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									          CPRI    RFP Document for implementation of integrated HRP & PAS

    REQUEST FOR PROPOSAL DOCUMENT FOR IMPLEMENTATION OF
  INTEGRATED HUMAN RESOURCE PLANNING & PAYROLL ACCOUNTING
                      SYSTEM FOR CPRI


                                   CONTENTS
Sl.No.                          Particulars                            Page
                                                                        No.
1.0      INTRODUCTION & OVERVIEW OF REQUIREMENTS                         3
1.1      BACKGROUND                                                      4
1.2      OBJECTIVE                                                       4
1.3      ELIGIBILITY CRITERIA                                            6
2.0      TECHNICAL REQUIREMENTS                                          8
2.1      APPLICATION ENVIRONMENT                                         8
2.2      M IDDLEWARE                                                     8
2.3      BACK-END DATABASE                                               8

3.0      GENERAL PRODUCT REQUIREMENT                                        9
3.1      PORTAL BASED                                                        9
3.2      ENTERPRISE SET-UP FACILITY                                         10
3.3      DRIVEN BY A WORKFLOW MODULE                                        11
3.4      DRIVEN BY A RULES DEFINITION MODULE                                13

4.0      FUNCTIONAL REQUIREMENT OF THE HRP & PAS SYSTEM                 15
4.1      SAMPLE MODULE REQUIREMENTS                                     23
4.2      REPORT FACILITIES                                              24

5.0      DELIVERABLES                                                   25

6.0      OTHER GENERAL REQUIREMENTS                                     26

7.0      EVALUATION CRITERIA                                            28
7.1      TECHNICAL EVALUATION                                           28
7.2      COMMERCIAL EVALUATION                                          28

8.0      IMPLEMENTATION PLAN                                            29
8.1      DEPLOYMENT                                                     29
8.2      PHASE-I                                                        30
8.3      PHASE-II                                                       30
8.4      ON-SITE SERVICE SUPPORT                                        31
8.5      TRAINING                                                       31

9.0      RESPONSIBILITIES OF BIDDERS                                    32
9.1      SOURCE CODE                                                    33
9.2      LIQUIDATED DAMAGES                                             33
9.3       FORCE MAJEURE                                                 33
9.4      ANNUAL MAINTENANCE CONTRACT                                    34

10.0     TERMS & CONDITIONS                                             35

11.0     ANNEXURES-1 to 12                                             44-85


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                                    Contents Continued


                                       ANNEXURES
  Annexure
                                        Particulars                        Page No.
    No.
 Annexure-1      Existing Software/ Hardware at CPRI                          44
 Annexure-2      Pre-qualification Information                                48
                 Hardware with its components and Software essential
 Annexure-3                                                                   50
                 for deployment of HRP for CPRI
 Annexure-4      Format of bank guarantee for submission of EMD               51

                 Format of performance bank guarantee for submission
 Annexure-5                                                                   54
                 of security deposit
 Annexure-6      Technical Bid                                                57
 Annexure-7      Price Bid                                                    61
 Annexure-8      Bidders Response Sheet                                       65
 Annexure-9      Definitions                                                  76
                                                                              79
Annexure-10      Format for offer

Annexure-11      Important instructions to be followed by the Tenderers       81
Annexure-12      CPRI WAN Connectivity diagram                                85




 Forms                                Particulars                          Page No.
 Form A    Functional section                                                 66
 Form B    Bidder Capability                                                  68
 Form C    Functional part of the solution & implementation approach          70
 Form D    Technical section                                                  71

 Form E    Compliance statement                                               74
                                          FORMS



                                          TABLES

Tables                                                                    Page No.

Table 1- CPRI Head Office and other Units                                     03

Table 2- Requirement for HRP                                                  15

Table 3- Requirement for PAS                                                  21

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1.0 Introduction & Overview of Requirements

Central Power Research Institute (CPRI), a Premier Research Organization, was established
under the Ministry of Power for carrying out applied Research, consultancy and testing in
the area of electrical power engineering. The institute has its Head Quarters & main
laboratories in Bangalore and other Units each one specialized in different areas of power
engineering spread across the country as given in Table 1. Local Area Network (LAN) with
internet leased line facility is presently available in Bangalore office . CPRI has connected all
the units of CPRI to the Head quarters and established Wide Area Network (WAN) for
information exchange. The work shall be executed at CPRI, Bangalore.



                    Table 1- CPRI Head Office and other Units


   Sl.No.                                  Name of the Units

   01       CENTRAL POWER RESEARCH INSTITUTE, BANGALORE

   02       SWITCH GEAR TESTING AND DEVELOPMENT STATION, BHOPAL

   03       ULTRA HIGH VOLTAGE RESEARCH LABORATORY, HYDERABAD

   04       THERMAL RESEARCH CENTRE, KORADI-NAGPUR

   05       REGIONAL TESTING LABORATORY, MURADNAGAR

   06       REGIONAL TESTING LABORATORY, GUWAHATI

   07       REGIONAL TESTING LABORATORY, KOLKATA




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1.1 Background :

There are 750 qualified technical and scientific personnel at various levels working in the
laboratories and other supporting staff . These personnel need to know their admin & payroll
details for which they are presently depending up on the concerned departments.


Under the above circumstances, adopting modern Information Technology concepts like
HUMAN RESOURCE PLANNING and PAYROLL ACCOUNTING SYSTEM is expected to
certainly help CPRI in providing quality information at the work place itself there-by
minimizing movement of the personnel and Time saving. This also provides the employees
working in different Units of CPRI a common HRP System which will be a collection of
documents/data in organized electronic form, available on the Intranet/Internet along with the services
that make the information useful to all CPRI employees spread across various units and users
connected by WAN.



1.2 Objective:

CPRI seeks a total End-to-End Solution on turnkey basis from the eligible bidders for deployment
of an integrated HUMAN RESOURCE PLANNING & PAYROLL ACCOUNTING SYSTEM.

Towards this, CPRI invites Proposals from Indian software product vendors for the delivery
and customization of an Administration/Establishment                 HR Management & Payroll
accounting System to automate, manage and monitor the various administration related
activities of CPRI. The proposed initiative would cover:

       Design, supply, configuration, customization, implementation & Training for the
        Government rules based Administration/Establishment & HR Management System
        for Internal Process Automation

       Payroll Management (PAYROLL ACCOUNTING SYSTEM – PAS)

       Six(6) Months On-site service support, Warranty services, AMC services for the
        installed system.



The vendor is expected to provide an end-to-end solution covering all the
above components.



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The proposed HRP&PAS System must seamlessly integrate & encompass the
complete integration of the following areas in the next phases of automation as
envisaged by CPRI to eventually achieve a complete HRP&PAS implementation:
Phase-I
Installation of Software & Creation of Master data with basic modules
Phase-II
Customization of software & its implementation as per the order


The proposed solution must be completely web-based, and shall be driven by a
powerful and versatile workflow Module & Government Rules Definition Module. It
should allow CPRI employees to have online and real-time connectivity and access
to all their administrative transactions, any time and anywhere.

Vendors must have prior experience in the area of government HRP & PAS
implementation.

In view of the importance and urgency for the integrated system, CPRI requires that the
solution be implemented in two phases. The phase-I is to be completed within 90 calendar
days of placing the purchase order, while the phase-II is to be completed within 90 days of
completion of Phase-I. A critical success factor of this implementation shall be that CPRI
expects early visible results to start forth coming from the first phase of system
implementation in this time. The bidders shall clearly mention how it shall address this
critical success factor. The bidders shall clearly specify the methodology of implementing
HRP&PAS for CPRI.




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1.3 Eligibility Criteria


The bidders shall meet the following eligibility criteria and provide prequalification
information.


All bidders shall include the following information and documents with their bids as per the
format given in Annexure 2


      The vendor must have a proven & readily available HRP & PAS product
       for a Government Organization.

      Atleast One PO must be from a public funded Indian Government R & D
       establishment with employee strength of not less than 200 employees.

      Atleast One PO from a public funded Indian Government R & D
       establishment must be for a complete HRP encompassing Admin/HR,
       Stores, Finance/Accounts and Support services.

      The vendor must have an annual turnover of at least Rs.1Crore in the last
       financial year.

      The vendor must have a minimum employee strength of 50(proof to be
       attached)

      The vendors must have a strong knowledge of the Government Rules
       and processes. Proof for the same in the form of a letter from any of its
       existing customers must be produced.

      The Bidder must be an IT Services provider involved in development,
       analysis, testing and implementation of software solutions at least for a
       period of Three years(proof to be attached)




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     Bidder shall provide evidence (copies of original documents to be enclosed) that it is
      a current legal entity and shall warrant that it is financially solvent i.e. it is able to
      meet all its debt as and when due.

     STPI registered companies in India (Copies of original documents to be enclosed)
      along with the details of place of registration and principal place of business.

          a. Purchase order issued to the bidder by the reputed organizations satisfying
             the above criteria for implementing HRP&PAS.

          b. Completion certificate issued by the above organizations to the bidder in
             respect of completion of successful implementation of HRP&PAS.

         Income tax returns filed from the firm / company in the last Three years.

         Bidder shall warrant that no legal action is pending against them for any cause
          in any legal jurisdiction. If such actions are pending, the bidder shall provide
          details of such action (s) and explain as to how such pending action does not
          affect its ability to deliver the RFP requirements. An affidavit duly
          notarised shall be submitted.

   Any bidder not meeting any of these minimum eligibility criteria is liable to be
  rejected by CPRI at its discretion. CPRI reserves the right to relax any or all of
  the eligibility criteria in exceptional cases.




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2.0 Technical Requirements
2.1    Application Environment


The heart of the proposed system is the HRP system, which would automate the various
internal administrative activities of CPRI and provide for better efficiency and transparency
of transactions.


The HRP system must be built around J2EE standards and must be completely web-based
& platform independent allowing access anytime anywhere.


Knowledge Management System, Digital Library & Attendance Management System are
already implemented in CPRI.      The bidder shall integrate HRP & PAS with the above
systems.



2.2    Middleware

The HRP product will be driven through a standard Application server, which would be the
middleware in the proposed system.


CPRI prefers to have an industry standard Middleware that is supported by a strong
vendor with a clear road-map for the Application Server.



2.3    Back-End Database
Since the whole system would be data-base driven, CPRI prefers to have an industry
standard RDBM S back-end with a strong vendor support and a sound product roadmap.




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3.0 General Product Requirement
To realize the implementation of a comprehensive HRP at CPRI as envisaged, the HRP
System should conform to the requirements which include:


3.1    Portal based
      The solution must be completely portal-based with a single consistent user
       interface and with a secure sign-on for every employee.

      The interface must be role-based and personalized.

      Menus for each employee must be dynamically built depending on his role,
       designation and responsibilities within CPRI.

      The portal must provide for a unified view of all the works pending and must also
       provide for tracking application status, both through Pull (Search) and Push (Pre-
       configured alerts) system.

      It must also have a simple, intranet messaging system for exchanging messages
       within CPRI without consuming Internet bandwidth and time.

      The services offered by the portal must distinguish between personal, department-
       level and corporate-wide „spaces‟.

      The portal must have “Self-Help” features embedded, that will enable employees to
       view their own records with respect to service details, financial details.

      Information Retrieval system for providing Multi faceted search/ Query Processing
       for Managers.




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3.2      Enterprise Set-up Facility
   It is essential that the envisaged system has a strong facility to set-up the
   ENTERPRISE online which would help in defining the various parameters
   related to running the ENTERPRISE. The key ENTERPRISE control parameters
   of the proposed System would include:

 3.2.1    Facility to Define ENTERPRISE details Online

   Facility should be provided to enable the end user to define the structure for
   the government of India and CPRI position in the GOI set-up. It would have
   the details of CPRI as an organization with its units.

 3.2.2 Facility to Define Organization details Online

   Facility should be provided to enable the end user to define the structure of
   CPRI with all its departments in a hierarchical way. It would have the details of
   each department within CPRI and its parent and child entities

 3.2.3    Facility to Define Employee details, Posts & roles details Online

   Facility should be provided to enable the end user to create the employees of
   CPRI. It would also enable defining various parameters of employees including
   but not limited to, Employee basic profile, contact information(E-mail, Land
   Line, Mobile No.,     Residential Address- Temporary & Permanent) Employee
   category (Ex-service men, physically handicapped), Family details with
   dependents to be linked to relevant modules, Service details, Qualification
   details etc. Facility should be provided to enable the end user to define the
   various posts that would be applicable to CPRI. Facility should be provided to
   enable the end user to define the various roles that would be applicable to
   CPRI. Also there shall be provision to send the details to the concerned
   Employee by E-mail and SMS.




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 3.2.4    Facility to Define Process details Online

  Facility should be provided to enable the end user to define the various
  processes that would be applicable to CPRI. It would also help in defining the
  various parameters of this process such as descriptions, revisions etc. These
  processes would then be used to create workflows through the workflow
  Module, which is detailed in the subsequent sections.

 3.3 Driven by a Workflow Module

  The various processes of CPRI go through a process of initiation – Verification
  – Processing – Approval – Updation. The vendor is expected to have a sound
  knowledge of the general Government workflows related to Administration &
  Payroll Accounting System. The workflow Module shall be built based on these
  workflows.


        The envisaged system should be completely workflow driven for each
         process in the organization and must not merely provide screens for entry
         of data at the end of the process. The HRP System should satisfy this
         requirement of CPRI. E.g. A leave Management system must provide for a
         complete workflow, starting for the leave application from the employee,
         through various approvals, concurrences and ratifications, till the final
         records are updated. The whole workflow must happen online through the
         workflow Module. A mere screen to update the leave records will be
         construed as a bidder‟s lack of workflow understanding and might be
         subject for rejection.


        The workflow Module shall provide for defining the workflows of each
         process, which will be a set of activities / steps of processes at CPRI.


        The workflow Module must accommodate various workflow patterns,
         including   but   not    limited   to   sequential    workflows,   condition   based
         workflows, parallel workflows, splits & mergers.


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     Facility for the system administrator of CPRI for editing the workflows,
      modifying the sequence of activities etc must be provided.


     Facility for the system administrator of CPRI for defining pre-configured
      alerts for each step of the processes, which shall be automatically triggered
      and sent to a set of people upon completion of a particular activity.


     Facility for the system administrator of CPRI for defining the recipients of
      these alerts must also be provided.


     Facility for all the users at CPRI to Approve a file online, reject a file online,
      send the file back to previous actors of the workflow online, send to any
      employee within CPRI online or to terminate the file online must be
      provided.


     Facility for writing comments at each step of the workflow must be provided
      to all workflow users.


     A complete audit trail/log detailing the activities performed by each
      individual user with a Date/Time stamp & the comments of each workflow
      user must be available.


     The workflow Module must be based on international standards such as
      Workflow Management Coalition standards.




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3.4    Driven by a Rules Definition Module

   All workflows and processes in government are based on a well-defined set of
rules. The HRP System vendor is expected to have a sound understanding of the
general government rules pertaining to administration, procurement and Finance.
The rules Definition Module shall be based on the following parameters.


      The processes, mainly related to administration shall be driven tightly
       through rules, which would be configured in the rules Definition Module.


      The rules Definition Module must have provision for defining the rules for all
       the critical processes and must be user-friendly and GUI based.


      Once the rules are configured in the Rules Definition Module, the modules
       would automatically check at all the relevant points with the definition
       made at the rule Definition Module and execute accordingly.


      Any changes made in the rules Definition Module shall automatically reflect
       when the particular process is executed.


      An example of a Rule Definition Module for availing advances would have
       configurable fields, including but not limited to:


             Criteria / Formulae to calculate eligibility.

             Amount eligible on first sanction

             Amount eligible on subsequent sanctions

             Maximum number of instalments in which advance is to be repaid

             Number of instalments for principle

             Number of instalments for interest

             Interest percentage

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             Type of employees that can avail advance (Permanent, temporary
              etc)

             Whether interest bearing or interest free

             Link to corresponding Payroll head for deduction

      Similarly rule Definition Modules including, but not limited to Medicines,
       Hospitals, TA calculations, DA calculations, guesthouses, canteen, Leave,
       Newspaper bill re-imbursements, telephone re-imbursements, Quarters,
       Holidays, LTC, defining CGHS rates, PF, etc. must be readily available.


      When the corresponding module is initiated, it should check with the rules /
       values defined here and accordingly allow / disallow the employee to
       proceed.


      If the employee is not entitled for a particular expenditure the Definition
       Module must clearly give the reasons for disallowing the application.


      For any entitlement there shall be a module to calculate IT, House loan,
       MCA etc.


The ENTERPRISE creation module, rules Definition Module and the workflow
Module together shall form the heart of the system.




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      4.0 Functional Requirements of the HRP & PAS System
      The following set of modules need to be implemented at CPRI for automating the
      administration and account sections.

                              Table 2- Requirement for HRP

Sl.   Module                             Queries/Reports                       Search Criteria
No.

1.0   Recruitment         Advertisements                                       By any or all fields
      Management          Job description
                          Profile of vacancies
                          Receipt of applications- link in the website,
                          customize for reading to the required format.
                          Confirmation of application received by mail after
                          the payments and documents received
                          Short listing process/screening
                          Application scrutinizing utility for filtering
                          Issue of call letters
                          Ground work for written test/Interview
                          Agenda/Minutes
                          Interview feedback
                          Selection
                          Reports and MIS.
                          Report on number of recruitments made during the
                          year for SC/ST/OBC(Report 1 &2)
                          Status indicating implementation of reservation
                          Policy
                          Finally updating employee Master


2.0   Probation/          Probation- Due date
      Confirmation        Assessment Reports
      Management          Completion of probation period
                          DPC, Agenda/Minutes etc.
                          Issue of orders
                          Assessment forms



3.0   Leave               Defining leave types
      Management          One time leave entry for all employees
                          Employee hierarchy for leave approval process
                          Provision for applying leave
                          Leave approval workflow
                          Leave approval
                          Record updation
                          Leave encashment


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4.0   Establishment     Service Register
      Function          Strength check statement
                        Promotion/Increments/Transfers, Age Profile
                        Provision for continuously updating and monitoring
                        on education, training, Expertise and overseas
                        travel etc.
                        Employee service particulars
                        SC/ST marking- Roster Maintenance
                        Self declaration of immovable property acquired
                        during the year by employees
                        Abstract of staff position report-By Designation/By
                        Groups/By Pay scales/By category
                        Periodic increment certificate
                        Deputation
                        Transfers
                        Postings
                        Reports & Returns
                        No Due Certificates
                        External Registration
                        Training
                        Seminar & Conferences(National/International)
                        Medical credit facility
5.0   Quarters          Type of Quarters
      Management        Request for Quarters
                        Fresh Allotment, History of each quarters
                        Change of quarters/ Re allotment
                        Retention of Quarters
                        Reminders, Occupancy details
                        Vacation of Quarters
                        Contract period tracking

6.0   Guest house       Guest house names
      management        Scheduling maintenance
                        Preventive maintenance
                        Occupancy details with history
                        Status


7.0   Appraisal         ACR- Engineering Officers
      Management        ACR- Engineering Assistant
                        ACR-Assistant/Steno
                        ACR- Technical Attendant
                        ACR- Drive/Cook/Technician
                        Self appraisals
                        Appraisal by reporting officer
                        Appraisal by reviewing officer
                        Report Generation
                        Communication of Adverse Remarks




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8.0    Promotion             Department promotion
       Management            Issue of Assessment forms
                             List of employees due for promotion
                             List of employees due for Reassessment
                             Note seeking approval for conducting promotions
                             Constitution of Assessment committees
                             ACR Grading (to be pulled out from ACRs)
                             Bio-data (to be pulled out from Employee details)
                             Note to competent authority seeking approval for-
                             promotions
                             Promotion Order
                             Pay fixation


09.0   Pension               Processing of Pension Papers, New Pension-
       Management            scheme
                             Calculation of Pension/Gratuity
                             EL Encashment
                             PF settlement


10.0   Telephone Bill        Telephone Numbers and mapping to employees
       Accounting-For        Monthly bill scanning
       direct lines          Certification by the respective employees
                             Payments
                             Updating status
                             Utility for tracking due dates and reminders


11.0   Booking of            S.J Auditorium                                      Name of the allotte &
       conference Hall &     Swayambhu Hall                                      Date of allotment
       its Tariff            EVRC Seminar Hall
                             C-CAR Seminar Hall
                             Guest House
                             CRTL Committee Room
                             Community centre




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12.0   Departmental      Indent
       Purchase &        RFQ
       Inventory         PO
       Management        LC processing
                         Invoice
                         Material Inward
                         SDN
                         @ SDN-Non Stocked
                         @ SDN-Stocked
                         Material return
                         Material Write-off(Obsolete)
                         Physical stock verification
                         Auctioning
                         Contract Management
                         Item categories and item masters
                         Vendor masters
                         Material requisitions and approvals
                         RFPs/ rate contracts
                         Quotations and comparisons
                         Purchase approvals
                         Purchase orders
                         Advance payments
                         Material Receipts
                         Quality control
                         Stock updation
                         Material issues
                         Stock ledger
                         Reports



13     Court case        Status of various cases pending
       monitoring

14     Tappal            Incoming tappal
                         Defining workflow for each incoming-
                         communication
                         Track them between tables
                         Outgoing tappal
                         Franking machine account maintenance
                         Statements to post offices
                         Reports and MIS




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15   Helpdesk            Defining type of complaints
                         Associate employees for each complaints
                         Define levels of escalation
                         Reporting complaints
                         Servicing complaints
                         Escalation
                         Closure and acknowledgement
                         Reports on total complaints/outstanding
                         complaints with status/between dates/by
                         employee/by complaint type etc.

16   MOM management      Minutes of the meeting in the form of files
                         Categorization of minutes
                         Index creation for the files
                         Search utility for access


18   Canteen token       Smart card mapping to employees
     issue management    Encryption of data for authentication
                         Transaction details
                         Validations and utility for ceiling if any
                         Reports and MIS

19   Ticket booking      Request online
                         Booking types and modes
                         Printable request with physical signature
                         Indent to travel agents
                         Booking confirmation, postponement, cancellation-
                         etc
                         Recording the travel details for confirmation of-
                         travel
                         Bills from Travel agents
                         Reconciliation with indents and fulfilments
                         Payments
                         Outstanding requests
                         Cancellation of indents
                         Reports and MIS
20   Society matters     G.C Meeting
                         S.C. Meeting
                         W.C. Meeting
                         Convening of Meeting
                         Issue of meeting notice
                         Record of MOM
                         Despatch of MOM
                         Registration with registrar of society

21   Dak & Dispatch      Letters, Receipts, Parcels etc
                         Marking of above for the concerned labs/
                         individuals
                         Processing
                         Issue orders
                         Dispatch

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22   Foreign Travel           Note to competent authority with Annexure
                             Issue of VISA letters/Orders
23   Items issued            Uniforms, Shoes
     Annually to staff       Diaries/Calendar
                             New year gift
24   Others                  Calendar of events
                             No objection certificate
                             Circulars/Office orders
                             Institute Day Celebration
                             Colony welfare committee
                             Rajyothsava celebration
                             Recreation club celebration
                             Independence day celebration
                             Farewell for retiring Employees at SJ auditorium
25   Scholarship             Classification
                             Scrutiny
                             Award
26   GOI Trainees/           Selection
     Contract Staff          Short listing
                             Allocation
                             Contract document
                             Relieving letters
                             Experience Certificates
27   Disciplinary            Issue of Memo
     matters                 Show case Notice
                             Appointment of Inquiry Officers/Preceding Officers
                             Imposition of Penalties
28   Attendance              Importing data from the existing AMS
     Management              Generation of Reports

     It is required to scan the personal data of Employees about 4000 Pages. The vendor shall
     clearly quote the charges for it and cost for scanning per page beyond 4000 pages.


     The bidder shall inspect the existing Software/Hardware at CPRI to ascertain required
     Software/Hardware for proposed HRP & PAS system.


     Search facility shall be available on „all‟ or „any‟ of the fields.


     The static data on all reports shall appear in bilingual language(Hindi & English)


     Facility to export data into an Excel sheet and vice versa.




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                              Table 3- Requirement for PAS


1   Pay bill       a)     Shall Generate Pay Bill                   a) Check list for monthly modifications/
                   b)     Shall provide facility to update             changes separately for earnings &
                          monthly transactions for changes             deductions
                          where necessary                           b) Generation of Pay Bill
                   c)     Shall consolidate pay bill                c) Generation of Pay slips
                   d)     Shall provide for carry forward of        d) Generation of Outward settlement
                          outstanding balances of PF, Loans &          bills
                          Advances etc.                             e) Generation of Allied Schedules
                   e)     Provisions for creations of masters &     f) Generation of Division-wise summary
                          monthly transactions and its                 of earnings & deductions.
                          maintenance                               g) Generation of Aquittance roll
                   f)     Provision for Add/modify/delete fields       Bank wise
                   g)     Provision to intimate employees by        h) Bank transfer Statements
                          mail /SMS                                 i) Intimation slips to employees
                   h)     Provision to regenerate pay roll for         Pay slip – Print/E-Mail
                          past months with out effecting               Net Amount- SMS
                          current data                              j) Generation of Individual pay records
                   i)     Provision to generate changes                between the periods/years
                          between two given months                  k) Generation of Income Tax
                   j)     Provision to calculate I.T Assessment        Projection, form 16, form 24
                          at the end of the year for an             l) Issue of Salary Certificate-
                          individual employee/ a group of              Monthly/Annually.
                          employees/to all employees
                   k)     Provision to calculate projected I.T
                          Assessment at the beginning of the
                          year and at any given time for an
                          individual employee/ a group of
                          employees/to all employees
                   l)     Provision for user defined calculations
                          for I.T, PF and other purposes.

2   PF             a) Maintenance of Provident Fund                 a) Generation of broad sheet indicating
    Management        Accounts of employees                            the balances for each employee.
                   b) Interest Calculation on retirement,              Annual broad sheet with & without
                      resignation, superannuation death &              interest calculations.
                      annually.                                     b) Generation of PF
                   c) Drawal of loans & Advances,                      Advance/Withdrawals bills at any
                      withdrawals                                      given time during the year
                   d) Transfer of balances from one unit to         c) Final Settlement bills on
                      the other.                                       retirement/resignation /death etc.
                   e) Conversion of advance into withdrawal         d) PF slips indicating the monthly
                                                                       subscription/withdrawals at any
                                                                       given period.
                                                                    e) Conversion report.

3   Arrear         Provision to calculate arrear bills on           Generation of Arrear Bills and
    bills/Bills    account of DA, Promotion and the like            Schedules.
                   Provision for making pay commission              Intimation to Employees.
                   arrears.                                         Bank statement
                                                                     Division vice summary.




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4        Supplementary    a) Provision to calculate bonus bills     a) Generation of Bonus Bills and allied
         Bills               as per the user defined formula           statements
                          b) Provision to calculate Overtime        b) Generation of OT Bills/Night
                             Allowance/Night Allowance Bills as        Allowance bills and allied
                             per the user defined formula              statements
                          c) Provision to calculate leave           c) Generation of Leave Encashment
                             encashment bills as per the user          bills and allied statements
                             defined formula                        d) Generation of supp. bills
                                                                    e) Generation of honorarium
                          d) Provision to calculate other supp.
                             Bills
                          e) Provision to calculate honorarium
                             bills.

5        Travel            a) Leave Travel Concession Bills         a) Generation of LTC Bills/Advance
         Management        b) Tour Proposals/Bills both domestic       Payments
                              & international                       b) Generation of Broad Sheet tour
                           c) Provision to monitor settlement of       programme wise
                              bills against advance payments        c) Generation of reminders for
                                                                       settlement of advances
6        Health            a) Creation of Masters with tariff       a) Generation of Medical Bills
         Management        b) Calculation of Medical                b) Intimation slips to employees
                              Reimbursement                         c) Generation of reminders for
                           c) Payment of Advances and                  settlement of advances
                              monitoring of its settlements
7        Reimbursement     a) News Paper Bills                      a) Generation of Bills & allied
         Bills - Others    b) Conveyance Allowances                    statements
                           c) Telephone Bills
                           d) Other Miscellaneous Bills
8        Pension           a) Creation of Masters                   a) Generation of Pension Bills
         Management        b) Calculation of monthly Pension        b) Generation of Pension / Gratuity
                              Bills                                    Calculation statements
                           c) Calculation of Pension/Gratuity       c) Generation of Acquittance Bank-
                              etc. on retirement/death etc.            vise
                           d) Automatic updation from pay bill      d) Bank transfer Statements
                              on retirement/death.                  e) Intimation slips to pensioners
                           e) Creation of GSLI reports              f) Generation of Individual pay
                                                                       records between the periods
                                                                    g) Generation of Income Tax related
                                                                       statements
                                                                    h) Watching of Life Certificates
                                                                    i) Generation of GSLI schedule & GSLI
                                                                       settlement form.
9        Insurance          a) Creation of Masters for policy       a) Generation of Outward settlement
         Management             holders                                bills
                            b) Accident Insurance bills             b) Generation of Schedules
                            c) Insurance claims on                  c) Generation of intimation slips
                                death/retirement.
                            d) Watching the settlement of
                                insurance claims from concerned
                                Insurance Co.
10       Backup Facility    Provision of automatic backup facility
                            periodically
11       Importing data     Importing data from existing AMS for the purpose of calculation of O.T.A
Note:   1) Search facility shall be available on any or all the fields
        2) The Static Data on all reports shall appear in bilingual language(Hindi & English)
        3) Facility to export data into an Excel sheet and vice versa.

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4.1   Sample Module Requirements
The above set of modules must be implemented with a comprehensive set of
functionalities embedded. An indicative list of functionality for one such module
(Leave Module) is given below. The vendor is expected to give a detailed
functionality list for each module mentioned above.


Leave Management System – Functionality Overview


    Must support the complete workflow with concerned forms – Application
      through service book updation
    Must support all types of leave - EL, EOL, HPL, CL, Commuted leave ,
      Hospital Leave, Special CL, Study leave/Compensatory Off etc. Leave
      proceedings shall be communicated by E-mail.
    Should have online availability of leave records for admin and employee
      (His own leave balances)
    Should Automatically generate duty report
    Should automatically update leave records into online service book.
    Configurable leave details template ( Rules Definition Module) –
      [ maximum accumulation, carry over, holiday/week holiday consideration,
      salary paid, conversion, Maximum availing limit, Leave conversion
      restrictions etc]



Note: The salient aspects of scope of work are given here. However, any work
even if not specifically mentioned but necessary for the successful implementation
and good performance of the system are deemed to be included and are to be
executed.




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4.2   Report Facilities
The vendor is expected to provide a list of reports readily available with the
product.
The reports must be comprehensive, with a facility for the end user to generate
reports based on combination of different parameters and shall have an option to
send by E-mail/SMS. An indicative list of search criteria for      one such report
(Leave Report) is given below.


The employee must be able to search for a leave application based on any of /
based on a combination of the following criteria:


    Employee Name
    Employee Number
    Designation
    Department
    Group
    Grade
    From date of Leave
    To Date of Leave
    Leave balance
    Type of leave


The user must be able to save the search criteria so that at a later stage, he can
retrieve the criteria and run the report.




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5.0 Deliverables
  The following are the deliverables expected from the Vendor:


   Software Requirement Specification Document


   HRP & PAS System specification document.


   Hardware & Software Recommendation document to run the application
     successfully


   User manuals – Hardcopy and Softcopy for Each Module mentioned in the
     RFP.


   On-site service support for six(6) Months.


   Warranty Services for Twelve months from the date of acceptance (sign-
     off)


   AMC services details document.


   Managed Services details Document.


   Manuals for HRP & PAS application system & database architecture & design
     details from the point of view of requirement for modification, updating
     and maintenance.


   Manuals for HRP & PAS application system, installation configuration and
     execution.


   Manuals for Data initialization, backup & restoration.




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6.0   Other General Requirements

In addition to the above-mentioned specific requirements for the HRP System, the
following are the set of generic requirements, that act as guide-lines to the type
of product envisaged by CPRI.


   1. Should be a government specific product and not a Business HRP
      component being tailored or customized.


   2. Should be totally web based and scalable allowing access to critical
      information beyond organization boundaries.


   3. Should embed similar forms and formats as on paper today, reducing
      learning time and allowing easy adaptability.


   4. Should provide critical management reports, both tabular and graphical
      enabling easy and quick decision-making.


   5. Should embed a government Specific workflow Definition Module and
      architecture that allows easy configuration and adaptability in tune with
      changes in the organization.


   6. Should have Rules driven workflow, embedding Fundamental Rules (FR),
      Supplementary Rules (SR), Government Accounts Rules (GAR) and General
      Finance Rules (GFR) and any other set of rules as applicable to CPRI.


   7. Should ensure workflows are performed within defined guidelines and
      parameters.


   8. Should alert end users and administrators on violation / non-conformance
      to configured rules, thus saving time of Administrative staff.



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  9. Should automatically check eligibility at the application submission time.
     E.g. When applying for Family Planning allowance, it should automatically
     check for: Whether permanent employee, Marital status, Applicant‟s age,
     Applicant‟s spouse‟s age, whether already availed, number of surviving
     children, etc.


  10.Should have a seamless information integration across different functional
     areas based on organization specific framework.


  11.Should have automated calculations of various functionalities, such as : TA,
     DA, PF advance / Withdrawal entitlement, Pension, DCRG, Family pensions,
     enhanced family pension, Income Tax, Advances (Car, Scooter, Cycle,
     Computer, Festival), Pay Fixation, Supplementary bills etc.


  12.Should have a facility for managers to search transactions based on
     employee name, employee number, division, groups / grade, date
     performed, status of workflow etc.


  13.Should have      facility   for end users to assign /     modify   roles     and
     responsibilities and configure access rights to users of the system.


  14.Should successfully handle Interdependent rules across modules. E.g
     Person granted Family planning allowance, should get an increment in the
     payroll module grant of 0.5% rebate in House building Advance interest
     rate etc.




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7.0 Evaluation Criteria
7.1   Technical Evaluation
     CPRI shall adapt a two-bid system for choosing the Vendor.

     CPRI may invite each bidder to make a presentation at a date, time and
      location determined by the CPRI. The purpose of such presentations would
      be to allow the bidders to present their proposed solutions to the
      committee and the key points in their proposals.

     The vendor is expected to make a full-fledged product demo during this
      presentation.

     The technical capability of the vendor shall be evaluated by a committee
      based on the product capability demonstrated. The evaluation shall include
      a marks table containing the Technical Requirement, General Product
      Requirement, Functional Requirement and General requirements mentioned
      in this document. A score-sheet for a maximum of 100 marks shall be
      arrived at.

     Only vendors who obtain 75 marks and above shall be technically short-
      listed and only their commercial bids shall be opened.

     CPRI reserves the right to terminate the initiative, or select multiple
      vendors or select only One vendor if no other vendors meet the technical
      criteria.


7.2   Commercial Evaluation

      The Commercial Bids of the technically qualified bidders will be evaluated
      and the lowest commercial bid(L1) of the technically qualified bidder shall
      be awarded the work.




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8.0 Implementation Plan
The bidder shall submit along with the tender, a detailed phase wise implementation plan
identifying project tasks and milestones. These would include, amongst other things:
   •   Project establishment
   •   Site preparation

8.1    Deployment
   •   Tasks required to complete detailed design/specification
   •   Tasks required to complete build/customization
   •   Tasks required to complete software installation and testing
   •   Tasks required to complete each testing phase
   •   Tasks required to complete documentation
   •   Tasks required to complete user staff training

   •   Tasks required to complete the implementation of the system and the sign-off from CPRI
The bidder‟s plan shall identify duration of the customization design phase and the nature of the
outputs that phase shall produce:

Nature and duration of each proposed testing phase (Preparation of test plans is a
project deliverable. Preparation of a test plan for user acceptance for agreement and
execution by the CPRI is a project deliverable.)

As mentioned in section 1.2 Objective, CPRI envisages substantial implementation of the
project in a time frame not exceeding 90 days for phase 1 and early visible results in that
period.

It is envisaged in this project to establish a HRP & PAS at CPRI in the following phases.




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8.2    Phase – I
The phase-I is to select and purchase, as a result of this tendering process, the
HRP&PAS software for the organization that will allow for improvements in service
levels related to Admin & Account matters.

   •   The bidder who is awarded the contract from this solicitation is expected to furnish
       details of required hardware, operating system and relational database management
       systems (RDBMS) suitable for establishing HRP&PAS for CPRI. CPRI shall
       provide the hardware, operating system and RDBMS components. The contractor
       shall supply the HRP&PAS software, configure the hardware and install the
       associated software for HRP&PAS services at identified           divisions of CPRI,
       Bangalore.

   •   In this phase the HRP&PAS portion shall be implemented with the documents
       provided by the Admin & Accounts forming the database.

   •   The contractor shall create user database.

   •   The contractor shall successfully complete the implementation of HRP&PAS at
       CPRI, Bangalore and units of CPRI as given in Table 2.

   •   The Contractor shall collect the requirements from the users for customization of the
       user interface.
   •   The contractor shall customize the HRP&PAS software supplied to CPRI for
       providing HRP&PAS services at CPRI with search and navigation tools to aid in
       information retrieval that support unified search across structured and unstructured
       data sources. The contractor shall incorporate all information sources into a
       repository that can be accessed by CPRI employees.

   •    The Phase I shall be completed within 90 days from the date of placing the purchase
       order.


8.3    Phase – II.
The Phase-II is for customization of the software to meet the specific
requirement of CPRI.
The Phase II shall be completed within 90 days from the date of completion of phase-I


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8.4     On-site Service Support
On successful completion of Phase-II, the bidder shall provide service support for six(6)
Months by deploying his personnel (at least two) in CPRI for troubleshooting & guiding the
CPRI personnel and also customization where necessary.

8.5     Training
The offer shall identify how the bidder proposes to develop and provide training to the CPRI
users and ensure that they are fully conversant with, and capable of undertaking, the roles that
they shall be required to fulfill. Training for system administrators on installation, configuration
and launching of the system, periodic back up etc., shall be given. The bidder‟s response shall
clearly indicate the following details but not limited to:
    •   Topic of the training
    •   Number of days
    •   Location
    •   Nature of training (technical / functional / both)

It may be noted here that in case of any training to be conducted outside Bangalore, the
expenses arising out of travel, lodging, boarding, incidental etc. for its team as well as bidders
team shall be borne by CPRI. The following number of CPRI users shall require training.



    •   Human Resource Planning Training: 15 Professionals
    •   Payroll Accounting System Training: 15 Professionals


All documentation, training materials including trainer guides, user guides, workbooks and
other materials shall be provided with the training by the bidder. The bidder‟s response
shall propose how ongoing training of new user and technical staff shall be taken up.
The training shall be conducted at CPRI, Bangalore.




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9.0    Responsibilities of Bidders
The Supplier must ensure and give confirmation in their offer that:

   •   The Services and the Systems, Products or any software provided, do not infringe,
       and shall not infringe or cause the infringement of, the proprietary rights of any
       third party.

   •   The Service and the System shall utilize current and proven technologies.

   •   The Services to be provided hereunder shall be performed with qualified personnel
       in accordance with the applicable time schedules (or otherwise in a timely manner).

   •   The Services and Systems shall be provided in a good and workmanlike manner, in
       accordance with the applicable Technical Specifications and Acceptance Criteria and
       at least at the same level and with the same degree of accuracy, quality,
       completeness, responsiveness and cost effectiveness which are consistent with good
       industry standards.

   •   The Systems, Products or software provided hereunder properly interface with other
       systems, properly interface with each other, perform together as an integrated
       system and meet the warranties in the Contract, including but not limited to the
       meeting of the Technical Specifications.

   •   The Systems provided hereunder shall function as designed and be fit for the
       purpose for which they have been provided and shall be otherwise free of errors
       and defects that interrupt systems operations or otherwise negatively impact normal
       operations or business processes.


   •   During the term of this Contract, the Services, Systems and any software provided
       shall not contain or introduce any viruses or disabling Codes. In the event of any
       such virus being introduced into CPRI‟s systems, the Supplier shall use its best
       efforts to minimize the impact of such virus.

   •   Well-trained system/software engineers (at least two), familiar with all aspects
       of the system shall be stationed at the CPRI premises during normal day shift
       operation of the first twelve months.


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9.1     Source Code
The Bidder shall enter into an agreement with CPRI to provide the source code of the software
developed for customization of CPRI requirements.


9.2     Liquidated Damages
The Supplier shall be liable to pay CPRI liquidated damages (LD) @ half percent ( 1/2%) per
week on the value of the contract inclusive of all taxes, duties, levies etc., due to any delay in
performance or non-performance of any or all the obligations under the contract, subject to a
maximum of 5% of the value of the contract. This condition shall not be applicable for reasons
attributable to CPRI as well as Force Majeure, though the onus of proving the same lies with the
Supplier. CPRI shall have the rights to recover the liquidated damages, if any, from any amount
payable to the Supplier. Also, if the specifications of the RFP are not met by the Supplier during
various tests, the Supplier shall rectify or replace the same to comply with the specifications
immediately to ensure the committed uptime, failing which CPRI has the sole right either to
reject or to accept it finally by recovering the suitable amount as deemed reasonable by
CPRI.



9.3     Force Majeure
The Supplier or CPRI shall not be responsible for delays or non-performance of
any or all contractual obligations, caused by war, revolution, insurrection, civil
commotion, riots, mobilizations, strikes, blockade, acts of God, Plague or other
epidemics, fire, flood, obstructions of navigation by ice of Port of dispatch, acts of
government or public enemy or any other event beyond the control of either party,
which directly, materially and adversely affect the performance of any or all such
contractual obligations. Unless otherwise directed by the Purchaser in writing, the
Supplier shall continue to perform his obligations under the contract as far as
possible, and shall seek all means for performance of all other obligations, not
prevented by the Force Majeure event. In the event that the said Force Majeure
event exceeds fifteen (15) days, CPRI shall have the option of terminating the
Contract upon notice to the Supplier.




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9.4     Annual Maintenance Contract (AMC)
The Supplier shall undertake to maintain the Total Solution for a minimum period of Three (3)
years from the date of the expiry of the warranty period. Maintenance of the software package,
installation and reactivation in case of system collapse/ crashing and further upgrades and
updates of the same with related user guidelines as and when released by the bidder from time
to time, shall be provided to CPRI during AMC period. Any customization of the software
requiring up gradations and modifications as suggested by CPRI shall be carried out by the
bidder during AMC period.

The charges for AMC shall be quoted as a percentage of the contract value(less last of training)
which will be considered as „cost‟ at the time of evaluation of price bid.


CPRI reserves right to enter into AMC for one or more years after Warranty at the finalized price
and terms. If the bidder fails to offer AMC for Three (3) years, then the Bid is liable for
rejection.




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10.0 Terms and conditions

10.1 Introduction
This section lays down the general and commercial terms and conditions for the system
implementation and describes the bidding process including content and form of responses.



10.2 Submission of Bids
The bidders shall submit their offers in two parts, Technical Bid and Price Bid.

    •   The Technical Bid shall be as per the format for the Technical Bid specified in the RFP
        document (Refer Annexure 6).

    •   The Price Bid shall be as per the format specified in the RFP document(Refer Annexure7).

Both the Bids shall be sealed and submitted separately.

All Bids and supporting documentation shall be submitted in English. All Costs and charges
indicated in the Price Bids shall only be in Indian Rupees.

Bidders shall provide their Technical and Price Bids in one original and ONE copy and shall be
labeled as “Original” or “Copy” as appropriate. Each of these shall then be sealed in a separate
envelope labeled “Original Tender” or “Copy Tender” as appropriate. All the sealed envelopes
containing Technical Bid shall then be sealed in one envelope marked
“Technical Bid for implementation of Integrated” HUMAN RESOURCE PLANNING & Payroll
accounting system against RFP No. STR/ADM-10/2007-08 in the top left hand corner.
Similarly all the sealed envelopes containing Price Bid shall be sealed in another envelope marked
“Price Bid for implementation of Integrated HUMAN RESOURCE PLANNING & Payroll
accounting system against RFP No. STR/ADM-10/2007-08 to be opened after
Technical Bid opening and evaluation” in the top left hand corner.

The Bids which are not sealed as indicated above are liable to be rejected. CPRI shall not be
liable for Postal or any other delay, non-receipt/non-delivery of documents, loss of
documents in transit, etc., if any, in the bidder receiving the RFP and/or in submitting the
Bid.

Bidders are requested to submit a “softcopy” version of their Technical and Price Bids on



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separate CDs in Microsoft Office format. Softcopies are to be sealed within the respective
Technical and Price Bid envelopes.

All pages of the Bid including Brochures are to be numbered as Page --- (current page) of ---
(total pages). The numbering shall be done for the whole Bid and not section-wise.




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The envelope shall be dated with the current date in the top right hand corner and
addressed as below:
The Purchase Authority
CENTRAL POWER RESEARCH INSTITUTE,
POST BOX NO: 8066, SADASHIVANAGAR P.O,
BANGALORE – 560 080 (INDIA)
Please note that in the event of any discrepancies between the „Original‟ and the „Copy‟ of
the Technical Bid or the Price Bid, the Original shall govern.
Bids sealed as above shall be delivered to the address mentioned above on or before
2:00 P.M. on 22.04.2008 Bids may be sent by registered post or hand delivered.
Bids received after 2:00 P.M. on 22.04.2008 shall not be accepted by CPRI, under any
circumstances. The Technical Bids shall be opened on the same day in the presence
of bidders or their authorized representatives who are present at that time. Only two
persons per bidder shall be allowed to be present at the time of the opening the
Technical Bids.
The Technical Bid shall be accompanied by Earnest Money Deposit (EMD) of Rs. 40,000
amount as indicated in the tender specification in a separate envelop clearly indicating the
RFP No. STR/ADM-10/2007-08 to be submitted by way of crossed Demand Draft /
Crossed cheque certified by banker as „good for payment‟ / irrevocable Bank Guarantee
only on any Nationalized Bank / Drawn in favor of the Chief Accounts Officer, Central
Power Research Institute, Bangalore – 560 080. The format of Bank Guarantee for
submission of EMD is enclosed as per Annexure 4.

No interest shall be allowed on the Earnest Money. Bids without Earnest Money Deposit
are liable for rejection.

The EMD shall not be placed in the Price Bid envelopes. Submission of EMD in the Price Bid
envelope shall render the Bid being rejected on the grounds of non-submission of EMD. The
EMD shall not be returned to the successful bidder. For other bidders, the EMD shall be
returned. The EMD in respect of the successful bidder will be adjusted against the security
deposit payable by the bidder towards performance guarantee.

The cost of preparing the response to this RFP shall be the responsibility of the bidder and
CPRI shall not be liable for any costs incurred by the bidder.

Incomplete Bid(s), conditional Bid(s), Bid(s) not conforming to the terms and conditions, Bid
without EMD are liable for rejection by CPRI.



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10.3   Payment Terms

Unless otherwise stated the general terms of payment are:
   1. 15% of the Contract value on implementation of Phase I
   2. 25% of the Contract value on completion of Phase II.
   3. 50% of the Contract value on completion of period of on-site service support.

   4. 10% of the Contract value is retained as security deposit which shall be
       released after completion of Warranty period. This amount shall be returned
       against performance Bank Guarantee furnished by the bidder as per the
       format given in Annexure 5 issued from any Nationalized Bank valid for
       one year from the date of completion of period of on-site service support


10.4    Period of Bid validity
The Bids shall be valid for a period of SIX (6) MONTHS from the closing date for
submission of the Bid.



10.5 Clarification on RFP
The bidder shall carefully examine and understand the specifications /conditions
of RFP and seek written clarifications, if required, to ensure that they have
understood all specifications/conditions of RFP. Written requests for clarification
should reach CPRI by 04.04.2008



Thereafter, CPRI shall convene a bidders meeting on 10.04.2008 to clarify all
queries raised by the bidders. All bidders shall be present during the said time.
No individual consultation shall be entertained. The bidder shall collect clarified
points in writing from CPRI within two days from the date of the meeting. No
more clarification other than that asked during or before the above meeting shall
be entertained. No oral consultation other than during the meeting shall be
entertained. The bidder‟s Bid shall not carry any sections like clarifications, 'as
orally told', „to be discussed‟, interpretations and assumptions. With the
submission of the Bid, the bidder acknowledges that he/she has carefully studied
and understood the RFP in toto.

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10.6    Eligibility to sell
The bidder shall demonstrate their right to sell, license or distribute the software
proposed in response to this RFP. In case of contractual arrangements, it shall
be the sole responsibility of the bidder to make all necessary contractual
arrangements across all components of the solution inclusive of all costs.


10.7    Partnership / Collaboration
If the bidder is working on a joint venture/collaboration, the details of the same
along with the responsibilities of the partners shall be mentioned. However, the
bidder shall submit an undertaking letter jointly executed by him/her and his/her
collaborator/associate for the satisfactory performance of the project along with the
Technical Bid.
If the bidder is offering solutions/products from other bidders/principals, as required in
this RFP, it shall detail the responsibilities of the parties involved and also submit a letter of
undertaking from the parties mentioning their consent and assurance for satisfactory
performance of the project along with the Technical Bid.

The bidder shall submit a certificate, duly signed by the authorized official along with the
Technical Bid that change in ownership is not anticipated in the proposed period of contract
defined during the „period of contract‟. If such a change is anticipated, the scope and effect
thereof shall be defined.

10.8    Rights of CPRI
This RFP entails an invitation by CPRI for bidders‟ response for setting up the Integrated
HRP and PAS. It does not imply an offer by CPRI. Thereby, there shall be no contractual
obligation until a formal contract is executed by the authorized signatories of the parties i.e.
CPRI and the selected bidder.


With regard to the RFP, CPRI has the following rights:
   •   Alter the RFP.
   •   Ask for re-submission.
   •   Request clarification from bidders.
   •   Terminate the RFP process, partially or entirely.
   •   Modify the specifications during the process and even after bidder selection.

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   •   To obtain revised price Bids from the bidders with regard to changes in RFP clauses.

   •   To accept any Bid in whole or in part.

   •   To finalize the bill of material.

The bidders are entirely responsible for the costs related to participation in the RFP process,

presentations and the contract negotiations.


CPRI reserves the right to issue the amendments to the RFP at anytime, prior to the deadline
for the submission of Bids. From the date of issue, amendments to Tender Document shall
be deemed to form an integral part of the Tender Document.
The bidders shall, at their own cost, arrange to give a presentation/demonstration
on their solution after submitting their Bid, if required by CPRI. CPRI shall
communicate the venue, duration, date and time of presentation/demonstration to
the bidders at a later stage.

The Bids received and accepted shall be evaluated by CPRI to ascertain the best
and lowest Bid in the interest of CPRI. However, CPRI does not bind itself to
accept the lowest or any Bid and reserves the right to reject any or all Bids at
any point of time prior to the order without assigning any reasons whatsoever.
CPRI reserves the right to re-tender. CPRI shall not incur any liability to the
affected bidder(s) on account of such rejection. CPRI shall not be obliged to
inform the affected bidder(s) of the grounds for CPRI‟s rejection. It is to be
understood clearly by the bidders that the selection process requires them to have
adequate expertise in the proposed technology. CPRI while evaluating the
proposed solution shall also consider the competence and capability of the
bidders in design, implementation and support services.



10.9 Correction of errors
Arithmetic errors in Bids shall be corrected as follows:

   1. Where there is a discrepancy between the amounts in figures and in
       words, the amount in words shall govern.
   2. Where there is a discrepancy between the unit rate and the line item total
       resulting from multiplying the unit rate by the quantity, the unit rate shall

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       govern unless, in the opinion of CPRI, there is obviously a gross error
       such as a misplacement of a decimal point, in which case the line item
       total shall govern.

   3. When there is a discrepancy between the amount mentioned in the Bid and
       the line item total present in the Bill of Material, the amount obtained on
       totaling the line items in the Bill of Materials shall govern.

The amount stated in the tender form, adjusted in accordance with the above
procedure, shall be considered as binding, unless it causes the overall tender price
to rise, in which case the Bid price shall govern.



10.10    Domestic Presence of the Bidders
The bidders shall have a presence in India with one of their offices in Bangalore
for the implementation of the “Total Solution” in terms of the contract. The
bidder shall authorize a representative for interacting with CPRI during evaluation
of the Bid.

10.11    Acceptance or rejection of Bid
CPRI reserves the right not to accept any Bid, or to accept or reject a particular Bid
at its sole discretion without assigning any reason whatsoever.

10.12    Notification of award
The acceptance of a tender, subject to contract, shall be communicated in writing
at the address supplied by the bidder in the tender. Any change of address of
the bidder, shall therefore be promptly notified to:

The Purchase Authority,
CENTRAL POWER RESEARCH INSTITUTE,
POST BOX NO: 8066, SADASHIVANAGAR P.O,
BANGALORE – 560 080 (INDIA)

10.13 Signing of Agreement
The Supplier shall be required to enter into an agreement with CPRI, within fifteen
(15) days of the award of the tender or within such extended period, as may be
specified by CPRI in this regard.

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10.14      Governing Law and Disputes
The Bid and the Contract resulting there from with the selected bidder shall be
governed in accordance with the Laws of India for the time being enforce and
shall be subject to the exclusive jurisdiction of Courts at Bangalore.
All disputes or differences whatsoever arising between CPRI and the bidders out
of meaning and operation or effect of this Tender Document or breach thereof,
shall be settled amicably. If, however, the parties, as above, are not able to resolve
them amicably, the same shall be settled by arbitration in accordance with the
applicable Indian Laws, and the award made in pursuance thereof shall be binding
on the parties, as above. The Arbitrator/Arbitrators shall give a reasoned award.
Any appeal shall be subject to the exclusive jurisdiction of the courts at
Bangalore. In such instances, the Supplier shall continue work under the
Contract during the arbitration proceedings unless otherwise directed in writing
by CPRI or unless the matter is such that the work cannot possibly be continued
until the decision of the Arbitrator, as the case may be, is obtained.


10.15     Warranty
The warranty shall be valid for a period of Thirty six (36) Months for hardware /
software supplied under the Contract. Warranty shall commence after phase I & II and
successful installation, commissioning and acceptance of the hardware / software covered
in the contract to the satisfaction of the owner/ his/her authorized personnel and on
completion of the period of on-site service support.

The warranty shall be supported by performance Bank guarantee for 10% of the contract
value, which shall be returned at the end of the period subject to satisfactory service.

Responsibilities during warranty period:
      Corrective Maintenance: The correction of any defects that may arise from the
       design or workmanship or from any act or omission of the Supplier that may
       develop under normal use of the supplied Systems. Normal operating
       environmental conditions shall be specified in the Contract. On receiving the
       notification from CPRI, the Supplier shall carry out the repair / replace the
       defective systems within a reasonable period of time. This reasonable period of time
       shall be decided by CPRI at the time of entering into a Contract with the successful

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  bidder. This shall be done at no extra cost to CPRI. Failure to remedy the defects
  within the period specified in the Contract, may involve remedial action by CPRI at
  the Suppliers‟ risk and expense and without prejudice to any rights that CPRI may
  have against the Supplier under the Contract.



   Support for Response time: The provision of Emergency Maintenance Support
     including providing support and remedial services for problems that render the
     HRP&PAS available or unresponsive.



   Preventive maintenance: Supply represents and warrants that proactive regular
     maintenance provided shall help running the system smoothly without problems.
     Time for regular preventive maintenance with a frequency of not less than once per
     quarter will be required. This shall include general check up of various
     parameters, running diagnostics, etc. to avoid any possible failure or
     deterioration in response time.


   Site support: Supplier shall correct all problems with the implemented system
     in the actual working environment in CPRI and shall minimize the impact on the
     application, CPRI and the authorized users of the implemented system.




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Annexure 1 - Existing Software / Hardware at CPRI
A1. Software
A1.1 Database
Sl.No.                   Details                  Version             No. of Users

  1.     MS SQL Server                             2000                    01

  2.     Oracle 8i                                 8.1.6                   20

  3.     Oracle Work Group                           6                      1


A1.2 Operating System
Sl.No.                 Details                   Version              No. of Users

  1.     MS Win 2000 Server                        2000                   120
         Client access licensor
  2.     Win NT Server                              4.0                    25

  3.     Win Proxy Server                           7.0                 unlimited

  4.     Windows 98                                 98                     01

  5.     MS Windows(Professional)                  2000                    05

  6.     Windows Server                            2000                    06

  7.     Windows XP(Professional)                    -                     66

  8.     SCO Unix                                  5.05                    05

  9.     Windows 2003 server EE

  10.    Red hat linux                             4.0                     01

  11.    Mandrake linux

  12.    Suse linux                                4.1                     10

  13.    Solaries                                  7.0                     01




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A1.3 Development platform
Sl.No.                   Details                       Version             No. of Users

  1.     MS Visual Studio                                6.0                    01


A1.4 Applications
Sl.No.        Title of the Application                   Version            No. of Users

  1.     MS Office (Professional)                          97                   01
  2.     MS Office                                        2000                  01
  3.     MS Office XP                                                           50
  4.     Adobe Acrobat                                     5.0                  01
  5.                                                       3.0                  105
         ZEN Works Desktop Management (Novell)

  6.     McAfee Antivirus                                8.0/8.5                150
  7.     MS Exchange                                       5.5                   5



A1.5 Hardware (Servers and Storage)
Sl.No.            Servers / Storage                                          Quantity
                                               Operating System

                                               and configuration

  1.     Digital Server                        SCO-Unix 5.05                    02
         Pentium-II / 64 MB RAM/9 GB
         HDD/ CD-Drive
  2.     Compaq Server Prolient 1600           SCO-Unix 5.05                    05
         Pentium-II / 64 MB/9 GB HDD/ Tap
         Drive/ CD-Drive
  3.     HP-Net Server, LC-2000                WinNT-4.0/ SCO                   02
         Pentium-III / 768 MB RAM / 36 GB      Win 2000 server
         HDD / CD-Drive
  4.     Sun ENTERPRISE-250                    Sun Solaris-7.0                  01
         Ultra Sparc Dual Processor 400 Mhz
         / 512 MB RAM / 72 GB HDD / CD
         Drive
  5.     Network Attached Storage (NAS)        Linux                            01
         Pentium – III 1 Ghz / 1 GB RAM / 1
         Terra Byte HDD




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A1.6 Local Area Network Components (CPRI LAN Diagram)

Sl.No.                Location             Component Quantity

  1.     High Power Lab Office             Switch                2
  2.     Supplementary Lab (HPL)           Switch                1
  3.     Control Room (HPL)                Switch                1
  4.     Generator Hall                    --                    -
  5.     33 kv Sub Station                 --                    -
  6.     R & D Building                    Switch                3
  7.     Electrical Maintenance            Switch                -
  8.     Transport Section                 Switch                1
  9.     M.E.D                             Switch                1
 10.     Vibration Laboratory              Switch                1
 11.     Wake Simulation Laboratory        --                    -
 12.     Control Room                      --                    -
 13.     Test Bed                          Switch                1
 14.     EVTC office Building              Switch                1
 15.     Control Room (EVTC)               Switch                1
 16.     D.G‟s Residence                   Switch                1
 17.     LAN Center                        Switch                3

                                           Cisco Router          1

                                                                 1
                                           Firewall

                                           (Sun

                                           Solaris )             1
                                           Leased

                                           Line

 18.     Corporate Office                  Switch
                                           Modem                 2

 19.     High Voltage Division             Switch                2




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Sl.No.                   Location                 Component          Quantity


 20.     Short Circuit Laboratory                     Switch           1
 21.     Instrumentation Division (I.D)               Switch           2
 22.     CC I                                         Switch           1
 23.     CC II                                          --             -
 24.     CC III                                       Switch           1
 25.     INSULATION / EATD                            Switch           1
 26.     EATD / FES                                   Switch           1
 27.     Pollution Laboratory                           --             -
 28.     Power System                                 Switch           2
 29.     Quarters                                     Switch           8
 30.     CRCE                                         Switch           3
 31.     New CC Lab                                   Switch           2
 32.     Guest House                                  Switch           2




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Annexure 2 - Pre-Qualification Information

The information to be filled in by the bidder in the following pages will be used for
purposes of pre-qualification of the bidders as provided for in Section 1.3 Eligibility Criteria.

1. Constitution of legal status of bidder:

   (Attach Copy)

2. Details of STPI Registration:

   Place of Registration:

   Date of Registration:

   Principal place of business:

   Brief description of its main lines of business:

   Address for communication (in India):

   Telephone No. / Fax No. / E-mail address:

   Power of Attorney of Signature of Bid:

   (Attach)

3. Details of local office:

   Place of business:

   Brief description of its main lines of business:

   Address for communication (in Bangalore):

   Telephone No. / Fax No. / E-mail address:

   Technical man power to provide IT services for deployment of HRP&PAS solutions.

   PAN No.:

   Service Tax Registration No.


4. Income tax returns filed from the firm/company in the last three years

   (Attach Copy)




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5. Information on litigation history in which the bidder is involved:
Other Party(ies)       Client            Cause of            Amount              Remarks
                                         dispute             involved             showing
                                                                               present status




6. Details of work performed to a Public funded Indian Government R&D Establishment for a

complete HRP & PAS(Attach copy of the PO)

7. Details of Annual turnover for the last financial year(Attach copy of balance sheet)

8. Employee strength of the Vendor

9. Briefly describe the vendor‟s knowledge of the Indian Government rules & processes

    (Attach a letter from any of the existing customer)

10. Details of bidder capability for providing IT services involving development analysis,

    testing & implementation of software solution for the last three years(proof to be

    attached)




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Annexure 3 - Hardware with its components and software essential
for deployment of HRP&PAS for CPRI

The bidder should list all the hardware with its components and software essential for

deployment of HRP&PAS for CPRI.



       Hardware                Requirement            From whom to be        Remarks
  component/software           (Quantity)              procured (List
(details & specification)                               Addresses)




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Annexure 4 - Format of bank guarantee for submission of EMD
                  (To be submitted in Rs.100/- Non Judicial Stamp Paper)




              BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT
The Chief Accounts Officer

Central Power Research Institute

Bangalore-560 080



This Deed of Guarantee made this……………….. day of …………….(Bankers Name)
constituted under the …………………. having its Central Office at ……………………….
and amongst other places Branch at………………………………………………………………..

Bangalore (hereinafter referred as „the Bank‟ which expression shall unless repugnant to the
context or meaning thereof, include all its successors, administrators, executors and
permitted assigns on one part and The Chief Accounts Officer, Central Power Research
Institute, Bangalore-560 080 (hereinafter referred to as the “Purchaser”).
WHEREAS…………………………………. (hereinafter referred to as the (“SUPPLIER”)
Company Incorporated under the Companies Act of 1956 and having its Registered Office at
……………………………….. is bound to have deposited with the purchaser by way of
Earnest Money Rs. …………… (Rupees………………………………………) in connection with
the Tender Specification No……………………………...
WHEREAS the Supplier has agreed to furnish a Bank Guarantee valid upto six months
i.e, upto ………………… instead of deposit of Earnest Money.



Now the DEED witnesseth,




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That the surety in consideration of the above tender made by the supplier to the Purchaser




hereby undertake to guarantee payment on demand to the Purchaser without demur and
without any reference whatsoever to the seller solely on the basis of a claim from the
Purchaser of the said amount of Rs……………….(Rupees..……………………………) which
the supplier is bound to have deposited with the Purchaser by way of Earnest Money
Deposit in connection with his Tender.



Notwithstanding anything contained in the foregoing the surety‟s liability under the
Guarantee is restricted to Rs…………….(Rupees …………………………………………….)



This guarantee shall not be affected by any change in the Constitution of
Purchaser, Supplier or the Surety.



No forbearance, want of vigilance, grant of time on the Purchaser‟s part or alteration of the
terms and conditions of the Tender shall discharge the surety of any liability under this
Guarantee.



The “Surety” cannot revoke this guarantee during its currency except with the previous
consent of the Purchaser in writing.




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“Notwithstanding anything contained herein:

our liability under this Bank Guarantee shall not exceed Rs…………………

   (Rupees…………………………………….only).



ii) This Bank Guarantee shall be valid upto ……………….., and



iii) we are liable to pay the guaranteed amount or any part thereof under this Bank

   Guarantee only and only if you serve upon us a written claim or demand on or

   before …………………...

                                                  SIGNATURE …………………..

                                                    Banks Rubber Stamp

                                               (Name)………………………….

                                               (Designation with Bank

                                               Stamp)…………………….



                                                  Date …………………………….

WITNESS ……………………………….

     (Signature)

………………………………..

     (Name)

………………………………..
Official                                                                              Address




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Annexure 5 - Format of Performance Bank Guarantee for submission
of Security Deposit



                                                   Date: ……………………………….




Central Power Research Institute,

Bangalore

       Our Guarantee No. ……………………………………………………                                    DATED
………………………………………………                                  having             its         office
…………………………………………………………………………………………………..

hereinafter called the Contractor has entered into agreement No. …………………….
DATED ……………………………. (HEREINAFTER CALLED the said agreement) with
Central Power Research Institute (herein after called the said company) to supply
stores/materials on the terms and conditions contained in the said agreement.




SEAL OF BANKERS




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       It has been agreed                                              payment of the
value of the stores/materials will be made to the contractor in terms of the said agreement
on proof of dispatch of consignment/documents and the contractor furnishing to the
company a Bank guarantee for the sum of Rs……………………….

equivalent to ………………………………………………….                      of each stores/materials

dispatched by GC Note No………………………………………………… Dated …………………….. as
SECURITY for the due and faithful performance of the terms of the said agreement and
against any loss or damage caused to or would be caused or suffered by Central Power
Research Institute by reason of by breach by the said contractor of any of the terms or
conditions contained in the said agreement.

       The     …………………………………….…………………………..                         having    its   office    at
………………………………………………………………………………………has agreed at the request of
the contractor to give the guarantee hereinafter contained.

       2. We, ……………………………………………………………….. do hereby undertake to pay
the amounts due and payable under this guarantee without any demur, merely on a
demand from the company stating that the amount claimed is due by way of loss or
damage caused to or would be caused or suffered by the company by reason of any breach
by the said contractor(s) of any of the terms or conditions contained in the said agreement or
by reason of the contractor(s) 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
………………………………. Exceeding Rs…………………………………………………

       3. We, …………………………………………………………………… further agree to the
guarantee herein contained shall remain in full forces and effect during the period that
would be taken for the performance of the said agreement and that is shall continue to the
enforceable till all the dues of the Central Power Research Institute under or by virtue of the
said agreement have been full paid and its claims satisfied or discharged or till Central
Power Research Institute, certifies that the terms and conditions of the agreement have been
fully and properly carried out by the said contractors(s) and accordingly discharges the
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guarantee. Unless a demand or claim under this guarantee is made on us in writing on or




before                                                                                   the
.…………………………………………………………………………………………………………
……………………………………… we shall be discharged from the guarantee thereafter.



         4.We, ……………………………………………………………………….. , further agree with
the Central Power Research Institute that the Central Power Research Institute 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 the time of the performance by the said contractor(s) from time to time to postpone
for any time or from time to time any of the powers exercisable by the Central Power
Research Institute against the said contractor(s) and to forbear or enforce any of the terms
and conditions relating to the said reason of any such variation, or extension being granted
to the said contractor(s) or for any forbearances, act or omission on the part of the Central
Power Research Institute or any indulgence, by the Central Power Research Institute, to the
said contractor(s) or by any such matter of thing whatsoever which under the law relating to
sureties would but for this provision have effect of so reliving us.

         5. We, …………………………………………………………………………., lastly undertake not
to revolve this guarantee its currency except with the previous consent of the Central
Power Research Institute in writing.

         This     under       its     constitution       power        to      give      this
…………………………………………………………………………….., Manager who has signed its
under his authority to do so.




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Annexure 6 - Technical Bid




                     TENDER FORM



TO:




CPRI




Gentlemen:

              Ref: RFP No.: STR/ADM-10/2007-08

                                 TECHNICAL BID




Supply, installation, commissioning and maintenance of integrated HUMAN

RESOURCE PLANNING & PAYROLL ACCOUNTING SYSTEM for CPRI




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Having examined the Tender Document, the receipt of which is hereby duly acknowledged,
we, the undersigned, offer to supply, install and commission the Integrated HRP & PAS
and provide such services as are set out in the Tender Document and that are needed for
the comprehensive solution..

We attach hereto the Bidder‟s Response as required by the Tender document as per the
format given in Annexure 8 which constitutes my/our bid.

We undertake, if our Tender is accepted, to adhere to the implementation plan put forward
in Form C of Annexure 8 or such adjusted plan as may subsequently be mutually agreed
between us and the CPRI, Bangalore or its appointed representatives.

If our Tender is accepted, we shall obtain a performance bank guarantee in the format given
in the Tender Document issued by a Nationalized commercial bank in India for a sum
equivalent to 10% of the contract sum for the due performance of the contract.

We agree to abide by this Tender for a period of SIX MONTHS from the date fixed for
Tender opening and it shall remain binding upon us with full force and virtue, until within
this period a formal contract is prepared and executed, this Tender, together with your
written acceptance thereof in your notification of award, shall constitute a binding contract
between us and shall initiate the formation of a separate contract in respect of maintenance
and support services after the expiry of the warranty period..

We agree that you are not bound to accept the lowest or any Tender you may receive. We
also agree that you reserve the right in absolute sense to reject all or any of the goods
/products specified in the Tender without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company
/firm/organization and empowered to sign this document as well as such other documents
which may be required in this connection.




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Dated this     ………………………….                Day of   …………………..2004

…………………………………………….                        …………………………………………….



(Signature)                               (In the capacity of)

Duly authorized to sign the Tender for and on behalf of:



……………………………………………………………………………………………………….



……………………………………………………………………………………………………



(Name and address of Bidding Company)




                                          Seal/Stamp of Tender



Witness name:         ………………………………………………………



Witness address:

                      ………………………………………………………



                      ……………………………………………………...


Witness signature:




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Attachments:                    • Board resolution delegating signing powers to
                                     authorized signatories
                                •   Technical Bid




CERTIFICATE AS TO AUTHORISED SIGNATORIES

                                          Secretary of the   (Name of bidding company)
I,   certify      that      I       am
.......................................



And that
                           ……….…………………………………………..

                           ……………………………………………………………….. (Name

                           of above company signatory (s) )



Who signed the above Tender is authorized to bind the corporation by authority of its
governing body.
(Seal)
                                ……………………………………………………..

                                (Secretary)




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Annexure 7 - Price Bid



                    TENDER FORM

TO:

CPRI



Gentlemen:
             Ref: RFP No.: STR/ADM-10/2007-08




                                 PRICE BID



Design, supply, configuration, customization, installation, commissioning
and maintenance of integrated HUMAN RESOURCE PLANNING & PAYROLL
ACCOUNTING SYSTEM for CPRI



Having examined the Tender Document, the receipt of which is hereby duly
acknowledged , we, the undersigned, offer to supply, install and commission the
Integrated HRP and PAS and provide such services as are set out in the Tender
Document for a total bid price of:



Indian Rupees in words and figures.




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We attach hereto the Price Bid as required by the Tender document, which constitutes
my/our bid.

We undertake, if our Tender is accepted, to adhere to the implementation plan put
forward in Form C of Annexure 8 or such adjusted plan as may subsequently be
mutually agreed between us and CPRI, Bangalore or its appointed representatives.

If our Tender is accepted, we shall obtain a performance bank guarantee in the format
given in the Tender Document, issued by a scheduled commercial bank in India, for a
sum equivalent to 10% of the contract sum for the due performance of the contract.

We agree to abide by this Tender for a period of ONE YEAR from the date fixed for
Tender opening and it shall remain binding upon us, until within this period a formal
contract is prepared and executed, this Tender, together with your written acceptance
thereof in your notification of award, shall constitute a binding contract between us and
shall initiate the formation of a separate contract in respect of maintenance and support
services after expiry of the warranty period.

We agree that you are not bound to accept the lowest or any Tender you may receive.
We also agree that you reserve the right in absolute sense to reject all or any of the
goods/products specified in the Tender without assigning any reason whatsoever.

It is hereby confirmed that I/We are entitled to act on behalf of our
corporation/company /firm/organization and empowered to sign this document as
well as such other documents which may be required in this connection.



Dated this       ………………………….                 Day of   …………………..2008

…………………………………………….                           …………………………………………….



(Signature)                                  (In the capacity of)

Duly authorized to sign the Tender for and on behalf of:




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………………………………………………………………………………………………………



………………………………………………………………………………………………………



(Name and address of Bidding Company)




                                            Seal/Stamp of Tender



Witness name:          ………………………………………………………



Witness address:

                       ……………………………………………………...



                       ……………………………………………………...




Witness signature:     …………………………………………………



Attachments:              •   Board   resolution   delegating   signing
                              powers to authorized signatures
                          •    Technical Bid




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CERTIFICATE AS TO AUTHORISED SIGNATORIES
                                          Secretary of the   (Name of bidding company)
I,   certify      that      I     am
.......................................



And that                   ……….…………………………………………..
                           ……………………………………………………………….. (Name

                           of above company signatory (s) )




Who signed the above Tender is authorized to bind the corporation by authority of its
governing body.
(Seal)
                           ……………………………………………………..

                           (Secretary)




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Annexure 8 - Bidders Response Sheet

The proposals shall be technically evaluated using a scoring process based on various
components. Each response to the RFP from each bidder shall be judged and scored on its
own merit.

As part of the Technical Bid Evaluation, bidders shall be required to demonstrate to CPRI‟s
Technical Committee, their existing product which forms the core of the complete
HRP&PAS solution for CPRI.

The bidder capability of proven relevant experience includes the following:

                  Inspection of at least one site in India preferably in Bangalore to be
                   arranged by the bidder for       CPRI‟s Technical committee where a
                   project of similar nature and complexity has been implemented (if
                   required)

                  Site visits may be sought at the discretion of CPRI. Bidders shall
                   provide, in addition to customer sites, an invitation to CPRI to visit
                   bidder‟s own development site. CPRI shall bear all traveling, lodging,
                   boarding costs in relation to such visits.

                  Demonstration of the proposed software to the CPRI‟s Technical
                   Committee at CPRI.

              •    Functional part of the HRP&PAS solution and implementation approach
                   proposed by the bidder.

   The bidders scoring above a cutoff shall be considered technically qualified.

   The technical evaluation process outlined above requires relevant pertinent information.
   The typical information required is indicated in subsequent pages as a guideline.
   Nevertheless, detailed additional information shall be supplemented for the purpose of
   evaluation.




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Form ‘A’ - Functional Section
INTRODUCTION
1. Purpose

   •     Objectives

   •     Scope

2. Management Summary

   •     Overview of bidder

   •     Overview of Proposed Total Solution

   •     Overview of Proposed Time-table and Project Management provisions

   •     Overview of Proposed Maintenance and Support Arrangements

3. Bidder

The registered name of the Bidding company and business address for correspondence

Location

Street

Locality

City

Pin Code

Country

Telephone

Facsimile

Email



4. Contact Name of the Bidder




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5. Contact’s Position with Bidder
Contact addresses if different from above

Location

Street

Locality

City

Pin Code

Country

Telephone

Facsimile

Email

Other

Business Structure

Bid Company‟s Registered Address



6. Details of company registration

Names of Directors

Chairman

President/Managing Director

Directors

Include the organization chart




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Form ‘B’ Bidder capability including proven relevant experience

1. Financial standing of the Bidder
   Following Information from the audited balance sheet of the bidder:



                                            2004-05        2005-06        2006-07

Sales and Other Income

EBIDT Depreciation

Interest Tax PAT

Capital Employed

Equity Net worth Total

outstanding debt

2. On going commitment to R&D

Any HRP&PAS requires continuous upgrades to the functionality. Some of these
modifications shall come out of specific requirements that CPRI may demand in
future. CPRI expects the successful bidder to have either internal resources
engaged in such R&D or to have tie-ups with appropriate domain experts and / or
institutions.

Bidders are required to give details of such arrangements in their bids.
3. Defined relationship between consortium partners
CPRI appreciates the fact that different partners, coming together as a consortium
to bid for this RFP, have their own specialized core competence. However, it is
important for CPRI to understand how various project activities have been
allocated to different partners and who shall be responsible for coordination and
project management.

Bidders shall define such relationship giving description of allocation of the
important project activities to individual partners.
Bidders shall also describe the nature of past association amongst partners giving details of
any assignments they have worked together for, and the nature of activities partners have
carried out in such assignments.

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4. Bidder’s Relevant Past Projects
Details of at least two similar implementations in the recent past (including contact details)
which shall demonstrate the bidder‟s ability to carry out the functions which they are
projected to supply in this project in a timely and professional manner.

a. Project Name with brief description:

b. Project Location:

c. Client Name:

d.Client address:

e. Client contact/reference person(s):

    •   Name

    •   Address

    •   Mobile Phone

    •   Email address

f. Project start date (month/year):

g.Project elapsed time – months:

h. Man-months effort:

i. Size of the project

j. Size of existing customers in terms of trading volumes

k. Name of senior project staff:

    •   Project Director

    •   Project Manager




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Form ‘C’ - Functional part of the solution and implementation
approach

1. Designated Staff for the project

A       Project Team – Details of project persons

    •     Name

    •     Position

Project

Designation

B         Skill levels of staff to be deployed on the project

C       Number of financial modelers to be deployed on the project and their experience

2. Description of Solution Architecture
Bidders are required to give a detailed description of their proposed Solution
Architecture for the Application Software. This description shall contain the list of
different modules comprising the surveillance applications, and how these interact /
interface with the offered system software platforms (databases, rules engines, report
generation tools, operating system, middleware, etc). It is desirable to show an
architecture diagram for this purpose. Description of the Solution Architecture shall
clearly highlight any functionality / performance / usage constraints, if any, imposed by
the offered layers of each of the proposed system software layers offered in the
solution.




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Form ‘D’ Technical Section

The bidder shall provide the technical specifications of the solution in the following format.
These specifications shall form the part of evaluation process and shall be used for
generation of a complete Bill of Material.

1. Schematic Diagram:
Bidder shall submit the complete solution architecture in the form of a Network/Schematic
Diagram depicting various systems components. An indicative list of features and systems
components is as follows.

Features:

   •   Single Sign ON

   •   Flow of Information & connectivity to external entities

   •   Network Security

   •   Connectivity to DR Site

System Components:

   •   Servers

   •   Storage

   •   Network Equipments

   •   Any other components to meet the solution requirement



2. Hardware Components

Functionality:

Bidder shall indicate the exact functionality of each server proposed as part of the solution.

Specifications:

Bidder shall ensure that the server specification is as per the indicative list mentioned
herewith. Bidder may expand the list where applicable.




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 Sl. No.         Components            Functionality     Specifications   Nos.   Remarks

1

2

…

N

Any other Hardware to Meet the solution:
3. Software Components

                        Components               Name & version,                 Remarks
    Sl.                                                              No of
                                                  Key Features &
    No.                                                              Licence
                                                 Supporting white

                                                       papers


1
           Operating      system    with   all

           utilities,   tools   &   required

           compilers

2          Databases

3          Middleware (optional)

4          Application Server

5          HTTP Server

6          Custom Developed Application

7          Report writer

8
           Identity Management (Secure

           Login)

9
           Any Other Software to meet the

           Desired Solution




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4. Ancillary Services



    Sl.              Services                            Specifications            Remarks

 No.
1
          Training        (Functional, Topic of the Training
          Technical, Operational )           Number of Days

                                             Location

                                             Nature of Training (Operational,

                                             Technical, Both)

2
          Structured    Cabling      (Data
          Centre)
3         SLA & Liaison with Data
          Circuit    Providers    MTNL/
          Dot etc.
4

5

6




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Form ‘E’ - Compliance Statement
Sl.                       Particulars                         Compliance   Offer2   Remarks
No.                                                           Provided /   Ref.
                                                                 Not       Page
                                                             Provided1     No.
1.       SCOPE OF WORK


         Comprehensive solution for HUMAN

         RESOURCE PLANNING           (HRP)        and

         Payroll accounting system (PAS)
         Relevant schematics

         HRP&PAS software features


         Standard      product    for HRP&PAS

         application
         Use of available hardware and software


         Required additional hardware with its

         components and software
2.       SUPPORT

3.       SECURITY AND CONTROLS

         Access Control

         Backup

4.       IMPLEMENTATION REQUIREMENTS

         Implementation Plan

         Deployment

         Phase - I

1
    Under compliance column please indicate PROVIDED / NOT PROVIDED, FURNISHED / NOT
FURNISHED as the case may be.
2
    Please indicate the corresponding page number in the offer submitted to CPRI.




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 Sl.                   Particulars                  Compliance   Offer2   Remarks
No.                                                 Provided /   Ref.
                                                       Not       Page
                                                   Provided1     No.
       Phase - II

       Project Plan and Acceptance Tests

       Test Plan

       Data Population

       Documentation

       Source Code

       Training

5.     REQUIRED TEAM FROM CPRI

6.     HUMAN RESOURCE PLANNING
          Features of HRP
6.1     Technical features

6.2    User Features

6.3    System Administration features for
       HUMAN RESOURCE PLANNING

7.     Payroll accounting system
         Features of PAS
7.1    Technical features

7.2    User features

7.3    System Administration for PAS




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Annexure 9 - Definitions

The following terms, used throughout this document, shall be intHRPreted as
under:

“Contract” means the agreement entered into between the Purchaser and the
Supplier, as recorded in the Contract Form signed by the parties, including all
attachments and appendices thereto and all documents incorporated by reference
therein. Various references such as “purchase agreement”, “purchase contract”
etc. also refer to “the Contract”.

“Contract Price” means the price payable to the Supplier by the Purchaser
under the Contract for the full and proper performance of contractual obligations,
as specified in the Contract.

“Purchaser” means “CPRI”.

“Supplier” means the organization/firm/company who has submitted the RFP
and in whose name the Contract is awarded.

“Acceptance” means the Purchaser‟s written certification that the Systems (or a
specific part thereof) installed have been tested and verified as complete and
fully operational in accordance with the Acceptance tests, as specified in the
Contract and Project Plan.

“Bidder” is an entity, which submits its offers in response to this RFP Document.

“Coverage Period” is the days of the week and the hours on those days during
which maintenance, operational and/or technical support services from the
Supplier, shall be available, as specified in the contract. .

“Period of the Contract” means and includes the period of time during which the
Parties to the Contract shall perform and complete their respective obligations,
as specified in the Contract.

“Day” means calendar day.

“Effective Date” means the date following the date on which the contract is
executed the Parties and being the date on which the Contract enters into full
force and effect. The Effective Date shall be the reference date for determination
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of the scheduled Installation dates for the Systems, as specified in the purchase
contract, and for fulfillment of any and all additional conditions, specified in the
contract.
“Intellectual Property Rights” means any and all copyright, moral rights,
trademark,
patent, and other intellectual and proprietary rights, title and interests, world-
wide, whether vested, contingent or future, including without limitation all
economic rights and all exclusive rights to reproduce, fix, adapt, modify,
translate, create derivative works from, manufacture, introduce into circulation,
publish, distribute, sell, license, sublicense, transfer, rent, lease, transmit or provide
access electronically, broadcast, display, enter into computer memory, or otherwise
use any portion or copy, in whole or in part, in any form, directly or indirectly, or
to authorize or assign others to do so.
“Implementation Period” means the period starting from date of issue of purchase
order to the conclusion of Implementation at the sites.
“Installation” means the Supplier‟s written notification indicating that the
Systems (or a specific part thereof) have been installed by the Supplier in
accordance with Contract requirements and the Project Plan, and are ready for
Acceptance testing.
“Maintenance Period” is the number of years specified in the RFP for
maintenance and support Services for the Systems under the Contract, as
measured from the expiration of the Warranty Period.
“Price” means the price payable to the Supplier by the Purchaser under the
Contract for the full and proper performance of contractual obligations, as specified
in the Contract.
“Project Sites” means the place(s) named in the Schedule of Requirements for
delivery and installation of the Systems.
“Parties” means the Purchaser and the Supplier under the Contract.
“Services”     means those      services   associated    with the     supply,   delivery,
installation, Operationalization of the Software.
“Supplier’s Representative” means the duly authorized representative of the
Supplier, approved by the Purchaser, to manage and be responsible for the

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Supplier‟s performance under the Contract.


“Warranty Period” is the period specified in the contract, following the
Acceptance of the Systems, during which the Supplier‟s Warranty obligations in
respect of the Systems are in force.


“Bilingual”: Bilingual means all forms should be printed both in English and
Hindi.

“On-site service support”: Providing of service support for a period of six
months after the completion of Phase-II for day to day trouble shooting,
guidance to the personnel of CPRI and customization where necessary.




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Annexure 10 - Format for offer:

SI. No.                  Particulars of payment                        Amount
                                                                       Rupees
I         Design,supply,configuration,customization, installation,
          data creation of HRP & PAS under phase-I
                                    HRP
          Recruitment Management
          Probation/Confirmation Management
          Leave Management
          Establishment Function
          Quarters Management
          Guest house management
          Appraisal Management
          Promotion Management
          Pension Management
          Telephone Bill Accounting-For direct lines
          Booking of conference Hall & its Tariff
          Departmental Purchase & Inventory Management
          Court case monitoring
          Tappal
          Helpdesk
          MOM management
          Canteen token issue management
          Ticket booking
          Society matters
          Dak & Dispatch
          Foreign Travel
          Items issued Annually to staff
          Scholarship
          GOI Trainees/Contract Staff
          Disciplinary matters
          Attendance Management
                                    PAS
          Pay bill Management
          PF Management
          Arrear Bills/Bills
          Supplementary Bills
          Travel Management
          Health Management
          Allowances
          Reimbursement bills-Others
          Pension Management
          Insurance Management
          Backup facility




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SI. No.                 Particulars of payment                      Amount Rupees
II        Customization as per P.O.
(a)       HRP
(b)       PAS

III       Training

IV        Charges for On-site service support for 6 Months

V         AMC Services for
          I Year

          II Year

          III Year

VI        Charges for extra module
          Extra query / extra reports not originally included in
          P.O.

VII       Charges for scanning of the personal data about 4000
          pages

VIII      Charges for scanning of the personal data for each
          page beyond 4000 pages
IX        Taxes and Duties
                                                          TOTAL




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Annexure 11-Important instructions to be followed by the Tenderers

1.0) The Technical Bid shall be accompanied by Earnest Money Deposit (EMD) of Rs. 40,000 (Rupees
Forty thousand only) as indicated in the tender specification in a separate envelope clearly
indicating the RFP No. STR/ADM-10/2007-08 to be submitted by way of crossed Demand Draft
/ Crossed cheque certified by banker as „good for payment‟ / irrevocable Bank Guarantee only on any
Nationalised Bank / Drawn in favour of the Chief Accounts Officer, Central Power Research
Institute, Bangalore – 560 080. The format of Bank Guarantee for submission of EMD is enclosed
at Annexure 4 of the RFP document. Bidders should submit their offers in two parts, Technical Bid
and Price Bid only in the format given in the RFP document. The EMD shall not be placed in the
Price Bid envelopes. Submission of EMD in the Price Bid envelope shall render the Bid
being rejected on the grounds of non-submission of EMD.


2.0) Bidders shall provide their Technical Bid in one original and one copy and shall be labeled
as “Original” or “Copy” as appropriate. This shall be sealed in a separate envelope labeled
“Original Tender” or “Copy Tender” as appropriate. Both the sealed envelopes shall be marked
“Technical Bid for Integrated HUMAN RESOURCE PLANNING & PAYROLL ACCOUNTING SYSTEM
against RFP No. STR/ADM-10/2007-08 in the top left hand corner.



3.0) Bidders shall provide their Price Bid in one original and one copy and shall be labeled as
“Original” or “Copy” as appropriate. This shall be sealed in a separate envelope labeled “Original
Tender” or “Copy Tender” as appropriate. The bidder shall quote the price inclusive of all taxes in a
single price bid for implementation of both Phase-I (module wise) & Phase-II (module wise) with
appropriate details. Both the sealed envelopes shall be marked “Price Bid for Integrated HUMAN
RESOURCE PLANNING & PAYROLL ACCOUNTING SYSTEM against RFP No. STR/ADM-10/2007-
08 to be opened after Technical Bid opening and evaluation” in the top left hand corner.



4.0) Pre-bid meeting: A pre-bid meeting will be arranged wherein potential bidders may meet with
the representatives of the implementing authority to seek clarifications on the tender documents.



5.0) Validity of tender: Bidders shall be required to submit tender valid for the period specified in
the tender documents.




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6.0) Check List shall be submitted along with the Technical bid only in the format given in the RFP
document.



7.0) Time lines pertaining to finalization of Contract for "Integrated HRP&PAS for CPRI" is
      as under:
  Sl.        Date                                       Description
  No.

 1.       17.03.2008            1. Release of Press Notification – Notice Inviting Tender
                                2. Place on Web (Web Site: http://www.cpri.in

                                    Hyperlink:RFP for implementation of integrated HRP & PAS



2.       04.04.2008         Written requests for clarification on RFP by the bidder
         before 5.00 PM


 3.       10.04.2008        Pre-Bid meeting of the Bidders.
          11.00 AM


4.        22.04.2008
                            Last Date and Time for receipt of Technical and Commercial
          Upto 2.00 PM
                            Bids.

 5.       22.04.2008        Date and Time of opening of Technical Bids.
          At 3.00 PM


 6.       29.04.2008        Post-Bid meeting.
          10.00 PM



          Will be           Date and Time of opening of Commercial Bids.
 7.
          intimated in      (The Bids meeting the eligibility criteria, technical criteria and
          due course of     short listed through technical evaluation processes by a
          time              Technical committee ONLY will be considered)




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               CHECK LIST TO AVOID REJECTION OF THE TENDER

1. Have you submitted your Price Bid and Technical Bid in “DUPLICATE” and in two separate
Sealed Covers “DULY SUPERSCRIBED WITH TENDER SPECIFICATION NUMBER, NAME OF
THE ITEM AND DUE DATE OF OPENING?”


                                               YES / NO


2. Have you submitted the Tender Document Fee?


                                               YES / NO


3. Have you submitted your offer in the format as given in the RFP document in duplicate ?
                                               YES / NO


4. Have you submitted EMD amount as specified in the RFP document in a separate sealed cover
   along with the Technical Bid ?
                                               YES / NO


5. Have you answered all the points under Section 1.3 -Eligibility Criteria (Refer Page 6) of
    RFP document enclosing the copies of the documentary evidence wherever applicable?
                                               YES / NO


6. Have you submitted your Technical Bid in the format given in Annexure 6 of RFP document in
     duplicate ?
                                               YES / NO



                                                                    Signature of the Tenderer with Seal

 If the answer is negative for any of the above, your offer is liable for rejection
which may please be noted. N.B: One copy of the above checklist duly
answered may please be returned along with your Technical Bid.




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Document No.:CPRI/ADMIN/HRP&PAS/01/2007-2008                      Revision No.:00 Date14.03.08
          CPRI      RFP Document for implementation of integrated HRP & PAS




This confidential document is the property of CPRI. It may not be copied, distributed or
recorded on any medium, electronic or otherwise, without the explicit written permission
from CPRI. The use of the contents of this document, for purposes other than participating
in the bid process, is strictly prohibited. In case of any violation of this stipulation, CPRI
may initiate legal action.




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Document No.:CPRI/ADMIN/HRP&PAS/01/2007-2008               Revision No.:00 Date14.03.08
         CPRI     RFP Document for implementation of integrated HRP & PAS
Annexure 12 : To Download the CPRI WAN Connectivity Diagram please click here

the below link (Size 9MB, PDF file)

http://cpri.in/tenders%5C2008%5Cpurchase%5CTenderNo3_2008%5CSpec%5CCP

RI_wan_diagram.pdf




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Document No.:CPRI/ADMIN/HRP&PAS/01/2007-2008        Revision No.:00 Date14.03.08

								
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