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Tender for Enterprise Resource Planning (ERP)

Sage 300 ERP Software / Authorized Implementation Partner in India.

(NESCO/WESCO/SOUTHCO)

TENDER NOTICE No.: CSO/IT/2013/ERP/1 Date: 08.02.2013

Registered Office (Nesco / Wesco /Southco)

N1/22, IRC Village, Nayapalli Bhubaneswar- 751015

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CONTENTS

Section No.

Description Page No.

Section - I Notice Inviting Tender (NIT) 1-6

Section - II Scope of the work 7-19

Section - III

Technical Specification 20-21

Section - IV

Instruction to Bidders (ITB) 22-32

Section - V General Terms and Conditions of Contract (GTCC) 33-38

Section - VI

List of Annexure ( Schedules & Format ) 39

Annexure – I : General Information 40

Annexure – II: Details about the Firm 41

Annexure – III: Declaration Form 43

Annexure – IV: Performa for Composite Bank Guarantee for Security Deposit, Payment and performance.

44-45

Annexure – V: Performa for Bank Guarantee for Earnest Money Deposit ( EMD)

46-47

Annexure - VI : Price Schedule for sage ERP software 48

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SECTION –I

Notice Inviting Tender (NIT)

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SECTION –I Notice Inviting Tender (NIT)

A. Introduction: NESCO, WESCO & SOUTHCO are the three Power distribution companies supplying Electricity to 27 lakh consumers in its licensed territory of North-Eastern, Western and Southern part in the state of Odisha respectively. NESCO, WESCO & SOUTHCO desire to implement Enterprise Resource Planning (ERP) of “SAGE 300 ERP Software / Authorize implement partner in India” Finance, Material (Inventory and stores) and purchases including work flow for three DISCOMS. For and on behalf of the North Eastern Electricity Supply Company of Orissa Ltd. (NESCO), Western Electricity Supply Company of Orissa Ltd. (WESCO) & Southern Electricity Supply Company of Orissa Ltd. (SOUTHCO), the undersigned invites sealed tenders in duplicate on two part bidding system from the eligible bidders, who comply with the terms and conditions for the implementation.

B.Tender Schedule:

1 Pre-Bid Discussion 19.02.2013

2 Date & Time for Bid Submission 06.03.2013 (3:00 PM)

3 Date & Time for Opening of Technical Bid 06.03.2013 (3:30 PM)

Cost of Tender Paper 15,000.00 + 750.00 (VAT @ 5%) = 15,750.00/-

The intending bidders can also download the tender document from any of the following website

www.nescoorissa.com, www.wescoorissa.com & www.southcoorissa.com. However the bidder

has to furnish an Account Payee Bank Draft drawn on any Scheduled Bank in favour of the North

Eastern Electricity Supply Company of Orissa Ltd. payable at Bhubaneswar for the cost of the

Tender Paper indicated above, along with his bid, failing of which the bid will be rejected outright.

In the event of any specified date for the sale, submission or opening of bids being declared as

holiday for NESCO/WESCO/SOUTHCO, the bids will be sold / received / opened up at the

appointed time on the next working day. NESCO/WESCO/SOUTHCO also reserves the right to

accept or reject any or all tenders without assigning any reason thereof, if the situation so

warrants.

For detail Tender Specification & Terms and Conditions, please visit our website

www.nescoorissa.com, www.wescoorissa.com & www.southcoorissa.com

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C .ELIGIBLE BIDDERS:

C-1. Technical Qualification: 1. The bidder should have successfully executed at least 2 (two) similar contracts for

Indian Corporate/utilities in India having turnover of at least Rs. 500 Crores in any financial year.

2. Copies of Purchase Order/ Work Orders should be enclosed along with the bid-document to substantiate the claims. DISCOMs may insist for additional documents in proof of the above as and when required.

3. The bidders are required to submit the completion certificate from the client where they have accomplished similar type of assignments.

4. The DISCOMs expect from the bidder to provide the following ERP System Implementation & Support; Scope of Work: As mentioned in Section II of this document.

Finance, Accounting and Controlling General Ledger Sub-Ledger Accounts Receivable Accounts Payable Payments and Reconciliation Costing Budgeting Assets accounting Assets Leasing Taxation, duties and levies E-payment and E-receipts Banking & Treasury Risk Management Investments & FD Fund Management Contract Accounting Export/ Import Management Audit Trail PF Administration MIS

Purchasing and Materials Management Indenting Sourcing Tendering Placement of Order (P.O.) Post Order Placement Activities Inspection Inventory Management Consignment Management Procurement of services

Stores Management

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C-2. Financial Qualification:

1. Turn Over: Minimum Average Annual Turnover of Rs. 1 Crore in three out of the last five completed fiscal years.

2. Net Worth: Minimum Net worth of Rs. 50 Lakhs as per the latest Audited Balance Sheet.

C-3. Other Necessary Qualification:

1. Bidder should not have any past litigation / dispute / un-successful history with NESCO /WESCO /SOUTHCO. Bidders earlier debarred by NESCO/WESCO/SOUTHCO shall be rejected.

2. Bidder should preferably be a company registered in India under the Indian Companies Act of 1956.

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SECTION –II

SCOPE OF THE WORK

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SECTION –II

1. SCOPE OF THE WORK:

The “Scope of Work” shall be on the basis of Bidder’s responsibility, completely covering the obligations, responsibility and workmanship, provided in this Bid Enquiry whether implicit or explicit.

1.1. The DISCOMs intent to install an ERP based integrated Information Systems. The broad

scope of work shall include the following.

(i) Finance, Material (Inventory and stores) and purchases including Work Flow. (ii) Minimum requirement of Technical Qualification is as per Section III of this document. (iii) We would need that 250 concurrent users be assigned for this application system so that 700 users can access to the application in different levels. (iv) All reports generated should have trend chart and graphical analysis tool.

1.2. ERP system will broadly cover the following prime functions of DISCOMS. (Typical functionalities required in the ERP product are given below mentioned list is Indicative & not exhaustive)

Corporate Accounts receivable.

Maintaining Customers

Quick and easy integration of customer records. Generate a new customer through new consumer module.

Flag customer records as inactive when you wish to discontinue regular use but want to retain the record in the system for historical and reporting purposes.

Place a customer dormant even when there are active recurring charges. Assign the ability to change a customer’s credit information to specific users with the

security selection. Exclude customers and ship-to-locations from being deleted or set to inactive when

documents exist that have not been posted. Utilize expanded features to set options by Customer Group that you can use as defaults

for your customers. Automatically fill in appropriate JE/EE information when setting up a new database from

new-connection module or existing database. Change accounts within an account set even when the account set is in use by a customer. Assign a member of a national account a different account set than the national account.

Creating Invoices

Preparation of summary or detailed invoices using the applicable tariff and calculate Electricity Duty and Delayed Payment Surcharge (DPS) on a summary or line-by-line basis.

Generate adjustment parameters automatically or transaction balances and choose whether to levy interest on overdue balances or electricity bills.

Transactions shall be imported from other applications. Recurring charge on electricity bills shall be scheduled at any fixed number for quick billing

of monthly charges and for automatic up-dation of recurring charges by amount or percentage.

Inactive recurring charges shall be cleared by use of the Delete Inactive Records form. Customer’s credit shall be checked basing on the pending transactions in both Accounts. Receivable, and transactions contained in other integrated applications.

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Descriptions and comments shall be automatically carried forward from one detail line to the next using quick entry mode.

Data integrity checks shall be executed on specific functions within the Accounts Receivable module.

Bill Project and Job Costing Fixed Price projects using a summary.

Entering Receipts

Bank Services shall be updated with deposit and receipt information. A single deposit slip shall bear multiple receipt batches. Taxes/Duties on miscellaneous receipts shall be calculated automatically and Tax Tracking report shall be maintained regularly. Choose to automatically apply a receipt to the transactions of open item customers. Pre-payment shall be entered and posted without specifying the document number to which

the pre-payment will be applied. Advance Credit Claims shall be handled in Receipt Entry.

Generating Disbursements

Maintain a list of refund by cheque, cash, or credit card from the Accounts Receivable module.

Issue both credit refunds (for credit notes, pre-payments, unapplied cash, and receipts) and return refunds (refund issued automatically for returned goods).

Decide if you want to enable your system to issue a warning or an error when duplicate cheque numbers are processed.

Void a cheque from Refund Entry.

Tracking Retainage

Track, calculate, and automatically retain a portion of an invoice to handle common billing practices in Electrical Industry.

Posting

Specify the posting accounts for transactions entered in Adjustment Entry and for

miscellaneous adjustments in Receipt Entry. Automatically post General Ledger journal entry batches created from Accounts Receivable and specify which transaction details flow to the General Ledger. Post multiple invoices, adjustment, receipt, and refund batches simultaneously. Allow multiple users to add entries to the same batch at the same time.

Performing Inquiries

View your customer receipts by bank range, customer range, receipt status, transaction type, date range, year and period range, and receipt number range

Drill down from General Ledger transaction history to Accounts Receivable transactions and then to originating Order Entry transactions.

Drill down from the customer’s transactions and receipts in Customer Activity to the originating transactions and receipts.

Perform on-screen aging and preview customer transactions. Review up-to-the-minute information including current balance, last activities and Complete transaction details, and detailed statistics for each customer account. Save the selections you make to view transactions within Customer Activity (e.g. Order By)

so that they can be used as defaults. Easily view and enter customer comments in date order.

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View year-to-date statistics for each customer and customer group. Reporting

Create custom invoices, statements, and deposit slips. Print Aged Trial Balance, Overdue Receivables, Customer Transactions, Customer List and

Statistics, and General Ledger transaction reports using sorting and selection options to focus on desired transactions.

Print and review complete transaction details, including the details of receipts and adjustments applied to transactions, and transaction history.

Send statements and invoices to your customer’s billing address, customer’s e-mail address, or contact’s e-mail address.

Set up standard e-mail messages you can automatically send to your customers with their documents.

Print labels for the customer’s ship-to location. Print a receipt document for receipt, pre-payment, unapplied cash, and miscellaneous

receipt transactions. Choose among a number of different statement formats based on the amount of detail you

wish to have displayed.

Corporate Accounts payable:

Vendors operation

Creation of new vendor and remittance-to location on the fly. Quick and easy integration of vendor records and flag in-active records that are retained for

historical reporting. Automatic prohibition of vendor and remit-to-location from being deleted or set to inactive if

documents exist that have not been posted. Prohibition of changing of remit-to information when a remit-to location is specified in

Payment Entry. Alter the accounts within an account set even when the account set is in use by a vendor.

Billing management

Electricity bills shall be distributed automatically to as many general ledger expense or asset accounts as required by defining distribution sets.

Taxes/Duties for vendor invoices shall be calculated or manually distributed. Change discount percentages or amounts shall be changed as per requirement and

standard payment selection criteria shall be established for creating check batches. Invoices shall be restored by reversing posted cheques. Set up and schedule recurring payables for invoices paid on a regular basis and create

reminders. For fixed price projects, capture cost details needed to support summary or item billing in

Accounts Receivable. Enter summary and item invoices for Project and Job Costing fixed price projects. A carry forward descriptions and comments from one detail line to the next shall be

automatic using quick entry mode in Invoice Entry. Inactive recurring payables shall be removed using the Delete Inactive Records form.

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Creating and Voiding Disbursements

Payment of individual transactions shall be withheld, subject to maximum payment limits. A vendor optional field or default payment code shall be applied to select invoices for

payment. Generate and print system checks for current payables and last-minute transactions with or

without payment advices. Keep details of all full-paid transactions which shall be maintained and printed, if required. Pre-paid invoices not yet received shall be pre-paid Duplicate cheque tracking shall be handled by providing a warning or an error when

duplicate cheque numbers are encountered. Method of payment for documents shall be specified within Payment Entry. Payment codes shall be provided to define the type of payment such as credit card, cash,

or cheque. Taxes on miscellaneous payments shall be calculated automatically and update the Tax

Tracking report shall be updated accordingly Maximum payment amount for documents shall be fixed Receive a warning when entering a payment in Payment Entry for a document that is

currently on hold. Warning shall be received in case a payment is entered in payment entry for document which is currently on hold.

Void checks during entry of payments or pre-payments. ANSI compliant cheques shall be printed. Cheques shall be printed in English only. For each invoice separate cheques shall be generated automatically or summary cheques

shall be created. Tracking Retainages

Track, calculate, and automatically retain a portion of an electricity bill to handle common billing practices in Electrical Industry.

Importing

Import transactions from other applications and create re-usable templates.

Use advanced import options to update or replace recurring payables and terms codes. Posting

Print a journal of the entries posted in each posting run, listing key pieces of information for tracking each detail.

Automatically post General Ledger journal entry batches created from Accounts Payable, and choose which transaction details to capture with each entry.

Allow multiple users to add entries to the same batch at the same time. Performing Inquiries

Drill down from General Ledger transaction history to Accounts Payable transactions and then to originating Purchase Orders transactions.

Drill down from the vendor’s transactions and payments in Vendor Activity to the originating transactions and payments.

View payments in date order or cheque number order in Vendor Activity. Save the selections you make to view transactions within Vendor Activity (e.g. Order By) so

that they can be used as defaults. Easily view and enter vendor comments by date.

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View year-to-date statistics for the vendor and the vendor group. View your vendor payments by bank range, vendor range, cheque status, transaction type,

date range, year and period range, and cheque number range.

Bank data The Bank Services program centralizes payments and receipts for all Sage Accpac accounting programs. It maintains bank information, tracks payments and receipts, reverses payments, performs reconciliations with bank statements, and creates General Ledger batches for information from bank statements and miscellaneous monthly transactions. Features of Bank Services can listed as below:

Maintenance of bank information’s and reconciliations facilities. The Tracking systems of payments and receipts shall be centralized Recording systems of transfers of funds, and creates G/L batches Reverses cheques and returns customer cheques. Downloads and imports statement information from banks

Integrating bank Services with other program:

All entries affecting the G/L bank control accounts are processed by Bank Services, which acts as a sub ledger with A/R and A/P.

Bank Services receives deposit information from A/R when receipt batches are posted, keeps track of deposit numbers, and returns customer NSF checks to A/R.

Bank Services reverses checks, and receives check data from A/P, Payroll and A/R (Including A/R customer refund checks) when check batches are printed and posted. Bank Services creates journal entry batches in G/L to account for transactions that Originate in Bank Services. Bank Services ensures that any sub ledgers using edited bank records are immediately

updated. General Ledger: The use of Sage Accpac ERP General Ledger, Bank Services acts as a sub ledger, much the way Accounts Payable or other sub ledgers do. The Bank Services program creates journal entry batches for the general ledger, to account for transactions that originate in Bank Services. If you use Sage Accpac ERP General Ledger, these batches of bank transactions are created right in General Ledger, where you can edit and post them.

Several options are provided in Bank Services for producing general ledger transactions in the form and at the time that best suits your requirements

Specify the date and the fiscal year and period to which reversing payments and returned receipts will be posted.

Specify information that you would like passed to General Ledger when bank transactions are posted.

Posting of bank entries at any time (not just during bank reconciliation). This feature lets you keep your bank account and General Ledger in balance at all times.

Reconciliation deposits and withdrawals using the Select Mode or Direct Mode features. Select Mode lists all deposits/withdrawals, while Direct Mode lists specific deposits/withdrawals.

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Accounts receivable: Sage Accpac ERP Accounts Receivable sends deposit totals and details to Bank Services at the time of posting receipt batches. The Bank Services program then assigns a deposit slip number to the batch total, or you can select a deposit number (assignment of one deposit number to several batches). When the deposit clears the bank, it appears as the same total figure on your bank statement, making reconciliation a simple matter. Accounts Payable and Payroll: Sage Accpac ERP Accounts Payable and Payroll send check information to Bank Services at the time of print and post check batches. The use Bank Services to instantly view the status of any check (for example, if you are not sure whether a given check has been posted yet). When the checks clear the bank, as shown on your bank statement, you use Bank Services to perform a bank reconciliation to ensure that your records match the bank’s. Reporting: Following mentioned are the reports can be printed using Bank Services

Bank: This report lists the bank records defined for the company. Transaction Types: This report displays the transaction type code and description it also

includes the General Ledger account to debit or credit to offset the amount posted to the bank control account.

Credit Card Types: Codes and descriptions for the credit cards set up in the Credit Card Types form are displayed on the report, as well as the status (active or inactive) and the date when it was last maintained.

Transaction Listing: This report is a list of all transactions recorded for a bank that allows you to compare the transactions to the bank statement when doing a bank reconciliation. Report is to review bank activity for a specified period. Also report is used as a worksheet to enter notes against each printed transaction and then compare the report to the bank statement.

Deposits Status: This report lists deposits to the bank account. Withdrawal Status: This report lists checks issued and withdrawals made from the bank

account. Reconciliation Status: This report lists the status of all transactions for the bank account, in

the statement currency of the bank. Bank Reconciliation: The Bank Reconciliation report displays the result of the last posted

bank reconciliation of a bank from the range specified. This report explains the difference between the bank statement and company records. The bank statement and company records.

Financial Data

Assign different retained earnings accounts to different account segments. Automatically create budgets using prior-year information or choose from seven other

computation methods. Auto-reverse entries to eliminate manual accrual tracking and specify the period for the reversal.

Integrate powerful financial diagnostic and strategic analysis tools through ACCPAC CFO. Lock budgets to prevent unauthorized changes. Maintain separate periods for adjusting and closing entries. Reverse a posted transaction. Set up and schedule recurring journal entries for transactions that are processed on a

regular basis. Maintaining Accounts Flag General Ledger accounts as inactive to stop using them, but retain them in the system for historical and reporting purposes.

Create alphanumeric account numbers as long as 45 characters.

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Define your own account groups and assign them to your General Ledger accounts for quick

Financial statement and report design. Performing Inquiries Drill down from a un posted journal entry to the originating transaction. Drill down to the originating journal entry and transaction from transaction history. Limit the batches shown in the Batch List window to only those from a single sub-ledger.

Reporting:

Create analytical reports, spreadsheets, graphs, and charts, and update budgets

automatically Through full integration with Microsoft Excel. Print consolidated statements or divisional statements based on account number

segments. Produce fast, flexible, customized financial statements through full integration with

Microsoft Excel. Reduce wasted paper with detailed selection criteria for reports. Drill down to transactions from financial statements using the Financial Reporter.

Inventory Control

Assign different retained earnings accounts to different account segments. Automatically create budgets using prior-year information or choose from seven other

computing methods. Auto-reverse entries to eliminate manual accrual tracking and specify the period for the

reversal. Integrate powerful financial diagnostic and strategic analysis tools through ACCPAC CFO. Lock budgets to prevent unauthorized changes. Maintain separate periods for adjusting and closing entries. Reverse a posted transaction. Set up and schedule recurring journal entries for transactions that are processed on on

regular basis. Maintaining Accounts Flag General Ledger accounts as inactive to stop using them, but retain them in the system

for historical and reporting purposes. Create alphanumeric account numbers as long as 45 characters.

Define your own account groups and assign them to your General Ledger accounts for quick financial statement and report design. Performing Inquiries

Drill down from an un-posted journal entry to the originating transaction. Drill down to the originating journal entry and transaction from transaction history. Limit the batches shown in the Batch List window to only those from a single sub-ledger.

Reporting:

Create analytical reports, spreadsheets, graphs, and charts, and update budgets

automatically Complete integration with Microsoft Excel. Print consolidated statements or divisional statements based on account number

segments. Produce fast, flexible, customized financial statements through full integration with

Microsoft Excel. Reduce wasted paper with detailed selection criteria for reports. Drill down to transactions from financial statements using the Financial Reporter.

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Features:

Control access to any account in your general ledger by segment. This allows you to limit user activity to a prescribed set of accounts, blocking sensitive or confidential accounts from being seen or changed.

Add or remove user restrictions at any time in response to staffing changes, changes to your account structure, or as security concerns arise.

Restrict financial reporting to select accounts. Restrict user’s ability to add accounts by segment. Set access rights for single or multi-segment validation or for single or multiple account

validation.

G/L Consolidations:

The prescribed module allows transfer and merging of General Ledger account and transaction information between separate company and division office locations. It is also designed to enable subsidiaries and holding companies to run across different networks and accounting databases.

Consolidate and provides a comprehensive audit trail. The system is available in two versions: a full version for the head office and a remote-sites version for division offices.

Features:

Automatically perform currency translations and account for any resulting gains or losses. Consolidate all accounts or a partial set of accounts using the automatic balancing account. Use mapping tables to combine general ledger amounts for companies with different fiscal

years, fiscal periods, and even different account structures. Consolidate multiple general ledgers by transaction, net period change, or account

balance. Include budgets for a range of years in the consolidated company. Maintain a detailed audit trail of all consolidation activities. Maintain a separate consolidated general ledger or combine with existing head office or

central general ledgers. Merge multiple subsidiary accounts into a single holding company account. Specify a description for account balances or net change transactions. Allocate transactions originating in a holding company back to subsidiaries. Translate amounts from the functional or source currency in the originating ledger, and

specify the translation rate type. .

Intercompany Transactions

The module as provided simplifies and significantly reduces the amount of work required to

record General Ledger and Accounts Payable transactions across multiple companies. Using this module, you can automatically distribute your transactions to the appropriate companies and corresponding intercompany loan accounts based on relationships you define.

Features

Automotive loan account entries for intercompany transactions and distribute invoices to as

many General Ledger accounts as required. Only available with the add-on Multicurrency module. Define relationships and record transactions between originating companies, intermediate

companies, and destination companies having different functional currencies.

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Enter transaction references and descriptions to provide a detailed audit trail for reconciliation purposes.

Handle tax computations for expense, allocated, or recoverable taxes. Print an intercompany loan account reconciliation report to identify errors between

companies. Process intercompany General Ledger journal entries and intercompany Accounts Payable

invoices, debit notes, and credit notes. Process multicurrency transactions for multicurrency or single currency intermediate and

destination companies

Purchase Order Integrate Customers.

Insert new customers on the fly. Default the inventory location from the customer’s ship-to location so that goods are

shipped from the nearest warehouse location.

Entering and Managing Invoices.

Automatic determination of available item quantities while entering orders. Copy orders or line item details from one customer to another. Easily customize order templates with standard information to speed data entry. Edit and invoice partially shipped orders. Enter active orders, future orders, standing orders, and quotes. Enter order quantities using any unit of measure. Separate orders, shipments, and invoices to individually control the duties of your

personnel. Include multiple orders on a single shipment and multiple shipments on a single invoice. Include serial numbers or lot numbers with order details using optional Serialized Inventory

or Lot Tracking functionality. Look up customer pricing based on customer contract price, item base price, or discounted

or marked-up sales prices. Recall complete invoice information when issuing credit notes. Review sales history by customer or inventory item during order and invoice entry. Send partial shipments to those customers that allow them. Fix any number of miscellaneous charges to speed invoicing. Fix standard e-mail messages you can automatically send to your customers with their

documents. Ship items with or without first entering an order for those items. Mention whole or fractional quantities on orders, if fractional quantities are used in your

inventory. Use customer types on orders that correspond to as many as five markup or discount price

levels. Use multiple payment schedules and other payment terms defined in Accounts Receivable. Use password-controlled override of credit advisories. Use prices with as many as six decimal places and include taxes in the selling price. Check a customer’s credit based on the pending transactions in both Accounts Receivable and Order Entry, the customer’s current posted balance in Accounts

Receivable, and any pertinent information contained in other integrated products. Receive an alert if a credit note has been previously posted for an invoice. Utilize the Inventory Control pricing features by weight, multiple units of measure, and

current cost plus a specified percentage or amount. Verify the price of an item to ensure the price is not below a fixed cost or below a fixed

margin as specified. Use only physical inventory locations.

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Fix a discount for the entire as well as each order Fix item weight and weight unit of measure during order, shipment, and invoice Entry. Prohibit non-sellable inventory items from being sold. Determine the appropriate inventory item from customer-specific item numbers that are

entered at the time of the order. Automatically post Accounts Receivable batches created from Compute commissions based on sales amount or margin. Automatically post General Ledger journal entries batches created from Order Entry and

determine which details are associated with each entry.

Performing Inquiries:

View shipments and invoice number for orders and drill back to the appropriate document. Drill down to each level of the order, shipment, and invoice process. Inquire on sales orders by customer based on order status. Inquire on invoices posted for a specified item number. View item costs during order entry with appropriate rights. Use pop-up inquiry windows during order, shipment, and invoice entry to view details on

multiple-level bills of material.

Tax Services: Tax Services centralizes the tax information for Sales and Purchases. It manages reports of the tax information. Features of the Tax Services can be listed as below:

Manages all taxes and reports tax information Maintains tax tables and calculates taxes Retains tax audit data Centralizes tax information for sales and purchases

Integrating Tax Services with other programs: Tax Services maintains records for tax authorities and tax classes that you assign to your item, customer, and vendor records. Calculates taxes for invoices entered in A/R, using the classes and authorities created for each customer.

Calculates taxes for transactions entered in A/P, using classes and authorities created for each vendor.

Instructs A/R and A/P to create G/L transactions for tax accounts defined for the tax authorities when you post invoice batches.

Applies tax exemptions for specific authorities. The sub ledgers will set the tax amount and the tax base for tax authorities and classes that are exempt to zero.

Calculates surtax on tax amounts for specified tax authorities. Instructs sub ledgers to report tax on retain age, either at the time of the original document,

or at the time of the retain age document. Reporting: Following mentioned are the reports can be printed using Tax Services

Tax Authorities: The Tax Authorities report lists the tax authorities defined for the company. Report also includes the authority code and description.

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Tax Classes: The Tax Classes report lists the sales or purchases tax classes defined for your company. It also displays the authority code and description, the class types (Customer and Item, or Vendor and Item).

Tax Rates: The Tax Rates report lists the tax rates defined for company's sales and purchases.

Tax Group: The Tax Groups report lists the tax groups defined for the company. Tax Tracking: This report provides a complete listing of tax amounts charged for taxable

transactions, since the last date on which tax information was reported and cleared. Report can be used for, Complete reports required by government, such as for goods and services or value-added taxes, and as supporting documentation for such reports.

The scope of work as envisaged above is only inclusive and not exhaustive. Additional financial requirements incidental and / or essential to the above referred scope shall be added / intimated in writing during implementation stage, without any additional financial implication.

2. Clarifications of Bid Document:

The prospective bidder requiring any clarification on the this document shall notify the company in writing or by fax at the CSO mailing address indicated in this document, latest by the date mentioned in Notice details. Response, if any, on such clarifications will be displayed on Discoms website latest by the date mentioned in Notice details and further, to clarify the queries already received & replied.

Any clarifications issued by Discoms, in response to such query raised by prospective bidders, shall form an integral part of this documents and shall amount to an amendment of relevant clauses of this document.

3. Proposal Form:

3.1. The Firm shall comply with all the provisions mentioned in this documents & sign each page under stamp of firm as a mark of acceptance of all conditions contained herein. 3.2. All pages of the Proposal shall be serially numbered, indicated in an index. 3.3. Additional / ambiguous conditions are not permissible and will render the proposal liable for rejection.

4. Successful Bidder will work out detailed setup of software implementation as per the

requirement with components and specs already finalized by DISCOMS.

5. Successful bidder may include additional component if any required in its technical and financial bids otherwise any components required for completion of project shall be treated as included in the solution and will have to be provided by the Successful Bidder without any additional cost.

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6. The successful bidder will provide all necessary support for the smooth transfer of the network after the expiry of the contract before the expiry of the PBG or as mutually agreed upon.

7. The successful bidder will be responsible for smooth operations and maintenance of all equipment and services of ERP software throughout the service of the contract.

8. Proactive Monitoring of the entire infrastructure and internet link. 9. Any new infrastructure or software which is required to be installed to meet out the statutory

requirement of the project will be the responsibility of the bidder to install and commission the same.

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SECTION –III

TECHNICAL SPECIFICATION

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Minimum requirement of Technical Specification:

The SAGE 300ERP Application should be web based and should be able to run quite satisfactorily in the following enviourment:

1. Apache for the HTTP layer

2. IIS for the application layer.

3. SQL Server 2008 R2 for database layer.

4. Window 2008 server R2 enterprise edition ( Service pack 1)

5. IIS 6.1

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SECTION –IV

INSTRUCTION TO BIDDERS (ITB)

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SECTION –IV

Instruction to Bidders (ITB)

1.0 Documents Comprising the Bid:

The bidding process is open to Sage ERP 300 Product Vendor, Sage ERP Implementation Partner or group of entities i.e. Sage ERP Product Vendor, and the Implementation Partner forming a consortium (hereinafter referred to as Eligible bidders) who has the capability to provide the entire solution on a turn-key basis as per the Scope of Work and terms & Condition indicated in this tender subject to complying with the mandatory eligibility requirements along with supporting documents. Further the bidders are advised to furnish all information required as per the Tender document for techno-commercial evaluation. In case of consortium bidding, the implementation partner shall be the lead member for participating in the tender, execution, signing all the documents related therewith up to signing of agreement and execution of all the contractual obligations there after (in case of award of contract) i.e. responsible for providing and maintaining the total ERP solution to DISCOMs including warranty obligations on a turn-key basis. The lead member will have to meet the mandatory eligibility criteria as mentioned. However all the members of the consortium must also, jointly and severally, be responsible for satisfactory execution and performance of the contract. Application submitted by a Consortium shall comply with the following requirements. (i) A written agreement on stamp paper from the competent authority of all the consortium members in an appropriate format. (ii) The validity of the consortium agreement entered upon should continue for entire period of contract as specified in the tender. (iii) All such agreement should be irrevocable for the above periods. (iv) Nomination of Lead member must be evidenced by submitting a letter of authorization signed by legally authorized signatories of all the members of the consortium. (v) The Lead member must be authorized to receive instruction / communications from DISCOMs, authorized to incur liabilities and shall deliver all the provisions of the contract on behalf of consortium members. The Sage ERP Implementation partner can submit bid on his own or by leading a consortium. However, the Sage ERP implementation partner cannot submit more than one bid or alternative offers with more than one ERP software product or more than one IT hardware Vendor. The bidder must have adequate number of IT professionals working full time in India with the company as of now with the experience in the offered ERP product for implementation and / or maintenance. The Bid prepared and submitted by the Bidder shall comprise of two parts i.e. Part-I (Techno- Commercial Bid), & Part-II (Price Bid). A) The Part-I (Techno-Commercial Bid) must contain the following documents a) Bid Document signed by the bidder in every page, all other Schedules / Formats enclosed in the Bid-Document duly filled in & signed by the bidder with seal in a separate envelop super scribed as “Techno Commercial Bid”. Bids containing information in formats other than the prescribed formats in the tender notices shall not be acceptable and shall make the bid non-responsive.

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b) Requisite Earnest Money Deposit (E.M.D) in a separate envelope super scribed as “EMD” failing which the Bid shall be treated as non- responsive and shall be rejected outright. c) Following Documentary evidence establishing that, the Bidder is qualified to perform the Contract if the Bid is accepted: i) Bidder shall furnish copies of original documents defining the constitution or legal status,

place of registration and principal place of business, namely Memorandum and Article of Association etc.

ii) Bidders shall submit their audited financial reports for best three financial years out of last five years. In case the Bidder is in existence for less than five years, the audited financial report/s from the date of its incorporation should be furnished.

iii) Copies of Purchase orders successfully executed, Users Performance Certificate etc.

d) Power of Attorney / Board resolution indicating that the person(s) signing the Bid have the authority to sign the Bid and as such the Bid is binding upon the Bidder during the full period of its validity. e) Requisite Cost of Tender Document as mentioned in Section I (A) in shape of account payee Bank draft from a scheduled Bank in favor of the “Western Electricity Supply Company of Orissa Ltd. (WESCO)” Payable at Bhubaneswar is to be enclosed along with the Bid, if the document is downloaded from Discoms web-site. B) Part-II (Price Bid):

i) The Price Bid shall contain the price schedules (ANNEXURE – VI) & signed by the bidder with seal. This shall be submitted in a double sealed envelope separately duly super- scribed as “Price Bid”.

ii) The Price offered shall be inclusive of all costs as well as Duties, Taxes and Levies paid or

payable during implementation of the contract. If the Bidder is exempted from Excise duties, Concession in the Sales tax, levy of entry tax, same should be clearly mentioned supported with documentary evidence.

iii) Prices quoted by the Bidder shall be “Firm” and not subject to any price adjustment during

the performance of the Contract. A Bid submitted with variable Price or an adjustable price clause shall be treated as non-responsive and rejected out rightly.

2. Additional Documentation: In addition to what specifically mentioned in the specification, the bidders shall provide the following: a) Brief background of company. b) Infrastructure facilities available c) Technical Know-how and collaboration, if any.

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d) Quality systems and quality assurance plan e) Bidder’s experience f) Any other specific qualifications, experiences and capabilities directly related to this enquiry. 3. Signing of Bid: The Bidder shall complete and submit the Bid Document in duplicate enclosing all documents at clause “2” above in two sealed envelopes clearly marked “Original Bid & Duplicate separately, super-scribing the “Tender Notice No. ______________________ Date _______, Date of Opening ________ & Description of Material ____________”. The Price Bid in Original should be Submitted in a separate seal envelop marked as “ price bid” in the event of any discrepancy between the original and the copies, the original shall govern. The original and the duplicate copy of the Bid shall be typed or written legibly and shall be signed by the Bidder or a person or persons duly authorized to sign on behalf of the Bidder. Such authorization shall be indicated by written Power-of-Attorney/ Board Resolution accompanying the Bid. The Bid shall contain no interlineations, erasures, overwriting except as necessary to correct errors, made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the Bid. 4. Price Bid Envelope: The inner and outer envelopes shall be addressed to the Company at the following address: The Sr. Vice President (IT), Central Services Office (NESCO, WESCO, SOUTHCO), N1/22, IRC Village, Nayapalli, Bhubaneswar – 751 015 In addition to above, the outer envelope shall indicate the name and address of the Bidder to enable the Bid to be returned unopened in case it is declared “Late”. The Bidders have the option of sending the Bids by Post/ Courier services or in person. Bids submitted by Telex/Telegram/Fax will not be accepted. No request from any Bidder to the Company to collect the proposals from Airlines/ Cargo/Courier Agents etc. shall be entertained by the Company.

5. Earnest Money Deposit (EMD) 5.1. The bidder shall have to submit Earnest Money of Rs.1,00,000/- (One Lakh only) in

shape of DD or Bank Guarantee in favor of North Eastern Electricity Supply Company of Orissa Ltd, Bhubaneswar. The EMD shall be valid for a period of six months. In the event the successful bidder fails to execute the confirmed order, such EMD shall be forfeited. The EMD shall have to be enclosed inside a separate envelope which should be the super scribed “EMD” in bold letters. The Technical Bid shall be opened if valid EMD is found enclosed with the Bid. The EMD shall be returned to all the unsuccessful bidders immediately after finalization of tender. The EMD shall be forfeited:

i) If the Bidder withdraws its Bid during the period of bid validity specified in the tender

document after bid opening or

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ii) If the Bidder submits fraudulent documents and / or wrong information in support of it’s eligibility / qualification or

iii) If the Bidder, having been notified of the acceptance of its bid by DISCOMs during the period of bid validity,

a) Fails to sign the Agreement or b) Fails to submit the required initial security deposit and/or does not agree to carry out the

work as per the tender conditions. The BG / DD shall be valid till 30 days after the bid validity period. The EMD of the successful bidder shall be returned after signing of the agreement. The bids of the bidders who have not furnished the required Earnest Money Deposit will not be taken into consideration at all and such bids will be rejected and returned to the Bidders

NB: In case of any deficiency such as the ownership of the security bond (other than the issuing bank), deviation from the approved format, absence of signature of witness etc. found in the EMD Bank Guarantee, the same shall be liable for rejection upfront. The bidder will not be given any chance to rectify the same.

5.2. E.M.D of unsuccessful bidders shall be refunded back as promptly as possible but, not later

than thirty (30) days after the expiry of the period of bid validity. E.M.D of successful bidders shall be discharged upon furnishing of the performance security.

5.3. The EMD may be forfeited due to following reasons: 1) If the bidder withdraws bid during the period of bid validity specified by the bidder in the Bid form. 2) In case the successful bidder fails to sign the contract in specified time and / or fails to submit the requisite performance Bank guarantee.

6.0 Contract Price The Prices quoted for the Contract shall remain FIRM as per the above Parameters and Company shall not compensate Bidder for any variations. However any variation in the taxes & duties within the schedule date of delivery shall be borne by the Company, else the same shall be borne by the bidder.

7.0 Bid Currencies 7.1 Prices shall be quoted in Indian Rupees Only.

8.0 Documents Establishing Conformity to the Bidding Documents 8.1 The bidders shall confirm by the documentary evidence of the Goods conformity to the bidding

documents by submitting equipments data sheets.

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9.0. Alternative Bids 9.1. Bidders shall submit bids, which comply with the tender documents. Alternative bids shall not

be considered for evaluation.

10.0 Sealing & Marking of Bids 10.1 Bid submission: One Original, One Copy of all the Bid Documents shall be sealed and

submitted to the Company before the last date & time for submission of the bid. 10.2 The Bid proposal should be divided into two parts and should be submitted in two separate

sealed envelopes, addressed to Company. All the envelopes should bear the Name and Address of the Bidder and marking is made for the Original and the Duplicate copy. The envelopes should be super scribed with the title of its contents as follow:

i) Techno-Commercial / Price Bid Bid Envelope: Shall contain the Bid Security (EMD),

Cost of Tender Document, all supporting documents for qualifying requirement of this tender, duly filled in formats Abstract of General Terms & Conditions, Declaration Form, Technical Data Schedule, Technical & Commercial Deviations, Un-quoted blank Price Schedule etc. as per enclosed formats in this document

11.0 Timeline for Submission of Bids

11.1 The original Bid together with required copies, must be received by the company at the address specified in Clause-4 of Section IV not later than on or before 06.03.2013, 3.00 PM.

11.2 The company may, at its discretion, extend the deadline for the submission of Bids by amending the Bidding Documents, in which case all rights and obligations of the company and Bidders previously subject to the timeline will thereafter be subject to the timeline as extended.

12.0 One Bid per Bidder 12.1 Each Bidder shall submit only one Bid either by himself, or as a partner in a Joint

Venture/Consortium. A Bidder who submits or participates in more than one Bid for the same item, either individually or jointly, will cause all those Bids to be rejected out rightly.

13.0 Late Bids 13.1 Any Bid received by the Company after the deadline for submission of Bids prescribed by

the company, pursuant to Clause 17, will be declared “Late” and will be rejected out rightly and will be returned unopened to the Bidder.

14.0 Modification & Withdrawal of Bids 14.1 The Bidder may modify or withdraw his Bid after the Bid’s submission, provided that written

notice of the modification or withdrawal is received by the company prior to the deadline prescribed for submission of Bids.

14.2 The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked and

dispatched in accordance with the provisions of Clause 10 & 11. A withdrawal notice may be sent by fax but must be followed by an original signed confirmation copy.

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14.3 No Bid can be modified subsequent to the deadline for submission of Bids. 14.4 No Bid can be withdrawn in the interval between the deadline for submission of Bids and

the expiry of the period of Bid validity specified by the Bidder on the Bid form.

15.0 Evaluation of Bids 15.1 Process to be confidential Information relating to the examination, clarification, evaluation and comparison of Bids and recommendations for the award of a contract shall not be disclosed to Bidders or any other persons not officially concerned with such process. Any effort by a Bidder to influence the Company’s processing of Bids or award decisions may result in the rejection of the Bidder’s Bid. 16.0 Clarification of Bids 16.1 To assist in the examination, evaluation and comparison of Bids, the Company may, at its discretion, ask the Bidder for a clarification of its Bid. All responses to requests for clarification shall be in writing and no change in the price or substance of the Bid shall be sought, offered or permitted. 17.0 Preliminary Examination of Bids/Responsiveness 17.1 Company will examine the Bids to determine whether they are complete, whether any computational error have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the Bids are generally in order. 17.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price per item that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price per item will be corrected. If there is a discrepancy between the total amount and the sum of the total price per item, the sum of the total price per item shall prevail and the Total Amount will be corrected 17.3 Prior to the detailed evaluation, the Company will determine the substantial responsiveness of each Bid to the Bidding Documents including production capability and acceptable quality of the materials offered. Substantially responsive Bid is one, which conforms to all the terms and conditions of the Bidding Documents without material deviation. 17.4 A Bid determined as not substantially responsive will be rejected by the Company and will not subsequently allowed to be made responsive by the Bidder by correction of the non – conformity. 18.0 Evaluation & Comparison of Bids 18.1 The evaluation of Bids shall be done based on the cost competitiveness. 18.2 The evaluation of the Bids shall be a stage-wise procedure. The following stages are identified for evaluation purposes: In the first stage, the Bids would be subjected to a responsiveness check as detailed in the SECTION III of this document and the Commercial terms & conditions of the Bidders would be evaluated and discussed as per Clause 18.3 of this document.

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Subsequently, the Financial Proposals of Bidders with Techno-commercially Acceptable Bids submitted at the time of bid submission shall be considered. 18.3 The Company evaluation of a Bid will take into account, in addition to the Bid price, the following factors, in the manner and to the extent indicated in this Clause:

a) Implementation schedule. b) Deviations from Bidding Documents as mentioned in Non-Compliance Schedule. c) Past performance and capability to execute the contract.

. Bidders shall base on their Bid price on the terms and conditions specified in the Bidding Documents. The Cost of all quantifiable deviations and omissions from the specification, terms and conditions, specified in Bidding Documents shall be evaluated. The Company will make his own assessment of the cost of any deviation for the purpose of ensuring fair comparison of Bids. 19.0 Award of Contract If there is more than one lowest evaluated price (L1) bidder, the purchaser has exclusive right to

give the bid any one among the L1 bidders.

20.0. Contacting the Company 20.1 From the time between bid opening to award of contract, if any Bidder wishes to contact the company on any matter related to the Bid, he should do so in writing. 20.2 Any effort by a Bidder to influence the Company and / or in the company decisions in respect of Bid evaluation, Bid comparison or Contract of Award, will result in the rejection of the Bidder’s Bid. 20.3 The Company reserves the right to accept any Bid and to reject any or all Bids or to relax any Terms & Conditions. 20.4.The company reserves the right to accept or reject any Bid and to annul the Bidding process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders regarding the grounds for the company’s action. 20.5 In the interest of work, the company reserves the right to relax any terms and conditions without affecting the quality & price of the equipment. 20.6 The company will award the Contract to the successful Bidder whose Bid has been determined to be the lowest- evaluated responsive Bid, provided further that the Bidder has been determined to be qualified to perform the Contract satisfactorily. The company at its option/ discretion may split the total quantity to be supplied between two or more Techno- Commercially responsive Bidders in case of the bid prices are same and early delivery is required by the company.

20.7 The Company reserves the right to vary the Hardware / Software i.e. up-gradation without any change in terms and conditions at the time of placing the orders or during the execution of the Contract.

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20.9 Letter of Intent / Notification of Award : 20.9.1 The letter of intent / Notification of Award shall be issued to the successful Bidder(s) whose bid(s) have been considered responsive, techno-commercially acceptable and evaluated to be the Lowest (L1). The successful Bidder shall be required to furnish a letter of acceptance to it within 7 days of issue of the letter of intent / Notification of Award by Purchaser. 20.10. Performance Security Within 15 days of the receipt of Notification of Award / Letter of Intent from the Purchaser, the successful Bidder shall furnish the Performance Security in the form of Bank Guarantee executed on non-judicial stamp paper worth Rs.100/- (Rupees One hundred only) issued by a scheduled Bank in favor of the Purchaser encashable at Bhubaneswar only for an amount equivalent to 10% of the H/W and S/W cost if the same is purchased by DISCOMs in accordance with the General Conditions of Contract in the Performance Security Form provided in Annexure – IV of Bidding Documents. The Bank Guarantee shall be valid for a period not less than 90 days over and above the guarantee period. 20.11 COST OF BIDDING

The Bidder shall bear all costs associated with the preparation and submission of its Bid and DISCOMs will in no case be responsible or liable for those costs regardless of the conduct or outcome of the bidding process. 20.13. SITE VISIT, PRE-BID MEETING & CLARIFICATION ON BID DOCUMENTS

20.13.1. The prospective bidders are advised to depute their technical experts with authorization letter to visit, assess and examine the conditions, requirements, nature & quantum of work and locations of installations including assessment of requirement of Hardware, Software, Network equipments and Data Center, collect all information regarding functioning of prevailing working procedures and systems of different departments and inter departments which may be necessary for the purpose of bidding and submit a realistic offer for the successful implementation of ERP System and other ancillary works at their own cost without any liability on DISCOMs. Problems if any arising out of submission of bid without proper assessment of requirement by the bidder shall no way be considered by DISCOMs. 20.13.2 A pre-bid meeting shall be organized, if required in order to provide first hand information to the bidders and discuss issues with respect to the work. Any modification of the tender documents which may become necessary as a result of the pre-bid meeting shall be made by DISCOMs through its website. 20.13.3 A prospective bidder requiring any clarification on the bid documents may request/forward their clarifications/queries to the Sr. Vice-President (IT), CENTRAL Service Office (NESCO,WESCO and SOUTHCO) N1/22, IRC Village, Nayapalli, Bhubaneswar-15, Odisha. Queries rising after the stipulated period shall not be accepted. Copies of consolidated queries of bidders and response of DISCOMs will be issued by DISCOMs as addendum in the website, only if the clarifications requested for, are considered appropriate by the DISCOMs. 20.13.4 The Bidders are strongly advised to examine all the instructions, forms, terms and specifications in the Tender documents. Failure to furnish all the information as required or to submit a bid not substantially techno-commercially responsive, in every respect to the bidding document, will be at the Bidder’s risk and shall result in the rejection of its Bid.

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21.0 CONFIDENTIALITY

All recipients of the Tender documents for the purpose of submitting a tender shall treat the contents of the document as private and confidential. 22.0 AMENDMENT TO TENDER DOCUMENTS 22.1 At any time prior to the deadline for submission of Bids, DISCOMS may, for any reason, whether at its own initiative or in response to a clarification sought by any prospective bidder, reserves the right to modify the tender documents by amendment / addendum. 22.2 The amendment will be notified in writing or by fax to all the prospective bidders who have purchased the bidding documents, besides publication in DISCOMs web site. Those bidders who down load the Tender Document from the web site shall be solely responsible to check the web site for the amendment issued in shape of Corrigendum and/or Addendum. 22.3 In order to afford prospective bidders, reasonable time to take the amendment into account in preparing their bids, DISCOMs may at its discretion, extend the deadline for the submission of bids. 23.0 LANGUAGE OF BID The Bid prepared by the Bidder and all correspondences and documents relating to the Bid exchanged by the Bidder and DISCOMs shall be written in English language. 24.0 BID PRICES The bid price must be prepared in accordance with the instructions specified below. 24.1 The bidder shall indicate the landed prices at site for all the items (goods and services) of the work described in the Bill of Quantity. The prices must include all the taxes (except Service Tax), duties, fees, all types of CESS etc payable by the contractor under the contract. It must also include insurance, transportation, packing, forwarding and all other incidentals required for successful execution of the contract in all respect. 24.2 Clubbing of items in the BOQ and/or submission of price bid in a different format shall not be accepted. 24.3 The total scope of work complete in all respect shall be considered on lump-sum basis as per items indicated in the “BOQ”.

25. TAXES AND DUTIES The prices (including all taxes, duties, etc excluding Service tax) quoted in the bid shall hold good and shall be binding on the bidder, not withstanding any increase in the prices of materials and labour or in the freights or levy of other charges whatsoever and the bidder shall not be entitled to claim any increase over the rates quoted by him during the period of currency of the contract except taxes and duties as introduced / modified by Govt. from time to time if any within the period from last date of bid submission to the original completion date of the Contract. Reimbursement of any new tax or variation of existing tax, introduced during last date of bid submission to the original completion date of the Contract shall be paid in actual on submission of documentary evidence. The extended period of Contract for the purpose shall only be considered on merit.

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26.0 BID VALIDITY The bids shall be valid for a period of 180 days from the last date of submission of bids. . 27.0 Supply, Installation, Integration, Commissioning & Acceptance of ERP based Integrated System including warranty obligation DISCOMs shall retain 10% of onetime cost (excluding the recurring cost and ERP operational assistance cost from the contract price) towards performance security deposit which shall be retained by DISCOMs till 60 days after successful completion of the warranty period of 1 (one) year. The Performance Security Deposit may be released after successful execution and acceptance of the System. 28.0 Profile of Proposed Project Team Bidder has to deploy a specialized and trained team for the successful and timely completion of the Project at sites. It is therefore mandatory that the key personnel in the team have the following minimum qualification and work experience.

a) One Project Manager

• With at least two ERP end-to-end implementation experience, out of which, atleast 1 ERP project should be as a Project Manager.

b) At least two Functional Consultants for each module • With at least one ERP end-to-end implementation experience. All the manpower proposed for the project team must be a B.E./ B. Tech/ MBA/ CA/CMA or Equivalent. The manpower and the project team proposed for DISCOMs. 20.11. All correspondence with regards to the above shall be made to the following: Contact : Sr. VP - IT

Address : CENTRAL SERVICES OFFICE (NESCO, WESCO & SOUTHCO)

Plot No- N1/22, IRC Village, Nayapalli Bhubaneswar-751 015 FAX : 0674 - 255 8343

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SECTION – V

GENERAL TERMS AND CONDITIONS OF CONTRACT (GTCC)

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SECTION – V

General Terms and Conditions of Contract (GTCC)

1.0 General Instructions 1.1 All the Bids shall be prepared and submitted in accordance with these instructions. 1.2 Bidder shall bear all costs associated with the preparation and delivery of its Bid, and the Company in no case shall be responsible or liable for these costs. 1.3 The Bid should be submitted by the Bidder in whose name the bid document has been issued and under no circumstances it shall be transferred / sold to the other party. 1.4 The Company reserves the right to request for any additional information and also reserves the right to reject the proposal of any Bidder, if in the opinion of the Company, the data in support of Tender requirement is incomplete. 1.5 The Bidder is expected to examine all instructions, forms, terms & conditions and specifications in the Bid Documents. Failure to furnish all information required in the Bid Documents or Submission of a Bid not substantially responsive to the Bid Documents in every respect may result in rejection of the Bid. However, the Company’s decision in this regard to the responsiveness and rejection of bids shall be final and binding without any obligation, financial or otherwise, on the Company. 2.0 Definition of Terms: 2.1 NESCO/WESCO/SOUTHCO shall mean the “Company” on whose behalf this bid enquiry is issued by its authorized representative/officers. 2.2 “Bidder” shall mean the firm who quotes against this bid document issued by the Company. “Contractor / Seller” shall mean the successful Bidder(s) whose bid has been accepted by the Company and shall include his heirs, legal representatives, successors and permitted assigns. 2.3 “Site” shall mean the Electricity Distribution Area of the Company. 2.4 “Letter of Intent” shall mean the official notice issued by the Company notifying the Contractor that his proposal has been accepted and it shall include amendments thereto, if any, issued by the Company. The “Letter of Intent” issued by the Company shall be binding on the “Contractor”. The date of detailed Company Order shall be taken as the effective date of the commencement of contract. 2.5 “Month” shall mean the calendar month and “Day” shall mean the calendar day. 2.6 “Codes and Standards” shall mean all the applicable codes and standards as indicated in the

Technical Specification is mentioned above. 2.7 “Offer Sheet” shall mean Bidder’s firm offer submitted to Company in accordance with the specification. 2.8 “Contract” shall mean the “Detailed Company Order” issued by the Company.

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2.9 “Contract Price” shall mean the Price referred to in the “Detailed Company Order”. 2.10 “Contract Period” shall mean the period during which the “Contract” shall be executed as agreed between the Contractor and the Company in the Contract inclusive of extended contract period for reasons beyond the control of the Contractor and / or Company due to force majeure. 2.11. “Project” shall mean supply as per enclosed technical specification. 3.0 Contract Documents & Priority 3.1 Contract Documents: The Specification, terms and conditions of the contract shall consist solely of these Tender conditions and offer sheet. 3.2 Priority: Should there be any discrepancy between any terms hereto and any term of the offer sheet, the terms of this tender document shall prevail. 4.0 Force Majeure: 4.1. If, at any time, during the continuance of this contract, the performance in whole or in part by either party of any obligation under this contract is prevented or delayed by reasons of any war or hostility, acts of the public enemy, civil commotion, sabotage , fires, floods, explosions, epidemics, quarantine restrictions, strikes, lockouts or act of God (hereinafter referred to as events) provided notice of happenings of any such eventuality is given by either party to the other within 2 days from the date of occurrence thereof, neither party shall by reason of such event be entitled to terminate this contract nor shall either party have any claim for damages against other in respect of such non-performance or delay in performance, and deliveries under the contract shall be resumed as soon as practicable after such an event come to an end or cease to exist, and the decision of the Purchaser as to whether the deliveries have been so resumed or not shall be final and conclusive. Further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reasons of any such event for a period exceeding 10 days, either party may, at its option, terminate the contract.

4.2. Provided, also that if the contract is terminated under this clause, the company shall be at liberty to take over from the vendor at a price to be fixed by the company, which shall be final, all unused, undamaged and acceptable materials, bought out components and stores in course of manufacture which may be in possession of the Supplier at the time of such termination or such portion thereof as the purchaser may deem fit, except such materials, bought out components and stores as the vendor may with the concurrence of the company elect to retain.

4.3. Maintenance:

a) Scheduled Maintenance: The Bidder shall specify the basis for scheduled maintenance causing / or not causing disruption of Service. Maintenance shall be performed during off-peak hours and the bidder shall always provide advanced notice of scheduled maintenance to DISCOM. b) Emergency Maintenance: The Bidder shall specify the major reasons for performing emergency maintenance (Example: security related issues). Bidder shall immediately notify DISCOMs regarding the emergency maintenance. Un-notified service unavailability due to emergency maintenance will be included in the service downtime calculations.

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4.4. Downtime Maintenance: Bidder shall take corrective steps for restoration and modification of the system to meet the requirement of DISCOMs and the downtime shall be mutually agreed by the parties but not exceeding 4hours.

5.0 Indemnify: 5.1. The Vendor, its successor and assignee shall indemnify the Company , its successor and

assignee from all current & future liabilities that may arise out of purchase contract(s) entered into between the vendor & the Company under this Tender Notice. The Purchaser in term shall indemnify the DISCOM.

5.0 Contact Information NESCO/WESCO/SOUTHCO Orissa (DISCOM of Orissa) Contact: All communication as regards to this Tender Notice/Technical Specifications shall be made (i) in English, (ii) in writing and (iii) sent by mail / facsimile to: Contact : Sr. VP - IT Address : CENTRAL SERVICES OFFICE

(NESCO, WESCO & SOUTHCO) Plot No- N1/22, IRC Village, Nayapalli Bhubaneswar-751 015 FAX : 0674 - 255 8343

7.0 Deviation from Specification It is in the interest of the Bidders to study the Specification, drawing etc. specified in the tender document thoroughly before tendering so that, if any deviations are made by the Bidders, the same are prominently brought out on a separate sheet in the Technical & Commercial Deviation. Deviation mentioned in any other format or any other part of the offer document shall not be considered as a deviation & in such case it will be presumed that the bidder has accepted all the conditions, stipulated in the tender specification, notwithstanding any exemptions mentioned therein. 8.0.Price Basis: The breakup of prices shall indicate all types of Taxes, Duties and other Levies of whatsoever nature indicated separately and clearly CST / VAT clearance certificate, Copy of PAN card. 9.0. Terms of Payment

9.1 The Contractor’s request for payment shall be made to the Purchaser in writing, accompanied by an invoice describing, as appropriate, the milestone completed. The Contract Price shall be paid in Indian Rupees in accordance with the Payment Schedule 9.2 Payments shall be made promptly by the Purchaser, but in no case later than thirty (30) days after submission of an invoice along with the stipulated acceptance/delivery certificate signed by competent authority / Project Coordinator / Authorized representative as per the phases mentioned in the table below.

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Phases Percentage of Amount Payable

1 During physical systems study & implementation plan 40% of License cost plus 60% of cost of implementation and commissioning (Advance Payment)

2 Customization and implementation of ERP and UAT, training and hand holding for 3 months

60% of license cost plus 40% of cost of implementation, customization, training and hand holding. (Payment after implementation)

Note: Advance payment of 60% of the cost of implementation will be released on production of “Bank Guarantee of equivalent amount valid for a period of one year”. 10.0 Price validity: All bids submitted shall remain valid, firm and subject to unconditional acceptance by company for 180 days post bid date. For award of Contract, the prices shall remain valid and firm till contract completion. 11.0. Penalty (Down time): Penalty wiIl be imposed equivalent to the daily rate based on the total contract value. The minimum penalty should be the amount of the contract on per day basis e.g. For all service related issues ranging from 1 hour to 24 hours the penalty will be per day contract value, beyond the agreed and acceptable favourable downtime as mentioned in clause 4.4 above.

12.0. Guarantee: The hardware if supplied by the bidders shall be guaranteed for trouble free service for the entire period of contract from the date of receipt of the material at desired destination. Any defect if noticed during the guarantee period should be rectified / replaced by you free of cost, provided such defects are traced due to faulty design, bad workmanship or bad material used. 13.0. Liquidated Damage: Failure to establish ERP software in the stipulated period of 1 week, from the date of handing over of site will result in imposition of penalty of Rs. 5,000 per day of delay for a period of one week and thereafter, Rs 10,000 per week of further delay for another two weeks. Delay beyond 2 weeks may attract forfeiture of the SD/ PBG and cancellation of contract, at the discretion of the company. 14.0. Termination for Default:

The company may, without prejudice to any other remedy for breach of contract, by written notice of default, sent to the contractor, terminate this contract in whole. a) If the contractor fails to deliver any or all of the goods and perform services within the time period(s) specified in the contract, or any extension thereof granted by the company. b) if the contractor fails to perform any obligation(s) under the contract . c) if the contractor, in either of the above circumstances, does not remedy his failure within a period of 15 days (or such longer period as the purchaser may authorize in writing) after receipt of the default notice from the company.

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d) Termination of contracts when Assets are in working conditions. If the contracts are terminated on the above three grounds, DISCOMs shall have right to take over the assets without giving any option to the vendor by paying balance installment towards monthly H/W & S/W cost at discounted value at the prevailing bank rate. e) Termination of contracts when Assets are not working conditions. If the contracts are terminated on the above three grounds, DISCOMs shall have right to take over the assets without paying any balance installments towards monthly H/W & S/W cost. 15.0. Court Jurisdiction:- Any dispute arising out of the tender/bid document/ evaluation of bids/issue of APO shall be subject to the jurisdiction of the competent court at the place from where the NIT/tender has been issued Where a Bidder has not agreed to arbitration, the dispute/claims arising out of the Contract/PO entered with him shall be subject to the jurisdiction of the competent Court at the place from where Contract/PO has been issued. Accordingly, a stipulation shall be made in the contract as under.

“This Contract/PO is subject to jurisdiction of Court at Bhubaneswar only”.

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SECTION – VI

LIST OF ANNEXURE

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SECTION VI

Annexure - I

Sl No. Particulars Information (GI)

1.1 HQ Location

1.2 Affiliation / Parent

1.3 Type of Business

1.4 Estimated Size

1.5 Estimated Total Work Force

1.6

Presence in India

1.6.1 Manage Service Center

1.6.2 Marketing Office

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Annexure – II

Details about the Firm

Sl No. Details Required Response from the bidder

1 Full Name of the firm ( in capital letter)

2 Address of the firm

3 Phone Number

4 Type of firm ( Proprietary / Partnership / Ltd./Pvt. Ltd)

5 Details of the authorized signatory

Name:

Designation:

Phone:

Mobile:

e - mail:

Address:

6 Brief description of work carried out by firm in last three years

7 Has the firm black listed by any organization, if so attached the details of the same.

8

Is the firm registered with any Government / Semi Government undertaking? If so furnish details of the registration.

9

Income Tax account No. /PAN number (latest income tax clearance Certification to be attached with proposal)

10 Service Tax registration No.

11 Registration Certificate of Firm or MoA

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Annexure – III

DECLARATION FORM

To, Sr. Vice President (IT), Registered Office, NESCO, WESCO & SOUTHCO, N 1/22, IRC Village, Nayapalli, Bhubaneswar - 15 Sir, Having examined the above specifications together with the Tender terms and conditions referred to therein. 1. I/we the undersigned do hereby offer to implement SAGE ERP covered thereon in complete shape in all respects as per the rules entered in the attached contract schedule of prices in the tender. 2. I/we do hereby undertake to have implementation / delivered within the time specified in the tender. 3. I/we do hereby guarantee the technical particulars given in the tender supported with necessary reports from concerned authorities. 4. I/we do hereby certify to have furnished a copy of the tender specifications by remitting Cash/ Demand draft & this has been duly acknowledged by you in your letter No…………….. Date ………………. 5. I / we do hereby agree to furnish the composite Bank Guarantee in the manner specified / acceptable by the<contractor>& for the sum as applicable to me / us as per section-v of penalty clause within fifteen days of issue of the Letter in favor of the contractor to decided, failing which I / we clearly understand that the said shall be liable to be withdrawn by the contractor Signed this…………….Day of……………………20….

Yours faithfully, (Signature of Tenderer with Seal)

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Annexure- IV PROFORMA FOR COMPOSITE BANK GUARANTEE FOR SECURITY DEPOSIT, PAYMENT AND PERFORMANCE This Guarantee Bond is executed this _______day of_________________ by us the____________________ ___________________________ Bank at __________________P.O._______________ P.S. Dist _________ State_______________ ( indicate designation of Purchaser ) Whereas North Eastern Electricity Company of Orissa Ltd. (NESCO) Regd. Office: N 1/22, IRC Village, Nayapalli, Bhubaneswar – 751015 registered under the Company Act 1956 (hereinafter called “The Purchaser”) has placed Work Order No.____________ Dt.__________________ (hereinafter called “the Agreement”) with M/s.__________________________________________________ (hereinafter called “the Contractor”) for implementation of ___________________________ (IDC) and whereas NESCO has agreed for implementation of ERP for NESCO , WESCO & SOUTHCO ( Discoms) as per the said agreement on furnishing by the Contractor to the NESCO a security in form of performance Bank Guarantee of the amount equivalent to 10% of the contract price of the said Agreement. 1. Now, therefore, in consideration of Whereas North Eastern Electricity Company of Orissa Ltd. having agreed in terms of the said Agreement as aforesaid, we the ______________________Bank, Address________________________________ (code No. ______________) (hereinafter referred to as “the Bank”) do hereby undertake to pay to the NESCO an amount not exceeding Rs._________________ (Rupees )______________________ only against any loss or damage caused to or suffered by “The Purchaser”, by reason of any breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement. 2. We, the _____________________________Bank do hereby undertake to pay the amounts due and payable under the guarantee without any demur, merely on a demand whereas North Eastern Electricity Company of Orissa Ltd, stating that the amount claimed is due by way of loss or damage caused to or suffered by NESCO by reason of any breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement or by the reason of any breach by the said Contractors failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this Guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs________________ (Rupees______________________________) only. 3. We, the ________________________________Bank also undertake to pay to “The Purchaser”, any money so demanded not withstanding any dispute or dispute raised by the Contractor(s) in any suit or proceeding instituted/ pending before any court or Tribunal relating thereto our liability under this Agreement being absolute and irrevocable. The payment so made by us under this bond shall be valid discharge of our liability for payment there under and the Contractor(s) shall have no claim against us for making such payment.

4. We, the_______________________________________ Bank further agree that the guarantee herein contain shall remain in full force and affect during the period that would be taken for the performance of the said Agreement and it shall continue to remain in force endorsable till all the dues of “The Purchaser” under by virtue of the said Agreement have been fully paid and its claim satisfied or discharged or till NESCO certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharge this guarantee and will not be revoked by us during the validity of the guarantee period.

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Unless a demand or claim under this guarantee is made on us or with (Local Bank Name, address and code No.), Bhubaneswar in writing on or before (date) we shall be discharged from all liability under this guarantee thereafter.

5. We, the__________________________ Bank further agree that “The Purchaser” shall have

the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) and we shall not be relieved from our liability by reason of any such variation or extension being granted to the said Contractor(s) or for any forbearance act or omission on part of NESCO or any indulgence by Whereas North Eastern Electricity Company of Orissa Ltd, to the said Contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would but for this provisions have effect of so relieving us. 6. The Guarantee will not be discharged due to change in the name, style and constitution of the Bank and or Contractor(s).

7. We, the _______________________________Bank lastly undertake not to revoke this

Guarantee during its currency except with the previous consent of “The Purchaser”, in writing .Dated____________ the_____________ day of Two thousand______________ Notwithstanding anything contained herein above. Our liability under this Bank Guarantee shall not exceed Rs. _________________________________ (Rupees______________________________________________) only. The Bank Guarantee shall be valid up to only. We or our local Bank at Bhubaneswar (Name & Address of the Local Bank) are liable to pay the guaranteed amount depending on the filing of claim and any part thereof under this Bank Guarantee only and only if you serve upon us or our local Bank at Bhubaneswar a written claim or demand and received by us or by Local Branch at Bhubaneswar on or before Dt. ________________ otherwise bank shall be discharged of all liabilities under this guarantee thereafter. For________________________ (Indicate the name of the Bank) N.B.: (1) Name of the Contractor: (2) No. & date of the Purchase order / agreement: (3) Amount of P.O.: (4) Name of Materials: (5) Name of the Bank: (6) Amount of the Bank Guarantee: (7) Name, Address and Code No. of the Local Branch: (8) Validity period or date up to which the agreement is valid: (9) Signature of the Constituent Authority of the Bank with seal: (10) Name & addresses of the Witnesses with signature: (11) The Bank Guarantee shall be accepted only after getting confirmation from the respective Banks.

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Annexure -V

PROFORMA FOR BANK GUARANTEE FOR EARNEST MONEY DEPOSIT

(ON NON-JUDICIAL STAMP PAPER OF Rs.100/-)

Ref Date Bank Guarantee No: In accordance with invitation to Tender Notice No.--------- Dated ------------- of North Eastern Electricity Supply Company of Orissa Ltd. [herein after referred to as the NESCO] for the purchase of __________________(name of Material) M/s ________________________Address ______________________________________________wish/wished to participate in the said tender and as the Bank Guarantee for the sum of Rs. [Rupees ___________________________________________________Valid for a period of ………… days (in words) is required to be submitted by the Bidder. 1.We the__________________________________________ [Indicate the Name of the Bank]

[Hereinafter referred to as „the Bank‟] at the request of M/S.____________________________

[Herein after referred to as supplier (s)] do hereby unequivocally and unconditionally guarantee and undertake to pay during the above said period, on written request by NESCO an amount not exceeding Rs._____________________________ to the NESCO, without any reservation. The guarantee would remain valid up to 4.00 PM of ____________________________[date] and if any further extension to this is required, the same will be extended on receiving instructions from M/s __________________________________________on whose behalf this guarantee has been issued. 2. We the__________________________________________ [Indicate the name of the bank] do hereby further undertake to pay the amounts due and payable under this guarantee without any demur, merely on a demand from the NESCO stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the NESCO by reason of any breach by the said supplier [s] of any of the terms or conditions or failure to perform the said Bid. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs._________________________________________________ (in wards). 3. We, the____________________________________ Bank undertake to pay the NESCO any

money so demanded not withstanding any dispute or disputes so raised by the supplier [s] in any suit or proceeding instituted/pending before any Court or Tribunal relating thereto, our liability under this agreement being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the supplier(s) shall have no claim against us for making such payment.

4. We, the __________ Bank [Indicate the name of the bank] or our local branch at Bhubaneswar

further agree that the guarantee herein contain shall remain in full force and effect during the aforesaid period of -------------- days and it shall continue to be so enforceable till all the dues of the NESCO under by virtue of the said Bid have been fully paid and its claims satisfied or discharged or till NESCO certifies that the terms and conditions of the said Bid have been fully and properly carried out by the said Supplier [s] and accordingly discharges this guarantee. Unless a demand or claim under this guarantee is made on us in writing on or before the _________________ (date) we shall be discharged from all liability under this guarantee thereafter.

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5. We, the __________________________ Bank [Indicate the name of the bank] or our local branch at Bhubaneswar further agree that the NESCO shall have the fullest liberty without our consent and without affecting in any manner our obligations here under to vary any of the terms and conditions of the said Bid or to extend time of performance by the said Supplier [s] from time to time or to postpone for any time or from time to time any of the powers exercisable by the NESCO against the said supplier [s] and to forbear or enforce any of the terms and conditions relating to the said bid and we shall not be relieved from our liability by reason of any such variation, postponement or extension being granted to the said Supplier [s] or for any forbearance act or omission on the part of the NESCO or any indulgence by the NESCO to the said Supplier[s] or by any such matter or thing whatsoever which under the law relating to sureties would but for this provision, have effect of so relieving us.

6. This guarantee will not be discharged due to the change in the name, style and constitution of

the Bank or the supplier [s]. 7. We, the ________________ Bank or our local branch at Bhubaneswar lastly undertake not

revoke this Guarantee during its currency except with the previous consent of the NESCO in writing.

8. We, the Bank further agree that this guarantee shall also be encashable at our place of

business at Bhubaneswar (Indicate detail address of local branch with code no.) in the State of Orissa.

Dated ___________________________ Day of 2013. Witness ((Signature, names & address) For_________ _____ [Indicate the name of

Bank]

1. Power of Attorney No.__________________ 2. Date:

SEAL OF BANK

Note: The non-judicial stamp paper of worth Rs.100/- shall be purchased in the name of the bank, which has issued the bank guarantee.

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Annexure: VI

Price Schedule for Sage ERP 300 Software as per Tender Notice No.: CSO/IT/2013/ERP/1

Sl. No.

ERP Software (Description of Requirement) Qty Unit Rate

(Rs.) TOTAL (Rs.)

1 Annual License fees to be paid to SAGE ERP 300 250 Concurrent users with 700

login ID’s

2 Physical Systems Study and Implementation Plan -

3 Customization of ERP -

4 Implementation of ERP and UAT -

5 Training and Hand holding charges for 3 months As above

6 Charges for modification/Accounting policies as may

be revised from time to time (per month) -

TOTAL

Signature of Bidder along with seal & date. Note: 1) Any column left blank shall be treated as Nil/Inclusive of.

2) In case of discrepancy between unit rate and total value, the unit rate shall prevail over the total value.

The above is to be duly filled up, signed in all pages and submitted in sealed condition in a separate envelop superscribed as” part – II Bid – Price Bid”