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MANGALORE ELECTRICITY SUPPLY COMPANY LIMITED
(CIN): U40109KA2002SGC030425
Tender No: MESCOM/2017-18/IT005 Dated 04-12-2017
Bid Document
For
Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc.
ISSUED BY
Executive Engineer (Ele.) (IT)
MESCOM Corporate office, MESCOM Bhavan,
Post Box No. 1130, Kavoor Cross Road, Bejai
Mangalore -575 004.
Ph.: 0824-2885839
Fax: 0824-2211396
Mobile: 9480880496
E-Mail: [email protected], [email protected]
Page 1 of 63
INDEX
Contents
Section Description Page No.
1 Notification Inviting Tender (NIT) 2 - 5
2 Instruction to Bidders (ITB) 6 – 12
3 Scope of Work (SW) 13 – 45
4 General Terms & Conditions (GTC) 46 – 57
5 Annexure - I ( Division wise DTCs Details) 58
5 Annexure- II ( Specification of Hardware) 59
6 Annexure-III (Acceptence Of Terms & Conditions) 60
7 Annexure IV (Format of Qualification Details of
Bidders). 61
8 Annexure V (Format of Financial Business & Technical
Capability of Bidders) 62
9 Annexure VI (Notarized Declaration) 63
Page 2 of 63
SECTION: 1
Notification Inviting Tender (NIT)
(E-TENDERING MODE)
NIT 1.0 Bid Enquiry No: MESCOM/2017-18/IT 005 Dated 04-12-2017
NIT 2.0 Cost of Tender
Document
Refer E-Procurement Portal.
NIT 3.0 Earnest Money
Deposit (EMD)
All bids must be accompanied with a refundable earnest
money of as mentioned in the E-Procurement portal. Up to
Rs.5.00 Lakhs (Rupees Ten Lakhs only) shall be paid
electronically through any of the four e-payment modes
mentioned in the E-Procurement Portal.
NIT 4.0 Tender System Two Part Tender.
NIT 5.0 Goods/Services Design, Development, Supply of “Distribution Transformer
Management” Software & GIS Survey of DTCs for condition
assessment, tracking etc.
NIT 6.0 Contract Period The total contract period will be for 3 years from the date of
issue of DWA including implementation period till role out &
maintenance/ application support in MESCOM.
NIT 7.0 Qualifying
requirement of Prime
Bidder
Qualifying Requirements:
(a) The Bidder should be Information Technology (IT)
Company / Firm registered in India under relevant Act &
shall be in existence from past 5 years from the date of
bid.
Self-attested copies of the relevant documents should be
uploaded.
(b) The Bidder must have carried out Web based GIS
mapping of distribution transformer centres in at least 3
Government owned power distribution utilities in India in
any of the preceding 6 years (from FY 2011-12 to 2016-17)
for a total number of 1,00,000 DTCs and a combined
amount of not less than Rs. Ten Crores (i.e. amount put to
tender). Copy of necessary purchase orders/ work
awards/service order should be submitted.
Self-Attested copy of the Work Orders / Awards along with
satisfactory performance certificates issued by the officer not
below the rank of Executive Engineer / equivalent should be
uploaded.
(c) Certificates for satisfactory performance/bill certification
copy for the works mentioned under clause NIT 7 sub
clause (b) shall be submitted for at least two government
utilities. The certificate issuing authority shall not be below
the rank of the Executive Engineer/ Equivalent rank. It
should contain the details like Nature of work, work award
number and date.
Self-Attested copy of the satisfactory performance/bill
certificates issued by the officer not below the rank of Executive
Page 3 of 63
Engineer / equivalent should be uploaded.
(d) The Bidder should have ISO 9001:2015 & ISO 27001
certificates related to Software Development / IT enabled
services.
Self-attested copies of the ISO certificates should be uploaded.
(e) The Bidder should have obtained SEI/CMMI level 3 or
above certification from the authorized institute at the
time of participation in the bid.
Self-attested copies of the SEI/CMMI level 3 or above
certificates should be uploaded.
(f) The Bidder should have annual turnover of at least
Rs. 10.00 Crores in any one of the previous three financial
years (for the year 2014-15, 15-16 & 16-17)
Self-attested copies of audited Balance sheet, P & L Statement
of the above financial years should be uploaded.
(g) The Bidder should have received the above mentioned
work awards directly from the Government power
distribution Utility or ESCOM and not through any
contractor, consortium or joint venture partner.
Self-attested copy of work awards should be uploaded.
(h) The Solvency certificate / Credit facilities to the extent of
minimum Rs. 2.50 Crores, sanctioned not earlier than 3
months from the date of submission of bid.
Self-attested copy of Solvency certificate / Credit facility should
be uploaded.
(i) The Bidder should not be under a Declaration of Ineligibility
for corrupt or fraudulent practices or blacklisted with any
of the Government / PSUs / Esteemed Organizations and
who‟s work order have been short closed due to non-
performance or who‟s LOA is withdrawn by the owner due
to inefficiency of the bidder in performing or implementing
assigned project in technically / financially / based on
such poor performance whose bids have been rejected
at the technical evaluation stage itself by any ESCOMs are
not eligible to participate in this bid.
Self-declaration by the authorized signatory of the bidder duly
notarized on Rs. 200/- Stamp Paper should be uploaded in
Annexure-VI.
(j) The bidder should have all applicable Registration
certificates viz., Company Registration certificates
including GST, PAN card, PF, ESI, Statutory License, Shops &
Commercial establishment, subsequent 3 years Income
Tax return filed etc.
Self-attested copies of the relevant documents should be
uploaded.
NIT 8.0 Bid Documents Bid documents in the following format will be available on the
Web site.
Instructions to Bidders & General Terms & Conditions of tender.
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NIT 9.0 Calendar of Events
NIT 9.1 Date & Time of Pre-bid meeting Refer E-Procurement portal
NIT 9.2 Last Date & time for receipt of Bids through e-
Procurement portal only
Refer E-Procurement portal
NIT 9.3 Date & time of opening of Electronic Bid Sheets
(Techno – Commercial Bids)
Refer E-Procurement portal
NIT 9.4 Date of opening of Price bid Refer E-Procurement portal
Note:
i. The Bidder should upload documentary evidence in support of the qualifying requirements
stipulated as above. The required documents for fulfilling the above PQR‟s criteria shall be
scanned & uploaded.
ii. Even though the Bidders meet above qualifying criteria, as per their statements they are
subject to be disqualified if they have,
a) Made misleading or false representations in statements and attachments submitted as
proof of the qualification requirement and/or.
b) Record of poor performance such as poor quality of product, not properly completing
the contract, inordinate delays in supply completion, or financial failures etc.,
iii. The tender not submitted through e-procurement mode & also non-submission of EMD is
liable to be rejected.
iv. The offers shall be in general conformity with the specifications. Any Technical /
Commercial deviations from the specifications shall be clearly brought out in techno-
commercial sheet of the offer. If deviation certificate is left unfilled, it will be treated as
there are no deviations and the contractor has accepted the tender conditions and
specifications.
v. MESCOM reserves the right to cancel or withdraw or modify the bid without assigning any
reason for such decision. Such decision will not incur any liability whatsoever on the part of
MESCOM consequently.
vi. MESCOM will not be responsible for not getting internet connection while downloading
the Electronic Bid sheets/documents or while uploading their offers.
vii. If the successful bidder fails in executing the work within the stipulated / specified time
frame as per the LOI/LOA/PO/DWA, the firm will be terminated due to the breach of
contract conditions. Then MESCOM will forfeit the Performance Security and EMD amount.
viii. The Consortium & Joint Ventures or Trusts & Societies formed for the purpose of this project
are not eligible to bid in this project.
ix. The Sub-contract works executed if any, will not be considered for pre-qualification
criteria.
General Conditions:
1. All the hardware items to be provided by the Successful Bidder shall be brand new with
requisite licenses.
2. If the date of the opening of tender happens to be a holiday, the same will be opened on
the next working day.
Validity of the tender shall be 240 days from the date of opening of the tender. A bid, valid for
a shorter period shall be rejected by MESCOM as non-responsive.
3. The bidder shall quote for all items in the tender. Bids not covering the entire scope will be
treated as incomplete and are liable to be rejected in terms of the “Karnataka
Transparency in Public Procurement Act”. Vague offers are liable to be rejected without
any further correspondence.
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4. The bidder shall upload all the required documents as required in Annexure VII – IX.
5. Price bid of only technically qualified bidders will be opened later.
6. The orders on Successful Bidders not adhering to delivery schedule is likely to be
transferred to the eligible lowest bidder who can comply with requirements of MESCOM.
7. MESCOM reserves the right to assess the Successful Bidders capability to perform the work
should the circumstances warrant such assessment in the overall interest of MESCOM.
The interested Bidders can log on to www.eproc.karnataka.gov.in & register their firms.
Page 6 of 63
SECTION: 2
INSTRUCTION TO BIDDERS (ITB)
ITB 1.0 DEFINITION OF TERMS:
The terms and the words used in these general conditions & the annexed
specifications shall have the meaning as stated below:
a) Company: Mangalore Electricity Supply Company Limited.
b) Purchaser/Owner: Mangalore Electricity Supply Company Ltd., Mangalore /
Executive Engineer (Ele.) (IT), MESCOM Corporate Office, Mangalore.
c) Bidder shall mean the firm submitted the bid through e-procurement portal against an
enquiry.
d) Service Provider: shall mean the successful bidder whose bid has been accepted by
the Company & shall include his heirs, legal representatives, successors & permitted
assigns.
e) Specifications: Specification shall mean collectively all the terms & stipulations
contained in those portions of the bid document & such amendments, deletion,
additions, revisions as may be made in the agreement in regard to the method &
manner of supply of equipments & support to be furnished under this „contract‟.
f) Goods: shall mean the equipment / machinery / materials which Bidder is required to
supply under contract.
g) Inspection: shall mean the authorized representatives appointed by the Company for
the purpose of inspection of material/equipment/works.
h) Instruction: shall mean the direction, details & explanation issued by the Company
from time to time during the contract period.
i) Month: Month shall mean the calendar month & Day shall mean the calendar day.
j) Destination: Destination means F.O.R destination delivery at locations.
k) Writing: Writing shall include any manuscript typewritten, printed statement under or
over signature and seal as the case may be.
l) E.M.D: Earnest Money Deposit Means Bid Security.
ITB 2.0 GENERAL INFORMATION:
a) Mangalore Electricity Supply Company (MESCOM) is responsible for carrying out
distribution of Electricity Supply in Four Districts viz Dakshina Kannada, Udupi,
Shivamogga and Chickmaglur.
b) The Mangalore Electricity Supply Company Ltd., Mangalore represented by the
Executive Engineer (Ele.) (IT), MESCOM Corporate Office, Mangalore will receive the
bids from eligible firms for Design, Development, Supply of “Distribution Transformer
Management” Software & GIS Survey of DTCs for condition assessment, tracking etc, as
per the scope of proposal & technical specification as detailed in this bid document.
Bids shall be prepared & uploaded in accordance with instructions.
c) The prospective bidders should carefully go through the scope of work in tender
document and all other terms & conditions of the tender before quoting.
d) 64122 Nos. of different rated / capacities of Distribution Transformers in MESCOM. It is
very much needed to have efficient Transformer Management System for transformer
tracking, condition assessment, maintenance & smooth operation of the distribution
system under MESCOM jurisdictional area.
Page 7 of 63
e) Details of distribution transformers centers of various capacity present in MESCOM is as
per Annexure I.
f) The total no. of distribution transformers (Field, Stores, repair centers, etc.,) will be more
than the number of Distribution Transformer Centers as detailed in Annexure 1.
ITB 3.0 QUALIFYING REQUIREMENTS:
The qualifying requirements are specified in Notification Inviting Tenders (NIT) including
note & general conditions.
ITB 4.0 E-PAYMENT MODES:
The Bidder should pay the Earnest Money Deposit (EMD) & Tender Fee in the e-
Procurement portal using any of the following payment modes:
a) Credit Card.
b) Direct Debit.
c) Over the Counter (OTC).
d) National Electronic Fund Transfer (NEFT).
Note:
a) In e-Procurement Portal, Bidder has the option of withdrawing the Bid by digitally
signing to withdraw/cancel bid before the bid submission time/date.
b) Earnest Money Deposit paid by the unsuccessful Bidders will be returned as soon
as possible after the tender has been finalized.
c) Earnest Money Deposit of the Successful Bidder will be refunded after fulfillment
of the Security Deposit / Performance Guarantee Clause.
d) The deposit towards EMD shall not carry any interest.
e) Permanent EMD will not be considered.
ITB 5.0 TWO PART TENDER:
a) The tender shall be submitted through e-tendering mode only, tender should be
in two parts namely Part-I: Techno-Commercial Bid & Part-II: Price Bid.
b) The eligible bidders should carefully go through the scope of works and all other
terms & conditions of the tender before quoting.
c) The Technical documents are to be uploaded in e-Procurement Portal.
ITB 5.1 Information Required With Technical Proposal:
The documentary evidence in respect of qualifying requirements as specified in
Notification Inviting Tenders (NIT) shall be uploaded in the form Electronic / Scanned copies
in e-Procurement Portal by the participated bidders.
Note: Non-submission of required documents in e-procurement portal will lead to
disqualification.
ITB 5.2 Part II: Price Proposals
The Bidder shall upload Unit computed FORD price on e-procurement portal in “item
wise bid commercial offers” Option as per the format furnished in the bid document on e-
procurement portal.
ITB 6.0 PRE-BID MEETING:
a) A pre-bid meeting will be held as notified in bid notification & all the bidders who have
downloaded the bid documents could attend the pre-bid meeting.
b) The purpose of the pre-bid meeting is to clarify the Commercial & Technical Conditions
Page 8 of 63
of the bid document, if any.
c) The clarification as sought by the bidders through e-procurement portal & the
clarification issued by MESCOM will be published in e-procurement portal & it shall form
a part of the bid document.
d) The clarification or questions raised in the pre-bid meeting & the answer or clarification
issued by MESCOM shall also be included in the pre-bid meeting recordings that form a
part of bid document.
ITB 7.0 CLARIFICATIONS ON BID DOCUMENTS:
a) Prospective bidders requiring any further information or clarification on the bidding
documents may notify in writing to MESCOM as per calendar of events of the tender.
b) MESCOM will respond to any request for information or clarification on the bidding
documents.
c) MESCOM response / clarification will be posted in e-procurement portal. These
responses / clarifications furnished by MESCOM will form a part of bidding document.
d) Verbal clarification & information given by owner or his employee(s) or his
representative(s) shall not in any way be binding on owner.
ITB 8.0 AMENDMENT TO BIDDING DOCUMENT:
At any time prior to the dead line for submission of bids, MESCOM may, for any reason,
whether on its own initiative, or in response to a clarification requested by the prospective
bidders, modify the bidding document by an amendment which will be notified in e-
procurement portal & this amendment will be binding on them.
ITB 9.0 SUBMISSION OF BIDS:
a) All the Tender Documents shall be uploaded through e-Procurement Portal on or
before last date of bid submission as mentioned in e-Procurement Portal.
b) The Techno-commercial bids will be opened on the date mentioned in the
e-Procurement Portal. Date of opening of Price Bids will be at a later date.
ITB 10.0 SIGNATURE OF BIDS:
a) The Bid must contain the name, designation & place of business of the person or
persons submitting the bid and must be signed.
b) Bids by a Company / Firms shall be signed by the authorized persons of the bidding
business entity indicating their proper legal name.
c) The Bidder‟s name stated in the proposal shall be the exact legal name of the firm.
d) Erasures or other changes in the bid shall be initialed by the person signing the bid.
e) Bids not conforming to the above requirements are liable to be rejected.
ITB 11.0 EARNEST MONEY DEPOSIT:
The Bidders shall pay EMD for an amount of Rs. 5,00,000/- through any of the four online
modes in e-Procurement portal before the last date of bid submission.
a) Bids not accompanied by the requisite EMD shall be summarily rejected.
b) If the bidder withdraws his bid before the expiry of the bid validity period prescribed in
the bid then EMD will be forfeited as liquidated damages.
c) The EMD furnished by unsuccessful bidders will be returned, only after the award of
contract & entering into agreement with the successful bidder.
d) For the successful bidder, the EMD will be returned, only after entering into contract
with MESCOM as per the agreement format enclosed.
e) No interest is payable to the bidders for the Earnest Money Deposit amount.
Page 9 of 63
ITB 11.1 The E.M.D / Bid Guarantee May Be Forfeited:
i. In case of Successful Bidder, fails to sign the Contract; or
ii. In case of Successful Bidder, fails to furnish the Performance Guarantee / Security
Deposit.
ITB 12.0 INFORMATION REQUIRED WITH THE BID:
a) Any bid not containing sufficient descriptive material to describe accurately the
equipment, shall be treated as incomplete & is liable to be rejected as per terms of
Karnataka Transparency in Public Procurement (KTPP) Act. Such descriptive material &
drawings submitted by the Bidder shall be retained by MESCOM.
b) The departure from the specifications is not normally acceptable unless it is found
advantageous to MESCOM.
c) Oral statements made by the bidder or his representatives at any time regarding the
quality, quantity of equipment or any other matter shall not be considered.
d) Standard catalogue pages & other documents of the bidder may be used in the bid to
provide additional information & data as deemed necessary by the bidder.
ITB 13.0 BID OPENING:
a) Technical bid will be opened first in the presence of bidders who choose to be present
at the time of bid opening at the date, time & the address as indicated in the notice
inviting bids / brief bid notification.
b) Documents furnished will be scrutinized to determine the bidders meeting the
qualification criteria. The price bid of only those Bidders who are qualified as per
qualification criteria stipulated in the NIT, would be opened.
c) If the bid opening day turns out to be a holiday for some reason, then the bids will be
opened on the following working day at the same time & location.
d) The Bidders name, technical offers made, presence / absence of EMD & other details
as MESCOM or Bidder may consider appropriate will be read out during opening of
technical bid and prices of main & alternative Bids (if any), discount offered if any will
be read out during opening of price bid.
e) MESCOM reserves the right to request for additional information & also reserves the right
to reject the proposal of any bidders, if the qualification & other data are incomplete.
f) No electronic recording devices will be permitted during bid opening.
ITB 14.0 PRELIMINARY EXAMINATION:
a) Owner will examine the bids to determine whether they are complete, whether any
computational errors have been made, whether required sureties / documents have
been furnished, whether the documents have been properly signed, & whether the
bids are generally in order.
b) Owner may waive any minor informality or non-conformity or irregularity in a bid which
does not constitute a material deviation, provided such waiver does not prejudice or
affect the relative ranking of any Bidder.
c) Prior to the detailed evaluation, MESCOM will determine the substantial responsiveness
of each bid to the bidding documents.
d) The substantial responsiveness will be in terms of the Karnataka Transparency in Public
Procurement (KTPP) Act & incomplete bids are liable to be rejected.
e) The tenders will be evaluated based on the price bids only without considering the
commercial deviations taken by different bidders.
f) If the lowest bidder does not agree to withdraw the deviations, MESCOM reserves the
right to negotiate with the next lowest bidder.
Page 10 of 63
g) Bidders shall have no claim for consideration on the ground that notwithstanding their
higher price; they are fully compliant with commercial conditions.
ITB 15.0 POLICY FOR BIDS UNDER CONSIDERATION:
a) Bids shall be deemed to be under consideration immediately after they are opened &
until such time official intimation of award / rejection is made by MESCOM to the
Bidders.
b) While the Bids are under consideration, Bidders and/or their representatives or other
interested parties are advised to refrain from contacting by any means, MESCOM
and/or its employees on matters related to the bids under consideration.
c) MESCOM, if necessary will obtain clarifications on the bids by requesting such
information from any or all the bidders as may be necessary.
d) The Bidder shall not be permitted to change the substance of the bid after the bid has
been opened.
ITB 16.0 COST OF BIDDING:
The Bidder shall bear all costs & expenses associated with preparation & submission of
its bid including post-bid discussions, technical & other presentations etc. MESCOM will in no
case be responsible or liable for those costs, regardless of the conduct or outcome of the
bidding process.
ITB 17.0 MODIFICATION & WITHDRAWAL OF BIDS:
a) The Bidder may modify or withdraw its bid after the bid‟s submission provided that
written notice of the modification or withdrawal is received by owner prior to the
deadline prescribed for submission of bids.
b) No bid may be modified subsequent to the deadline for submission of bids.
ITB 18.0 LANGUAGE OF THE BID:
The bid prepared by the bidder & all correspondence / documents relating to the bid
exchanged by the bidder shall be in the English language. Failure to comply with this will
disqualify the bid.
ITB 19.0 CONTENT OF BIDDING DOCUMENTS:
a) The details of materials & services required, bidding procedures & contract terms are
prescribed in the bidding documents.
b) Any amendment, errata or addendum issued by the Owner/purchaser prior to bid
opening shall constitute integral part of the bid.
ITB 20.0 UNDERSTANDING OF BID DOCUMENTS:
a) A prospective Bidder is expected to examine all instructions, forms, terms &
specifications in the Bid documents and fully inform himself as to all the conditions &
matters which may in any way affect the scope of work or the cost thereof.
b) Failure to upload all information required by the Bid document or submission of a Bid
not substantially responsive to the Bid document in every respect will be at the Bidder‟s
risk & may result in the rejection of its bid as per the terms of the Karnataka
Transparency in Public Procurement (KTPP) Act.
ITB 21.0 DOCUMENTS COMPRISING THE BID:
a) The Bidder shall complete the bid form inclusive of Price Schedules, Technical Data
Requirements etc., uploaded in the Bidding Documents as detailed above, indicating
the services to be rendered, a brief description of items, services, quantity & prices.
Page 11 of 63
b) The Bidder shall also upload documentary evidence in e-Procurement Portal to
establish that the Bidder meets the Qualification Requirements as detailed above &
accompanying Special Conditions of Contract if any.
c) The EMD shall be uploaded / furnished in accordance with the EMD Clause.
ITB 22.0 BID PRICES:
a) Rates quoted shall be valid for at least 240 days from the date of opening of Techno-
Commercial bid of the tenders; otherwise, the offer is liable to be rejected.
b) The final acceptance of the tender will rest with the Owner / Purchaser who does not
bind himself to accept the lowest or any tender, without assigning any reason thereof.
c) The Owner / Purchaser reserves the rights to increase or decrease the total quantities of
items (up to 25%) in DTC or DTR without any change in unit prices or other terms &
conditions of contract.
ITB 23.0 EVALUATION / COMPARISON OF PRICE BIDS:
a) After opening the price bids, price evaluation will be done.
b) The price comparison shall be with the base rates & any discounts offered by the
Bidder.
c) However, while quoting the prices the bidder shall include all the statutory levies &
order will be placed on the lowest bidder.
ITB 24.0 TAXES & DUTIES:
The Bidders have to quote all applicable taxes including GST prevailing as on the date
of bid opening & the same shall be clearly spelt out in the offer. If no mention is made, then
the prices quoted will be evaluated as inclusive of all taxes in the event of an order.
a) Taxes & duties will be paid as indicated by the bidder in the Price Bid.
b) If there is any concession / reduction in any statutory taxes by the change in policy of
the Central Government or State Government the same shall be availed & passed on
to MESCOM.
c) If there is any enhancement / new in the statutory taxes due to change in policies by
the Central / State Government then such enhanced taxes will be payable by
MESCOM.
ITB 25.0 NEGOTIATIONS:
It is absolutely essential for the bidders to quote the price at the time of making the
offer in their own interest. MESCOM reserves the right to negotiate the prices with the lowest
quoting bidder, whose offer is found to be fully technically compliant.
ITB 26.0 FURNISHING LETTER OF ACCEPTANCE:
The Successful Bidder shall furnish letter of acceptance within 15 days from the date of
LOI.
ITB 27.0 EXECUTION OF CONTRACT AGREEMENT:
The Successful Bidder shall execute an agreement on a Rs. 200/- stamp paper with the
Executive Engineer (Ele.) (IT), MESCOM within 30 days from the date of LOI.
ITB 28.0 FURNISHING PERFORMANCE SECURITY DEPOSIT:
The Successful Bidder shall furnish the performance security in the form of Bank
Guarantee from a Nationalized Bank/ scheduled commercial Bank for an amount equal to
10% of the contract value valid for 42 months within 30 days from the date of LOI. No interest
is payable on the contract performance guarantee.
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ITB 29.0 VALIDITY OF BIDS:
The bids shall be kept valid for a period of 240 days from the date of opening the bids
Techno-Commercial bid. MESCOM may seek extension of validity period of the bid & validity
period of B.G furnished towards EMD from the bidders for the completion of the evaluation, if
it is not completed within the initial validity period of the bid.
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SECTION: 3
SCOPE OF WORK (SW)
SW 1.0 NAME OF THE WORK:
Design, Development, Supply of “Distribution Transformer Management” Software & GIS
Survey of DTCs for condition assessment, tracking etc., to MESCOM.
SW 2.0 INTRODUCTION:
Distribution Transformers represent one of the key elements in the Electricity Network &
can become strategic bottleneck in the power distribution process. Distribution Transformers
Management Software (DTMS) brings all the elements of the DTCs & their assessments into
the system for achieving failure free operation & life-time extension of the assets. DTMS
involves GIS based mapping of all assets with the images taken for conditional assessments
resulting in achieving goals of distribution system & way forward to Online Distribution
Transformer Monitoring. DTMS shall have vital role in Distribution Transformers Life Cycle
Management System as scope of the project.
MESCOM wishes to introduce the best-practiced processes & techniques in Distribution
Transformer Management for its Electrical assets. For improving the maintenance & tracking
of Distribution transformers, MESCOM wishes to use a Web enabled centralized solution with
security features. The new technology and practices in the area of TRANSFORMER
MANAGEMENT SYSTEM should enable the MESCOM to achieve the objectives of operation
efficiency, tracking of transformers with GIS, conditional assessment of the Distribution
transformer center, maintenances of DTCs & updation of DTRs and DTC‟s in work flow
automation in respect of O & M functions.
The project will be implemented & operated through MESCOM‟s Data Centre Only. The
Distribution Transformer Management software should be a centralized web based solution
accessible from all the Offices of the MESCOM on existing network.
Currently no IT solution is present in MESCOM to manage distribution transformers. The
proposed DTMS solution will be used to bring the DTC assets & their conditional assessments
into the online system. DTC Code & DTR Codes are assigned; images are captured & GIS
Survey is done to locate the assets. Conditional assessment of all DTC equipment/accessories
is done during GIS Survey.
The intention of the system is to increase the life-cycle of transformers, decrease the
failure rate of transformers, conditional monitoring of DTCs, maintenance scheduler,
accounting of DTCs & DTRs etc. Requirement specifications/statements in this document are
both functional & non-functional.
SW 3.0 PROJECT SCOPE:
a) The Service Provider should comply the MESCOM requirements & furnish the details as
specified in bid document.
b) The Successful Bidder shall mandatorily give training to specified MESCOM Officials as
specified in bid document & MESCOM requirements.
c) The Successful Bidder should upload the PERT chart for entire project implementation
covering all the aspects of the project.
d) On-site guarantee on Design, Development, Supply of “Distribution Transformer
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Management” Software & GIS Survey of DTCs for condition assessment, tracking etc,
including maintenance for a period of Three years from the date of DWA.
e) Periodical maintenance of Distribution Transformer Management System including
Servers, Software‟s, Licenses etc., from the date of satisfactory installation &
commissioning during the contract period.
f) The Service Provider shall furnish the description & make / model of materials /
components, all the supporting documents as desired such as technical / product
brochures, manuals, designs, data sheets, standard catalogues, drawings, working
functionalities of equipment‟s offered for Design, Development, Supply of “Distribution
Transformer Management” Software & GIS Survey of DTCs for condition assessment,
tracking etc.
g) The Service Provider shall make necessary freight charges, insurance & safety of
equipments till successful installation & commissioning of Design, Development, Supply
of “Distribution Transformer Management” Software & GIS Survey of DTCs for condition
assessment, tracking etc.,
h) The Service Provider shall bear all the integration charges required for the entire
project.
SW 3.1 Note:
i. No deviation whatsoever either in full or in part to the conditions as specified in the
bidding documents is permitted and the bidders are advised that while quoting prices,
these conditions may appropriately be taken into consideration. If “no deviation
certificate” is left unfilled, it will be treated as there are no deviations & the contractor
has accepted the tender conditions & specifications.
ii. Bids not covering requirements of the total scope of work may be treated as
incomplete & hence such bids will be rejected.
SW 4.0 SYSTEM ENVIRONMENT:
The Transformer Management Software shall be capable of handling any no. of
concurrent users by logging into the application. Approximate no. of active users is about
DTR
Database
DTC
Database
Distribution Transformer Management System
Existing
MESCOM
ERP
Solutions
Integration with
other Solutions
GIS platform
SERVERs
Dynamic GUI Web page
Middleware
Security
Dash Boards, MIS, Analytics etc,
Page 15 of 63
500 active users. The application software should not have the constraint in respect of the
additional concurrent users if added. The users will be logged through the existing ERP system
with organization hierarchy. The integration with the ERP shall be made with a single sign in &
integration with other IT software‟s by the Service Provider as per requirement of MESCOM.
The distribution network mapping hierarchy consisting of MUSS, Feeders & Transformer
Centre‟s shall be created in consultation with MESCOM. Field survey of all the existing DTC‟s &
MESCOM offices is to be carried out and plotted on the GIS platform which is universal & shall
be capable of migration & adopting the data with R-APDRP, IPDS, K-GIS applications etc.
Field Survey includes capturing GIS attributes, multiple images of DTC‟s & do the conditional
assessment of the DTC‟s equipment‟s. The users of MESCOM shall be provided with an option
to upload the thermal images of DTCs. The system should have the provision of storing the
details of Transformers. The painting of the DTC code on the transformer structure is to be
carried out.
The unique codes generated in the system will be embedded on DTRs & painted on
DTCs.
SW 5.0 ROLL OUT PLAN:
The contract period of the work will be for 12 months + 2 year for Maintenance &
Support. The Successful Bidder shall carry out the following activities.
The indicative Roll out plan for DTMS Solution is provided below;
Pilot run at One Division having One Urban & One Rural Sub-Division (Phase -1).
Go-Live Implementation in all the remaining areas of MESCOM (Phase-2)
Maintenance and Support (Phase-3)
Implementation will be staggered into the following activities:
Sl. No Activity Timeline from issue of DWA
SW 5.1
Requirement Gathering & Creation of
Database of DTR’s in Pilot Divisional Store &
repair Centre.
1st Week
SW 5.2 Requirement Gathering & Creation of
Database of DTC’s Pilot SDOs. 1st Week
SW 5.3
Generation & embedding the DTR’s Unique ID
on Distribution Transformers of Divisional Store &
repair Centre
1+3 Weeks
SW 5.4 Submission of Software Requirement
Specification (SRS) 4 Weeks
SW 5.5 SRS vetting by MESCOM after submission by the
Service Provider 4 + 4 Weeks
SW 5.6 Delivery of UAT for Web application & Mobile
Application
8 + 3 Weeks from the date of SRS
Sign-off
SW 5.7 Delivery of Hardware & related software and
deployment in MESCOM Data Centre.
11 + 2 Weeks from the date of UAT
Sign-off
SW 5.8
Painting of the unique DTC code, Generation &
embedding the DTR’s Unique ID on Distribution
Transformers on DTC’s along with GIS Survey &
conditional assessment along with Validation
in Pilot SDO.
13 + 4 Weeks from the date of
Delivery of Hardware & Software
SW 5.9 Deployment & Training before pilot run 17 + 1 Weeks from the date of
Survey Validation Sign-off
Page 16 of 63
SW 5.10 Pilot Run
4 weeks (1 month) for pilot run
from the date of pilot run
deployment completion including
compliance of Audit observations
SW 5.11 Roll out in rest of MESCOM ( Go-Live
declaration by MESCOM)
30 Weeks from pilot Sign-off (Total
52 weeks from the date of the
DWA)
SW 5.12 Operation, Maintenance, Support & Exit
Management
2 years from the date of Go-live
declaration by MESCOM
The Service Provider is required to provide onsite support till implementation of full
project. Roll out scheduled is indicative only. The work completed will be acceptable to
MESCOM.
SW5.1 Requirement Gathering & Creation of Database Of DTR’s In Pilot Divisional
Store & Repair Centre:
The Service Provider shall provide the data model & schema for creation of Database
to MESCOM for approval. On selection of the data structure, the available data is to be
migrated to database from existing ERP, WAMS, Divisional Stores & Repair Centers. The Store
Officer of the concerned O & M Division, MESCOM shall validate the data & will be handed
over to the Service Provider for creation of the database. Data to be migrated / integrated
shall be cleansed, rationalized, transformed & reconciled. The available data of the
transformer in the database shall be migrated at the first instance. The remaining data shall
be updated into the database after field survey.
The data model of the DTR database should have all the parameters indicated below
& the same shall be incorporated in the software. Provision should be made to add
additional parameters if any:
Name of manufacturer
Serial Number
Year of Manufacturer
Procured through PO/PTK or any related details
Supply date
Repair date
Invoice date
Guarantee period
Number of Phases
kVA or MVA rating
Frequency
Voltage rating
Tap voltages
Connection diagram
Cooling class
Rated temperature in Celsius
Polarity (For single phase Transformers)
Phasor or vector diagram (For Poly phase or Three Phase
Transformers)
% impedance
Approximate mass or weight of the transformer
Type of insulating liquid
Conductor material of each winding
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Oil volume (of each transformer Container/Compartment)
Instruction for Installation & Operation
Bushings
Arching horns
Breather
Explosion vent diaphragm
Name Plate Details
Any other parameters required by MESCOM.
The unique code shall be generated in the system which will be Distribution Transformer
code (DTR Code) – the logic for generating the code shall be finalized in consultation with
MESCOM.
SW 5.2 Requirement Gathering & Creation of Database of DTC’s In Pilot SDOs:
The Service Provider shall provide the data model & schema for creation of Database
to MESCOM for approval. On selection of the data structure, the available data is to be
migrated to database from existing ERP, WAMS / GIS & Section Officer. The Validation of the
data is to be verified by Section officer & Assistant Executive Engineer of Sub-Divisional Office
(SDO). The finalized data shall be migrated into the Database.
The data model of the DTC database should have all the parameters indicated below
& the same shall be incorporated in the software. Provision should be made to add
additional parameters if any:
Source Substation name
Source Feeder name
Type of Feeder
Name of Zone, Circle, Division, Subdivision, Section & Lineman
Legacy DTC code
Asset ID if any
Longitude & Latitude
Photos (1 photo of DTR code & 1 photo of DTC code mandatory)
Commission date
Last Failure date
Accidents occurred if any with details of accident
Type of Structure / Support
Insulator & fitting conditions like Broken / chipped, Tilted insulators, Excessive
deposits of dust, coal etc, Excessive rusting.
Scheduled inspection date & time by Section Officer (SO)
Off-Scheduled inspection date & time by SO
Special inspection date & time by Section Officer (SO)/Assistant Executive
Engineer (AEE)
Night inspection date & time by SO/AEE
Emergency Inspections date & time by SO/AEE
Fallow-up Inspection date & time by SO/AEE
Check Inspection date & time by SO/AEE
Fuses (High Tension (HT) / Low Tension (LT))
Earthing
Danger plate & Anti Climbing Device
LT switch / LT protection Kit
Lightning arrestors
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Group Operating Switches (GOS)
Connections
Stays
Cross-Arms
Jumpers & line accessories
Tree trimming
Auxiliary Fuses
Paint & Danger plate
MCB
Meter details
Modem Details
Current Transfomer (CTs) & Potential Transformer (PTs).
Metering Box
Mechanisms
Number of circuits
Load on each phase
Number of Street lights
Category wise number of LT customers
First RR number connected to the DTC
Condition of DTC location
Any other parameters are required by MESCOM
The unique code shall be generated in the system which will be Distribution Transformer
Centre code (DTC Code) - the logic for generating the code shall be finalized in consultation
with MESCOM.
SW 5.3 Embedding the DTR’s Unique Id on Distribution Transformers of Pilot Divisional
Store & Repair Centre:
Sample of the Stainless Steel name plate with unique ID for MESCOM shall be submitted
for approval. The size of the Stainless Steel name plates shall be 5 Inch (L) x 2 Inch (W) x 1
MM (T). The unique ID along with the name MESCOM has to be engraved & painted with
black enamel paint on the name plate.
The size of the word MESCOM & the unique ID shall be 10 MM (H) x 8 MM (W). The
number plate shall be welded on all the existing DTRs in MESCOM at field, Repair center‟s &
also in Divisional Stores / Transformer Bank.
The design for SS plates to be welded is given below:
The name plate shall be welded on the all transformers supplied to Stores before issuing
to the field. The name plate shall be also be welded on the transformers installed / energized
under various schemes viz DCW, SEW, IPDS, PTK, TTK etc., by the Service Provider during the
contract period.
No transformers shall be issued without name plate by the respective Store Officers.
MESCOM
KA012345678910
Page 19 of 63
The following point‟s needs to be taken care for developing Unique ID of DT‟s on
Stainless Steel (SS) plate:
a) All the Transformer IDs & location IDs generated should be Unique.
b) The Transformer Code punched on Unique ID SS plate should be consistent & the letters
should clearly visible.
c) The black enamelled paint used on punched letters of Unique ID SS plate should be
weather proof (considering field situations).
d) Adequate care should be taken for fixing of Unique ID SS plate & any damage, defect
or failure arising on Transformer (DTRs) due to fixing will be sole responsibility of the
Service Provider & all the cost for its repair or/and replacement will be borne by the
Service Provider.
e) All cost related to manufacturing, designing, installation, distribution, fixing,
transportation & cost of experienced welder, equipments etc., will be borne by the
Service Provider.
f) Prefix & Nos. specified above are variable & the DTs generated Unique ID to be
punched on the basis of Transformer details fed as input. The logic for deriving DTRs
Unique ID is tentative & the Service Provider has to finalize/take formal approval
regarding the same before its implementation.
g) The Service Provider shall ensure the Serial Number of the Distribution transformers with
make along with name plate details. In case if NNP transformer is available for repair,
the Store Officer of the respective O & M Division, MESCOM shall make arrangement to
issue serial number of the distribution transformer with make to the Service Provider.
SW 5.4 Software Requirement Specification (SRS) Submission:
Software Requirement Specification (SRS) document shall contains the software Service
Provider understands the MESCOM‟s software requirements and it is a deliverable by the
Service Provider. This document ensures that Service Provider & MESCOM are in agreement
as to the features required in the software system being built. SRS is created after the initial
requirement elicitation phase in which Service Provider / Implementation Agency interacts
with the MESCOM to understand the software needs. An SRS is written in precise, clear &
plain language so that it can be reviewed by a MESCOM with minimal technical expertise.
However, it also contains analytical models (use case diagrams, entity relationship diagrams,
data dictionary etc.) which can be used for the detailed design & the development of the
software system for DTMS. SRS document is used by the MESCOM to determine whether the
Service Provider have provided all the features in the delivered software system. SRS should
precisely define project scope; it ensures that MESCOM expectations don‟t change during
software development. SRS document should comply Standard of IEEE 830.
SRS shall be provided for both Web application & Mobile application. Software
Requirement Specification (SRS) shall contain project scope section, functional & operational
requirements (ER diagrams, use cases, etc), requirement analysis models, data dictionary,
Entity Relationship diagrams, external interface requirements & non-functional requirements.
SW 5.5 SRS Vetting by MESCOM:
IT team along with selected officers of MESCOM will go through an in-depth vetting
process to assure state-of-the-art technology in DTMS solution. The requirements of MESCOM
shall be complied. Service provider shall explain the process & shall get the SRS sign-off.
MESCOM has right to change the requirement as & when needed & service provider shall
comply the same.
Page 20 of 63
SW 5.6 Delivery of UAT for Web Application & Mobile Application:
The Web application & Mobile application is to be developed as per Software
Requirements Specification (SRS) document. The Service Provider shall be responsible for
interfacing the proposed solution with the existing ERP & migration of data from the existing
legacy systems to the new proposed system. The Service Provider is expected to propose
only one module which shall be integrated with existing ERP application solution. The
Distribution Transformer Management Software (DTMS) application should integrate with the
existing MESCOM IT Solutions like ERP, TRM, R-APDRP, MESCOM Website, HT/LT application &
any other developed / changed solutions related to DTCs & DTRs. Functional, Technical &
Other requirements should be as per SRS document. User Acceptance Test (UAT) shall be
delivered on the Test Server environment at the Service Provider‟s cost. UAT will be witnessed
by the dedicated committee from MESCOM for sign-off. Any changes if felt necessary during
implementation shall be accommodated by the Service Provider at no extra cost during the
contract period. The DTMS should give solution for tracking of transformers from the date of
procurement up to the scrap disposal.
On UAT sign-off the Service Provider has to handover the latest version of the DTMS
software to MESCOM along with the following deliverables:
Documentation on Architecture, SRS document, Design Logic, Security & Program
Development.
Software Package with system document after customization.
Production Hardware, Operating System Software, RDBMS (installation &
commissioning), Licenses & other suite with related documents.
User & Quick reference manuals.
Operator Reference manuals for each operator task.
Error messages manuals.
Documentation on troubleshooting.
File / Table structures, Schemas, Indexes & Relations.
On-line tutorials & help documentation.
Data Dictionary.
Test Cases for User Acceptance Test (UAT), Detailed acceptance testing plan.
Testing Reports
Security Audit Reports
Detailed Backup & archival Policy
Escalation matrix/Escalation Mechanism.
Training to end users on the application software, DBA, System Admins, Server
configuration, RDBMS configuration etc. Training Plan, Training Manuals & literature
User Administration Manuals (For System Administrators) in English & Operational
Manual for User in English.
All copies should be delivered in hard & soft media.
Exit Management Plan.
Document containing detailed requirement captured & analysis including
functional requirement, Interface Specifications, application security requirements &
process workflows.
High Level Software Design document including Software Architecture design,
Logical and Physical Database Design, source code, administrative passwords, Test
Plans & Test cases at overall level etc.
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Detailed Project Plan, with week-wise activities, including, but not limited to,
detailed timelines for customization & acceptance testing of the modules,
submission of deliverables etc.
Monthly Reports during operations period (These reports must include the details of
the maintenance activities especially backup, modifications in the software, release
of new versions (if any), Analysis of the incident / call statistics in that particular
month. Also, the SLA compliance matrix for the respective month shall be present in
this report).
Any other requirement of MESCOM related to DTMS project.
SW 5.7 Delivery of Hardware & Related Software:
The Service Provider should provide the server & install, configure, commission the
proposed hardware before implementation in pilot offices. The Software developed shall be
hosted in the Servers supplied & installed at Data Center of MESCOM. The Service Provider
will be responsible for installing & commissioning of complete hardware, Operating System
(OS) software, Database Software, Server Antivirus Software, Application Software & its
licenses etc. shall be procured in the name of MESCOM & handed over to designated
MESCOM official during the implementation phase itself.
The software licenses procured shall be genuine, perpetual, full use & should provide
patches, fixes, security updates directly from the OEM at no additional cost to MESCOM for
the entire period of contract.
The Service Provider shall provide the entire details of the software are being used in
the project. The open source software if used shall not have any limitations & shall ensure
100% support on the software.
The following infrastructure available at MESCOM Data Centre, Mangalore shall be
utilized for the DTMS project. The Service Provider shall design the software & hardware
accessories according to the infrastructure which is already available with MESCOM:
a) Smart Cabinet storage space for installing required Servers.
b) Firewall Gateway device along with required configuration.
c) Internet connectivity for software updates & configuration purpose.
d) On-line UPS connectivity to the Servers.
The service provider shall deliver the tabs to concerned divisional stores for the use of
MESCOM officers only. The SP should not use these equipment‟s for executive the work in
contract period.
SW 5.8 Painting Of The Unique DTC Code, Generation & Embedding The DTR’s Unique
ID On Distribution Transformers On DTC’s Along With GIS Survey & Conditional
Assessment Along With Validation In Pilot SDO:
DTMS shall generate the unique DTC codes for Distribution Transformer Centre (DTC) as
detailed in Para 5.2. The illustrative design to be painted on DTC (structure) is given below:
MESCOM 012345678910
DTMS
Page 22 of 63
The Service Provider has to carry out the field survey of all the DTC‟s & offices and plot
them on the GIS platform which is universal & shall be capable of migration & adopting the
data with R-APDRP, IPDS, K-GIS applications etc.
The following activities are to be carried out by the Service Provider during the Field
survey:
Paint the Unique DTC Codes on the DTC‟s Structure with stencils to maintain
uniformity (letter/Number size 5 cm painted on yellow background with black letters
& DTMS on right bottom with blue colour size 2 cm)
The DTC Codes painted on the DTC structure should be consistent & the letters
should be clearly visible.
Weld the SS plate containing the DTR Code on the distribution Transformer. The
location code/DTCs code existing in the structure or assigned code in R-APDRP
shall be integrated to DTMS Software.
Care should be taken that old numbers existing on the structure should not be
erased or altered & should be visible.
Adequate care should be taken while painting in DTC structure by taking safety
measures. The Service Provider will be wholly responsible for any untoward incidents
/ accidents occur while carrying out the work.
All cost related to painting of DTCs & fixing SS plate, transportation, cost of painter
etc., will be borne by the Service Provider.
The IS standard materials shall be used wherever applicable.
Capture all the required data mentioned in SRS document for the DTMS application
through the Mobile app loaded in the tab.
Capture multiple images of DTC‟s & do a conditional assessment of the Distribution
Transformer & all the equipment‟s of DTC structure.
The Mobile application should work offline while on survey & data should be pushed
to Central Server system when the equipment is online.
Geo-location is captured & uploaded automatically.
Thermal image of DTC will be captured by MESCOM staff & provision shall be made
to upload to system.
LT Rating team of MESCOM will co-ordinate to update the rating details of Meters &
modem communication.
MESCOM authorities are empowered to inspect the work being carried out by the
Service Provider round the clock.
SW 5.9 Deployment & Training Before Pilot Run:
The data migration from the existing applications of MESCOM, the data captured
during the field survey & through the template shall be complete in all respect before
implementation of the pilot. Any updation to the database shall be done through the front
end UI once the application is made in pilot run.
The pilot locations & users shall be finalized in consultation with MESCOM. Any errors &
bugs reported during pilot implementation shall be suitably fixed as per the SLA.
The Service Provider shall provide the training as detailed in bid document.
SW 5.10 Pilot Run:
The Service Provider should make sure that DTMS solution should run independently
without any backend access using MESCOM Servers. The Application should run smoothly
Page 23 of 63
without any bugs & errors. The Service Provider should update the incremental data along
with MESCOM staff during the contract period. The pilot sign off shall be issued after
successful completion by the committee consisting of officers of MESCOM & IT team which
will be intimated during the pilot run.
SW 5.11 Roll out in Rest of MESCOM (Go-Live declaration by MESCOM):
Unless the pilot sign off is made by MESCOM, the project should not be extended /
implemented in any of the other locations / offices of MESCOM.
Roll out plan to other Divisions & Sub-Divisions shall be submitted to MESCOM by the
Service Provider. On approval from MESCOM, the project shall be implemented as per roll
out plan in other offices. The application shall be accessible to all staff & officers as decided
by MESCOM.
SW 5.12 Operations, Maintenance, Support & Exit Management:
From Pilot Run Sign off to last date of DWA, the Bidder should maintain the hardware &
DTMS software properly during the maintenance/support period as per the conditions
stipulated in pilot run and the bid document.
Further, the Bidder should update the data of DTRs, DTCs added, deleted, DTRs
procured, DTRs allotted from Corporate office/Zones/Circle or changed during the month
accordingly before 10th of the subsequent month for which no additional payment will be
made by MESCOM.
During the maintenance/ support period the successful bidder has to submit the reports
to the respective Executive Engineers of, O&M Divisions within 15th in hard and soft copy of
the DTRs, DTCs added/ removed / enhanced along with generation of Unique ID‟s to the
DTRs, DTCs code and design and development of unique ID plate with fixing & painting of
DTCs as per bid document wherever not available with no extra cost other than the support
cost.
The bidder should maintain the complaint log register at respective Division office in the
prescribed format as shown below:
Sl No Complaint
Description
Complaint
Logged
Solution
Provided
Signature of
the firm
Signature of
the AEE(O)
Date Time Date Time
Four months prior to the end of contract period, the Service Provider shall carry out the
following activities as part of exit management:
Code walk through, Functional & Technical Knowledge Transfer of all the modules of
the application to the MESCOM team identified.
Execute all the documents that may be necessary to effectively transfer the
ownership & title including OEM warranties in respect of all equipment / software,
licenses etc.
All the related documentation, source codes, patches & other configurable items
etc., if any, in the possession of the Service Provider.
List of all IT Assets, passwords etc., of all the locations of MESCOM.
Page 24 of 63
SW 6.0 FLOW CHART FOR ROLLOUT:
Creation of Database of DTRs & DTCs in Pilot Sub-Division Office & Divisional Store
Fixing DTR code on Transformers in Pilot
Stores & Repair Centre’s
Submission of SRS document
Information gathering from MESCOM
SRS Sign off No
Delivery of UAT as per SRS
Field survey of DTCs along with painting of DTC code & fixing DTR code along
with conditional assessment of DTCs in Pilot SDO
Yes
UAT Sign off
No
Yes
Validation
Yes
No
Pilot deployment & Pilot Run
Pilot Run Sign off
No
Yes
Implementation rollout in remaining Divisions & SDOs
Maintenance & Exit Management
Delivery of Hardware & Software
Page 25 of 63
SW 7.0 SCHEDULE OF REQUIREMENTS:
The bid should comprise of the following schedule:
Schedule
No. Name of the Schedule Quantity & Details
A Hardware Cost
1 Servers including all the required
accessories, Operating System, antivirus
software, RDBMS software, middleware,
licenses etc with installation and
commissioning.
MESCOM desires to have 3 tier
architecture with 2 nos. of Servers i.e
Application Server & RDBMS Server.
The Service Provider should clearly
specify the requirement of actual no.
of servers, licenses etc., required for
project implementation & the same
shall be uploaded along with the bid
document.
Hardware is required to be deployed
with High Availability in cluster
(Active/Active) mode. All cables,
patch cord, drivers & other relevant
accessories are to be required to be
supplied.
The Service Provider to submit letter
from Original Equipment
Manufacturer (OEM) that proposed
hardware is not out of sale & Service
Provider to undertake support of the
offered make & model of the servers
for next 5 years.
The Service Provider has to quote the
prices in E-procurement portal in in
order to fulfill the requirements of
MESCOM without any deficiency.
Minimum Specification as per
annexure II
2 Tablet PCs compatible with mobile app of
DTMS with rugged case and accessories.
14 Nos. (One per O & M Division & on
for Corporate Office IT wing)
Minimum Specification as per
annexure II
B Fixing of SS Unique ID Plate & Painting of DTCs code on DTC Structure with
Survey
3 Field survey, condition assessment &
painting of Distribution Transformer Centers
(DTCs) codes on Distribution Transformer
Centers including all the materials, labour
and transportation etc.
67,000 Nos. (approximate)
The Service Provider has to quote the
prices in E-procurement portal in in
order to fulfill the requirements of
MESCOM without any deficiency.
Page 26 of 63
4 Manufacture, Supply & Fixing of SS name
plate containing Distribution Transformer
codes on all the Transformers (DTR) in the
field, stores, repair centers etc. including all
the materials, labour and transportation etc.
80,000 Nos. (approximate)
The Service Provider has to quote the
prices in E-procurement portal in in
order to fulfill the requirements of
MESCOM without any deficiency.
C Software Cost
5 Distribution Transformer Management
Software for both Web based & Mobile
applications. Any other Licensed software (If
Required), the description of such licenses
shall be furnished & uploaded along with
the bid document.
1 No.
The Service Provider has to quote the
prices in E-procurement portal in in
order to fulfill the requirements of
MESCOM without any deficiency.
D Maintenance and Application Support Cost
6 Maintenance & Application support for 2
years as per tender document.
Includes Technical, Functional,
Training and Project Management
etc. and works mentioned in the bid
document.
The requirements as stated above or mentioned in this tender is indicative only &
MESCOM reserves the right to accept or reject any quotation as also alter any or all the terms
& conditions without assigning any reason thereof.
The Service Provider shall take the responsibility of installing, commissioning the
necessary IT infrastructure. Every component of IT infrastructure supplied shall accompany a
complete licensed copy in the name of MESCOM of all the operating systems, software /
drivers installed on the system.
In case, if the Service Provider has not indicated any peripherals / equipment in their
proposed solution & is required for implementation of solution, the Service Provider has to
provide required peripherals / equipment‟s, without charging any extra amount, apart from
order value.
SW 8.0 GIS SURVEY OF DISTRIBUTION TRANSFORMER CENTRE & OFFICES OF MESCOM:
The Service Provider must carry out the field survey & collect all the information along
with painting of DTC code on DTC structure & fixing of SS name plates of DT codes on
Transformer.
The following activities are to be carried out by the Service Provider:
Capturing Office image & address with Geo Location.
One photo of each side of the DTC (Close image).
One photo of the DTC code painted.
One photo which captures the DTC along with a nearby landmark for easy
identification with first pole installation (RR No).
Capture GIS data (latitude & longitude).
Page 27 of 63
Executing conditional assessment of the transformer centre by checking availability
of GOS, Lightning arrester, HG Units/DOLO, LTP kits, LT Distribution box, Meter,
Modem, Oil leaks, Corrosion of body, painting etc., as required by MESCOM.
The size of the image/photo to be uploaded shall be finalized in consultation with IT
team of MESCOM.
Any other technical parameters as specified by MESCOM.
SW 9.0 EQUIPMENT TO BE UTILIZED FOR CARRYING OUT FIELD SURVEY & AUDIT:
The following equipment‟s are used for carrying out Field survey;
Tablet PCs with high end cameras
The image captured along with the data has to be uploaded to the central server
in batch / Online real time mode.
Co-ordinates of all offices, stations & DTCs on the field shall be collected using Tablet
PCs with high accuracy Lat-Long capturing applications,
Any other technical parameters as specified by MESCOM.
Fixing of DTR code on the DTRs shall be done with good quality industrial grade
adhesive that offers excellent, shear, peel and impact performance. The adhesive
should provide excellent adhesion to transformer body and SS plate with durability,
oil surface adhesion, toughened and adhesion even when exposed to high
temperature and humidity environments.
SW 10.0 DESIGN, DEVELOPMENT, SUPPLY OF DISTRIBUTION TRANSFORMER
MANAGEMENT SOFTWARE:
The software licenses procured shall be genuine, perpetual, full use & should provide
patches, fixes, security updates directly from the OEM at no additional cost to MESCOM for
the entire period of contract.
The Service Provider shall provide the entire details of the software are being used in
the project. The open source software if used shall not have any limitations & shall ensure
100% support on the software. The Service Provider will be responsible for all the upgrades,
updates, installation of patches and overall maintenance of the DTMS.
All the licenses & support should be in the name of Executive Engineer, IT, MESCOM. The
Service Provider shall suitably modify the software by providing patches to generate the
required reports as per the requirement of MESCOM.
The IT hardware procurement & its maintenance is part of the Service Provider scope.
The Service Provider has to provide Detailed Technical architecture including hardware
sizing, hardware / server specification & detailed costing in its proposal. The Service Provider
shall provide SSL certificate (if desired), Servers, hardware (any other hardware) & networking
equipment required to connect the servers to the Data Centre set-up all the cost related to
hardware shall be accounted in the bid price.
The DTMS shall be deployed in the MESCOM Data Centre or space provided by
MESCOM using the hardware / server infrastructure procured by the software Service
Provider. The server side infrastructure bill of quantity & associated costs shall be separately
shown in the bidder‟s proposal.
The data to be migrated / integrated shall be cleansed, rationalized, transformed &
reconciled by deploying adequate no. of resources for co-ordination with all stake holders.
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The integration of DTMS with existing application should be done in such a manner if a
DTR data is updated/created in R-APDRP application i.e. a new transformer is created in R-
APDRP application, the same is updated on real-time basis in DTMS & vice-versa. The
integration is expected to be on-line real time or batch where appropriate & shall operate in
an automated fashion without manual intervention. Similarly, with the ERP application.
DTMS shall be integrated with E-mail / Short Messaging System (SMS), R-APDRP
application, TRM application, ERP application & Transformer Enumeration application.
Transactional as well as standing or master data to & from the offered system will be required
to be interfaced / integrated.
Data to be integrated must be validated by the developed interfaces. The data to be
integrated will be mapped, transformed (if required) & reconciled automatically.
All interfaces are to be self-checking so that any exceptions or data validation errors
are reported by the system. In addition, integration logs should be maintained that confirm
the success or otherwise of the interface, complete with control totals.
SW 10.1 Software Should Provide Suitable User Interface For The Following Activities:
Adding/Deleting/Modification of DTRs & DTCs.
Ability to monitor the condition of the DTCs.
Ability to Map DTC with Substation, Feeder.
Map the DTC with Zone, Circle, Division, SDO, Section office, Lineman.
Ability to Map DTC equipment/accessories with DTCs.
Ability to view DTC locations on Web Map/Mobile Map.
Notification from ERP, CCC, R-APDRP etc & vice versa
The attributes of DTRs & DTCs captured through DTMS shall flow to ERP/R-APDRP
system etc, in order to enable the end user to update the completion reports etc.
The DTMS shall capture the details of DTRs along with accessories from ERP/R-
APDRP system etc.
Generate the MIS reports & real time reports.
Ability to Update DTC Rating by Rating Staff of MESCOM.
Notification of Maintenance Schedule.
Alerts on abnormal functioning of Transformer on basis of various parameters.
SW 10.2 Proposed Features in Application:
The User will be logged with the user name & password with required security
features in the MESCOM Web site login section. The user ID shall be created on
considering the Organisation structure of MESCOM with proper hierarchy.
On logging in the user will be directed to the Main page which will be having tabs
linking to ERP & DTMS. After a successful login, the officers have the options of
selecting Existing ERP and DTMS. On selection of DTMS, the officer will be able to see
the dashboard of the DTMS. And all the functionality options should be made visible
based on user role. The user may either search for DTCs / DTRs from inventory or
browse through a list of the items on GIS map. The officers may only view items/edit
allowed by their authority level.
After the Officer login, the officer may be allowed for operations in the system like
adding assets to inventory, adding asset properties, view properties, edit properties
etc.
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The user with certain permission level can review assets (view audit options, audit
logs, produce report as well as output review).
Authorized users may audit the database. During an audit, the history of all
transactions of any database object (user, location, department, item, etc.) may be
viewed, and double-checked with the data obtained from other objects for internal
consistency.
DTMS system should have the option to be integrated and provisions shall be made
to integrate with Real Time Applications like Monitoring of Transformers/ MDM/
Outage Management etc. APIs should be developed to send & receive data from
modems/communication devices installed at the site. All the real time properties of
DTRs such as load, temperatures etc. are to be communicated in the APIs.
Mobile application shall have same functionalities as of web application.
The officers should be able to fetch the details on clicking the GIS view.
SW 10.3 Maintenance Scheduler
DTMS should be designed for the DTC maintenance as per the KPTCL manual for
maintenance of Distribution system & as per Standard of Performance (SOP) of Karnataka
Electricity Regulatory Commission (KERC). In addition, Service Provider has to comply any
other requirements from MESCOM.
SW 10.4 Rating of Transformer Center by MT Staff/TA & QC/Vigilance etc.
The system should have ability to update & view latest & past data of rating/TA&
QC/Vigilance etc., done on the DTC. The alerts should be generated on variation in
parameters on rating/inspection.
SW 10.5 Key Features in Web Application
User Dashboard with Analytics & notification.
Distribution Transformer Master.
Distribution Transformer Centre Master.
Distribution Repair Centre Master.
Distribution Transformer Rating Centre.
DTC Conditional Monitoring Master.
DTC location on Map view.
Create/Approve/ Updation of DTR & DTC.
Create Service Request for ERP, R-APDRP on conditional assessment like DTC failure,
period maintenance, breakdown etc.
Process of DTR scrap.
Process of DTRs on WGP & AGP.
Bulk uploads of the required Data to DTMS.
DTC‟s locations on GIS mapping.
Forms page for updating of data manually by the end user.
Maintenance Scheduler.
Transformer Tracking.
MIS & Reports system.
Any other requirements as desired by MESCOM.
SW 10.6 Features in Mobile App Application
All users must be able to access the mobile app with Android, Windows & IOS
mobile/Tab phones.
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Tab App should have ability of Self-Registration, Device Authentication, Device
Configuration.
Ability for attribute entry for DTR & DTCs with required form input type. The forms
need to be predefined so that all parameters required shall be captured &
updated.
Ability to capture the Geo-location, images with time stamping.
Ability to work offline while survey & upload on network availability.
Ability to work as per departmental work flow in process of updation.
Tab/Mobile app will be used for capturing DTRs data initially during creation of DTR
DB creation & whenever the DTR is commissioned / decommissioned the app will
capture DTC code & DTR code with time stamp & geo location.
The updated DTR & DTC data needs to be approved by the concerned authority in
case of repairs/maintenance/commissioning/Decommissioning.
The Tab/Mobile app shall have functionality for multilevel workflow & approval
matrix so that field official can send request through mobile app & approval can
also be given through this app only.
Note: The Service provider has to carry out the entire work during the contract period and
Service Provider has to make own arrangements for the necessary Tabs/Mobiles to carry out
the work.
SW 11.0 FUNCTIONAL REQUIREMENTS:
It shall be finalized in consultation with MESCOM, however the broad scope of
functional requirements as detailed below in addition to requirements mentioned in this bid
document:
Sl.no. Requirement
(A) User Administration
1
Ability for role & access based, wherein a user designated as Administrator shall
have the rights to assign & remove roles to a user by integration with existing ERP or
as desired by MESCOM.
2 The user types envisaged are:
(a) Admin Users (b) MESCOM Users (c) Other Users
3
Ability to create User ID shall be created in the name of designation based on
MESCOM hierarchy, organization structure of Corporate, Zonal, Circle, Division
Office, Sub-division Office & Section office.
4 Ability to change the name, address & contact information of users after logging
into the system.
5 Ability of the System to send e-mail password details to the e-mail address of the
person registered during User ID creation.
6 Ability to generate auto-email for notifying user about the User ID & password.
7
A user will have the “Forgot password” option, which when exercised will send a
password reset link to the e-mail address of the user registered in the system. The
user shall necessarily key in a new password while acting on the link.
8 “Admin” user will have the provision to reset password and generate a new
password for a user.
9 The geographical hierarchy of all the offices under MESCOM & Transformer Repair
Centre shall be separately built into the system.
10 Admin user shall have the provision to tag a user to a zone or a circle or a division
etc. The user thus tagged can update data and perform actions only pertaining to
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Sl.no. Requirement
the assigned Geography. If a user is tagged to a zone, he/she can access & act
on records as per the powers assigned to all geography (i.e. circle, division, etc.)
underneath the zone.
11 Admin user can disable a user ID & edit / remove powers assigned to a user.
12 The system must have proper security & maintenance facility which limits access to
the system & its various functions to the users delegated with appropriate authority.
13
Access to functions within DTMS should be restricted to authorized users. It should
provide logging by user and terminal, the date & time of all transactions with
details of creation, reading, updating & deletion of records.
(B) Integration & Data Migration
1
The solution should support export & import of data possible from different
Existing systems / databases in different file formats (Text, Excel, MS-Word, PDF,
XML) & on specified time intervals & Should support standard transport protocols
like HTTP, HTTPS, FTP, FTPS, IMPA & SMTP.
2
The solution shall provide application architecture which can be integrated with
existing applications like WAMS, MIS, CCB, GIS, Thermal Imaging of DTCs on GIS,
Enumeration of IP sets & DTCs in GIS & any other software developed by MESCOM
related to DTCs & DTRs.
3
The System shall have ability to integrate & extract Distribution Transformers related
data from existing system like WAMS, MIS, GIS & ERP of DTCs on GIS & Enumeration
of IP sets & DTCs on GIS system & any other software developed by MESCOM.
4 The system should support automatic extraction of data.
(C) Transformer Master
1
The system shall have ability to create Transformer with at least 50 attributes, following are
some of the attributes:
Location details: Sub Division, O&M Unit, Sub-station, Feeder Name, Feeder Code,
Village, Location (Longitude, Latitude), Urban, Rural, R-APDRP, Non-RAPDRP
Technical Details: Capacity, Mixed Load, Availability of GOS, Availability of Lightning
Arresters, Availability of DTC Meters, Availability of HT protection, Availability of LT
protection, Availability & status of Grounding in DTCs etc.
Existing Codes: DTCS code, Asset ID, Component ID, Location ID & Serial No.
Service Provider /Manufacturer Details: Make, Year of Manufacture
Project/Scheme: Water supply , Ganga kalyana, R-APDRP etc
HT Line Length, LT Line Length.
Financial Details: Warranty, Insurance, Original Cost, depreciation etc.
General information (e.g. description, make/model, quantity, acquisition date).
Posting information (e.g. commissioning date, expected life of transformer).
Purchasing information (e.g. Service Provider no., purchase order no., receiving no.).
Maintenance Details: Date of Maintenance, Oil Level etc.
Repairs Details: Last Repair (Major or Minor), Date of Repair, Cost of Repair.
Remarks.
As part of initial master data creation during the fixing of nameplate on DTRs and painting
of Unique IDs on DTCs the photographs along with Latitude & Longitude, timestamp, along
with User ID will also be captured.
2
Ability to automatically or manually allocate unique IDs upon creation of the DTRs master
record. The System shall generate Unique Asset ID & Location ID for DTRs & shall record and
maintain any previous name/ID under any existing application for eg: it should map the
unique ID with existing R-APDRP (Asset ID, Component ID, Location ID).
3 Ability to automatically or manually allocate a unique Location IDs for all existing location
for DTRs whether in field, stores, transformer banks & repair centers & also upon creation of a
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Sl.no. Requirement
new location i.e., Field, transformer repair. The System shall generate Unique Location ID for
DTRs & shall record & maintain any previous name under any existing application for eg: it
should map the unique ID with existing R-APDRP (Asset ID, Component ID, Location ID).
4
The system shall automatically pull and process Transformer data fields from external IT
systems such as WAMS, ERP, TRM etc. If there are discrepancies between the data provided
by external IT system & the Transformer master, such discrepancies shall be identified and
shown to a designated user for further action.
5
The system shall allow designated user to perform following modifications:
Transformer Master record creation.
Deactivate master record (this should be automatic upon scraping of asset).
Change to location/reporting unit.
Change in assignment of asset to asset class.
Change in asset useful lives.
6
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 expected life of transformer.
Mass change in Transformer Serial Number, ID etc.
Mass change in locations/reporting units.
7 Provide audit trail for creation, amendments, transfer and deletion for all asset
group and sub groups
8
Ability to capture disposal information such as:
Date of disposal.
Cost, accumulated depreciation and net book values written off.
Sales proceeds.
Gain/loss on disposal.
Reasons for disposal.
(D) DTMS Mobile App
1 All users must be able to access the application with Android, Windows & IOS
mobile phones. All users must be able to access.
2
The mobile Based web page should have following functionalities:
Self-Registration: Device application will have self-registration form (with
generic user registration fields) to send request to server application for
authorizing the device. Once the request submitted to server, the administrator
or other authorize person will take action of received requests.
Device authentication: The tablet/mobile application should have functionality
to authenticate itself from server to unlock for various operations and it will be
based on device IMEI number. The application will send request to server with
device IMEI number for authorization. If device IMEI number is registered and
activated in the system for data collection task, then device application will
unlock for various operations.
Device Configuration: Application will have functionality to configure itself
automatically based on the device IMEI number. Each device will be
authorized to work in particular administrative unit (i.e., sub-division, O&M etc).
Once device authorize for DTMS operations, the device specific master data
and forms should be downloaded automatically from the server. Also, for future
downloads only differential data should be downloaded from the server to
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Sl.no. Requirement
conserve bandwidth and processing at device & server end.
3 Support for typical data Entry features: This must include text, selections, photos,
Geo tagging and time stamping of reports & images.
4 Advanced form based data entry with ability for pre-loaded Transformer
IDs/project names/ location/Capacity/Make village lists etc.
5
Ability to work offline while taking reports in remote areas, save multiple reports
temporarily until data is sent later via mobile network (GPRS data capability) or
WLAN (WiFi).
6 Ability to work offline is a key requirement and all other features must work on
offline datasets with synchronization aspects being automatically taken care of.
7
Web based multi role managerial login to allow the system to function as a report
viewing interface & communication platform. This needs to be customized as per
departments‟ processes.
8
Ability to generate Reports in PDF/MS office format. As required, the agency would
be instructed to create report templates in specified formats and layouts with
appropriate header graphics. Changes to such templates will be done without
additional cost till contract period.
9 Support for commonly available Android, windows and IOS mobile phones.
10
Ability to Automated, manual & push based synchronization mechanism must be
employed to ensure that the datasets such as list of schemes are up to date on
the mobile devices.
11
DTRs Tracking & data capturing: The mobile based app will be used to capture DTR
data initially during DTMS database creation and also whenever the DTRs is
commissioned/decommissioned the mobile app will capture the photograph of
DTR with Unique DTC (location ID) & DTR ID with time stamp & geo-location
(Latitude longitude). The data should be stored in encrypted mode in device local
cache.
12
The uploaded DTR data need to be approved by concern authority in case of
repairs/ maintenance/commissioning/Decommissioning. The mobile app should
have functionality for multilevel workflow and approval matrix so that field official
can send a request through mobile app and approval can also be given through
mobile app.
(E) Integration with existing ERP Store operations & Repairs Management
1 Ability to categorize stores as Central Stores, Divisional store & transformer Banks.
2
Ability to undertake following workflow based store activities as per MESCOM processes:
Receipt of DTRs, Issuance of Transformer & Maintenance of Daily Transformer Register
(DTR).
Preparation of Gate pass for Transformer issued and supervision over issue of material,
loading of trucks and checking thereof with Gate pass.
Physical verification of DTRs.
Ability to maintain DTRs receipt.
Ability to capture the details of DTRs receipt such as DTRs Receipt number, date, supplier
details, Delivery challan number and date, Part/Full supply should be captured as part
of DTRs receipt in addition.
Ability to associate DTRs receipt to Purchase Order number.
Ability to capture details of DTRs like code, description, quantity received, quantity
accepted should also be captured.
Ability for quality checking process for the received DTRs.
Ability to generate receipt of items internally returned by the employees along with
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Sl.no. Requirement
details like receipt no, date, employee details, department, stores, item, description,
quantity & reason.
Ability to identify the indent by a unique indent number.
Ability to capture the details of the Indent like Date of Indent, Item code, Description,
Quantity requested, Quantity Delivered, Required Ability to record Date of delivery,
indenter etc.
Ability to maintain the status of the indent.
Ability to maintain the DTRs registers.
Ability to capture the details of defected/under repair DTRs & provision to maintain the
purchase return details.
Ability to make adjustments to inventory after physical audit.
Ability to capture details of issue of DTRs like DTRs issue number, date, issued by, issued
from store, received by & indent number.
Ability to record and maintain details of Material like code, description, requested
quantity, quantity issued & quantity pending should also be captured.
To maintain register of transformer under scrap, failed transformer beyond guarantee
period and sending for repairs.
Inter Store transfers.
Maintenance of time stamp based receipts on issuance & receipts of DTRs.
The provision of above features shall be incorporated in the software in consultation with
IT Team of MESCOM before finalization of SRS document.
3
Ability to undertake following Maintenance/Repairs Activities:
Ability to upload the list of routine maintenance plan as well as minor/major repairs.
Ability to view the list of pending routine maintenance plan/minor/major repairs.
Ability to raise maintenance execution orders pending list as SMS alerts at defined
intervals to concerned officials/repair centers to assist proactive work plans.
Ability to raise the flags to the concerned officials/repair centers assigned for the Routine
maintenance & repairs.
Ability to receive the details of DTRs faults in the database.
Ability to list and raise the alerts to the concerned personnel allocated for handling the
repairs & also generating alerts in case of delays.
4
Provide a tracking feature to monitor & record information about the location &
movement of DTRs.
Record information about movements including: • unique IDs (nameplates) of the DTRs;
• current location as well as a user-defined number of previous locations (locations
should be user-defined); • date item/time stamp sent/moved from location; • date item
received at location (for transfers); & • user responsible for the move (where
appropriate).
Support tracking of DTRs by the provision of request, check-out & check-in facilities that
reflect the current location of the DTRs concerned.
Ability to generate various tracking reports.
System should automatically prioritize the repair of transformer/auto scheduling of
repairs based on type of DTC/need based. (based on operation section prioritization
matrix) Manual scheduling option also should be given.
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Sl.no. Requirement
5
Ability to track the movement of DTRs from field to Store to Repair centre based on
Mobile app and generating time stamp receipts for movements between fields to
Store to Repair centre. For example (illustration purpose)
Detailed Track Events For Transformer ID KA0123456789.
Date Time
Stamp Details Status
01/10/2017 11:23:56 LOCATION ID 0123456789 Failed (complaint Docket
no.)
01/10/2017 13:00:56 LOCATION ID 0123456789 Transformer Decommissioned
by USER ID
01/10/2017 16:05:26 DIVISIONAL STORE (ID) Transformer Received
02/10/2017 10:25:28 DIVISIONAL STORE (ID) Dispatched to Minor Repair
Centre (ID)
02/10/2017 12:00:20 Minor Repair Centre (ID) Transformer Received
04/10/2017 10:30:25 Minor Repair Centre (ID) Transformer Ready for Testing
05/10/2017 12:30:05 Minor Repair Centre (ID) Transformer Tested
05/10/2017 16:30:00 DIVISIONAL STORE (ID) Transformer Received
06/10/2017 10:21:21 DIVISIONAL STORE (ID) Transformer Issued to USER ID
06/10/2017 14:00:21 LOCATION ID Transformer Commissioned
by USER ID
6
Ability to show exact location and status of transformer/s i.e., under transition, In
stores, Under minor repairs/major repairs, commissioned etc. with exact time stamp
of the status.
7 Ability to raise SMS/Emails alerts in case of any delays in transitions, repairs etc. as
per standard operating procedure.
8
Ability to show/track status of transformer movement & link to particular location
i.e., under transition to Central Stores, In repairs in Repairs Centers.
(F) Alerts & Notification
1
Ability to generate following alerts & send notification/alert messages to MESCOM
officials as per approved escalation matrix.
Delay in repairs/transformer maintenance.
Delay in movement/transition of DTRs from stores/repair centers/stores.
In case of missing nameplates from field/repair centre.
Failure of transformer with Guarantee period & warranty.
The failure rate higher than 5% of the repaired good Transformer repaired by
the firm in particular geography/Division/Sub-Division.
Delays in collection of DTRs from repair centers.
2 Alert Messages/Notification to be generated in following ways:
SMS on the user registered mobile & higher official/s as per escalation matrix.
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Sl.no. Requirement
App based notification/alert on user mobile phone.
E-mail on registered email IDs.
Alert/Notification with DTMS application.
3 Ability to send reminder against the alerts/notification in case of non-performance,
delays etc in resolution of alerts/notifications
(G) Dashboard & MIS
1
Ability to generate following reports:
Total number of transformer failure per month per geography
(O&M/Subdivision/Division/Circle/Zone in MESCOM).
Total number of DTRs on daily basis ((O&M/Subdivision/Division/ Circle/Zone in
MESCOM).
Performance of Repair Centre in terms for number of days taken for repairs,
transformer failed within guarantee period.
Total expenditure on DTR repairs / office wise including the oil usage,
maintenance – need balance sheet.
Any additional requirements as per the directions of MESCOM shall be
provided.
2
Ability to show the consolidated statement/MIS showing the status of transformer
failed with exact status of O&M activities i.e., DTR replaced, DTR yet to be
replaced with time stamps, DTR ID, Date of Failure, Docket Number, DTR Capacity
& Concerned Official. The Consolidated statement should have drill down options
so that the Concerned Official can see all the status of failed transformers under
his/her jurisdiction.
3 Ability to show Alert Messages/Notification generated.
4 Ability to send reminder against the alerts/notification in case of non-performance,
delays etc., in resolution of alerts/notifications.
(H) Workflow
1
The DTMS will have all the workflows for all the following processes:
DTRs creation along Unique ID (Web Based & app based application).
Location ID creation (Web Based & Mobile app based application).
Integration with ERP Store Management workflows (Web Based application).
Repairs Management Workflows i.e Minor/Major/Mass Repairs & preventive
maintenance (Mobile app & Web based application) and Scrap workflows.
Field activities i.e commissioning/decommissioning of DTRs ((Mobile app and
Web based application) with integration of ERP.
Bill Generation for DTRs repairs (Web Based application) integrated with ERP.
It is clarified that Service Provider will change/modify the workflows in case of
any changes/modification in workflow till the Go-Live.
2 Ability to a parallel routing functionality in business processes.
3 Ability to support for simple single step workflows for review & approval.
4 Ability to associate workflows with different Document Types.
5 Ability to obtain collective review feedback on a document from multiple
reviewers.
6 Ability to trigger a document workflow manually or automatically (for example
upon upload or edit).
7 Ability to support for recording and displaying Workflow History.
8 Ability to support for assigning, viewing tasks and alerting users on tasks.
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Sl.no. Requirement
9
Ability to support for common workflow actions such as sending e-mail
notifications, copying, moving documents, conditional branching and looping of
actions, and others as per MESCOM requirement.
10 Ability to support for Work Queues and task prioritizations
11
The DTMS will have following functionalities:
Should have the functionality of the design, implementation,
simulation, optimization and re-deployment of business
processes.
Should have the functionality of public mailboxes allocation &
management of group work tasks.
Should have the functionality of the private mailboxes for the
award and manage individual work tasks.
Should be supported to carry out simple (review, approve)
the business processes
(I) Repairs Billing
1
DTMS shall be designed such it has the following provisions -
Provision to generate bills for DTRs repaired as per the approved Rates (Minor
Repairs & Major Repairs) and as per the prescribed of MESCOM (MESCOM will
provide the format for Bill Generation as per the approved rates).
View MESCOM Repairs rates for Minor/Major Repairs activities or Rate
Contracts.
Provision to attach scan copy of bills with system generated bills.
Ability to send the bills as per the workflow to designated official of MESCOM &
also send reminders.
Ability to take transformer ID repair details the approved rates directly based on
actual repairs rather than manually adding the details.
2 Ability to show the status of bill generated as pending, under process, approved,
rejected, additional information required etc.
3
Ability to send additional information request by Accounts Officer to Transformer
Repair Centre in case of discrepancy. Ability to issue notifications/alerts in case of
delays in processing of Bills to designated officials as per escalation matrix
(approved by MESCOM).
4 Ability to generate monthly MIS of total bills generated & approved, Average time
taken to approve bills (MESCOM Wise, Zone/Circle/Division/Sub-division wise).
5 The provision of above features shall be incorporated in the software in
consultation with IT Team of MESCOM before finalization of SRS document.
SW 12.0 NON-FUNCTIONAL REQUIREMENTS:
The DTMS should meet the following non-functional requirements.
SW 12.1 Usability:
The web interface of the system will be designed to be concise & user-friendly, with a
graphical interface to help users identify the proper choice on the screen. An online help will
be provided for the users. Users are expected to be able to use the system productively with
minimal or no training.
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SW 12.2 Reliability & Robustness:
The system should be available at all times (24 x 7) except for monthly maintenance of
not more than 10 minutes. The system backup onto a second server will be performed during
the maintenance time as well as once daily (at midnight) & system recovery will only be
executed as necessary. In addition, it should be able to have the provision to meet the
requirement to help recover in the event of hardware failure, if secondary server is present.
SW 12.3 Verifiability:
All critical transactions will be recorded in a separate table in order to allow for auditing
the database system, such that all suspicious records may be easily tracked and the
appropriate record double-checked as necessary. The audits must be performed by an
authorized user, with special privileges granted to allow visibility of the auditing function and
associated records in the database.
SW 12.4 Performance:
All pages should be loaded within three seconds or less, assuming a broadband
connection on the client side. Therefore, response time for transactions will be three seconds
or less. The system should support as many as 500 online users simultaneously with negligible
response delay.
SW 12.5 Portability & Interoperability:
As a web-based application, the system will support the latest version of the majority of
browsers such as Internet Explorer, Firefox, Chrome and Safari, as well as common mobile
operating systems (Android, Windows, iOS, etc.). In addition, the system should be easily
migrated to other platform in case of hardware failure in both servers.
SW 12.6 Security:
Only authorized users will be permitted to access the system. The system will provide
additional security means to protect itself from automated attacks by using methods such as
“CAPTCHA” when processing login requests in special cases (when the user has elevated
privileges, or when a user repeatedly attempts to login without success). The system will
provide the users with a secure way to change their passwords, whether when initializing a
new account or by user request. If requested, we will upgrade the system to use the HTTPS
protocol in subsequent iterations in order to prevent unauthorized third-party viewing of the
contents, though the university would be responsible for providing the proper certificates in
such a scenario.
SW 12.7 Maintainability:
The standardized design and implementation documents will be provided in order to
maintain the system. All changes will be documented. A standard architecture will be
applied and therefore the system should be easy expandable, allowing for quick evolution of
the software to adapt to possible situations in the future. In addition, these documents should
allow third parties to be consulted should the inventory system exhibit abnormal behavior.
SW 13.0 TECHNICAL REQUIREMENT OF DTMS SOFTWARE:
The Service Provider should implement robust framework by keeping in mind the
importance of DTMS software. The DTMS application will be integrated with the existing ERP,
R-APDRP, Enumeration of IP sets, CCC & DTCs on GIS, ERP of DTCs on GIS, Feeder Master
Data Management (MDM), Total Revenue Management Application & any other related
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newly developed / changed software in MESCOM to get the related data. The framework is
structured in three layers:
a) Presentation Layer
This layer is responsible for interacting with the users. This layer comprises of the GUI
screens that act a media for accepting & validating the input data, for depicting required
information, for showing reports etc. This layer should bring a clear separation between the UI
design & the underlying business logic. The presentation layer should be designed in such a
way that any customization / changes in the UI design will not have an impact on the
business logic or vice versa.
b) Business Layer
All the business processes of the application should be addressed through the number
of components, entities, agents & interfaces in the business layer consisting off:
i. Business Components - Business components are the software realization of business
concepts. They are the primary units of design, implementation, deployment,
maintenance & management for the life cycle of the business application. Business
components encapsulate the business logic, also called business rules.
ii. Business Entities - Business entities are data containers. They encapsulate and hide
the details of specific data representation formats. The changes to the underlying
data formats will not affect the data consumers.
iii. The external system like Billing & CIS will be integrated at this level using custom
integration components.
c) Data Access Layer
The business components can access the data available in the data repositories only
through the data layer. The data layer consists of Data Access Components. Data access
components available in this layer are responsible for exposing the data stored in the
databases to the business layer. These components isolate the business layer from the details
of the specific data storage.
d) Integration Gateway
The Service Provider shall use/integrate with MESCOM‟s existing gateways such as Email
to send out alerts & notifications. The online users will receive an e-mail notification with the
transaction details (DTRs Repairs/maintenance/store transactions etc). The Service Provider
will have to develop the required interfaces for user & business layer to get integrated to SMS
& emails. Service Provider shall procure, install & implement the SSL Web Server certificates for
online security.
SW 14.0 OTHER REQUIREMENTS
1
Proposed solution shall be combination of web & mobile based solution. The
application required at a central server shall be remotely accessible through
web interface. The system shall be made available purely as a web interface
for client machines, and should not require any special installation etc. It should
be browser independent, and work on all the browsers (both on mobile &
computers), i.e. Chrome, Firefox, Internet Explorer, Netscape & Dolphin.
The App for tablet/phones should be available on the web application & can
be downloaded & installed on tablet/phones. Mobile application shall be an
Android based native application which would work even in the absence of
network. Web application should be accessible using standard Web-Browser
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without any need for extra application client software. Application should be
compatible with all leading browsers i.e. Chrome, IE (9.0 to 11 minimum),
Mozilla, Safari etc.
2 The system should be designed in manner that operational data is not lost in
case of any failure of equipment or communication network.
3 The system shall be role based such that Admin user has the flexibility to assign
& remove powers to the various users
4
The Service Provider shall implement Transport Layer security using Secure
Sockets Layer (SSL). The cost of SSL certificate shall be accounted in the bid
price.
5
The DTMS shall be deployed in the MESCOM Data Centre or space provided by
MESCOM using the server infrastructure procured by the software Service
Provider. The server side infrastructure bill of quantity & associated costs shall be
separately shown in the bidder‟s proposal.
6
The servers should be sized to handle the entire software functionality &
workload envisaged in this document. The DTMS application must support up to
500 (concurrent) users at any point of time and should be capable of
accommodating additional concurrent users of MESCOM in future. The user
includes Store officers, O&M Staff, Accounts Officers, etc.
7
The system shall be deployed in a load balanced mode with redundancy in
web & application layers with Active-Active configuration. The database shall
be replicated with Active-Passive configuration.
8
The system shall not have any license restrictions on the number of users or
number of CPU‟s or Cores and in any other scalability aspect. The Service
Provider is strongly recommended to use open source system software & Use an
open source database such as Postgre SQL (same shall be considered for
quoting the prices in the price schedule).
9 The system shall have robust Identity & Access Management (IDAM) controls,
wherein the access rights assigned to a user will be verified during login.
10
The system shall have the provision to send e-mails as a result of certain pre-
defined set of actions (e.g. send password activation link in case of forgot
password).
11 The system shall be role based such that Admin user has the flexibility to assign
& remove powers to the various users.
12 The proposed solution should have necessary security & non-editable audit trail
features.
13
The solution architecture shall be based on Open Industry standards and
Protocol. The Service Provider shall purchase at least 24 x 7 support for open
source software for a period of 3 years.
14 The solution shall provide an application architecture that is integrated using a
middleware technology.
15
The source code of application with prologue comments shall be provided
along with documentation. Intellectual Property Rights (IPR) of this DTMS
application shall rest with MESCOM only. MESCOM reserves the right to make
this software freely available to any agency of its choice with no restrictions
whatsoever in near future.
16 The solution shall provide all the relevant leading technology (e.g. XML, Flat file,
messaging etc.) to meet the integration requirements.
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17 The solution shall maintain integration logs that confirm the success or otherwise
of the interface, complete with control totals etc.
SW 15.0 BROAD SECURITY REQUIREMENTS FOR DTMS:
The Security features should be compliant with the e-Governance Security Guidelines
(e-Govt. Security Standards Framework).
i. All systems should have integrated security features that are configurable by the
system administrator to control access to the application, functional modules,
transactions & data.
ii. The applications should require the use of unique user IDs & passwords for
authentication purposes.
iii. The application should allow for the following:
a) The enforcement of password standards.
b) The establishment of a specified period for password expiration.
c) The prohibition of recent password reuse.
iv. System administrator should be able to define functional access rights & data access
rights by assigned user ID, functional role & owner organization.
v. The systems should permit the system administrator to assign multiple levels of rights to a
single user.
vi. System administrator should be able to restrict access to sensitive data elements by
named user, groups of users or functional role.
vii. System should be auditable as per requirements from time to time.
viii. System should have audit logging capability to record access activity, including the
following:
a) All log-in/log-out attempts by user & workstation.
b) User-submitted transactions.
c) Initiated processes.
d) System override events; and direct additions, changes etc.
ix. System should provide the ability to query the audit log by type of access, date & time
stamp range, user ID or terminal ID.
x. Proper protection against malicious software should be ensured. This would include
implementation of an effective anti-virus solution, scanning viruses at regular intervals or
on certain triggers & updating the solution as & when new patch is received from the
anti-virus solution provider.
xi. It 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.
As per IT Industry standards, MESCOM will undertake an exercise of Audit & Certification
of DTMS through a third party agency, after the completion of system implementation. The
following methodology should be adopted by the Service Provider:
i. MESCOM will nominate a suitable, neutral & technically competent third party
agency or agencies for conducting audit & certification for DTMS Software, upon
intimation by the Service Provider that the system implementation is complete.
ii. The system shall be audited through a CERT-IN enrolled audit agency. MESCOM
shall pay for the Third Party Audit.
iii. The agencies nominated by MESCOM shall establish appropriate processes for
notifying the Service Provider of any deviations from the norms, standards or
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guidelines at the earliest instance, after noticing the same, to enable the Service
Provider to take corrective action.
iv. Such an involvement & guidance by the agencies shall not, however, absolve the
Service Provider of the fundamental responsibility of designing, developing,
installing, testing & commissioning the various components of the DTMS project to
deliver the services in conformity with the SLA & the agreement.
v. All the changes suggested by the third party audit agency should be
implemented by the Service Provider upon acceptance & approval by MESCOM.
The Service Provider should extend all the support to MESCOM nominated Third
Party Audit Agency (TPAA) for all the activities related to audit & certification.
SW 16.0 PROJECT MANAGEMENT UNIT & MANPOWER RESOURCES:
The Service Provider shall provide separate resources for different tracks of the project.
The entire project team will report to Executive Engineer (IT) & the software shall be
developed in consultation with IT Team or any other official designated by MESCOM. The
activities under “Pre Rollout” tracks have been clubbed as these activities/tracks are
overlapping with respect to timelines. An illustrative team with requirements are given below.
However, the Service Provider will have to adhere to the minimum qualification of the
personnel mentioned below. An indicative team is given below:
Personnel Responsibilities Min. Qualification Pre Rollout ( Up
to Pilot Sign off)
Post Rollout
Project Manager
(For all meetings /
discussion with
MESCOM)
Program
Management
Responsible for overall
stakeholder
management &
managing different
tracks of Program
office Single Point of
Contact for DTMS
Fluency in Kannada
& English. (Speaking,
reading & writing)
At least 5 years of
experience in
managing IT
projects (Preferably
in Government
Sector projects)
B.E./B.Tech./MCA+
MBA,
PMP Certification will
be an added
advantage
First one month
on full time
basis in
MESCOM
During Contract
Period as and
when required
by MESCOM
Implementation
Manager
(Minimum 1
resources) placed
in each Division
Managing the entire
fixing of name plates
& day-to-day
operations of the
project
Monitoring
performance &
efficiency of various
Fluency in Kannada
& English (Speaking,
reading & writing)
At least 3 years‟ of
experience in
managing IT
projects (Preferably
in Government
Full time basis
in Pilot project(
shall be
finalized in
consultation
with MESCOM)
During Contract
Period as and
when required
by MESCOM
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activities
Reporting to
concerned MESCOM
regarding progress of
the project on
periodic basis
Sector)
B.E./B.Tech./MCA+
MBA
Development
Lead (For all
meetings/discussi
on with MESCOM)
Software / Application
Integration with
existing application,
Transformer Database
creation
Development &
leading the
development team
At least 5 years of
professional
software
development
experience
should have in
depth knowledge
about the
technology
proposed in the
solution.
Experience in
working with a team
of developers.
Excellent problem
solving abilities &
detail orientation.
Should have
excellent verbal &
written
communication skill
B.E/B.Tech (IT/CS) /
MCA
Full time basis
till pilot sign off.
During Contract
Period as and
when required
by MESCOM
The Service Provider should provide details of the proposed project structure identifying
key individuals, e.g., Project Managers & their roles, including the number & location of
proposed analysis/development personnel. Resumes or a personal profile, certificates etc.,
should be provided for key personnel of his organization for the project.
SW 17.0 OPERATIONS & MAINTENANCE:
The Service Provider shall provide Operations & Maintenance for the entire DTMS
including Application, IT & Non-IT infrastructure for a period of Two years from the date of
final Go-Live of entire MESCOM during normal working hours of MESCOM offices. The support
will address all user level queries, fixing bugs, data backup & archiving, enhancements,
changes to configurations, customizations, patch updates, upgrades, database
administration, security etc. At least one software developer and one on-site project
management resource person shall be dedicatedly deployed in the project during the
maintenance phase in corporate office MESCOM. The cost of these two resources shall be
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included in the bid price. The Operation & Maintenance of the Overall System Solution
(including but not limited to Hardware, System Software, Application Software & other
Infrastructure). These services shall be accessed through a Single Point of Contact (SPOC).
The Service Provider is expected to plan for contingencies.
The Service Provider shall provide the following:
a) Technical Support for reporting field user incidents / issues / problems & also online users.
b) Provide necessary channels for reporting issues. The incident reporting channels could
be the following:
i) Specific E-Mail account.
ii) Online reporting through a web based form.
iii) Provide mobile/telephone numbers for logging complaints.
c) Escalate the calls, to the appropriate levels, if necessary as per the escalation matrix
agreed between the Service Provider & MESCOM. The escalation matrix shall be
developed by the Service Provider in discussion with MESCOM.
d) Co-ordinate with respective O&M for closure of calls.
e) Creation of knowledge base on frequently asked questions to assist field user
departments in resolving basic issues themselves.
f) Providing feedback to callers.
g) Service Provider will be required to maintain daily backups of the database on reliable
backup media like DAT drives, CDs, tape etc.
The Service Provider shall provide support services to track & route requests for service
& to assist end users in answering questions & resolving problems, at field offices.
SW 18.0 KNOWLEDGE TRANSFER:
The Service Provider should ensure that the entire data & application software along
with source code is smoothly transferred to the MESCOM requirement at the end of the
contract period and as mentioned in bid document clause no SW 6.12. Necessary Technical
support should be ensured by Service Provider in such an event for smooth functioning of the
application software at MESCOM.
SW 19.0 TRAINING:
The Service Provider shall be responsible for providing training to various target groups
consisting of core IT Team, System Administrator (IT), Database Administrator (IT), End-Users
etc. Training should be provided covering all the contents of the package. The Service
Provider should explain how it is proposed to conduct the training program by outlining
course contents & duration. This includes the training required for users as well as for IT Wing
MESCOM.
The Training programs will cover all the information and instruction necessary to permit
System Administrators, System Users and Management Users, to perform designated
operational and maintenance activities safely and efficiently over the course of the
contract. The Service Provider must provide the training courses for the type of audience with
a maximum class size of 30 per course. Preceding implementation, the Service Provider will
be required to deliver two instances of System Administrator training (separate session days),
two instances of System User training (separate session days), and one instances of
Management Users (separate session days).
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Training shall be provided to various teams of the MESCOM personnel in the following
areas:
a. Training in system software.
b. Full-fledged training on workflow and the application software operation.
c. Training on fault reporting procedures for the DTMS Software.
d. User training
On the job training to the SDOs/Section Officers.
On the job training to the Division/Circle/Zonal/Management.
All required infrastructure for the training will be provided by the MESCOM and venue
of the training shall be decided by the MESCOM. The Training Server shall be set up by the
Service Provider at MESCOM‟s Data Centre. All training shall include practical sessions in
which live hands on experience is required to be given to the trainees.
The GIS Survey and capturing of the required attributes for assessment of DTC‟s is to be
given on the batches of Division offices on live.
MESCOM reserves the right to change reasonably the number of training
programs/batches, team size, Training Dates, Venue etc.
Training Study material for each program in soft copy and hard copy shall be provided
by Service Provider to the MESCOM. Self e-learning training kits of the entire solution to be
provided by the Service Provider to the MESCOM. Training could have multiple
sessions/stages as per the need and requirement of the project/application. There should be
sufficient number of trainers in every training session for conducting the training program.
Training methodology will be an interactive workshop. The success of the training will be
determined by the ability of the participants to clearly understand how to use the system
with minimal help. The content of the training plan & schedule shall be mutually decided by
the MESCOM and the Service Provider later at an appropriate time period.
The Service Provider shall ensure that all the training documentation in Hard copy and
Softcopy is in place (user training, operation procedures, visual help-kit etc.) MESCOM will be
responsible for approving training & course content, including initial training (preceding
implementation) and refresher sessions (post implementation). The Service Provider must
submit the course syllabus, schedule, all training related resources and
handout/supplementary materials (in electronic format), and the names and qualifications
of the instructors to MESCOM, for approval, at least 10 working days in advance of the first
training session.
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SECTION: 4
GENERAL TERMS AND CONDITIONS OF TENDER (GTC)
GTC 1.0 GENERAL INSTRUCTIONS:
a) The Bidders shall bear all costs associated with the preparation & uploading of bids to
e-procurement portal & MESCOM shall in no case be responsible or liable for these
costs.
b) Bids submitted within the scheduled date & time shall only be eligible for further
processing of the bids.
c) Any bid submitted after the last date & time specified will be rejected even, if it is
accepted by the e-procurement portal.
d) Date & time stamp of the e-procurement portal system shall be final in deciding the
time of submission of bid. Decision of MESCOM in this regard shall be final & acceptable
to all the bidders.
e) MESCOM at its discretion may extend the last date for the submission of bids and / or
may amend the bidding.
f) The bid documents uploaded shall bear the signature, address & company seal at the
bottom of each page of the bid including the schedule in which the rates are entered.
g) For any deviation, the bidder may give an alternative offer, but the bidder shall quote
for the base offer as specified. However, the option to consider the alternate bid lies
with the MESCOM.
h) Bids with major deviations are not acceptable. Deviation against terms of payment,
delivery schedule, force majeure, Contract agreement & performance security, suit or
proceedings, performance particulars of goods to be supplied, performance
guarantee clauses of bid document constitutes major deviation.
i) No enhancement of rates once accepted will be considered during the currency of
contract, except as provided in the contract.
j) MESCOM reserves the right to accept any or reject any/or all the bids. However,
reasons for rejection would be recorded as per KTPP act.
k) Bidders shall quote in Indian Rupees only.
l) MESCOM reserves the right to verify the information / documents furnished by the
bidders.
m) The original documents should be produced for verification at any stage of tender
process as & when sought for, failing which, the bids are liable for disqualification.
n) MESCOM on detailed verification / investigation finds the bidder not satisfying the
qualification requirement, the bid will be rejected & the EMD furnished by such bidders
will be forfeited.
o) If the Prospective Bidder has not uploaded the required documents as per the tender
conditions will be summarily rejected.
GTC 2.0 PERIOD OF CONTRACT:
Initially One Year from the date of Detailed Work Award (DWA) for Design,
Development and Implementation of Distribution Transformer Management Software i.e., till
Go-live in all the offices and Maintenance and Application support for Two years from Go-
Live of Entire MESCOM (Declaration of project completion). This contract period includes
Completion Period plus 2 years Guarantee period including maintenance. However, the
satisfactory performance & maintenance will be evaluated every year.
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The Service Provider is solely responsible for completing the project as per the
schedule. In case project gets extended due to the delay attributable to service provider the
contract period gets extended to that extent. The Service Provider shall extend the bank
guarantee etc at his own cost for the entire contract period without any extra cost to
MESCOM. However, the SLA will be applicable for the delay.
GTC 3.0 COMPLETION PERIOD:
The Roll out to all the offices of MESCOM shall complete with in 1 year from the date of
issue of DWA or successful implementation of the entire project as per the requirement of
MESCOM whichever is later and the Roll out plan is as below;
Pilot run at One Division having One Urban & One Rural Sub-Division (22 Weeks).
Go-Live Implementation (30 Weeks)
GTC 4.0 TIME SHEDULE:
The basic consideration and the essence of the Contract is strict adherence to the Time
Schedule in performing the specified Works.
i. The work Contract is valid for Three years from the date of DWA.
ii. The successful Bidder should prepare detailed PERT chart for the quantity of DTRs & DTCs
awarded Division wise with covering 12 months of Phase I&2 (not Bar chart) and submit to the
MESCOM within 15 days from the date of LOI.
GTC 5.0 GUARANTEE:
a) The Supply & Installation shall be guaranteed for satisfactory performance during the
contract period. The Service Provider shall furnish an undertaking letter.
b) The Service Provider shall guarantee quality, efficiency & performance standards of the
equipment amongst other things as per the latest Industry Standards.
c) The Service Provider shall provide on-site comprehensive guarantee for the contract
period on Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc, from the date of
satisfactory installation & commissioning against any manufacturing defects or of poor
quality, non-functioning / malfunctioning.
d) The Service Provider shall furnish copies of test certificates of materials used for the
equipment wherever applicable.
e) The Service Provider shall be liable for the prompt replacement of any defective parts
without extra cost to MESCOM.
GTC 6.0 REPLACEMENT OF DEFECTIVE / DAMAGED PARTS & MATERIALS DURING PRE-
COMMISSIONING PERIOD:
i. The Service Provider shall be totally responsible for all loss or damage to the equipment
until the equipment is commissioned.
ii. If the material / equipment or any portion thereof is damaged or lost during transit the
Service Provider shall immediately arrange to supply these material / equipment
without waiting for insurance or any other claims without unnecessary delay in putting
the equipment in use.
GTC 7.0 TERMS OF PAYMENT:
The Service Provider selected shall be paid based on completion of milestones. The
payment to be made for completion of the various milestones which are listed in the Table as
shown below:
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GTC 7.1 Payment for the Software and Hardware (Schedule A & C):
Payment pertaining to Supply of Hardware and Software will be made in Corporate
office.
GTC 7.2 Payment for DTRs works & Survey of DTCs works (Schedule B):
The Service Provider has to submit the invoices/bills to the respective Executive
Engineers of O & M Divisions on completion of all works of DTCs & DTRs. Payment pertaining
to work involving DTRs & DTCs will be paid in Divisional Office after completion of the DTRs &
DTCs quantity mentioned in DWA.
GTC 7.3 Payment of Contract period of Maintenance & Support of DTMS Project
(Schedule D):
The Service Provider shall submit the bill for 2 years contract period on Quarterly basis
after Declare Go-Live in MESCOM. After the certification from the Executive Engineer on the
bills along with counter sign of SEEs of O & M Circles. Then the bills shall be forwarded to
EE(IT) & in turn the bills will be send to CFO, Corporate office, MESCOM for payment.
Milestone Activity TimeLine Payment Breach of SLA
I II III IV V
M 1 On successful Sign-
off of SRS
8 Weeks 15% of Software Cost 15% of allowable
Software cost (col
IV) for each week
delay.
M 2 On successful Sign-
off of UAT
M1+3 Weeks 15% of Software Cost 15% of allowable
Software cost (col
IV) for each week
delay.
M 3 Delivery of
Hardware after UAT
Sign-Off
M2+2 Weeks 90% of Hardware
Supplied
15% of allowable
Hardware cost
(col IV) for each
week delay.
M 4 Pilot Run Sign-Off M3+9 Weeks [30% of Software +
Actual Quantity of work
as specified in Schedule
B (3) of SW 8.0 + Actual
Quantity of work as
specified in Schedule B
(4) of SW 8.0] in pilot
area, only after
completion of 100%
quantities as specified in
the DWA. However,
payment will be made as
per actuals of survey
beyond the quantities
mentioned in DWA
subject to clause no
4% per Number of
uncompleted
DTR‟s & DTCs
allocated per
division per week
delay.
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22(c) ITB.
M 5 Roll out in Divisions
after complete Pilot
Run
M4+30
Weeks
(1 Year)
[Actual Quantity of work
as specified in Schedule
B (3) of SW 8.0 + Actual
Quantity of work as
specified in Schedule B
(4) of SW 8.0], only after
completion of 100%
quantities as specified in
the DWA. However,
payment will be made as
per actuals of survey
beyond the quantities
mentioned in DWA
subject to clause no
22(c) ITB.
4% per Number of
uncompleted
DTR‟s & DTCs
allocated per
division per week
delay.
M 6 After Go-live
declaration in
MESCOM
M5
( 1 Year)
20% of Software cost. -
M 7 Maintenance and
Support of DTMS
Project during the
contract period.
2 Years after
Go-Live
declaration
(20% Software + 10%
Hardware +
Maintenance cost) for 2
years on half yearly basis
after Declaration of Go-
Live in MESCOM.
Penalty of 5% of
quarterly
maintenance
charges (col IV)
for not complying
the condition as
per SW 5.12, GTC
20.0 & other works
mentioned in Bid
document on
each week delay.
The Service Provider has to submit the tax invoices to the respective Executive
Engineers of O&M only after completion of all the works in the respective divisions. The
payments will be made as per milestones.
For arranging the payment, following documents will have to be furnished by the Service
Provider:
a. Tax Invoice comprising of GSTIN of the Supplier & MESCOM (29AADCM7029H1ZA) duly
indicating the IGST, SGST & CGST whichever is applicable separately in duplicate,
stamped & pre-receipted.
b. The arrangement for payment of “Tax Amount” will be made only after the Invoice
details of the respective month are uploaded in GSTR-1 by the Service Provider.
Note:
a) The penalty in SLA shall be limited not more than 10 % of total awarded cost.
b) At least one on-site resource with technical expertise and project management skills
shall be deployed during the maintenance phase.
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c) At least one development resource shall be available on call to address any change
requirements MESCOMs would require during the implementation phase. No additional
payment will be made to implement changes for functional requirements broadly
covered under this document.
d) The payments under maintenance phase will be made once in a quarter subject to
penalty deductions.
e) MESCOM will not pay for any intra-State travel expenditure incurred by the Service
Provider.
GTC 8.0 ANNUAL MAINTENANCE CHARGES (AMC):
MESCOM may decide to extend the maintenance phase beyond the envisaged 2
years of maintenance year to an extent of not more than 2 years on yearly renewal basis
after the completion of the contract period at the discretion of MESCOM & on satisfactory
performance of the Service Provider during the contract period.
The comprehensive AMC per year shall be limited to 10% of awarded software cost
and shall be paid on quarterly basis.
During the AMC period, the Service Provider shall provide Technical support for the
software/hardware/other-suits supplied as envisaged in the tender document. The AMC
period will start after the completion of contract period.
During the entire AMC Contract, the Service Provider shall
update/upgrade/modify/enhance the software and shall also provide any new versions
released, including implementation, with no extra cost to the MESCOM. Service Provider
shall not raise any change request cost during this period.
GTC 9.0 PENALTY:
GTC 9.1 Server Up-time
Performance Requirement Penalty
Baseline > 98.5% uptime, calculated on a
quarterly basis
None
Lower
performance
97-98.5% uptime, calculated on a
quarterly basis
5% of quarterly
maintenance fee
Breach < 97% uptime, calculated on a
quarterly basis
8% of quarterly
maintenance fee
Note:
i. The Service Provider / implementation agency is required to implement the requisite
tools to automatically generate reports on up-time of DTMS application.
ii. The up-time SLA will be implemented only during the maintenance phase.
In case of breach of condition stipulated, MESCOM may issue a show cause notice
seeking explanation from the Service Provider. MESCOM may choose to terminate the
contract if response is not found satisfactory.
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GTC 9.2 TIMELY RESOLUTION OF ERRORS:
The MESCOM will classify all errors in to three categories:
(I) Critical errors defined as the Errors that causes the shutdown of DTMS server or stop all
services through the server.
(II) High Level Errors defined as those errors that are not the Critical Errors as defined above
but cause great inconvenience or operational difficulties to the MESCOM.
(III)Low Level Errors defined as those other errors that are not the Critical errors or the High
Level Errors as defined above.
Type of Error Requirement Penalty
Critical Within 24 hours of
reporting
Penalty of Rs. 500/-(Rupees Five hundred only) per
hour exceeding 24 hours resolution time apart from
replacement of the respective hardware/software
at SP‟s own cost for solving the errors. If the issue is
not resolved with in the 4 days the penalty at 0.25%
of the total contract value will be levied and
MESCOM reserve the right to terminate the
contract.
High within 48 hours of
reporting
Penalty of Rs. 500/-(Rupees Five hundred only) per
hour exceeding 48 hours resolution time apart fom
replacement of the respective hardware/software
at SP‟s own cost for solving the errors.
If the issue is not resolved with in the 7 days the
penalty at 0.25% of the total contract value will be
levied and MESCOM reserve the right to terminate
the contract.
Low Within 7 days of
reporting
Penalty of Rs. 500/-(Rupees Five hundred only) per
hour exceeding 7 days resolution time apart from
replacement of the respective hardware/software
at SP‟s own cost for solving the errors.
If the issue is not resolved with in the 10 days the
penalty at 0.25% of the total contract value will be
levied and MESCOM reserve the right to terminate
the contract.
Note:
This error resolution SLA will be implemented only during the maintenance phase.
The time taken for error resolution will be calculated as follows (B-A), wherein:
A = MESCOM reports an error by e-mail providing error details.
B = The time at which Implementation Agency/ Service Provider confirms by e-mail
that the error has been resolved.
In case of breach condition, MESCOM may issue a show cause notice seeking
explanation from the Service Provider. MESCOM may choose to terminate the contract
if response is not found satisfactory.
Page 52 of 63
GTC 10.0 ORDER CANCELLATION:
MESCOM reserves its right to cancel the entire / unexecuted part of the Purchase
Order at any time by assigning appropriate reasons in the event of one or more of the
following conditions:
1. Delay in delivery beyond the specified period for delivery.
2. Delay in installation, customization and implementation beyond the specified period.
3. Serious discrepancy noticed during the reference checks.
4. Repetitive software/hardware failures/poor service after the delivery and/or live-run but
before the warranty period expiration.
5. Delay in extraction and conversion of legacy data, and uploading converted data to
proposed HRMS Database beyond the stipulated period.
6. Major breach of trust is noticed during any stage of the project
7. Any other appropriate reason in view of the MESCOM.
In addition to the cancellation of contract order, the MESCOM reserves the right to forfeit
the Bank Guarantee.
GTC 11.0 SPARE PARTS
The Service Provider will make the spare parts for the hardware systems available for
the entire contract period. If any of the peripherals / components is not available during the
contract period, the genuine substitution shall be carried out with peripherals/ components
of equivalent or higher capacity arranged by Service Provider.
GTC 12.0 MEAN TIME BETWEEN FAILURES (MTBF)
If during the contract period, any specific server / part of Hardware fails on four or
more occasions in a quarter, it shall be replaced by equivalent / superior new server / part
by the Service Provider at no additional cost to the MESCOM.
GTC 13.0 COMPLIANCE WITH STATUTORY AND REGULATORY PROVISIONS
It shall be the sole responsibility of the Service Provider to comply with all statutory,
regulatory & Law of Land and provisions while delivering the services mentioned in this RFP.
GTC 14.0 LEGAL COMPLIANCE
The Service Provider(SP) hereto agrees that it shall comply with all applicable union,
state and local laws, ordinances, regulations and codes in performing its obligations
hereunder, including the procurement of licenses, permits and certificates and payment of
taxes where required. If at any time during the term of this agreement, the MESCOM is
informed or information comes to the MESCOM‟s attention that the Successful bidder is or
may be in violation of any law, ordinance, regulation, or code (or if it is so decreed or
adjudged by any court, tribunal or other authority), the MESCOM shall be entitled to
terminate this agreement with immediate effect.
The SP shall maintain all proper records, particularly but without limitation accounting
records, required by any law, code, practice or corporate policy applicable to it from time
to time including records, returns and applicable documents under the Labour Legislation.
The SP shall ensure payment of minimum wages to persons engaged by it as fixed
from time to time under the Minimum Wages Act, 1948. In case the same is not paid, the
liability under the act shall solely rest with the SP.
Page 53 of 63
GTC 15.0 INDEMNITY
Service Provider shall indemnify, protect and save the MESCOM against all claims,
losses, costs, damages, expenses, action suits and other proceeding, resulting from
infringement of any patent, trademarks, copyrights etc. or such other statutory
infringements in respect of software/hardware/Data base/OS etc. and all the packages,
services offered by SP.
In the event of termination or expiry of the Contract, both the Service Provider &
MESCOM shall comply with the provisions of Exit Plan. During the exit management period,
the Service Provider shall use its best efforts to continue delivery of all regular services. In
addition, the Service Provider shall ensure that complete handover of the processes,
products, software, licenses, source codes, reports, documents, manuals, data, web content
& other Intellectual Property Rights to the replacing Service Provider and/or MESCOM.
GTC 16.0 INTELLECTUAL PROPERTY RIGHTS (IPR):
The DTMS software is entirely the property of MESCOM & it should not be replicated
anywhere without obtaining the prior permission from competent authority of MESCOM.
MESCOM reserves the right to change / modify the existing procedure to suit the future
requirement / best practices in the industry & benchmark the same.
GTC 17.0 PRE-DISPATCH INSPECTION:
a) The Service Provider shall arrange for pre-delivery inspection of all the Hardwares etc.
required for the implementation of the project. The cost of conducting inspection at
factory premises / warehouse shall be borne by SP. However, the cost incurred towards
deploying MESCOM Officers / Engineers for inspection will be on account of MESCOM.
b) DISPATCH CLEARANCE: The equipment‟s shall be dispatched only after issue of
dispatch clearance by the Executive Engineer (Ele.) (IT), MESCOM.
c) ADVANCE INFORMATION OF DISPATCH PARTICULARS: The dispatch documents like
lorry receipt, invoice, packing list shall be sent well in advance to the consignee to
facilitate clearing & obtaining delivery. Advance information of the dispatch of
equipment‟s shall be sent telegraphically / fax to the Executive Engineer (Ele.) (IT),
MESCOM
d) If hardwares received at the site is not found as per the order, Service Provider is liable to
replace the same immediately without any additional cost.
GTC 18.0 FINAL CERTIFICATE
The contract shall not be considered as complete until a final certificate is issued by the
Executive Engineer(Ele), of all the O& M Divisions of MESCOM, to the effect that the Service
Provider has fulfilled all the obligations in the matter provided in the contract not
withstanding any previous entry on the works or taking possession of working or using any
part of the work by MESCOM. Such a final certificate shall be issued within one month of the
physical completion of the work.
GTC 19.0 BACKUP & ARCHIVING:
The backup and archiving shall be done by the Service Provider during the contract
period. The bidder should provide a suitable backup solution to the MESCOM. The bidder will
however be responsible to liaison with MESCOM and to provide all integration required for
backup into external hard disk etc and implementation at other location at DC. Service
Provider shall be responsible for restoration of backup as and when required by MESCOM.
The tapes for taking backup will be provided by the MESCOM.
Page 54 of 63
GTC 20.0 DISASTER RECOVERY & BUSINESS CONTINUITY PLAN:
The proposed system must be capable of and compatible for Disaster Recovery and
Business continuity plan Implementation as and when required by MESCOM. The Service
Provider should highlight the provisions for disaster recovery and show that the application
facilitates disaster recovery.
The SP shall provide the document indicating the arrangements made for disaster
recovery and Business continuity plan during the contract period at his cost.
GTC 21.0 PREVENTIVE MAINTENANCE:
The bidder should provide onsite preventive maintenance on quarterly basis. Providing
of all deliverables including warranty services etc. shall be the sole responsibility of the
Service Provider. MESCOM will not be responsible for any delays/violation from third party
OEMs.
GTC 22.0 TECHNICAL INSPECTION & PERFORMANCE EVALUATION:
MESCOM reserves its right to carry out technical inspection and performance
evaluation (bench-marking) of Distribution Transformer Management software and proposed
GIS survey with production Hardware for DTC‟s Data Centre, offered by the Service Providers,
as per discretion of the MESCOM.
GTC 23.0 SAFETY & ACCIDENTS:
The Service Provider should arrange to carry out the fixing of Unique ID for the existing
transformers & painting of DTC code on existing DTCs structure safely with using all good
safety equipments. In case any accident occurs while carrying out fixing of Unique ID for the
existing transformers & painting of existing DTCs structure in the field during the period of
contract to the employees/workers employed by the Service Provider, MESCOM will not be
responsible for any injury that may occur and will not pay any compensation to the workers.
The bidder is sole responsible for any liabilities. Service provider shall arrange to replace the
assets of MESCOM if any damaged while carrying out the works.
GTC 24.0 PERMITS & LICENCE:
All costs incurred in obtaining permits, licenses, specifications or for manufacture,
import, export, testing covered by the „Contract‟ shall be met by the Service Provider.
GTC 25.0 TRANSPORTATION:
Transportation of equipment‟s up to destination inclusive of packing, forwarding, freight
& insurance shall be the responsibility of the Service Provider. The equipment‟s shall be
transported to the consignee‟s by recognized / reputed transport services only.
GTC 26.0 MAINTENANCE:
Following are the minimum maintenance duties in addition to the works mentioned
scope of work in this bid document.
a) Prime shift hours of coverage: The Service Provider shall provide round the clock
maintenance services.
b) Escalation Matrix: The Service Provider shall furnish the escalation matrix indicating the
procedure for lodging of complaints during the guarantee period with at least three
support level contact details.
Page 55 of 63
GTC 27.0 FORCE MAJEURE:
a) For the purpose of this contract „Force Majeure‟ means, an event which could not
reasonably, have been avoided by a diligent party in the circumstances, which is
beyond the reasonable control of a party & which makes a party‟s performance of its
responsibilities hereunder impossible or so impractical as reasonably to be considered
impossible in the circumstances & includes, but is not limited to war risks, civil disorder,
earthquake, strikes, lockouts or other industrial action, electrical failure, confiscation or
any other action by Government Agencies.
b) Force Majeure shall not include any event, which is caused by the negligence or
intentional action of a party or such party‟s sub-contractors or agents or employees or
by a failure to observe good engineering practices.
c) Force Majeure shall not include insufficiency of funds or failure to make any payment
required hereunder.
GTC 28.0 TERMINATION OF CONTRACT:
GTC 28.1 Consequences of Termination for Default:
The MESCOM, without prejudice to any other remedy for breach of Contract, by
written notice of default sent to the Bidder, may terminate this Contract in whole or in part, if
the Bidder fails to perform any obligation(s) under the Contract. In the event of the MESCOM
terminating the Contract in whole or in part, the MESCOM may procure, upon such terms
and in such manner, as it deems appropriate, services similar to those undelivered, and the
Bidder shall be liable to the MESCOM for any excess costs for such similar services. In the
event of termination of the Contract due to any cause whatsoever, (whether consequent to
the stipulated term of the Contract or otherwise), MESCOM shall be entitled to impose any
such obligations and conditions and issue any clarifications as may be necessary to ensure
an efficient transition and effective business continuity of the Service(s) which the selected
bidder shall be obliged to comply with and take all available steps to minimize loss resulting
from that termination/breach, and further allow the next successor Vendor to take over the
obligations of the erstwhile Vendor in relation to the execution/continued execution of the
scope of the contract. In the event that the termination of the Contract is due to the expiry
of the term of the Contract, a decision not to grant any (further) extension by MESCOM, the
selected bidder herein shall be obliged to provide all such assistance to the next successor
Bidder or any other person as may be required and as MESCOM may specify including
training, where the successor(s) is a representative/personnel of MESCOM to enable the
successor to adequately provide the Service(s) hereunder, even where such assistance is
required to be rendered for a reasonable period that may extend beyond the term/earlier
termination hereof.
a) Nothing herein shall restrict the right of MESCOM to invoke the Performance Bank
Guarantee and other guarantees, securities furnished, enforce the Deed of Indemnity
and pursue such other rights and/or remedies that maybe available to MESCOM under
law or otherwise.
b) The termination hereof shall not affect any accrued right or liability of either Party nor
affect the operation of the provisions of the Contract that are expressly or by implication
intended to come into or continue in force on or after such termination.
MESCOM or the successful bidder may terminate the contract in full or in parts by giving
a written notice of THREE months to the other party against acknowledgement. The parties
shall make full endeavour for a smooth transition/provide all support to the new vendor and
other party so as to ensure continued customer service and minimum disruption.
Page 56 of 63
GTC 28.2 Condition of Termination of Contract:
In case of any default as per the terms and conditions of contract, the MESCOM shall
exercise its discretionary powers on any or all the following:
a) To recover from the bidder, as agreed, liquidated damages or by way of penalty, the
amount as per penalty clause above.
b) The bidder shall not be entitled to any saving on purchase made against default.
c) To cancel the work award.
d) To forfeit the amount equivalent in the particular contract order from the performance
bank guarantee furnished.
e) To blacklist or not to consider future offers for a specified period.
f) The decision of the company shall be final as regards the acceptability or otherwise of
materials/equipment supplied.
g) The breach of agreement of any clause or clauses as stated above is liable for
termination of agreement by giving one month‟s notice.
GTC 29.0 DISPUTES RESOLUTION:
In case of any claim / dispute / disagreement arising out of this, the same shall be
resolved by both the parties through one or more Arbitrators appointed under Karnataka
Arbitration Centre (Domestic & International) Rules 2012.
In case of disputes, the laws applicable to the contract shall be Indian laws in force.
The court of Mangalore shall have exclusive jurisdiction in all matters arising under this
contract.
GTC 30.0 SUB-CONTRACTS:
The Service Provider shall not assign to others, in whole or in part, their obligation to
perform under the contract for maintenance during the contract period.
GTC 31.0 PATENT RIGHTS & ROYALTIES:
a) Royalties & fees for patents covering materials, articles, apparatus, devices, equipment‟s
or processes used in the „works‟ shall be deemed to have been included in the contract
prices.
b) The Service Provider shall satisfy all demands that may be made at any time for such
royalties or fees and he alone shall be liable for any damages or claims for patent
infringements & shall keep the MESCOM indemnified in that regard.
c) The Service Provider shall at his own cost & expense, defend all suits or proceedings that
may be initiated for alleged infringement of any patent involved in the „works‟ & in case
of any award of damages, the Service Provider shall pay for such award.
d) In the event of any suit or proceedings instituted against MESCOM, the same shall be
defended at the cost & expenses of the Service Provider who shall also satisfy / comply
any decree, order or award made against MESCOM.
e) Final payment or any payment to the Service Provider by MESCOM will not be made
while any such suit or claim remains unsettled.
f) In the event any apparatus or equipment or any part thereof furnished by the Service
Provider is in such suit or proceedings held to constitute infringement, & its use is enjoyed,
the Service Provider shall at his opinion & at his own expense, either procure for MESCOM
the right to continue use of said equipment or part thereof, replace it with non-infringing
equipment or modify it, so it becomes non infringing.
g) The Service Provider shall indemnify & keep indemnified MESCOM its successors &
assignees for and against any and all claims, suits, damages, losses, action, demands,
Page 57 of 63
costs, charges, royalties & expenses arising from or for infringement real or claimed, copy
rights or other protected rights, if any, of designs, plans, devices, machine drawings or in
respect of the material supplied by the Service Provider for the construction or the
constructed portion of the „project‟ or for the operation of the constructed portion of the
project are found to have infringed any rights.
h) In the event of any claim being made or action being brought against MESCOM in
respect of any of the matters referred in clause above, the Service Provider shall
promptly be notified and he shall at his own expense conduct all negotiations &
settlement of the same and any litigation that may arise there from.
GTC 32.0 DEATH, BANKRUPTCY ETC.
If the Contractor commits any act of bankruptcy or being a firm commences to be
wound up except for reconstruction purposes or carries on its business under a receiver the
executors, successors or other representatives in law, liquidator or any person in whom the
contract may become vested, shall forthwith give notice thereof in writing to the Engineer
and shall take all reasonable steps to prevent stoppage of works for one month during which
period be shall have the option of carrying out this contract or providing such guarantee as
the Engineer may require but not exceeding the value of the work for the time being
remaining unexecuted. In the event of stoppage of works, the period of option shall be
fourteen days only. Provided that should the above action be not exercised the contract
may be terminated by the CGM(OP), on recommendation from the respective Executive
Engineer C,O & M Division and SEEs of C, O & M Circles the retention moneys be forfeited to
MESCOM, except in case of termination caused by the death of the Contractor.
GTC 33.0 DEVIATION IN TERMS OF PAYMENT
17.1 No deviation in the clauses of the terms of the payment shall be accepted. Bids offered
with different terms of payment are liable for rejection.
17.2 The items of work mentioned in the Schedule of Prices are only indicative and will be
considered for evaluation purpose. In case any item of work is not quoted by the Bidder and
the same is essentially required to be done for satisfactory performance of the Work, then the
same shall be done by the Bidder at no extra cost to the MESCOM.
Sd/-
Executive Engineer (Ele.) (IT)
Corporate Office, MESCOM
Mangalore
Page 58 of 63
Annexure I
Details of Division Wise Distribution Transformer Centers as on January 2018
Bid Enquiry No. MESCOM/2017-18/IT005 Dated 04-12-2017
Name of the Division 15
KVA
25 KVA 50 KVA 63 KVA 100
KVA
160
KVA
200
KVA
250
KVA
315
KVA
500
KVA
750
KVA
Total
Mangalore-1 4 345 0 1833 1174 3 8 654 3 118 4 4146
Mangalore-2 16 686 3 2081 908 0 11 176 3 22 2 3908
Puttur 4 2446 2 1946 576 0 11 26 4 9 0 5024
Bantwal 11 2779 4 2603 692 0 13 58 0 18 0 6178
Udupi 10 2091 4 2651 1098 0 13 308 1 70 9 6255
Kundapura 10 1472 0 1357 371 0 2 37 0 2 0 3251
Shimoga 0 3229 2 2581 1158 0 10 269 3 0 0 7252
Bhadravathi 0 1719 0 909 262 0 18 65 0 8 0 2981
Sagar 0 3728 1 1210 177 1 4 21 0 1 0 5143
Shikaripura 0 3827 0 1616 545 0 0 10 0 0 0 5998
Chikmagalur 0 2147 9 1389 361 0 25 98 1 14 3 4047
koppa 0 1250 10 760 166 0 9 16 0 3 0 2214
Kadur 0 4046 0 2779 869 1 9 18 1 2 0 7725
Total 55 29765 35 23715 8357 5 133 1756 16 267 18 64122
Page 59 of 63
Annexure II
Specification of Hardware
Bid Enquiry No. MESCOM/2017-18/IT005 Dated 04-12-2017
1. Minimum Hardware Specification for Servers (2 Nos):
Make: Reputed make like DELL/HP/IBM etc.
Rack mountable Servers.
Dual 64-bit 12 core Processor with 2Ghz or above, Minimum of 64 GB RAM
expandable upto 256 GB.
Raw 600 GB x 2 nos. of Storage.
12 TB of internal storage on existing NAS of MESCOM.
Raid Controller supporting RAID 0, 1, 5.
Minimum of 2 x 1Gbps and 2 x 10GBPS Network ports.
The CPU utilization of each server on full/peak load should not exceed 70% &
average CPU utilization over the day should not exceed 30% Database Server disk sizing
should also take into account the number of years of data to be made available on-line.
2. Tablet PCs compatible with mobile app of DTMS(14Nos).
Make: Reputed make like Samsung/Lenovo/Windows/Apple etc.,
It shall be rugged mobile computer / tablet of reputed make.
Preloaded with latest OS.
Processor: Octo-core up to 1.8 Ghz or above CPU Speed.
RAM size: 3GB or above.
Battery: 10-20 Hrs Backup
Display: 10.1‟ with full HD with 10-point multitouch
Storage: Up to 64 GB internal storage and scalable upto 128GB including microSD
Connectivity: Bluetooth, Wifi, 2G/3G/4G-enabled.
Camera: 8 MP auto-focus rear camera
Ports: microSD slot, combo audio jack
Colors: Aurora Black
Location Technology: GPS, Glonass
Sensors: Accelerometer, Fingerprint sensors etc.
Warranty period: 3 Years
Page 60 of 63
Annexure-III
ACCEPTENCE OF TERMS & CONDITIONS
Bid Enquiry No. MESCOM/2017-18/IT005 Dated 04-12-2017
Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc.
To,
Executive Engineer(Ele)(IT)
MESCOM Corporate Office, MESCOM BHAVANA,
Post Box No. 1130, Kavoor Cross Road, Bejai,
MANGALORE - 575 004.
Sir,
Having examined the Bidding documents including Addenda
Nos……………………(Insert Number of sheets), the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply and delivery “Design, Development,
Supply of “Distribution Transformer Management” Software & GIS Survey of DTCs for condition
assessment, tracking etc.(description of goods and services in conformity with the said
bidding documents and as per the price schedules furnished in a separate sealed price
bid).
We undertake if our bid is accepted, to Supply & Installation of UTM Firewall & Server
Antivirus Software to MESCOM as per the terms & conditions of the bid / tender document as
per requirements of MESCOM.
We agree to abide by this bid for a period of 240 days from the date fixed for bid
opening under the clauses of Instructions to Bidders (ITB) and it shall remain binding upon us
& may be accepted at any time before the expiration of that period.
Until a formal contract is prepared and executed, this bid together with your written
acceptance thereof and the notification of award shall constitute a binding contract
between us.
Date: Name of the Firm
Place:
Page 61 of 63
Annexure-IV
Format of Qualification Details of Bidders
Bid Enquiry No. MESCOM/2017-18/IT005 Dated 04-12-2017
Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc.
Please fill only in the light blue coloured cells.
The bidder must submit the qualification details along with the information in the following format
together with relevant documentation while submitting their bids.
1 Name & address of Bidder (office)
2 Contact Nos. Phone:
Fax:
3 Performance
I. Name & Address of the Bidder
II. Classification (Please state clearly
the Following):-
(a) Firm
(b) Authorized Agent
(c) Dealer
(d) Others
4 Details of Organization:
(a) No. of Engineering Personnel
(b) No. of Accounting Personnel
(c) No. of skilled employees
(d) No. of unskilled employees
5. Names of three utilities to whom similar
Services are rendered in the past and
to whom reference may be made by
MESCOM regarding the bidder‟s
technical and delivery ability (please
enclose copies of orders obtained).
Performance certificates from these
utilities shall also be submitted.
Name & Signature of the Bidder:____ ____________
Company seal with full address: _________________
Place:
Date:
Page 62 of 63
Annexure –V
MESCOM
Bid Enquiry No. MESCOM/2017-18/IT005 Dated 04-12-2017
Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc.
Format of Financial Business & Technical Capability of Bidders
Please fill only in the light blue coloured cells.
Order
placed by
Full
Address of
Purchaser*
Order
No. &
Date
Description
& Quantity
ordered by
Utility
Value
of
Order
Date of
Completion of
Delivery/Service
Remarks
indicating
reasons for late
delivery/Delayed
completion if
any,
Has the Service was
functioning
satisfactorily? (Attach
a certificate from
competent authority)
As per
contract Actual
NOTE: * Any additional details can be submitted in the same format in a separate sheet.
Name & Signature of the Bidder:________________
Company seal with full address:_________________
Place:
Date:
Page 63 of 63
Annexure – VI
MESCOM
Bid Enquiry no: MESCOM/2017-18/ IT005 Dated 04-12-2017
Design, Development, Supply of “Distribution Transformer Management”
Software & GIS Survey of DTCs for condition assessment, tracking etc.
NOTORIZED DECLARATION
(Declaration by the bidder shall be duly signed by the Notary on Rs. 200/- stamp
paper purchased in Karnataka).
I, _____________________________________________________________________ declare that
M/s.____________________________________________ have not been subject to Ineligibility for
corrupt or fraudulent practices or blacklisted with any of the Government / PSUs / Esteemed
Organizations and who‟s work order have been short closed due to non-performance or
who‟s LOA is withdrawn by the owner due to inefficiency of the bidder in performing or
implementing assigned project in technically / financially / based on such poor performance
whose bids have been rejected at the technical evaluation stage itself by any ESCOMs are
not eligible to participate in this bid.
Signature of the Bidder:________________________
Name:________________________________________
Designation:__________________________________
Company seal with full address:________________
Place:
Date:
d
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