of the consortium cannot be altered.
a) Without prejudice to clause 15.6.1 of this GCC, for the purposes of fulfilment
of its obligations as laid down under the contract where the purchaser deems
fit and unless the context requires otherwise, supplier shall refer to the lead
member who shall be the sole point of interface between the purchaser and
the consortium and would be absolutely accountable for the performance of
its own, the other members of consortium and/or its team’s functions as also
the subcontractors.
b) The purchaser in favour of the lead member shall make all payments.
15.7 Notices
15.7.1 All notices and other communications under this contract must be in writing, and
must either be emailed by registered email with acknowledgement or hand delivered
with proof of it having been received.
15.7.2 If mailed, all notices will be considered as delivered after 5 days, of the notice having
been mailed. If hand delivered, all notices will be considered, when received by the
party to whom the notice is meant and sent for.
15.7.3 All notices under this contract shall be sent to or delivered at the address as
specified by the parties.
15.7.4 A notice shall be effective when delivered or on the notice’s effective date,
whichever is later.
15.8 Governing Law

15.8.1 The contract shall be governed by and interpreted in accordance with the laws of
the India. The High Court of Judicature and courts subordinate to such High Courts
134 UPCL, Dehradun

shall have exclusive jurisdiction in respect of any disputes relating to the bidding
process, award of contract and execution of the contract.
15.8.2 In all cases, this contract shall be governed by and interpreted in accordance with
the Law of the Union of India. In this context, the expression ‘Law’ takes within its
fold Statutory law, Judicial Decisional Law and Delegated Legislation as well.
15.9 Settlement of Disputes

15.9.1 The purchaser and the supplier shall make every effort to resolve amicably by direct
informal negotiation any disagreement or dispute arising between them under or in
connection with the contract.
15.9.2 If the parties fail to resolve such a dispute or difference by mutual consultation within
twenty-eight (28) days from the commencement of such dispute and difference,
either party may require that the dispute be referred for resolution to the formal
mechanisms, described below (The date of commencement of the dispute shall be
taken from the date when this clause reference is quoted by either party in a formal
communication clearly mentioning existence of dispute or as mutually agreed).
15.9.3 The mechanism for resolution of disputes for bidders shall be in accordance with
the Indian Arbitration and Conciliation Act of 1996. The Arbitral Tribunal shall consist
of 3 (Three) Arbitrators. Each Party shall nominate an Arbitrator and the two
nominated Arbitrators shall mutually agree and nominate a third Presiding
Arbitrator.
15.9.4 The Arbitrators shall necessarily be retired High Court Judges and the umpire shall
be a retired Chief Justice.
15.9.5 The place for arbitration shall be Dehradun.
15.10 Scope of Work

15.10.1 The goods and related services to be supplied are specified in Chapter - 5, scope
of work. At the time of awarding the contract, the purchaser shall specify any change
in the scope of work. Such changes may be due for instance, if the quantities of
goods and related services are increased or decreased at the time of award.
15.10.2 Unless otherwise stipulated in the contract, the scope of work shall include all such
items not specifically mentioned in the contract but that can be reasonably inferred
from the Contract as being required for attaining Delivery and Completion of the
goods and related services as if such items were expressly mentioned in the
contract.
15.11 Delivery
15.11.1 Subject to GCC Sub-Clause 15.33, the Delivery of the goods and completion of the
related services shall be in accordance with the implementation schedule specified
in Chapter - 13.
135 UPCL, Dehradun

15.12 Supplier’s Responsibilities

15.12.1 The Supplier shall supply all the goods and related services included in the scope
of work in accordance with GCC Clause 15.10, and the implementation schedule,
as per GCC clause 15.11.
15.13 Purchase’s Responsibilities

15.13.1 Whenever the supply of goods and related services requires that the supplier obtain
permits, approvals, and import and other licenses from local public authorities, the
purchaser shall, if so required by the supplier, make its best effort to assist the
supplier in complying with such requirements in a timely and expeditious manner.
15.13.2 The purchaser shall bear all costs involved in the performance of its responsibilities,
in accordance with GCC sub-clause 15.14.1.
15.13.3 The Chief Information Officer (CIO) of utility or any other person designated by the
utility shall act as the nodal point for implementation of the contract and for issuing
necessary instructions, approvals, commissioning, acceptance certificates,
payments etc. to the supplier.
15.13.4 The CIO of utility or any other person designated by the utility shall approve all such
documents within 15 working days.
15.13.5 Purchaser may provide on supplier’s request, particulars/ information / or
documentation that may be required by the supplier for proper planning and
execution of scope of work under this contract.
15.13.6 Purchaser shall provide to the supplier sitting space and infrastructure and utilities,
in the purchaser’s offices at such location as may be mutually decided by the
parties.
15.14 Contract Price

15.14.1 The Contract Price shall be as specified in the agreement subject to any additions
and adjustments thereto, or deductions there from, as may be made pursuant to the
contract as also subject to provisions of sub-clause 15.14.2.
15.14.2 Prices charged by the supplier for the goods delivered and the related services
performed under the contract shall not vary from the prices quoted by the supplier
in its bid, with the exception of any price adjustments.
15.15 Terms of Payment

15.15.1 The contract price shall be paid in the manner specified in schedule – III, payment
schedule of this document. No invoice for extra work/change order on account of
change order will be submitted by the supplier unless the said extra work /change
order has been authorized/approved by the purchaser in writing.
15.15.2 The supplier’s request for payment shall be made to the purchaser in writing,
accompanied by invoices describing, as appropriate, the goods delivered and
136 UPCL, Dehradun

related services performed, accompanied by the documents submitted pursuant to

GCC Clause 15.11.
15.15.3 All the invoices shall be submitted along with milestone completion sign-off
document.
15.15.4 Payments shall be made promptly by the purchaser, no later than forty-five (45)
days after submission of an invoice or request for payment by the supplier, and the
purchaser has accepted it.
15.15.5 If any excess payment has been made by the purchaser due to difference in quoted
price in proposal and supplier’s invoice, the purchaser may without prejudice to its
rights recover such amounts by other means after notifying the supplier or deduct
such excess payment from any payment subsequently falling due to the supplier.
15.15.6 The currency in which payment shall be made to the supplier under this contract is
Indian Rupees (INR).
15.16 Taxes & Duties

15.16.1 The prices quoted by the supplier shall be inclusive of all duties/taxes/levies.
Responsibility for including all applicable taxes/duties/levies in the proposal lie with
the bidder and the utility shall not be responsible for any error/omission on the part
of the bidder.
15.16.2 All statutory taxes, levies, duties etc. shall be paid on actual.
15.16.3 For goods supplied from outside the purchaser’s country, the supplier shall be
entirely responsible for all taxes, duties, stamp duties license fees, and other such
levies imposed outside the purchaser’s country.
15.17 Performance Security

15.17.1 The supplier shall, within thirty (30) days of the issue of LOA, provide a performance
security for the due performance of the contract in the amounts and currencies as
specified in “clause 14.5 of chapter - 14, appointment of system integrator” of this
RFP.
15.17.2 The purchaser shall at its sole discretion invoke the performance security and
appropriate the amount secured thereunder, in the event that the supplier commits
any delay or default in delivery of the goods or related services or commits any other
breach of the terms and conditions of the contract.
15.17.3 The performance security shall be denominated in the currencies of the contract,
and shall be in line with the template placed at Annexure – 11.
15.18 Intellectual Property

15.18.1 Purchaser shall own and have a right in perpetuity to use all newly created
intellectual property rights which have been developed solely during execution of
this contract, including but not limited to all source code, object code, records,
reports, designs, application configurations, data and written material, products,
137 UPCL, Dehradun
specifications, reports, drawings and other documents which have been newly
created and developed by the supplier solely during the performance of related
services and for the purposes of inter-alia use or sub-license of such services under
this contract. The supplier undertakes to disclose all such intellectual property rights
arising in performance of the related services to the purchaser and execute all such
agreements/documents and file all relevant applications, effect transfers and obtain
all permits and approvals that may be necessary in this regard to effectively transfer
and conserve the intellectual property rights of the purchaser. To the extent that
intellectual property rights are unable by law to so vest, the supplier assigns those
intellectual property rights to purchaser on creation.
15.18.2 The supplier shall be obliged to ensure that all approvals, registrations, licenses,
permits and rights etc. which are inter-alia necessary for use of the goods supplied
/ installed by the supplier, the same shall be acquired in the name of the purchaser,
and the same may be assigned by the purchaser to the supplier solely for the
purpose of execution of any of its obligations under the terms of this contract.
However, subsequent to the term of this contract, such approvals, registrations,
licenses, permits and rights etc. shall endure to the exclusive benefit of the
purchaser.
15.18.3 The supplier shall ensure that while it uses any software, hardware, processes,
document or material in the course of performing the services, it does not infringe
the intellectual property rights of any person and the supplier shall keep the
purchaser indemnified against all costs, expenses and liabilities howsoever, arising
out any illegal or unauthorized use (piracy) or in connection with any claim or
proceedings relating to any breach or violation of any permission/license terms or
infringement of any intellectual property rights by the supplier or its personnel during
the course of performance of the related services. In case of any infringement by
the supplier, the supplier shall have sole control of the defence and all related
settlement negotiations.
15.18.4 Subject to sub-clauses 15.18.1, 15.18.2 & 15.18.3 above, the supplier shall retain
exclusive ownership of all methods, concepts, algorithms, trade secrets, software
documentation, other intellectual property or other information belonging to the
supplier that existed before the effective date of the contract.
15.19 Confidential Information

15.19.1 Both parties undertake to each other to keep confidential all information (written as
well as oral) concerning the business and affairs of the other, which has been
obtained or received as a result of the discussions leading up to or the entering of
the contract.
15.19.2 After entering in the contract, the purchaser and the supplier shall keep confidential
and shall not, without the written consent of the other party hereto, divulge to any
138 UPCL, Dehradun

third party any documents, data, or other information furnished directly or indirectly
by the other party hereto in connection with the contract, whether such information
has been furnished prior to, during or following completion or termination of the
contract. Notwithstanding the above, the supplier may furnish to its subcontractor
such documents, data, and other information it receives from the purchaser to the
extent required for the subcontractor to perform its work under the contract, in which
event the supplier shall obtain from such subcontractor an undertaking of
confidentiality similar to that imposed on the supplier under this clause.
15.19.3 The purchaser shall not use such documents, data, and other information received
from the supplier for any purposes unrelated to the contract. Similarly, the supplier
shall not use such documents, data, and other information received from the
purchaser for any purpose other than the design, procurement, or other work and
services required for the performance of the contract.
15.19.4 The obligation of a party under GCC sub-clauses point no. 15.9.2 & 15.9.3 above,
however, shall not apply to information that
a) The purchaser or supplier need to share with the institutions participating in
the financing of the contract.
b) Now or hereafter enters the public domain through no fault of that party.
c) Can be proven to have been possessed by that party at the time of
disclosure and which was not previously obtained, directly or indirectly from
the other party.
d) Otherwise lawfully becomes available to that party from a third party that has
no obligation of confidentiality.
15.19.5 The above provisions of GCC clause 15.19 shall not in any way modify any
undertaking of confidentiality given by either of the parties hereto prior to the date
of the contract in respect of the supply or any part thereof.
15.19.6 Each of the parties to this contract, undertakes to the other to take all such steps as
shall from time to time be necessary to ensure compliance with the provisions of the
above clauses by its employees, agents and sub-contractors.
15.19.7 The provisions of GCC clause 15.19 shall survive completion or termination, for
whatever reason, of the contract.
15.20 Sub-contracting
15.20.1 Except as provided hereunder under sub-clause 15.20.2 of the GCC, the supplier
shall not be permitted to sub-contract any part of its obligations under the contract.
15.20.2 Supplier shall sub-contract the data digitization, installation of field infrastructure
with prior approval of UPCL.
15.20.3 The supplier shall ensure that the sub-contractor appointed has sufficient capacity
to undertake the execution of the tasks they will perform under this contract.
139 UPCL, Dehradun

15.20.4 The supplier indemnifies and shall keep indemnified purchaser against any losses,
damages, claims or such other implications arising from or out of the acts and
omissions of such sub-contractor. The Supplier shall be responsible for making all
payments to the sub-contractor as may be necessary, in respect of any services
performed or task executed, and the purchaser shall not be responsible for any part
or full payment, which is due to such subcontractor.
15.20.5 All rights of use of any process, product, service or facility developed or any other
task performed by the subcontractor for the supplier, under this contract would lie
exclusively with the purchaser in perpetuity free from all liens, encumbrances and
other third party rights and the supplier shall, wherever required, take all steps that
may be necessary to ensure the transfer of such ownership in favour of the
purchaser.
15.20.6 Nothing in this clause 15.20 of the GCC shall relieve the supplier from its any of its
liabilities or obligations under this contract. The purchaser reserves the right to hold
supplier liable for any act/omission of any subcontractor.
15.20.7 Where the purchaser deems necessary, it shall have the right to require
replacement of any subcontractor with another subcontractor and the supplier shall
in such case terminate forthwith all agreements/contracts other arrangements with
such subcontractor and find suitable replacement for such subcontractor to the
satisfaction of the purchaser at no additional charge. Failure to terminate all
agreements/contracts with such sub-contractors, shall amount to a breach of the
terms hereof.
15.20.8 The supplier shall be responsible for ensuring that the subcontractor shall comply
with all relevant and applicable provisions of the contract. In default on the part of
the sub-contractor to comply with the terms and conditions of the contract wherever
applicable, shall amount to breach on the part of the supplier, and the purchaser in
addition to all other rights, have the right to claim damages add recover from the
supplier all losses/ or other damages that may have resulted from such failure.
15.21 Specifications & Standards

15.21.1 Technical specifications and drawings
a) The supplier shall ensure that the goods and related services comply with
the technical specifications and other provisions of the contract.
b) The supplier shall be entitled to disclaim responsibility for any design, data,
drawing, specification or other document, or any modification thereof
provided or designed by or on behalf of the purchaser, by giving a notice of
such disclaimer to the purchaser.
c) The goods and related services supplied under this contract shall confirm to
the standards mentioned in section 5, scope of work and, when no
applicable standard is mentioned, the standard shall be equivalent or
140 UPCL, Dehradun
superior to the official standards whose application is appropriate to the

country of origin of the goods.
15.21.2 Wherever references are made in the contract to codes and standards in
accordance with which it shall be executed, the edition or the revised version of
such codes and standards shall be those specified in the section 5, scope of work.
During contract execution, any changes in any such codes and standards shall be
applied only after approval by the purchaser and shall be treated in accordance with
GCC clause 15.32.
15.22 Packing & Documents

15.22.1 The supplier shall provide such packing of the goods as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the
contract. During transit, the packing shall be sufficient to withstand, without
limitation, rough handling and exposure to extreme temperatures, salt and
precipitation, and open storage. Packing case size and weights shall take into
consideration, where appropriate, the remoteness of the final destination of the
goods and the absence of heavy handling facilities at all points in transit. The
purchaser shall not be responsible in any manner for any loss or damage caused
to the goods during transit.
15.22.2 The packing, marking, and documentation within and outside the packages shall
comply strictly with such special requirements as shall be expressly provided for in
the contract and in any other instructions ordered by the purchaser.
15.23 Insurance
15.23.1 The goods supplied under the contract shall be fully insured by the supplier, in INR,
against loss or damage incidental to manufacture or acquisition, transportation,
storage, and delivery, in accordance with the applicable Incoterms.
15.24 Transportation
15.24.1 Obligations for transportation of the goods shall be borne by the supplier and shall
be in accordance with the Incoterms specified in chapter – 13, schedule of supply.
15.25 Inspections & Tests

15.25.1 The supplier shall at its own expense and at no cost to the purchaser carry out all
such tests and/or inspections of to ensure that the goods and related services are
complying with the functional parameters, codes and standards specified in the
scope of work at Section 5, to the satisfaction of the purchaser.
15.25.2 The inspections and tests may be conducted on the premises of the supplier, at
point of delivery, and/or at the final destination of the goods, or in another place in
the purchaser’s country. Subject to sub-clause 15.25.3, if conducted on the
premises of the supplier or its subcontractor, all reasonable facilities and assistance,
141 UPCL, Dehradun
including access to drawings and production data, shall be furnished to the

inspectors at no charge to the purchaser.
15.25.3 The purchaser or its designated representative shall be entitled to attend the tests
and/or inspections referred to sub-clause 15.25.2, provided that the purchaser bear
all of its own costs and expenses incurred in connection with such attendance
including, but not limited to, all traveling and board and lodging expenses.
15.25.4 Whenever the supplier is ready to carry out any such test and inspection, it shall
give a reasonable advance notice, including the place and time, to the purchaser.
15.25.5 The purchaser may require the supplier to carry out any test and/or inspection to
verify that the characteristics and performance of the goods or related services
comply with the technical specifications, codes and standards under the contract.
15.25.6 The supplier shall provide the purchaser with a report of the results of any such test
and/or inspection.
15.25.7 The purchaser may reject any goods / related services or any part thereof that fail
to pass any test and/or inspection or do not conform to the specifications. The
supplier shall either rectify or replace such rejected goods/ related services or parts
thereof or make alterations necessary to meet the specifications at no cost to the
purchaser, and shall repeat the test and/or inspection, at no cost to the purchaser,
upon giving a notice pursuant to sub-clause 15.25.4.
15.25.8 The supplier agrees that neither the execution of a test and/or inspection of the
goods / related services or any part thereof, nor the attendance by the purchaser or
its representative, nor the issue of any report pursuant to sub-clause 15.25.6, shall
release the supplier from any warranties or other obligations under the contract.
15.26 Liquidated Damages & Penalty

15.26.1 Except as provided under GCC clause 15.31, if the supplier fails to deliver any or
all of the goods or perform the related services within the period specified in the
contract, the purchaser may without prejudice to all its other remedies under the
contract, deduct from the total contract price (excluding cost towards post
implementation expenses of O&M and ATS for 3 years), as liquidated damages, a
sum equivalent to 0.5% beyond stipulated delivery schedule of 20 months for each
week or part thereof of delay until actual delivery or performance, subject to a
maximum of 10% of value of total contract price (excluding cost towards post
implementation expenses of O&M and ATS for 3 years). Liquidated damages shall
be levied for the delays attributable to SI.
15.26.2 In addition, the supplier is liable to the purchaser for payment penalty as specified
in the SLA.
15.26.3 If the goods and related services supplied do not meet the minimum specifications
as per the contract, and the same is not replaced/modified by the supplier to meet
the requirements within 14 days of being informed by the utility, the utility shall be
142 UPCL, Dehradun

free to impose any penalty as deemed fit. In addition, the utility shall reserve the
right to terminate the contract and recover liquidated damages by forfeiting the
performance guarantee submitted by the purchaser.
15.27 Warrantee
15.27.1 The supplier warrants that all the goods are new, unused, and of the most recent or
current models, and that they incorporate all recent improvements in design and
materials, unless provided otherwise in the contract.
15.27.2 Subject to GCC sub-clause 15.21.1, the supplier further warrants that the goods
shall be free from defects arising from any act or omission of the supplier or arising
from design, materials, and workmanship, under normal use in the conditions
prevailing in the country of final destination.
15.27.3 The warranty shall remain valid for the period specified in chapter 5, scope of work.
15.27.4 The purchaser shall give notice to the supplier stating the nature of any such defects
together with all available evidence thereof, promptly following the discovery
thereof. The purchaser shall afford all reasonable opportunity for the supplier to
inspect such defects.
15.27.5 In case any damage or defect is found during verification after receipt of material at
Purchaser’s stores or material develops defects within warranty period, the supplier
shall attend/replace such defects free of all charges within 30 days of being notified
by the Purchaser, of the occurrence of such defects. In case the defect is not
attended or replacement of material is not received within specified period, then
apart from encashing the performance security deposit, the Purchaser may also
take suitable penal action including debarring from all future business.
15.27.6 If having been notified, the supplier fails to remedy the defect within the period of
warranty specified in sub-clause 15.27.5; the purchaser may proceed to take within
a reasonable period such remedial action as may be necessary, at the supplier’s
risk and expense and without prejudice to any other rights which the purchaser may
have against the supplier under the contract.
15.28 Liability/Indemnity
15.28.1 The supplier hereby agrees to indemnify the purchaser, for all conditions and
situations mentioned in this clause, in a form and manner acceptable to the
purchaser. The supplier agrees to indemnify the purchaser and its officers, servants,
agents (“Purchaser Indemnified Persons”) from and against any costs, loss,
damages, expense, claims including those from third parties or liabilities of any kind
howsoever suffered, arising or incurred inter alia during and after the contract period
out of:
143 UPCL, Dehradun

a) Any negligence or wrongful act or omission by the supplier or its agents or

employees or any third party associated with supplier in connection with or
incidental to this contract; or
b) Any infringement of patent, trademark/copyright or industrial design rights
arising from the use of the supplied goods and related services or any part
thereof.
15.28.2 The supplier shall also indemnify the purchaser against any privilege, claim or
assertion made by third party with respect to right or interest in, ownership,
mortgage or disposal of any asset, property, movable or immovable as mentioned
in any intellectual property rights, licenses and permits.
15.28.3 Without limiting the generality of the provisions of this clause 15.28.1 and 15.28.2,
the supplier shall fully indemnify, hold harmless and defend the purchaser
Indemnified persons from and against any and all suits, proceedings, actions,
claims, demands, liabilities and damages which the purchaser indemnified persons
may hereafter suffer, or pay by reason of any demands, claims, suits or proceedings
arising out of claims of infringement of any domestic or foreign patent rights,
copyrights or other intellectual property, proprietary or confidentiality rights with
respect to any goods, related services, information, design or process supplied or
used by the supplier in performing the supplier’s obligations or in any way
incorporated in or related to the project. If in any such suit, action, claim or
proceedings, a temporary restraint order or preliminary injunction is granted, the
supplier shall make every reasonable effort, by giving a satisfactory bond or
otherwise, to secure the suspension of the injunction or restraint order. If, in any
such suit, action, claim or proceedings, the goods or related services, or any part
thereof or comprised therein, is held to constitute an infringement and its use is
permanently enjoined, the supplier shall promptly make every reasonable effort to
secure for the purchaser a license, at no cost to the purchaser, authorizing
continued use of the infringing work. If the supplier is unable to secure such license
within a reasonable time, the supplier shall, at its own expense, and without
impairing the specifications and standards, either replace the affected work, or part,
or process thereof with non-infringing work or part or process, or modify the same
so that it becomes non-infringing.
Survival on Termination
The provisions of this Clause 15.28 shall survive termination.
15.28.4 Defence of Claims
a) If any proceedings are brought or any claim is made against the purchaser
arising out of the matters referred to in GCC sub-clause 15.28.1, 15.28.2, or
15.28.3 the purchaser shall promptly give the supplier a notice thereof, and
the supplier may at its own expense and in the purchaser’s name conduct
144 UPCL, Dehradun
such proceedings or claim and any negotiations for the settlement of any
such proceedings or claim.
b) If the supplier fails to notify the purchaser within twenty-eight (28) days after
receipt of such notice that it intends to conduct any such proceedings or
claim, then the purchaser shall be free to conduct the same on its own
behalf.
c) The purchaser shall, at the supplier’s request, afford all available assistance
to the supplier in conducting such proceedings or claim, and shall be
reimbursed by the supplier for all reasonable expenses incurred in so doing.
15.29 Limitation of Liability

15.29.1 Except in cases of gross negligence or wilful misconduct:
a) Neither party shall be liable to the other party for any indirect or
consequential loss or damage, loss of use, loss of production, or loss of
profits or interest costs, provided that this exclusion shall not apply to any
obligation of the supplier to pay liquidated damages to the purchaser.
b) The aggregate liability of the supplier to the purchaser, whether under the
contract, in tort, or otherwise, shall not exceed the amount specified in the
contract price. Provided that this limitation shall not apply to the cost of
repairing or replacing defective equipment, or to any obligation of the
supplier to indemnify the purchaser with respect to patent infringement.
15.30 Change in Laws & Regulations

15.30.1 Unless otherwise specified in the contract, if after the date of the Invitation for bids,
any law, regulation, ordinance, order or bylaw having the force of law is enacted,
promulgated, abrogated, or changed in the place of the purchaser’s country where
the site is located (which shall be deemed to include any change in interpretation or
application by the competent authorities) that subsequently affects the delivery date,
then such delivery date shall be correspondingly increased or decreased, to the
extent that the supplier has thereby been affected in the performance of any of its
obligations under the contract. .
15.31 Force Majeure

15.31.1 The supplier shall not be liable for forfeiture of its performance security, liquidated
damages, or termination for default if and to the extent that it’s delay in performance
or other failure to perform its obligations under the contract is the result of an event
of force majeure.
15.31.2 For purposes of this clause, “force majeure” means an event or situation beyond
the control of the supplier that is not foreseeable, is unavoidable, and its origin is
not due to negligence or lack of care on the part of the supplier. Such events may
145 UPCL, Dehradun

include, but not be limited to wars or revolutions, earthquake, fires, floods,

epidemics, quarantine restrictions, and freight embargoes.
15.31.3 If a force majeure situation arises, the supplier shall promptly and no later than
seven days from the first occurrence thereof, notify the purchaser in writing of such
condition and the cause thereof. Unless otherwise directed by the purchaser in
writing, the supplier shall continue to perform its obligations under the contract as
far as is reasonably practical, and shall seek all reasonable alternative means for
performance not prevented by the force majeure event.
15.31.4 The decision of the purchaser with regard to the occurrence, continuation, period or
extent of force majeure shall be final and binding on the supplier.
15.32 Change Orders and Contract Amendments

15.32.1 The purchaser may at any time order the supplier through notice to make changes
within the general scope of the contract in any one or more of the following:
a) Drawings, designs, or specifications, where goods to be furnished under the
contract are to be specifically manufactured for the purchaser.
b) Specifications for hardware, software and related services.
c) The method of shipment or packing.
d) The place of delivery.
e) The related Services to be provided by the supplier.
15.32.2 If any such change order causes an increase or decrease in the cost of, or the time
required for, the supplier’s performance of any provisions under the contract, an
equitable adjustment shall be made in the contract price or in the delivery and
completion schedule, or both, and the contract shall accordingly be amended. Any
claims by the supplier for adjustment under this Clause must be asserted within
twenty-eight (28) days from the date of the supplier’s receipt of the purchaser’s
change order.
15.32.3 No variation or modification of the terms of the contract shall be made except by
written amendment signed by the parties.
15.33 Extension of Time

15.33.1 If at any time during performance of the contract, the supplier or its subcontractors
should encounter conditions impeding timely delivery of the goods or completion of
related services pursuant to GCC clause 15.11, the supplier shall promptly notify
the purchaser in writing of the delay, its likely duration, and its cause. As soon as
practicable after receipt of the supplier’s notice, the purchaser shall evaluate the
situation and may at its discretion extend the supplier’s time for performance, in
which case the extension shall be ratified by the parties by amendment of the
contract.
146 UPCL, Dehradun

15.33.2 Except in case of force majeure, as provided under GCC clause 15.31 or where the
delay in delivery of the goods or completion of related services is caused due to any
delay or default of the purchaser, any extension granted under clause 15.33.1 shall
not absolve the supplier from its liability to the pay of liquidated damages pursuant
to GCC clause 15.26.
15.34 Termination
15.34.1 Termination for default
a) The purchaser may, without prejudice to any other remedy for breach of
contract, by notice of default sent to the supplier, terminate the contract in
whole or in part:
i. If the supplier fails to deliver any or all of the goods or related
services within the period specified in the contract, or within any
extension thereof granted by the purchaser pursuant to GCC clause
15.33; or
ii. If the supplier, in the judgment of the purchaser has engaged in
corrupt, fraudulent, collusive, or coercive practices, as defined in
GCC clause 15.3, in competing for or in executing the contract; or
iii. Any representation made by the bidder in the proposal is found to
be false or misleading
iv. If the supplier commits any breach of the contract and fails to
remedy or rectify the same within the period of two weeks (or such
longer period as the purchaser in its absolute discretion decide)
provided in a notice in this behalf from the purchaser as specified
in the SLA.
b) In the event the purchaser terminates the contract in whole or in part,
pursuant to point no. (i) of GCC clause 15.34.1, the purchaser may procure,
upon such terms and in such manner as it deems appropriate, goods or
related services similar to those undelivered or not performed, and the
supplier shall be liable to the purchaser for any additional costs for such
similar goods or related services. However, the supplier shall continue
performance of the contract to the extent not terminated.
15.34.2 Termination for insolvency
The purchaser may at any time terminate the contract by giving notice to the supplier
if the supplier becomes bankrupt or otherwise insolvent. In such event, termination
will be without compensation to the supplier, provided that such termination will not
prejudice or affect any right of action or remedy that has accrued or will accrue
thereafter to the purchaser.
15.34.3 Termination for convenience
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a) The purchaser, by notice sent to the supplier, may terminate the contract, in
whole or in part, at any time for its convenience. The notice of termination
shall specify that termination is for the purchaser’s convenience, the extent
to which performance of the supplier under the contract is terminated, and
the date upon which such termination becomes effective.
b) The goods and services that are complete and ready for shipment within
twenty-eight (28) days after the supplier’s receipt of the Notice of termination
shall be accepted by the purchaser at the contract terms and prices. For the
remaining goods and services, the purchaser may elect:
i. To have any portion completed and delivered at the contract terms
and prices; and/or
ii. to cancel the remainder and pay to the supplier an agreed amount
for partially completed goods and related services and for materials
and parts previously procured by the supplier.
15.34.4 Consequences of termination
Upon termination of the contract, the supplier shall:
a) Prepare and present a detailed exit plan within five calendar days of
termination notice receipt to the CIO of UPCL (“Exit Plan”).
b) The CIO and along with designated team will review the exit plan. If
approved, supplier shall start working on the same immediately. If the plan
is rejected, supplier shall prepare alternate plan within two calendar days. If
the second plan is also rejected, CIO or the authorised person will provide a
plan for Supplier and it should be adhered by in totality.
c) The exit plan should cover at least the following
i. Execute all documents that may be necessary to effectively transfer
the ownership and title, including OEM warranties in respect of all
equipment.
ii. Handover all developed codes, related documentation and other
configurable Items, if any in his possession.
iii. Handover the list of all IT Assets, passwords at all locations to the
purchaser.
d) The supplier and CIO (or the authorised person) will sign a completion
certificate at the end of successful completion (all points tracked to closure)
of the exit plan.
15.35 Assignment
15.35.1 The supplier shall not assign, in whole or in part, their obligations under this contract.
148 UPCL, Dehradun

15.36 Disclaimer
15.36.1 Purchaser reserves the right to share, with any consultant of its choosing, any
resultant proposals in order to secure expert opinion. Any consultants of the
Purchaser as referred to above shall be bound by confidentiality obligations and
shall not disclose Supplier’s proposal with any third party
15.36.2 Purchaser reserves the right to accept any proposal deemed to be in the best
interest of UPCL.
15.37 Public Disclosure

15.37.1 All materials provided to the purchaser by bidder are subject to country and State
public disclosure laws such as RTI etc.
15.37.2 The supplier’s team shall not make or permit to be made a public announcement or
media release about any aspect of this contract unless the purchaser first gives the
supplier its written consent.
15.38 SLA Audit

15.38.1 A designated team / person from UPCL will review the performance of supplier
against the SLA each month. The review / audit report will form basis of any action
relating to imposing penalty on or breach of contract of the supplier.
15.39 Adherence to Safety Procedures, Rules, Regulations, & Restrictions

15.39.1 Supplier shall comply with the provision of all laws including labour laws, rules,
regulations and notifications issued there under from time to time. All safety and
labour laws enforced by statutory agencies and by purchaser shall be applicable in
the performance of this contract and supplier’s team shall abide by these laws.
15.39.2 Access to the data centre sites and purchaser’s locations shall be strictly restricted.
No access to any person except the essential personnel belonging to the supplier
who are genuinely required for execution of work or for carrying out
management/maintenance who have been explicitly authorised by the purchaser
shall be allowed entry to the data centre sites and some purchaser’s locations. Even
if allowed, access shall be restricted to the pertaining equipment of the purchaser
only. The supplier shall maintain a log of all activities carried out by each of its
personnel.
15.39.3 The supplier shall take all measures necessary or proper to protect the personnel,
work and facilities and shall observe all reasonable safety rules and instructions.
Supplier’s team shall adhere to all security requirement/regulations of the purchaser
during the execution of the work. Purchaser’s employee also shall comply with
safety procedures/policy.
149 UPCL, Dehradun

15.39.4 The supplier shall report as soon as possible any evidence, which may indicate or
is likely to lead to an abnormal or dangerous situation and shall take all necessary
emergency control steps to avoid such abnormal situations.
15.39.5 The purchaser will be indemnified for all the situations mentioned in this clause in
the similar way as defined in GCC clause 15.29.
15.40 Non-solicitation of Staff

15.40.1 For the purpose of this contract, both parties to this contract agree, not to solicit
either directly or indirectly with a view to provide or offer employment to, offer to
contract with or entice a staff member of the other party to leave without the consent
of the other during the term of this agreement and for an additional period of 180
days after termination.
15.41 Survival
15.41.1 The clauses of this contract, which by nature are intended to survive termination of
this contract, shall remain in effect after such termination.
150 UPCL, Dehradun

16. Schedules
Schedule – I – Change Control Schedule
This Schedule describes the procedure to be followed in the event of any proposed change to
the contract agreement, Project Implementation Phase, SLA and Scope of Work and
Functional Requirement Specifications. Such change shall include, but shall not be limited to,
changes in the scope of services provided by the SI and changes to the terms of payment as
stated in the Terms of Payment Schedule.
UPCL and SI recognize that frequent change is an inevitable part of delivering services and
that a significant element of this change can be accomplished by re-organizing processes and
responsibilities without a material effect on the cost. The SI will endeavour, wherever
reasonably practicable, to effect change without an increase in the terms of payment as stated
in the Terms of Payment Schedule and UPCL will work with the SI to ensure that all changes
are discussed and managed in a constructive manner. This Change Control Schedule sets
out the provisions which will apply to all the changes to this agreement and other documents
except for the changes in SLAs for which a separate process has been laid out in Clause 6 &
7 of the SLA.
This Change Control Schedule sets out the provisions which will apply to changes to the
contract agreement.
Change Management Process
Change Control Note ("CCN")
1. Change requests in respect of the contract agreement, the Project Implementation, the
operation, the SLA or Scope of work and Functional Requirement specifications will
emanate from the Parties' respective Project Manager who will be responsible for
obtaining approval for the change and who will act as its sponsor throughout the
Change Control Process and will complete Part A of the CCN attached as Annexure
- 12 hereto. CCNs will be presented to the other Party's Project Manager who will
acknowledge receipt by signature of the CCN.
2. The SI and UPCL, during the Project Implementation Phase and UPCL during the
Operations and Management Phase and while preparing the CCN, shall consider the
change in the context of the following parameter, namely whether the change is
beyond the scope of services including ancillary and concomitant services required
and as detailed in the RFP and is suggested and applicable only after the testing,
commissioning and certification of Project Implementation Phase as set out in this
Agreement.
3. It is hereby also clarified here that any change of control suggested beyond the value
of this Project will be considered as per the change control process. It is hereby
clarified that the variation in the value of the Project will be calculated on the basis of
bid value submitted by the SI and accepted by UPCL or as decided and approved by
151 UPCL, Dehradun

UPCL. For arriving at the cost of the variation the payment terms and relevant rates as
specified in Schedule - III shall apply.
Quotation
1. The SI shall assess the CCN and complete Part B of the CCN, in completing the Part
B of the CCN the SI shall provide as a minimum:
a) a description of the change
b) a list of deliverables required for implementing the change;
c) a time table for implementation;
d) an estimate of any proposed change
e) any relevant acceptance criteria
f) an assessment of the value of the proposed change;
g) material evidence to prove that the proposed change is not already covered
within the Agreement and the scope of work
2. Prior to submission of the completed CCN to UPCL, the Service Provider will undertake
its own internal review of the proposal and obtain all necessary internal approvals. As
a part of this internal review process, the SI shall consider the materiality of the
proposed change in the context of the contract agreement and the Project
Implementation affected by the change and the total effect that may arise from
implementation of the change.
Costs
1. Each Party shall be responsible for its own costs incurred in the quotation, preparation
of CCNs and in the completion of its obligations described in this process provided the
SI meets the obligations as set in the CCN. In the event the SI is unable to meet the
obligations as defined in the CCN then the cost of getting it done by third party will be
borne by the SI.
Obligations
1. The SI shall be obliged to implement any proposed changes once approval in
accordance with above provisions has been given, with effect from the date agreed for
implementation and within an agreed timeframe. SI will not be obligated to work on a
change until the parties agree in writing upon its scope, price and/or schedule impact.
152 UPCL, Dehradun

Schedule – II – Exit Management Schedule
1. Purpose
a) This Schedule sets out the provisions, which will apply on expiry or termination
of the contract agreement, the Project Implementation, Operation and
Management SLA.
b) In the case of termination of the Project Implementation and/or Operation and
Management, the Parties shall agree at that time whether, and if so during what
period, the provisions of this Schedule shall apply.
c) The Parties shall ensure that their respective associated entities carry out their
respective obligations set out in this Exit Management Schedule.
2. Transfer of Assets
a) UPCL 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
UPCL with a complete and up to date list of the Assets within 30 days of such
notice. UPCL shall then be entitled to serve notice in writing on the SI at any
time prior to the date that is 30 days prior to the end of the exit management
period requiring the SI to sell the Assets, if any, to be transferred to UPCL at
book value as determined as of the date of such notice in accordance with the
provisions of relevant laws.
b) In case of contract being terminated by UPCL, UPCL reserves the right to ask
SI to continue running the project operations for a period of 6 months after
termination orders are issued.
c) Upon service of a notice under this clause, the following provisions shall apply:
a. 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 UPCL.
b. All risk in and title to the Assets to be transferred / to be purchased by
UPCL pursuant to this clause shall be transferred to UPCL, on the last
day of the exit management period.
c. UPCL shall pay to the SI on the last day of the exit management period
such sum representing the Net Block (procurement price less
depreciation as per provisions of Companies Act) of the Assets to be
transferred as stated in the Terms of Payment Schedule.
d. Payment to the outgoing SI shall be made to the tune of last set of
completed services / deliverables, subject to SLA requirements.
e. The outgoing SI will pass on to UPCL and/or to the Replacement SI,
the subsisting rights in any leased properties/ licensed products on
153 UPCL, Dehradun

terms not less favourable to UPCL/ Replacement SI, than that enjoyed
by the outgoing SI.
3. Cooperation and Provision of Information
a) During the exit management period:
a. The SI will allow UPCL access to information reasonably required to
define the then current mode of operation associated with the provision
of the services to enable UPCL to assess the existing services being
delivered;
b. promptly on reasonable request by UPCL, the SI shall provide access
to and copies of all information held or controlled by them which they
have prepared or maintained in accordance with this agreement relating
to any material aspect of the services (whether provided by the SI).
UPCL shall be entitled to copy of all such information. Such information
shall include details pertaining to the services rendered and other
performance data. The SI shall permit UPCL to have reasonable access
to its employees and facilities as reasonably required by UPCL to
understand the methods of delivery of the services employed by the SI
and to assist appropriate knowledge transfer.
4. Confidential Information, Security and Data
a) The SI will promptly on the commencement of the exit management period
supply to UPCL the following:
a. Documentation relating to Computerization Project’s Intellectual
Property Rights;
b. All current and updated data as is reasonably required for purposes of
UPCL transitioning the services to its Replacement SI in a readily
available format nominated by UPCL;
c. Source code of the customized portion of ERP application
d. All other information (including but not limited to documents, records
and agreements) relating to the services reasonably necessary to
enable UPCL, or its Replacement SI to carry out due diligence in order
to transition the provision of the Services to UPCL, or its Replacement
SI (as the case may be).
b) Before the expiry of the exit management period, the SI shall deliver to UPCL
all new or up-dated materials from the categories set out in Schedule above
and shall not retain any copies thereof, except that the SI shall be permitted to
retain one copy of such materials for archival purposes only.
c) Before the expiry of the exit management period, unless otherwise provided
under the contract agreement, UPCL shall deliver to the SI all forms of SI
confidential information, which is in the possession or control of UPCL or its
users.
154 UPCL, Dehradun
5. Employees
a) Promptly on reasonable request at any time during the exit management
period, the SI shall, subject to applicable laws, restraints and regulations
(including in particular those relating to privacy) provide to UPCL, a list of all
employees (with job titles) of the SI dedicated to providing the services at the
commencement of the exit management period.
b) Where any national, regional law or regulation relating to the mandatory or
automatic transfer of the contracts of employment from the SI to UPCL, or a
Replacement SI ("Transfer Regulation") applies to any or all of the employees
of the System Integrator, then the Parties shall comply with their respective
obligations under such Transfer Regulations.
6. Transfer of certain Agreements
a) On request by UPCL, the SI shall effect such assignments, transfers, licences
and sub-licences as UPCL may require in favour of UPCL, or its Replacement
SI in relation to any equipment lease, maintenance or service provision
agreement between SI and third party lessors, vendors, and which are related
to the services and reasonably necessary for the carrying out of replacement
services by UPCL or its Replacement System Integrator.
7. Rights of Access to Premises
a) At any time during the exit management period, where Assets are located at
the System Integrator's premises, the SI will be obliged to give reasonable
rights of access to (or, in the case of Assets located on a third party's premises,
procure reasonable rights of access to) UPCL and/or any Replacement SI in
order to make an inventory of the Assets.
b) The SI shall also give UPCL, or any Replacement SI right of reasonable access
to the SI’s premises and shall procure UPCL and any Replacement SI rights of
access to relevant third party premises during the exit management period and
for such period of time following termination or expiry of the contract agreement
as is reasonably necessary to migrate the services to UPCL, or a Replacement
System Integrator.
8. General Obligations of the System Integrator
a) The SI shall provide all such information as may reasonably be necessary to
effect as seamless a handover as practicable in the circumstances to UPCL or
its Replacement SI and which the SI has in its possession or control at any time
during the exit management period.
b) The SI shall commit adequate resources to comply with its obligations under
this Exit Management Schedule.
9. Exit Management Plan
a) The SI shall provide UPCL with a recommended exit management plan ("Exit
Management Plan") which shall deal with at least the following aspects of exit
155 UPCL, Dehradun
management in relation to the contract agreement as a whole and in relation to

the Project Implementation, and the Operation and Maintenance of SLA.
a. A detailed program of the transfer process that could be used in
conjunction with a Replacement SI 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. (if applicable) proposed arrangements for the segregation of the
System Integrator's networks from the networks employed by UPCL
and identification of specific security tasks necessary at termination;
c. Plans for provision of contingent support to UPCL and Replacement SI
for a reasonable period after transfer.
b) The SI shall re-draft the Exit Management Plan annually thereafter to ensure
that it is kept relevant and up to date.
c) Each Exit Management Plan shall be presented by the SI to and approved by
UPCL.
d) The terms of payment as stated in the Terms of Payment Schedule include the
costs of the SI complying with its obligations under this Schedule.
e) In the event of termination or expiry of contract agreement, and Project
Implementation, each Party shall comply with the Exit Management Plan.
f) During the exit management period, the SI shall use its best efforts to deliver
the services.
g) Payments during the Exit Management period shall be made in accordance
with the Terms of Payment Schedule.
h) This Exit Management plan shall be furnished in writing to UPCL within 90 days
from the Effective Date of this Agreement.
156 UPCL, Dehradun

Schedule – III – Payment Schedule
The successful bidder will sign a Service Level Agreement (SLA) with UPCL covering all the
required services. The payment schedule and milestones are divided into following tables:
Table 1: Implementation Phase
a) Advance payment of total contract value excluding ATS & O&M cost of 3 years
b) ERP application license cost
c) Annual technical support (ATS) cost of implementation phase
d) ERP application implementation cost
e) DC/DR & field hardware cost
f) Balance payment of total contract value excluding ATS & O&M cost of 3 years
Phase Activity Payment Schedule Milestones
Advance 10 % of Project Cost On Issuance of Letter of
Payment (excluding ATS & O&M Award by Utility, team
cost of 3 years) in 2 mobilization by Vendor,
instalments of 5% each Submission of Advance
Bank Guarantee and
other conditions as
specified below *
ERP Product Supply of ERP 30% of cost quoted for On management
and software Product licenses and ERP Product licenses confirmation that material
cost other Software/OS and other Software/OS (required No. of ERP
etc. at site as per etc. Product licenses and
approved Bill of other Software/OS etc.) is
Quantity received at Site as per
the Work order.
Successful installation 30% of cost quoted for On management

of the licenses ERP Product licenses confirmation that material
delivered as per and other Software/OS (required No. of ERP
approved Bill of etc. Product licenses and
Quantity other Software/OS etc.)
has been successfully
installed at site and
supplied software is along
with DR license as per
the Work order.
Stabilization 20% of cost quoted for On successful completion
Acceptance ERP Product licenses of 6 months of
and other Software/OS Stabilization Support
etc. (starting from Go-Live)
and Issue of Stabilization
157 UPCL, Dehradun

Acceptance certificate
from Utility.
ATS cost for 40% of cost quoted for On successful installation
implementation ATS for implementation of all the delivered
phase cost licenses on development
server
40% of cost quoted for On successful completion
ATS for implementation of Go-Live and Issue of
cost Go-Live Acceptance
certificate from Utility.
Implementation Finalization of AS-IS 20% of cost quoted for On management
and Installation Study and TO-BE Implementation and confirmation that all the
Cost process mapping Installation deliverables up to and
along with Gap including Gap Analysis
Analysis (Business Report is completed and
Blue print phase) acceptance as per the
Work order and agreed &
finalized Project Plan.
Configuration and 20% of cost quoted for On management
Testing of the ERP Implementation and confirmation that all the
software along with Installation deliverables up to and
data migration including Successful
Completion of all Testing
of ERP S/w has been
completed and accepted
by Utility.
Integration with other 10% of cost quoted for On management
legacy system Implementation and confirmation that all the
/DC/DR and RAPDRP Installation deliverables up to and
Applications including Integration
Development with other
legacy system/RAPDRP
Applications as required
has been completed and
Accepted by Utility.
User Training 10% of cost quoted for Upon Completion of all
Implementation and End User & Technical
Installation trainings and on supply of
manuals
158 UPCL, Dehradun


Go-live 20% of cost quoted for On successful completion
Implementation and of Go-Live and Issue of
Installation Go-Live Acceptance
certificate from Utility.
Hardware / Supply of 30% of cost quoted for On management
Equipment Hardware/equipment Hardware/Equipment confirmation that material
Cost as per approved Bill required for ERP is received at Site as per
of Quantity Implementation the Work order
Installation, testing, 30% of cost quoted for On System testing by
Commissioning & Hardware/Equipment Vendor & management
Configuration of required for ERP confirmation that material
Hardware/Equipment Implementation installed & commissioned
along with Operating as per the Work order
System installation as
per approved Bill of
Quantity
Stabilization 20% of cost quoted for On successful completion
Acceptance Hardware/Equipment of 6 months of
required for ERP Stabilization Support
Implementation (starting from Go-Live)
and Issue of Stabilization
from Utility.
After 10 % of Project Cost On successful completion
Completion (excluding ATS & O&M of 6 months of
cost of 3 years) Stabilization Support and
Issue of Stabilization
from Utility.
Table 2: Post-implementation phase

1. O&M cost for 3 years
2. ATS cost for 3 years of post-implementation phase
Operations & Twelve (12) quarterly On submission of
Maintenance instalments over three quarterly performance
Phase (3) years from the report
“Stabilization
Acceptance” date
depending upon the
quarterly performance
159 UPCL, Dehradun


level assessed on the
basis of SLAs defined in
this RFP
ATS cost of 1st month of every year On submission of invoice

post of O&M period for 3 by SI
implementation years
phase for 3
years
*Advance Bank Guarantee: Initial interest bearing Mobilization Advance of 10% (2

installments of 5% each) of total contract price may be released on presentation of the
following:
a) Unconditional acceptance of the Letter of Award and signing of contract agreement by
the Contractor
b) Submission of detailed invoice for advance payment.
c) Establishment of site office and certification by Engineer-in-charge that satisfactory
mobilization for project work exists.
d) Submission and acceptance of unconditional & irrevocable Bank Guarantees in favor
of Purchaser with total amounting to 110% of total advance amount. The said Bank
Guarantees shall be initially valid up to end of ninety (90) days after the scheduled
month of completion of total work and shall be extended from time to time till ninety
(90) days beyond revised scheduled month of completion of total work, as may be
required under the Contract.
e) An unconditional & irrevocable Bank Guarantee for ten percent (10%) of the total
Contract price towards Contract Performance Guarantee (CPG) in accordance with
the provisions of GCC. The said bank guarantee shall be initially valid up to ninety (90)
days after expiry of the Warranty Period and shall be extended from time to time till
ninety (90) days beyond successful completion of warranty period, as may be required
under the Contract.
f) Detailed PERT Network/Bar chart and its approval by the Purchaser.
The bidder must utilize first advance installment of 5% before requesting for second advance
installment. Second installment of 5% shall be released on presentation of contractor’s invoice
and satisfactory utilization certificate supported with documentary evidences of first advance
installment.
The interest rate on advance payment shall be SBI's Base rate on the date of disbursement
of advance payment. The interest accrued on interest bearing advance shall be adjusted first
before releasing any payment. The interest rate shall be calculated on the daily progressive
balances outstanding as on the date of recovery/adjustment i.e. on daily rest basis.
The Advance bank Guarantee shall be discharged after completion of the work. The advance
bank guarantee can be reduced on two occasions. First reduction shall be on completion of
50% work (financial progress) and second reduction shall be on completion of 75% work
(financial progress). The advance BG shall be proportionately reduced to 50% and 25% value
respectively of initial advance BG.
160 UPCL, Dehradun

Schedule IV – Service Level Agreement
This SLA shall be between selected bidder and UPCL.

1. Purpose of this Agreement
1. The purpose of this SLA is to clearly define the expected levels of service to be
provided by selected bidder to UPCL during the entire duration of this contract or till
the amendment of SLA whichever is earlier.
2. The SLA is designed to:
a) Draw the attention of selected bidder and UPCL to some aspects of
performance only when that aspect drops below an agreed upon threshold, or
target and leads to consequent defined action;
b) Define unambiguously the performance related expectations of performance
required of the selected bidder;
c) Assist UPCL to ensure and control levels and performance of services provided
by selected bidder.
2. Availability Management
1. Availability of IT system - High Availability is a key requirement of UPCL as the
application will enable UPCL officials to deliver the key activities related to various
activities. The expected availability of IT system should be at minimum 99%. The
project must also be able to rebound or recover from any planned or unplanned system
downtime, ensuring a minimal impact on the operations. The selected System
Integrator should provide a single point of contact on a 24*7 basis.
2. Availability will be measured on quarterly basis. Planned downtime will not be classified
as unavailability. Planned downtime where both main as well redundant systems are
not available for providing service will be limited to maximum of 48 Hours in a quarter.
The selected bidder should endeavour to take such downtimes only during weekends
or holidays preferably after End of Day (EoD). However, duration of the maximum
allowable planned downtime time will be reviewed on yearly basis.
3. The failure of application on account of non-availability of infrastructure provided by
UPCL shall not be considered while calculating SLA for that quarter.
4. In case of any breach in the SLA a penalty amounting to maximum of 10% of the
Quarterly O&M charges shall be levied on the selected bidder.
3. Problem Notification & Resolution Times
Following service levels will be applicable to the selected bidder for handholding and
maintenance support. It shall be noted that the SLAs time period is including problem
identification, resolution from SI or OEM and shall be in full responsibility with SI:
161 UPCL, Dehradun

Type of Metric Measure Threshold Expected Action /

Service Remarks
As per Delivery Initial Critical 1 Hour Initial review for Category,

Problem Response Priority and whether the PR
Report has sufficient information to
(PR) understand the problem
High 2 Hour Assignment to respective

individual for analysis
Medium 4 Hour
As per Delivery Complete Critical 4 Hour Detailed
Respond analysis
to initiatorofinforming
Problem
Problem Analysis / Report and provide,
of assignment root
for further
High 6 Hour
Report Resolution cause,
analysispotential risk / impact,
(PR) effort estimate for resolution
Medium 8 Hour and closing of the problem
1. Threshold Definitions
a) Critical: Show-stopper application breakdown/crash. Has serious implications
on running the production server and has impacted all business critical process.
b) High: Serious degradation in the application performance. Has impacted
majority of the business processes but able to continue the operations with the
system limitations. It may have serious implications on the data integrity. It has
affected or may affect, around more than 5 users for the same problem.
c) Medium: Moderate degradation in the application performance. No
implications on the data integrity. No impact on the normal operations/day-to-
day working. It has affected or may affect, around less than 5 but 1 or more
users for the same problem
2. Penalties in case of failure to meet Service Levels
Following penalty shall be applicable to the selected bidder in case of failure to meet
provisions of Service Level Agreement (SLA) as provided in table above:
a) In case of problem categorized as “Critical”: UPCL shall recover from the
selected bidder, a sum equivalent to 0.1% of the quarterly O&M prices for every
thirty (30) minutes of delay or part thereof over and above the given threshold
limit for each of such incidents;
b) In case of problem categorized as “High”: UPCL shall recover from the
sixty (60) minutes of delay or part thereof over and above the given threshold
limit for each of such incidents; and
c) In case of problem categorized as “Medium”: UPCL shall recover from the
162 UPCL, Dehradun

one hundred and twenty (120) minutes of delay or part thereof over and above
the given threshold limit for each of such incidents.
d) The same incident shall not have happened more than 2 times in a quarter for
critical category and 3 times in a quarter for high & medium categories, a
penalty of 5% of quarterly O&M prices for that quarter will be levied.
e) If the same incident happened more than 3 times in a quarter for critical
category and 4 times in a quarter for high & medium categories, the
performance bank guarantee may be forfeited and contract may be terminated.
4. Performance Parameters
The indicative performance parameters of hardware as well as system software are listed in
the below table.
Sr. No. Parameters Limit
1. CPU utilization < 80 %
2. Memory utilization < 80 %
3. User response time (screen navigation) 3 seconds or less
4. Report response time 5 seconds or less for at least 1000
rows fetch
5. Application hit ratio > 80%
6. Heap usage < 80%
7. Data cache usage/ data buffer cache < 90%
8. Database hit ratio > 90%
The above performance parameters shall be fulfilled as per below criteria
1. The performance will be monitored every fortnight for above parameters
2. Performance will be monitored both in peak as well as in off-peak hours. Peak hours
are 10 AM to 5 PM on every working day and off-peak hours are from 5 PM to 10 AM.
Time slot within peak and off-peak hours will be decided on mutual basis.
3. The performance will be tested on local LAN environment of data centre. Separate
machine for testing shall be placed by the bidder at Network Operating Centre (NOC)
of UPCL data centre for testing the performance parameters and system software for
this machine such as OS, MS office, antivirus etc. shall be the responsibility of bidder
as well. Other necessary hardware infrastructure (if required) shall be considered as
part of hardware offering for DC/DRC.
4. The tools/software licenses used to measure above performance parameters shall be
in scope of bidder.
5. If the performance parameters are not fulfilled during fortnightly test, a penalty
equivalent to 1% of quarterly operations and maintenance bill shall be levied.
6. If performance parameters are not met more than 2 times in a quarter, bidder have to
take suitable measures in terms of increase of requisite hardware items at DC/DRC to
achieve the above stated performance benchmark. The cost of the same shall be
borne by bidder.
163 UPCL, Dehradun

7. Recovery Point Objective (RPO) is the maximum amount of time lag between
Primary (DC) and Secondary storages (DRC). UPCL intends to maintain RPO as < 15
minutes for all application and data at primary site.
8. Recovery Time Objective (RTO) is maximum elapsed time allowed to complete
recovery of application processing at DR site. In case of a disaster, the RTO shall be
measured from the time when the decision is finalized & intimated to the SI by UPCL
to shift the operations to DR site. The SI in association with UPCL personnel shall
ensure compliance to RTO of maximum of 6 hrs.
5. Following SLA parameters are added in addition to SLA parameters given in
published RFP:
Service Parameter Service Validation Penalty
level
Project Submission of 100 % Minutes of 1% of the monthly

Management monthly project status meeting & O&M charges for
reports and approval of every default
conducting project status report by beyond SLA
status meeting engineer in
charge
Anti-Virus Rollout of latest anti- 98% Reports 1% of the monthly

Management virus definition file on generated from O&M charges for
workstations and Anti-Virus each default
servers once it is software beyond SLA
made available on console
supplier’s/OEM
website
Server Rollout of patches 98% Patch update 1 % of the monthly

Administration/ (OS, Infra level) on report O&M charges for
Management workstations and each default
servers after patch beyond SLA
being approved on
test environment
Data base MIS report of 99% Report 1 % of the monthly

Administration database schema, O&M charges for
services disk space, storage each default
and user roles beyond SLA
Backup/ The System 99% Report If the negligence is

restore Integrator should take found in monthly
management backup as per the audit, the System
Integrator would be
penalized a sum of
164 UPCL, Dehradun

level
backup schedule INR 5000 for each

defined by UPCL default
UPCL would 100% Report INR 5000 for every

periodically ask (once restore test failure
a quarter on a
random day) System
Integrator to restore
the backup data
Release Resolution of ticket 99% Reports 1 % of the monthly

Management logged in incident generated from O&M charges for
management tools Ticket logging each default
system beyond SLA
Security Should be part of 98% Report 1% of the monthly

Management monthly status report O&M charges for
each default
beyond SLA
Resource Resource Absent Attendance If the resource is

Management from the designated verification absent from
location from biometric designated location
system for more than 3
days continuously
without any prior
approval from
UPCL.
Payment shall be
deducted based on
the pro-rata basis.
(Total O&M cost per

day divided by nos.
of persons
deployed)
165 UPCL, Dehradun


level
Further deduction
of INR 2000 per day
per resource will
also be applicable
on account of loss
of UPCL services
If the resource is
absent from
designated location
for more than 7
days continuously,
SI will have to
provide suitable
replacement as per
specified
certification /
experiences criteria
defined in the RFP
Site Supply, Installation, 100 % Final 1 % of the monthly

Infrastructure commissioning & acceptance O&M charges for
Management testing of hardware test report each default
as per BoQ within 10 beyond SLA
months from the date
of project start
Remarks:
Although SLA penalties shall be calculated as per above table, however total penalty to be
deducted is to be capped at 10 % of the billable amount for O&M charges.
6. SLA Supervision
1. Reporting Procedures: The selected bidder’s representative will prepare and
distribute SLA performance reports in an agreed upon format by the 7th working day of
subsequent month of the reporting period. The reports will include “actual versus
target” SLA performance, a variance analysis and discussion of appropriate issues or
significant events. Performance reports will be distributed to the Nodal official from
UPCL/Department of IT, if required.
166 UPCL, Dehradun
2. Monitoring and Auditing: UPCL will review the performance of selected bidder
against the SLA parameters each month, or at any periodicity defined in the contract
document. The review / audit report will form basis of any action relating to imposing
penalty or breach of contract. Any such review / audit can be scheduled or
unscheduled. The results will be shared with the selected bidder as soon as possible.
UPCL reserves the right to appoint a third-party auditor to validate the SLA.
7. SLA Change Control
1. It is acknowledged that SLA may change as UPCL’s business needs evolve over the
course of the contract period. As such, this document also defines the following
management procedures:
a) A process for negotiating changes to the SLA.
b) An issue management process for documenting and resolving particularly
difficult issues.
c) UPCL and selected bidder management escalation process to be used in the
event that an issue is not being resolved in a timely manner.
2. Any changes to the levels of service provided during the term of this agreement will be
requested, documented and negotiated in good faith by both parties. Either party can
request a change. Changes will be documented as an addendum to SLA and
consequently the contract.
8. SLA Change Process
1. Both the parties may amend this SLA by mutual agreement in accordance.
2. Changes can be proposed by either party.
3. Normally the forum for negotiating SLA changes will be UPCL’s monthly review
meetings.
9. Version Control
1. All negotiated SLA changes will require changing the version control number. As
appropriate, minor changes may be accumulated for periodic release (e.g. every
quarter) or for release when a critical threshold of change has occurred.
10. Issue Management
1. This process provides an appropriate management structure for the orderly
consideration and resolution of business and operational issues in the event that quick
consensus is not reached between UPCL and selected bidder. It is expected that this
pre-defined process will only be used on an exception basis if issues are not resolved
at lower management levels.
2. Issue Management Process
a) Either UPCL or selected bidder may raise an issue by documenting the
business or technical problem, which presents a reasonably objective summary
of both points of view and identifies specific points of disagreement with
possible solutions.
167 UPCL, Dehradun

b) UPCL will determine which committee or executive level should logically be

involved in resolution.
c) A meeting or conference call may be conducted to resolve the issue in a timely
manner. The documented issues will be distributed to the participants at least
24 hours prior to the discussion if the issue is not an emergency requiring
immediate attention.
d) Management of UPCL and selected bidder will develop a temporary, if needed,
and the permanent solution for the problem at hand. The selected bidder will
then communicate the resolution to all interested parties.
e) In the event a significant business issue is still unresolved, the arbitration
procedures described in the Contract will be used.
3. Issue Escalation Process
a) The purpose of this escalation process is to provide a quick and orderly method
of notifying both parties that an issue is not being successfully resolved at the
lowest possible management level. Implementing these procedures ensures
that UPCL and selected bidder management are communicating at the
appropriate levels. Escalation should take place on an exception basis and only
if successful issue resolution cannot be achieved in a reasonable time frame.
b) All issues would be raised to the project management team, which is
completely responsible for the day to day aspects of the implementation. The
project management team shall classify the issues based on their severity level
and resolve them within appropriate timelines.
c) If project management team is unable to resolve an issue, the issue would be
escalated to the top management with options/ risks detailed for decision. Top
management will make decisions based on the options/ risks presented by the
IT team.
d) In case one or both the parties are unsatisfied with the decision of the top
management of UPCL, the dispute will be resolved as specified as per UPCL
jurisdiction.
11. Risk and Cost Factor
In the event of termination of contract on the basis of non-performance by the selected bidder
as per SLA, selected bidder will be solely responsible for risk and cost factor thereon.
12. Breach of SLA
In case the selected bidder does not meet the service levels mentioned in this RFP for three
(3) continuous time-periods as specified in the relevant clause, UPCL will treat it as a case of
breach of Service Level Agreement. The following steps will be taken in such a case: -
1. UPCL issues a show cause notice to the selected bidder.
2. Selected bidder should reply to the notice within three working days.
3. If UPCL authorities are not satisfied with the reply, the performance bank guarantee
may be forfeited and contract may be terminated by UPCL as per the contract.
168 UPCL, Dehradun

13. Exclusions
The selected bidder will be exempted from any delays or slippages on SLA parameters arising
out of following reasons: -
1. Delay in execution due to delay (in approval, review etc.) from UPCL’s side. Any such
delays will be notified in written to the IT Team
2. Force Majeure
169 UPCL, Dehradun

Annexures
Annexure 1: List of UPCL offices
Sr. No. Department/Office Name Location

1. Managing Director Dehradun
2. HR Dehradun
3. Operations Dehradun
4. Finance Dehradun
5. Project Dehradun
6. Material Management Dehradun
7. Contract & Purchase Dehradun
8. Inspection & Quality Assurance Dehradun
9. Workshop Division Dehradun
10. Secondary Works Dehradun
11. Civil Construction Division Dehradun
12. IPDS Dehradun
13. IT Dehradun
14. R-APDRP Part- A& B Dehradun
15. SCADA Dehradun
16. Vigilance Dehradun
17. Planning (Saubhagya Scheme) Dehradun
18. Distribution-Garhwal Dehradun
19. Distribution-Haridwar Haridwar
20. Distribution-Kumaon Haldwani
21. Distribution-Rudrapur Rudrapur
22. Test-Garhwal Dehradun
23. Test-Haridwar Haridwar
24. Test-Kumaon Haldwani
25. Test-Rudrapur Rudrapur
26. Rural Electrification Dehradun
27. Central Accounts Office Dehradun
28. Zonal Accounts Office Dehradun
29. Commercial Dehradun
30. Raids & Revenue Dehradun
31. Legal Dehradun
32. Internal Audit Dehradun
33. EPF/GPF Dehradun
34. KCC Dehradun
35. EDC Dehradun
36. Pole Manufacturing Dehradun
170 UPCL, Dehradun

Annexure 2: Indicative Integration scope with existing applications
Sr. Legacy Application Version Product Indicative Integration

No. Vendor touch points
1 New Connection & m-Power Fluent grid Estimate prepared for new
Disconnection service connection,
Management System permanent disconnection,
deposit work, system
strengthening works etc.
will flow “to and fro” from
ERP system
2 GIS Application ESRI - Navayuga Asset creation information
ArcGis&ArcFM will flow from ERP system to
9.3.1 GIS module of R-APDRP
3 MBC software m-Power Fluent grid Consolidated revenue data
will flow “to and fro” from
ERP system
Note: integration requirements given in above table are indicative and exact integration
requirements will be discussed in detail during business blueprint phase. Successful bidder
has to study the integration touch points in detail. Whatever needs to be developed on part of
these applications, UPCL will take support from existing vendors.
171 UPCL, Dehradun

Annexure 3: Existing components of Data Centre (Can be used by bidders)
Tape Library
Sr. Components Features
No.
1 Tape Library IBM TS3500 Tape Library is designed to provide a
highly scalable, automated tape library for mainframe
and open-systems backup and archive that can scale
from midsized to large enterprise environments. With
features such as persistent worldwide name, multipath
architecture, drive and media exception reporting,
remote drive and media management, and host-based
path failover, the TS3500 continues to lead the
industry in tape drive integration. It also includes data
encryption capabilities within the drives, helping to
avoid the need for host-based data encryption
reducing drain on host performance. The TS3500 tape
library comes with one 16-cartridge I/O station.
2 Total storage slots 273
3 LTO Licensed Capacity 273
4 LTO Make LTO 4
5 Size of each tape 800GB
DC Storage
No.
1 Storage The IBM DS8880 family includes DS8884 Model 980
with its associated DS8884 Expansion Unit Model.
DS8880 enables both hybrid-flash and traditional disk
configuration options. Incorporating DS8880 with
advanced storage tiering and thin provisioning
improves the storage efficiency and reduce the total
cost of ownership.
DS8880 also boasts world-class high availability and
special integration with z Systems to deliver
extraordinary value.
2 Processor technology IBM DS8880 systems feature IBM POWER8 server
technology to help support high performance. This
DS8880 models deliver up to two times throughput
improvement over DS8870.
Each model within the DS8880 enables a concurrent
upgrade from the smallest to the largest configuration.
This includes adding cache and processors for
increased performance, adding host ports for
increased connectivity, adding HDDs and SSDs and
additional expansion frames to the base frame for
172 UPCL, Dehradun


No.
increased capacity, and adding advanced feature
functions.
3 Memory support Total memory support with the new DS8880 has
increased by 100% as compared to DS8870. This new
models deliver from 64 GB to 2 TB of system
processor memory, while continuing to be managed in
4 KB segments for optimal cache efficiency. The
additional memory on the new DS8880 platform
increases the system read and write cache capacity,
improving its performance capability based on
workload.
4 Repackage Repackaged The DS8880 power distribution system is based on
rack power system the DS8870 power supply. The power supply has
been repackaged to fit the 19-inch rack, which
maintains energy efficiency and are designed to
support emerging energy efficiency standards. The
repackaged power system provides 8 KW and is
single phase power only.
5 Improved I/O enclosure The new I/O enclosure pairs are PCIe Gen3 capable.
pairs The new I/O enclosure supports 6 PCIe adapter slots
and two additional direct attached, high-performance
flash enclosure ports. The I/O enclosure the POWER8
servers by two 8x PCIe Gen3 cables. Internal transfer
rate to each I/O bay is four times faster compared to
the prior model.
6 Reduced footprint rack The DS8880 is implemented in a standard 19-inch
rack footprint. The rack footprint only occupies two
floor tiles on a raised floor. The standard footprint
assists clients in floor space planning and can help to
reduce the footprint by up to 30%.
The rack ships as a 40U configuration that can be
expanded to 46U at installation. The rack includes
integrated anti-tip caster outriggers that stow under
the rack, and also has an integrated keyboard and
display pocket in the side wall accessed from the front
of the rack.
The keyboard and display do not take up additional
rack space in the 19-inch rail area.
A small form factor HMC is used on the DS8880. One
or two HMCs are supported in the base rack.
7 High Performance Flash The flash enclosure and flash RAID adapter deliver
Enclosure Gen2 improved performance and capacity compared to the
previous generation of flash enclosure. The 2U flash
173 UPCL, Dehradun

No.
enclosures are configured in pairs with each enclosure
supporting up to twenty-four 2.5-inch flash cards in
capacities ranging from 400 GB to 3.2 TB. The
maximum flash capacity for the DS8884 delivers
reduced storage costs through lesser cost per IOPS
with this new flash enclosure.
The next-generation flash RAID controller delivers
significantly increased performance. Each flash
adapter pair delivers up to 500K IOPS and up to 14
Gbps and 10.5 Gbps for read and write bandwidth
respectively (for two High Performance Flash
Enclosure pairs). High Performance Flash Enclosure
Gen2 offers up to four times better performance as
compared to previous High Performance Flash
Enclosure.
8 RAID 6 default RAID RAID 6 will be the default RAID type for all drive types
type available on the High Performance Flash Enclosure
Gen2 models. RAID 6 will dramatically improve the
availability of arrays, especially as drive capacity
increases.
IBM DS8880 (machine type 2833) including:
 Customer-defined digital certificates for
authentication
 Extents level space release support for z/OS
 Configurable Hardware Management Console
(HMC) firewall support
 DSCLI support for z/OS environment
 FICON Information Unit (IU) pacing
improvements
9 Model abstract 2833-984 IBM 2833 DS8884 Model 984 features a 6-core
processor, 499.2 TB (base model fully populated) to
1.68 PB physical capacity (with 1.8 TB SFF HDDs and
3.2 TB flash cards),192 to 768 SFF disk drives and 48
to 96 flash cards (maximum obtained when 84E
expansions are attached), 64 GB to 256 GB processor
memory, 2 to 16 host adapters (including those in the
first 84E expansion), and up to two 84E attach
10 Drive support DS8880 offers the following drive capacities which are
encryption capable:
 300 GB 15,000 rpm SAS
 600 GB 15,000 rpm SAS
 600 GB 10,000 rpm SAS
 1.2 TB 10,000 rpm SAS
 4 TB 7,200 rpm near line SAS
 200 GB SSD
174 UPCL, Dehradun

No.
 400 GB SSD
 800 GB SSD
 1.6 TB SSD
11 Value-based pricing and IBM DS8880 requires a corresponding advanced
licensing function license (283x-LF8) for the total physical
capacity of the storage system.
DR Storage
No.
1 DR Storage IBM 8870
3 Drive support DS8870 offers the following drive capacities which
are encryption capable:
 300 GB 15,000 rpm SAS
 600 GB 15,000 rpm SAS
 600 GB 10,000 rpm SAS
 1.2 TB 10,000 rpm SAS
 4 TB 7,200 rpm near line SAS
Tivoli Storage Manager

No.
1 Storage Manager IBM Spectrum Protect (Tivoli Storage Manager) is
a data protection platform that gives enterprises a
single point of control and administration for
backup and recovery. It is the flagship product in
the IBM Spectrum Protect (Tivoli Storage
Manager) family.
It enables backups and recovery for virtual,
physical and cloud environments of all sizes.
This product is part of the IBM Spectrum Software
Defined Storage suite of products and is unrelated
to the Tivoli Management Framework.
TSM maintains a relational database and recovery
log for logging, configuration, statistical
information, and object metadata.
Actual user data is managed via a cascading
hierarchy of storage media (Primary Storage
Pools), file system containers (Windows and
Linux), streaming tape or optical media. Duplicate
copies (Backup sets or Copy Storage Pools) of
any subset of data may be created on sequential
media for redundancy or off-site management.
175 UPCL, Dehradun


No.
2 Data Sources The most Common data source for TSM is the
TSM Client (“TSM Backup/Archive Client” or “B/A
Client”). The B/A Client allows backup and restore
of data both “selectively” and “incrementally”,
which is generally known as “Progressive
Incremental” or “Incremental Forever”, as each
unique client+filespace+path+file combination is
separately tracked for retention. Further, a
separate method is provided by the B/A Client
which is known as archive (and retrieve). This
method generates groupings of objects to be
retained as a single unit. This still differs from
traditional full/incremental style backup products in
that the files are stored separately or in smaller
aggregates rather than as a monolithic image.
Additionally, there is no provision for an
incremental archive.
3 Agents The TSM architecture makes use of two special-
purpose agents. The LAN-Free Storage Agent is a
limited function TSM server which is configured as
a library client and uses server-to-server
communication to coordinate the use of storage
resources which are configured to TSM but which
are also presented to the storage agent. Usually
this LAN-free and server-free backup agent is
installed on the specific client.
4 Enterprise Edition Features The Disaster Recovery Manager (DRM) – A set of
commands which aid in the management of offsite
secondary copies of data, the TSM Database
backups required to access those media, and the
configuration data required to recover the TSM
database in case of a loss.
SAN Switch
No.
1 SAN Switch Two CISCO MDS 9509
 20 FC Ports are available
Antivirus
No.
1 Make Trend Micro enterprise security suite
176 UPCL, Dehradun

Annexure 4: Bill of Material for Hardware Infrastructure
Sr. Item Quantity Unit

No.
1 Next Generation Firewall 3 (2 for DC and Nos.
1 for DR)
2 Load Balancer 3 (2 for DC and Nos.
1 for DR)
3 L3 switch 2 Nos.
4 Desktop including UPS, table and chairs 60 Nos.
5 Multi-function printer 60 Nos.
*The quantity variation may be +/- 10%
Unpriced bill of material shall be submitted in technical proposal in below format. Unpriced bill
of material shall be provided for various type of ERP licenses as asked in financial proposal.
Sr. Item Quantity Unit Make Model Compliance

No.
1. Next Generation 3 Nos.
Firewall
2. Load Balancer 3 Nos.
3. L3 switch 2 Nos.
4. Desktop including UPS, 60 Nos.
table and chair
5. Multi-function printer 60 Nos.
6. Item 1 Provided by Nos.
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
177 UPCL, Dehradun


bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
178 UPCL, Dehradun

bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
bidder as
per BoQ
179 UPCL, Dehradun

Annexure 5: Technical Specifications of Hardware Infrastructure
Next Generation Firewall

Sr. Description of requirement Specifications Compliance
offered
No.
1 General Requirements :- Next Generation Enterprise Firewall with Zero day

Protection (In-house)
1.1 Proposed NGFW vendor must be
Leaders/challenger in Gartner Magic Quadrant for
Enterprise Network NGFW's in last 3 years
consecutively as on latest report
1.2 The proposed solution should not use a proprietary

ASIC hardware for any kind of performance
Improvement. If option to disable ASIC is there than
OEM must mention the performance numbers in
datasheet
1.3 Vendor should not have reported any vulnerability

in there OS since last 3 Years.
1.4 The NGFW OEM must have NSS Lab’s
recommended rating as per latest NSS Labs
NGFW Methodology testing with a minimum
exploit-blocking rate of 99%.
1.5 Network Security NGFW should support “State-ful”

policy inspection technology. It should also have
application intelligence for commonly used TCP/IP
protocols like telnet, ftp etc.
1.6 The appliance based security platform should be

capable of providing firewall, anti-spam, anti-
virus/bot, application visibility, IPS, Anti-APT and
URL filtering functionality.
1.7 Licensing should be a per device and not user/IP

based (should support unlimited users)
1.8 NGFW should support the multicast protocols like

IGMP and PIM-DM / PIM-SM
1.9 Firewall should support Active-Active and Active-

Passive HA mode and must support
synchronization of Sessions
180 UPCL, Dehradun


offered
No.
1.10 Appliance should have user authentication

Capabilities
1.11 Solution must failover without dropping any

connection in active mode.
1.12 The platform should support VLAN tagging (IEEE

802.1q)
1.13 Firewall should support creating access-rules with

IPv4 & IPv6 objects simultaneously
1.14 NGFW should support IPv4 & IPv6 static routing,

RIP, OSPF v2 &v3, PBR, BGPv4/ BGPv6
1.15 Device must support automatic search,

downloading and install software hotfixes without
any administrator efforts System should have
provision to automatically roll back last saved
configuration
1.16 The solution Should support Non Stop Forwarding

in HA during failover and Graceful Restart
1.17 Firewall should support Nat of IPv4 and IPv6

addresses
1.18 It should support the VOIP and Video traffic filtering
2 Hardware and Interface Requirements
2.1 The platform must be supplied with minimum

4x RJ45 interfaces along with minimum 4x10G
populated from Day one and ports for future
expansion.
Minimum Quantity 4 10 G SFP Short range from
day one.
2.2 The proposed Appliance should have minimum

storage of minimum 1 TB from day one.
2.3 The Proposed solution must have minimum 32 GB

RAM from Day one. And must support filed up-
181 UPCL, Dehradun


offered
No.
gradation for RAM without changing hardware /

Appliance
2.4 Solution must have hot swappable internal dual

power supply
3 Performance Requirements
3.1 NGFW Throughput must be minimum 5 Gbps and

should scalable up to 15 Gbps using horizontal
scaling by adding addition appliance in cluster or
using vertical scalability by adding additional SSL
hardware processing module on same appliance.
The bidder shall submit the performance test report
from Global Product Engineering department /
Global Testing Department/ Global POC team to
certify the mentioned performance. It should not be
self-certified.
3.2. The proposed solution must support at minimum 5

Gbps of VPN throughput. The bidder shall submit
the performance test report from Global Product
Engineering department / Global Testing
Department/ Global POC team to certify the
mentioned performance. It should not be self-
certified.
3.3 The NGFW must support at least 6 million

concurrent sessions and should have option to
upgrade to 12 Million Concurrent sessions per
second in future. The bidder shall submit the
performance test report from Global Product
Engineering department / Global Testing
Department/ Global POC team to certify the
mentioned performance. It should not be self-
certified for e.g. NSS lab report
3.4 The NGFW must support minimum 150,000 new

connections per second and scalable to 200,000.
4 Architecture Features
182 UPCL, Dehradun


offered
No.
4.1 It should support the IPSec VPN for both Site-Site

& Remote Access VPN.
4.2 It should also support SSL VPN for minimum 900

users.
4.3 Virtual Context must support virtualization of all the

feature set which are offered by the vendor.
4.4 NGFW system should support virtual tunnel

interfaces to provision Route- Based IPSec VPN
4.5 It should support the system authentication
with RADIUS and local authentication.
Both should work simultaneously.
5 Solution Filtering Requirements
5.1 It should support the filtering of TCP/IP based

applications with standard TCP/UDP ports or
deployed with customs ports
5.2 The NGFW must not have any limit to define
Address objects, if such limit exist than it should
support more than 100,000 address objects.
5.3 The NGFW should have no limit for firewall
policies , if such limit exist than it should be
over 100,000
5.4 NGFW updates should have an option of
Automatic downloads and scheduled updates
so that it can be scheduled for specific days and
time
5.5 NGFW should support minimum 5000+
applications
5.6 It should be able to block Instant Messaging like
Yahoo, MSN, ICQ, Skype (SSL and HTTP
tunneled) etc.
5.7 It should enable blocking of Peer-Peer
applications, like Kazaa, Gnutella, Bit Torrent,
IRC (over HTTP) etc.
5.8 The NGFW should support authentication
protocols like LDAP, RADIUS and have
support for RADIUS or TACACS+
authentication servers, and X.509 digital
certificates.
5.9 The NGFW should support advanced NAT
capabilities.
5.10 NGFW Should support Identity Access for
Granular user, group and machine based
visibility and policy enforcement
183 UPCL, Dehradun

offered
No.
6 Management & Logging
6.1 NGFW Appliance should be managed by in

house single management along with build in
Logging & Reporting option. And it should be
Appliance based solution.
6.2 Management Server and Logging module must
be single in house solution. It must allow
administrator to choose to login in read only or
read write mode. Option must be available at
Authentication window itself.
6.3 The device should support selective Log
Forwarding Based on Log Attributes and should
be able to trigger an action or initiate a workflow
on an external HTTP-based service when a log is
generated on the firewall by sending an HTTP-
based API request directly to a third-party service
to trigger an action based on the attributes in a log.
6.4 Management Server must support backup with
all configuration, certificates etc. It should be
possible to restore management server
configuration on normal open server to manage
network security in case of failure.
6.5 NGFW Management should have local Log
storage of minimum 1TB and should be support
external RAM expansion as in when required in
future without changing Appliance.
6.6 Firewall should support management of
firewall policies via Cli, SSH & inbuilt GUI
management interface.
6.7 Policy Management should have option to create
various Layered policy for various Zones and
should have option to create various
Administrator to manage specific policy layers.
6.8 Firewall should support the functionality of
Auto-Update to check for latest software
versions & download the same.
6.9 Solution must be able to show logs on per policies
basis, like if rule no 1 is selected logs should be
shown in the same window for rule number1
6.10 Solution must allow admin to open
support tickets directly from
management GUI from Day one.
6.11 Proposed solution should have 7 years of
EOS(End of Support)/EOL(End of Life) from the
date of UAT
184 UPCL, Dehradun


offered
No.
6.12 3 years OEM comprehensive Onsite

Warranty and support for both hardware
and software (24x7)
Application Load Balancer

Sr. No. Description
1. Bidder to propose hardware based load balancer having capability to run multiple
open source and 3rd party virtual functions.
2. Should provide 24/7 application availability
3. Should have easy to use GUI providing real time activity monitoring, reports and
centralize configuration management
4. Proposed load balancer should support at least 8 virtual instances
5. Should have capability for application authentication using HDD ID, CPU ID, OS
related parameters etc.
6. Proposed device should be proposed in high availability using standard VRRP
features and ECC transactions per second (TPS)
7. Proposed device should have capability to run web application firewall (WAF)
from different OEM
Desktop
Sr. Items Description of requirement Specifications Compliance
No. offered
1 Architecture
1.1 Type Desktop PC
1.2 Orientation Vertical Tower Type or Ultra
Small /Small Form Factor
Desktop
1.3 Bus type / PCI
architecture
2 Processor
2.1 CPU CHIP Intel® 8th Gen Core™ i5 (or
better) or equivalent processor
2.2 Processor internal 3.4 GHz or higher
clock speed
2.3 L2 or L3 Cache 9 MB or higher
3 Memory
3.1 Memory (RAM) 8 GB DDR4
3.2 Memory (RAM) 32 GB or more
max expandability
3.3 RAM speed 800 MHz or higher
3.4 RAM slots total Minimum 2 or higher
3.5 RAM type DDR4
4 Board
185 UPCL, Dehradun


No. offered
4.1 Mother Board OEM Mother Board with OEM
logo embossed on the Mother
board
5 HDD
5.1 Size & Make 1 TB @ 7200RPM or better,
Sync Transfer Rate 3 GBPS or
better
5.2 Hard disk controller Integrated SERIAL ATA II or
better
5.3 HDD Exp. Option Option to add 2nd Serial ATA
HDD-Required
6 Graphics subsystem
6.1 Type Built-in on the chipset
6.2 Video RAM Shared
6.3 Resolution 1024x768 or better
6.4 Graphics bus Integrated Graphics Media
interface accelerator
6.5 Video Ports VGA and HDMI
7 Monitor (Asset Controlled )
7.1 Monitor 18.5" TFT or better, Min.
Resolution 1024 x 768 or better
8 Keyboard
8.1 Type PS/2 or USB Std Keyboard
9 Pointing device
9.1 Mouse 2 button OPTICAL scroll Mouse,
OEM
10 DVD RW Drive
10.1 Speed 24X DVD Writing speed or
better
10.2 Make SATA Implemented OEM
make or equivalent
( any other make offered to be
specified)
11 Ports and Interfaces
11.1 Parallel ports Not required
11.2 Serial Port 1
11.3 Serial ATA 4
Interface
11.4 USB Ver 2.0 At least 8 out of which 2 on front
(at least 2 Nos. USB 3.1 Gen1
or higher)
11.5 Mouse 1
11.6 Keyboard 1
11.7 Graphic Media 1
Accelerator Display
11.8 Audio stereo input 1
11.9 Audio stereo output 1
11.10 Microphone 1
12 Expansion options
186 UPCL, Dehradun

No. offered
12.1 PCI Slots 2 Free Slots Minimum
Conventional
12.2 PCI Express xl Slot 1 Free Slot Minimum
12.3 PCI Express xl6 1 Free Slot Minimum
Slot
12.4 3.5 inch bays – 1 or more
accessible
12.5 3.5 inch bays - not 1 or more
accessible
12.6 5.25 inch bays – 2 or more
accessible
13 Manageability & Standards
13.1 WLP 2.0 Yes
13.2 Plug & Play Yes
13.3 Power Yes
management
features ACPI
1.0
13.4 EPA Energy Star Yes
compliant
14 Security features
14.1 Boot sequence Yes
control
14.2 Diskette boot inhibit Yes
14.3 Power on/ Yes
Boot
password
14.4 Configuration Optional
Password
14.5 Setup password Yes
15 Audio
15.1 ADDA Integrated 4 channel High
Definition audio or better
15.2 Sampling Rate 5 KHz to 44 KHz or better
15.3 Synthesizer 4 channel or better
15.4 Internal Speakers To be provided - 1.5 W
Minimum
16 Network Connectivity
16.1 Type Integrated Gigabit N/W
Connection Ethernet
16.2 Support type Wake on LAN support
16.3 Connector RJ45
16.4 Wireless PCI Card  Required Supports 64/128
WEP, WPA /WPA2/WPA-
PSK/WPA2-
PSK(TKIP/AES), supports
IEEE 802.1X
 Should be compatible with
supplied OS
187 UPCL, Dehradun

No. offered
 Seamlessly compatible with
802.11n/b/g products
 Speed: 150 Mbps
17 OS
17.1 MS WINDOWS, Latest version Windows 10
Linux with Professional or higher
x- window or preloaded
Mac OS Recovery CDs containing all
required drivers and patches
OS CDs/DVDs with License
declaration and
18 Warranty Minimum 5 Years
Comprehensive OEM on-site
warranty (NEXT Business DAY
resolution) for all components
(H/W) and device drivers, if
required.
19 Certification
19.1 Windows Compliance Required ( In case
Certified supplied with Window OS)
19.2 LINUX ready Compliance Required,
Certified
19.3 Mac OS certified Compliance Required ( In case
supplied with Mac OS)
20 Manageability Features * (All related Client Licenses as applicable to be provided)
20.1 Tools for asset Required, Compliance to be
Tracking including demonstrated
serial number
tracking of system,
manufacturer name
& model, board,
CPU, memory,
monitor, HDD with
details of NIC, OS
etc. to be provided
by OEM
20.2 OEM health Required, Compliance to be
monitoring/ demonstrated
diagnostic tools
20.3 Monitoring & Pre Required, Compliance to be
failure alerts for the demonstrated
Hard Disk
21 Additional Information to be provided by bidder
21.1 BIOS Type To be indicated by bidder
22 Power Supply
22.1 Power Supply To be indicated by bidder (But
Wattage not less than 300W)
23 MS Office
23.1 MS office 2016 or Required, Compliance to be
latest (Paper demonstrated
License)
188 UPCL, Dehradun

UPS
No. offered
1 Capacity 600 VA or higher
2 Back up Time 10 Minutes on 450 VA
Continuous Load; Overload
capacity: 125% of required
capacity for at least 1 Minute
3 Input Voltage 170 V to 270 V, 50 Hz + 5%
4 Output Voltage 198 to 250 (on line), 230 + 5%
(On Battery) Automatic
Voltage
Regulation
5 General Features  Automatic Voltage
Regulation, Lightning &
Surge Protection
 Output Wave form—
Modified Sine wave
 Audio Alarms: Low
Battery; Battery ON;
Overload Protection:
Overload etc.
6 Switching Time Less than 5 MS without data
loss
7 Operating Temp. Up to 40 Deg. C.
8 Operating Humidity Up to 90%, Non-condensing
9 Battery Type Minimum 7AH SMF battery-
Hitachi/Exide/Global Yuasa
/Panasonic etc. make with 2
Year warranty
10 Others Output Sockets—Min 3 Nos,
each 6 Amp- 3 Pin with all
Sockets wired for UPS output
11 Warranty 2 Years
Computer Table
No. offered
1 Computer Tubes are ERW MS and comply to
Table IS-3601, IS 7138 & IS 4923
2 All sheet metal components are
manufactured from finest quality
steel which conforms to IS 513
3 All steel components are pre-treated
with a unique anti-rust 7-step pre-
treatment process and powder
coated and baked at 180 deg cent.
to give a superior and long lasting
finish
189 UPCL, Dehradun


No. offered
4 Dry film thickness of Powder coating
is above 45 microns and withstands
1000 hours of Salt Spray test. The
powder coated components
withstand a scratch hardness of
1800 +/- 100 gms.
5 Tops are made from the best quality
pre-laminated particle boards 18mm
thick with a density 720 -730 KG /
m3 which conform to IS- 12823.The
edges of the tops are sealed using
2mm thick PVC edge banding which
are fastened to the edges using
imported hot melt glue under heat
and pressure. This ensures superior
bonding and prevents moisture
absorption thru the edges.
6 C-frame understructure made from a
combination 50x 25x1.6 mm thk MS
ERW tubes and C Channel of
thickness 1.6mm thk CRCA mild
steel. C-frame structure ensures
shock absorption.
7 The table has a Retrofit CPU stand
made from 25.4dia MS ERW tube
gives the flexibility to mount on either
LHS or RHS, inward or outward.
8 Utility tray for stationery made from
dia 4/8mm MS bright bar. The tray
can be mounted at various levels
using the Height Adjustability feature
in understructure.
9 Each workstation would have a
Plastic keyboard tray
10 SIZE = 900(L) x 600(W) x 750 (H) in
mm
11 Above furniture should be supplied
from ISO 9001 & 14001 certified
company
Chair
Sr. Items Description of Specifications Compliance
No. requirement offered
General
1 Manufacture Godrej/Durian/ Geeken /
Alder/ Methodex/ Zuari
2 Chair Type Push back
3 Tilt Tension Adjustment True
190 UPCL, Dehradun


4 Height Adjustment ± Up to 120 mm
5(mm)
5 Arm With
6 Type of backrest support Backrest with lumber
support of polypropylene
at multilevel across back
7 Arm Type Fixed
8 Ergonomic Seat Design True
9 Back type Push back
10 Backrest is made of two Backrest is made of two
pcs injection moulded pcs injection moulded
frame frame
11 backrest has separate False
adjustable headrest
12 Seat type Fixed
13 Seat is curved True
14 Locking mechanism True
15 Type of locking Upright locking
Material
16 Pedestal Base Electro Coated with
ABS/Nylon Twin Caster
Wheels Minimum 5 Nos,
of 50 mm Size
17 Arm Material Steel covered with
polyurethane
18 Seat material PU Foam covered with
Fabric
19 Density of PU foam used 45
in seat KG per Cu Meter
(+/- 3)
20 Density of PU foam used 45
in backrest in KG per Cu
Meter (+/- 3)
21 Material of Fabric Back 100% polyester fabric
Cover
22 Material of Fabric of Seat foam laminated mesh
Cover fabrics
23 GSM/Thickness of fabric 220 gram
±5%(Gram/Square
meter)
Dimension
24 Overall Chair Height 920
±15mm
25 Backrest Height ±15mm 460 millimeter
26 Backrest Width ±10mm 410 millimeter
27 Seat Height ±15 mm 420
28 Seat Width ±10 mm 440
29 Seat Depth ±10 mm 400 millimeter
191 UPCL, Dehradun


30 Thickness of M S Plate 0.5 millimeter
Joining the under
structure with Seat
31 Thickness of Plywood 12 mm
used in Seat ±1(mm)
32 Thickness of Plywood 12 mm
used in Backrest ±
1(mm)
33 Pedestal Size (Diameter 600
in mm) +/- 10 mm
34 Thickness of 45 mm
Polyurethane Foam
Used in Seat in mm (+/-
2 mm)
35 Thickness of 45 mm
Polyurethane Foam
Used in Backrest IN MM
(+/- 2 MM)
Warrantee
36 Warrantee period in 1-year
number of years
Certification
38 BIFMA Certification Yes
39 Green guard certification Yes
Multifunction Printer
1 Printer Specifications
1.1 Printing Process Laser beam scanning &
Technology Electro photographic
printing (Black)
1.2 Resolution (dpi, 1200 x 600 dpi or better
bit/pixel)
1.3 Printer Languages PCL 6 or better
1.4 Print speed (A4) 28 Pages per minutes or
higher
1.5 Memory Standard: 128 MB or
higher
1.6 Duplex Print Automatic
1.7 Input Capacity Std Tray: 250 sheets
(80 g/m²) or higher
Bypass Tray: 50 sheets
(80 g/m²) or higher
1.8 Output Capacity up to 150 sheets or
higher
1.9 Paper Size A4, Legal, Letter or
better
1.10 ADF Capacity 35 sheets or higher
192 UPCL, Dehradun

1.11 Interface USB 2.0, 100 base-
Txl10 Base - Tx
Ethernet
1.12 Supported Windows 7/8/10/Server
Environments 2003/ Server 2008,
Linux/Macintosh OS X
10.2.8 - 10.6 or better
2 Copier Specifications
2.1 Copy Speed (A4) 28 copies per minute
(A4) or higher
2.2 Resolutions 1200 X600 dpi or higher
3 Scanner Specifications
3.1 Scanner Color
3.2 Scan Speed Up to 29 ipm (Black), 9
ipm(color) or better
3.3 Scanning device CCD array image-
sensor or better
3.4 Resolutions Standard: 1200 x 600
dpi Maximum: 19200
x19200 dpi
(interpolated)
3.5 Scan Modes Twain, WIA
3.6 Cartridge Included with printer
3.7 Power and USB Included
Connecting cables
3.8 Warranty 2 Year
L3 Switch
Ports
1 10/100/1000 base-T 24
ports
2 PoE Ports Minimum 8
3 1/10 ports 2
Rack
4 Mountable Yes
5 Stacking 2 Switches with minimum
80 Gbps of dedicated
stacking
6 Backplane Capacity Min 50 Gbps
General
7 Non-blocking hardware
architecture
193 UPCL, Dehradun


8 at least 1000 VLANs &
minimum 16k MAC
address
9 IGMP snooping v1,v2 &
v3
10 advanced static IP
routing, RIP, RIPnG,
OSPF, OSPFv3,BGP,
PIM from day 1
11 8 hardware queues per
port.
12 LLDP and LLDP-MED
Should Support capabilities
13 IP source guard & DAI
14 Secure Shell (SSH)
Protocol and Simple
Network Management
Protocol.
15 console port for
administration &
management
16 FTP/TFTP
17 wire speed forwarding for
both Fibre and copper
modules
18 IEEE 802.1x support
19 IEEE 802.1D Spanning-
Tree Protocol
20 IEEE 802.1p class-of-
service (CoS)
prioritization
21 IEEE 802.1Q VLAN
22 IEEE 802.3 10BASE-T
specification
194 UPCL, Dehradun

Annexure 6: Minimum technical features for proposed DC/DRC hardware
Sr. No. Description

1. The hardware and system software for DC/DRC shall be proposed by bidder as
per the requirement of offered ERP solution
2. The proposed hardware shall be sized based on the future growth @5% every
year
3. If bidders are considering the existing SAN Storage while sizing proposed
hardware, addition of storage space shall be of the existing OEM with SSDs
provisioning for DC and 15k SAS provisioning for DRC
4. The 42 U racks for mounting the hardware infrastructure shall be part of proposed
hardware for DC/DRC
5. Average IOPS for existing DC storage is 45000 & 10000 for DRC storage. IOPS
for future system shall be suggested by SI as per proposed ERP application
6. Servers shall be from following makes only
- HP
- Dell
- IBM
- Cisco
- Lenovo
- Sun/Oracle
Some of the minimum technical features of proposed servers are listed below. SI shall
consider these as minimum requirements while proposing hardware stack for ERP application.
For x 86 servers
Sr. No. Item Description of Minimum Requirement for x86 Servers
1 Chassis As per OEM but not more than 2U Rack Mountable with rail kit (to
be provided)
2 CPU Two numbers of latest generation (E7 family or higher)Intel
processor to be provided with a minimum of 10 core in each
processor with 25MB or higher L3 cache
3 Memory 16DIMM slots.
32 GB DIMMS scalable to at least up to 512GB using DDR4
RDIMM/1TB using DDR4 Load Reduced DIMM (LRDIMM)
memory modules.
Minimum Memory of 256 GB is required for the Servers.
4 Memory Advanced ECC with multi-bit error protection and memory
Protection mirroring.
5 HDD Bays Up to 8 SFF max, HDD/SSD.
6 Optical drive One optional optical drive bay to install DVD-ROM or DVD-RW .
Bay
7 Hard disk 4*600 GB SAS HDD.
drive
8 Controller PCIe 3.0 based or better 12Gb/s Raid Controller with RAID
0/1/1+0/5/50/6/60/1 Advanced Data Mirroring/10 Advanced Data
Mirroring with 4GB battery backed write cache (on board or in a
PCI Express slot or as an added component)
195 UPCL, Dehradun


9 Networking Server should support one of the following:
features 1. 1Gb 2-port network adaptor supporting advanced features such
as TCP segmentation offload, VLAN tagging, MSI-X, Jumbo
frames, IEEE 1588, and virtualization features such as VMDQ.
Total No. of Network port required--- 4 Nos.
10 Interfaces Video - 1/ Ethernet/ Serial Port
Minimum 3 USB ports (standard)
Micro SD slot – 1
11 Bus Slots Minimum of 8 PCI-Express 3.0 or latest hot pluggable slots are to
be provided.
12 Power Redundant Power Supplies
Supply
13 Fans Redundant hot-plug system fans
14 Graphics Integrated graphics controller supporting
1280 x 1024 (32 bpp)
1920 x 1200 (16 bpp)
15 Industry ACPI 2.0b Compliant
Standard PCIe 3.0 Compliant
Compliance PXE Support
WOL Support
Microsoft® Logo certifications
USB 3.0 Support
ASHRAE A3/A4
16 Embedded  Should support monitoring ongoing management, service
system alerting, reporting and remote management with
management embedded Gigabit out of band management port.
 Server should support configuring and booting securely
with industry standard Unified Extensible Firmware.
 System should support RESTful API integration.
 System management should support provisioning servers
by discovering and deploying 1 to few servers with
Intelligent Provisioning.
 System should support embedded remote support to
transmit hardware events directly to OEM or an authorized
partner for automated phone home support
17 Security Power-on password
Serial interface control
Administrator's password
TPM 1.2
TPM 2.0
UEFI
18 Operating Microsoft Windows Server
Systems and Red Hat Enterprise Linux (RHEL)
Virtualization SUSE Linux Enterprise Server (SLES)
Software Oracle Linux
Support VMware.
OS cluster licenses need to be provided for all the servers as per
the HA design for instance fail over.
196 UPCL, Dehradun


19 Secure System should support Encryption of the data on both the internal
encryption storage and cache module of the array controllers using encryption
keys. Should support local key management for single server and
remote key management for central management for enterprise-
wide data encryption deployment.
20 Provisioning Essential tools, drivers, agents to setup, deploy and maintain the
server should be embedded inside the server. There should be a
built -in Update manager that can update firmware of system by
connecting online.
21 Remote  System should support remote management
Management
22 Server The Systems Management software should provide Role-based

Management security
Should help provide proactive notification of actual or impending
component failure alerts on critical components like CPU, Memory
and HDD. Should support automatic event handling that allows
configuring policies to notify failures via e-mail, pager, or SMS
gateway or automatic execution of scripts.
Should provide an online portal that can be accessible from
anywhere. The portal should provide one stop, online access to
the product, support information and provide information to track
warranties, support and contract status. The Portal should also
provide a personalized dashboard to monitor device heath,
hardware events, and contract and warranty status. Should
provide a visual status of individual devices and device groups.
The Portal should be accessible on premise (at customer location
- console based) or off premise (using internet).
Should support scheduled execution of OS commands, batch files,
scripts, and command line apps on remote nodes
Should be able to perform comprehensive system data collection
and enable users to quickly produce detailed inventory reports for
managed devices. Should support the reports to be saved in
HTML, CSV or XML format.
Should help to proactively identify out-of-date BIOS, drivers, and
Server Management agents and enable the remote update of
system software/firmware components.
197 UPCL, Dehradun

The Server Management Software should be of the same brand
as of the server supplier.
Infra Platform /Infra Software to support a variety of different
hypervisors, such as VMware, Microsoft Hyper-V, Red Hat KVM,
and HP Integrity VM
Solution available to Deploy a fast and easy installation via
software appliance delivery mode. With its own OS and Database
to provide infra and lifecycle management
Management software should support integration with popular
virtualization platform management software like vCenter,
SCVMM and Red Hat RHEV
23 Other All the following components shall be hot swappable – Disks,
features Power Supplies, Fans, PCI adapter.
Server should have indicators to identify failed components.
Shall have redundant Power Supplies and provision for input from
at least two sources.
Shall have redundant cooling fans.
24 Warranty 5 years on site with full labour, parts & replacement from OEM with
(24 X 7) support.
Minimum Support from OEM after Supply -7 Years
Note: The above clauses are applicable only when bidders will provide x86 servers separately.
If HCI is proposed by bidders, specifications of x86 servers will not be applicable
For RISC servers

Sr. Technical Minimum Technical Specification Guarantee Required
No. Parameter
1 Processor Type 64 Bit, RISC Processor,
(Note:- Processor should be of latest generation from its
respective OEM)
2 No of Processor Offered Server should be configured / populated with a minimum
of 1 processor with at least 8 Cores or better. Server should be
able to scale up to a minimum of 2 sockets. (All core of processor
should be active)
3 Processor Speed The offered processor should be the latest offering and must
have at least 3GHz or better clock speed.
4 Memory (RAM) System should be equipped with at least 256 GB DDR4 memory
with Expandability to 1024GB DDR4 RAM or better
5 Cache Memory Minimum Cache should be 8 MB or better per core
6 Internal Hard Min 2 x 600 GB or Higher @10k rpm or Higher Hot pluggable
Disk Capacity (SAS or better) and should be mirrored
7 Media bays Minimum one Media Bays per System
8 Maximum Minimum 8 Disk bays for Hard Disk Drive or better

Internal Disk
Support
198 UPCL, Dehradun

Sr. Technical Minimum Technical Specification Guarantee Required

No. Parameter
9 Bus technology PCIe Gen3 or above
10 I/O Slots – Minimum of 6 PCIe hot plug PCIe Gen4 or latest slot should be
Adaptors provided.
All FC ports shall support multi path I/O trunking and automatic
load balancing for each server/partition.
All Ethernet Adapters shall support automatic Fail-over /
Redundant / trunking / Link aggregation and auto switching
mode.
Minimum physical adaptors required per Server.
a) 2 x Dual/Quad Port 16 Gbps HBA adaptor Cards
b) 2 x Dual/Quad Port 10/1GbE BaseT Ethernet adaptor Cards.
c) At least 1 free PCIe slots for future expansion.
Additionally, 1GbE BaseT Ethernet Card with 4 ports needs to be
provided.
All Ethernet & FC HBA Cards should be hot pluggable.
Functional redundancy at an adapter level (Ethernet, Fibre
Channel) shall be provided for all partitions to take care of
adapter failure.
Additionally, System management shall be through dedicated
redundant ports and shall not use the above adapters identified
for partitions.
I/O bi-directional bandwidth should be 250GBps or higher
11 Ethernet Port Minimum 1 Gbps Ethernet cards with 4 ports each.
12 DVD Drive DVD-RAM Drive
13 FC HBA Dual port FC HBA
14 Power supply Redundant Hot Swappable power supply and Cooling

fan/subsystems
15 Operating Latest version of 64-bit Unix/Linux Operating System with latest
System patch level must be provided for the RISC. (To be proposed by
bidder). OS cluster licenses need to be provided for all the
servers as per the HA design for instance fail over.
16 Virtualization OEM Supported virtualization. (To be provided by bidder)
17 Form factor/Node As per OEM but not more than 4U Rack Mountable with rail kit
Type (to be provided)
18 Other features All the following components shall be hot swappable – Disks,
Power Supplies, Fans, PCI adapter.
Server should have indicators to identify failed components.
Shall have redundant Power Supplies and provision for input
from at least two sources.
Shall have redundant cooling fans.
19 Warranty 5 years on site with full labour, parts & replacement from OEM
with (24 X 7) support.
Minimum Support from OEM after Supply -7 Years
199 UPCL, Dehradun

For Hyper-converged infrastructure

Sr. No. Description
1. Solution must provide high performance by exposing storage resources (i.e.,

direct attached storage) on the same host as the guest VMs making requests.
2. The solution must support the ability for additional hosts with storage and
compute resources to be added seamlessly–with no downtime–to linearly and
simultaneously scale performance, compute and storage, on demand.
3. The solution should support scaling on a per node basis; one node at a time.
4. The solution should support the maximum no. of nodes of the proposed
hypervisor
5. The solution’s software defined storage features must include the following data
management features:
 Automated tiering
 Thin provisioning
 Rapid VM cloning
 Snapshots
 VM level site-to-site replication
 Compression
 Deduplication
 Data Redundancy policies that provide options for single host failure and
simultaneous host failure with no impact to data availability
6. Storage solution must support Enterprise virtualization features
200 UPCL, Dehradun

Annexure 7: Technical Bid Template
The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Technical Evaluation Criteria.
Technical Proposal shall comprise of following forms:
Forms to be used in Technical Proposal

1. Form 1: Undertaking on Total Responsibility
2. Form 2: Letter of Proposal
3. Form 3: Declaration that the bidder has not been blacklisted
4. Form 4: Compliance to Functional Requirement Specifications
5. Form 5: Compliance to Technical Requirement Specifications
6. Form 6: Project Citation Format
7. Form 7: Proposed Solution
8. Form 8: Proposed Work Plan
9. Form 9: Team Composition
10. Form 10: Curriculum Vitae (CV) of Key Personnel
11. Form 11: Deployment of Personnel
12. Form 12: Manufacturers Authorisation Form (MAF)
13. Form 13: Declaration on Source Code and Intellectual Property Rights
14. Form 14: Undertaking on Compliance and Sizing of Infrastructure
15. Form 15: Bid Validity on stamp paper of Rs. 100/-
16. Form 16: Correctness of bid on stamp paper of Rs. 10/-
17. Form 17: Pre-qualification compliance for System Integrator
18. Form 18: Pre-qualification compliance for OEM
201 UPCL, Dehradun

Form 1: Undertaking on Total Responsibility
No. Date:
To:
Uttarakhand Power Corporation Limited,

V.C.V Gabar Singh Urja Bhawan, Kanwali Road, Dehradun,
Uttarakhand
Dear Sir,
Sub: Self certificate regarding Total Responsibility
This is to certify that we undertake total responsibility for the successful and defect free
operation of the proposed project solution, as per the requirements of the RFP for
“Implementation of Enterprise Resource Planning System in UPCL.”
Thanking you,
Yours faithfully
(Signature of the Authorized signatory of the Bidding Organisation)

Name :
Designation :
Date :
Time :
Seal :
Business Address:
202 UPCL, Dehradun

Form 2: Letter of Proposal
To:

Uttarakhand
Subject: Submission of the Technical bid for <Name of the System Integrator’s
assignment>
Dear Sir/Madam,
We, the undersigned, offer for “Implementation of Enterprise Resource Planning System in
UPCL.” on <Name of the System Integrator engagement> with your Request for Proposal
dated <insert date> and our Proposal. We are hereby submitting our Proposal, which includes
this Technical bid and the Financial Bid.
We hereby declare that all the information and statements made in this Technical bid are true
and accept that any misinterpretation contained in it may lead to our disqualification.
We undertake, if our Proposal is accepted, to initiate the Implementation services related to
the assignment not later than the date indicated in Fact Sheet.
We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our
affairs are not being administered by a court or a judicial officer, our business activities have
not been suspended and we are not the subject of legal proceedings for any of the foregoing.
We declare that this is our sole participation in this RFP bid and we are not participating/co-
participating through any of other related party or channel.
We understand you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature [In full and initials]:
__________________________________________
Name and Title of Signatory:
___________________________________________________
Name of Firm:
_______________________________________________________________
Address:
____________________________________________________________________
203 UPCL, Dehradun

Location: _________________________________Date: ___________________________
204 UPCL, Dehradun

Form 3: Declaration that the bidder has not been blacklisted

To be submitted on the Letterhead of the responding agency)
{Place}
{Date}
To,

Uttarakhand
Ref: RFP Notification no <xxxx> dated <dd/mm/yy>
Subject: Self Declaration of not been blacklisted in response to the RFP for “Implementation
of Enterprise Resource Planning System in UPCL Ltd.” File No <xxx>>.
Dear Sir,
We confirm that our company, ____________, is not blacklisted in any manner whatsoever
by any of the State/UT and/or central government in India on any ground including but not
limited to indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice.
Place:
Date:
Bidder’s Company Seal:
Authorized Signatory’s Signature:
Authorized Signatory’s Name and Designation:
Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing the
signatory for signing the Bid on behalf of the Bidder in its Pre-Qualification Bid.
205 UPCL, Dehradun

Form 4: Compliance Sheet for Functional requirement specifications

Sr. No. Functional Bidder’s Response Details if any
Requirement
1 S/C/TP
2 S/C/TP
3 S/C/TP
Note: Compliance should be given for each and every requirement for the modules as
mentioned in Functional Requirement Specifications Section of this RFP document.
S: Standard
C: Customization
TP: Third Party Solution
206 UPCL, Dehradun

Form 5: Compliance to Technical requirement specifications
Guidelines for Filling Response of the bidder
Bidder shall fill up the response column with one of the four values described in the table
below:
Response Description
Compliant Requirement is provided in the base product.

Add-Ons This requirement is supported through additional tool(s). Please
mention whether the additional tool(s) is part of solution
Future The product does not support the requirement but it will be
available within next 12 months.
The bidder needs to submit descriptive response wherever asked for. Bidder can use
“comment” column to furnish additional remarks, if any.
207 UPCL, Dehradun

Form 6: Project Citation Format

Relevant IT project experience
General Information
Name of the project
Client for which the project was executed
Name and contact details with phone no. of
the client
Project Details
Description of the project
Scope of services
Other Details
Total cost of the project
Duration of the project (no. of months, start
date, completion date, current status)
Other Relevant Information
Letter from the client to indicate the
successful completion of the projects
Copy of Work Order
208 UPCL, Dehradun

Form 7: Proposed Solution

Technical Approach, Methodology and Work Plan are key components of the Technical
Proposal. You are suggested to present Approach and Methodology divided into the following
sections:
a. Understanding of Objectives of UPCL for the implementation of ERP
b. Approach & Methodology of the Bidder for effective implementation of ERP in UPCL
c. Detailed Project Plan
d. Proposed Team Structure
209 UPCL, Dehradun

Form 8: Proposed Work Plan

Calendar Months
No Activity1
1 2 3 4 5 6 7 8 9 10 11 12 n
1
2
3
4
5
1. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception,
interim, and final reports), and other benchmarks such as purchaser approvals. For
phased assignments indicate activities, delivery of reports, and benchmarks separately for
each phase.
2. Duration of activities shall be indicated in the form of a bar chart.
210 UPCL, Dehradun

Form 9: Team Composition for Implementation & O&M period in separate tables
Time
Name of Staff with
Area of Position Task committed
qualification and
Expertise Assigned Assigned for the
experience
engagement
211 UPCL, Dehradun

Form 10: CV of Key Professionals

General Information
Name of the person
Current Designation / Job Title
Current job responsibilities
Proposed Role in the Project
Proposed Responsibilities in the Project
Academic Qualifications:
 Degree
 Academic institution graduated from
 Year of graduation
 Specialization (if any)
 Key achievements and other relevant
information (if any)
Professional Certifications (if any)
Total number of years of experience
Number of years with the current company
Summary of the Professional / Domain Experience
Number of complete life cycle implementations carried
out
The names of customers (Please provide the relevant
names)
Past assignment details (For each assignment provide
details regarding name of organizations worked for,
designation, responsibilities, tenure)
Prior Professional Experience covering:

 Organizations worked for in the past
o Organization name
o Duration and dates of entry and exit
o Designation & Location(s)
o Key responsibilities
 Prior project experience
o Project name
o Client
o Key project features in brief
o Location of the project
o Designation
o Role
212 UPCL, Dehradun
General Information
o Responsibilities and activities
o Duration of the project
Please provide only relevant projects.
Proficient in languages (Against each language listed
indicate if speak/read/write)
213 UPCL, Dehradun

Form 11: Deployment Plan of Personnel

Total
staff
Staff input in Months (in the form of a bar chart)2 man-
No Name of Staff
months
proposed
1 2 3 4 5 6 7 8 9 10 11 12 n Total
Total
1. For professional staff, the input should be indicated individually; for support staff it should
be indicated by category
2. Months are counted from the start of the assignment
Full time input Part time input
214 UPCL, Dehradun

Form 12: Manufactures Authorization Form

(This form has to be provided by the OEMs of the products proposed)
No. Date:
To:

Uttarakhand
OEM Authorization Letter
Dear Sir:
Ref: Your RFP Ref: [*] dated [*]
We who are established and reputable manufacturers / producers of

________________________ having factories / development facilities at (address of factory
/ facility) do hereby authorize M/s ___________________ (Name and address of Agent) to
submit a Bid, and sign the contract with you against the above Bid Invitation.
We hereby extend our full guarantee and warranty for the Solution, Products and services
offered by the above firm against this Bid Invitation.
We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up, our
affairs are not being administered by a court or a judicial officer, our business activities have
not been suspended and we are not the subject of legal proceedings for any of the foregoing.
We also undertake to provide any or all of the following materials, notifications, and information
pertaining to the Products manufactured or distributed by the Supplier:
a. Such Products as UPCL may opt to purchase from the Supplier, provided, that this option
shall not relieve the Supplier of any warranty obligations under the Contract; and
b. in the event of termination of production of such Products:
i. Advance notification to UPCL of the pending termination, in sufficient time to permit
UPCL to procure needed requirements; and
ii. Following such termination, furnishing at no cost to UPCL, the blueprints, design
documents, operations manuals, standards, source codes and specifications of the
Products, if requested.
215 UPCL, Dehradun

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical
support and maintenance obligations required by the contract.
Yours faithfully,
(Name)
(Name of Producers)
Note: This letter of authority should be on the letterhead of the manufacturer and should be
signed by a person competent and having the power of attorney to bind the manufacturer. The
Bidder in its Bid should include it.
216 UPCL, Dehradun

Form 13: Declaration on Source Code and Intellectual Property Rights

No. Date:
To:

Uttarakhand
Dear Sir,
Sub: Self-certificate regarding the source code and Intellectual property rights under
this Project
I, authorized representative of _________________________, hereby solemnly affirm to the

IPR and Source Code rights as defined in this RFP document.
In the event of any deviation from the factual information/ declaration, UPCL. reserves the
right to terminate the Contract without any compensation to the System Integrator.
Thanking you,
Yours faithfully
Name :
Designation :
Date :
Time :
Seal :
Business Address:
217 UPCL, Dehradun

Form 14: Undertaking on Compliance & Sizing of Infrastructure

Date:
To:

Uttarakhand
Dear Sir,
Sub: Undertaking on Compliance and Sizing of Infrastructure
1. I/We as System Integrator do hereby undertake that we have proposed and sized the
hardware and all software (including perennial and enterprise wide licenses, unless stated
otherwise) based on information provided by UPCL in its RFP document and in accordance
with the service level requirements and performance parameters provided and assure
UPCL that the sizing is for all the functionality envisaged in the RFP document.
2. Any augmentation of the proposed solution or sizing of any of the proposed solutions
(including software and hardware) in order to meet the minimum RFP requirements and/or
the requisite service level requirements and performance parameters given by UPCL will
be carried out at no additional cost to UPCL during the entire period of Contract.
Yours faithfully,
Name :
Designation :
Date :
Time :
Seal :
Business Address:
218 UPCL, Dehradun

Form 15: Bid Validity on stamp paper of Rs. 100/-
(To be furnished by the bidder on non-judicial stamp paper of Rs. 100/- [Rs. One Hundred
only] affixing a revenue stamp of Re. 1/-)
AGREEMENT FOR VALIDITY
Bid invited by : ______________________________________________
Bid for : ______________________________________________
Bid Notice
No. & Date : ______________________________________________
Name of Bidder : ______________________________________________
In consideration of UPCL having treated the bidder to be an eligible person whose bid may be
considered, the bidder hereby agrees to the conditions that the proposal in response to the
above invitation shall not be withdrawn within 6 months from the date of submission of the
bids by bidders, also to the conditions that if the bidder does withdraw their proposal within
the said period, the earnest money deposited by them may be forfeited by the UPCL.
Signed this __________ day of_______
Witness:
1. ______________________
2. ______________________
Signature(s) of bidder (s) in full

address with seal
219 UPCL, Dehradun

Form 16: Correctness of bid on stamp paper of Rs. 10/-

(To be furnished by the bidder on non-judicial stamp paper of Rs. 10/- [Rs Ten only] affixing a
revenue stamp of Re. 1/-)
Declaration for correctness of Information
Bid invited by : ______________________________________________
Bid for : ______________________________________________
Tender Notice
No. & Date : ______________________________________________
Name of bidder : ______________________________________________
All the documents submitted for NIT no. …… are correct and true & If any document is found
to be wrong, UPCL Ltd., may disqualify the bid. If the Contract/agreement has been signed,
the same will be cancelled and appropriate action will be taken as per GoU rules and
procedures.
Signature(s) of bidder (s) in full

address with seal
220 UPCL, Dehradun

Form 17: Pre-qualification compliance of System Integrator

Sl. Pre-Qualifying Criteria for SI Compliance
No
The Bidder (referred as SI-Lead) and the 2nd consortium member (in case
of a consortium; referred as SI-2nd) should meet the QR as mentioned
below:
1. Minimum Average Annual Turnover (MAAT) for best three years out of
last five financial years of the bidder should not be less than Rs 8
Crores i.e. 30% of the estimated cost of the project.
In case of a consortium, the consortium as a whole (SI-Lead and SI-

2nd combined) should meet this requirement of turnover, with SI-Lead
meeting minimum 7.2 Crore i.e.90% out of this.

letterhead/Performance certificate as proof of services provided for the
3 financial years needs to be submitted)
2. Net Worth for the each of the last three Financial Years should be
positive. In case of a consortium, both the SI-Lead and SI-2nd should
have positive net worth in each of the last three audited financial years.
‘Net-worth’ will consist of ‘paid up equity capital, free reserves, balance

in share premium account and capital reserves representing surplus
arising out of sale proceeds of assets but not reserves created by
revaluation of assets’ adjusted for ‘accumulated loss balance, book
value of intangible assets and Deferred Revenue Expenditure, if any’.
(Proof: Annual Audited Financial Statements)
3. The SI should have at least CMM/CMMI level 4 or above certification.

In case of a consortium, this requirement needs to be met by the SI-
Lead.
(Proof: Copy of certification from authorized certification body)
4. The bidder must have a minimum of 100 full time resources.

Additionally, bidder must have at least five OEM certified resources of
each proposed module of the proposed ERP product.
In case of a consortium, the requirement may be met jointly by SI-Lead

and the SI-2nd.
(Proof: Self certification need to be submitted)
221 UPCL, Dehradun

Sl. Pre-Qualifying Criteria for SI Compliance

No
5. The Bidder should have been in the IT / Software services for the last
3 years. Further, the bidder should have successfully implemented at
least two ERP Projects of the offered ERP product in India in last 5
years, which is operational on the date of submission of bid.
(In case of a consortium, this requirement needs to be met by the SI-
Lead.)
The Bidder must have implemented and completed at least one ERP
project costing not less than the amount equal to 20 Crore i.e. 80% of
the estimated cost or two ERP projects each costing not less than the
amount equal to 12.5 Crore i.e. 50% of the estimated cost.
Further, out of above two projects-
 At least one number of the offered ERP product must have been
implemented in PSU or Govt. Organization in India.
 At least one number of the offered ERP product shall have more
than 100 users base
 At least 4 modules out of following functions / modules of the
offered ERP Product must have been implemented (in single
project or jointly in above two referred projects) –
a) Finance
b) Accounting & Controlling
c) Purchasing/Contract and
d) Inventory Management
e) Payroll &
f) Human Resource Management
g) Business Intelligence Reporting

letterhead/Completion certificate/certification for project being
operational as on date of Bid as proof of services provided)
6. Bidder should be authorized system integrator/implementation partner
of the offered ERP product for sale, support and services of the offered
ERP Product.
(Proof: Letter from OEM of ERP product)
222 UPCL, Dehradun

Annexure 8: Format of Power of Attorney on stamp paper of Rs. 100/-
We, having its office at ……………………………………………………………………….,

hereby authorize and empower Mr./Ms…………………………to sign and conclude the
proposal to be submitted to UPCL in response to its Request for Proposal for
“Implementation of Enterprise Resource Planning (ERP) System in UPCL.” published on
…………………… and subsequent corrigenda and we hereby agree to abide by and ratify
and act upon such proposal in terms of what is stated therein.
Yours Sincerely
Authorized signatory from Board
223 UPCL, Dehradun

Annexure 9: Financial Bid Template
The bidders are expected to respond to the RFP using the forms given in this section and all
documents supporting Financial Bid Evaluation.
These forms are for reference purpose only. Bidders have to submit the financial bid
separately as per the Bill of Quantity (BOQ) uploaded on the tender portal. In case, bidders
submit the financials along with technical bid in hard/soft copy, their bids shall be summarily
rejected.
Total value of the bid shall be calculated manually to decide upon L1 bidder as below:
Total bid value = Total amount with taxes of BoQ1 + Total amount with taxes of
BoQ2
BoQ 1: Firm items and quantity
Sl. Item Description Qty. Unit Basic GST Total Total

No. unit Unit Amt. Amt.
rate rate WO with
(INR) (INR) tax tax
1 ERP application licenses
1.1 ERP application licenses for all 500 No.
modules in scope of work including
development, transaction, super user,
employee self-service & manager self-
service users
1.2 Employee self-service (including 500 No.
manager self-service) users –
excluding at sr. no. 1.1
1.3 Payroll users for UPCL employees 2841 No.
1.4 Payroll users for retired employees 1159 No.
(pensioners)
1.5 Business Dashboard for top 5 No.
management
1.6 Business Dashboard for UPCL officials 15 No.
(Concurrent users)
1.7 RDBMS License 1 LS
2 ERP Application Annual Technical
Support (ATS) Cost
2.1 Annual Technical Support cost for 1 LS
implementation period
224 UPCL, Dehradun

Sl. Item Description Qty. Unit Basic GST Total Total

No. unit Unit Amt. Amt.
rate rate WO with
(INR) (INR) tax tax
2.2 Annual Technical Support cost for 3 1 LS
years post implementation
3 Hardware Cost
3.1 Next generation firewall 3 Nos.
3.2 Load Balancer 3 Nos.
3.3 L3 switch 2 Nos.
3.4 Desktop including UPS, table & Chair 60 Nos.
3.5 Multi-function printer 60 Nos.
4 ERP Application Implementation
Cost
4.1 ERP System with below functions at 1 LS
least
• Materials (Purchase & Stores)
• Human Resource Management
• Finance & Accounts
• Payroll System
• Business Dashboard
• Employee Self Service Portal
• Document handling
• Work flow management
5 Operations & Maintenance Cost
5.1 Operations & Maintenance Cost for 3 1 LS
years
Total in figures
Total in words
BoQ 2: Proposed DC/DRC infrastructure
Sl. Item Description Offer Unit Basic GST Total Total

No. ed unit unit Amt. Amt.
Qty. rate rate WO with
(INR) (INR) tax tax
1 Proposed DC/DRC hardware
infrastructure
1.1 Item 1
1.2 Item 2
1.3 Item 3
1.4 Item 4
1.5 Item 5
225 UPCL, Dehradun


(INR) (INR) tax tax
1.6 Item 6
1.7 Item 7
1.8 Item 8
1.9 Item 9
1.10 Item 10
1.11 Item 11
1.12 Item 12
1.13 Item 13
1.14 Item 14
1.15 Item 15
1.16 Item 16
1.17 Item 17
1.18 Item 18
1.19 Item 19
1.20 Item 20
1.21 Item 21
1.22 Item 22
1.23 Item 23
1.24 Item 24
1.25 Item 25
1.26 Item 26
1.27 Item 27
1.28 Item 28
1.29 Item 29
1.30 Item 30
226 UPCL, Dehradun


(INR) (INR) tax tax
1.31 Item 31
1.32 Item 32
1.33 Item 33
1.34 Item 34
1.35 Item 35
1.36 Item 36
1.37 Item 37
1.38 Item 38
1.39 Item 39
1.40 Item 40
Total in figures
Total in words
Note: SI shall provide the mapping of items in above BoQ with actual product item in
technical proposal.
227 UPCL, Dehradun

Annexure 10: Template for Earnest Money Deposit Bank Guarantee
BG No. ………………
Dated: ……………….
BANK GUARANTEE FOR EARNEST MONEY
{To be submitted with Part- I}
To,

Uttarakhand
Sir
WHEREAS, …………………………… a Company incorporated under the Indian Companies

Act having its registered office at ……………………………………………. (Hereinafter called
the “Bidder”) has/have in response to your bid against specification No…………………. for
“Implementation of Enterprise Resource Planning System in UPCL.” as requested in letter
No. …………………. dated:
AND WHEREAS the Bidder is required to furnish to you a Bank Guarantee for the sum
of Rs. 51,00,000/- (Rs Fifty-One Lacs only) as Earnest Money against the Bidder’s offer
as aforesaid AND WHEREAS We ………………Bank Ltd., have, at request of the Bidder,
agreed to give you this guarantee as hereinafter contained.
NOW THEREFORE, in consideration of the premises, we ……………… Bank having its

Registered office at …………………………………., the undersigned hereby covenant that the
aforesaid Proposal of the Bidder shall remain open for acceptance by you during the period of
validity as mentioned in the Proposal or any extension thereof as you and the Bidder may
subsequently agree and if the Bidder shall for any reason back out, whether expressly or
impliedly, from his said bid during the period of its validity or any extension thereof as aforesaid
we hereby guarantee to you the payment of the sum of Rs. 51,00,000/- on demand
notwithstanding the existence of any dispute between UPCL, and the Bidder in this regard and
we hereby further agree as follows: -
a) That you may without affecting this guarantee grant time or other indulgence to or
negotiate further with the Bidder in regard to the conditions contained in the said bid
document and thereby modify these conditions or add these to any further conditions as
may be mutually agreed upon between you and the Bidder.
228 UPCL, Dehradun

b) That the guarantee herein before contained shall not be affected by any change in the
constitution of the Bidder.
c) That this guarantee commences from the date thereof and shall remain in force till the
Bidder, if his proposal is accepted by you, furnishes the security as required under the
said specifications and executes a formal agreement as therein provided or till six months
after the period of validity or the extended period of validity, as the case may be, of the
bid, whichever is earlier.
d) That the expressions ‘The Bidder’ and the ‘the Bank’ and ‘UPCL.’ Herein used shall,
unless such and interpretation is repugnant to the subject or context include their
respective successors and assigns.
e) That any account settled between you and the Bidder shall be conclusive evidence
against us of ` the amount due hereunder and shall not be questioned by us.
Notwithstanding anything contained herein above our liability under this guarantee is restricted
to Rs………../-(Indian Rupees only), and the guarantee shall remain in force up to
………………. (Claim period up to ……………..) Unless a claim or demand is received by us,
at ………….. BANK ………………………., in writing on or before …………… (Claim period up
to ……………..), all your rights under the said guarantee shall be forfeited and we shall be
released and discharged from all our liabilities there under.
For ………….. Bank
229 UPCL, Dehradun

Annexure 11: Template for Performance Bank Guarantee (PBG)
THIS DEED OF GUARANTEE MADE ON THE....................... Day of .................201.

.............. By the ……..................................... (Hereinafter called ‘the Guarantor’) of the one
PART IN FAVOUR OF the UPCL (hereinafter called the Purchaser of the other part
WHEREAS in accordance with the contract agreement dated the.............. Day of

.....................201................. (Hereinafter called ‘the said Contract) entered in to between the
purchaser and M/s ........................................ a company within the meaning of the
companies act and having its registered office at............................................... (Hereinafter
called ‘the Contractor’) the Contractor agrees to supply, erect, test & commission (strike off
which is not applicable) to the Purchaser the.......................... As provided in the said
Contract.
AND WHEREAS the payment terms under the Contract provide that in order to take 100%
payment of the Contract value the contractor shall furnish to the purchaser a Bank
Guarantee in the sum of 10% value of each consignment dispatched valid
for..........................
AND WHEREAS instead of furnishing separate guarantees as aforesaid the Contractor

wishes to furnish one guarantee as sum of 10% value of the Contract valid for ........................
and reckoned from the date..............................
Now This Deed Witnesses as Follows
1. In consideration of the promises the Guarantor hereby undertakes that the Contractor
shall duly supply, erect, test and commission (strike off which is not applicable) the
aforesaid material of the correct quality and strictly in accordance with the said contract
failing which the guarantor shall pay to the Purchaser on demand such amount or
amounts as the Guarantor may be called upon to pay to the maximum aggregate of Rs.
......................... being 10% of the Contract value.
2. The Guarantor shall pay to the Purchaser on demand the sum under clause 1 above
without demur and without requiring the Purchaser to invoke any legal remedy that may
be available to it to compel the guarantor to pay the same or to compel such performance
by the Contractor. Provided that where the Guarantor considers the demand of the
Purchaser unjustified, it shall nevertheless pay the same though under protest to the
Purchaser and shall not with-hold payment on that account.
3. This guarantee shall come into force the date hereof and shall remain valid for 12
(Twelve) calendar months from the date of the Commissioning.... of the last
consignment of goods dispatched which date dispatch according to the Contract is the
.......................................... day of ............. ......................... if, however, the period of the
Contract is for any reason extended thereby extending the said date and upon such
extension, if the Contractor fails to furnish a fresh or renewed Bank Guarantee for the
230 UPCL, Dehradun

extended period, the Guarantor shall pay to the Purchaser the said sum of
Rs................................................ Or such lesser sum as the Purchaser may demand.
4. The guarantee herein contained shall not be affected by any change in constitution of
the Guarantor or of the Contractor.
5. Any account settled between the Contractor and the Purchaser shall be conclusive
evidence against the Guarantor of the amount due and shall not be questioned by the
Guarantor.
6. The neglect or forbearance of the Purchaser in enforcement of payment of any moneys
the payment whereof is intended to be hereby secured or the giving of time by the
Purchaser for the payment thereof shall in no way relieve the Guarantor of its liability
under this deed.
7. The Purchaser and the Contractor will be at liberty to carry out any modifications in the
said Contract during the time of the said contract and any extension thereof, notice of
which modifications to the guarantor is hereby waived.
8. The expressions ‘The Purchaser’ and ‘The Guarantor’ and ‘The Contractor’ shall unless
there be any thing repugnant to the subject or context include their respective successors
and assigns.
9. Notwithstanding anything contained above, the liability of the Guarantor hereunder is
restricted to the said sum of Rs................................. And this guarantee shall expire on
the ............................ day of ............................... 201 .............unless a claim under the
guarantee is filled with the Guarantor within six months of such date, all claims shall
lapse and the Guarantor shall be discharged from the guarantee.
IN WITNESS WHEREOF
For and on behalf of the Guarantor has signed this deed on the day and year first above
written.
Witness:
1.
Signed by
(For and on behalf of
Guarantor)
231 UPCL, Dehradun

Annexure 12: Template for Change Control Notice (CCN)
Change Control Note CCN Number:

Part A: Initiation
Title:
Originator:
Sponsor:
Date of Initiation:
Details of Proposed Change
(To include reason for change and appropriate details/specifications. Identify any
attachments as A1, A2, and A3 etc.)
Authorized by : Date:
Name:
Signature: Date:
Received by the IP
Name:
Signature:
Change Control Note CCN Number:

Part B : Evaluation
(Identify any attachments as B1, B2, and B3 etc.)
Changes to Services, charging structure, payment profile, documentation, training, service
levels and component working arrangements and any other contractual issue.
Brief Description of Solution:
Impact:
Deliverables:
232 UPCL, Dehradun

Timetable:
Charges for Implementation:

(including a schedule of payments)
Other Relevant Information:

(including value-added and acceptance criteria)
Authorized by the System Date:

Integrator
Name:
Signature:
Change Control Note CCN Number
Part C : Authority to Proceed
Implementation of this CCN as submitted in Part

A, in accordance with Part B is: (tick as
appropriate)
Approved
Rejected CCN Number

Requires Further Information (as follows, or as
Attachment 1 etc.)
For UPCL For the System Integrator
Signature Signature
Name Name
Title Title
Date Date
233 UPCL, Dehradun

Annexure 13: Pre-integrity Pact
General
This pre-bid pre-contract Agreement (herein after called the Integrity Pact) is made on day of
the m o n t h of ……. 2018, between, on one hand, the …………………. (Name of Owner)
acting through Shri…… (Name and designation of Project Manager) (here in after called the
"BUYER", which expression shall mean and include, unless the context otherwise requires,
his successors in office and assigns) of the First Part and M/s……. (Name of Bidder)
represented by Shri , Chief Executive Officer (herein after called the "BIDDER/Seller" which
expression shall mean and include, unless the context otherwise requires, his successors and
permitted assigns) of the Second Part.
WHEREAS the BUYER proposes to procure (Name of the Stores/Equipment/Item) and the
BIDDER/ Seller is willing to offer/has offered the stores and
WHEREAS the BIDDER is a private company/public company/Government undertaking/

partnership/registered export agency, constituted in accordance with the relevant law in the
matter and the BUYER is a PSU/Utility/Department of State Govt. performing its functions on
behalf of the ……………… (Name of owner).
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from
any influence/prejudiced dealings prior to, during and subsequent to the currency of the
contract to be entered into with a view to: -
Enabling the BUYER to obtain the desired said stores/equipment at a competitive price in
conformity with the defined specifications by avoiding the high cost and the distortionary
impact of corruption on public procurement, and
Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to
secure the contract by providing assurance to them that their competitors WI” also abstain
from bribing and other corrupt practices and the BUYER will commit to prevent corruption, in
any form, by its officials by following transparent procedures.
The parties hereto hereby agree to enter in to this Integrity Pact and agree as follows:
234 UPCL, Dehradun

Commitments of the BUYER
1.1 The BUYER undertakes that no official of the BUYER, connected directly or indirectly with
the contract, will demand, take a promise for or accept, directly or through intermediaries,
any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any
other advantage from the BIDDER, either for themselves or for any person, organisation
or third party related to the contract in exchange for an advantage in the bidding process,
bid evaluation, contracting or implementation process related to the contract.
1.2 The BUYER will, during the pre-contract stage, treat all BIDDERs alike and will provide to
all BIDDERs the same information and will not provide any such information to any
particular BIDDER which could afford an advantage to that particular BIDDER in
comparison to other BIDDERs.
1.3 All the officials of the BUYER will report to the appropriate Government office any
attempted or completed breaches of the above commitments as well as any substantial
suspicion of such a breach
2.0 In case any such preceding misc. on duct on the p ar t of such official(s) is reported by
the BIDDER to the BUYER with full and verifiable fact sand the same is prim a facie found
to be correct by the BUYER, necessary disciplinary proceedings, or any other action as
deemed fit, including criminal proceedings may be initiated by the BUYER and such a
person shall be debarred from further dealings related to the contract process. In such a
case while an enquiry is being conducted by the BUYER the proceeding sunder the
contract would not be stalled.
Commitments of BIDDERs
3.0 The BIDDER commits itself to take all measures necessary to prevent corrupt practices,
unfair mean sand illegal activities during any stage fits bid or during any pre-contract or
post- contract stage in order to secure the contract or in furtherance to secure it and in
particular commit itself to the following: -
3.1 The BIDDER will not offer, directly or through in term diaries, any bribe, gift,
consideration, reward, favour, any material or immaterial benefit or other advantage,
commission, fees, brokerage or inducement to any official of the BUYER, connected
directly or indirectly with the bidding process, or to any person, organization or third party
related to the contract i n exchange for any advantage in the b i d d i n g , evaluation,
235 UPCL, Dehradun

contracting and implementation of the contract.
3.2 The BIDDER further undertakes that it has not given, offered or promised to give, directly
or indirectly any bribe, gift, consideration, reward, favour, any material or immaterial
benefit or other advantage, commission, fees, brokerage or inducement to any official of
the BUYER or otherwise in procuring the Contractor for bearing to door having done any
act in relation to the obtaining or execution of the contract or any other contract with the
Government for showing or for bearing to show favour or disfavour to any person in
relation to the contract or any other contract with Government.
3.3 BIDDERs shall disclose the name and address of agents a n d representatives and Indian
BIDDERs shall disclose their foreign principal so associates.
3.4 BIDDERs shall disclose the payments to be made by them to agents/brokers or any
other intermediary, in connection with this bid/contract.
3.5 The BIDDER further confirms and declares to the BUYER that the BIDDER is the original
manufacturer / integrator/authorised government sponsored export entity of the defence
stores and has not engaged any individual or firm or company whether Indian or foreign
to intercede, facilitate or in any way to recommend to the BUYER or any of its
functionaries, whether officially' or unofficially to the award of the contract to the BIDDER,
nor has any amount been paid, promised or in tended to be paid to any such individual,
firm or company in respect of any such intercession, facilitation or recommendation.
3.6 The BIDDER, either while presenting the bid or during pre-contract negotiations or before
signing the contract, shall disclose any payments he has made, is committed to or intends
to make to officials of the BUYER or their family members, agents, brokers or any other
intermediaries in connection with the contract and the details of services agreed upon for
such payments.
3.7 The BIDDER will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting
and implementation of the contract.
3.8 The BIDDER will not accept any advantage in exchange for any corrupt practice, unfair
means and illegal activities.
3.9The BIDDER shall not use improperly, for purposes of competition or personal gain, or
236 UPCL, Dehradun

pass on to others, any information provided by the BUYER as part of the business
relationship, regarding plans, technical proposals and business details, including
information contained in any electronic data carrier. The BIDDER also undertakes to
exercise due and adequate care lest any such information is divulged.
3.10 The BIDDER commits to refrain from giving any complaint directly or through any other
manner without supporting it with full and verifiable facts.
3.11 The BIDDER shall not instigate or cause to instigate any third person to commit any of
the actions mentioned above.
3.12 If the BIDDER or any employee of the BIDDER or any person acting on behalf of the
BIDDER, either directly or indirectly, is a relative of any of the officers of the BUYER, or
alternatively, if any relative of an officer of the BUYER has financial interest/ stake in the
BIDDER's firm, the same shall be disclosed by the BIDDER at the time of filing of bid.
The term’ relative' for this purpose would beads fined in Section 6 of the Companies
Act1956.
3.13 The BIDDER shall not lend to borrow any money from or enter in to any monetary
dealings or transactions, directly or indirectly, with any employee of the BUYER.
4. Previous Transgression
4.1 The BIDDER declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any country
in respect of any corrupt practices envisaged hereunder or with any Public Sector
Enterprise in India or any Government Department in India that could justify BIDDER’s
exclusion from the tender process.
4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER can be
disqualified from the tender processor the contract, if already awarded, can be terminated
for such reason.
5. Earnest Money (Security Deposit)
5.1 While submitting commercial bid, the BIDDERs hall deposit an amount………. (to be
specified in RFP) as Earnest Money/Security Deposit, with the BUYER through any of the
following instruments:
237 UPCL, Dehradun

(i) Bank Draft or a Pay Order in favour of
(ii) A confirmed guarantee by an Indian Nationalised Bank, promising payment of the

guaranteed sum to the BUYER on demand within three working days without any
demur what so ever and without seeking any reasons what so ever. The demand for
payment by the BUYERs hall be treated as conclusive proof of payment.
(iii) Any other mode or through any other instrument (to be specified in the RFP).
5.2 The Earnest Money/ Security Deposit shall be valid up to a period of …. years or the
complete conclusion of the contractual obligations to the complete satisfaction of both the
BIDDER and the BUYER, including warranty period, whichever is later.
5.3 In case of the successful BIDDER a clause would also be incorporated in the Article
pertaining to Performance Bond in the 'Purchase Contract that the provisions of Sanctions
for Violation shall be applicable for forfeiture of Performance Bond in case of a decision
by the BUYER to forfeit the same without assigning any reason for imposing sanction for
violate on of this Pact.
5.4 No interest shall be pay able by the BUYER to the BIDDER on Earnest Money/Security
Deposit for the period of its currency.
6. Sanctions for Violations
6.1 Any breach of the aforesaid provisions by the BIDDER or any one employed by it or acting
on its behalf (whether with or without the knowledge of the BIDDER) shall entitle the
BUYER to take all or any one of the following actions, wherever required: -
(i) To immediately call off the pre contract negotiations without assigning any reason or
giving any compensation to the BIDDER. However, the proceedings with the other
BIDDER(s) would continue.
(ii) The Earnest Money Deposit (in pre-contract stage) and/or Security Deposit/
Performance Bond (after the contract is signed) shall stand forfeited either fully or
partially, as decided by the BUYER and the BUYER shall not be required to assign any
reason therefore.
(iii) To immediately cancel the contract, if already signed, without giving any
238 UPCL, Dehradun
compensation to the BIDDER.
(iv) To recover all sums already paid by the BUYER, and in case of an Indian BIDDER
with interest thereon at 2% higher than the prevailing Prime Lending Rate of State
Bank of India, while in case of a BIDDER from a country other than India with interest
thereon at 2% higher than the UBOR. If any outstanding payment is due to the BIDDER
from the BUYER in connection with any other contract for any other stores, such
outstanding payment could also be utilized to recover the aforesaid sum and interest.
(v) To encash the advance bank guarantee and performance bond/warranty bond, if
furnished by the BIDDER, in order to recover the payments, already made by the
BUYER, along with interest.
(vi) To cancel all or any other Contracts with the BIDDER. The BIDDER shall be liable to
pay compensation for any loss 'or damage to the BUYER resulting from such
cancellation/rescission and the BUYER shall be entitled to deduct the amount so
payable from the money(s) due to the BIDDER
(vii) To debar the BIDDER from participating in future bidding processes of the
Government of India for a minimum period of five years, which may be further
extended at the discretion of the BUYER.
(viii) To recover all sums paid in violation of this Pact by BIDDER(s) to any middleman
or agent or broker with a view to securing the contract.
(ix) In cases where irrevocable Letters of Credit have been received in respect of any
contract signed by the BUYER with the BIDDER, the same shall not be opened.
(X) Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit the
same without assigning any reason for imposing sanction for violation of this Pact.
6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1(i) to (x)
of this Pact also on the Commission by the BIDDER or anyone employed by it or acting
on its behalf (whether with or without the knowledge of the BIDDER), of an offence as
defined in Chapter IX of the Indian Penal code, 1860 or Prevention of Corruption Act, 1988
or any other statute enacted for prevention of corruption.
239 UPCL, Dehradun

6.3 The decision of the BUYER to the effect that a breach of the provisions of this Pact has
been committed by the BIDDER shall be final and conclusive on the BIDDER. However,
the BIDDER can approach the Independent Monitor(s) appointed for the purposes of this
Pact.
7. Fall Clause
7.1 The BIDDER undertakes that it has not supplied/is not supplying similar product/systems
or subsystems at a price lower than that offered in the present bid in respect of any
other Ministry/Department of the Government of India or PSU and if it is found at any
stage that similar product/systems or sub systems was supplied by the BIDDER to any
other Ministry/Department of the Government of India or a PSU at a lower price, then that
very price, with due allowance for elapsed time, will be applicable to the present case and
the difference in the cost would be refunded by the BIDDER to the BUYER, if the contract
has already been concluded.
8. Independent Monitors
8.1 The BUYER has appointed Independent Monitors (hereinafter referred to as Monitors) for
this Pact in consultation with the Central Vigilance to as Monitors) for this Pact in
consultation with the Central Vigilance Commission (Names and Addresses of the
Monitors to be given).
8.2 The task of the Monitors shall be to review independently and objectively, whether and to
what extent the parties comply with the obligations under this Pact.
8.3 The Monitors shall not be subject to instructions by the representatives of the parties and
perform their functions neutrally and independently.
8.4 Both the parties accept that the Monitors have the right to access all the documents
relating to the project/procurement, including minutes of meetings.
8.5 As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he will
so inform the Authority designated by the BUYER.
8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction to all
Project documentation of the BUYER including that provided by the BIDDER. The
BIDDER will also grant the Monitor, upon his request and demonstration of a valid interest,
unrestricted and unconditional access to his project documentation. The same is
240 UPCL, Dehradun
applicable to Subcontractors. The Monitor shall be under contractual obligation to treat

the information and documents of the BIDDER/Subcontractor(s) with confidentiality.
8.7 The BUYER will provide to the Monitor sufficient information about all meetings among
the parties related to the Project provided such meetings could have an impact on the
contractual relations between the parties. The parties will offer to the Monitor the option
to participate in such meetings.
8.8 The Monitor will submit a written report to the designated Authority of BUYER/Secretary
in the Department/ within 8 to 10 weeks from the date of reference or intimation to him by
the BUYER / BIDDER and, should the occasion arise, submit proposals for correcting
problematic situations.
9. Facilitation of Investigation
In case of any allegation of violation of any provisions of this Pact or payment of commission,
the BUYER or its agencies shall be entitled to examine all the documents including the Books
of Accounts of the BIDDER and the BIDDER shall provide necessary information and
documents in English and shall extend all possible help for the purpose of such examination.
10. Law and Place of Jurisdiction
This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of
the BUYER.
11. Other Legal Actions
The actions stipulated in this Integrity Pact are without prejudice to any other legal action that
may follow in accordance with the provisions of the extant law in force relating to any civil or
criminal proceedings
12. Validity
12.1 The validity of this Integrity Pact shall be from date of its signing and extend up to 5 years
or the complete execution of the contract to the satisfaction of both the BUYER and the
BIDDER/Seller, including warranty period, whichever is later. In case BIDDER is
unsuccessful, this Integrity Pact shall expire after six months from the date of the signing
of the contract.
12.2 Should one or several provisions of this Pact turn out to be invalid; the remainder of this
241 UPCL, Dehradun
Pact shall remain valid. In this case, the parties will strive to come to an agreement to
their original intentions.
13. The parties hereby sign this Integrity Pact at ……………on………………….
BUYER BIDDER
Name of the Officer CHIEF EXECUTIVE OFFICER
Designation
Deptt. /PSU
Witness Witness
1………………………. 2……………………………….
2………………………. 3……………………………….
* Provisions of these clauses would need to be amended/ deleted in line with the policy of the
BUYER in regard to involvement of Indian agents of foreign suppliers
242 UPCL, Dehradun

Annexure 14: Deviation Sheet
Bidders may provide the deviations in below sheet. Unless such deviations are mentioned
in this deviation sheet, the same will not be taken into consideration.
However, it is on sole discretion of UPCL to accept or reject the deviations. UPCL may ask
the bidders to withdraw such deviations which are not being accepted by UPCL. If bidders
don’t withdraw the deviations, their financial bid will not be opened and the bids will be rejected
summarily thereafter.
Bid Clarifications – Terms and Conditions
Sr. Bid Reference (Section / Details of Clauses / Deviation proposed

No. Clause number ) Section needing
deviation
Except aforesaid deviations, the entire order, if placed, shall be executed in accordance with
specifications and any other conditions, variations/deviations etc. if found, elsewhere in this
proposal should not be given any consideration while finalizing the bid.
243 UPCL, Dehradun

Annexure 15: Compliance Matrix
Sr. Item Compliance (Yes/No) Remarks/documents

No. enclosed (if any)
1 We confirm that there is no
deviation from the Technical &
commercial terms & conditions
as stipulated in the bid document
2 We confirm that we agree for
all General terms & conditions
including payment terms as
stipulated in the bid document
3 We confirm that we have
quoted rates for every item in
schedule of rates
4 We confirm to the eligibility
criteria as mentioned in the bid
document
5 We confirm that there is no
complaint/ vigilance inquiry
against the firm in any Govt.
Department and we have not
been black listed by any Govt.
Department.
enclosed all bid specific
authorization in Technical bid
submitted Certificate as to
Corporate Principal.
submitted Pre-Contract Integrity
Pact
(Signature of the bidder with SEAL)
Place: ______________
Date: ______________
244 UPCL, Dehradun

UPCL ERP Implementation RFP PDF

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Request for Proposal (RFP)

Uttarakhand Power Corporation

2. Schedule of RFP Bidding Process ................................................................... 18

4. About the Project ............................................................................................. 24

5.5 Integration of ERP Application ............................................................................ 31

9.3 Test Execution .................................................................................................. 110

11. Deployment of SI Manpower .......................................................................... 118

14.5 Performance Bank Guarantee ........................................................................... 128

15.30 Change in Laws & Regulations ......................................................................... 145

Chair ............................................................................................................................................ 190

Acronyms and Abbreviations

About Request for Proposal (RFP)

This RFP comprises the following sections/chapters:

1.2 Compliant Proposals / Completeness of Response

1.3 Key Requirements of the Bid

1.3.1 Right to Terminate the RFP Process

1.3.2 RFP Document Fees

1.3.3 Earnest Money Deposit (EMD)

1.3.4 Submission of Proposal

1.3.5 Authentication of Bids

1.4 Preparation & Submission of Proposal

1.4.1 Proposal Preparation Costs

1.5 Evaluation Process

1.5.1 Bid Opening

1.5.2 Bid Validity

1.5.3 Bid Evaluation

c) Are found with suppression of details

2. Schedule of RFP Bidding Process

3.1 Pre-Qualification Criteria

3.1.1 Pre-Qualification Criteria for System Integrator

In case of a consortium, the consortium as a whole (SI-Lead and SI-2nd combined)

(Proof: Necessary Purchase order/LOI/Contract/Certification on client

(Proof: Annual Audited Financial Statements)

3. The SI should have at least CMM/CMMI level 4 or above certification. In case of a

(Proof: Copy of certification from authorized certification body)

(Proof: Self certification need to be submitted)

(Proof: Necessary Purchase order/LOI/Contract/Certification on client

6. Bidder should be authorized system integrator/implementation partner of the offered

(Proof: Letter from OEM of ERP product)

3.1.2 Financial Bid Evaluation

4. About the Project

4.1 UPCL at a glance

The salient points of UPCL are summarized in below table.

Sr. No. Particulars As of Now

1. Electricity Consumers (Lakhs) 22.25

2. Contracted Load (MW) 6302

3. Turnover (Rs Cr.) 5653.31

4. No. of 33/11 KV Sub-station 340

5. Capacity of 33/11 KV Sub-station (MVA) 4253

6. 33 KV Line (Km.) 5059

7. 11 KV Line (Km.) 42984

8. LT Line (Km.) 63254

9. No. of 11/ 0.4 KV DTRs 69074

10. Capacity of 11/0.4 KV DTRs (MVA) 4127

11. PTW Connections 34356

4.2 Project Stakeholders

 Ministry of Power, Government of India

4.3 Objective of the Project

The main objectives of UPCL are shown in below figure:

Improved Financial Management

Efficient Assest Management

Improved Human Resource Productivity

Improved Inventory Management