Você está na página 1de 192

KAMARAJAR PORT LIMITED

(erstwhileEnnore Port Limited)


(A Mini RatnaGovernment of India Undertaking)

Request for Proposal (RFP)


for
Implementation of ERP System
atKamarajar Port Limited

RFP No. : KPL/IT/ERP/2016


Date :21/July/2016
RFP for Implementation of ERP System at KPL

e-TenderNotice

Kamarajar Port Limited


Tender Inviting Authority
(erstwhile Ennore Port Limited)
Place of availability of Tender www.ennoreport.gov.in
Documents (RFPs) www.eprocure.gov.in
RFP No. & Date KPL/IT/ERP/2016, Dt. 21/July/2016
The General Manager (O)
Kamarajar Port Limited,
4thFloor, Erstwhile DLB Building,
The Contact Person
RajajiSalai, Chennai- 600001.
Ph:+91-44-25251666 / Fax: +91-44-25251665
Email: krishsam@kplmail.in
Implementation of ERP System at KPL and providing
Name of the Project Work operational maintenance support for a period of five years
after warranty period of one year.
The General Manager (O)
Kamarajar Port Limited,
Address to send Prebid 4th Floor, Erstwhile DLB Building,
queries RajajiSalai, Chennai- 600001.
Ph:+91-44-25251666 / Fax: +91-44-25251665
Email: krishsam@kplmail.in
Port Office of Kamarajar Port Limited:
Venue for Prebid meeting Port Administrative Office, inside Kamarajar Port, Vallur Post,
Chennai-600120.
Tender Fees Nil
Rs.25,00,000/-Refundable, to be submitted before the last
date of submission of Bids in the form of a Bankers cheque of
EMD a Nationalised Bank (or) Demand Draft of a Nationalised Bank
(or) an irrevocable bank guarantee of a Nationalized Indian
Bank in favour of Kamarajar Port Limited, Chennai.
eTender.
Nature of bid process
Pre-Qualification, Technical and Commercial evaluation.
(1) Bidders have to submit documents to KPL such as
Power of Attorney, Letter of Undertaking, EMD and
Integrity Pact by Post / Courier.
Proposal Evaluation Process
(2) Bidders have to submit documents in the e-
procurement portal (www.eprocure.gov.in) in the Pre-
Qualification Section

Kamarajar Port Limited Page 2of 192


RFP for Implementation of ERP System at KPL

(3) Bidders have to submit documents in the e-


procurement portal (www.eprocure.gov.in) in the
Technical Bids Section
(4) Bidders have to submit the Price Bid in the e-
procurement portal (www.eprocure.gov.in) in the
Commercial / Price Bids Section. Only the Excel file
(latest, if any) uploaded in the e-procurement portal
should be used.
Note:
The pre-qualification documents of only those bidders
who have submitted documents to KPL such as Power
of Attorney, Letter of Undertaking, EMD and Integrity
Pact by Post / Courier will be considered for pre-
qualification evaluation.
The technical bids of only those bidders who meet the
pre-qualification criteria will be considered for
Technical evaluation.
The commercial bids of only those bidders who qualify
in the technical evaluation process will be considered
for commercial evaluation.
The system Integrator (SI) who have quoted the
lowest commercial bid will be selected for providing
the services described in the RFP

Kamarajar Port Limited Page 3of 192


RFP for Implementation of ERP System at KPL

Schedule of the bidding process


KPL would endeavour to adhere to the following schedule:
Event Date deadline
Release of RFP 21 Jul 2016
Last date to receive Prebid queries 29 Jul2016
Date of Prebid meeting 4 Aug 2016
Response to Prebid queries 11 Aug 2016
Last date and time for submission of bids 29 Aug 2016- 1500 hours
Technical Bid opening 30 Aug 2016- 1500 hours
Financial Bid opening Will be informed through email.
Submission of Performance Security LoA+10days
Signing of Agreement LoA+15 days

The tender data sheet


Propose an ERP system to meet the requirements of KPL
Implementation ofthe proposed ERP System
Overview of the project
Support the ERP system at KPL for five years after the
warranty period of one year.
Preparation of Business Blue Print and SRS
Sizing of hardware
Project management and implementation of ERP system
Data migration
Implementation of ERP system
Establishment of Centre of Excellence(CoE) by imparting
Key aspects of the project
Training to KPLidentified users comprising of both functional
& technical.
Post Implementation Comprehensive Support (Warranty)
onsite support.
Post Warranty operational & maintenance Support (AMC)
primarily offsite support and onsite on need basic.
Validity of the Proposal 180 days from the date of submission of bids
Bids have to be submitted in www.eprocure.gov.in
Mode of Submission
Physical Bids will be not be entertained.
Formats for Technical Proposal As per Annexure
Formats for commercial As per Annexure (Only the Excel file uploaded in the
proposal eprocurement portal has to be used)
Evaluation of Technical Evaluation of Prequalification proposal of the SI
proposals Evaluation of Technical Proposal for Implementation Services
Qualification of Technical
75 points out of possible 100
proposal for implementation
Location for the project Kamarajar Port Limited, Chennai

Kamarajar Port Limited Page 4of 192


RFP for Implementation of ERP System at KPL

ABBREVIATIONS / DEFINITIONS
KPL means Kamarajar Port limited, the tendering authority
PURCHASER shall mean the KPL.
SUPPLIER/BIDDER/SI shall mean an incorporated entity under provisions of companies act or
corporation to whom the Purchase Order is issued.
SYSTEM Integrator (SI) shall mean company which implements ERP for the corporation in KPL
and to whom the purchase order is issued. Service provider (SP) also is used to mean the same
thing.
ORDER shall mean the Purchase Order and its attachments and exhibits.
Proposalor Response or bid, means the Technical Proposal and the Financial Proposal.
RFP means the Request for Proposal prepared by the Purchaser for the selection of Bidders.
Assignment / job/project mean the work to be performed by the Bidder pursuant to the
Contract.
Sub-Consultant means any person or entity to whom the Bidder subcontracts any part of the
Assignment/job.
BG means the bank Guarantee, submitted by supplier/bidder/consultant required by KPL
DD means Demand Draft from banks as per conditions indicated in the RFP
EMD means the Earnest Money Deposit or Bid security provided by the bidder along with the
proposal as per conditions in the RFP
IT/ICT means Information and Communication Technologies, including software solutions
PBG means Performance Bank Guarantee, to be provided for contracting as per conditions in
the RFP
ERP, ERP system means Enterprise Resource Planning systemmeant for integrating the
different processes of an organization on a single software platform
OEM means the original equipment manufacturer, legal owner of the ERP system
Project or project services, means the supply and implementation of ERP system at KPL as
elaborated in the RFP document
CoE or Centre of Excellence means the mechanism and structure to manage, develop, modify,
customise or implement the ERP system, post the mandatory support period.
LOA (letter of Acceptance) or LOI (letter of Intent) means the formal communication sent by
KPL to successful bidder, post the completion of evaluation, to proceed to the next step of
signing a contract/agreement.
Contractor means the party which has signed the agreement/contract with KPL to execute the
project.
LLP means the limited liability Partnership firm as defined in the Companies act
Company or firm or LLP means the entity as defined in the Companies act
Statutory Auditor is An Auditor appointed under the Applicable Laws
Scheduled Bank is as specified in RBI Act, 1934

Kamarajar Port Limited Page 5of 192


RFP for Implementation of ERP System at KPL

DISCLAIMER
The information contained in this Request for Proposal document (RFP) or corrigendum subsequently
provided to Bidders, whether verbally or in documentary or any other form by or on behalf of KPL or
any of its employees or consultants, is provided to Bidders on the terms and conditions set out in this
RFP and such other terms and conditions subject to which such information is provided.
This RFP is not an agreement or an offer by KPL to the prospective Bidders or any other person. The
purpose of this RFP is to provide interested parties with information that may be useful to them in the
formulation of their Proposals pursuant to this RFP. This RFP includes statements, which reflect various
assumptions and assessments arrived at by KPL in relation to the ERP Implementation project. Such
assumptions, assessments and statements do not purport to contain all the information that each
bidder may require. This RFP may not be appropriate for all persons, and it is not possible for KPL, its
employees or consultant to consider the objectives, technical expertise and particular needs of each
party who reads or uses this RFP. The assumptions, assessments, statements and information contained
in this RFP, may not be complete, accurate, adequate or correct. Each bidder should, therefore, conduct
its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and
completeness of the assumptions, assessments and information contained in this RFP and obtain
independent advice from appropriate sources.
Information provided in this RFP to the Bidders may be on a wide range of matters, some of which may
depend upon interpretation of law. The information given is not intended to be an exhaustive account
of statutory requirements and should not be regarded as a complete or authoritative statement of law.
KPL accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law
expressed herein.
KPL, its employees and consultant make no representation or warranty and shall have no liability to any
person including any bidder under any law, statute, rules or regulations or tort, principles of restitution
or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be
incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy,
adequacy, correctness, reliability or completeness of the RFP and any assessment, assumption,
statement or information contained therein or deemed to form part of this RFP or arising in any way in
this Selection Process.
KPL also accepts no liability of any nature whether resulting from negligence or otherwise however
caused arising from reliance of any bidder upon the statements contained in this RFP.
KPL may in its absolute discretion, but without being under any obligation to do so, update, amend or
supplement the information, assessment or assumption contained in this RFP.
The issue of this RFP does not imply that KPL is bound to select a bidder or to appoint the selected
bidder, as the case may be, for the ERP Implementation Project and KPL reserves the right to reject all
or any of the Proposals without assigning any reasons whatsoever.
The bidder shall bear all its costs associated with or relating to the preparation and submission of its
Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated
with any demonstrations or presentations which may be required by KPL or any other costs incurred in
connection with or relating to its Proposal. All such costs and expenses will remain with the bidder and
KPL shall not be liable in any manner whatsoever for the same or for any other costs or other expenses
incurred by a bidder in preparation or submission of the Proposal, regardless of the conduct or
outcome of the Selection Process.

-------------------------

Kamarajar Port Limited Page 6of 192


RFP for Implementation of ERP System at KPL

TABLE OF CONTENTS
Abbreviations / definitions .................................................................................................................................... 2
DISCLAIMER........................................................................................................................................................... 2
1. Introduction .................................................................................................................................................. 2
1.1. Introduction to KPL ....................................................................................................................................... 2
1.2. Background activity already completed by KPL ............................................................................................. 2
1.3. The objectives of ERP deployment in KPL ...................................................................................................... 2
1.4. The Strategy of the Project............................................................................................................................ 2
1.5. The Project Overview .................................................................................................................................... 2
1.6. Implementation ............................................................................................................................................ 2
1.7. The process of procurement.......................................................................................................................... 2
1.8. The Request for proposal (RFP) ..................................................................................................................... 2
1.9. The bidding process....................................................................................................................................... 2
2. The scope work and services ......................................................................................................................... 2
2.1. The scope of work for the project.................................................................................................................. 2
2.2. The scope of work for implementation.......................................................................................................... 2
2.3. The functional units KPL ................................................................................................................................ 2
2.4. The users base............................................................................................................................................... 2
2.5. The overview of the implementation services ............................................................................................... 2
2.6. The support Services ..................................................................................................................................... 2
2.7. Centre of Excellence (CoE) ............................................................................................................................. 2
3. The functions of KPL ...................................................................................................................................... 2
3.1. Finance and Accounting................................................................................................................................. 2
3.2. Audit function ............................................................................................................................................... 2
3.3. Process under HR / Payroll / Employee Self Service Module: ........................................................................ 2
3.4. Process under Procurement / Purchase / Contracts Management Module: .................................................. 2
3.5. Workflow / File Management / e-office / DMS: ............................................................................................ 2
3.6. Project Management..................................................................................................................................... 2
3.7. Integration module to integrate other applications:...................................................................................... 2
3.8. Business Analytics / Intelligence.................................................................................................................... 2
3.9. RTI Module.................................................................................................................................................... 2
3.10. Legal Case Management................................................................................................................................ 2
3.11. Health Safety & Environment (HSE)............................................................................................................... 2
4. The Specifications for ERP implementation ................................................................................................... 2
4.1. The ERP system implementation activities .................................................................................................... 2
4.2. Technical Architecture support...................................................................................................................... 2
4.3. Feedback and Audit....................................................................................................................................... 2
4.4. Usage Ready / go-live & Complete Deployment Definition.................................................................. 2
4.5. Post implementation Comprehensive support (Warranty period) for one year............................................. 2
4.6. Post Warranty Operational and Maintenance Support (AMC) for Five years................................................. 2
4.7. Technical Support.......................................................................................................................................... 2
4.8. Centre of Excellence (CoE) ............................................................................................................................. 2
4.9. The implementation Approach...................................................................................................................... 2

Kamarajar Port Limited Page 7of 192


RFP for Implementation of ERP System at KPL

4.10. The implementation Methodology................................................................................................................ 2


4.11. Project Deliverables ...................................................................................................................................... 2
4.12. Project plan ................................................................................................................................................... 2
4.13. Deployment of Native Tool............................................................................................................................ 2
4.14. Management of the Project Team Changes/Attrition.................................................................................... 2
5. Guidelines for Proposal preparation and submission .................................................................................... 2
5.1. Pre-Qualification Criteria for SI...................................................................................................................... 2
5.2. Bid Security of Earnest Money Deposit (EMD)............................................................................................... 2
5.3. General guidelines for the Technical Proposal............................................................................................... 2
5.4. The Submission of Proposal........................................................................................................................... 2
5.5. Patent / Intellectual Property Rights / copy rights......................................................................................... 2
5.6. Conditions for technical proposal .................................................................................................................. 2
5.7. Outline for the Technical Proposal for the Project......................................................................................... 2
5.8. Technical proposal for ERP system ................................................................................................................ 2
5.9. Outline of technical proposal for implementation services ........................................................................... 2
5.10. Technical proposal for support services......................................................................................................... 2
5.11. Guidelines for Commercial proposal.............................................................................................................. 2
5.12. Commercial Proposal for ERP System and Implementation services.............................................................. 2
5.13. General Conditions for commercial proposal ................................................................................................ 2
5.14. Payment terms for the Services..................................................................................................................... 2
5.15. Period of Validity of Bids ............................................................................................................................... 2
5.16. Integrity Pact................................................................................................................................................. 2
6. Bidding terms and conditions ........................................................................................................................ 2
6.1. Bidder Queries / Clarifications on RFP ........................................................................................................... 2
6.2. Pre-Bid Conference........................................................................................................................................ 2
6.3. Bid preparation and submission .................................................................................................................... 2
6.4. The rights of KPL............................................................................................................................................ 2
6.5. Miscellaneous ............................................................................................................................................... 2
6.6. Conditions on the content of the proposal .................................................................................................... 2
6.7. The procedural conditions............................................................................................................................. 2
6.8. Conflict of Interest......................................................................................................................................... 2
6.9. Disqualification of Bids/Proposals ................................................................................................................. 2
6.10. Entire Documents.......................................................................................................................................... 2
6.11. Authenticity of the Information and Right of Verification ............................................................................. 2
6.12. Prohibited practices ...................................................................................................................................... 2
7. Evaluation of proposals ................................................................................................................................. 2
7.1. Bid Opening Sessions..................................................................................................................................... 2
7.2. Proposal Evaluation Process.......................................................................................................................... 2
7.3. Clarifications during bid evaluation ............................................................................................................... 2
7.4. Scrutiny and assessment of eligibility ............................................................................................................ 2
7.5. The process of evaluation.............................................................................................................................. 2
7.6. Presentation of the Proposal......................................................................................................................... 2
7.7. Evaluation of technical Proposal ................................................................................................................... 2
7.8. Clarifications to the Technical Proposal......................................................................................................... 2
7.9. Scoring of the technical proposal for implementation................................................................................... 2

Kamarajar Port Limited Page 8of 192


RFP for Implementation of ERP System at KPL

7.10. Commercial proposal evaluation ................................................................................................................... 2


7.11. Notification of Award and signing the contract ............................................................................................. 2
7.12. Performance Bank Guarantee ....................................................................................................................... 2
7.13. Complaints and Dispute Resolution............................................................................................................... 2
8. General Conditions of the Contract (GCC)...................................................................................................... 2
8.1. Commencement, Completion, Modification, Termination of contract etc..................................................... 2
8.2. Obligations of the Successful Bidder.............................................................................................................. 2
8.3. Obligations of the Company .......................................................................................................................... 2
8.4. SLA Response Time and SLA Performance Metrics and related penalty......................................................... 2
Annexure TRS - Technical Requirement Specifications (TRS).................................................................................. 2
Annexure FRS Functional Requirement Specifications (FRS) ............................................................................... 2
Annexure #1 Letter of Undertaking..................................................................................................................... 2
Annexure #2 Integrity Pact Format ..................................................................................................................... 2
Annexure #3 Profile of the Bidder....................................................................................................................... 2
Annexure #4 ERP Implementation Experience of Bidder ..................................................................................... 2
Annexure #5 Profile of the Project Team ............................................................................................................ 2
Annexure #6 CV of the Team Members............................................................................................................... 2
Annexure #7 Litigation Impact Statement........................................................................................................... 2
Annexure #8 Conflict of Interest ......................................................................................................................... 2
Annexure #9 Format of Power-of-Attorney......................................................................................................... 2
Annexure #10 Patent Rights/Copyrights Confirmation........................................................................................ 2
Annexure #11 Support Commitment from ERP OEM........................................................................................... 2
Annexure #12 Solution Commitment from ERP OEM .......................................................................................... 2
Annexure #13 Undertaking on no Government restrictions from ERP OEM ......................................................... 2
Annexure #14 Financial Information of ERP OEM................................................................................................ 2
Annexure #15 Training Facilities of ERP OEM ...................................................................................................... 2
Annexure #16 ERP OEM Authorization to Bid...................................................................................................... 2
Annexure #17 Solution Characteristtics .............................................................................................................. 2
Annexure #18 Worldwide User base of ERP ........................................................................................................ 2
Annexure #19 ERP OEM experience in CPSUs / Indain Sea-Ports......................................................................... 2
Annexure #20 The legal entity of ERP OEM ......................................................................................................... 2
Annexure #21 Partner Ecosystem........................................................................................................................ 2
Annexure CA ........................................................................................................................................................ 2
Annexure BG-EMD .............................................................................................................................................. 2
Annexure BG-Contract ........................................................................................................................................ 2

Kamarajar Port Limited Page 9of 192


RFP for Implementation of ERP System at KPL

1. INTRODUCTION

1.1. INTRODUCTION TO KPL


Kamarajar Port Limited (KPL) erstwhile Ennore Port Limited was developed from a
green field situation in the East Coast of India at a distance of about 20km to the north
of Chennai Port. The Port was declared as a Major Port under the Indian Ports Act, 1908
in March 1999 and incorporated as a company (Ennore Port Limited) under the
Companies Act, 1956 in October, 1999. Currently KamarajarPort Limited is the only
Corporate Major Port under Ministry of Shipping, Govt. of India.
KPL commissioned its operations in 2001. The company functionson Land Lord Model,
by which the Port Authority, KPL undertakes overall Port Planning, invest and develop
common infrastructures such as Dredging and Connectivity. KPL renders marine
serviceswhereas cargo handling terminals are developed primarily through PPP under
BOT mode or by the Captive Users.

1.2. BACKGROUND ACTIVITY ALREADY COMPLETED BY KPL


KPL had completed Business Process Re-Engineering (BPR) Study through Indian
Institute of Foreign Trade, Kolkata(IIFT) and intended to utilize this Report as base /
reference document for preparation of SRS document or business blueprint for the
ERP implementation in KPL. The process of Accounts & Finance, HR, Procurements,
RTI, Legal, etcidentified under BPR Report by IIFT are also made available along with
this RFP as reference document.

KPL Man-power details:


The present manpower deployment details department wise is as follows:
Department No. of Executives
CMD 1
Whole-time Directors 2
Accounts & Finance 7
Projects& Planning 6
HR 1
IT 2
OperationsCivil, Electrical 17
Marine 8
HSE 2
Traffic 4
Admin & PR 3
Estate 2
Company Secretary & Legal 3
Vigilance 2

Kamarajar Port Limited Page 10of 192


RFP for Implementation of ERP System at KPL

CMD & whole time Directors are Board level Executives. KPL has in its roll, around 60
Executives who primarily will Professional users (using different modules of the
proposed ERP System).
KPL has in its payroll; around 42 non-executives who will be primarily using Employee
Self Service for leave seeking, pay slip, apply for advances, reimbursements, leave
encashment, etc.

KPL Office locations:


KPL has its Registered Office at RajajiSalai, Chennai-600001 and its Port Administrative
Office inside the Port Premises at Vallur Post, Chennai-120. Presently these two offices
are connected through point to point leased line.

1.3. THE OBJECTIVES OF ERP DEPLOYMENT IN KPL


1. KPL has conceptualized the project to deploy a proven integrated ERP (Enterprise
Resource Planning) system to automate and integrate itsdifferent business
processes.
2. The key outcomes of this ERP implementation project are linked to service
delivery, operational excellence and transparency &Compliance.
3. Employees of the KPL are the main stake holders in the projects.
a. Multi-channel service delivery through portal, mobile devices etc.
b. Convenience to employees of KPL in administration and service delivery
4. Operational excellence
a. Integration of processes finance, HR, procurement, project management, etc.
b. Utilization of resources assets, financial resources and intellectual resources
for delivering the services
c. Quicker turnaround time for financial transactions, reporting, analysis and
feedback
d. Excellence in the Deployment of facilities & resources, planning the projects,
and exploiting the internal expertise
5. Transparency and compliance
a. Proactive and tighter adherence to regulation in the financial transactions and
operations of KPL
b. Adherence to standard government norms in financial transactions,
reconciliation and reporting
c. Compliance to best practices in project management, customer management
and service delivery
6. The objective of KPL in investing in ERP based applications is to:
a. Achieve quality of service, achieve efficiency and practice better control over
the financial transactions, assets & project activities
b. Establish uniform standards for excellence in operations, project management,
human resource management, financial management and performance
reporting
c. Adopt the global best practices in different spheres of, procurement, human

Kamarajar Port Limited Page 11of 192


RFP for Implementation of ERP System at KPL

resource management, quality management, customer service, financial


management, accounting and performance management.
7. The expected outcome of the project
a. With the deployment of the ERP system, KPL expects that different functional
modules would be seamlessly integrated with each other so that data
duplication doesnt happen and KPL is able to build strong foundation for
decision support system.
b. Adopting best practices offered by ERP systems in the key processes like
finance and accounts, control, audit, asset management, materials
management, human resources management, project management as
applicable to the operations of KPL, will lead to efficiency, transparency and
informed decision making.
c. It is expected that the ERP system will facilitate embedding best business
practices and processes into all its operations, doing away with non-value
adding/redundant processes in the various functions of the corporation to
make them efficient, transparent and compliant to regulations

1.4. THE STRATEGY OF THE PROJECT


There are many dimensions to the strategy of the ERP deployment project of KPL, and
they are formulated around the possibilities offered by ERP systems.
1. Standardization - standardization of processes, records, terminology, information
exchange mechanisms
2. Proven solutions - With the scale and criticality of its activities in mind, KPL has
identified that a proven ERP systems would address the following.
a. There should be references of successful deployment of the proposed ERP
systems, in organizations like CPSEs, Ports, Terminal Operator, etc
b. The integration of processes the ERP system will provide an IT platform to
integrate all the processes of KPL
c. Best Practices the ERP system will bench mark with global best practices and
processes in the areas of project management, financial management,
procurement, government file management etc.
d. Multi-channel service Delivery the ERP system facilitate transactions to be
carried out through multiple devices and computer systems, thereby facilitating
multi-channel service delivery to the stake holders.
3. A platform to address the evolving needs The operational characteristics of KPL
would evolve over a period of time, as new terminals are commissioned and new
horizons of business are evolved. Keeping in line with this change the requirements
of KPL from the IT system also would change.

Kamarajar Port Limited Page 12of 192


RFP for Implementation of ERP System at KPL

1.5. THE PROJECT OVERVIEW


1. The project is envisaged to be executed by a competent System Integrator, on a
turnkey basis, with responsibility for all the aspects of the project listed in this RFP
2. The system integrator is required to assess the requirements of KPL as listed in the
RFP and propose a proven ERP system to meet the requirements of KPL
3. Scope of work for the system integrator is to implement ERP System at KPL,Post
Implementation Comprehensive on-site Support (Warranty)for a period of one
year and Post Warranty Operational & Maintenance Support (primarily off-
site)under AMC for a period of five years, for the proposed ERP system
4. Assist KPL in sizing of the hardware requirement for the implementation of ERP
system
5. The ERP system will be hosted in the premises of KPL including the failsafe back-up
servers. However DRS will separately evaluated and decided by KPL.
6. The SI is also required to institutionalize the mechanisms and transfer the
knowledge under the CoE (center of Excellence) so that KPL will be able to manage
the incremental improvements and future expansions of the ERP system, on its
own.

1.6. IMPLEMENTATION
1. KPL invites tenders for Supply, Install, Implement, Stabilize and Maintain ERP
System in KPL through e-tendering process from reputed CMM Level-5 System
Integratorwho fulfill the Qualification Requirements as an Implementation Partner
(IP) / System Integrator (SI) to carry out broadly the following:
Supply and installation of ERP licenses
Sizing of the hardware infrastructure for ERP system(including Development,
Quality, Production, Back-ups, Operating System, etc)
Implementation &Hand holding Support of the ERP system (ERP
implementation, Training and Hand-holdingSupport)
Establishment of Center of Excellence
Provide post implementation one year on-siteComprehensive support under
Warranty.
Provide post warranty operational & maintenance support under AMC for
Five years (primarily off-site).

2. KPL will procure the ERP system which would best meet its requirements. The
broad modules / functions to be covered under the ERP System is as follows:
(i) HR / Payroll / Employee Self Service
(ii) Finance & Accounting
(iii) Procurement / Purchase / Contracts Management
(iv) Workflow / File Management / e-office / DMS
(v) Project Management

Kamarajar Port Limited Page 13of 192


RFP for Implementation of ERP System at KPL

(vi) Integration module to integrate other applications with ERP (POMS, Land
Management System, Pass & RFID based Port Access Control System, KPL
Website, e-mail, SMS)
(vii) RTI Module
(viii) Legal Case Management
(ix) Health Safety & Environment (HSE)
(x) Business Analytics / Intelligence

1.7. THE PROCESS OF PROCUREMENT


1. KPL plans to use the services of Information Technology vendors to implement and
support the ERP systemat KPL.
2. With an understanding of the market dynamics and industry structure, KPL has
decided to procure the ERP systemand the ERP implementation services through
competitive bidding process.
3. KPL expects the SI to propose an ERP systembased on the requirements of KPL
articulated in this RFP and the deep knowledge & expertise the SI has on different
ERP systems, available in the market
4. The SI will propose an ERP system along with technical and commercial proposals
for the ERP systemand submit the technical and commercial bids to implement the
proposed ERP system at KPL.
5. Similarly SI will propose suitable Hardware such as Server, failsafe back-up server,
SAN storages along with the specification, manufacturer, model no, etc., and
submit it along with the technical bids to implement the proposed ERP system at
KPL. However, the Hardware architecture and configurations will be finalized based
on the discussion with the Sucecessful bidder and the requirements of KPL. No
comercial information needs to be provided in the Bid.
6. Each bidder can propose only one ERP system and propose the implementation &
support services for that particular ERP system only
7. KPL will have the option to negotiate and procure the ERP system proposed by the
SI, directly from the OEM of the ERP system.
8. The implementation & support services for the proposed ERP system will be
contracted with the successful bidder as per the RFP.
9. The services procured through this bidding process will be applicable for all the
modules of the ERP implementation, comprehensive warranty support of one year
and post warranty operational support under AMC for 5 years.

1.8. THE REQUEST FOR PROPOSAL (RFP)


1. This Request for Proposal (RFP) is issued to procure the services of an IT services
company or System Integrator to propose an ERP system and provide the services
for implementation of the proposed ERP system at KPL (also called as The Project,
in the subsequent sections).
2. This RFP contains the following
a. The eligibility criteria for the System Integrator and ERP OEM

Kamarajar Port Limited Page 14of 192


RFP for Implementation of ERP System at KPL

b. The scope of work for providing implementation services


c. The bidding terms
d. The response formats to provide information against eligibility criteria for
the system integrator
e. The technical proposal requirements and response formats for the ERP
system and the implementation services
f. The commercial proposal requirements and formats for the ERP system and
the implementation services
g. Proposal evaluation approach for the technical and commercial proposals
for ERP system as well as the implementation services
3. The Annexure of the RFP contains all the formats which are required to be used by
the bidders to prepare their proposals/responses
4. For the purpose of enabling the bidders to use some of the response formats, KPL
is circulating the soft copies of the RFP documents. These softcopies contain both
editable version and non-editable versions. In case of any conflicts or disputes
between the content of the RFP documents, the non-editable version of the RFP
documents circulated by KPL and kept as a copy with the KPL will be treated as the
authentic version.
5. A draft contract with general terms and conditions to be signed with the successful
bidder is provided in Annexure-CA.

1.9. THE BIDDING PROCESS


1. The bidding process for selection of the System Integrator (SI), to propose and
implement the proposed ERP system at KPL consists of the following stages of
bidding and bid evaluation
2. Prequalification of SI: The prequalification proposal of the SI will be evaluated first
for compliance to the conditions listed in the RFP. The technical proposal of only
those bidders who qualify in this stage will be evaluated and scored as per the
procedures laid out in this RFP.
3. Evaluation of the implementation services for the proposed ERP: The technical
proposal for the implementation services for the proposed ERP system will be done
as per the conditions in the RFP. The commercial proposal evaluation for
implementation services of a bidder will be carried out only if the bidder qualifies
the technical evaluation for implementation services, as listed in the RFP.
4. Selection of vendor: The system Integrator (SI) who has quoted the lowest
commercial bid will be selected for providing the services described in the RFP.
5. Contract Finalization and Award for the ERP system and the implementation &
support services

Kamarajar Port Limited Page 15of 192


RFP for Implementation of ERP System at KPL

Section 1
Technical Specifications for the Project

2. THE SCOPE WORK AND SERVICES

2.1. THE SCOPE OF WORK FOR THE PROJECT


The scope of ERP implementation services to be provided by the SI would include the
following.
1. Configure/customize and Installing the ERP System at KPL
2. Integrating the ERP system with digital signature, banking transactions, biometric
attendance system, other application such as Port Operating Management System,
Pass and RFID based Port Access Control System, etc
3. Providing implementation and project management services
4. Sizing of the hardware infrastructure for ERP system (including Development,
Quality, Production, Back-ups, Operating System, etc)
5. Data Migration of the employee data, financial/accounting data, project data, etc.
6. Training the users and facilitating the adoption of the ERP system by the
users/employees of KPL
7. Providing post implementation (after declaration of complete deployment)
comprehensive on-site support under warranty period of one year.
8. Providing post warranty operational support (primarily off-site) under AMC for a
period of five years.
9. Setting up the Center of Excellence (CoE)

2.2. THE SCOPE OF WORK FOR IMPLEMENTATION


The scope of work for implementation of the ERP system are defined by using all the
Following areas in conjunction with each other
1. The solution modules of the proposed ERP system
2. The best practices and statutory requirements as applicable to public sector
operations in India.
3. The solution features/capabilities of ERP system
4. The functional units of KPL
5. The processes of KPL
6. The solution users
7. The current systems/Integration requirements
8. The implementation phases, activities, methodology and standards of
implementation of ERP

Kamarajar Port Limited Page 16of 192


RFP for Implementation of ERP System at KPL

2.3. THE FUNCTIONAL UNITS KPL


The processes of the following functional units of KPL will be part of the ERP system
and the implementation:
1. HR / Payroll / Employee Self Service
2. Finance & Accounting
3. Procurement / Purchase / Contracts Management
4. Workflow / File Management / e-office / DMS
5. Project Management
6. Integration module to integrate other applications with ERP (POMS, Land
Management System, Pass & RFID based Port Access Control System, KPL Website,
e-mail, SMS)
7. RTI Module
8. Legal Case Management
9. Health Safety & Environment (HSE)
10. Business Analytics / Intelligence

2.4. THE USERS BASE


1. The proposed ERP system and the implementation services are expected to cover
the following user base of the organization.
2. Similarly the solution should address the processes or operations as carried out by
the users listed in the user base
Department No. of Executives
CMD 1
Whole-time Directors 2
Accounts & Finance 7
Projects& Planning 6
HR 1
IT 2
OperationsCivil, Electrical 17
Marine 8
HSE 2
Traffic 4
Admin & PR 3
Estate 2
Company Secretary & Legal 3
Vigilance 2

CMD & whole time Directors are Board level Executives. KPL has in its roll,
around 60 Executives.
KPL has in its payroll; around 42 non-executives who will be primarily using
Employee Self Service for leave seeking, viewing pay slip, apply for advances,
reimbursements, leave encashment, etc.

Kamarajar Port Limited Page 17of 192


RFP for Implementation of ERP System at KPL

3. The present total number of employees for the purpose of payroll will bearound
100 Numbers.
4. The number of ERP users who are expected to use the business analyticswould be6
Numbers initially and may be increased to 10 numbers.

2.5. THE OVERVIEW OF THE IMPLEMENTATION SERVICES


The scope of activities and services to be provided by the SI as part of the ERP
Implementation are expected to be the following
1. Solution development and implementation services
a. Business design or blue print based on the BPR Report, assessment of the
operations of KPL and the current IT applications in use
b. Configuration / customization of the ERP system
c. Data migration for each of the applications, functions into the ERP system.
(import data from present database or from excel file)
d. Data Migrationof project data, contract data, finance data and employees data,
etc. into the ERP system (import data from present database or from excel file)
e. Formulation of cut over strategy and making the ERP system usage ready /
go-live.
f. Integration with other applications running in KPL like POMS, Pass System, and
GIS based Land Management System. Provision to integrate with other
application such as RFIDbased Port Access Control System, website, which are
presently under various stage of implementation.
2. Project Management services
a. KPL intends to complete the implementation of ERP system and make the
system usage ready or Go live, within 12 months of signing the contract. The
SI is required to organize the project to ensure these timelines.
b. Deployment of a competent team of experts in the area of the ERP and specific
functional areas.
c. Scheduling the activities so as to complete the project of implementation and
ERP deployment with all the functional areas of KPL within stipulated period.
d. Deployment of resources to ensure that the project activities are carried out as
per plan
e. Deployment of a project structure for effective monitoring, review and risk
mitigation
3. Project Quality Services
a. Deployment of experts with deep knowledge of the processes of financial
operations of a government body, finance & accounting, government HRM
&file management, the specific solution modules, for review, expert advice and
quality enhancement
b. Deployment of templates and standard accepting mechanisms for the project
deliverables
c. Use of native tool like solution manager for managing project repository, and
project activities

Kamarajar Port Limited Page 18of 192


RFP for Implementation of ERP System at KPL

4. Feedback, Monitoring and Adoption


a. KPL may use the services independent third party expertise to assess, review
and quality control of the project artifacts and deliverables
b. The SI will institutionalize mechanisms to adopt the feedback and ensure
quality of work, without affecting the project timelines
c. The SI will put together a structure and mechanism for ensuring that all the key
functional areas, users of each of the enterprises are consulted, feedback
adopted and key differences identified, so as to facilitate standardization as
well as user adoption.
5. Training and Documentation
a. Training all the users
b. Preparation of user manuals and training manuals
c. Documentation of processes
d. Training the key executives for monitoring the performance and using the
reports effectively
e. Training of KPLsIT team on selected ERP system developmental, customization
and integration with third party aspects
6. Support Services
a. Facilitating user adoption.
b. Continuous improvement and refinement of the processes, reports.
c. Operations of help desk (One point contact).
d. Institutionalizing structures and processes for management of SLA, strategic
control.
7. Technical Services
a. Sizing the hardware based on the configuration and usage requirements &
suggesting the same in the technical proposal.
b. Install and commission the ERP system at KPL

2.6. THE SUPPORT SERVICES


1. Help desk operations - Initial Response, Immediate telephonic response and
support for usage related and other minor problems. Dial-in support for handling,
minor bug fix.
2. Onsite support - On-site support for hand holding the users, database recovery and
data synchronization after crash, performance tuning, bug fix, update for all critical
functions, installation, re-installation, etc.
3. Support during warranty period On-site Comprehensive support
4. Support during AMC Period of five years Off-site operational and maintenance
support after warranty period and if required on-site support also includes.
5. OEM support Ensuring the ERP system OEM services for system performance,
performance tuning, upgrades etc.
6. Documentation - upgrade the Documentation system on any new releases and
provide any updates of technical and functional manuals

Kamarajar Port Limited Page 19of 192


RFP for Implementation of ERP System at KPL

2.7. CENTRE OF EXCELLENCE (COE)


The SI is also required to institutionalize the mechanisms and transfer the knowledge
under the Centre of Excellence (CoE):
1. KPL will identify its employees who will be form part of Centre of Excellence (CoE).
2. SI will impart necessary training to the members of the Center of Excellence to
improve skills, both the technical & functional aspects of the ERP system
3. SI will provide Processes and Structures for continuous improvement
4. SI will provide Processes and Structures for solution roll out
5. Center of Excellence is expected to be fully functional by end of warranty period
and can take care of the incremental improvements of the ERP System.

3. THE FUNCTIONS OF KPL


These are Typical functionalities required in the ERP system are Indicative & not
exhaustive. The SI shall ensure that the proposed ERP system covers all the requirements of
the Generally Accepted Accounting Practices in India, Quality standards applicable to each
functional area, statutes rules and regulations applicable to the functions and the
International best practices in each discipline.

Please note this list is not exhaustive and only includes some of the most common
functions.

3.1. FINANCE AND ACCOUNTING


General Ledger
Accounts Receivable
Accounts Payable
Payments and Reconciliation
Costing
Cash Management
Bank transactions including reconciliation
Budgeting and variance analysis
Assets accounting, physical verification and control
Taxation, duties and levies
Banking
Fund Management
Tracking of funds Utilization
Preparation of utilization Reports
MIS Trial Balance
Insurance for materials and assets at various locations
Cost Centre Accounting
Profit Centre Accounting
Internal Order cost controlling
Project costing

Kamarajar Port Limited Page 20of 192


RFP for Implementation of ERP System at KPL

MIS reports
External Consultancy

3.2. AUDIT FUNCTION


Audit Trail
Audit of transactions
Pre audit
Statutory audits
MIS reports

3.3. PROCESS UNDER HR / PAYROLL / EMPLOYEE SELF SERVICE MODULE:


Organization Structure
Employee Master Database
Recruitment (from online application receipt, short listing, written test and/or
interview, selection, pre-medicals, offer letter and appointment order)
Training and Development
Retirement/Resignation/Termination and Death Cases
Performance Management System / Annual Confidential Report
Vigilance Clearance
Medical facilities& Other Reimbursements
Employee Transfer & Postings and Promotion
Employee Leave Request, Approval & Leave Accounting
Advances (HBA, Vehicle, Festival, TA&DA, Medical, etc.) & Recovery
Self/ Company leasing
Time Management (Attendance system)
Attendance recording
Roster management
Payroll administration and accounting
PF transactions
Terminal Benefits transactions
TDS and Income tax filing
Reporting for all the statutory requirements
Annual Property Return
MIS reports

3.4. PROCESS UNDER PROCUREMENT / PURCHASE / CONTRACTS MANAGEMENT MODULE:


1. Procurement
Indenting
Sourcing
Tendering
Placement of Order (P.O.)

Kamarajar Port Limited Page 21of 192


RFP for Implementation of ERP System at KPL

Post Order Placement Activities


Goods receipt
Procure to Pay - Purchase requisition, Purchase order, Receipt, Invoice entry,
Vendor Payment
Inspection
Consignment Management
Procurement of services
Contract Management
Scrap sale
MIS reports
2. Vendor management
Vendor Master / Registration
Empanelment of vendors
Service tax registration
Income tax registration PAN,TAN,TIN etc
PF registration
MIS reports
3. Materials management
Material Master
Material accounting
Inventory Management
Material storage
Material issue
MIS reports
4. Asset Management
Asset maintenance
Asset diversion, tagging
Replacement, scrapping and decommissioning
Physical verification and reconciliation
Impairment and sale or disposal of assets.
MIS reports
Note: In KPL there is no separate Procurement Division / department. All purchases are
handled by respective dept. based on the indent raised.

3.5. WORKFLOW / FILE MANAGEMENT / E-OFFICE / DMS:


Paperless office
Dynamic workflows for routing and processing of documents / files
Creates a searchable enterprise repository of documents / files
Retrieve documents & files through advanced search (role based access)
MIS reports / Dashboard

Kamarajar Port Limited Page 22of 192


RFP for Implementation of ERP System at KPL

3.6. PROJECT MANAGEMENT


Full cycle of planning and execution of Projects.
Project Definitions, WBSs (Work Breakdown Structure's) with Network's and
Operations.
Attach Tender Documents, Minutes of the meeting, other documents along each
projects
MIS reports
Note: KPL executes projects under both PPP and non-PPP/internal projects including turn-
key projects. we will be monitoring the non-PPP/internal projects based on BOQ and PPP
Projects based on milestones. We would like to store Tender Documents, Minutes of the
meeting, other documents such as Indipented Engineers report , PMCs report for the
projects.

3.7. INTEGRATION MODULE TO INTEGRATE OTHER APPLICATIONS:


KPL has implemented applications such as Port Operating Management System (POMS),
GIS Based Land Management System & Pass System. Similarly KPL is in the process of
implementation of RFID based Port Access Control System; upgrade the website for user
interface, etc. KPL indented to connect these applications with the proposed ERP system.
KPL has already implemented Application such as Port Operating Management
System (POMS) through National Informatics Center (NIC), Kolkata catering to the
marine, vessels, cargo, traffic, etc and raising invoices for the most of the services
rendered by the company. KPL intended to integrate the invoices with the
Accounting module of the ERP System along with selective core data (ex. Vessel,
VCN, cargo, etc.) for MIS & BI under one roof.
KPL have also implemented the Land Management System and raised invoices for
Estate, Electricity, etc which the Company intended to integrate with the
Accounting module of the proposed ERP System along with selective core data (ex.
Land details, meter details, etc.) for MIS & BI under one roof.
KPL is interested to integrate its website with ERP application receipt and
acceptance of the on-line applications for employment, under RTI, etc. Such that
the information will be integrated for further processing.
KPL has a Pass Section for issue of visitor pass to the port users. The Company is in
the process of implementation of RFID based Port Access Control System which the
company would like to integrate with the ERP System for consolidation, integration
with Accounting System, etc.

3.8. BUSINESS ANALYTICS / INTELLIGENCE


Creation of ad-hoc query, reporting, analysis, dashboard, and user-friendly
information search and navigation functionality,
Installation and configuration of the BI Tool
To develop Dashboards for all the users.
To develop and implement ad-hoc reports

Kamarajar Port Limited Page 23of 192


RFP for Implementation of ERP System at KPL

Set up the role based access for each BI user

3.9. RTI MODULE


Receipt of on-line application under RTI Act and internal processing for collecting
information from various departments and forwarding the information to the applicant (or)
forwarding to concern organization if not applicable to KPL.

3.10. LEGAL CASE MANAGEMENT


Empanelment of Legal Counsels
Case Management (Recording of events such as hearing date, Judgment passed, etc)
Payment of Fee to Legal counsels
Periodical reports on case status / pending cases etc,
MIS reports

3.11. HEALTH SAFETY & ENVIRONMENT (HSE)


Accident / Incident Reporting
HSE Audit Planning & Execution, Recording and Compliance of Audit Observations
Environmental Monitoring(including Ambient Air Quality)
HSE Index Parameters
Occupational Health
Periodic Medical Examination (PME)
MIS reports

4. THE SPECIFICATIONS FOR ERP IMPLEMENTATION


The SI is required to deploy a comprehensive Methodology for implementation of the ERP
system at KPL to ensure that the organization is able to achieve the objectives of the
project and able to harness the capabilities of the ERP system and the best practices,
completely. The implementation methodology should aim for streamlining
implementations and deliver faster results to all the stakeholders of the project. At the core
of the project methodology is
The ERP system implementation activities
Post implementation support
Implementation Approach and methodology
Project plan and structure

4.1. THE ERP SYSTEM IMPLEMENTATION ACTIVITIES


1. The Core implementation Activities: The methodology shall be well-defined and
structured in approach. It should adhere to the globally accepted best practices of ERP
implementation and should cover the following broad phases or work elements
a. Project Preparation

Kamarajar Port Limited Page 24of 192


RFP for Implementation of ERP System at KPL

b. System Study/ Gap analysis


c. Supply & installation of ERP license
d. Configuration/Customization
e. Integration, Testing & Acceptance
f. Data Migration
g. User and Technical training
h. Cut over and making the ERP systemusage ready / go-live
i. User Adoption Support and Complete Deployment of ERP System
j. Establishment of Center of Excellence
k. Post implementation Comprehensive warranty support of 1 year after
declaration of Complete Deployment
l. Operations Support post warranty period of 5 years under AMC after Warranty
Period
2. Project Preparation: The project preparation will focus on creating the project charter,
interfacing mechanisms, the training, the day to day action plan till the completion of
the next immediate stage, familiarization of the SI team with KPL operations and the
KPL team with the action plan of SI etc.
3. System Requirement Study (SRS): The SI is expected to formulate the business design
or blue print and create a SRS document, which will act as the key document for all the
subsequent activities. The BPR study undertaken by KPL through IIFT, Kolkata will form
the base document for this study and the SI is expected to undertake gap analysis with
respect to the process in the proposed ERP and the processes followed or proposed in
the BPR. The SRS Document will cover all the processes of the organizational units
listed in the RFP, and will entail detailing the processes/solution capabilities listed in
the RFP.This will be carried out through activities like system study, workshop with the
users to identify the processes - to agree on the process characteristics and to
formulate the process designs, detailing the operations/processes of KPL, detailing the
AS-IS & TO-BE processes, analysis of AS-IS and TO-BE business processes, gaps in
relation to best practices as per ERP system, etc. The business blue print as approved
by KPL only shall be implemented. The ERP system provider shall also approve the
business blue print.The SI is expected to deploy standard templates for this purpose.
Some of the critical outputs of the business design phase will be
The master list of processes
The users to the system, the activities, access rights
The reporting requirements, the report formats
The identification of interfaces, needs for integration and the scheme for
integration
The data input requirements and formats
The outputs/formats required
The training and change management requirements
The hardware sizing
The best practices and the needs for process changes

Kamarajar Port Limited Page 25of 192


RFP for Implementation of ERP System at KPL

The needs for customization to address statutory or organization specific


requirements
The SI will also ensure the following during the implementation
o Documenting the functional specifications for enhancement,
development, interface and reporting requirements (e.g., Layout sets,
daily status reports, reconciliation reports etc.), based on inputs
o Prioritization of the development efforts and estimates for reporting /
enhancement requirements.
o Develop detailed technical design documents for all such development
requirements including any data operation and security issues.
4. Based on the functionalities designed, SI shall be responsible for:
Realization:The system configuration and customization will be undertaken
based on the approved SRS Document. The key requirement will be
identification of the processes to be configured and the processes to be
customized. After completion of configuration / customization of the ERP
system, System Integrator shall carry out a trial run with KPL data, and
demonstrate the processes to the KPL user team. If the need arises and the
result is not up to the expectation of KPL management/KPL user team, further
reconfiguration will be done by the System Integrator in order to close any gap
left in meeting the desired objective. The SI will also identify/configure the users
of the system, the activities being carried out by them and the necessary
authorization/limit to access etc. Some of the other key activities will be
o Integration of the detailed design across modules
o Testing of configuration of Modules
o Identification of the fields that need to be captured for the Master(s)
data and mapping of the information with the legacy systems
Configuration: In order to minimize upgrade costs, KPL would like to use
standard features of the ERP system and the implementer is expected to make
the necessary Configuration entries in the ERP system to achieve the business
needs. The configuration includes small routines using User-exits and
developing screen variants as needed by the business by setting fields attributes
- to hide, display and make them mandatory fields.
Customization:KPL intends to implement standard ERP system functionality as
far as practically possible and to adopt the business processes of the standard
ERP system and the leading practices available in the offered solution. However
SI is required to undertake customization that may be needed in line with the
changed, improved or specific business processes requirement prepared during
Business blue printing phase (SRS) of the implementation.
Development: In case the SI intends to develop any application as part of the
application to suite the requirements of KPL, such a development has to be
restricted to minimum and has to be necessarily be on the same platform as
that proposed for the ERP application. All such applications shall be the property

Kamarajar Port Limited Page 26of 192


RFP for Implementation of ERP System at KPL

of KPL.
In cases where SI recommends that the Customization is needed through
software development, KPL reserves the option to get Expert help to resolve the
Functionality gap. In case it is proved that the functionality gap can be taken
care through Configuration without resorting to Development
Customization, then Configuration only would be the option. The cost of expert
help in case of erroneous recommendations by the SI shall be deducted from
the progressive payment to the SI.
5. Testing & Acceptance: The SI shall provide standard functionality test suites for testing
the modules. For software the SI shall prepare the test plan and shall get it approved
by KPL. Test Data for different scenario (Test Cases) will be prepared in consultation
with the users concerned for testing the modules. The pre-commissioning tests shall
be carried out to assess the following but not limited to:
a. Conformance to the functional requirements,
b. Performance of the system with reference to response time and accuracy,
c. User friendliness.
d. Simultaneously, the documentation will also be reviewed by the user to ensure
its accuracy and clarity.
6. System Testing: The System Integrator is required to prepare procedures detailing the
steps for conducting System Tests, which are accepted by KPL. The System Integrator
shall after development and customization/configuration of the ERP system, conduct
tests to demonstrate that the system meets all the requirements (functional and
technical) specifications as brought out in this RFP and would be in accordance with
the procedures detailed in approved To-Be process document.
7. On the basis of these tests, a report would be submitted by the System Integrator for
review and approval by KPL. The test results and response times should be
demonstrated by the SI during the testing phases (System, integration & Stress and
Load testing) at each KPL location in an environment/infrastructure as mutually agreed
upon by KPL and the SI.
Developing a Test Plan to support Function Testing and System/ Integration
Testing and ensuring that the testing of the software is comprehensive and
auditable and preparing test cases for User Acceptance Testing (UAT).
Testing of the entire new system, as part of system integration testing. And
testing of the data conversion and migration to the new system, as part of
system integration testing. Integration testing shall be carried out to ensure
cross function modules are integrated and transaction data is flowing across the
modules accurately.
Developing acceptance test procedures to ensure conformance to the required
process operations response time, the integrity of the software after
installation, and to eliminate any operational bugs. This will include:
o Fine tuning of the software, ensuring all required related component
software are installed and any debugging required.

Kamarajar Port Limited Page 27of 192


RFP for Implementation of ERP System at KPL

o At the satisfactory conclusion of these Acceptance Tests to the


satisfaction of KPL, the commissioning/ implementation of the software
shall be considered to be complete for the respective location.
8. Data Migration: Migration of data in the new system is responsibility of SI. KPL along
with SI will jointly decide on what data will be migrated and KPL will take the
responsibility of collecting and making the data available in digitized form as per the
format suggested by the SI. A detailed plan for data migration is expected from system
implementer during the initial stages of the project, which will include data to be
migrated, templates for upload of data and data collection/digitization/migration
timelines.
Some of the key activities of data migration will be
Identification & development of the data upload/download programs
Providing data migration tools and templates to KPL
Populate and migrate all the legacy/raw/new data element to the ERP system
Training and facilitating the KPL core team
Assistance in Checking data quality and Integrity
Integration testing of the configured system using the populated master and
transaction data
Assist KPL team in Master Data management
9. The following data are expected to be migrated
All open transactions and all transactions from the start of financial year of
Usage Ready / go-live.
Standing or master data such as vendors/suppliers, customers, all employees,
material/assets, work breakdown structures, equipment, work specification,
cost data, etc.
Transactional data for all live projects/contract. The live project / contracts data
to be populated based on the agreed TO-BE process requirement.
All the related Master Data and associated drawings, test results etc. as
applicable
It will be the responsibility of the SI to ensure that data migration is complete in
all aspects, within time so that the requirements of the implementation are
fulfilled
10. Most of the data migration will be from the existing systems for Financial Management
(presently maintained in Tally software) and HR (presently maintained in NIC
developed software). However wherever the data has to be captured from physical
sources, that activity will be carried out and the actual work of data entry will be
executed by KPL.
11. End-User Training - The purpose of end user training is to ensure that all end users are
adequately prepared and able to perform their job functions at usage ready / go-
live. Training content will depend on the function performed by the end-user;
therefore several user profiles will be established.
12. Cut Over Strategy: The SI has to evolve & detail a comprehensive cut over strategy

Kamarajar Port Limited Page 28of 192


RFP for Implementation of ERP System at KPL

including initial data take on, sequence of data take on, set up of support helpdesk,
helpdesk procedure to minimize business impact of cut over activities.
13. The SI is required to undertake the following to review readiness for Usage Ready /
go-live of the ERP system:
a. Facilitate in setting up central help desk for any queries
b. Review the health, usage and performance of the system till it stabilizes
c. Ensuring resolution / Documentation of all issues raised during implementation
d. Final configuration/ integration, volume and stress testing
e. Switch over to production environment.
14. Declaration of usage ready / go-live the system will be declared Usage Ready /
go-live when the following tasks/activities are accomplished satisfactorily
a. Hardware commissioning by KPL
b. Data migration
c. Acceptance testing
d. Training
e. User creation / role identification
f. Establishment of Help desk
15. Acceptance of Complete deployment: The ERP system is accepted as complete
Deployment only after successfully generating at least one balance sheet for the
complete operations, for one financial quarter or successfully using the system for
three months after usage ready, whichever is longer.
16. User Adoption Support: The System Integrator shall provide User adoption support
between the period of usage ready / go-live and declaration of complete
deployment, by deputing technical and functional consultants at the client site.
During thisperiod the SI will address the following.
a. Hand holding the users to carry out their activities using the ERP system
b. Facilitating the users to use the ERP system on a daily basis
c. Training the individual users with specific processes/activities
d. Tasks related to bug fixing (if any) in customization made in the system
e. Maintaining back-ups of the implemented system
f. Coordinating with ERP system OEM for any base ERP system related issues.
g. Minor developments, improvements in the output and input formats

4.2. TECHNICAL ARCHITECTURE SUPPORT


1. The Successful Bidder shall validate KPLs existing technical infrastructure and
recommend an appropriate solution to meet KPLs business requirements in the
implementation of the ERP system.
2. The Successful Biddershall also monitor the archiving strategy, control and security
aspects during implementation of ERP at KPL.
3. The Successful Bidderwill then recommend the IT architecture design including
hardware, and operating system for the implementation keeping in view the
geographical spread & complexity of the implementation, communication
infrastructure available in the country & at KPL and Data Archival & Storage

Kamarajar Port Limited Page 29of 192


RFP for Implementation of ERP System at KPL

requirements. The SI shall ensure that the recommended architecture shall also
provide for scalability, disaster recovery, development, test &production
environments.
4. The Successful Biddershall assist in providing detailed specifications for the sizing of
hardware to be procured by KPL. The SI shall also validate the hardware configuration
to be procured by KPL.

4.3. FEEDBACK AND AUDIT


1. User feedback and internal review:
a. The SI is expected to build adequate mechanisms to get the feedback from
different users of the ERP system during different stages of the project. These
users/stake holders for giving feedback will be identified by KPL.
b. The SI is expected to deploy in this project the expertise of experience of similar
projects carried out by it earlier. Although it is not expected that these experts
will be full time on site for the project, it is expected that all the key deliverables
will go through a review with these experts. Similarly the SI is expected to
deploy all the quality assurance mechanisms as per international quality
standards for this project.
c. The SI should clearly indicate up front what are the deliverables which will go
through internal review, what type of expertise will be deployed for these
reviews and what are the deliverables which will follow the quality assurance
plans.
d. If any of the deliverables are not acceptable to KPL or its appointed experts, it
will have the right to seek deployment of experts from SI to review the
deliverables.
2. OEM Services
a. The SI is required to procure the services of experts from ERP OEM and make
them available to KPL. These services are basically review, expert advice and
quality assurance services. The ERP OEM shall support the implementation
process to ensure success of the project by actively participating right from the
business design stage itself by staffing the project with experts. The ERP OEM
shall provide these services to KPL during the implementation project.
b. Quality Assurance of the solution and methodology: The respective OEM is to
provide Expert Review Services, which should provide an independent and
objective review of the solution and the methodology being deployed by the SI,
identify any risks to the project goals and recommend appropriate corrective
action. The aim of the review is to ensure the appropriateness of the Solution as
configured, developed and deployed.
c. Solution Capability Deployment: KPL would choose the ERP system based on
what it is capable of offering to meet its business requirements. The experts
from the OEM team are expected to support KPL during the project to ensure
that capabilities of the ERP systemare deployed effectively.
d. SI shall incorporate all the recommendations provided by the OEM experts as a

Kamarajar Port Limited Page 30of 192


RFP for Implementation of ERP System at KPL

part of OEM audit


3. Third party audit
a. After complete deployment of the ERP System, KPL may appoint authorised
agency to review any or all of business design, configuration and the final
system for the adequacy of security built into the system, keeping in mind the
sensitivity of the operations of.
b. The SI is expected to provide full cooperation to the agency appointed by KPL
for this purpose, to carry out its job professionally.
4. Mechanism to adopt feedback/audit findings: There are three types of feedback for
the deliverables from the third party experts hired by KPL, from the users/stake
holders and from the internal experts of the SI. The following is expected from the SI
on these feedbacks/audit findings.
a. All the feedback will be discussed with KPL and based on the guidance of KPL
will be incorporated into the project
b. Since the feedbacks/audit findings for any rework is by nature correcting the
inadequacy of quality of the work produced in the first place, KPL will not accept
any change notice requests for these reworks
c. SI will report to KPL how the feedbacks have been incorporated into the project
deliverables and take a sign off from the designated authority of KPL.

4.4. USAGE READY/ GO-LIVE & COMPLETE DEPLOYMENT DEFINITION


1. Usage Ready / Go-live means commissioning and integration of all the hardware
including Data Center, Disaster Recovery Center-if applicable, and all the components
of the ERP system as per the RFP, configured, customized and used successfully by all
the intended users of KPL for successfully executing all the intended transactions as in
this RFP and as per the SLAs and / or mutually agreeable levels. The Usage Ready /
go-live shall come into effect only on approval by KPL.
2. Declaration of Complete Deployment
a. The Project Managers from the KPL and SI will jointly initiate the notice for
declaring Complete Deployment after satisfactory completion of all of the
following:
b. All the activities as listed in this RFP
c. After scrutinizing all the inspection reports, audit findings (if any), Contracts,
licensing agreements etc.
d. Satisfactory completion of closing of accounts and generation of complete
balance sheet for one financial quarter, with the ERP system and approved by
the head of finance and accounts of KPL
3. The Complete Deployment notice is submitted to the KPLs Project Manager for
further action by Steering Committee.
4. Within fifteen days of receiving the notice the Steering Committee will decide on the
actions to be taken on Complete Deployment.
5. The Complete Deploymentevent comes into effect only when the Steering
Committee approves the notice for Complete Deployment.

Kamarajar Port Limited Page 31of 192


RFP for Implementation of ERP System at KPL

6. In the event that Steering Committee does not approve or suggest further action, the
notices are reinitiated only after the recommended actions have been satisfactorily
completed.
7. The implementation services for the ERP system are treated as completed and the
support and maintenance services or the post implementation services starts when the
following are completed
a. Completion of the of user adoption services after the usage ready / go-live
of the ERP system
b. Completion and declaration of complete deployment by the steering
committee

4.5. POST IMPLEMENTATION COMPREHENSIVESUPPORT (WARRANTYPERIOD) FOR ONE YEAR


SI will provide free of cost post implementation Comprehensive Warranty (on-site
Support) for One Year from the date of complete deployment of the ERP System. During
the period, the duties & responsibility of SI isincluding the following but not limited to:
1. SI shall deploy required resources during the warranty period in KPL for providing
0functional & technical support, hand holding and support for CoE.
2. SI shall maintain data regarding entitlement for ERP system upgrades, enhancements,
refreshes, replacements and maintenance.
3. If the Operating System or additional copies of Operating System are required to be
installed / reinstalled / de-installed, the same should be done.
4. SI should carry out any requisite adjustments / changes in the configuration for
implementing different versions of ERP system.
5. SI has to incorporate any new process or alterations / modification in the process in the
existing modules (implemented) of the ERP System.
6. KPL is expecting a comprehensive Maintenance support from the SI during the
implementation and warranty period for all the proposed modules of the ERP system,
hence change request will be not be additionally charged by the SI.
7. Updates/Upgrades/New releases/New versions. The SI shall provide and implement
from time to time the Updates/Upgrades/New releases/New versions of the software
and operating systems as required. The SI should ensure upgrades, updates & patches
of the ERP system and tools to KPL as and when released by ERP system OEM.
8. SI shall ensure patches to the licensed software including the ERP system software,
operating system, databases and other applications.
9. Software License Management. The SI shall provide services for ERP license
management and control.

4.6. POST WARRANTY OPERATIONAL AND MAINTENANCE SUPPORT (AMC) FOR FIVE YEARS
1. SI will be providing this post warranty operational and Maintenance Support (AMC)
primarily through off-site resources. If on-site visit(s) are required, the SI has to
arrange for the same without any additional charges.
2. SI shall maintain data regarding entitlement for ERP system upgrades, enhancements,
refreshes, replacements and maintenance.

Kamarajar Port Limited Page 32of 192


RFP for Implementation of ERP System at KPL

3. If the Operating System or additional copies of Operating System are required to be


installed / reinstalled / de-installed, the same should be done.
4. SI should carry out any requisite adjustments / changes in the configuration for
implementing different modules of ERP system.
5. Updates/Upgrades/New releases/New versions. The SI shall provide and implement
from time to time the Updates/Upgrades/New releases/New versions of the software
and operating systems as required. The SI should ensure upgrades, updates & patches
of the ERP system and tools to KPL as and when released by ERP system OEM.
6. SI shall ensure patches to the licensed software including the ERP system software,
operating system, databases and other applications.
7. Software License Management. The SI shall provide services for ERP license
management and control.
8. During the post warranty operational support period, SI has to provide manpower
effort to the extent of 600 Hours per year free of cost towards the development of any
changes required in the implemented modules of the ERP System.

4.7. TECHNICAL SUPPORT


1. The technical support for the ERP system is meant to ensure OEM support Ensuring
ERP system OEM services for system performance, performance tuning, upgrades etc.
2. Formulation of all policies and procedures related to Basis technology, System
Administration, Data Base Management, applications, archives, network management
& security, back up etc.
3. Prepare requisite system landscape and procedures for smoothly implementing the
ERP. This shall also take into consideration the phased pilots and rollouts.
4. The SI shall assist the KPL team to perform all authorization-related activities (activity
group, authorizations, profiles, etc.) till the ERP system stabilizes.
5. Assist KPL to manage the legacy data interfaces, print spools, batch Jobs, printer
configuration etc.
6. Prepare a detailed System administration manual, Data administration manual,
operational manual, User manual which shall be used by KPL employees to run ERP
system. This shall also include how the various parameters shall be monitored/ tuned
in a live system.
7. Finalize the archival policies for all the functional areas. All necessary configurations
shall be done and tested.
8. Prepare requisite system configuration for disaster recovery management.
9. Round the clock support for trouble shooting in functional and technical area.

4.8. CENTRE OF EXCELLENCE (COE)


1. Before the completion of the mandatory support and maintenance period for the ERP
system i.e. Warranty, the SI will help to create a Center of Excellence for operations
management of the ERP system at KPL, both for technical support and maintenance of
the ERP system
2. The bidder will hand hold KPL in institutionalizing the CoE.

Kamarajar Port Limited Page 33of 192


RFP for Implementation of ERP System at KPL

3. As a part of setting up the CoE, the SI will help KPL in


a. Creating the right structure for the CoE, including planning for the resources
required for running it
b. Capacity building for the CoE, by training the people on the ERP system
c. Formulating mechanisms and designing the processes for the CoE to function
effectively.
4. The CoE when completely operationalis expected to deliver and focus on the following
a. Performance analysis and reporting
b. Continuous improvement of the business processes
c. Repository for the best practices
d. Enhance the compliance and transparency of operations of KPL

4.9. THE IMPLEMENTATION APPROACH


1. Adoption of best practices: Process Improvement will be done to enable KPL to adopt
some of the best practices embedded in the ERP system. The areas that can bring
maximum benefits will be identified by SI in close coordination with KPL process
owners. SI will also bring in knowledge of the best practices adopted by other similar
organization to the KPL implementation. Since process improvement is a part of
overall implementation plan, SI should recommend possible places of process
improvement, detailed in the plan.
2. SI is required to capture all the processes in practice at all the locations of KPL at the
time of business blue printing and implementation of the ERP. Wherever possible KPL
would like to adopt the best practices and standard processes available with the ERP
system, including Reports and Forms to the extent possible.
3. The below list of objects developed or changes to standard objects shall be considered
as Configuration and not as Customization or development. The SI shall not expect
or propose any additional charges for developing these objects. It is expected that
such efforts are part of the normal effort for implementation of the ERP system
a. Use of ERP system provided Customer/ User Exits to achieve specific process
requirements/ expectations
b. Configuration of Field selection and Screen Layouts
c. Definition and assignment of User Defined statuses for various objects
d. Definition of Authorization Controls and Assignment
e. Configuration of standard Workflows
f. Seamless integration across all ERP system modules and engines or any other
third party solutions proposed to meet the requirements of KPL.
g. Reports developed in the different functional area using Report Writer/ Report
painter
h. Reports and Variants based on different solution modules/engines along with
specific reports.
i. Change to ERP standard reports/ information systems to define and enable User
Specific Variants
j. Change to ERP standard forms to incorporate standard texts and KPL logo and

Kamarajar Port Limited Page 34of 192


RFP for Implementation of ERP System at KPL

formatted to address the KPL formats.


k. Conversion Programs developed for migrating Master Data and Open Data for
usage ready / go-live from existing applications.
4. Plan for customization/development The SI should plan for following developments
as a part of the normal effort for implementing the ERP system.
a. Digital signature integration
b. Integration for different types of online payments
c. Integration of the biometric attendance system
d. Banking transaction integration
e. Input and outputs to the ERP system from pdf reports
f. Documents outputs in pdf formats
g. All the reports required from different functional modules by KPL
h. The outputs/prints required for external interactions
5. Documentation: The SI shall ensure preparation of complete documentation of all
configuration settings, customized applications, other activities, steps / stages involved
in the implementation including the source code for the customized product
developed for KPL. The SI shall prepare the SRS document, end-user manual and
training document.
6. Solution Documentation-The SI will provide detailed final system documentation for
reference of KPL. System Integrator shall prepare the final user manual incorporating
all details of all menus and functionality provided by the system.
7. Use of the native Project management tool-The SI will use the native project
management tool to record the entire activities of the project including but not limited
to
a. The business design documents with version control review comments
b. The minutes of the meeting
c. System documentation
d. Issue lists, resolutions
e. Training materials

4.10. THE IMPLEMENTATION METHODOLOGY


1. The methodology to be deployed by the SI to implement the ERP system will have
different work elements and activities. All these activities and the work elements
should coherently focus on achieving the following key results
Quality of the solution deployed
Customer satisfaction while deploying and during usage
Successful implementation in terms of completeness and timely accomplishment
of the outcome
2. Critical activities of Implementation: While there are different techniques and tools
available as a part of the methodology, the following are expected to be part of the
implementation methodology to be adopted by the SI
a. Creating awareness of best practices, communicating the changes, building
consensus on process design, for signing off the deliverables etc. These need to

Kamarajar Port Limited Page 35of 192


RFP for Implementation of ERP System at KPL

be organized at different intervals and in different places throughout the


duration of the projects as demanded by the context.
b. Stake holder consultation with those who will be identified by KPL, for the
purpose of critical inputs, review, suggestions, process description etc.
c. Review sessions with different stake holders for signing off the deliverables,
walking through the deliverables for facilitating quick understanding
d. Documentation of proceeding recording the developments, discussions,
deliverables, using standard methodology and native tools available with the
ERP system
e. Work standards/practices for documentation, configuration, testing, data
migration etc.
f. Training the different stake holders, on a continuous basis

4.11. PROJECT DELIVERABLES


1. It is expected that the project will move from one phase to the next only when the
deliverables of that phase are accepted. Some of the key deliverables which will signal
the successful completion of each of the phases shall be as in the following table. SI is
encouraged to propose any additional deliverable/s for the sake of
comprehensiveness, based on their experience of delivering similar projects, which can
enhance the quality of work.

Major activity/Mile stone DELIVERABLE


Project Preparation Agreed and Finalized Project Plan
Inception Report
Core team training completion report
Team profile finalization and Mobilization Sign
Off
Business Design Master list of processes
SRS Document
Customization Requirement Report
Master Data Structures
Legacy Systems Integration Report
Change Management Requirement Report &
Strategy
SRS Document sign off
ERP Application &scaling of ERP licenses
Hardware Database
Scaling of Hardware such Servers (Production,
Quality & Development), Failsafe Server and SAN
Storage, etc
Configuration, Configuration Document
customization Integration and Interface specification

Kamarajar Port Limited Page 36of 192


RFP for Implementation of ERP System at KPL

Authorization, Security And Access Control


Specification
Demonstration Report
Training Training Requirement Report
Training Curriculum
Training Schedule & Completion Report
Integration Testing Unit Test Report, Integration Test Report, Full
Load, Stress Test Report & Sign-Off
Integration testing of ERP
System, User and other Manuals
Audit and quality control Quality Audit acceptance
System Quality Assurance undertaking
Action Taken Report
Data Migration Functional Specifications for Upload programs
Data Migration Methodology & Completion
Report
Cut over and usage ready Functional help manual
/ go-live preparation Cut over strategy report
Back up strategy and Disaster Recovery Plan
Fail over system plan
Test Report
usage ready/ go-live Usage ready/ go-live Sign Off
and support Action taken report
Transition Quality Sign Off
Operations and Performance Evaluation report
maintenance services SLA report
(Warranty & Post Warranty Action taken report
Period) Transition plan

2. The SI is required to provide the details of the corresponding deliverables for each of
the mile stones as well as the delivery of priced items at these mile stones. This mile
stone to deliverables & supply listing will be the basis for payments for the
corresponding priced items.
3. Deliverables acceptance criteria
a. The acceptance criteria for each phase is the submission and acceptance of all
deliverables specified for that phase. The formal acceptance by KPL of the phase
deliverables constitutes completion of the phase and approval to launch the
next phase and invoice KPL for payment if there is a payment attached to that
milestone.
b. Acceptance criteria for each deliverable will be established in accordance with
the process described in the following paragraphs prior to the beginning of each

Kamarajar Port Limited Page 37of 192


RFP for Implementation of ERP System at KPL

phase.
c. SI should provide templates of proposed deliverables. At the onset of each
phase, SI will meet with KPL Project Manager to review the applicable
templates, tailored to accommodate the needs of the project, and agree on the
scope, format, and content of each of the major deliverables for that phase. The
agreements made during this meeting will be captured in a Deliverable Review
Document (DRD) for each deliverable.
d. KPL team will give a go ahead to move from one project milestone to the other
project milestone only after the deliverables of a particular project milestone
are accepted by the concerned authority. Hence, the protocol for submission,
review, revision and acceptance will be established at the beginning of the
project. The SI is required to propose the details of this protocol as a part of the
proposal.
4. Project Standards: SI to provide Project Standards for various
activities/documentation. Following is a minimum list where standards have to be set
by the SI:
a. Test cases
b. Test scenarios
c. Business Process Design
d. Functional design specs,
e. Technical design specs
f. Transporting objects
g. Change control
h. Reporting defects
5. Project Success Criteria: The finished ERP system meets planned scope and
specifications
a. No issues pending at the end of support period
b. on-line transactions of all implemented modules No backlog / offline
transaction data entry during the last month of support
c. The project is completed on time & All Users adopt the software according to
plan
6. Change Requests in process of the modules implemented in the ERP System since KPL
is expecting a comprehensive Maintenance support from the SI during the
implementation and warranty period for all the modules of the ERP system, change
request will be not be additionally charged by the SI.
7. However during the post warranty operational & maintenance support period, SI has to
provide manpower effort to the extent of 600 Hours per year free of cost towards the
development of any changes required in the implemented modules of the ERP System.

4.12. PROJECT PLAN


1. The work Plan: Other than the management of resources/deployment of experts and
management of timeline as explained in the next sections, the project management
will focus on The Work Plan containing a detailed set of phases, work packages,

Kamarajar Port Limited Page 38of 192


RFP for Implementation of ERP System at KPL

activities, and tasks preferably from the standard ERP system implementation
Roadmap.
2. Issue Management: An issue is a formally identified matter that may hinder progress
on a project or program and about which no agreement has yet been reached. Often it
can be difficult to determine which questions should be documented as issues and
which can be resolved directly without impeding the project flow. Those items that
require documentation, formal investigation and approval should be managed as
issues and this Issue management methodology has to be proposed by the SI.
3. Scope Management: Scope of the project will be managed through a formal scope
change management process. Project management is essential to ensure that changes
to the scope of the program do not adversely affect the program objectives. Change
management documentation of project scope and approval procedures provide a
visible decision-making process for the project and provide a clear audit trail of scope
changes and the corresponding cost benefit appraisal and has to be proposed by the SI
in the Project Management Methodology. However during the implementation and
warranty period, the change requiests will not be charged and during AMC period the SI
will provide manpower effort to the extent of 600 Hours per year free of cost towards
the development of any changes required in the implemented modules of the ERP
System.
4. Project structure: SI is required to propose a Project structure based on their own
experience of successfully implementing similar solution
5. Project Steering Committee: The steering committee would form the apex body on
various issues relating to finalization of Functional Policies and Procedures,
Requirements Definition and other policy issues. The committee will comprise of the
senior executives of KPL and the SI. The steering committee will carry out the following
activities:
a. Mobilize the resources necessary for Project Execution
b. Standardization of processes and procedures across the company
c. Only authority to approve deviations in Scope, Project Time Lines and Budgets
d. Meets monthly to review project progress & resolve issues, if any
6. Project Manager: The Project Manager assumes overall responsibility for the
assignment and ensures that all resources required are made available and the
engagement is carried out according to agreed plans. He shall function as the primary
channel of communication / Single Point of Contact (SPOC) for all KPL requirements to
the implementation team.
7. Functional Consultants: The Functional Consultant shall ensure total understanding of
the business and ERP system modules implementation approach. He / She shall
effectively customize the various components of ERP system as per user requirements
and shall also document the processes and procedures relevant to the assignment.
The SI is expected to deploy the following experts for the project
a. Functional Consultant for Financial Management/Accounting/Costing
b. Functional Consultant for Human Resource management and Payroll
administration

Kamarajar Port Limited Page 39of 192


RFP for Implementation of ERP System at KPL

c. Functional Consultant for Project/Contract/Purchase Management


d. Functional Consultant for public procurement, CVC guidelines, contract act, IT
act, etc, for procurement function
e. Technical Consultant for system deployment, commissioning, testing,
development/customisation
8. Development Programmers: The primary role of Development Programmers shall be
to meet the requirements as specified by the Functional Consultants. He/she shall
ensure that the developmental activities are in conformity with the quality guidelines
and customer specifications as mentioned in the requests. He shall also ensure
thorough testing and validation of the changes proposed and supports the functional
team.
9. The minimum proficiency of the experts/resources: It is expected that the key
resources to be deployed by the SI would have the following minimum proficiency in
the role they are proposed for the project.
a. Project Manager: MBA with Graduation inIT, Minimum 15 years of experience,
experience of managing at least two projects as project manager and
proficiency across multiple modules of the ERP system.
b. Functional consultants:Graduates in Engineering or Business Administration or
Chartered Accountant, Minimum 10 years of experience in the functional and
implementation of proposed ERP system, experience of executing at least two
projects as functional consultant for the specific functional area. In the case of
functional consultant for finance, HR & payroll, experience of implementing the
proposed ERP system at a public sector enterprise or government organisation
is desirable.
c. Technical consultants: Graduates in science or Engineering, Minimum 10 years
of experience in the technical areas related to the proposed ERP system, in
terms installation, commissioning, architecting and technical developments.

4.13. DEPLOYMENT OF NATIVE TOOL


1. The SI is required to deploy and use the native tool available with the ERP system for
managing the implementation as well for providing application maintenance service.
Some of key areas where the native tool needs to be used are:
a. Project documentation and version control
b. Deliverables management and version control
c. Configuration management and version control
d. Issues and change request tracking
e. Providing Transparency of all software changes
2. Managing the change request
a. Full documentation of each change: link to a Change Request and a Service Desk
for each change
b. Collection of all Requests for change
c. Consolidating demands by bundling similar changes
d. Scheduling changes according to priority, category and possible impact

Kamarajar Port Limited Page 40of 192


RFP for Implementation of ERP System at KPL

e. Making changes to follow a proven workflow


4.14. MANAGEMENT OF THE PROJECT TEAM CHANGES/ATTRITION
1. Since the continuity of the key members of the project team is essential for the
success of the project, KPL shall expect the SI to follow diligent process for ensuring
this. The following persons will be considered as key members of the project team
during implementation:
a. Project Manager
b. Functional Consultant for Financial Management/Accounting/Costing
c. Functional Consultant for Human Resource management and Payroll
administration
d. Functional consultant for Project/Contract/Purchase Management
e. Technical consultant for system deployment, commissioning, testing,
development/customisation
2. KPL would like to identify those persons whose profiles as listed above will be the basis
for the evaluation of the competence of SI to carry out the implementation of the
Project at the KPL as the Key personnel. It is the responsibility of SI to deploy these
resources either on a full time or part time basis for the activities they have been
proposed to be deployed during the entire duration of the Project as per the response
to the RFP submitted by SI. The team will be on board only after KPL accepts the
profiles proposed by SI
3. In the event that the KPL identifies any personnel of SI as Key Personnel, then SI shall
not remove or replace such personnel without the prior written consent of the KPL,
unless such removal is the result of an unavoidable circumstance including but not
limited to resignation, termination, medical leave, etc.
4. Under any circumstances when the Key Personnel are to be replaced or removed, SI
shall put forward the profiles of personnel being proposed as replacements. These
profiles should be either equivalent or better than the ones being replaced. However
whether these profiles are better or equivalent to the ones being replaced will be
decided by KPL or its authorized representative. KPL or its authorized representative
will have the right to accept or reject these substitute profiles.
5. In the event that any Key Personnel is to be replaced for reasons not attributed to the
KPL the substitution of such personnel shall be accomplished pursuant to a mutually
agreed upon schedule but not later than 7 Working Days from the date of exit of such
personnel. If replacements do not take as stipulated here, KPL will have the option to
penalize the SI for bad delivery and material breach
6. At the project preparation stage the SI will share the profiles of the key members with
KPL and these key profiles should meet the specifications highlighted in the RFP as well
as the proposal submitted by the bidder. The replacement will be on board only after
KPL accepts the replacement.

Kamarajar Port Limited Page 41of 192


RFP for Implementation of ERP System at KPL

Section 2

Guidelines for proposal preparation and bidding terms

5. GUIDELINES FOR PROPOSAL PREPARATION AND SUBMISSION


1. Since the requirements of KPL for implementation of the ERP system, terms of scope
of work and expertise required for implementation are unique, KPL intends to consider
only those IT services organizations that have the requisite capability and competency,
in terms of technical strengths, experience of carrying out similar project and financial
stability to address the requirements of KPL.
2. Keeping this requirement in mind KPL has formulated the eligibility criteria to select
the IT services organizations/companies who have the requisite experience,
competence and financial strength
3. All the bidders will be assessed against the eligibility criteria and all the criteria listed in
this section will be used for evaluation.
4. Keeping in mind the requirements laid down in the eligibility criteria, the bidders are
suggested to assess their eligibility before submitting the bids.
5. The references provided by the SI for the ERP system has to be the same as the ERP
system the SI has proposed.
6. The invitation to bid is open to all bidders who qualify the eligibility criteria as given
below.
7. No bidder shall submit more than one proposal or bid against this RFP.
8. Sub-letting/sub-contracting/offloading of full or part of the work specified in the RFP is
NOT allowed.

5.1. PRE-QUALIFICATION CRITERIA FOR SI


General eligibility criteria
a) The invitation for bids is open to all entities registered in India who fulfill
prequalification criteria as specified below.
b) Bidders declared by KPL to be ineligible to participate for unsatisfactory past
performance, corrupt, fraudulent or any other unethical business practices shall
not be eligible.
c) Bidders, whose Bid security was forfeited by KPL on serious/grave grounds i.e.
submission of false/forged/tampered/fabricated/manipulated
documents/information at any occasion during last five years from the date of
issue of RFP, shall not be qualified.
d) Breach of general or specific instructions for bidding, general and special
conditions of contract with KPL during the past 5 years may make a firm ineligible
to participate in the bidding process.
e) The Bidder along with OEM(s) for the implementation of ERP system at KPL should
satisfy all of the criteria below:

Kamarajar Port Limited Page 42of 192


RFP for Implementation of ERP System at KPL

Documentary proof to be
# Criteria
submitted
1 The Bidder should be a company registered in Certificate of Incorporation
India under the Companies Act, with issued by the Registrar of
registered office and operations in India. The Companies
Bidder should be operational in India for at (Annexure #3)
least last five financial years as of 31st March
2016 as evidenced by the Certificate of
Incorporation and/or Certificate of
Commencement of Business issued by the
Registrar of Companies, India.
2A The Bidder should not have been blacklisted Undertaking by SI
by KPL or by any State/Central Government (Annexure #7)
institution or any Public Sector unit.
2B The bidder should have, during the last five Undertaking by SI
years, neither failed to perform on any (Annexure #7)
agreement, as evidenced by imposition of a
penalty by an arbitral or judicial authority or a
judicial pronouncement or arbitration award
against the Applicant or its Associate, nor
been expelled from any project or agreement
nor have had any agreement terminated for
breach by such bidder or its Associate.
3 The Bidder should have an annual turnover of
Duly certified statement
Rs. 200 Crores or more in last three financial
from their auditor for the
years (each year) ending 31stMarch 2016 as
last 3 financial years
evidenced by the audited accounts of the indicating the amount of
company, accruing from System Integrationturnover during these years
and IT services. (Annexure #3)
4 Bidder should have a positive net worth for
Duly certified statement
the last three financial years. from their auditor for the
last 3 financial years
indicating profit during
these years
(Annexure #3)
5 Bidder should have certification of CMMi Copy of valid certificate
Level 5 issued to the Delivery
Centre of the Bidding
Organization by respective
agencies (Validity for two
years from the date of the

Kamarajar Port Limited Page 43of 192


RFP for Implementation of ERP System at KPL

RFP)
Note: Organizations that are
being currently assessed for
the requisite certification
level shall not be
considered. Only the
centers that have got
certified shall be eligible for
bidding.
6 The Bidder must be certified ERP Certificate from OEM
Implementation Partner of the proposed (Annexure #16)
product OEM.
7A The Bidder must have System Integrator Work order and completion
experience of successful Go-Live/ completed certificate / client citation or
project during the last five years (from the Client citation that ERP
date of publishing of the RFP) in one project project is likely to be
having ERP and related IT services completed by 31st March
implementation of project value of Rs12 2016
crores and above in India (Annexure #4)
OR
7B The Bidder must have System Integrator Work order and completion
experience of successful Go-Live/ completed certificate / client citation or
project during the last five years (from the Client citation that ERP
date of publishing of the RFP) in two projects project is likely to be
having ERP and related IT services completed by 31st March
implementations, each of project value of Rs8 2016
crores and above in India (Annexure #4)
OR
7C The Bidder must have System Integrator Work order and completion
experience of successful Go-Live/ completed certificate / client citation or
project during the last five years (from the Client citation that ERP
date of publishing of the RFP) in three projects project is likely to be
having ERP and related IT services completed by 31st March
implementations , each of project value of Rs6 2016
crores and above in India. (Annexure #4)
8 The Bidder must have practice of Undertaking from SI
implementing proposed solution and must (Annexure #3)
have professionals experienced in the
proposed solution on their rolls. (at least 50
ERP consultants/employees of the proposed
ERP system)
9 The OEM should be a company registered in Undertaking from OEM

Kamarajar Port Limited Page 44of 192


RFP for Implementation of ERP System at KPL

India under the Companies Act, 1956 with a (Annexure #20)


registered office and operations in India. The
company should be operational in India for at
least last five financial years as of 31stMarch
2016 as evidenced by the Certificate of
Incorporation and/ or Certificate of
Commencement of Business issued by the
Registrar of Companies, India.
10 The OEM should have an annual turnover of Copy of audited accounts
Rs. 100 Crores for at least three financial years (Annexure #14)
(each) out of last five financial years ending
31stMarch 2016 as evidenced by the audited
accounts of the company.
11 The ERP product should have a user base of at Undertaking from OEM
least 10,000 users of core business functions. (Annexure #18)
Employee users of HR self service module are
not considered as a user for this purpose.
12 The OEM of the proposed ERP System should Undertaking from OEM
have at least Five(5) Authorised
along with thecredentials of
implementation partners in India. the partners.
(Annexure #21)
13 The OEM should have at least one authorized/ Undertaking from
own training centre located inIndia with a OEM/Citation from
training capacity of at least 50 trainees. Authorized partner
(Annexure #15)

5.2. BID SECURITY OF EARNEST MONEY DEPOSIT (EMD)


1. The bidder shall submitbefore the last date of submission of Bids in the form of a Bankers
cheque of a Nationalised Bank (or) Demand Draft of a Nationalised Bank (or) an irrevocable
bank guarantee of a Nationalized Indian Bank in favour of Kamarajar Port Limited, Chennai for
an amount of Rs.25,00,000/-(Refundable).
2. The bid security is interest free.
3. The bid security, for the amount mentioned above, of successful bidder would be
returned upon submission and confirmation of Performance Bank Guarantee. The bid
security of all unsuccessful bidders will be returned by KPL at the earliest, post signing
of agreement and submission of the Performance Bank Guarantee (PBG) by
thesuccessful bidder.
4. The bid submitted without bid security, will be liable for rejection without providing any
further opportunity to the bidder concerned.
5. The bidder shall extend the validity of the offer and Bid security on request by KPL
6. The bid security may be forfeited:
(i) If a bidder withdraws its bid during the period of bid validity

Kamarajar Port Limited Page 45of 192


RFP for Implementation of ERP System at KPL

(ii) In case of a successful bidder, if the bidder fails to sign the agreement in accordance
with terms and conditions

5.3. GENERAL GUIDELINES FOR THE TECHNICAL PROPOSAL


1. The bidder must fully understand the scope of the ERP system and services for
implementation as outlined in the RFP. The bidders are expected to examine,
understand and comply with all the instructions, formats, terms & conditions, solution
and services requirements and other information in the RFP documents before
submitting the bids. Failure to furnish all the information required by the RFP or
submission of a proposal not substantially responsive to the RFP in every respect will be
at the bidder's risk and may result in rejection of the proposal of the bidder.
2. The bidder is required to provide in the Technical Proposal details of how it proposes
the ERP system as to provide theimplementation services to address all the
requirements of KPLas listed in this RFP.
3. The bidder is expected to understand the complexity of the requirements for an ERP
system and implementation of the proposed ERP system atKPL, the complete solution
and services footprint, the processes and functions of KPLwhile preparing the Technical
Proposal.
4. The bidder is expected to bid for the project with a complete understanding that, all
services and deliverableslisted in this RFP need to be fulfilled while executing the
project.
5. While the bidder has the freedom in making any assumptions about the processes and
functions of KPL while interpreting the details given in this RFP, such assumptions
cannot be the basis for any bargaining or different interpretation of the solution
capabilities of the proposed ERP system or the processes of KPL, during the execution
of the project
6. The bidder is expected to bid for the project with a complete understanding that, all the
processes and functions given in the RFP & identified during the SRS stage need to be
implemented using the solution components of ERP, and deliver the services, solutions
given in the RFP& SRS, at a fixed price, without any provisions for bargaining or for a
different interpretation of the specifications in the RFP and a change in scope, while
executing the project.
7. KPL retains the right of the final say in interpreting the requirements of the ERP system
capabilities, the processes & operations of KPL, and the scope of the Project in terms of
the services and deliverablesKPL expects from theSI, as listed in this RFP.
8. Since a process can be described in different manners, the bidder should clearly
understand that any possible variations to the processes during the Business Design
phase from the way they are specified in the RFP should not be considered as
deviations or extensions to the original process specifications
9. The technical proposals must be complete in all respect and should cover the
entire scope of ERP system and the project as stipulated in the tender document.

Kamarajar Port Limited Page 46of 192


RFP for Implementation of ERP System at KPL

5.4. THE SUBMISSION OF PROPOSAL


1. Bidders have to submit the following documents to KPL in Hard copy (by post or courier) before
the last date of submission of Bids:
1) Power of Attorney (Annexure #9)
2) Letter of Undertaking (Annexure #1)
3) EMD
4) Integrity Pact (Annexure #2)
5) Conflict of Interest (Annexure #8)
2. Bidders have to submit the following documents in the e-procurement portal
(www.eprocure.gov.in) in the Pre-Qualification Section:
1) All the Documentary proof to be submitted as stated in the clause-5.1 pre-
qualification criteria for SI along with the following:
a. Profile of the Bidder (Annexure #3)
b. ERP Implementation Experience of Bidder (Annexure #4)
c. Litigation Impact Statement (Annexure #7)
d. Financial Information of ERP OEM (Annexure #14)
e. Training Facilities of ERP OEM (Annexure #15)
f. ERP OEM Authorization to Bid (Annexure #16)
g. Worldwide User base of ERP (Annexure #18)
h. The legal entity of ERP OEM (Annexure #20)
i. Partner Ecosystem (Annexure #21)
3. Bidders have to submit the following documents in the e-procurement portal
(www.eprocure.gov.in) in the Technical Bids Section:
1) Profile of the Bidder (Annexure #3)
2) ERP Implementation Experience of Bidder (Annexure #4)
3) Details of the Personnel to Be Deployed (Annexure #5)
4) CV of the Team Members (Annexure #6)
5) Patent Rights/Copyrights Confirmation (Annexure #10)
6) Support Commitment from ERP OEM (Annexure #11)
7) Solution Commitment from ERP OEM (Annexure #12)
8) Undertaking on no Government restrictions from ERP OEM (Annexure #13)
9) Financial Information of ERP OEM (Annexure #14)
10) Solution Characteristtics (Annexure #17)
11) ERP OEM experience in CPSUs / Indain Sea-Ports (Annexure #19)
12) Response to Technical Requirement Specifications (TRS) (Annexure-TRS)
13) Response to Functional Requirement Specifications (FRS) (Annexure-FRS)
14) Bidders Statement / Proposal on:
a. Understanding of KPL Requirements
b. Project Plan and Resource Loading
c. Project Structure, Escalation, Reporting
d. Methodology for implementation and Templates for the deliverables and
acceptance criteria

Kamarajar Port Limited Page 47of 192


RFP for Implementation of ERP System at KPL

e. Support and Maintenance planning


f. Framework for setting up the CoE
4. Bidders have to submit the Price Bid in the e-procurement portal (www.eprocure.gov.in) in the
Price Bids Section. Only the Excel file (latest, if any) uploaded in the e-procurement portal
should be used.

5.5. PATENT / INTELLECTUAL PROPERTY RIGHTS / COPY RIGHTS.


1. If the bidder intends to use any third party tools or methodology or any proprietary
tools, during the Project, for the purpose of the project, the bidder is required to
confirm that there are no infringements of any Patent or intellectual and industrial
property rights or copy rights as per the applicable laws of relevant jurisdictions. The
bidder is requested to use the Annexure #10 for providing patent right confirmation.
2. The OEM of the proposed ERP system to declare that they are the rightful owners
(copyright, patent rights or Intellectual property right, as the case may be) of the
solution and have the rights/authority to license the solution to KPL

5.6. CONDITIONS FOR TECHNICAL PROPOSAL


1. The bidder is expected to respond using the specified formats for the response,
wherever applicable. Failure to use the specified formats may result in disqualification
of the proposal.
2. The Technical Proposals must be direct, concise, and complete. Any information not
directly relevant to this RFP should not be included in the proposal. KPL will evaluate
bidders proposal based upon its clarity and the directness of its response to the
requirements of the project as outlined in this RFP. To assist in the preparation of
proposal, KPL is making available an electronic version of this RFP.
3. KPL is also open to any suggestions that the bidder may want to render with respect to
the ERP system capabilities to be deployed, implementation of the proposed ERP
system at KPL, its coverage, and the best practices to be adopted in the light of their
expertise or experience from similar assignments.
4. Wherever the customer name is asked for, for experience or deliverables, the bidder is
required to provide the name. Not providing the name of the customer will be treated
as incomplete information and will affect the evaluation process.
5. The bidder shall number all the pages of the Technical proposal including the annexure
and other attachments
6. The technical proposal must not contain any price information.

5.7. OUTLINE FOR THE TECHNICAL PROPOSAL FOR THE PROJECT


1. The technical proposal or the technical bid should address the following points. The
bidder is requested to use the formats provided in the subsequent sections, wherever
applicable
2. Methodology and approach for implementation of the solution in terms of process
design, solution configuration, deliverables, formats for deliverables, the project

Kamarajar Port Limited Page 48of 192


RFP for Implementation of ERP System at KPL

standards, the acceptance criteria for the deliverables, data migration, testing, user
adoption, cut over etc.
3. Project Plan, structure and team the project timelines, resource loading, and
expertise deployed for the project, the mechanisms for review, feedback, risk
mitigation etc.
4. Support and maintenance the approach, methodology, plan, resource loading etc.

5.8. TECHNICAL PROPOSAL FOR ERP SYSTEM


1. The bill of materials: The Technical proposal for ERP system should contain details of
the solution components proposed along with how each of the solution components
would meet the requirements of KPL. The technical proposal should address the
following:-
a. Functional coverage of the solution proposed
b. The complete landscape of the solution with modules, integration points etc.
c. How the different processes of KPL are integrated with the solution
d. The bill of material of the ERP system with a list of all the modules, tools
independently priced items along with metrics for licensing (pricing) and total
quantity proposed
e. The rationale for the different solution components and the licensing metrics
f. The rationale for the sizing of the different modules of the ERP
g. How the solution components are sized and their relationship to licensing metrics
h. The details of third party solutions if any, their description and purpose, licensing
metrics and sizing considerations
i. The bidders while proposing the ERP system with detailed bill of materials, as per
the format provided for the Technical proposal, are also required to provide
definitive commitment on how each section of the processes described in the RFP
are addressed by which module/components of the bill of material
2. The licensing conditions: The bidders are requested to furnish the details of the
licensing terms, the definitions and the licensing metrics for all the elements/modules
proposed in the bill of materials. The bidders are requested to provide a copy of the
draft licensing agreement to highlight these.
3. References: The bidders are requested to provide the references of the deployment of
the proposed ERP system for the following types of organisations/businesses by using
the formats provided in the Annexure. The references should be for deployment which
are less than six years old, and are currently active.
a. Deployment of the ERP system in Ports, Terminal Operators, etc
b. Deployment of the ERP system in public sector organizations or public sector
enterprises, specifically for the functions of payroll, HR and finance & accounts
4. Strategic requirements and business ecosystem: The bidders are requested to provide
the compliance and the characteristics of the proposed ERP system to the following
requirements
a. The solution architecture should be platform and vendor independent.
b. The solution should provide for multi-tiered architectures.

Kamarajar Port Limited Page 49of 192


RFP for Implementation of ERP System at KPL

c. System architecture should allow infrastructure simplicity and standardization.


d. The solution software including operating system should be certified for
different types of hardware.
e. The infrastructure should be capable of supporting disaster recovery.
f. The solution should have capability to present all business process and data via
familiar relevant office applications and should offer integration with all relevant
Forms.
g. The system should support latest OS versions and provide compatibility to
future versions
h. The ERP system shall be implemented and maintained by System Integrators
based out of India, and should provide certificate from the ERP OEM for
implementing and maintenance support of ERP.
i. The ERP system should be able to meet the India specific requirements on
service Tax, TDS etc. and has the facility to provide these changes for
localization on a continuous basis
j. The Proposed ERP Application should support all of the Operating Systems-
Microsoft Windows, UNIX, Linux, MAC etc. and the proposed ERP application
should be capable of supporting all standard Databases like Oracle / SQL
Server,etc.
5. A platform for future expansion: The bidders are requested to provide how the
proposed ERP system meets the future requirements of KPL with references to the
creation of APIs to interface, e-procurement system, etc.

5.9. OUTLINE OF TECHNICAL PROPOSAL FOR IMPLEMENTATION SERVICES


1. The technical proposal should provide references of the customers in the Port /
Terminals Operator sectors or any CPSE where the proposed ERP system has been
implemented by the bidder as a direct contractor.
2. The technical proposal should address how the ERP system will be implemented to
meet the requirements of KPL.
3. Some of the key requirements of the Technical proposal on the implementation
services will be
a. Bill of services offered by the bidder during implementation
b. The details of services offered during the post implementation support period to
meet the requirements of KPL
c. Mechanisms / support for Data migration (legacy data, duration) and post
implementation support
d. Format and structure of deliverables to be produced by the project team.
e. Training the users and the mechanisms to ensure that all the intended users can
use the system effectively.
4. The project management and skills the bidder is required to provide details on
a. Project structure and management
b. Project Plan and Resource loading
c. The profile of the key resources

Kamarajar Port Limited Page 50of 192


RFP for Implementation of ERP System at KPL

5. Some of the other key elements of the proposal for implementation services should
include
a. Methodology for implementation
b. Best practices / Process redesign
c. Expertise of the project team to be Deployed
d. Change Request Management
e. Data Migration
f. The Format of Deliverables
g. Acceptance mechanisms
h. Training and project artifacts

5.10. TECHNICAL PROPOSAL FOR SUPPORT SERVICES


The bidder is required to furnish the following details in the Technical Proposal on the
application support services in terms of
1. The list of services to be delivered during the Warranty & Maintenance period
2. The mechanisms to source and monitor the services
3. The escalation mechanisms and the structure for resolution of issues
4. The team structure and resource loading to deliver the services, etc.
5. The resource loading for on-site and remote services
6. The mechanisms and tools to monitor the SLAs
7. The mechanism for corrective actions
8. Minor developments as continuous improvements to facilitate KPL to get maximum
benefits out of the system
9. Mechanisms to institutionalise the centre of excellence (CoE) for ERP support at KPL

5.11. GUIDELINES FOR COMMERCIAL PROPOSAL


1. The commercial proposals for the proposed ERP system and the commercial proposal
for implementation services will be in two separate forms
2. The commercial proposal for the implementation services will be signed by the
authorised signatory of the Bidder
3. Cost towards the ERP system, the implementation services &Maintenance services are
expected to cost for the complete requirements of KPL.
4. Prices shall be quoted entirely in Indian Rupees.
5. No clauses for price fluctuations due to fluctuation of the Indian currency against any of
foreign currency will be accepted during the period of the contract.

5.12. COMMERCIAL PROPOSAL FOR ERP SYSTEM AND IMPLEMENTATION SERVICES


1. This is a fixed price project without any scope for varying the price during the contract
period. The cost of any delay in execution of the project will be borne by the bidder
2. The quoted price must be detailed and must cover all the requirements of KPL and the
terms and conditions laid out by KPL.

Kamarajar Port Limited Page 51of 192


RFP for Implementation of ERP System at KPL

3. It may be noted that the ERP License cost should cover 60 professional users / super
power users (including 3 HSE & 10 Business Inteligent users), 42 ESS Users, sufficient
number of developer liceses, etc.
4. It may be noted that the implementation cost should be inclusive of all other services
such as OEM Audit, Warranty, Maintanance of the ERP licenses / system during the
implementation & warranty period (i.e. till commencement of AMC), etc.
5. The bidder is required to provide the price as given in the format for commercial
proposal&only in the Excel file (latest if any) uploaded in the e-procurement portal.

5.13. GENERAL CONDITIONS FOR COMMERCIAL PROPOSAL


1. For the purpose of costing, the bidders are requested to take the Head Quarters of KPL
at Chennai, Tamilnadu as the project site.
2. KPL will provide local conveyors (within Chennai) and accommodation during the
project to the Consultants / Programmers of the SI if they are from out stationed.
3. The bidder is required to bear the cost of client side infrastructure of laptops/desktops
required by the project team of the bidders, during the implementation.
4. Expenses for all/senior executives of the bidder to attend the review meetings or
meeting of the steering committee should be borne by the bidder.
5. All the communication costs between the project team at the project sites and the
company offices will be borne by the bidder.
6. The bidder is expected to price fully in the commercial proposal for all the services
being provided by it to KPL. Any assumptions about possible future recovery of the
under-priced items shall be at the risk of the bidder.
7. The bidder should provide all prices, quantities as per the prescribed formats. The
bidder should not leave any field blank. In case the field is not applicable, bidder must
indicate 0 (zero) in all such fields.
8. It is mandatory to provide breakup of all taxes, duties and levies wherever applicable
and/or payable.
9. If, during the Contract Period, there is any change in the applicable Laws in India with
respect to taxes and duties quoted in the commercial proposal which increases or
decreases the cost incurred by the Bidder in performing the Services, then such
payments, otherwise payable to the Bidder under this Contract shall be increased or
decreased accordingly. Such increase or decrease in the contract shall be valid on the
invoice submitted on or after the date of such changes brought into force only.
10. KPL reserves the right to ask the bidder to submit proof of payment against any of the
taxes, duties, levies indicated. Prices quoted in the bid must be firm and final and shall
not be subject to any change.
11. The Commercial bid should clearly indicate the price to be charged without
anyqualifications whatsoever and should include all taxes, duties, fees, levies, works
contract tax and other charges as may be applicable in relation to the
activitiesproposed to be carried out. It is mandatory that such charges wherever
applicable/payable should be indicated separately as Breakdown of Cost Components.

Kamarajar Port Limited Page 52of 192


RFP for Implementation of ERP System at KPL

5.14. PAYMENT TERMS FOR THE SERVICES


1. No advance payment will be paid by KPL.
2. The cost of the ERP Licenses will be paid on actual on delivery.
3. The cost of implementation services, including the cost of support for the ERP system,
the training, data migration cost, warranty, OEM services etc. will be paid based on the
completion of the key milestones of the project and acceptance of the deliverables
associated with the milestones, by KPL.
4. 5% of the cost of implementation services will be paid after acceptance of Sizing of the
Hardware infrastructure for the proposed ERP system(including Development, Quality,
Production, Back-ups, Operating System, etc).
5. 10% of the cost of implementation services will be paid after the SRS signoff.
6. 35% of the cost of implementation services will be paid after the ERP system is declared
Usage Ready / Go-Live.
7. 40% of the cost of implementation services will be paid after the ERP system is declared
Complete Deployment.
8. 10%of the cost of implementation services will be paid after the completion of training
to the identified employees of KPL for both Technical and Functional under Centre of
Excellence (CoE).
9. The operations and maintenance is for a period of five (5) years post completion of
warranty period. The cost quoted for the Operations and Maintenance phase will be
made in Twenty (20) equal installments upon satisfactorily adhering to the SLAs. The
paymentsduring the Operations and Maintenance phase will be made at the end of
every quarter afterthe delivery of services upon satisfactorily adhering to the SLAs
defined in thisRFP. The successful bidder will be required to submit a compliance report
at the end of everymonth and a consolidated compliance report at the end of quarter,
based on which thesepayments would be made.
10. However, the charges towards the Annual License Subscription / Product support
charges to OEM of ERP will be paid yearly in advance during AMC period of 5 years.

5.15. PERIOD OF VALIDITY OF BIDS


1. For the purpose of entering into a definitive contract for the PROJECT services for KPL,
as proposed by the bidder, the proposals shall be valid for a period of 6 (Six) months
(one hundred and eighty days) from the last date for submission of the proposals. A
proposal valid for a shorter period may be rejected as non-responsive.
2. On completion of the validity period, unless the bidder withdraws its proposal in
writing, it will be deemed to be valid until such time that the bidder formally (in writing)
withdraws his proposal.
3. In exceptional circumstances, at its discretion, KPL may solicit the bidder's consent for
an extension of the validity period. The request and the responses thereto shall be
made in writing by email.
4. On signing of the contract, the prices quoted in the commercial proposal for different
solution components will be valid for the period of the contract, executed between the
successful bidder and KPL.

Kamarajar Port Limited Page 53of 192


RFP for Implementation of ERP System at KPL

5.16. INTEGRITY PACT


The Bidder must accept the Integrity Pact as per the pro-forma, enclosed with the Bid
document and shall submit the same duly signed on all pages along with Part-I of the
Offer, in the manner, as described in NIB and ITB.
The procedure for submission of Integrity Pact would be as follows:
The Bidders shall submit the Integrity Pact on his companys letter head duly
signed by the authorized representative on all pages.
All the pages of the Integrity Pact shall be signed by both the Principal as well as
the Bidder.
The Bidder shall not change the content of the Integrity Pact.
The Principal or his representative will sign the Integrity Pact after opening of
the Bid.
The Integrity Pact has to be signed by the Proprietor/ Owner/ Partner/ Director or by
their duly Authorized signatory. The bidder shall also submit in Part- I, the Certificate
for completeness of Integrity Pact (Annexure) on Bidders letter head as per format
attached with Bid document.
The details of the Independent External Monitor (s), nominated for this Bid are as
follows:
S. No. Name of the Independent External Monitor
1 Shri VelayuthamVenkatachalam, IAS (Retired)
House No:92
Ramnagar North Extension,
6th Main Road, Velachery,
Chennai 600 042.
2 Er. T.Govindarajan,
No. 5/5/, Saraswathy Nagar,
Behind CSI Church,
Kovaiputhur,
Coimbatore 641 402.

6. BIDDING TERMS AND CONDITIONS

6.1. BIDDER QUERIES / CLARIFICATIONS ON RFP


1. All Requests for Clarifications (RFC) on the bidding terms or the specifications or any
statement in this RFP document should be sent in the format provided in this RFP
document by e-mail addressing Shri V. Krishnasamy, GM (O) at krishsam@epl.gov.in.
2. All RFCs should be sent by email to the email id of KPL on or before date / time
specified in the RFP. Telephone calls or in person interviews/discussions will not be
accepted/entertained. KPL will not take the responsibility to acknowledge the receipt of
the queries by email. In no event will KPL be responsible for ensuring that bidders
inquiries have been received by KPL.

Kamarajar Port Limited Page 54of 192


RFP for Implementation of ERP System at KPL

3. KPL will share the answers for the queries from each of the bidders, with all the bidders
at the Pre-bid meeting and/or subsequently through an email communication to all
designated representatives of the bidders or by issuing corrigendum/Addendum/
Amendment to this RFP.
4. KPL will attempt to provide reasonable response/answers to all queries submitted by
the potential bidders. However, KPL makes no representation or warranty as to the
completeness of any response, nor does KPL undertake to answer all queries that have
been posed by the bidders.
5. KPL will not be responsible for any queries which any of the bidders claim to have sent
and which did not reach the designated email ids of KPL.

6.2. PRE-BID CONFERENCE


1. Pre bid of the bidders shall be convened at the designated date, time and place. Only
those bidders, who have downloaded the RFP document from the Official Website of
KPL, shall be allowed to participate in the Pre bid Conference.
2. A maximum of three representatives of each bidder shall be allowed to participate on
production of an authority letter from the bidder.
3. The purpose of the conference is to provide bidders with information regarding the RFP
and the requirements of KPL, and to provide each bidder an opportunity to seek
clarifications regarding any aspect of the RFP.
4. During the course of Pre-bid Conference, the bidder will be free to seek clarifications
and make suggestions for consideration of KPL. KPL shall endeavour to provide
clarifications and such further information as it may, in its sole discretion, consider
appropriate for facilitating a fair, transparent and competitive Selection Process.
5. In case of any change in the actual date, time and venue of the Pre-Bid conference from
what is indicated in this RFP, the same will be published on the website of KPL.
6. Representatives of the qualified bidders organization may attend the pre-bid
conference at their own cost.
7. The tentative venue for the Pre-bid conference is listed in the RFP

6.3. BID PREPARATION AND SUBMISSION


1. The Bidder has to submit their offers in two cover system only in online mode through
the website www.eprocure.gov.in.
2. While submitting a Proposal, the bidder should attach clearly marked and referenced
continuation sheets in the event that the space provided in the specified forms in the
Appendices is insufficient. Alternatively, bidders may format the specified forms making
due provision for incorporation of the requested information.
3. Impact of Litigation: KPL does not intend to deal with any bidders who are facing
litigations or enquiry of such nature which have the potential to adversely impact the
operations of the bidder and thereby pose significant risk to the implementation of the
proposed ERP system at KPL, if such a bidder is selected to do so. Keeping this in mind,
KPL requests the bidders to give an undertaking to this effect.
4. Acknowledgement of Understanding of Terms

Kamarajar Port Limited Page 55of 192


RFP for Implementation of ERP System at KPL

a. By submitting a proposal, the bidder shall be deemed to acknowledge that the


bidder has carefully read all sections of this RFP, including all forms, schedules and
Appendices hereto, and has fully informed itself as to all the conditions and
limitations.
b. By submitting a proposal in response to this RFP, the bidder shall be deemed to
acknowledge that the company is in agreement with the terms and conditions of
the RFP and the procedures adopted for bidding & evaluation of the responses of
the bidders.
5. Visit to KPL and verification of information: Before submitting their proposals, the
bidders may visit the office of KPL and ascertain for themselves the availability of
documents and other data with KPL, Applicable Laws and regulations or any other
matter considered relevant by them. Such requests for visits may be submitted to
KPLby the official representative of the bidder, by highlighting the specific points or
information required. Based on the information sought and the availability of such
information.KPL may or may not accept such requests, and the same will be
communicated to the respective bidder
6. It shall be deemed that by submitting the Proposal, the bidder has:
a. Made a complete and careful examination of the RFP;
b. Received all relevant information requested from KPL and understood;
c. Accepted the risk of inadequacy, error or mistake in the information provided in the
RFP or furnished by or on behalf of KPL or relating to any of the matters referred to
in Section above;
d. Satisfied itself about all matters, things and information, including matters referred
to in Section above, necessary and required for submitting an informed Application
and performance of all of its obligations there under;
e. Acknowledged that it does not have a Conflict of Interest; and
f. Agreed to be bound by the undertaking provided by it under and in terms hereof.
7. KPL shall not be liable for any omission, mistake or error in respect of any of the above
or on account of any matter or thing arising out of or concerning or relating to RFP or
the Selection Process, including any error or mistake therein or in any information or
data given by KPL.
8. The bidder is requested to submit the proposal covering letter as per the format to
declare the understanding of the terms and acceptance of the conditions

6.4. THE RIGHTS OF KPL


1. Rights of the content of proposals
a. All proposals and accompanying documentation submitted as the bids against this
RFP, once opened will become the property of KPL and will not be returned.
b. The information provided by the bidder, like the names of the customers of the
bidder or any proprietary information about the bidder etc. will be treated as
confidential information, unless asked to disclose by the orders of the court of law
or the Information Commission (under the RTI Act)

Kamarajar Port Limited Page 56of 192


RFP for Implementation of ERP System at KPL

c. KPL is not restricted in its rights to use or disclose any or all of the information
contained in the proposal, and can do so without compensation to the bidder. KPL
shall not be bound by any language in the proposal indicating the confidentiality of
the proposal or any other restriction on its use or disclosure.
d. KPL has the right to use the services of external experts to evaluate the proposal by
the bidders and share the content of the proposal either partially or completely
with the experts for evaluation
2. Right to Terminate the Process
a. KPL reserves the right to accept or reject any proposal, and to annul the bidding
process and reject all proposals at any time prior to award of contract, without
thereby incurring any liability to the affected bidder or bidders or any obligation to
inform the affected bidder or bidders of the grounds for actions taken by KPL.
b. KPL may terminate the bidding process at any time and without assigning any
reason. KPL makes no commitments, express or implied, that this process will result
in a business transaction with anyone.
c. This RFP does not constitute an offer by KPL. The bidders participation in this
process may result in KPL selecting the bidder to engage in further discussions and
negotiations toward execution of a contract. The commencement of such
negotiations does not, however, signify a commitment by KPL to execute a contract
or to continue negotiations. KPL may terminate negotiations at any time without
assigning any reason.
3. Amendment of Request for Proposal - At any time prior to the deadline for submission
of proposals, KPL, for any reason, whether at its own initiative or in response to
clarifications requested by any of the potential bidders may modify the RFP by the
issuance of Corrigendum/ Addendum/ Amendment and posting it on the Official
Website and such amendment shall be binding on them.
4. Supplemental Information to the Request for Proposals - If KPL deems it appropriate to
revise any part of this RFP or to issue additional data to clarify an interpretation of
provisions of this RFP, it may issue supplements to this RFP. Any such supplement shall
be deemed to be incorporated by this reference into this RFP.
5. The cost of the proposal and bidding process - The bidder is responsible for all costs
incurred in connection with participation in the bidding process, including, but not
limited to, costs incurred in participation in meetings/discussions/presentations,
preparation of proposal, in providing any additional information required by KPL to
facilitate the evaluation process, and in finalizing a Service Agreement or a contract or
all such activities related to the bid process.
6. Number of Proposals: No bidder shall submit more than one proposal or bid against this
RFP.

6.5. MISCELLANEOUS
1. The Selection Process shall be governed by, and construed in accordance with, the laws
of India and the Courts at Chennai shall have exclusive jurisdiction over all disputes
arising under, pursuant to and/or in connection with the Selection Process.

Kamarajar Port Limited Page 57of 192


RFP for Implementation of ERP System at KPL

2. KPL can choose not to proceed with any bidder with respect to one or more categories
of services/requirements outlined in this RFP; and can choose to suspend the project or
to issue a new RFP for this project that would supersede and replace this RFP.
3. KPL, in its sole discretion and without incurring any obligation or liability, reserves the
right, at any time, to:
a. suspend and/or cancel the Selection Process and/or amend and/or supplement
the Selection Process or modify the dates or other terms and conditions relating
thereto;
b. Consult with any bidder in order to receive clarification or further information;
c. retain any information and/or evidence submitted to KPL by, on behalf of
and/or in relation to any bidder; and/or
d. Independently verify, disqualify, reject and/or accept any and all submissions or
other information and/or evidence submitted by or on behalf of any bidder.
4. It shall be deemed that by submitting the Proposal, the bidder agrees and releases KPL,
its employees, agents and advisers, irrevocably, unconditionally, fully and finally from
any and all liability for claims, losses, damages, costs, expenses or liabilities in any way
related to or arising from the exercise of any rights and/or performance of any
obligations hereunder, pursuant hereto and/or in connection herewith and waives any
and all rights and/or claims it may have in this respect, whether actual or contingent,
whether present or future.
5. All documents and other information supplied by KPL or submitted by a Bidder shall
remain or become, as the case may be, the property of KPL. KPL will not return any
submissions made hereunder. Bidders are required to treat all such documents and
information as strictly confidential.
6. KPL reserves the right to make inquiries with any of the clients listed by the bidders in
their previous experience record.
7. This RFP does not commit KPL to award a contract or to engage in negotiations.
Further, no bidder is entitled for any claims for cost incurred in making the proposal
cost may be incurred in anticipation of award of contract.
8. Timing and sequence of events resulting from this RFP shall ultimately be determined
by KPL.
9. No oral conversations or agreements with any official, agent, or employee of KPL shall
affect or modify any terms of this RFP, and any alleged oral agreement or arrangement
made by a bidder with any department, agency, official or employee of KPL shall be
superseded by the definitive agreement that results from this RFP process. Oral
communications by KPL to bidders shall not be considered binding on KPL, nor shall any
written materials provided by any person other than the authorized representative of
KPL
10. Neither the bidder nor any of bidders representatives shall have any claims
whatsoever against KPL or any of their respective officials, agents, or employees arising
out of or relating to this RFP or these procedures (other than those arising under a
definitive service agreement with the bidder in accordance with the terms thereof).

Kamarajar Port Limited Page 58of 192


RFP for Implementation of ERP System at KPL

11. This RFP does not commit KPL to enter into an agreement or similar undertaking with
the bidder or any other organization and KPL shall have the right to reject or accept any
proposal or offer, or any part thereof (e.g., any component of any proposed solution)
for any reason whatsoever.
12. No oral communication by either party will be recognized as official communication or
a commitment. The only permitted mode of communication by either party will be
through email id of the respective authorized persons and only those communication
will be considered as commitments

6.6. CONDITIONS ON THE CONTENT OF THE PROPOSAL


1. Language of Proposals - The proposals, all correspondence and documents enclosed as
part of the proposals should be in English.
2. The Proposal with all accompanying documents (the Documents) and all
communications in relation to or concerning the Selection Process shall be in English
language and strictly on the forms provided in this RFP. No supporting document or
printed literature shall be submitted with the Proposal unless specifically asked for and
in case any of these Documents is in another language, it must be accompanied by an
accurate translation of all the relevant passages in English, in which case, for all
purposes of interpretation of the Proposal, the translation in English shall prevail.
3. Validity of the information
a. If the information submitted by the bidder during the RFP process is found to be
misrepresented, incorrect or false, accidentally, unwittingly or otherwise, at any
time during the bidding process or any time during the tenure of the contract,
including the extension period if any, KPL has the right to terminate the contract
and initiate penal action against the bidder.
b. In case of such termination and penal actions, KPL shall reserve the right to seek
penalty to cover the cost of damages including the cost of implementation and
opportunity loss due to time spent on implementation.
4. Overly Elaborate Proposals - Unnecessarily elaborate brochures or other promotional
materials beyond those sufficient to present a complete and effective proposal are
considered undesirable and may be construed as an indication of the bidders lack of
cost consciousness. KPLs interest is in the quality and responsiveness of the proposal.
5. Non-Conforming Proposals - Any proposal may be construed as a non-conforming
proposal and ineligible for consideration if it does not comply with the requirements of
this RFP. Without limiting generality of the foregoing, the failure to comply with the
technical requirements, and acknowledgment of receipt of amendments, will be causes
for holding proposals non-conforming. In addition, KPL will not consider for evaluation
proposals that are canned presentations of promotional materials and that do not
follow the format requested in this RFP or do not appear to address the particular
requirements of KPL as described in different sections of this RFP or do not appear to
address the particular requirements of KPL to propose and implement the proposed
ERP system.

Kamarajar Port Limited Page 59of 192


RFP for Implementation of ERP System at KPL

6.7. THE PROCEDURAL CONDITIONS


1. Bids submitted in paper form
a. Bids received in physical form for any reason whatsoever shall not be entertained
and will be rejected without opening.
2. Withdrawal and modifications of Proposals
a. Modifications of any nature to proposal will not be allowed after the deadline for
proposal submission
b. If a bidder intends to withdraw the proposal before the validity period the bidder
can do so by forfeiting the EMD
c. The responses given by the bidders to queries from KPL during the evaluation will
be considered as part of the proposal

6.8. CONFLICT OF INTEREST


1. A bidder shall not have a conflict of interest that may affect the Selection Process or the
ERP implementation project. Any bidder found to have a Conflict of Interest shall be
disqualified. In the event of disqualification, KPL shall appropriate the Performance
Security, if available, as mutually agreed genuine pre-estimated compensation and
damages payable to KPL for, inter alia, the time, cost and effort of KPL including
consideration of such bidders Proposal, without prejudice to any other right or remedy
that may be available KPL hereunder or otherwise.
2. The bidder shall furnish an affirmative statement as to the absence of, actual or
potential conflict of interest on the part of the bidder due to prior, current, or proposed
contracts, engagements, or affiliations with KPL. Additionally, such disclosure shall
address any and all potential elements, which would adversely impact the ability of the
bidder to complete the requirements as given in the RFP.

6.9. DISQUALIFICATION OF BIDS/PROPOSALS


1. The proposal submitted by the bidder is liable to be disqualified under the following
cases. Each of the conditions laid down here are equally important, as indicated by the
consequence of the violation of the condition, which is disqualification of the entire
proposal of the bidder
2. Violation of the technical process
a. Commercial Proposal is submitted along with the Technical proposal
b. The price information, the pricing policy or pricing mechanisms or any
document/information/file indicative of the commercial aspects of the proposal are
either fully or partially enclosed or are part of the Technical Proposal
c. Bidders may specifically note that while processing the Bid documents, if it comes
to KPLs knowledge expressly or implied, that some bidders may have compounded
in any manner whatsoever or otherwise joined to form a cartel resulting in delay /
holding up the processing of Bid then the bidders so involved are liable to be
disqualified for this contract
d. In case any one party submits multiple Bids, the bids are likely to be disqualified.
3. Noncompliance to the conditions of the bidding process

Kamarajar Port Limited Page 60of 192


RFP for Implementation of ERP System at KPL

a.The Bid is not submitted in accordance with this document


b.The required EMD has not been paid as per the guidelines.
c.The Bid validity period is shorter than the required period
d.During validity of the Bid, or its extended period, if any, the bidder increases its
quoted prices
e. The bidder qualifies the Bid with its own conditions which contradicts the terms and
conditions of the RFP or the draft contract
f. Bid is received in incomplete form
g. Bid is not accompanied by all requisite documents.
4. Non responsive Content of the proposal
a. Information submitted in Technical offer is found to be misrepresented, incorrect or
false, accidentally, unwittingly or otherwise, at any time during the processing of
the contract (no matter at what stage) or during the tenure of the contract
including the extension period if any
b. The deliverables as given in the Technical solution should be in consonance with the
Commercial Proposal. Any deviations in the final deliverables between Technical
and Commercial proposals shall make the Bid unresponsive and may lead to
disqualification of the Bid
5. Inability to respond in accordance with the bidding guidelines
a. The successful bidder, invited to sign the contract qualifies the letter of acceptance
of the contract with its conditions
b. Bidder fails to deposit the Performance Bank Guarantee or fails to enter into a
contract within 15 days of the date of notice of award of contract or within such
extended period, as may be specified by KPL.
6. Consequences of disqualification
a. If a bid or a proposal is disqualified, the bidder will not be eligible to participate in
the bidding process initiated by this RFP.
b. If the proposal/bid is disqualified, it will not be processed further and the same will
be communicated to the bidder through email/fax. No further correspondence from
the bidder with the KPL will be entertained.
c. Documents submitted as a part of the proposal and which have not been opened
will be returned to the bidder.
d. Documents submitted as a part of the proposal and which have been opened at the
time of disqualification will not be returned to the bidder.
e. If the disqualification is for the reasons of fraudulent or corrupt practice, KPL has
the right to initiate actions to black list the bidder as per the provisions of the
relevant acts/rules

6.10. ENTIRE DOCUMENTS


1. Entire Request for Proposal - The following constitute the entire Request For Proposal
by KPL
a. The RFP documents supplied by the KPL

Kamarajar Port Limited Page 61of 192


RFP for Implementation of ERP System at KPL

b. The additional conditions if any, supplied by the KPL on or before the last date for
the submission of the responses by the bidder
c. The clarifications provided by KPL during the pre-bid phase or before the last date
for the submission of the responses by the bidder.
d. Minutes of the meeting of pre-bid meeting circulated to the bidders by the KPL
e. Any official communication through email/fax/post by KPL sent to all the bidders
during the bidding period or before the last date for submission of the response by
the bidder.
2. Entire proposal by the bidder the following constitute the entire proposal by the
bidder
a. The response by the bidder submitted in the soft copy format in the e-tendering
System.
b. The presentation material submitted by the bidder during the bidder presentation
sessions (if any) and the minutes of the meeting thereof.
c. The clarifications provided by the bidder as a part of the proposal against any
queries/requests by KPL.
d. Minutes of the meeting of the pre-bid meeting
3. The Communications
a. The communications if any exchanged between KPL and the bidders related to the
RFP and the bidding process, through emails/fax/post will be part of the RFP /
proposal documents.
b. Only communications sent through email ids of the authorized persons of the
bidders or KPL and letters signed by the authorized persons will be part of the
official records for the RFPs and the proposals

6.11. AUTHENTICITY OF THE INFORMATION AND RIGHT OF VERIFICATION


1. KPL reserves the right to verify all statements, information and documents, submitted
by the bidder in response to the RFP. Any such verification or the lack of such
verification by KPL to undertake such verification shall not relieve the bidder of its
obligations or liabilities hereunder nor will it affect any rights of KPL thereunder.
2. In case it is found during the evaluation or at any time before signing of the Agreement
or after its execution and during the period of subsistence thereof, that the eligibility
conditions have not been met by the bidder or the bidder has made material
misrepresentation or has given any materially incorrect or false information, the bidder
shall be disqualified forthwith if not yet appointed as the SI either by issue of the LOA or
entering into of the Agreement, and if the Selected bidder has already been issued the
LOA or has entered into the Agreement, as the case may be, the same shall,
notwithstanding anything to the contrary contained therein or in this RFP, be liable to
be terminated, by a communication in writing by KPL without KPL being liable in any
manner whatsoever to the Selected bidder or SI, as the case may be.
3. In such an event, KPL shall forfeit and appropriate the Bid Security, if available, as
mutually agreed pre-estimated compensation and damages payable to KPL for, inter

Kamarajar Port Limited Page 62of 192


RFP for Implementation of ERP System at KPL

alia, time, cost and effort of KPL, without prejudice to any other right or remedy that
may be available KPL

6.12. PROHIBITED PRACTICES


1. The bidders and their respective officers, employees, agents and advisers shall observe
the highest standard of ethics during the Selection Process. Notwithstanding anything
to the contrary contained in this RFP, KPL shall reject a Proposal without being liable in
any manner whatsoever to the bidder, if it determines that the bidder has, directly or
indirectly or through an agent, engaged in corrupt practice, fraudulent practice,
coercive practice, undesirable practice or restrictive practice (collectively the
Prohibited Practices) in the Selection Process. In such an event, KPL shall, without
prejudice to its any other rights or remedies, forfeit and appropriate the Performance
Security, if available, as mutually agreed genuine pre-estimated compensation and
damages payable to KPL for, inter alia, time, cost and effort of KPL, in regard to the RFP,
including consideration and evaluation of such bidders Proposal.

2. Without prejudice to the rights of KPL under the above Clause hereinabove and the
rights and remedies which KPL may have under the LOA or the Agreement, if an bidder,
as the case may be, is found by KPL to have directly or indirectly or through an agent,
engaged or indulged in any corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice during the Selection Process, or after the
issue of the LOA or the execution of the Agreement, such bidder shall not be eligible to
participate in any tender or RFP issued by KPL during a period of 2 (two) years from the
date such bidder, as the case may be, is found by KPL to have directly or through an
agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive
practice, undesirable practice or restrictive practice, as the case may be.

3. For the purposes of this condition on prohibited practices, the following terms shall
have the meaning hereinafter respectively assigned to them as follows:

a. corrupt practice means (i) the offering, giving, receiving, or soliciting, directly or
indirectly, of anything of value to influence the action of any person connected with
the Selection Process (for avoidance of doubt, offering of employment to or
employing or engaging in any manner whatsoever, directly or indirectly, any official
of KPL who is or has been associated in any manner, directly or indirectly with the
Selection Process or the LOA or has dealt with matters concerning the Agreement
or arising there from, before or after the execution thereof, at any time prior to the
expiry of one year from the date such official resigns or retires from or otherwise
ceases to be in the service of KPL, shall be deemed to constitute influencing the
actions of a person connected with the Selection Process; or (ii) save as provided
herein, engaging in any manner whatsoever, whether during the Selection Process
or after the issue of the LOA or after the execution of the Agreement, as the case
may be, any person in respect of any matter relating to the Project or the LOA or

Kamarajar Port Limited Page 63of 192


RFP for Implementation of ERP System at KPL

the Agreement, who at any time has been or is a legal, financial or technical
consultant/ adviser of KPL in relation to any matter concerning the Project

b. fraudulent practice means a misrepresentation of facts in order to influence a


procurement process or the execution of a contract to the detriment of KPL, and
includes collusive practices among Bidders (prior to or after bid submission)
designed to establish bid prices at artificial, non-competitive levels and to deprive
the purchaser of the benefits of free and open competition;

c. coercive practice means impairing or harming or threatening to impair or harm,


directly or indirectly, any persons or property to influence any persons
participation or action in the Selection Process;

d. Unfair trade practices means supply of goods or services (computer hardware,


software, printers, networking equipment, etc.) different from what is mentioned in
the bid documents, and includes change of parts/components, use of
refurbished/repaired/substandard/ duplicate parts instead of genuine new parts or
change the specifications and/or make of the company for which the supply order
was given by KPL

e. undesirable practice means (i) establishing contact with any person connected
with or employed or engaged by KPL with the objective of canvassing, lobbying or
in any manner influencing or attempting to influence the Selection Process; or (ii)
having a Conflict of Interest; and

f. Restrictive practice means forming a cartel or arriving at any understanding or


arrangement among bidders with the objective of restricting or manipulating a full
and fair competition in the Selection Process.

Kamarajar Port Limited Page 64of 192


RFP for Implementation of ERP System at KPL

7. EVALUATION OF PROPOSALS

7.1. BID OPENING SESSIONS


1. The bids will be opened on the specified date, time and address in the eprocurement
portal i.e. eprocure.gov.in
2. If required bidders representatives can also attend the Bid opening sessions.
3. In the event of the specified date of bid opening being declared a holiday for KPL, the
Bids shall be opened at the same time and location on the next working day.
4. KPL will go ahead with bid opening, even if the authorized representatives of the
bidders abstain from these bid opening sessions.
5. Opening of Commercial Proposal The commercial bids of only those bidders who have
scored more than the threshold points as prescribed in the Technical Evaluation process
will be opened.
6. The commercial bids of those who have scored less than the thresh hold points as
prescribed, will not be opened.

7.2. PROPOSAL EVALUATION PROCESS


1. Proposals will be evaluated by a Committee nominated by CMD, KPL.
2. KPL has the right to appoint any individual / organization as an expert member of this
committee as long as the particular person does not have any conflict of interest in the
bidding/evaluation process.
3. KPL has the right to share the contents of the proposals or bids with the experts or
consultants appointed for the purpose of evaluation of the bids, as the case may be.
4. Evaluations of bids will be only on the basis of information provided by the bidders in
the proposals, or any additional information provided by the bidders against specific
requests for clarifications sent by KPL during the evaluation process.

7.3. CLARIFICATIONS DURING BID EVALUATION


1. During the time of the evaluation of the Technical or/and Financial Bids, KPL may seek
clarifications from the bidder on specific items in the bids submitted by them. All such
clarifications will be sent to the contact persons indicated in the proposal either by
email or mail.
2. The primary role of clarifications in the evaluation process is to clarify ambiguities and
uncertainties arising out of the evaluation of the bid documents. The clarifications
provide the opportunity for KPL to state its requirements clearly and for the bidder to
more clearly state its proposal.
3. If such clarifications are oral in nature, they will only be considered in the form of
minutes of the meeting duly signed/agreed to by the all the participants.
4. The bidder has the option to respond or not respond to these queries. If the bidder fails
to respond within the stipulated time period, KPL has the right to make assumptions on
the Technical or/and Financial Bids submitted by the SI and if such assumptions lead to

Kamarajar Port Limited Page 65of 192


RFP for Implementation of ERP System at KPL

disqualification of the Technical or/and Financial Bids, KPL is not accountable for these
omissions
5. All the responses to the clarifications will be part of the Technical Proposal of the
respective bidders, and if the clarifications are in variance with the earlier information
in the proposal, the information provided in later stages will be the part of the contract
for implementation between SI and KPL.
6. Evaluations of bids will be only on the basis of information provided by the bidders in
the proposals, or any additional information provided by the bidders against specific
requests for clarifications sent by KPLduring the evaluation process.
7. If any of the responses by the SI to the queries sent by KPL has commercial implications,
these commercial aspects will not be accommodated in the evaluation process.
8. Evaluation of the bids will be done in the following sequence
a. Scrutiny of Bid Security and adherence to general guidelines
b. Evaluation for eligibility
c. Evaluation of Technical proposal
d. Evaluation of commercial proposal
e. Determination of best value bid for implementation & maintenance services
(lowest)

7.4. SCRUTINY AND ASSESSMENT OF ELIGIBILITY


The following activities will be carried out as the first step in the bid evaluation process
Scrutiny of the documents such as Power of Attorney, Letter of Undertaking, EMD,
Integrity Pact and Conflict of Interestsubmitted by the Bidder to KPL by Post /
Courier.
The pre-qualification documents of only those bidders who have submitted
documents to KPL such as Power of Attorney, Letter of Undertaking, EMD, Integrity
Pact and Conflict of Interest by Post / Courier will be considered for pre-
qualification evaluation.
The documents submitted under the Pre-Qualification Sectionin the e-
procurement portal (www.eprocure.gov.in) will be scrutinized next.
The technical bids of only those bidders who meet the pre-qualification criteria will
be considered for Technical evaluation.
The documents submitted under the Technical Bids Sectionin the e-procurement
portal (www.eprocure.gov.in) will be scrutinized next.
The commercial bids of only those bidders who qualify in the technical evaluation
process will be considered for commercial evaluation.
The Commercial / Price Bid submitted under the Commercial / Price Bids Sectionin
the e-procurement portal (www.eprocure.gov.in) will be finalyevaluvated.

Kamarajar Port Limited Page 66of 192


RFP for Implementation of ERP System at KPL

7.5. THE PROCESS OF EVALUATION


1. The prospective Bidder must comply with general qualifications mentioned in the RFP.
In case the Bidder does not fulfill the eligibility criteria, their bids will be rejected and
shall not be considered for further evaluation.
2. A maximum of 100 pointsfor the technical proposal for implementation services, based
on the assessment responses and compliance to the requirements of KPL
3. The Bidders scoring less than 75points (cut-off score) out of 100 points in the technical
evaluation of the ERP implementation services shall not be considered for next stage of
the evaluation process.
4. The Bidders who are shortlisted based upon technical criteria may be asked, if
necessary, to make a presentation on their solution at KPL, at their own cost.
5. Financial Bids of those who have technically qualified only shall be opened for further
evaluation.
6. The bidders will be selected on the basis of total cost of Financial Bid (including ERP /
Database license cost, Implementation cost and five year AMC cost).
7. The evaluated prices worked out in the comparative statement for different bidders will
be ranked as L1, L2, L3..........Ln, L1 being the lowest and the work will be awarded to
the L1 bidder.

7.6. PRESENTATION OF THE PROPOSAL


1. The committee may invite each bidder to make a presentation to the KPL at a date,
time and venue determined by KPL to make a presentation of their Technical Proposal.
The purpose of such presentations would be to allow the bidders to present their
methodology, unique capabilities if any, the project structure, the quality of the project
team etc.
2. The presentation of the Technical Proposal should be made by the proposed project
manager of the bidder for this Project of KPL, with some of the key team members to
support the project manager as part of the presentation team, instead of the sales
representative or the senior executive of the organization.
3. The presentation of the technical proposal would also include the demonstration of the
proposed ERP system to highlight the technical requirements of KPL and to validate the
specific technical specifications.
4. The bidders are expected to bear the cost of travel or any other associated cost
incurred for the purpose of making these presentations

7.7. EVALUATION OF TECHNICAL PROPOSAL


1. The technical proposal will be evaluated based on the materials provided in the
proposal by the bidders as against the general understanding of what they should be
like to meet the requirements of the project.
2. The clarifications provided by the bidders during the evaluation process or if any
presentation was organised, the content of the presentation also will be the basis of
technical proposal evaluation.

Kamarajar Port Limited Page 67of 192


RFP for Implementation of ERP System at KPL

3. KPL reserves the right to cross verify the documents/ credentials of the bidder & related
bodies before awarding the contract to the successful bidder
4. The proposal will be evaluated against the following broad heading

7.8. CLARIFICATIONS TO THE TECHNICAL PROPOSAL


1. During the time of the evaluation of the Technical Proposal, KPL may seek clarifications
from the bidders on specific items in the proposal submitted by them. All such
clarifications will be sent to the contact persons indicated in the proposal either by
email for response within a stipulated time period.
2. The bidder has the option to respond or not respond to these queries. If the bidder fails
to respond within the stipulated time period, KPL has the right to make assumptions on
the technical proposal submitted by the bidder and if such assumptions lead to
disqualification of the technical proposal, KPL is not accountable for these omissions
3. The responses by the bidders to the queries raised by KPL will be treated as part of the
proposal by the respective bidders
4. If any of the responses by the bidders to the queries sent by KPL has commercial
implications, these commercial aspects will not be accommodated in the commercial
evaluation process.

7.9. SCORING OF THE TECHNICAL PROPOSAL FOR IMPLEMENTATION


1. A maximum of 100 points will be allocated for the technical proposal for
implementation services, as per following details:

S. No. Parameter Points


1. ERP Implementation Experience of Bidder 30
2. Offered/Proposed ERP Product/Solution 20
3. Profile of the Project Team 10
4. Response to Technical Requirement Specifications (TRS) 15
5. Response to Functional Requirement Specifications (FRS) 15
6. Understanding of KPL Requirements, Project Plan and Resource 5
Loading, Project Structure, Escalation, Reporting
7. Methodology for implementation and Templates for the 5
deliverables and acceptance criteria including Support
&Maintenance planning and Framework for setting up the CoE
Total Score 100

Kamarajar Port Limited Page 68of 192


RFP for Implementation of ERP System at KPL

Technical Bid Evaluation Matrix:

1. ERP Implementation Experience of Bidder (30 points)

Evaluation Matrix
S.No. Description Points
1 ERP Implementation Experience of Bidders Evaluation 30 points
A Annual Turnover of the Bidder in each of the last 3 FY in 5 points
India:
More than INR 2000 Crore: 5 points
More than INR 1000 Crore but upto2000 Crore: 2 points
More than INR 200 Crore but upto1000 Crore: 1 points
B ERP Implementation Experience in the past 10 years in CPSU: 5 points
Successfully implemented the proposed ERP system with
morethan100 users in any Five CPSU: 5 points
Successfully implemented the proposed ERP system with
morethan100 users in Three CPSU: 2 points
Successfully implemented the proposed ERP system with
at least 100 users in any one CPSU: 1 point

CERP Implementation Experience in Indian Sea-Ports: 5 points


Successfully implemented the proposed ERP system with
morethan100 users in any oneIndian Sea-Port: 5 points
D Certification: 5 points
Bidder have both Level 5 SEI CMMi and ISO 27001:2013
certification: 5points
Bidder have only Level 5 SEI CMMi certification: 2points
E Number of ERP consultants for the offered ERP product on 5 points
the bidders payroll in India, as on NIB date
Bidder having at least 100 full time certified consultants for
the proposed ERP product: 5points
Bidder having at least 80 full time certified consultants for
the proposed ERP product: 2 points
Bidder having at least 50 full time certified consultants for
the proposed ERP product: 1 points
F The Proposed ERP solution support 5 points
In memory database: 5points
RDBMS database: 1points

Kamarajar Port Limited Page 69of 192


RFP for Implementation of ERP System at KPL

2. Offered/Proposed ERP Product/Solution(20 points)

Evaluation Matrix
S.No. Description Points
2 Offered/Proposed ERP Product/Solution 20 points
A Annual Turnover of the Product Vendor (ERP OEM) in each of 5 points
the last 3 FY in India:
More than INR 2000 Crore: 5 points
More than INR 1000 Crore but upto2000 Crore: 2 points
More than INR 200 Crore but upto 1000 Crore: 1 points
B Implementation in the CPSEs: 5 points
Implementation in at least ten(10) CPSEs with minimum
100 licensed users: 5 Marks
Implementation in at least seven (7) CPSEs with minimum
100 licensed users: 3 Marks
Implementation in at least five (5) CPSE with minimum 100
licensed users: 1 Marks
C Implementation in the Indian Sea-Ports: 5 points
Implementation in at least Five (5) Indian Sea-Ports with
minimum 100 licensed users: 5 Marks
Implementation in at least Three (3) Indian Sea-Ports with
minimum 100 licensed users: 3 Marks
Implementation in at least One (1) Indian Sea-Port with
minimum 100 licensed users: 1 Marks
D In Memory Database: 5 points
The ERP Product support for in memory database

Kamarajar Port Limited Page 70of 192


RFP for Implementation of ERP System at KPL

3. Profile of the Project Team (10 points)

Evaluation Matrix
S.No. Description Points
3 Profile of the Project Team 10 points
A Project Manager with minimum 12 years of ERP 5 points
implementation work experience
Project Manager having minimum three (3)
Implementation experiences as a Project Manager in India
for the offered ERP product: 5 points
Project Manager having minimum two (2) Implementation
experiences as a Project Manager in India for the offered
ERP product: 3 points
Project Manager having minimum one (1) Implementation
experience as a Project Manager in India for the offered
ERP product: 1 points
B Any one of the Functional Consultant with minimum of 10 3 points
years of ERP implementation work experience
Any one of the Functional Consultant having minimum
three (3) Implementation experiences as a Functional Lead
in CPSE / Port / Terminal Operator in India for the offered
ERP product: 3 points
Any one of the Functional Consultanthaving minimum one
(1) Implementation experience as a Functional Leads in
CPSE / Port / Terminal Operator in India for the offered
ERP product: 1 points
C Technical Consultant with minimum 8 years of ERP 2 points
implementation work experience
Technical Consultant having minimum three (3)
Implementation experiences with at least 2 as a Technical
Lead for the offered ERP product: 2 points
Technical Consultant having minimum one (1)
Implementation experience as a Technical Lead for the
offered ERP product: 1 points

Kamarajar Port Limited Page 71of 192


RFP for Implementation of ERP System at KPL

4. Response to Technical Requirement Specifications (TRS) (15 points)

Evaluation Matrix
S.No. Description Points
4 Response to Technical Requirement Specifications (TRS) 15 points
Net score above 95% upto 100% of all the parameters of
TRS: 15 points
Net score above 90% upto 95% of all the parameters of
TRS: 12 points
Net score above 85% upto 90% of all the parameters of
TRS:10 points
Net score above 80% upto 85% of all the parameters of
TRS:8 points
Net score above 75% upto 80% of all the parameters of
TRS:6 points
Net score less than or upto75%: 0 points

Note:
a. The bidder shall meet all the Essential (E) TRS parameters and also achieve more
than 80% score, failing which the bid will be liable for rejection.

b. Award of score for TRS parameters:


Description Marked As Bidders Response Score
Yes 2
Essential (E)
No 0
TRS Parameters
Yes 1
Desirable (D)
No 0

c. Net Score Percentage:


Score obtained for all the parameters (as specified in TRS) * 100
Maximum score possible for all the parameters.

Kamarajar Port Limited Page 72of 192


RFP for Implementation of ERP System at KPL

5. Response to Functional Requirement Specifications (FRS) (15 points)

Evaluation Matrix
S.No. Description Points
5 Response to Functional Requirement Specifications (FRS) 15 points
Net score above 80% upto 100% of all the parameters of
FRS: 15 points
Net score above 70% upto80% of all the parameters of
FRS: 12 points
Net score above 60% upto70% of all the parameters of
FRS: 10 points
Net score above 50% upto60% of all the parameters of
FRS: 8 points
Net score less than or upto50%: 0 points

Note:
a. The Bidder has to give adequate response, for each of the functional requirement
and the bidder response shall be any of the following four (4) options:
Bidders Response
Description Marked as
Response Marks
Essential (E) Standard Product Feature S 4
and Customization/Development C 3
Desirable (D) Supported by a third (3rd) party solution T 1
Not Available NA 0

b. Not Available option can only be used for requirements marked as "Desirable
(D)".
c. Weighted average percentage score for each function = {Total response marks
obtained by the Bidder/Maximum marks possible for that function) X 100}
(adjusted to 2 decimals)
d. Finally, average of percentage scores of all the functions arrived at point c above
shall be taken for awarding marks as specified in sl. no. 3a.
e. The FRS response of the Bidder has to be certified by the ERP Product vendor w.r.t.
the coverage through standard solution, customization/development or 3rd Party
solution.

2. Out of a possible 100 points, a bidder should score a minimum of 75 points in the
technical evaluation to qualify for evaluation of commercial proposals.
3. The approach and methodology will be assessed for design clarity, completeness, best
practices, detailing, of project standards, templates for deliverables, deliverables

Kamarajar Port Limited Page 73of 192


RFP for Implementation of ERP System at KPL

acceptance criteria for details, industry standards, ease of understanding, the approach
adopted to get the best out of the proposed ERP system, the understanding of the
requirements of KPL by the bidders etc.
4. Profile of the Project Team: The profile of the project team should meet the
requirements in terms of experience, training and specific project experience
elaborated in the requirements of KPL in the RFP. Better quality of experience, training,
length of stay with the bidder etc. of the featured profiles will attract higher scores. The
presentation by the Project Team, personal interviews if any and the information
provided in the proposal against the formats provided in the RFP, will be used for
evaluation of this parameter. Some of the key experts will be the project manager, the,
functional consultants and the technical consultants as listed in the RFP
5. The project plan, structure and resource loading will be assessed for details,
completeness, and adequacy, the adequacy of resources, the risk mitigation plan and
intents to complete the completed in a timely fashion. The project plan will be assessed
for Details of the activities, the resource loading, mechanisms for tracking issues, the
tools used for managing the project etc. Resource loading for the project with right type
of people and in right numbers at the right time and for the right duration will be
critical for the success of the project at KPL. The resource lading parameter will be
evaluated based on type of people, the timing, numbers and duration.
6. Support and maintenance, the approach, methodology, plan, resource loading etc. for
adequacy, adherence to standard practices, completeness etc.
7. The support services are scored based on the resources, the approach for ensuring easy
adoption, continuous improvement mechanisms etc.
8. The proposal for CoE will be assed against the requirements in the RFP and the
expertise the bidders proposed to provide based on its previous experience of doing so.

7.10. COMMERCIAL PROPOSAL EVALUATION


1. The commercial bids/proposal of only those bidders who meet the eligibility criteria
and qualify in the technical evaluation process will be considered for commercial
evaluation.
2. The commercial bids of the technically qualified bidders will only be opened.
3. The evaluation of Commercial Proposals will be done based on the bidders quote for
the services required by KPL and elaborated in this RFP.
4. The evaluated prices worked out in the comparative statement for different bidders will
be ranked as L1, L2, L3..........Ln, L1 being the lowest and the work will be awarded to
the L1 bidder.

7.11. NOTIFICATION OF AWARD AND SIGNING THE CONTRACT


1. KPL reserve the right to negotiate with the bidder whose proposal for ERP
implementation services has been ranked as successful bidder by the committee on the
basis of price quoted in the commercial proposal and also the other commercial terms
and conditions furnished in the Technical proposal

Kamarajar Port Limited Page 74of 192


RFP for Implementation of ERP System at KPL

2. Award of contract for the project: After the completion of the bid evaluation process
and determination of the successful bidder, and completion of the negotiations if any,
as listed in the RFP, a Letter of Award (the LOA) shall be issued, in duplicate, by KPL to
the successful bidder and the successful bidder shall, within 7 (seven) days of the
receipt of the LOA, sign and return the duplicate copy of the LOA in acknowledgement
thereof. In the event the duplicate copy of the LOA duly signed by the successful bidder
is not received by the stipulated date, KPL may, unless it consents to extension of time
for submission thereof, cancel the LOA and the next highest ranking bidder may be
considered.
3. The notification of award or the issue of LoA will not constitute the formation of the
contract.
4. The successful bidder who has been issued with a LOA is expected to furnish a
Performance Bank Guarantee (PBG) for an amount which is 10% of the contract value.
This Performance Bank Guarantee has to be from any of the state banks or Nationalized
Bank or a Private Bank which is authorized to do business with Government.
5. The contract between the successful bidder and KPL will come into force only upon the
bidder furnishing the Performance Bank Guarantee as per conditions laid out in this RFP
and KPL signing the contract with the successful bidder.
6. If the successful bidder fails to furnish the Performance Bank Guarantee, within the
specified period and subject to specified conditions, KPL has the right to withdraw the
notification of award/LOA
7. If the successful bidder tries to alter the Commercial Proposal or the Technical
Proposals, with something which were not part of the proposals and which are in
variance with the basic spirit and letters of the proposals, while signing the contract,
KPL has the right to withdraw the notification of award and the bidder will forgo the
EMD furnished during the bidding process.
8. If the successful bidder fails to get into a contract with KPL as per the Commercial
Proposal and the Technical Proposal submitted against this RFP, and all the
commitments made during the evaluation process, KPL has the right to withdraw the
notification of award and the bidder will forgo the EMD furnished during the bidding
process.
9. Failure of the successful bidder to agree with the Terms and Conditions of the RFP, the
terms as put forward by KPL and/or the failure to present the Performance Bank
Guarantee within the stipulated period and/or non-fulfilment of the condition of
executing a contract by the successful bidder shall constitute sufficient grounds for the
annulment of the award, and forfeiture of EMD.
10. Expenses for the Contract-The incidental expenses of execution of agreement /
contract shall be borne by the successful bidder.
11. Commencement of Assignment: The SI shall commence the project within fifteen days
of the date of the Agreement, or such other date as may be mutually agreed. If the SI
fails to commence the assignment as specified herein, KPL may invite the second
ranked SI for negotiations. In such an event, the LOA or the Agreement, as the case may
be, may be cancelled/terminated.

Kamarajar Port Limited Page 75of 192


RFP for Implementation of ERP System at KPL

7.12. PERFORMANCE BANK GUARANTEE


1. The successful bidder shall at their own expenses deposit with KPL, along with
agreement, an unconditional and irrevocable Performance Bank Guarantee (PBG) from
a nationalized bank acceptable to KPL payable on demand, for the due performance
and fulfilment of the contract(s) by the bidder.
2. Value of the Performance Bank Guarantee:
a. This Performance Bank Guarantee will be for an amount equivalent to 10% of
value of the contract.
b. Initially the Performance Bank Guarantee can be valid for atleast two years and
extended annually till the completion of the contract period.
3. All incidental charges whatsoever such as premium, commission etc. with respect to the
performance bank guarantee shall be borne by thebidder.
4. Subject to the terms and conditions in the Performance Bank Guarantee, at the end of
support and maintenance period, the Performance Bank Guarantee will lapse. The
Performance Bank Guarantee may be discharged/ returned by KPL upon being satisfied
that there has been due performance of the obligations of the bidder under the
contract. However, no interest shall be payable on the performance bank guarantee.
5. In the event of the bidder being unable to service the contract(s) for whatever reason,
KPL would invoke the PBG. Notwithstanding and without prejudice to any rights
whatsoever of KPL under the contract in the matter, the proceeds of the PBG shall be
payable to KPL as compensation for any loss resulting from the bidders failure to
perform/comply with its obligations under the contract. KPL shall notify the bidder in
writing of the exercise of its right to receive such compensation within 14 days,
indicating the contractual obligation(s) for which the bidder is in default.
6. KPL shall also be entitled to make recoveries from the bidders bills, Performance Bank
Guarantee, or from any other amount due to him, the equivalent value of any payment
made to him due to inadvertence, error, collusion, misconstruction or misstatement.

7.13. COMPLAINTS AND DISPUTE RESOLUTION


If a dispute, controversy or claim arises out of or relates to the contract, or breach,
termination or invalidity thereof, and if such dispute, controversy or claim cannot be
settled and resolved by the Parties through discussion and negotiation, then the Parties
shall refer such dispute to sole Arbitrator appointed by KamarajarPort Limited. The
arbitration proceedings shall be conducted in English and a written order shall be
prepared. The venue of the arbitration shall be Chennai or any other centre as decided
by EPL. The arbitration shall be held in accordance with the Arbitration and Conciliation
Act, 1996. The decision of the Arbitrator shall be final and binding upon the Parties,
provided that each Party shall at all times be entitled to obtain equitable, injunctive or
similar relief from any court having jurisdiction in order to protect its intellectual
property and confidential information.

Kamarajar Port Limited Page 76of 192


RFP for Implementation of ERP System at KPL

8. GENERAL CONDITIONS OF THE CONTRACT (GCC)

8.1. COMMENCEMENT, COMPLETION, MODIFICATION, TERMINATION OF CONTRACT ETC.


1. Effective Date of Contract
The Effective date of Contract shall be the date of signing of contract or 30 days from
the date of issue of Letter of Award of Contract (LoA) whichever is earlier.
2. Commencement of Services
The successful bidder shall begin carrying out the Services not later than seven working
days after the Effective Date of the Contract as specified above clause 1 of 8.1.
3. Expiration of Contract
Unless terminated earlier pursuant to the other stipulated clauses in this RFP, this
contract shall expire at the end of such time period after the effect
4. Modifications or variation
Any modification or variation of the terms and conditions this Contract, including any
modification or variation of the scope of the services, may only be made by written
agreement between the Parties. However, each party shall give due consideration to
any proposals for modification or variation made by the other party.
5. Project Schedule
KPL intends to complete the implementation of ERP system and make the system
usage ready, within 12 months of signing the contract. The SI is required to organize
the project to ensure these timelines.
The Contract will be signed with the Successful Bidder covering entire scope of work as
per this RFP.
6. Liquidated Damages (LD)
Time is an important factor of the contract. In case of delay in completion of the
implementation of the ERP System within the specified period of 12 (twelve) months
for reasons attributable to the successful bidder under this contract, Liquidated
damages shall be leviable at the rate 0.5% of implementation chargesper week or part
of week subject to a maximum of 10 (ten) % of the implementation charges.
The company may without prejudice, to any other method of recovery deduct the
amount of such LD from any money in his hand due to the successful bidder. The
deduction of such LD shall not relieve the successful bidder from his obligation to
complete the contract or from any of his other obligations and liabilities under the
Contract.
7. Force Majeure
If, at any time, during the continuance of this contract, the performance in whole or in
part by either party of any obligation under this contract, shall be prevented or delayed
by reason of any war, hostility, acts of public enemy, civil commotion, sabotage, fires,
floods, explosions, epidemics, quarantine restrictions or other acts of God, strikes and
lockouts (hereinafter referred to as `eventualities') then provided notice of the
happening of any such eventuality is given by either party to the other within fifteen

Kamarajar Port Limited Page 77of 192


RFP for Implementation of ERP System at KPL

(15) days from the date of occurrence thereof, neither party shall be by reason of such
eventuality be entitled to terminate this contract nor shall either party have any claim
for damages against the other in respect of such non-performance or delay in
performance and work under this contract shall be resumed as soon as practicable after
such eventuality has come to an end or ceased to exist, and the decision of the
company as to whether the work has been so resumed shall be final and conclusive.
The time of completion shall then be extended by a period to be mutually discussed
and agreed; subject to the condition that such extended period shall not be more than
double the period of eventuality.

Note: The following shall also be considered as Force Majeure:


Contamination by radio activity from any nuclear fuel, or from any nuclear
waste radioactive toxic explosive;
A cause due solely to the design of the Works, other than the consultants
design;
Pressure waves caused by aircraft or other aerial devices travelling at sonic or
supersonic speeds;
Loss or damage due to the use or occupation by the company of any section or
part of the Permanent Works except as may be provided for in the Contract.
8. Extension of Timelines
The Time(s) for Completion as specified in Clause 8.1 (5) aboveshall be extended, if the
successful bidder has delayed or impeded in the performance of any of its obligations
under the Contract by reason of any of the following:
a. any change in the offered ERP Solution as provided in Clause 8.1 (4)above
hereof,
b. any occurrence of Force Majeure as provided above.
if proved to be cause for delay in completion of the scope of work by such period as
shall be fair and reasonable in all the circumstances and as shall fairly reflect the delay
or impediment sustained by the successful bidder.
Except where otherwise specifically provided in the Contract, the successful bidder shall
submit to the Project Leader a notice of a claim for an extension of the Time for
Completion, together with particulars of the event or circumstance justifying such
extension as soon as reasonably practicable after the commencement of such event or
circumstance. As soon as reasonably practicable after receipt of such notice and
supporting particulars of the claim, the company and the successful bidder shall agree
upon the period of such extension. In the event that the successful bidder does not
accept the companys estimate of a fair and reasonable time extension, the successful
bidder shall be entitled to refer the matter for Conciliation/Arbitration.
The successful bidder shall at all times use its reasonable efforts to minimize any delay
in the performance of its obligations under the Contract.
9. Termination
For reasons attributable to the successful bidder

Kamarajar Port Limited Page 78of 192


RFP for Implementation of ERP System at KPL

If the successful bidder shall at any time fail or neglect or refuse or become or be
unable to perform any of the duties devolving upon them under the contract or
otherwise commit a breach of any of the provisions or conditions contained in the
contract and which on their part required to be observed and complied with, not arising
out of or attributable to any neglect or default on part of KPL, KPL shall have the right
either to get the delayed job/unsatisfactory job executed through any other agency at
the risk and cost of The successful bidder, on serving notice to that effect or to
terminate this contract by giving 30 (thirty) days notice in writing to the successful
bidder. On expiry of such notice of termination, KPL shall not be liable for making any
further payments whatsoever as per the terms of this contract.
The termination of this contract in pursuance of above shall not prejudice or
affect the right or liabilities of the parties, available or incurred till the date of
such termination.
The Project Leadershall as soon as may be practicable after any such entry and
expulsion by KPL fix and determine ex-parte or by or after reference to the
parties or after such investigation or enquiries as he may think fit to make or
institute and shall certify what amount (if any) had at the time of such entry and
expulsion been reasonably earned by or would reasonably accrue to the
successful bidder in respect of work that was actually done by him under the
Contract and the decision of the Project Leader shall be final and binding on the
successful bidder.
However, KPL shall have all the right under the contract to claim for
damages/compensation for losses suffered/to be suffered on account of such
termination and the successful bidder shall make good all such claims for
damages/compensation/losses suffered/to be suffered by KPL and the decision of the
Project Leader is final in this regard.
Upon the expiry of the contract or the earlier termination of the contract as
herein provided, all the drawings, designs, design calculations and other
documents relating to the project, which may have been prepared by the
successful bidder in connection with the contract shall be forthwith delivered to
and become the absolute and unrestricted property of KPL for all purposes.
If KPL shall enter and expel the successful bidder under this clause, he shall not
be liable to pay to the successful bidder any money on account of the Contract
until the expiration of the Guarantee period and thereafter until the costs of
completion and maintenance damages for delays in completion (if any) and all
other expenses incurred by KPL have been ascertained and the amount thereof
certified by the Project Leader. The successful bidder shall then be entitled to
receive only such sum or sums (if any) as the Project Manager may certify would
have been due to him upon due completion by him after deducting the said
amount. But if such amount shall exceed the sum which would have been
payable to the successful bidder, the successful bidder shall upon demand pay
to KPL the amount of such excess and it shall be deemed a debt due by the
successful bidder to KPL and shall be recoverable accordingly.

Kamarajar Port Limited Page 79of 192


RFP for Implementation of ERP System at KPL

Note: Project Manager shall mean the officer appointed by KPL to act as Project
Manager (ERP) from time to time for the purpose of this contract/ specific work.

For reasons attributable to the Company


If for any reasons KPL is unable or unwilling to proceed further with the execution of
the project (or) is compelled to postpone the ERP implementation activity indefinitely
(or) doesnt want to continue the Support Period, then KPL shall be entitled to cancel
this contract at any time by giving three (3) months notice in writing in this behalf to
the successful bidder. In such an eventuality, KPL shall be liable to pay to the successful
bidder the payments due for the work actually done only up to the date of expiry of the
period of notice, and thereafter, KPL shall be absolved of all its liabilities to pay any
balance amounts which would have been otherwise payable by KPL to the successful
bidder under this contract.

8.2. OBLIGATIONS OF THE SUCCESSFUL BIDDER


This section outlines the responsibilities of the successful bidder during the entire project
duration from project launch to project post-implementation support. The key
responsibilities are:
1. General
Standard of Performance: The successful bidder shall perform the Services and carry
out their obligations hereunder with all due diligence, efficiency and economy, in
accordance with generally accepted professional standards and practices, and shall
observe sound management practices, and employ appropriate technology, qualified
professionals, safe and effective equipment, machinery, materials and methods. The
successful bidder shall always act, in respect of any matter relating to this Contract or
to the Services, as faithful advisers to the company.
Subsequent sub-letting/offloading of full or part of the work and supply of third-party
software without due permission by the company (KPL) will not be allowedunless
otherwise specified in the Contract.
All the assistance extended to the successful bidder in the form of land, building,
equipment, water, and power etc. to be utilized economically and in proper manner.
After completion of the work these shall be handed over by the successful bidder in
good/working condition to the respective authorities. In case of loss or damage, the
cost/repair cost will be recoverable from the successful bidder. The successful bidder
will have to make their own arrangements for the travel and residential
accommodation for his employees/other personnel working on their behalf. All
expenses on these incidentals are to be borne by the successful bidders.
The successful bidder shall communicate through the consultant and submit each
deliverable to the consultant for review and approval. All communications shall be
routed through the consultant with copy to KPL.
2. Confidentiality

Kamarajar Port Limited Page 80of 192


RFP for Implementation of ERP System at KPL

The successful bidder shall maintain strict confidentiality of all documents and other
technical information supplied to them by the company or prepared by them in respect
of the works under this contract and shall not pass on any information to any other
agencies/organizations without the written approval of the company.

3. Insurance
The insurance and safety of all men and material of the successful bidder at the
companys locations shall be the responsibility of the successful bidder.
4. Loss of or damage to Property; Accident or Injury to Employees; Indemnification
1) The successful bidder shall indemnify and hold harmless the company and its
employees from and against any and all suits, actions or administrative proceedings,
claims, demands, losses, damages, costs, and expenses of whatsoever nature,
including attorneys fees and expenses, in respect of the death or injury of any
person or loss of or damage to any property (other than the offered ERP Solution
whether accepted or not), arising in connection with the supply and installation of
the offered ERP Solution and by reason of the negligence of the successful bidder,
or their employees, or agents, except any injury, death or property damage caused
by the negligence of the company, its employees, or agents.
2) If any proceedings are brought or any claim is made against the company that might
subject the successful bidder to liability as per the above Sub-Clause hereof, the
company shall promptly give the successful bidder a notice thereof and the
successful bidder may at its own expense and in the companys name conduct such
proceedings or claim and any negotiations for the settlement of any such
proceedings or claim. If the successful bidder fails to notify the company within
twenty-eight (28) days after receipt of such notice that it intends to conduct any
such proceedings or claim, then the company shall be free to conduct the same on
its own behalf at the risk of the successful bidder. The company shall, at the
successful bidders request, afford all available assistance to the successful bidder in
conducting such proceedings or claim, and shall be reimbursed by the successful
bidder for all expenses incurred in so doing.
5. Reports & Dashboards
One of the key objectives of this implementation is to facilitate the provision of suitable
reports and dashboards for various levels of executives and management of KPL. The
successful bidder shall provide all necessary reporting functionalities to meet the
indicative requirements outlined in Appendix A. However, the final collection of
reporting and dashboard requirements shall be prepared by the successful bidder
through consultation with the company during the design phase.
6. Documents Prepared by the Successful Bidder to be the Property of the Company
All plans, specifications, designs, reports, other documents and software submitted by
the successful bidder under this Contract shall become and remain the property of the
company, and the successful bidder shall, not later than upon termination or expiration
of this Contract, deliver all such documents to the company, together with a detailed
inventory thereof.

Kamarajar Port Limited Page 81of 192


RFP for Implementation of ERP System at KPL

The successful bidder may not retain a copy of such documents and software.

7. Accounting, Inspection and Auditing


The successful bidder shall permit the company and/or persons appointed by the
company to inspect its accounts and records relating to the performance of the
Contract, and to have such accounts and records audited by auditors appointed by the
company if required by the company.
The company will not seek for audit of any confidential information or documents such
as internal costing model, profit margins or overheads etc. The company will be
intimating the successful bidder 30 days prior to the execution of audit, any confidential
information relating to the bidders employees, or minutes of its internal Board or
Board committee meetings including internal audit, or such other information of
commercial-in-confidence nature which are not relevant to the services.
8. Patent Indemnity
1) The successful bidder shall, subject to the companys compliance with the below
Sub-Clause hereof, indemnify and hold harmless the company and its employees
and officers from and against any and all suits, actions or administrative
proceedings, claims, demands, losses, damages, costs, and expenses of whatsoever
nature, including attorneys fees and expenses, which the company may suffer as a
result of any infringement or alleged infringement of any patent, utility model,
registered design, trademark, copyright or other intellectual property right
registered or otherwise existing by reason of the installation of the Solution by the
successful bidder. Such indemnity shall not cover any use of the Solution or any part
thereof other than for the purpose indicated by or to be reasonably inferred from
the Contract, any infringement resulting from the use of the Solution or any part
thereof pursuant to this Contract Agreement.
2) If any proceedings are brought or any claim is made against the company arising out
of the matters referred to in the above Sub-Clause hereof, the company shall
promptly give the successful bidder a notice thereof, and the successful bidder may
at its own expense and in the companys name conduct such proceedings or claim
and any negotiations for the settlement of any such proceedings or claim. If the
successful bidder fails to notify the company within twenty-eight (28) days after
receipt of such notice that it intends to conduct any such proceedings or claim, then
the company shall be free to conduct the same on its own behalf at the risk & cost
of the successful bidder. The company shall, at the successful bidders request,
afford all available assistance to the successful bidder in conducting such
proceedings or claim, and shall be reimbursed by the successful bidder for all
expenses incurred in so doing.
3) The company shall indemnify and hold harmless the successful bidder and its
employees and officers from and against any and all suits, actions or administrative
proceedings, claims, demands, losses, damages, costs, and expenses of whatsoever

Kamarajar Port Limited Page 82of 192


RFP for Implementation of ERP System at KPL

nature, including attorneys fees and expenses, which the successful bidder may
suffer as a result of any infringement or alleged infringement of any patent, utility
model, registered design, trademark, copyright or other intellectual property right
registered or otherwise existing at the date of the Contract arising out of or in
connection with any design, data, drawing, specification, or other documents or
materials provided by the company.
9. Intellectual Property Rights
The title, rights and Intellectual Property Rights (IPR) for all the Deliverables, Source
Code specific to KPL solution, Configurations, etc. delivered by the successful bidder as
a part ERP Implementation will be the sole property of the company.

8.3. OBLIGATIONS OF THE COMPANY


Services
The company shall make available to the successful bidder the Services and Facilities
listed below:
a. Company's Project Coordinator to facilitate discussion with the successful
bidders officials at both, Management and Operating levels
b. The infrastructure required from the company during execution of the project
would cover office space and allied peripherals including internet connectivity
during the onsite visits conducted by the successful bidder.
c. Company to facilitate meetings with authorized personnel when requested by
the successful bidder to discuss the user acceptance process, where necessary.

8.4. SLA RESPONSE TIME AND SLA PERFORMANCE METRICS AND RELATED PENALTY

SLA Response Time


Support Category/ Response
Criteria Resolution Time
Severity Time
Priority 1 (Critical) The system cannot be used for 30 Minutes Resolved within
normal business activities. There 90 Minutes
is certainty of financial loss to the
company.
Priority 2 (High) There is a problem with part of 1 Hour Resolved within
the system, which impacts on the 4 Hours
companys decision making. No
viable workaround is available.
There is a likelihood of financial
loss.
Priority 3 (Medium) The efficiency of users is being 4 Hours Resolved within
impacted, but has a viable 2 days
workaround
Priority 4 (Low) A low impact problem that 5 Hours Resolved within

Kamarajar Port Limited Page 83of 192


RFP for Implementation of ERP System at KPL

affects the efficiency of users but 5 days


has a simple workaround.

SLA Performance Metrics


Penalties for non-adherence to Helpdesk SLA parameters
Severity of Violation Measurement
Priority 1 (Critical) The Critical defects should be resolved within 90 Minutes
from the time of reporting full details.
For the calculation of penalty, the company will calculate the
number of violations by the successful bidder every month.
The calculation will be done as per the following table:
% defects resolved within No. of Violations considered
90 Minutes
<100% &>=95% 0
< 95% &>= 90% 1
< 90% &>= 85% 2
< 85% 3
Priority 2 (High) The High defects shall be resolved within 4 Hours from the
time of reporting full details.
This service level will be monitored on a monthly basis.
For calculation of penalty, the company will calculate the
number of violations by the successful bidder over the
Quarter. The calculation will be done as per the following
table:
% defects resolved within 4 No. of Violations considered
Hours
<100% &>=95% 0
< 95% &>= 90% 1
< 90% &>= 85% 2
< 85% 3
Priority 3 (Medium) The Medium defects shall be resolved within 2 days from the
time of reporting full details.
This service level will be monitored on a monthly basis.
For calculation of penalty, the company will calculate the
number of violations by the successful bidder over the
Quarter. The calculation will be done as per the following
table:
% defects resolved within 2 No. of Violations considered
Days
<100% &>=95% 0
< 95% &>= 90% 1

Kamarajar Port Limited Page 84of 192


RFP for Implementation of ERP System at KPL

< 90% &>= 85% 2


< 85% 3
Note:
1. Monthly performance evaluation will be conducted by the Company.
2. Penalty Calculations - The framework for Penalties, as a result of not meeting the
Service Level Targets is as follows:
a. The performance will be measured monthly for each of the defined service
level metric against the minimum/target service level requirements and the
violations will be calculated accordingly.
b. The number of violations in the reporting period for each level of severity
will be added and used for the calculation of Penalties.
c. Penalty applicable for each of the Critical, High, & Medium severity
violations is INR 10,000 (INR Ten thousand) per violation.
d. For violation calculation every month, the defects closing date in that
particular month will be considered.
SLA Exclusions:
The time lost due to any of the following causes shall not be included in calculating
Resolution Time:
a. Time lost due to power or environmental failures.
b. Time taken to recover the equipment because of power or environmental failures.
c. Time taken for scheduled maintenance/troubleshooting (including backup and
restore times) either for preventive purposes or improvement in function or other
purposes.
d. Time taken for reconfiguration or other planned downtime situations.
e. Scheduled shutdowns as required by the company. The successful bidder may also
request the company for a shutdown for maintenance purpose, which request will
not be denied unreasonably by the company.
f. Time taken for booting the systems.
g. Time taken to get approval from all stakeholders for the exclusive availability of
system for support activities where the prospective solutions can be tested prior to
promotion into production.
h. Time taken for the company to approve the workaround or fix.
i. Time taken by the third-party vendors and service providers for fixing a product
related fault/defect, replacement of part(s), or responding to clarifications.
In the event, the companys users are not defining the support category/severities, the
successful bidders team will analyse the problem and will set appropriate support
category/severity to the problem. In case if the successful bidders support team does not
agree with support category/severity defined by the companys user then all such
disagreements will be discussed with Project Manager from the company.

Kamarajar Port Limited Page 85of 192


RFP for Implementation of ERP System at KPL

ANNEXURE TRS - TECHNICAL REQUIREMENT SPECIFICATIONS (TRS)

Technical requirements matrix is stated below. The response time requirements are given
below:-
User Activity to be guaranteed by the Vendor
1. Menu Navigation - To display the menu as per the defined user LAN Users: <1 sec
role and profile WAN Users: <3 sec
2. Screen Opening - To display the selected data entry screen from LAN Users: <1 sec
the menu chosen WAN Users: <2 sec
3. Field Navigation - To navigate between the data entry fields in LAN Users: <1 sec
the screen WAN Users: <3 sec
4. Look-up response time - To display items from list of values LAN Users: <1 sec
WAN Users: <2 sec
5. Look-up response time - To display items from table LAN Users: <5 sec
WAN Users: <8 sec
6. Screen Navigation Navigation between different data entry LAN Users: <1 sec
screens WAN Users: <2 sec
7. Transaction Commit Transaction saving after completing the LAN Users: <2 sec
data entry WAN Users: <3 sec
8. Query Retrieval Response Time - Simple query LAN Users: <5 sec
WAN Users: <10 sec
9. Query Retrieval Response Time - Medium complexity query LAN Users: <8 sec
WAN Users: <12 sec
10. Query Retrieval Response Time - High complexity query LAN Users: <15 sec
WAN Users: <20 sec
11. Reports Generation Response Time - Simple report LAN Users: <5 sec
WAN Users: <10 sec
12. Reports Generation Response Time - Medium complexity report LAN Users: <20 sec
WAN Users: <50 sec
13. Reports Generation Response Time - High complexity report LAN Users: <1 min
WAN Users: <2min

Kamarajar Port Limited Page 86of 192


RFP for Implementation of ERP System at KPL

The technical fit will be measured as per the response to the technical parameter questions
in the table below:

Essential (E) / Available


TECHNICAL PARAMETER
Desirable (D) Yes/No
Architecture
1 Does the application system architecture support E
upgrading with minimum modifications/downtime?
2 Ability to suitably map company business need and E
modify without modifying any application source code,
so that they are preserved during upgrades.
3 Is the system's solution based on shared and reusable E
architectures, that is, applications, systems and
infrastructure are characterized as service-oriented,
component-based & reusable?
4 Does the system provide for multi-tiered architectures? E
5 Does the system support interoperability to the extent D
that business processes, application and data can be
shared and integrated across the enterprise with
potential business partners?
6 Does the system provide application architectures that D
are highly granular and loosely coupled?
7 Does the system provide web based interface for E
Company access?
8 Does the solution architecture provide end to end E
horizontal and vertical scalability? Scalability in terms of
numbers of users, workflow supported and
Organizational entities.
9 Does the offered ERP product support virtualized E
environment based on solution from Vmware, Hyper-V
etc.
Integration
10 The Solution shall provide an application architecture E
which can be integrated with third party/legacy
applications using the builtin integration
tools/technology at least for applications as detailed in
the NIB (Integration).
11 The tool should have capability to auto generate a E
service based on the input/output of a step so that the
developer can later write/create logic for the integration

Kamarajar Port Limited Page 87of 192


RFP for Implementation of ERP System at KPL

service i.e. The tool should provide out of box capability


to expose a business process. It is expected that the
adapters can be implemented by configurations without
coding.
12 The proposed system should provide integration E
capabilities, with support for web services, Java based
API, and URL-based integration.
13 Should conform to Web Services standards WSDL, E
SOAP, UDDI etc.
14 The proposed product must support both synchronous E
and asynchronous integration flows.
15 The solution should have a component to integrate E
(two-way) with at least IBM Lotus Notes, Microsoft
Exchange and other standard/open /cloud based mail
messaging solutions. Should integrate with mail clients
like Ms Outlook, Outlook Express.
16 Ability to integrate/interface with industry standard E
engineering applications
17 Can the system import and export data to/from Project E
management software like Microsoft Project, Primavera
etc.?
18 Can the system be integrated with the LDAP system? E
19 Ability to interface with Bar Code, SMS Gateway, GPS, E
RF devices, & RFID based Port Access Control Systems
20 Availability of framework and tools to develop custom E
adapters in the product.
ERP Solution
21 The ERP should comply with the Indian Information D
Technology Act
22 Does the offered solution offers industry solutions for E
Ports/ Transportation & Logisticsindustry?
23 Does the offered solution supports India specific E
requirements like taxes, duties & other government
levies and other statutory requirements.
24 Does the offered solution has India CPSU compliant D
payroll?
25 The solution architecture should have Production, E
Development and Quality Assurance/ test
environments.
26 ERP solution shall be Unicode and SOA compliant. E
27 The solution should be IPv4 & IPv6 compliant. E
28 Ability to connect ERP database through ODBC, OLEDB, E

Kamarajar Port Limited Page 88of 192


RFP for Implementation of ERP System at KPL

JDBC and through native drivers.


29 The solution should have the ability to modify the ports D
and work concurrently such that there is no clash with
any other software e.g. Anti-Virus, Firewall, other office
applications
30 Ability to support multi-currency and multi time-zone E
operations.
31 Capability to tailor the error messages. E
32 The system should cater for multiple companies, E
divisions and departments.
33 Ability to design different custom views of data to be D
accessed by different users or group of users according
to their data access authorization. Views should provide
high graphical interface and should support drag and
drop feature for data fields for easy on-line design of the
view contents.
34 Ability of the solution to provide XML based web- E
services which can be used by other applications.
35 Ability to support third party load and stress testing D
tools (like Load Runner, Silk Performer etc.)
36 Ability to provide input forms and reports in localized E
legal language i.e. Hindi based on language selected at
the time of logon.
Mobility
37 The solution should support mobile application E
development & deployment for enterprise mobility.
38 Ability of centrally administer and manage mobile E
application and users.
39 Ability to integrate with mobile OS E
(Android/Windows/iOS) and should support for
publishing dashboard reports onto mobile.
40 Support for a broad range of connectivity options, E
including Wi-Fi, GPRS, 3G/4G, LAN, Satellite, and
Bluetooth.
41 Support for the use of network architectures that utilize E
demilitarized zones, reverse proxies and load balancers.
42 Support for seamless roaming between connectivity D
options without user interaction e.g. automatic
switching from 3G to Wi-Fi when Wi-Fi is available.
43 Support for synchronization of data between the mobile E
application and the backend system, at the request of
the mobile application user and via push from the

Kamarajar Port Limited Page 89of 192


RFP for Implementation of ERP System at KPL

backend.
Data Migration
44 The solution shall be able to import/export data from D
various databases and formats (text, excel, CSV, XML
etc.)
45 Import Data Wizard to import Master/Transactional E
data and control settings in selected file formats to
easily convert data from other applications.
46 Ability to provide database & application programs D
migration tool for migrating from one server to another.
Workflow
47 Ability to utilize integral workflow capabilities for E
routing, knowing status and be able to view the
document flow with duration at each level.
48 Capability to route the item to an authority who is not D
part of the work-flow to whom it can be referred.
49 Capability to automatically re-route the item to E
alternate authority in absence of the initial authority
after a defined period.
50 Workflow integration with e-mail system thru SMTP, E
Messaging/Mobile Solutions.
Database
51 The proposed ERP product should be supplied with E
database licenses for DC & DR.
52 The database should support both OLTP and OLAP E
together.
53 The database should support hot and cold data concept D
by providing features to manage data cost effectively by
offloading historical data to less expensive disk based
storage without restricting the data to be used in a
query.
54 The database should have in-memory processing E
capabilities and columnar architecture for storage,
retrieval and processing of data elements
55 The database should provide native data compression D
feature without affecting OLTP and OLAP performance
56 There should be no performance penalties or overheads D
when querying against compressed data sets.
57 The database technology should be a full-featured E
RDBMS and should adhere to ANSI standards
58 The database should support ANSI SQL. E
59 The database should support full, incremental, E

Kamarajar Port Limited Page 90of 192


RFP for Implementation of ERP System at KPL

incremental since last full backup strategies.


60 Should provide comprehensive administration, D
diagnostic, monitoring and performance tuning tool
61 The proposed database should support both column and E
row store.
62 The database should be able to store the data in- E
memory for faster performance of queries
63 Database should run on 64 bit processor (RISC & EPIC) E
Data warehousing (DW) and ETL Tool
64 Capability of ETL tool to extract, transform and load data E
from disparate source systems and perform the
necessary transformations to establish a common
format.
65 Does the ETL tool support on-line and batch data E
extraction, transformation and loading.
66 Is Data Warehousing/Business Intelligence tool an D
integral part of ERP solution offered
67 Does the ETL tool have user friendly GUI for the users to D
handle ETL processes, such as modify data feeds, change
of business logic used for data ETL, modify ETL
parameters, create/edit/execute large number of
transformation rules.
68 Does the solution include a data mining tool that D
provides bottom up, discovery driven data analysis?
69 Does the solution include a tool to expedite data D
mapping process from source systems to the DWH
objects?
70 Does the solution include rule based data D
cleansing/enhancement tool?
On-Line help
71 The ERP system shall have context sensitive help E
capability online
72 Can the users access online documentation? D
73 Does the system have Integrated tutorial D
documentation tool?
User Friendly Capabilities
74 Ability to set up business rules like threshold limits and E
notify exceptions/alert/reminders to users.
75 Ability to attach soft copy of documents to master and E
transaction records.
76 Ability of the solution to provide query/messaging D
facilities through: IVRS on intercom telephones, Mobile

Kamarajar Port Limited Page 91of 192


RFP for Implementation of ERP System at KPL

SMS based application, Feedback triggers similar to


telebanking.
Reporting Capabilities
77 Access to data and report based on user responsibilities E
(Roles based access to reports)
78 The solution should provide user friendly interfaces for E
transactions, screen navigation, query, generation of
reports, data exports, etc.
79 Ability to generate report output directly in excel, pdf, E
text, Lotus Work sheet, XML or such other file types and
mail to specific mailing lists
80 The solution should support sections, tables, pivots, E
charts, graphs, etc.
81 The user should be able to browse through metadata for D
detailed information on objects of ERP to build adhoc
reports
82 The user should be able to create custom E
objects/formulas for repeated use in reporting tool
83 The solution should provide standard report templates D
84 Ability to schedule reports to run at periodic intervals E
85 Ability to send reports electronically like email/fax etc. E
to other users
86 Ability to view reports through web, mobile devices E
87 Ability to prioritize reports while execution D
88 Ability of reporting both at unit level and at company E
level
89 Ability to provide comprehensive MIS dashboards for E
senior management
90 Ability to archive reports and use in document D
management
91 Ability to prioritize reports while execution and D
terminate generation of reports based on resource
limits
92 Ability to allow users the following for creating their E
own views or reports with ease: Selection of columns,
apply filters and sort orders, summation, drill down/drill
up, averaging, user defined periods, suppression of zero
prints, ability to round , on-line preview/view, variable
width, user defined columns & rows, arithmetic
calculation facilities, Variable print format (e.g. A3/A4)
93 The solution should have a GUI tool to build reports E
94 Is conditional formatting possible, based on thresholds D

Kamarajar Port Limited Page 92of 192


RFP for Implementation of ERP System at KPL

or data ranges for any cell in the report


Web Portals
95 The application should support GUI and be accessible E
from Web-interfaces enabling the user to operate the
system with the help of standard Internet-browser.
96 Does the portal support personalization and role based E
access?
97 Ability to integrate the web portal with ERP solution. E
98 Ability to publish and subscribe facility for web content D
delivery.
99 Ability to support redundant single sign on server. E
100 Does the portal allow multiple portlets to be displayed? E
101 Is single sign on to other components possible through E
portal?
102 Does the tool allow automatic indexing and searching D
portal?
103 Does the solution provide a tool for content D
management?
Security and Controls
104 Ability to support authentication by use of User IDs, E
passwords, encryption, tokens, PIN codes and timeouts.
105 The system should assign and enforce access rights to E
users for accessing certain data and functions within the
application appropriate to their position and job roles.
106 Complete/Customized audit trail for all types of E
transactions on application level.
User Access and Security
107 Ability to allow definition of rules for password E
composition and password encryption as per Company
password policy
108 Ability to configure the number of permissible E
unsuccessful log-in attempts.
109 Ability to handle data updating/deletion/creation only E
through application layer by restricting users from
accessing the database directly.
110 Ability to provide access level security for entry forms at E
field level - allow, read only, hide and at transaction
level - allow/deny
111 Ability to provide access level security for reports at field E
level - show/hide and at transaction level - allow/deny
112 Ability to provide authorization by transaction type E
113 Ability to provide authorization by user name E

Kamarajar Port Limited Page 93of 192


RFP for Implementation of ERP System at KPL

114 Ability to provide idle/session time out. E


115 Ability to encrypt password while passing on wire E
116 Ability to support 2 factor authentication for connecting D
to ERP from internet
117 Centralized repository of all identification and access E
control data
118 Support access control to individual or groups of E
applications.
119 Ability to provide restriction on maximum execution D
time on any transaction
120 Ability to provide user login with time restriction E
Disaster Recovery
121 Ability of the solution to support DR with replication of E
data
122 Is there any recovery processing provided in the event D
of software, hardware or data failure?
123 Ability to support high availability E
architecture/infrastructure to ensure solution
availability in case of hardware failure
Hardware
124 The application should be natively built based on 64 bit E
operating system and shall support 64bit CPU
architectures (RISC/ EPIC)
125 The solution design should support high availability at E
both database and application layer. Also support load
balancing at application layer.
126 The solution should include tools/mechanism for E
system, database administration, performance
measurement and tuning activities along with reporting.
Backup and Restore
127 The solution should provide functionality for automated E
database back-ups and restore.
128 The ERP shall have a built in software to manage E
application software backups and restore with source
control.
129 Solution should support third party backup tools like D
IBM Tivoli, HP Data Protector, CA Unicenter, Symantec
Netbackup, Netvault, Commvault etc.
130 The solution should be capable of supporting full, E
incremental, on-line, and off-line data backup and
restoration.
131 Ability to allow fresh login to ERP during online data D

Kamarajar Port Limited Page 94of 192


RFP for Implementation of ERP System at KPL

backup.
Operational
132 The product must have a management console monitor E
and manage processes. This console should be available
via a web browser.
133 The proposed products management console must E
enable administrator to control and manage processes
that have errors in them.
134 The single management environment must show E
running application servers, applications and service
engines and allow easy troubleshooting of runtime
problems.
135 Ability to support remote operation of system D
administration
136 Ability to access the application over network having E
high latency (e.g. VSAT)
137 Provision for version control mechanism of source code. D
138 Ability to provide integrated management for all the D
components, including but not limited to:
1. Database
2. Application Servers
3. Web Servers
4. Integration Servers
5. Portal
6. User identity management
139 Ability to provide performance statistics for the D
CPU/Memory, database, Application servers, and
predict possible system bottlenecks
140 Availability of tools for Configuration management, D
Performance tuning, System diagnostic, Capacity
Planning etc.
141 Provision for centralized role and user management & E
administration for the solution.
142 Provision of a centralized tool for management of E
developments across landscape like moving, monitoring
& troubleshooting.
143 Provision for data archiving with tools. D
144 Centralized system monitoring/dashboard engine for D
entire solution, including DB health check, memory
management, transaction load analysis etc.,
145 Provision for automated discovery of support D
patches/packages considering current patch levels and

Kamarajar Port Limited Page 95of 192


RFP for Implementation of ERP System at KPL

DB, OS versions.
146 Provision for offline data entry and interactive forms. D
147 Integrated Development Environment. E
148 Ability to perform periodic system health check & D
reporting by OEM.
149 Is the system compatible with 3rd party system D
monitoring package, application diagnostic tools such as
HP Open View, BMC Remedy, CA Unicentre, IBM Policy
Director, CA-Wiley or other Network Management
software etc.?
Access and Process Management
150 Solution should provide Segregation of Duties (SOD) E
rules "out of the box" and be flexible to add more rules
or modify existing rules.
151 Ability of system to identify access risks across multiple D
applications
152 System provides for mitigation of risks by system ID and D
by access risk rule
153 Solution should provide audit controls for mitigation of E
access risks
154 Solution should provide the ability to generate proactive D
alerts
155 Access Risk Analysis - Solution should provide risk and E
SoD analysis at user, role, transaction, and authorization
object field value levels. It is important to cover 4 levels
to ensure no conflicts exist.
156 System should monitor custom transaction codes D
157 Ability of system to enable creation and management of D
business roles that are understandable in the context of
the business function performed.
158 Ability of system to enable documenting and managing E
changes to role definition over time including audit trail
of all changes.
159 Ability to analyze the selected roles in a request against E
the SoD matrix in real time, to prevent any possibility of
risk, fraud or violations.
160 System should provide for role comparison to detect E
and eliminate redundant or superfluous roles or user
privileges
161 Ability of system to provide secure and auditable E
privileged user access
162 The system should document the organizations overall D

Kamarajar Port Limited Page 96of 192


RFP for Implementation of ERP System at KPL

control objectives and identified risks once and tie them


to different processes or org levels.
163 Risks should be associated to more than one control or D
process, but evaluated and documented individually for
each process.
164 The solution should have the ability to monitor endto- D
end controls environment for specific business
processes.
165 Ability to support audit log report that uses the E
underlying time dependency to display all changes made
to specific control or process over time.
166 When control violation occurs, system should allow both D
- generate a case automatically and allow manual case
generation.

The bidder shall meet all the Essential (E) TRS parameters and also achieve more than 80%
score, failing which the bid will be liable for rejection.
Award of score for TRS parameters:
Maximum Possible Score: No. of Essential Parameters * 2 + No. of Desirable Parameters * 1
(i.e. 109*2 + 57*1 = 275)
Net Score Percentage =
Score obtained for all the parameters (as specified in TRS) * 100
Maximum score possible for all the parameters

Kamarajar Port Limited Page 97of 192


RFP for Implementation of ERP System at KPL

ANNEXURE FRS FUNCTIONAL REQUIREMENT SPECIFICATIONS (FRS)

Upon careful reading of the following FRS, the bidder shall assess the details for basic
completeness of the information provided in meeting the standard requirements associated
with the company. In the event that the bidder identifies any issue with the FRS, clarifications
need to be sought by raising queries ahead of the pre-bid meeting.
The offered ERP Product (including bolt-on or 3rd party solutions, where required) shall be
based on meeting each of the essential (E) functionalities specified in FRS.
It is expected that the functionalities identified as desirable (D) shall be addressed through
the components identified above, or through a suitable enhancement, workaround or
development. No additional ERP Product components or bolt-on or 3rd Party Solutions are to
be included in the BoQ for only meeting any desirable (D) functionalities mentioned in the
FRS.

1. Corporate Finance:
Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General Requirement
1. Ability to update and maintain Fixed Assets Register E
(Including inter unit transfer of assets and
componentization of assets as per Ind As).
2. Ability to reconcile Inter Unit transactions E
3. Ability to incorporate Impact of AS7 D
4. Finance and accounting module will need to be Ind As E
Compliant
5. Ability to perform Financial Analysis of Capital E
Investment. Financial analysis of Capital investment is
done using instruments IRR, NPV, ROI, Payback period,
Sensitivity analysis etc.
6. Ability to track units, regions, sectors, products, E
projects, employees, cost centers uniquely
7. Ability to track RTGS/NEFT payments E
8. Current exposure levels across banks E
9. Monitoring of the following: E
a. Current investments made with banks, with due
dates of maturity and expected proceeds on
maturity, Avg yield on interest income
b. Investments with Mutual funds

Kamarajar Port Limited Page 98of 192


RFP for Implementation of ERP System at KPL

c. Long term investments made (monitoring of share


holding pattern)
10. Bank-wise limits of LCs and BGs E
Trade Receivables Management
11. Ability to generate online reports from source E
transactional data
12. Ability to account auction sale of unserviceable stores E
Capital Budget
13. Ability to check the financial workings. Ability to check E
the formula for desired financial results and not the
value only (Authorized control)
14. Ability to monitor the capital budget expenditure E
scheme wise and unit wise with reference to the targets
fixed. Facility to modify the targets.
Direct Taxation
15. Ability to consolidate information for tax audits, E
information from memorandum records, and audited
annual accounts.
16. Ability to prepare income tax return (to be generated E
through ERP system) including TDS & TCS returns
17. Ability to interact with Units for various input E
requirements.
18. Ability to store Back up documents and the same E
available for download.
19. Ability to provide online access to transactional data and E
consolidated data in downloadable form.
20. Ability to generate, compile, analyze, and monitor E
management information reports.
21. Alerts for IT assessment & court appeals one week E
before the important due dates. No current system
exists for court appeals/case management
22. Ability to intimate on summary of circulars/notifications E
etc. Notify the required people in an authorized manner
upon receipt of required circular/notice
Indirect Taxation and Enterprise Risk Management
23. Ability to generate online reports from source E
transactional data
24. Ability to intimate on summary of circulars/notifications E
etc. Notify the required people in an authorized manner
upon receipt of required circular/notice
Cash Management
25. Online integration with Public and Private Sector Banks E

Kamarajar Port Limited Page 99of 192


RFP for Implementation of ERP System at KPL

26. Ability to provide On-line availability of bank wise Gross E


balances, pending debits and Net balances by accessing
bank transactions through banks web sites and unit
allocation details in the proposed system.
27. Ability to update information in system whenever there E
is some transaction in KPL bank Accounts.
28. Ability to generate instructions for Interbank funds E
transfer considering the surplus/ deficit of funds in
various Bank accounts of Corp. Office
29. Ability to incorporate bank transactions in bank book by E
accessing data through banks web sites and Corp. Cash
collection system.
30. Ability to provide On-line availability of customer wise, E
project wise unit wise outstanding invoices to facilitate
allocation is expected in the proposed system.
31. Ability to review bank statements with respect to E
collections and prepare customer wise project wise
collection report.
32. Ability to update desired information relating to pending D
debits utilizing web based bank statements and Units
allocation details.
33. Ability to perform bank reconciliation based on E
comparison of bank statement and bank book.
Finance Establishment
34. Ability to check approvals w.r.t. work policy/purchase E
policy's clauses online.
35. Ability to generate report w.r.t deposits on expiration of E
contract.
36. Ability to monitor threshold limit of TDS deduction E
vendor wise.
37. Ability to generate Balances of suspense heads E
(schedules) and service tax statement.
38. Ability to maintain data of bank guarantee and FD, E
generate exception report on expiry.
39. Ability to capitalize leased assets and prepare payment E
schedule.
40. Ability to attach scanned copy of the supporting E
document in soft form with JV and be visible to other
Units for passing respective entry.
Data for Actuarial Valuation
41. Ability to provide access to required information in E
designated format from Units, Sectors, RODs and HQ

Kamarajar Port Limited Page 100of 192


RFP for Implementation of ERP System at KPL

online basis for submission to actuaries.


Corporate Budget
42. Ability to consolidate Company Level monthly E
management information report for operating results
and finalization of broad objectives.
43. Ability to access required information of units, cost E
centres, business sectors online for operating results,
finalization of broad objectives, Budget exercise and
advance tax calculation.
44. Ability to analyze variations for operating results and D
finalization of broad objectives. Analysis of past
operating results and finalization of 2 year objectives
45. Ability to generate and analyze reports online for E
operating results, finalization of broad objectives and
Budget exercise.
46. Ability to consolidate Company Level budget E
47. Ability to have access to Units data. E
48. Ability to access required information of units, cost E
centres, business sectors online for Ten Year Digest.
49. Ability to consolidate Company Level report and access E
to required information for Cost Audit.
Corporate Books
50. Ability to perform online inter-unit accounting and E
reconciliation
51. Ability to prepare Balance Sheet and P&L and E
incorporate informative portion in BS & P&L online (unit
wise as well as consolidation)
52. Ability to prepare schedules for audit, formats of E
Operating Results, Quarterly Results and Flash Results
with provision to compare across periods and related
budgets (unit wise as well as consolidation)
53. Ability to prepare annual accounts, consolidate E
Accounts, and informative Portion in Annual Accounts
online.
54. Flexibility to update formats as per the changes in the E
guidelines/new requirements such as revised Schedule
VI/IFRS/Ind.AS
55. Ability to provide access to Units on D
Letters/Notifications on logging to system.
56. Ability to submit and consolidate data for Trail Balance E
57. Ability to generate online daily accounts and inter-unit E
reconciliation

Kamarajar Port Limited Page 101of 192


RFP for Implementation of ERP System at KPL

58. Ability to prepare Corporate Financial Statements (CFS) E


Online.
59. Ability to submit and consolidate data for informative E
portion (disclosures), intra group transactions and
balances online.
60. Ability to perform online intra-group reconciliation E
61. Ability to prepare annual accounts and consolidation in E
line with the requirements of IFRS/Ind.AS
62. Provision for modification of input and output formats E
63. Ability to consolidate and extract Reports as per E
requirements
64. Ability to generate emails/letters for follow up with the D
concerned agencies
65. Ability to store details on previous follow ups with the E
concerned agencies
Corporate FSD
66. Ability to generate management information reports D
online
67. Ability to generate triggers for key milestones. D
Milestones to be maintained in the database. There
would be project specific milestones also like bank
guarantee related dates etc.
68. Audit trail for forward cover. D
69. Ability to generate automatic trigger for all BGs and LCs E
expiring in a month
70. Ability to generate automatic trigger for any payments E
status under an LC
71. Ability to generate automatic alerts for any over- E
utilization of limits allocated by any unit
72. Ability to generate automatic alerts for any key E
milestones related to PCFC, buyers' credit
73. Ability to generate alerts for BGs being extended E
beyond the original validity
74. Ability to generate report on interest receivable on E
investments made, interest payable on borrowings
made, tax deducted on interest earned, and tax
deductible on the interest payable.
75. Ability to access transactional data online E
Financial Concurrence and Administration
76. Ability to maintain online record of files received from E
various departments auto generated unique serial
number

Kamarajar Port Limited Page 102of 192


RFP for Implementation of ERP System at KPL

77. Ability to access Notice Inviting Tender (NIT) and other E


related documents online
78. Ability to compare the approved NIT with modified NIT D
in case of modifications to the NIT issued to the
approved tender
79. Ability to provide access to purchase/works policy, E
govt./CVC guidelines and Delegation of Power (DOP)
online
80. Ability to make e-offers for the process of tendering D
based on Corporate guidelines. It is about preparing a
consolidated offer by combining the unit/division offers
through System
81. Ability to receive clarifications from concerned E
departments, nomination of committee members as per
DOP, recording of participation in committee meetings,
discussions with indenters, HOD and experts,
participation in negotiations
82. Flexible to absorb all manual activities progressively E
83. Ability to maintain online record of Assets/Stock. E
84. Ability to generate consolidated Management E
Information Report (MIR) for proposals/manpower (use
of Hindi language) for/upto month
85. Ability to extract information from MIR in different E
formats.
86. Ability to provide online availability of complete E
information for all the employees of Finance across 'KPL'
87. Ability to receive Supplementary Audit query directly E
from Govt. Audit & prepare annexures out of central
database
88. Ability to take care of Controller of Auditor General E
Requirement
89. Ability to integrate with IFC (Internal Financial Control) E
document
90. Ability to reconcile Financial accounts with Cost E
accounts
91. Ability to set standards and analysis of variance E
92. Ability to recognize prior period or pre-paid transactions E
based on the accounting policy of the company.
93. Ability to monitor legal cases for contingent liabilities E
94. Ability to monitor claims against the company not E
acknowledged as debts
95. Ability to gather expenditure incurred equipment wise E

Kamarajar Port Limited Page 103of 192


RFP for Implementation of ERP System at KPL

for cost control effectiveness


96. Ability to generate XBRL files especially for Financial E
statements and Cost audit reports
97. CSR expenditure and mechanism for reviewing the E
utilization certificates
98. Ability to track insurance policies and claims E
99. Ability to maintain & retrieve the payroll data pertaining E
to all employees for 10 years or more to facilitate for
calculation of wage revision arrears as and required

2. Human Resource & Payroll:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
Organization Management
1. Ability to define organization hierarchy, organization E
structure of corporate headquarters and unit/project
locations
2. Ability to generate tree structure giving details of all E
unique role holders and reporting employees (defining
reporting and reviewing relationship) - including dual
reporting mechanism
3. Ability to incorporate any reporting changes in the E
structure through competent approvals
4. Capability of providing the 'Drag and Drop' or alike E
feature for recording changes in the organizational
structure (repositioning/ redefining the structure)
5. Ability to define various categories of employees across E
all classes - regular, contract, re-employed retired
manpower, outsourced manpower, dying cadres, ex
cadre positions, on deputation, voluntarily retired,
resigned, technical resignation etc.
6. Ability to define the functions which are outsourced and E
categorization of the same in to manpower outsourcing
and activity outsourcing
7. Ability to update manpower as per norms of sanctioned E
organization structure
8. Ability to define name of functions, sub-functions and E
positions
9. Ability to add new functions as per company policy E

Kamarajar Port Limited Page 104of 192


RFP for Implementation of ERP System at KPL

through competent approvals


10. Ability to create/modify/ delete new department, E
functions & positions
11. Ability to analyze the manpower (sanctioned vs actual) E
with respect to the department/discipline/unit/project
wise etc.
12. Ability to support integration of positions with E
manpower planning module to understand staffing
requirements
13. Ability to store designations along with the skills and E
competencies required for a particular position so as to
analyse the redeployment of existing employees
14. Ability to maintain change in hierarchy levels or E
designations due to promotions, transfers of employees
(Integrate with Promotion Module, Transfer Module)
15. Ability to define multiple organizational structures E
(positions) and multiple reporting relationships and
integrate with the respective employee data
16. Ability to restrict making changes in the OM to E
authorized persons only
17. Ability to seek confirmation after every change made in E
the structure, changes to be made permanent only on
authentication by the controller of the authorized
person Two stage process
18. Ability to change/restore/rollback changes to a previous E
(given) dates and report inconsistencies
19. Ability to define administrative powers for E
organizational units position-wise
20. Ability to integrate administrative power definitions to E
work flows and approvals
21. Facility to project the cost implications of adding new E
/modify - manpower/department/function/position
22. Ability to clearly define the hierarchy of Delegation of E
Power in the organization
23. Ability to update any changes made in the structure, E
positions, hierarchy etc. as per change in company
provisions
24. Ability to provide reports of total organization hierarchy, E
organization structure of corporate headquarters and
unit/project locations by selecting different parameters
of designation, class, wing, location, category
(SC/ST/OBC/unreserved), male/female etc.

Kamarajar Port Limited Page 105of 192


RFP for Implementation of ERP System at KPL

25. Ability to provide reports on list of excess/vacant E


positions (Integrate with Manpower Planning Module)
26. Ability to provide reports on reporting relationships E
(Functional, Administrative) in a department/location
General Requirements
27. Ability to generate reports on categories of employees E
across classes - Regular, Contract, Reemployed retired
manpower, outsourced manpower, dying cadres, ex
cadre positions, on deputation, voluntarily retired,
resigned, technical resignation etc. by selecting different
parameters
28. Policies and procedures, service rules, maintaining E
service book, Employee self service
29. Ability to define all clauses under KPL Compendium of E
regulations, recruitment and promotional policies
30. Ability to store all company related information E
(Memorandum of Association, Articles of Association
etc.) and statutory compliances information.
31. Ability to send notifications to the competent authority E
for reminders w.r.t the statutory compliances deadlines
32. Ability to provide links to the important items hosted in D
various external websites/in-house websites/intranet
e.g. important circulars/ instructions/ policy documents
etc.
33. Ability to define all formats of the company w.r.t loans, E
advances, leave requests, LTC, Medical reimbursements,
property return etc.
34. Ability to define the structure and members of all E
employee Unions and Associations along with
information of their registered office, office bearers etc.
35. Ability to define a standard format of communication E
with registered Unions and Associations
36. Ability to define all applicable labour/industrial laws and E
ability to monitor compliance/enforcement of such laws
37. Ability to process cases for constitution of committees D
and reconstitution
38. Ability to send notifications to the committee members E
(any) on their representation in the particular
committee, meeting dates, deadlines of the meetings
(for e.g.: if any meetings decision has to be concluded in
a prescribed timeline) and also if the deadlines are not
being met (first level decision making/second level

Kamarajar Port Limited Page 106of 192


RFP for Implementation of ERP System at KPL

decisions implementation)
39. Ability to collate all information in the system w.r.t a D
particular committee meeting and provide the links of
the same as notifications to the committee members
before meetings
40. Ability to store and maintain employee personal data E
such as employee code, name, addresses, phone
numbers, emergency contact information and email
addresses, salary bank account Details, passport details,
home town etc.
41. Ability to maintain employee details with respect to E
PRANN, PAN no, insurance related number (if any), any
other finance or accounts related identification
numbers, aadhar, passport, driving license etc.
42. Ability to maintain employee's gender, date of birth, E
blood group, citizenship, marital status, religion, caste
etc.
43. Ability to maintain an employees education, E
certifications, degrees and any endorsements
(Professional Membership)
44. Ability to maintain previous (multiple) employment E
details like name of the organization, department,
position held (designation), start/end dates, reason for
leaving, last salary drawn, references etc.
45. Ability to maintain names, date of birth and contact E
details of spouse, children, dependents, parents,
nominees, insurance number etc. under different
schemes
46. Ability to maintain employee's recruitment category like E
physically handicapped/ sportsperson /ex-
servicemen/specialist/SC/ST/OBC/others/reemployed
etc.
47. Ability to update employee's recent photograph and E
photograph of dependent
48. Ability to send notifications to the competent authority D
or the employee (as applicable) for verifying the caste
certifications/ education certificates
49. Ability to store verified caste certification, police E
verification report and education certificates
50. Ability to issue NOC for obtaining passport/visa/study E
abroad or for outside employment
51. Ability to maintain the languages known with E

Kamarajar Port Limited Page 107of 192


RFP for Implementation of ERP System at KPL

proficiency of speak, read and write separately. Clear


indication for the mother tongue
52. Ability to maintain the details of spouse and relatives in E
the service of the organization including name,
employee no., location/department where working,
designation with provision for simultaneous updating of
records of the relative with changes
53. Ability to maintain the details of spouse and relatives in E
the service of any other organization
54. Ability to maintain the awards for which E
nominated/received by the employee including the
name of the award, year of award.
55. Ability to generate lists regarding eligibility for service E
awards as per eligibility
56. Ability to maintain date of joining, probation period, E
date of completion of probation in each grade/post,
date of retirement, date of tenure completion in case of
contractual employment etc.
57. Ability to maintain career progression details like change E
of grade/scale/discipline/transfer.
58. Ability to maintain full transfer history of the employee E
including the current & new location, nature of transfer
(self-initiated/company initiated), date of joining and
date of relieving at different locations, number of times
cancelled but kept in abeyance.
59. Ability to maintain present place of posting including E
date of joining of each unit/office, name of the
department, present designation, grade etc.
60. Ability to maintain history of disciplinary actions (major/ E
minor) taken/initiated against the employee including
date of charge, nature of charge, amount of financial
loss to organization, date of punishment and nature of
punishment, exoneration.
61. Ability to maintain prior experience history in KPL with E
respect to the departments in which posted,
functionalities handled, area of expertise etc.
62. Ability to maintain a database for issuance/information E
with respect to validity of identity cards for all
employees
63. Ability to send notifications for non-clearance till the D
employee submits the identity cards in case of
separation

Kamarajar Port Limited Page 108of 192


RFP for Implementation of ERP System at KPL

64. Ability to integrate attendance management with the E


biometric system or card swapping system in the
organization
65. Ability to record cases of employee registered by E
police/vigilance on the particular employee (Integrate
with promotion module)
66. Ability to maintain details of suspended employees E
(reasons of suspension, time duration of suspension,
restricted privileges etc.) - location where the employee
has been attached during suspension (Integrate with
disciplinary module)
67. Ability to integrate Organization management with E
employee master
68. Ability to provide audit trails of the entire approval and E
also the sensitive process
69. Ability to update the data through work flow on real E
time and online basis
70. Flexibility of additionally capturing any information E
relating to employee at a later date
71. Ability to maintain concurrent jobs for employees with E
additional responsibilities/special duties in addition to
regular responsibilities
72. Ability to link employees with membership of various E
Committees (permanent or temporary)
73. Ability to maintain employee data with regards to E
claims, etc.
74. Ability to maintain details of Guest House rooms E
allotted, charge of room rent and account the same
75. Ability to process scholarship claims as per scheme and E
maintain records
76. Ability to process Children education Allowance claims E
as per scheme and maintain record
77. Ability to process Higher qualification incentive claims as E
per scheme and maintain record
78. Ability to maintain distinct qualification for making E
queries
79. Ability to maintain and view employee leave details E
80. Ability to maintain employee data with respect to PF, E
Gratuity, etc. and nominations for the same (Integrate
with Payroll)
81. Ability to track payments of ex-employees like gratuity, E
CPF, GSLI etc.

Kamarajar Port Limited Page 109of 192


RFP for Implementation of ERP System at KPL

82. Ability to maintain performance appraisal rating of last E


all years and promotion details
83. Ability to maintain service files documents in scanned E
form including proof of date of birth, domicile, bonds, if
any, executed, disciplinary cases details, photograph etc.
84. Ability to seek permission/intimation for acquiring of E
any movable and immovable property
85. Ability to have alerts/notifications w.r.t to filing the E
annual property return within the deadline
86. Ability to edit/modify the Annual Property Return (APR) E
details in the prescribed format as per the provisions of
the company
87. Ability to provide NOC for employees applying for E
employment outside the organization
88. Ability to process cases of employees applying for higher E
education - self or sponsored
89. Ability to provide birthday reminders, anniversary E
reminders (wishes) etc.
90. Ability to provide address proof letter to employee for E
various purposes
91. Ability to remind the employee through self-service/e- E
mail/sms regarding modification or requirement of
additional data for e.g. change in nominee in case of
marriage
92. Ability to provide workflows. Accommodates multiple E
levels of review and approval
93. Ability to process nominations for IR Committees D
AJC/Bipartite/BSC/ PJC etc.
94. Ability to process HBA E
95. Ability to provide reports on all employee details as per E
department, class/cadre-wise, location in specified
period
96. Ability to provide reports on employee counts retired, E
resigned, suspended, terminated or left, per
department, class/cadre-wise, superannuating in a
specified period or any past or future date
97. Ability to generate reports category wise E
(SC/ST/OBC/General), on parameters of Male/Female,
on parameters of disability (Full/Partial) etc.
organization wise/particular unit wise
98. Ability to provide reports based on dynamic query by D
selection of different parameters

Kamarajar Port Limited Page 110of 192


RFP for Implementation of ERP System at KPL

Training & Development


99. Ability to address training requirement for internal, E
external and foreign training
100. Ability to support the process of Induction Training for E
new recruits by integrating with the recruitment module
101. Capability of undertaking training need analysis for E
various units for creating a training calendar using
multiple tools e.g. performance management, self-
nomination, nomination through HOD etc.
102. Ability to formulate and update annual Training E
Calendar with list of Training Programs, Batch size,
target group and training clustering viz. Behavioural and
Tech views
103. Ability to seek nomination online and finalize the D
nominations only after approval of controlling officer
same shall then be visible to the competent authority
else till then only visible to the controlling officer
104. Capability to maintain full training attended history of all E
employees
105. Ability to send notifications to the particular employees E
for particular trainings for which they are nominated or
in case of change of nomination
106. Ability to cancel nomination by the particular employee E
Comments provided by employee and approval
provided by controlling officer
107. Ability to issue notifications to other employees who D
applied for the particular training where nominations
have been cancelled Nominations finalized on first
come first serve basis
108. Ability to update the data through work flow on real E
time and online basis
109. Ability to record participant's attendance in training E
programs and employees nominated but did not attend
a training programme
110. Ability to issue notifications to the particular employees E
and controlling officer following non raising of claims in
stipulated time period
111. Ability to capture Training Policy and customize process E
to update/edit the policy
112. Ability to allot and manage training budget including re- E
allocation of budget and cascading
113. Internal grading training institutions by the training cell E

Kamarajar Port Limited Page 111of 192


RFP for Implementation of ERP System at KPL

based on employee performance post


training/employee feedback
114. Ability to provide training feedback by the employee E
supervisor or HoD 6 months post training for training
effectiveness and training impact analysis
115. Ability to capture Training Needs of various classes of E
employees through PMS Form (Integrate with PMS
Module)
116. Ability to capture Training needs of employees met/not E
met during the year or a given period in detail
117. Ability to customize training feedback form and training E
nomination letters
118. Ability to send notifications to the employees who have D
attended external trainings to conduct internal sessions
119. Ability to provide self-nomination for becoming internal E
trainers with subject and other details of experience etc.
120. Ability to maintain database w.r.t internal sessions D
conducted by the employees who have attended
external trainings
121. Ability to maintain topic/subject wise database of E
internal trainers, number and details of courses
conducted by them quarterly, half-yearly, yearly and
cumulative basis
122. Ability to update training feedback provided by E
participants in the online feedback form
123. Ability to upload external brochures or training D
programme received from external institutes
124. Ability to maintain training budget (for each category of E
training) - cost of training, trainer cost, and maintenance
of logistics actual expenses. Link the TA/DA/Hotel
expenses payment records to find out total cost of
training. Integration of the TA bill passing system with
the Training module
125. Ability to upload the study material or curriculum of the E
external trainings attended by the employees View
provided to all employees
126. Ability to provide notifications to the employees in case D
similar curriculum is already uploaded to avoid
redundancy
127. Ability to maintain database with respect to details of E
vocational trainings - period of training, name and age
etc.

Kamarajar Port Limited Page 112of 192


RFP for Implementation of ERP System at KPL

128. Ability to send the intimation to the concerned offices E


HoD wherein the particular trainee (in case of vocational
trainings) is being assigned
129. Ability to generate completion certificates in case of E
successful completion of vocational training
130. Ability to support the Cost analysis for External training D
institutes or individual trainer
131. Ability to address succession planning requirement with E
respect to training
132. Ability to conduct organization various survey online E
among employees e.g. Organization climate survey,
Employee satisfaction survey etc.
133. Ability to publish HRD bulletin on employee portal E
134. Ability access online training courses available internally E
with HR
135. Ability to shortlist employees for a training programmes E
based on criteria like grade, discipline, work area, social
category, remaining length of service, man-days spent
on training by an individual
136. Ability to view all the future programmes for which E
employee has been nominated while fresh nomination
is being made
137. Ability to link payments made against each training E
programs
138. Ability to manage information pertaining to sponsorship E
made by KPL
139. Ability to manage quality circle activities in detail D
140. Ability to Link ROI with Training Impact D
141. Ability to provide reports on training programmes E
attended during employment
142. Ability to produce individual and departmental trainings E
attended reports
143. Ability to provide report with the participant list and E
total training hours for each employee during specific
period
144. Ability to provide reports on training programmes E
nominated for but not attended during employment
(reasons for not attending)
Recruitment, Manpower Planning
145. Facility to define vacancies based on sanctioned E
strength and existing employee strength for each
department/unit/location etc.(Provision for user defined

Kamarajar Port Limited Page 113of 192


RFP for Implementation of ERP System at KPL

entries should be available)


146. Ability to view vacancy list at any given date & status of E
vacancy (Filled/vacant/dying/in process) Restricted
147. Capability to make provisions for re-employment of E
retired manpower/ contractual employees etc.
148. Ability to send requisition w.r.t E
contractual/outsourced/reemployment of manpower to
competent authority in defined format Restricted
access
149. Facility to define dying cadre positions and not allow E
user to initiate recruitment process in such positions
150. Facility to define positions for internal (recruitment/ E
promotions) or external recruitment
151. Ability to allow user to choose whether to perform D
internal or external recruitments for a certain position
152. Ability to segregate percentage of vacancies on the E
recruitment to fulfil through promotional or direct
recruitment as per the company provisions
153. Capability to integrate with the promotion module for E
filling up of vacancies (Integrate with Organization
Master)
154. Capability to project cadre wise/grade-wise manpower E
requirements for a specified period based on data
relating to resignations/ dismissals/future
retirement/promotion etc.
155. Facility to draw recruitment schedule in accordance with E
the approved requirement plan
156. Capability to generate a consolidated manpower plan D
(Unit-wise) for approval through work-flow
157. Capability to issue alerts before any position falling D
vacant due to retirement/term of temporary or
contractual employee getting over
158. Ability to issue alerts for initiating the recruitment E
process for particular vacancies identified as per the
approved recruitment plan
159. Ability to update changes online on real time basis E
through workflow approvals
160. Facility to capture details of the Recruitment Policy and D
to alert users if there is any violation of the policy
161. Facility to route process of recruitments through various E
levels of approvals and review. Audit trails of the entire
approval process should be available

Kamarajar Port Limited Page 114of 192


RFP for Implementation of ERP System at KPL

162. Ability to store the selection lists and generation of offer E


letter for the respective candidates (regular
recruitment)
163. Ability to refer waitlist within validity period in case of E
selected candidates not joining
164. Ability to generate the merit lists (Integrate with E
seniority lists)
165. Ability to issue notifications to the interview panel D
members the time of discussions, meetings, decisions
etc.
166. Ability to provide the shortlisted candidates information E
to the interview panel members for recruitment process
167. Ability to update interview ratings of candidates and E
maintain a database
168. Facility to define the specifications of the vacancy in E
terms of qualifications, work experience, location
considerations, skills/competencies required, additional
certifications/professional qualifications, etc.
169. Ability to provide information on the competencies E
required for the particular position in which recruitment
is being conducted to the interview panel
170. Ability to link the information to be provided on KPL E
website with respect to recruitments Preparation of
information in the format as required for posting on
website
171. Ability to project and maintain the roster status in the E
specified format as per the norms of the government
172. Capability to project seniority lists of employees based E
on the eligibility criteria and seniority regulations of the
company
173. Ability to give view rights for seniority lists to all E
employees
174. Ability to report inconsistencies by the employees in the E
seniority lists and route the same through competent
authority
175. Ability to publish the final seniority lists (view rights to E
all employees and printing rights to competent
authority)
176. Ability to view department-wise manpower strength by E
HoD - Restricted access
177. Facility to project the budget involved in a particular D
recruitment cycle (Integrate with Finance module)

Kamarajar Port Limited Page 115of 192


RFP for Implementation of ERP System at KPL

178. Ability to integrate with Finance module for payments to D


the external agencies (conducting recruitment)
179. Facility to maintain check list for verification and E
acknowledgement of various aspects related to joining
viz., medical reports, testimonials, caste certificates,
other relevant certificates, etc.
180. Generation of system driven regret letters and/or E
offer/appointment letters through both manual as well
as electronic modes
181. Capability to project cadre wise/grade-wise manpower D
requirements for a specified period based on data
relating to new coming
units/resignations/dismissals/future retirement etc.
182. Facility to create new posts or modify existing posts D
through proper approval
183. Facility to define the evaluation criteria and generation E
of results post-evaluation
184. Facility for managing recruitment for reserved E
categories requiring relaxation in norms as per
Government
185. Ability to integrate with the Training module for E
induction training
186. Ability to issue orders of appointment for employees D
employed on contract basis
187. Ability to issue orders of re-engagement (or extension) D
of retired officers, on contract basis with re-
employment provisions (Integrate with payroll)
188. Ability to store information and change employment D
status of the employee in case of forged certificates
(during joining) (Integrate with separation and payroll)
189. Facility to generate reports on recruitment performed in E
positions and the type of employment
(regular/contract/reinstate etc.)
190. Facility to generate report on the time taken by each D
agency to recruit for a position
191. Facility to generate reports on Time taken for filling up a D
vacancy i.e. from approval to appointment letter
192. Facility to generate reports on Recruitment cost D
incurred/employee and cost per recruitment agency per
project
193. Facility to generate report for all the above E
functionalities with a provision for dynamic querying

Kamarajar Port Limited Page 116of 192


RFP for Implementation of ERP System at KPL

Promotion, Regularization/Probation, Appraisal process


194. Ability to automate the promotion process through DPC E
195. Ability to redefine the promotion process on change of E
policy
196. Ability to integrate with OM, Recruitment and ESS for D
calculation of promotional vacancies
197. Ability to issue notifications for the promotional D
vacancies getting vacant during a specified time period
Notifications to be issued before a stipulated time
period
198. Capability to project promotional vacancies for specified D
period and also populate probable candidates (user
defined criteria)
199. Capability to re-calculate the vacancies and probable D
candidates with different options for promotion policy
modelling
200. Ability to define rules for promotion eligibility in terms E
of tenure, seniority etc.
201. Ability to route the promotion process through E
competent approvals
202. Ability to enforce relaxations in eligibility norms to SC/ST E
(reserved) category candidates, allocating certain
percentage of vacancies for these categories (particular
post)
203. Ability to generate single page bio-data report E
(promotion case format) for each employee due for
promotion based on specific criteria (Integration with
disciplinary, appraisal etc.) Also a column of additional
remarks to be provided which can be filled by the
competent authority
204. Ability to provide notifications to the particular E
employees in case any mandatory tests/exams are to be
cleared for promotional cases
205. Ability to store data and issue notification with respect E
to departmental exams/tests cleared w.r.t promotions
to particular posts
206. Ability to provide notifications to the particular E
employees in case it is the final chance to clear any
mandatory departmental exam or test
207. Ability to issue posting orders and provisional promotion E
lists Restricted access
208. Ability to configure seniority regulations for promotions D

Kamarajar Port Limited Page 117of 192


RFP for Implementation of ERP System at KPL

to any post (Integrate with combined merit/promotion


orders/final promotion)
209. Capability of recommending confirmation of employees E
who are on probation post- recruitment or promotion,
based on the performance rating
210. Ability to initiate issuance of regular promotion order or E
separation process or demotion based on the
mandatory exam/ tests results
211. Integrate with ESS, separation and payroll module E
212. Ability to record the provisional orders cancelled, D
approved or deferred
213. Ability to configure provisions w.r.t probation, extension E
of probation period, training period
214. Ability to issue notifications to the employees and E
competent authority in case of extension of probation
period/training period
215. Ability to initiate appraisal process of the employee E
after completion of first year (in organization) (Access
only to controlling officer)
216. Ability to update / change employment status in case of E
successful / unsuccessful completion of training period
(integrate with separation)
217. Ability to initiate appraisal process (receiving special CR) E
after completion of probation period
218. Ability to update/change employment status in case of E
successful / unsuccessful completion of probation
period (integrate with separation)
219. Ability to issue notifications to the particular employees E
for providing information on the dates of departmental
exams
220. Ability to apply for other mandatory tests/exams E
through competent authority and provide notifications
on the same
221. Ability to configure deemed date promotions (back E
dated) (Integrate with disciplinary cases)
222. Ability to route process of appraisal through competent E
approvals
223. Ability to define the structure of appraisal process in the E
company
224. Ability to support the performance management system E
for all grades of officers through templates including the
online KPI setting as well as KPI setting discussion with

Kamarajar Port Limited Page 118of 192


RFP for Implementation of ERP System at KPL

superiors
225. Facility to review the KPIs set earlier and change them E
during the performance period with adequate rights i.e.
Both employee and reviewer should mutually agree for
the change; the present targets should get recorded in
the system (Integrate with Transfers/ Change of Role).
226. Ability to provide reminders for employees to fill in the E
appraisal formats process initiated through self-
assessment in case of officers
227. Ability to automate the appraisal process and assign E
timelines for each activity for generating
alerts/notifications/reminders
228. Ability to capture details w.r.t to the appraisal cycle for E
e.g. when the report is being reviewed by any
competent authority (controlling/ reviewing)
229. Ability to define Performance Rating Scale as per E
company provisions
230. Ability to define the performance appraisal/ E
management format as per company provisions
231. Ability to initiate target setting by officers as per D
company provisions
232. Ability to approve target setting by employee's senior D
officer as per company provisions
233. Ability to set year-end targets by officers as per D
company provisions
234. Ability to integrate Promotion Module and Payroll E
235. Design Performance Appraisal database to capture E
annual performance ratings of employees of all classes
236. Ability to route the Appraisal form through the E
respective competent authorities for each of the
employees
237. Ability to group employees based on categories of E
performance appraisal ratings
238. Ability to generate notifications by the competent E
authority for the employee in those cases where the
performance ratings have been decided by the company
to be conveyed (adverse)
239. Ability to expunge and update the adverse ratings of E
employees after award of ratings as per the provisions
of company Audit trails stored
240. Ability to display the process stages and completion - E
post completion, rating to be showcased as per

Kamarajar Port Limited Page 119of 192


RFP for Implementation of ERP System at KPL

provisions of the company


241. Ability to scan and store appraisal documents manually E
filled by employees restricted access
242. Ability to view appraisal documents and provide ratings E
by appraiser/reviewer/moderation committee etc.
243. Ability to route the Appraisal form by bypassing E
authority levels in cases where the immediate authority
is absent for valid reasons
244. Ability to record transfer option of an employee at the E
time of promotion and generate reports for the
management for making transfers on promotion
(Integrate with Transfer Module)
245. Ability to update new designation, change of E
cadre/class, salary details etc. in Promotion Database
(Integrate with OM & Employee Master Data Module)
246. Capability to maintain history of performance appraisals E
247. Support to generate notifications to the employees/ E
appraising authorities in case of non-submission of self-
appraisals, etc.
248. Ability to maintain audit trails for all processes E
249. Ability to provide reports on status of completion of D
appraisal process during each stage of PMS
250. Ability to provide reports of employees based on E
performance appraisal initiated and completed,
appraisal ratings (to be conveyed) - Competent
Authority
251. Ability to generate a list of eligible candidates for E
promotion to different grades and streams in
consideration of specific criteria etc.
252. Ability to generate list of pending cases with details E
during shortlist for DPC
253. Ability to provide reports on total employees promoted E
during specific period, category wise, unit wise,
designation wise (all details)
254. Ability to provide reports on employees not selected for E
promotion with reasons (deemed date included)
255. Ability to generate report on employee ratings in the E
last five years
256. Ability to generate performance reports and detailed E
status for specific employees
Disciplinary cases
257. Ability to maintain history of disciplinary actions E

Kamarajar Port Limited Page 120of 192


RFP for Implementation of ERP System at KPL

taken/initiated against the employee including date of


charge, nature of charge, amount of financial loss to
organization, date of punishment and nature of
punishment - Integrate with promotion, payroll,
separation module
258. Ability to configure the regulations/company provisions E
for managing disciplinary cases of the employees
259. Ability to file complaint (act of misconduct) against E
particular employee and routing the same to competent
authority
260. Ability to initiate a preliminary enquiry by competent E
authority in case of any misconduct (Integrate with ESS,
Promotion, Payroll, Separation)
261. Ability to upload the preliminary enquiry report and E
report the results whether disciplinary process to be
initiated or not
262. Ability to generate list of related documents, list of D
witnesses etc. with respect to a particular enquiry by the
competent authority
263. Facility to request additional documents with respect to D
a particular enquiry by the competent authority
264. Ability to issue charge sheet to the concerned employee E
in case of major misconduct
265. Ability to prepare and send the draft SCN by competent E
authority to the employee concerned and other related
officers in case of minor misconduct
266. Ability to send reply to the SCN by the concerned E
employee and send the same to related
officers/employees and competent authority
267. Ability to send reminders to the concerned employee for E
submitting the reply to the served SCN within the
specified time period
268. Ability to receive automated acknowledgement E
response that the SCN notice has been opened/read
(click) by the employee
269. Ability to provide opinion on reply of the concerned E
employee by the competent authority Restricted
access
270. Ability to initiate DE or award minor misconduct E
(Integrate with ESS, promotion, Payroll)
271. Ability to assign Inquiry Officer, Presenting officer and E
send the schedule of the inquiry being conducted to all

Kamarajar Port Limited Page 121of 192


RFP for Implementation of ERP System at KPL

the related officers Audit trails of the process till now


should be provided
272. Ability to upload the daily report of the inquiry to store E
the facts of the case (PO)
273. Ability to update the status on conclusion of enquiry and E
store the same in the format of enquiry report
274. Ability to provide approval by the competent authority E
on the enquiry report
275. Ability to award punishments after competent approval E
in case of major misconduct
276. Ability to issue notification to the particular employee in E
case of award of punishment
277. Ability to record the proceedings in employee history E
Complete Audit trails
278. Ability to integrate with payroll, promotion, separation E
module and employee master
279. Ability to automate the process of first appeal and E
second appeal in case of major misconduct as per
defined process
280. Ability to maintain details of suspended employees E
(reasons of suspension, time duration of suspension,
restricted privileges etc.) Integrate with payroll
Reinstatement
281. Ability to reinstate the suspended employees based on E
enquiry conclusion
282. Ability to maintain audit trails and history of the E
complete process
283. Capability to link to administrative powers for deciding E
on the disciplinary authorities
284. Capability to categorize a case employee wise as D
pending, contemplated, cleared cases for use by other
modules e.g. promotion etc.
285. Ability to provide reports of the number of pending D
inquiries in a FY (Opening and closing balance)
286. Ability to provide reports on enquiries pending from last D
(certain number of) years with details
287. Ability to provide reports for the employees due for E
promotion in a particular year with pending inquiry
Changes in Employment status
288. Ability to define the exit interview form and facility for E
the employee to fill the same
289. Ability to apply for resignation and process the same E

Kamarajar Port Limited Page 122of 192


RFP for Implementation of ERP System at KPL

through competent approvals


290. Ability to provide notifications to the employees with E
respect to notice period provisions of the company
(Integrate with payroll)
291. Ability to define VRS guidelines as per company policy D
292. Ability to route the VRS application through competent D
approvals
293. Ability to request for VRS (integrate with Employee D
Master for check of any pending disciplinary
proceedings) as per policy
294. Ability to accept/reject VRS applications by the D
competent authority and send intimation to the
concerned employees
295. Ability to apply for NDC (No dues certificate)/clearance E
from various departments at the time of Exit/VRS
296. Ability to issue NDC by concerned departments when E
the request is raised Provide notifications to employee
and competent authority
297. Integrate with payroll, disciplinary cases E
298. Ability to provide list of employees turning 50 /55 years E
for Periodical review (probity and efficacy)
299. Ability to maintain history and audit trails of the process E
(Integrate with Employee master)
300. Ability to record transfer policy & procedure in the D
company
301. Ability to automate transfer process (initiate by the E
competent authority on administrative grounds)
302. Ability to request transfers by employees and E
approve/reject transfer requests of employees
(Integrate with ESS Module)
303. Ability to maintain complete history of employee E
transfers since recruitment (Integrate with Employee
Master, Promotion Module)
304. Ability to prepare Transfer list (integrate with E
Recruitment Module for Vacancy List) based on the user
defined criteria e.g. employees who completed 3 years
in one location/department/designation wise/cadre etc.
305. Ability to generate lists of transfer E
requests/recommendations received to be reviewed by
the competent authority for deciding on transfers
with/without promotions. The office may also transfer
an employee without any request/recommendation as

Kamarajar Port Limited Page 123of 192


RFP for Implementation of ERP System at KPL

per the Transfer Policy (integrate with employee master)


306. Ability to record the transfers cancelled, approved or E
deferred
307. Ability to provide notifications in case the employee has D
not joined on a particular location within the stipulated
time period without competent approval
308. Ability to fill in the deputation requisition format and E
route the same through competent approvals
309. Ability to capture details of officers on deputation to E
outside agencies/or utilities
310. Ability to prepare list of employees retiring in the E
particular year and send the same to competent
authority for verification
311. Ability to issue notifications w.r.t retirements to the E
particular employees by competent authority based on
time left
312. Ability to send notifications to particular employees one E
year before retirement by the competent authority
(Integrate with payroll module)
313. Ability to generate service statement (service record, EL E
verification, Last pay drawn, EPF verification, pension
commutation, gratuity etc.) of retirements
314. Ability to provide notifications to competent authority E
for approval of the service certificate
315. Ability to maintain database for employees who raised E
the resignation application (integrate with Employee
Master)
316. Ability to route the resignation request to the E
competent authority only when signed application is
uploaded by the employee for termination of services
317. Ability to initiate the process/provide approvals for the E
disbursal of death related benefits by competent
authority in case the mode of separation is death
(Integrate with Employee master, payroll)
318. Ability to upload the death certificate of the employee E
by the competent authority for disbursal of death
related benefits (Integrate with payroll)
319. Ability to upload application by competent authority for E
MFA in case of death and route the same through
competent approvals ( Integrate with payroll)
320. Ability to update new designation, change of E
cadre/class, salary details etc. in Transfer Database

Kamarajar Port Limited Page 124of 192


RFP for Implementation of ERP System at KPL

(Integrate with OM & Employee Master Data Module)


321. Capability to record request for transfer through E
employee self-service and indicate appropriately at the
time of transfer exercise. Record of such request
wherever acceded to be maintained.
322. Capability to record exemptions given in transfers with E
reasons for the same
323. The system should have the capability to record E
employee history information in deputation cases
324. Ability to apply for permission for applying to other E
organization and route the process through competent
approvals
325. Ability to apply for technical resignations in case E
permission is awarded for the same through competent
approvals
326. Ability to generate report on transfer history/past E
services for a particular employee
327. Ability to generate reports on count of employees E
transferred in a specified period in/to / from a specific
department/location
328. Ability to generate reports on status of officers/staff D
whether released or not released or whether joined/not
joined (along with dates) as per transfers/promotion
orders as on particular date or cross section of time is
available readily from this system
329. Ability to generate reports on the total number of E
employees applied for transfers, number
approved/rejected/pending
330. Ability to generate list of employees retiring in a given E
cross section of time (past or future)
331. Ability to generate list of employees on deputation D
Leave & Attendance
332. Ability to apply and view employee leave (types) details E
by employee through ESS
333. Ability to apply for leave under the appropriate category E
and state the reasons for it
334. Ability to Check the status of leave request E
335. Ability to define admissible leave for employees of all E
classes
336. Ability to define and process types of leaves: half pay E
leave, optional leave, earned leave, casual leave,
medical leave, maternity etc. and all other types as per

Kamarajar Port Limited Page 125of 192


RFP for Implementation of ERP System at KPL

policy
337. Ability to automate the leave procedures/policies (some E
leaves cannot be combined together, same should be
configured)
338. Ability to send for review w.r.t leave requests made by E
employees by the competent authority (comments)
339. Ability to approve/reject leave requests by the E
competent authority made by employees
340. Ability to sanction leave requests post actual availing of E
the leaves (past date approval)
341. Ability to view accrued leave balances in a particular FY E
and also the total balance
342. Ability to intimate the controlling officer when an E
employee goes on unauthorized absence/returns back
from unauthorized absence/ extends leave/ reports in
the middle of the sanctioned leave period/doesnt go on
leave
343. Ability to reconcile the leave balance and roll back the E
leaves deducted in case the employee reports in the
middle of the sanctioned leave period/doesnt go on
leave
344. Integrate with payroll in case of UA Ability to issue E
notifications in case payroll needs to be stopped after a
stipulated time period as per company provisions
(Integrate with disciplinary cases)
345. Ability to initiate disciplinary proceedings by competent E
authority in cases of UA
346. Ability of maintaining the historical data (leaves E
applied/approved/rejected) with complete audit trails
347. Ability to view list of weekly offs, holidays in an year E
348. Ability to manually mark attendance and fill time sheets E
by competent authority /employees
349. Ability to integrate attendance management with E
biometric systems/AADHAR based biometric system in
the company
350. Ability to update work schedule/shift pattern of E
employees by competent authority
351. Ability to provide notifications to the employee on the E
work schedule/shift pattern by competent authority
352. Ability to define and process allowances cases/extra E
leaves when services are provided beyond ceiling limit
as per the eligibility (Integrate with payroll)

Kamarajar Port Limited Page 126of 192


RFP for Implementation of ERP System at KPL

353. Integrate Leave Management with ESS & Payroll, E


Disciplinary Module
354. Ability to calculate total man hours in a particular FY for E
a particular employee (leave as well as in service)
355. Ability to configure special leaves in case of office E
bearers of unions and sportsmen etc.
356. Ability to manage attendance in case of travel/official E
tour approved by competent authority
357. Capability to manage on-line application, tracking and E
approval of various kinds of leave through workflow
logic and self-service
358. Ability to provide the officer/unit/project concerned E
consolidated status of present/absent employees
working under him/her (competent authority)
359. Ability to provide reports to HR and HoD on employees E
presently on leave in the department
360. Ability to provide report on attendance details & leave E
quota/balances (particular employee)
361. Ability to provide reports on number of employees for E
whom leave has not been approved/declined/modified
(in a particular department/location)
362. Ability to provide reports on punch in/punch out E
date/time data
363. Ability to provide reports on total number of admissible E
leave and actual leaves taken in a period by an
employee
364. Ability to produce report on future leaves (in a E
department, the HoD / Competent Authority can see the
leaves applied by the particular employees till a future
specified period)
Grievance Redressal & Industrial Relations
365. Ability to initiate a workflow for recording of grievance E
and its redressal
366. Capability to handle various types of grievances from E
employees, unions, associations, contractors or any
other third party
367. Ability to define a grievance format as per company E
provisions
368. Capability to record the demands made by the aggrieved E
parties for follow up and recording of final resolution
369. Capability to maintain and monitor the various steps E
taken as part of the grievance resolution Showcase the

Kamarajar Port Limited Page 127of 192


RFP for Implementation of ERP System at KPL

status
370. Capability to maintain the final grievance resolution in E
the system
371. Facility to generate reports on the total number of D
grievances handled during a specified period
372. Facility to generate reports on the various types of D
grievances handled, disposals during a specified period
373. Facility to generate reports on the average time taken to D
resolve a grievance
Travel Management
374. Ability to select type of Travel E
(Local/Domestic/International Travel)
375. Ability to select mode of travel (Rail/Air/Road) E
376. Ability to select purpose of travel as official/training/ E
conference etc.
377. Ability to raise vehicle requisition in case of travel E
378. Ability to add number, name, age, department, function E
of travellers
379. Ability to provide notifications to the employees in case E
of car-pooling w.r.t vehicle requisition application
380. Ability to define approving authority and reviewing E
authority for checking/approving/declining travel
advances
381. Ability to print the approved travel request E
382. Ability to upload the scanned bills and initiate the E
process of the same (on receiving the hard copy) by
deduction from advances (Integrate with Finance and
Payroll)
383. Ability to provide any additional comments before E
submitting the travel advance
384. Ability to approve/decline/modify travel advances of E
employees by approving authority (Link with ESS)
385. Ability to check status (approved/declined) of travel E
advances by particular employee
386. Ability to resubmit/modify travel requests if E
declined/need to be modified
387. Ability to create, change, review and release travel E
advances payroll
388. Facility to issue reminders/notifications to employee if E
tours and travels final bill are not submitted by
employee within the prescribed time
389. Ability to approve enhanced (more than eligibility) travel E

Kamarajar Port Limited Page 128of 192


RFP for Implementation of ERP System at KPL

related advances /disbursements by competent


authority
390. Ability to provide reports on employees for whom travel D
request has been approved/declines/modified
391. Ability to provide reports on all past travel requests with E
details on travel advance cleared/per-diem/allowances
claimed and actually paid
392. Integrate with payroll E
Medical process
393. Ability to automate the medical reimbursement process E
as per entitlement
394. Ability to allow reimbursement for Out-Patient and In- E
Patient treatments as per company policy
395. Ability to change the above options only through E
competent approvals
396. Ability to integrate with the payroll module, ESS E
397. Ability to create form for medical reimbursement as per E
rules
398. Ability to route the approvals to competent authority E
399. Ability to maintain history of all medical E
reimbursements for a particular employee/department
400. Ability to automate the medical advance process E
401. Ability to apply for medical advance by particular E
employee to competent authority
402. Ability to track the status (pending / approved) of E
medical advance application by employee
403. Ability to approve or decline the request for MA by E
competent authority
404. Ability to upload scanned supporting documents for MA E
(if any)
405. Integrate with Payroll E
406. Ability to define timelines for submission of medical bills E
against advances
407. Ability to maintain list of KPL Recognized Hospitals and E
provision for updating of the same
408. Ability to issue reference letters to patients based on E
criteria parameterized.
409. Ability to match the bills with reference letters E
410. Ability to generate reports on the medical advances E
disbursed in a year
Issue of NoC
411. Ability to issue NOC for passport/visiting abroad, VISA, D

Kamarajar Port Limited Page 129of 192


RFP for Implementation of ERP System at KPL

and any other purpose including NOC for re-


employment of retired employees as well as existing
employees
412. Ability to issue No Objection letter for availing loan from D
Banks, financial institutions or other entities.
413. Ability to issue No Objection letter for higher studies etc. D
Exit (Full and Final Settlement)
414. Ability to process NDC/clearance from various
departments at the time of Exit through e-Exit process
415. Ability to notify (flag) individuals of any outstanding E
balances when employee exits (Integrate with Payroll in
case of e-Exit process)
416. Ability to print Leaving Certificate/Experience Certificate E
once all approvals are granted (Integrate with ESS)
Death
417. Ability to maintain case details of the employees E
reinstated/reappointed after being terminated - -
Integrate with ESS, Payroll
418. Ability to retrieve details of terminated employees in E
case he/she is reinstated or reappointed - Integrate with
ESS, Payroll
419. Ability to view a complete report on exit formalities for a E
particular employee which would be available whenever
it wants to be seen
Training and Development Reports
420. Ability to short list employees for training programme E
based on criteria like grade, discipline, place of posting
etc.
421. Ability to provide reports on training programmes E
attended by employees
422. Ability to draw reports on training programmes E
conducted based on different criterias with and without
participants
423. Ability to capture details of foreign training programmes E
conducted by the Company
424. Ability to generate reports based on employee training E
needs
425. Ability to generate reports based on employee feedback E
on training programmes attended
426. Ability to generate reports based on training mandays E
metrics
427. Ability to provide reports about employees on training E

Kamarajar Port Limited Page 130of 192


RFP for Implementation of ERP System at KPL

programmes nominated for but not attended along with


the reasons for not attending
428. Ability to draw reports about programme sponsored by E
KPL
429. Ability to generate report for No. of programmes E
conducted for SC/ST/OBC/PH category
430. Ability to generate report for No. of employees sent for E
training during a given period belonging to various
categories

3. Workflow / File Management / e-office / DMS:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General Requirements
1. System should be able to support for any file/document E
type, handle numerous file/document types including
pdf, word, excel, engineering drawings, system reports,
email messages, periodicals, or rich media. Zip, email,
fax or print multiple documents based on
authorizations?
2. Provision to access the content associated with Business E
objects/transactions from GUI, Portal, Business Client,
Desktop Windows Explorer, MS Outlook, MS Office, or
Web UI.
3. Provision to access the content (documents stored from E
within and outside ERP)
4. System should be able to support e-mail (MS Outlook E
and Lotus Notes), Fax, desktop integration with ERP
including linking, Archival & Retrieval within ERP.
5. Ability to perform Full Text search & Attribute based E
search
6. Ability to do version control for simple and compound E
documents, audit trails, comprehensive search, user,
group, and role-based access controls - from within ERP
and outside ERP (Web UI/Portal).
7. System should be able to support the records E
management covering full lifecycle management of both
electronic and physical documents - both within and
outside ERP. Should also include capabilities to define

Kamarajar Port Limited Page 131of 192


RFP for Implementation of ERP System at KPL

content retention policies in addition to formalizing the


procedures to classify (ensuring appropriate metadata),
retain, destroy, and/or archive the records of an
organization.
8. System should be able to restrict the ability to add, E
modify, and delete documents in the repository to
authorized users.
9. System should be able to create and maintain audit E
information of users accessing the files/documents,
modifications, additions, retrievals and deletions.
10. System should be able to allow user to make E
notes/annotations on documents while review process.
11. System should be able to allow indexing of E
documents/files year wise, department wise, section
wise and subject wise in addition to other standard
control aspects.
12. Ability to provide archival of documents & data and E
provide an interface for viewing archived documents.
Should provide data compression in archiving process.
13. Ability to Interface with Industry standard PLM & E
Collaboration software.
14. System should allow documents to be shared E
15. System should be able to define documents effective E
dates (To-From).
16. Ability to support Automated and Manual version E
control with a record of change history and status
17. System should support check in/check out of the E
document
18. System should provide facility for different type of E
workflow on the documents
19. Ability to perform sequential and parallel review of E
various documents with status control
20. Ability to search documents based on various search E
criteria including content
21. Ability to perform indexing of document E
22. System should support Engineering change E
management?
23. Does the system support Digital Signature? E
24. Is there an in-built document viewer for common file E
formats (like pdf, doc, docx, dwg, tiff, 3D etc.)?
25. Does the system provide access and print control at E
viewer level?

Kamarajar Port Limited Page 132of 192


RFP for Implementation of ERP System at KPL

26. Does the system support building of document E


hierarchy?

4. Procurement / Purchase / Contract Management:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
Indent (Requisition) & Quotations
1. Provision to route via various levels of approvals before E
it can be converted into an requisition or order
2. Ability to authorize/restrict individuals to raise Purchase E
Indents for their respective responsibility
codes/identified categories only.
3. Ability to generate unique indent numbers. Ability to E
generate reports to identify Indent Number per cost
centre (i.e. Responsibility Code).
4. Ability to link the Purchase Indent to the Indenting cost E
centre or Responsibility Code.
5. Ability to segregate indents based on cost centre E
6. Ability to specify all the items in the Purchase Indent E
without restricting the number of items.
7. Ability to specify preferred procurement source for E
purchase of the items in the Purchase Indent.
8. Ability to specify the basis of cost estimate of the Items E
in the Purchase Indent
9. Ability to specify the Financial year in which the Item is E
to be procured/supplied. Entry of multiple financial
years for the same item should also be supported.
10. Ability to specify the Quantity, Estimated Rate, Delivery E
Date and Usage Date Item wise.
11. Ability to specify the Type of the Budget for the Indent. E
The sources are Revenue, Non Plan Capital, etc.
12. Ability to forward the indents to purchase for further E
processing without budget clearance/provision. (In such
cases, budget provision is made at initial as well as
purchase order stage)
13. Ability to authorize individuals to clear Purchase Indents E
in the system after screening.
14. Ability for online indent scrutiny, clearance and approval E

Kamarajar Port Limited Page 133of 192


RFP for Implementation of ERP System at KPL

for select categories. All related information required for


this activity should be made available online.
15. Indent be directly converted into a purchase order if D
there exists an contract or purchase schedule
16. Provision for Online Requisition Entry and Update E
17. Option to include Delivery Schedules and Quality E
Specification with support for manual entry and special
text within the Requisitions
18. Facility to block indent if there is no sufficient budget E
against the cost centre
19. Facility to warn indenter if there is no sufficient budget E
against the cost centre.
20. Facility to send multiple tenders against single D
requisition
21. Facility to maintain Supplier Quotation File (comparative E
position)
22. Online display of Planned Purchase Orders E
23. Purchase Requisitions should follow a pre-configured E
work flow for approvals
24. Facility to retain Requisition History E
25. Facility to generate requisitions automatically for items D
replenished frequently like Consumables, based on re-
order level.
26. Supplier wise history of pricing information be E
maintained (e.g. last 4 prices) for items.
27. System to allow inquiries to be made on the last 3 D
purchased prices for an item at the time of preparing
requisitions
28. Ability to suggest vendors with justifications while D
raising the draft indent
29. Ability to evaluate the indent online and reject/suggest D
modification/approve indent with detailed
comments/notes.
30. Ability to access information on past purchase details, E
current inventory status, pending orders etc. required to
evaluate an indent and sorting of approved approval
hierarchy
31. Ability to classify indents such as revenue/capital E
indents/non-plant capital , emergency/normal,
import/indigenous, trial, import substitution, etc.
32. Ability to rework and resubmit the indent for approval E
after necessary modifications.

Kamarajar Port Limited Page 134of 192


RFP for Implementation of ERP System at KPL

33. Ability to track the status of an indent from indent E


raising to approval, release of (Notice Inviting Tender)
NIT, receipt of offers, placement of order, LC status,
material in transit, receipt at stores, inspection, stock
charging and payment
34. Ability to specify the number of sources required for D
supply e.g. multiple source, single source
35. Ability to choose the mode and type of tendering e.g. E
Open tender, Limited tender (LT), Propriety tender etc.
Sourcing , Purchase Order, Work Order
27. Option for auto-conversion of: E
a) Requisition directly into PO,
b) Tender into PO/LAC
28. Facility for automatically directing planned Purchase E
Orders to Vendors as per user-defined criteria (Single
Source Supplier)
29. Ability to create various types of Purchase Orders E
including Standard PO, Contract, Sub-Contract Order,
Purchase Request, Sub-orders as sub-set of Original
order etc.
30. Support for manual entry of Purchase Order/LAC E
31. Ability to create Purchase Orders for Miscellaneous E
(Non- Inventoried) Items/job work.
32. Automatic sequential Purchase Order numbering E
scheme
33. System should provide an option to create a purchase E
order without item code (for miscellaneous purchases)
34. System to support All Indian Statutory taxes and duties. E
35. Provision to apply taxes and duties automatically based E
on item master details.
36. Provision to define payment terms on the purchase E
order
37. Facility to include Quote Number on a Purchase E
Order/LAC
38. Option to cover multiple Requisitions by single PO and E
vice-versa
39. Option to define separate Due Date per item or job in a E
single order
40. Purchase Order should follow pre-configured Work Flow E
for various approvals
41. Work Flow configuration to be based on various E
parameters like Delegation of Power (DOP), PO value,

Kamarajar Port Limited Page 135of 192


RFP for Implementation of ERP System at KPL

Project etc.
42. Support for online review of PO prior to the release E
43. Ability to maintain PO Status (plan, firm planned, firm E
requisitioned, released and closed)
44. Facility to configure follow-up triggers on released PO E
45. Automatic reminders for due deliveries/completion E
dates of jobs
46. Provisions for amendments in purchase orders after E
release, following an approval process from Competent
Authority.
47. System to provide tracking changes to the purchase E
orders
48. Provision to do PO short - closing (e.g., after receiving E
less than the total of the original order quantity)
49. Provision to do PO suspension for a defined time period E
or extended validity without short closing it.
50. Ability to create an Notice Inviting To Tender (NIT) from E
approved indents
51. Ability to create one NIT for multiple indents with indent E
reference
52. Ability to generate multiple NITs against one Indent E
53. Ability to place repeat order without issuing NIT E
54. Ability to record and track proof of NIT dispatch E
details/Speed Post/Fax/Press
55. Ability to track EMD till it is released by Finance E
56. Ability to choose the mode of tendering - single part, E
two part, limited, open, etc.
57. Ability to approve NIT proposal on-line E
58. Ability to capture bid details. E
59. Ability to make comparative statement and rank the E
offers received based on defined parameters
60. Ability to prepare a Purchase proposal based on the E
recommendation made by evaluators/committee
61. Ability to revise proposal after negotiation with the E
vendors
62. Ability to separate and control the access of the techno- E
commercial bid from the price bid
63. Ability to generate Acceptance to Tender (AT) from NIT E
and against the offer from vendor
64. Ability to make provision for entry, in text format, any E
special terms and conditions to be given as an annexure
to PO (A/T Note) with provision for storing the same

Kamarajar Port Limited Page 136of 192


RFP for Implementation of ERP System at KPL

independently for using under different conditions


(future indenting of same item/ordering )
65. Ability to create LOA and send to the vendor and E
tracking it for conversion to PO
66. Ability to send the PO to the vendor automatically as E
well as to others concerned.
67. Ability to follow up on the vendor for delivery by E
sending reminders
68. Ability to amend Purchase Order with user's E
approval/financial concurrence and approval of
Competent Authority and to keep track of all past
amendments.
69. Ability to generate multiple Purchase Orders (A/T's) E
against one NIT to multiple vendors and vice-versa.
70. Ability to generate Purchase order without a E
quotation/offer ( emergency PO/RC/Repeat Order)
71. Ability to generate PO with a unique number (Unit wise) E
72. Ability to generate purchase orders with quantity but no E
delivery schedule (contracts)
73. Ability to compare offered rates with estimates and/or E
last PO rate and report variances
74. Ability to handle delayed deliveries and the relevant E
Liquidated Damages
75. Ability to distribute order quantity amongst multiple E
vendors against one NIT
76. Ability to capture Purchase Order acknowledgement and E
Planned delivery date given by the vendor in the system.
77. Ability to track payment/refund status against PO E
78. Ability to track Bank Guarantee against advance, PBG E
against PO in terms of value, receipt and validity and
raise alerts.
79. Ability to amend/cancel a Purchase Order, item wise E
80. Ability to generate standard documents of latest version E
like Standard Terms and Conditions of
Indigenous/Import procurement, PBG , Bankers List,
EMD , BG for Adv., etc.
81. Ability to link with price variation clause (or D
performance clause) A/T wise/item wise as per defined
parameters and perform calculations for
amendment/payment.
82. Ability to capture inspection terms (venue, agency, E
documents etc.)

Kamarajar Port Limited Page 137of 192


RFP for Implementation of ERP System at KPL

83. Ability to create a Purchase Order (A/T) and Service E


Order against one Indent.
84. Ability to capture Arbitration details, legal details, claims D
recoverable, advance recoverable and display status on-
line
85. Ability to make detailed estimates for Civil, Mechanical, D
Electrical, Instrumentation works, etc.
86. Ability to revise estimates, if required, during the E
execution of the work order
87. Ability to specify the mode of tendering, pre-qualifying E
criteria, detailed justification, etc.
88. Ability to create a schedule of rates for various service E
items that would be used for all cost estimation for
service procurement.
89. Ability to capture Terms and Conditions information for E
each contract proposal or Work Order/LAC.
90. Ability to check for budget encumbrance when raising a E
proposal.
91. Ability to create a service requisition/proposal from an E
existing requisition
92. Ability to capture the EMD details in the system E
93. Ability to evaluate the offers received and place E
comments and direct them to the respective
concurring/approving authorities as per the Delegation
of Power
94. Ability to make a technical and price comparative E
statement of the offers separately based on predefined
parameters
95. Ability to compare the offers vis--vis the estimate E
96. Ability to issue a Letter of Acceptance to the chosen E
vendor
97. Ability to calculate the value of Performance Bank E
Guarantee as per the clauses of the contract
98. Ability to calculate Initial Security Deposit, total security E
deposit and also SDs for each instalment of
payment/capturing details and monitoring
99. Ability to generate a work order from the proposal and E
the offer chosen
100. Ability to create a Work Order from one requisition E
101. Ability to create multiple work orders from one E
requisition
102. Ability to prepare Running Account (RA) Bills E

Kamarajar Port Limited Page 138of 192


RFP for Implementation of ERP System at KPL

103. Ability to levy liquidated damages and deducts the same E


from the payment to contractor
104. Ability to generate automatic alerts/reminders when a E
contract is about to be expired or requires renewal
105. Ability to generate a work schedule for various activities E
along with service item number, description, completion
date, status updating, etc.
106. Ability to monitor the work order execution with respect E
to time and cost budgeted vs. the time and cost left
107. Ability to record acceptance/rejection/partial E
acceptance of the service provided
108. Ability to monitor the work order execution with respect E
to materials issued, payments made to the contractor ,
materials returned by the contractor
109. Ability to evaluate the contractor performance based on E
pre-defined parameters, record and provide feedback
110. Ability to calculate deviations in scope and time and levy E
penalties/liquidated damages and deduct the same from
final payment to contractor
111. Ability to amend/cancel work orders E
112. Ability to track Work Order wise performance E
guarantee, Bank guarantee expiry dates
113. Ability to track work order history, search work orders D
by contractors, nature of job, etc.
114. Ability to record payment terms and actual payments D
made
115. Ability to track work order status in terms of time and D
cost budgeted
116. Ability to track work order wise material and manpower D
usage versus the budgeted quantity and highlight any
deviations
117. Ability to link payment to the contractor with the status E
of the contract execution for real-time monitoring
118. Ability to send alerts when a contract is about to be D
expired
119. Ability to make part payments based on milestone E
achievements without the need to enter all the line
items
120. Should be able to generate reports on the vendor for: E
Items supplied for a period/ pending for supplies
POs raised on the supplier (Open /Closed POs) and
status

Kamarajar Port Limited Page 139of 192


RFP for Implementation of ERP System at KPL

rejections
Invoices raised and pending for payment
Inspection calls pending for inspection
121. Facility for vendor rating based on:- E
Delivery lead time
Quality of goods
Quantity adherence
Price
Other user defined parameters
122. Ability to sort vendors by any defined attribute E
RFQ , Vendor Contracts & Agreements
123. Facility to create Contracts (general, service, by product- E
class and by product) utilizing pre-defined Templates
124. Provision is required for issue of enquiry through E
system, by consolidation of requirements/feeding the
consolidated requirements
125. Ability to specify the payment terms. E
126. Ability to specify the approving level as per Delegation E
of Power.
127. Ability to send part enquiries or full enquiries. E
128. Ability to generate multiple set of enquiries against one E
indent.
129. Ability to capture vendor details and facilitate for E
codification
130. Contract History Maintenance E
131. Contract Documentation and Reporting E
132. Capture terms and conditions information for each E
contract proposal or WO i.e. general terms and
conditions, special terms and conditions, safety terms
and conditions, and mode of payments etc.
133. Capture selection criteria for contractors for different E
class/category of jobs.
134. Ability to generate the cost estimate based on last E
contract, including the provision for modification.
135. Check the budget availability for the project/job item at E
the requisition creation stage itself.
136. Support multiple WOs from one requisition E
137. Support multiple job completion dates on one WO E
138. Support entry of manual WO in the system E
139. Receive confirmation of WO receipt from contractors E
140. Prepare comparative statement of price bids received: E
Based on weightages of pre-defined criteria

Kamarajar Port Limited Page 140of 192


RFP for Implementation of ERP System at KPL

Tabulate rates offered by bidders


Compare offered rates with original cost estimate and
with each other to find out lowest bidder.
141. Generate WO from contract proposal. E
142. Generate service contracts by item or by cost. E
143. Facility to specify staggered job completion pattern: E
Annually
Quarterly
Monthly
Weekly
Daily
User defined (by dates)
144. Ability to enter quotes manually E
145. Contract linked with PO E
Vendor Master
146. Ability to maintain Vendor Master/Vendor data with the E
following information:
Vendor Code
Vendor Name
Vendor category (Manufacturer, Distributor, Agent,
Contractor, Sub contractor etc.) including type/class etc.
Ability to support different vendor types (i.e. Ancillary,
PSU/Govt., established, reputed, potential, trial, active,
inactive, hold etc.)
Vendor status: Blacklisted etc.
Correspondence Address
Provision to list details of connected domestic/local
agents (for foreign entities/ upcountry suppliers)
Parent company
Registered office Address - Mode of payment
Bankers to the company/ firm References
Sales Tax Regn. No and circle
Excise Control Code/Registration no/ Circle/ Range
PAN & IT Circle/Ward, Professional Tax rate
Professional tax location
PF Account no. & other relevant details
Bank details for bank transfer/ECS
Cheque payee name
Payment delivery address
Linkage to related manufacturer, suppliers, Agents etc.
Details of Indian Agent (In case of foreign suppliers)
Vendor Classification & Mode of payment

Kamarajar Port Limited Page 141of 192


RFP for Implementation of ERP System at KPL

147. Ability to maintain performance related data for a D


vendor
148. Ability to define the vendor/supplier type as follows: E
Supplier
Contractor
Sub Contractor
Transporter etc.
Vendor status classification
Type - Approved/Registered/Trial/Ancillary
Status - Black-listed/Active/Not active
149. Ability of Online Maintenance of Vendor master. E
150. Ability to support both centralized and decentralized E
purchasing.
151. Ability to capture selection criteria for E
suppliers/commodities at multiple levels (Repetitive,
Proprietary, e-Procurement, etc).
152. Ability for maintaining Specialized list vendors E
Procurement Receipts & Closure
153. Facility to report Goods Arrival and Receipt E
154. Ability to manage Receipt by Department/ Section / E
Project/Location
155. Ability to manage Receipt of consolidated POs on a E
single shipment
156. Sequential Receipt Numbering Scheme E
157. Option for Rejection of Items E
158. Facility to book Invoice upon receipt E
159. Cumulative tracking of Receipts/job completion E
certificates
160. Ability to input and compare Supplier Invoice/Challan to E
Purchase Order
161. Ability to update PO and Purchase Cost as per E
Invoice/Certified amount
162. Ability to update Purchase Statistics, Financial E
Accounting and Project Accounting as per
Invoice/Packing Lists etc.
163. Facility for Part-Rejection of received Goods E
164. Ability to generate work completion certificate E
165. Regarding payments to contractors: E
Authorize partial payments.
View online accounts payable/paid history.
Support authorization of priority payment.
Monitor performance guarantees & Bank guarantees.

Kamarajar Port Limited Page 142of 192


RFP for Implementation of ERP System at KPL

Comprehensive view of all invoices submitted


166. Levy liquidated damages and deduct the same from the E
final payment to contractor.
167. Generate an exception report of WO's closed with a E
balance due
168. Facility for contractor performance rating based on: E
Adherence to time schedule
Quantity adherence
Price
Service
Other user defined parameters
169. Create and maintain online measurement book to E
capture:-
Name and responsibility code of the department
Name and code of the contractor
Name and code of the job
Details of the job
Date
Detailed calculations to generate bills
Rate
170. Deduct/Pay, penalty/bonus, based on terms and E
conditions.
171. Calculate deviation in the quantity/value of the original E
contract.

5. Project Management:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General
1. Ability to interface with other modules like Finance and E
Accounting, HR Management, Procurement & Materials
Management, and Assets
2. Ability to support all sub-processes of Project Planning E
and Execution, including Initiation, Cost Estimation,
Scheduling, Initiation, Execution, Monitoring, Project
Accounting
3. Ability to manage costs, allocate manpower, define E

Kamarajar Port Limited Page 143of 192


RFP for Implementation of ERP System at KPL

timelines of activities and dependencies, approvals


required etc.
4. Ability to break projects into activities, sub-activities E
indicating milestones with commonly used methods
such as PERT and CPM.
5. Ability to monitor estimates versus actual time for E
completion of each activity/ task, payments vis--vis
milestones, use of resources etc.
6. Ability to link all financial and operational transactions E
related to a project to the project.
Project Initiation
7. Ability to provide planning & engineering support being E
a repository of documents & data like:-
- Information on upcoming Projects
- Government & regulatory information
- Structure Layout Diagrams
- Technical specifications
- Risk & effective mitigation strategies
- Previous projects information
- Learning from other projects
- Open access applications
- Land information (availability, ownership, cost, etc.)
- Other historical information, etc.
8. Ability to support attachments such as drawings, E
specifications, instructions etc., in formats such as PDF,
CAD, DXF, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF,
GIF, JPEG, GIS output /reports etc.
9. Ability to issue circular for getting capital works inputs E
from concerned officers
10. Ability consolidate all inputs of capital works E
11. Ability to highlight total plan budgets based on approved E
capital budget for the year
12. Ability to identify projects to be executed each year E
based on total plan budgets and budgetary constraints
(communicating with finance department and follow an
iterative process to prioritize works)
13. Ability to store details of: E
- Board/ Board Committee/CMD/Director approval
- Regulatory approval
- Funding agency approval and tie-up details
- Statutory clearances, e.g. forest clearance, clearance
from aviation authority, etc.

Kamarajar Port Limited Page 144of 192


RFP for Implementation of ERP System at KPL

- Land acquisition process (approvals required, action


taken, status, reasons for delay, way forward, etc.)
14. Ability to create unique project code (for indexing & E
categorizing) and profile - Name, location, type
(substation/ line), capacity, mode of funding, technical
details, financial details, etc.
15. Ability to allow hierarchy based approval at pre-defined E
stages of new projects/schemes
16. Ability to send notification to concerned accountable E
persons
17. Ability to define project related check-list/steps and E
issue alert for deviation/non- compliance
18. Ability to incorporate security measures, to limit E
changes by project owner/manager to only their
respective projects
19. Ability to index, record, capture and track every single E
document (file) associated with the project in Project
Control Folder
20. Ability to generate proposals for new projects/schemes E
for approval by relevant authority
21. Ability to generate report on prioritized list of schemes E
to be undertaken based on cost benefit analysis and
budgetary constraints
22. Ability to generate Investment Appraisal Document E
23. Ability to generate Preliminary and Detailed Project E
report for new projects/schemes for approval by
relevant authority
24. Ability to generate report on the current status of new E
proposals
25. Ability to generate approval certificates E
26. Ability to generate report on status of clearances for E
each project
27. Ability to generate report on status of land acquisition E
with reasons for delay
28. Ability to generate reports confirming to technical, E
operational, regulatory, statutory and other business
requirements
Cost Estimation
29. Ability to maintain database of vendors and standard D
rates including labour rates
30. Ability to allow updation of standard rates periodically D
31. Ability to take user input for creation of Bill of Materials E

Kamarajar Port Limited Page 145of 192


RFP for Implementation of ERP System at KPL

(BOM) and Bill of Quantities (BOQ)


32. Ability to estimate costs based on standard rates and E
BOM/BOQ (or) the Cost based on the user input Rates
33. Ability to revise cost estimates, if required, during E
execution by appropriate authority
34. Ability to generate report on BOM/ BOQ E
35. Ability to generate report on cost estimates for E
particular projects/scheme
36. Ability to generate report on revised cost estimates E
during execution
Scheduling
37. Ability to define resource (including manpower) E
allocation in a given timeframe, to ensure optimal usage
38. Ability to create and revise (including splitting, E
stretching & crashing of activities) pre-award schedule: -
Timeline for finalization of specifications - Bid evaluation
timelines - Approval from appropriate authority -
Contract award date, etc.
39. Ability to integrate with industry standard project E
management software applications such as
Primavera/Project Scheduler/MS Projects etc. for
developing detailed Project Execution Plan
40. Ability to define a project with work breakdown E
structure, key milestones
41. Ability to create ad-hoc projects, where a work break E
down structure is not required
42. Ability to define milestones with categorizations like E
HOLD point, CHECK point, etc., required actions at the
milestones, and authority responsible for action
43. Ability to restrict/allow progress based on completion of E
required actions at HOLD point, CHECK point, etc.
44. Ability to link between projects, activities and tasks E
45. Ability to schedule payments against key milestones E
46. Ability to change individual task completion dates, which E
would reflect changes in overall project milestone dates
47. Ability to generate report on key project milestones and E
scheduled payments
48. Ability to generate report on estimated time based E
expenditure on each project/scheme
49. Ability to generate report on critical paths in projects E
Project Execution
50. Ability to break projects into activities, sub-activities E

Kamarajar Port Limited Page 146of 192


RFP for Implementation of ERP System at KPL

indicating milestones with commonly used methods


such as PERT and CPM
51. Ability to record vendor drawings & design documents, E
user manuals with all dates of submission, approval/
rejection, etc.
52. Ability to register information on inspection calls (date E
of invitation and carrying out).
53. Ability to record the status of every item in the BOM E
(order & delivery status).
54. Ability to integrate with Material Management system E
to view real time information on status of delivery of
materials related to Greenfield/Brownfield construction
projects
55. Ability to record the status of civil construction and E
erection
56. Ability to record and track quality deviations E
57. Ability to reconcile quality check against manufacturing E
quality plans and field quality plans
58. Ability to record financial progress status with detailed E
break-up
59. Ability to record physical progress status with detailed E
break-up
60. Ability to record all communications with local E
administration authorities
61. Ability to record status of progress on other services to E
be provided by vendor viz. Training
62. Ability to record completion of each activity, leading to E
the overall commissioning of project
63. Ability to track deliverables against individual E
vendors/sub-vendors
64. Ability to define contract closing related check-list/steps E
and issue alert for deviation/non- compliance
65. Ability to setup a billing plan, that allows the release of E
payments upon achieving set milestones
66. Ability to records 'difficulties' during execution and E
maintain difficulty register.
67. Ability to generate alert on 'warranty' expiration E
68. Ability to create note on "Time Extension" approval with E
LD or without LD
69. Ability to calculate Liquidated Damage based on user E
defined parameters
70. Ability to define pre-commissioning check-list/steps and E

Kamarajar Port Limited Page 147of 192


RFP for Implementation of ERP System at KPL

issue alert for deviation/non- compliance


71. Ability to issue and store "Taking Over" certificate E
72. Ability of generate alert on non-compliance to contract E
closing process (submission of drawings, documents and
other requirements)
73. Ability to generate Contract Closing Certificate E
74. Ability to allow hierarchy based approval for notes E
initiated
75. Ability to provide security measures, to ensure that the E
project closure is done by authorized personnel only
76. Ability to record commissioning status E
77. Ability to record delay in commissioning as per E
scheduled target date as per LOA
78. Ability to generate status report on each activity at any E
particular time
79. Ability to generate status report on: E
- Each project
- Each vendor & sub-vendor
- Projects funded by particular funding agency
- Projects started/ scheduled to end (as per LOA) in
particular financial year
- Type of project (Greenfield/ Brownfield/ Renovation &
Modernization and lines/ substations/ bays/
transformer/ augmentation), etc.
80. Ability to generate reports confirming to technical, E
operational, regulatory, statutory and other business
requirements
Project Monitoring
81. Ability to give project owners/managers & project teams E
web-based access to real-time business-critical project
data to make timely informed decisions
82. Ability to have a central tracking system that enables E
project teams to record, assign, & resolve issues and
capture related risks pertaining to project
83. Ability to support web based recording of project E
monitoring formats submitted by vendors in the
monthly meeting
84. Ability to monitor estimates versus actual: E
- Time for completion of each activity/ task
- Payments vis--vis milestones
- Use of resources, etc.
85. Ability to monitor project, resource wise, timeline wise, E

Kamarajar Port Limited Page 148of 192


RFP for Implementation of ERP System at KPL

department wise and funding agency wise


86. Ability to monitor actual project expenditure vis--vis E
LOA cost
87. Ability to monitor all projects consolidated, individual E
projects and individual tasks
88. Ability to define project based key performance E
indicators to identify risks, underperforming projects
and monitor project status
89. Ability to track every drawing submissions, inspection E
calls, etc. in the project and trace who is the current
owner of the file/document, and the duration along
with the reason
90. Ability to carry out resource tracking across projects E
91. Ability to record delay in activities attributed to E
externalities (Legal cases etc.)
92. Ability to record key issues raised by vendors in the E
monthly meeting and their resolution status
93. Ability to develop what-if model scenarios to E
understand the impact of trade-offs and evaluate
strategies to mitigate risk projects/schemes
94. Ability to record and monitor data on accidents during E
project execution
95. Ability to store baseline and revised plans E
96. Ability to capture all the project management activities E
for the entire cycle of construction projects i.e. from the
point of proposal of a new project to final testing &
commissioning of the project
97. Ability to display current total and accumulated costs in E
terms of actual, capitalized, future commitments etc.
98. Ability to generate alerts for delay in E
starting/completion major activities/milestones (post
and anticipatory)
99. Ability to generate alerts for delay in payments E
100. Ability to record actual completion date E
101. Ability to record financial implication due to time E
overrun
102. Ability to record of results of safety audit E
103. Ability to maintain a comprehensive project database to E
capture the data pertaining to all aspects of projects
104. Ability to display project activities in Gantt charts, pie E
charts, histograms, tables, etc. illustrating actual to
originally planned projects progress in-terms of

Kamarajar Port Limited Page 149of 192


RFP for Implementation of ERP System at KPL

schedule and cost


105. Ability to generate pre-customized report formats E
106. Ability to generate report on project percentage E
completed status (financial as well as physical) based on
work to date
107. Ability to generate report on delays due to externalities E
108. Ability to generate report on safety audit during E
construction phase
109. Ability to generate reports confirming to technical, E
operational, regulatory, statutory and other business
requirements
Project Accounting
110. Ability to record information on payment terms, E
milestones, etc.
111. Ability to record invoice from vendors E
112. Ability to record information of physical progress against E
unique project codes
113. Ability to review completeness/correctness of invoice E
with respect to payment terms, value, approved
variations (price/quantity) if any, progress certification
etc. and certify completion of milestone
114. Ability to maintain payment records for the duration of E
the project against unique project codes
115. Ability to highlight and correct errors, if detected in E
project management with proper notifications and
authorization controls
116. Ability to transfer data from Capital Work in Progress to E
completed capital works
117. Ability to record Direct purchasing of goods and services E
(purchase orders; goods received notes etc. for goods
and services which do not pass through the stores
system) through the Purchasing system
118. Ability to reflect inflation in project costs E
119. Ability to generate reports on current accumulated cost E
of a project vis--vis estimated cost
120. Ability to categorize and generate report on cost E
incurred in all projects in a particular year
121. Ability to generate cash flow reports on monthly, E
quarterly, yearly basis or as defined by user
122. Ability to generate report on budgeted cost of a project E
(against each unique code) vis--vis actual cost on a
quarterly basis for capital budget monitoring

Kamarajar Port Limited Page 150of 192


RFP for Implementation of ERP System at KPL

123. Ability to generate reports confirming to technical, E


operational, regulatory, statutory and other business
requirements
124. Ability to send SMS alerts to concerned officials at E
defined milestones for actions to be taken (e.g.
Payments) and deviations from schedules (e.g. time
overrun in control building erection)

6. RTI:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General
1. Ability to record (or) download the RTI application from E
KPL Website
2. Ability to generate an unique ID to each RTI application E
3. Ability to forward the RTI application to any employees E
seeking information
4. Ability to provide a notification as urgent (starred) if the E
RTI application or other query is to be urgently closed
5. Ability to track the RTI application w.r.t the audit trails E
of the application - Initiated, closed, send to which
department
6. Ability to close the RTI application and forward it to E
other department if not relevant to KPL
7. Ability to upload the documents/information provided E
w.r.t any RTI application closed
8. Ability to get a list of all RTI applications/query based on E
a dynamic query (key word etc.)

6. Legal:

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General
1. Facility to create a form where the case fact, case no., a E

Kamarajar Port Limited Page 151of 192


RFP for Implementation of ERP System at KPL

brief about the context, OIC, lawyer/arbitrator, hearings,


parties involved e.g. employee, payout from the
company and the final decision etc. can be
stored/modified/updated
2. Facility to maintain database of empanelled E
lawyers/arbitrators and their fees structure
3. Facility to maintain and update all engagement orders, E
hearing and outcomes
4. Facility to maintain lawyers communications along with D
gist of the orders capability to email to the
stakeholders (copy to competent authority)
5. Facility to maintain compliance of the orders of different D
courts with respect to dates of hearing of particular case
or implementation of decisions
6. Facility to send reminders to particular departments in E
case of noncompliance with respect to a particular
decision
7. Facility to maintain details of appeals filed by the E
company against different orders
8. Facility to update the status of court cases E
9. Facility to provide reminders or notifications to the E
concerned departments/OIC on the case timelines
10. Facility to generate reports on the total amount of D
payout on litigation cases during a specified period
11. Facility to generate reports on the total number of legal E
cases filed against the company by employees (specified
period) against disciplinary actions /non settlement of
terminal dues/other issues
12. Facility to generate reports on the total number of legal E
cases filed against the company by other parties during
a specified period
13. Facility to generate reports on the total number of E
employee court cases decided in favour of the company
or vice versa
14. Facility to generate reports of pending cases allotted to E
particular advocates by any office
15. Facility to generate reports of pending cases according E
to date/month of filing the cases or other user defined
criteria (court wise, stage wise (admitted /hearing)
interim stay - Office wise status and number
16. Facility to generate reports advocate wise and office E
wise legal expenditure

Kamarajar Port Limited Page 152of 192


RFP for Implementation of ERP System at KPL

17. Facility to generate reports on amount realized through E


out of court settlement

7. Health Safety & Environment (HSE):

Bidder
Essential
Response
S. (E) /
Feature Requirement (Standard/
No. Desirable
Customization/
(D)
3rdParty Sol.)
General
1. System should be able to maintain Organizational E
structure as per KPLs HSE specific business
requirements
2. System should be able to generate precautionary steps E
for identification of Hazard and Risk assessment Plant
wise, dept. wise etc.
3. Provision to ensure the safe handling and inventory E
tracking of Hazardous Substance, Dangerous Goods and
usage of such goods.
4. Provision to ensure the compliance of individual E
products with Restriction of Hazardous Substances
(RoHS) like ensuring the storage permission limit, stock
levels etc.
5. Provision to ensure the fulfilment of environmental E
regulations for emissions management
6. Provision to ensure the Industrial Hygiene and Safety E
7. Provision to ensure Occupational Health E
8. System should be able to record Injury/illness Plant E
wise, dept. wise, & person wise etc.
9. System should have ability to record the parameters E
such as Quantity of effluent generated, effluent
treatment cost and raw material consumption at various
stages.
10. System to monitor parameters of stacks and ambient air E
quality.
11. System to monitor parameters of ambient air quality, E
ground water, potable water, marine water quality and
noise monitoring
12. System to monitor parameters of domestic effluent E
quality and disposal.
13. System should be able to maintain occurrence of E

Kamarajar Port Limited Page 153of 192


RFP for Implementation of ERP System at KPL

accident & details about place of accident and casualty.


14. Provision for integrated approach to Governance, Risk E
and Compliances
15. Provision to ensure compliance with corporate E
Governance
16. Provision to standardize the identification, measuring E
and responding to operational risk
17. Provision to identify the key risks and performance E
Indicators
18. System should able to maintain accident register & FIR E
reports data as per statutory requirements
19. System should be able to maintain details of sickness E
and illness of each personnel including history.
20. Provision to users with privileged but controlled Access E
21. Provision for identifying the user with conflicting role E
and authorizations for avoiding the risk
22. Ability to generate alerts on statutory non-compliances E
related to HSE
23. Ability to generate reports related to HSE statutory E
compliances

Kamarajar Port Limited Page 154of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #1 LETTER OF UNDERTAKING

PROFORMA OF LETTER OF UNDERTAKING


(To be submitted by the Bidder in hardcopy before the lastdate of the submission of Bid)
(To be executed on non-judicial stamp paper of Value not less than 100 /-)

Ref: Dated:
To
The General Manager (O)
Kamarajar Port Limited
RajajiSalai, Chennai-600001
Tamil Nadu, India

____________________________
[Name of offered ERP Solution]

Ref.: Your Bid no._________________________

Dear Sir,
1. Having examined the bidding documents, including Addenda, the receipt of which is
hereby acknowledged, we, the undersigned, offer the above-named offered ERP Solution
in full conformity with the said bidding documents for the sum as mentioned in Price Bid
or such other sums as may be determined in accordance with the terms and conditions of
the Contract.
2. We further undertake, if invited to do so by you, and at our own cost, to attend a
clarification meeting at a place of your choice, for the purpose of reviewing our Bid and
duly noting all amendments and additions thereto, and noting omissions there from that
you may require.
2. We undertake, if our bid is accepted, to commence execution of work of the offered ERP
Solution and to achieve completion within the respective times stated in the bidding
documents/quoted by us in our bid.
3. If our bid is accepted, we undertake to provide a Performance Bank Guarantee in the form,
in the amount, and within the time specified in the bidding documents.
4. We agree to abide by this bid, which consists of this letter and Attachments hereto, for a
period of 180 (One hundred & eighty) days from the date fixed for submission of bids as
stipulated in the bidding documents, and it shall remain binding upon us and may be
accepted by you at any time before the expiration of that period and extended period if
any. We also agree that we shall not vary/ alter or revoke our bid during the said period
and extended period if any.
5. We submit herewith the prescribed EMD of . (Rupees ..Lac only) in the form of
Bank Draft/ Pay-order/Bank Guarantee.

Kamarajar Port Limited Page 155of 192


RFP for Implementation of ERP System at KPL

6. We confirm that Company shall have the right to impose forfeiture of EMD if we do not
comply with the above undertaking.
7. Until a formal Contract is prepared and executed between us, this bid, together with your
written acceptance thereof and your notification of award shall constitute a binding
Contract between us.
8. We hereby confirm that before submission of this bid, we have visited the site and fully
acquainted with local conditions and factors for execution of the works covered under
these Bid documents and technical specifications and that we shall have no claims against
Company on these counts at any time.
9. We understand that you are not bound to accept the lowest or any bid you may receive
and in turn we will not have any rights to raise any claim, whatsoever it may be, due to or
arising out of rejection of our bids.
10. We agree and abide by the provisions of the Integrity Pact.

Dated this day of, 20_____


_________________ [signature]

In the capacity of ___________________________________ [position]

Duly authorized to sign this bid for and on behalf of

[Name of bidder]

Kamarajar Port Limited Page 156of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #2 INTEGRITY PACT FORMAT


(The Integrity Pact agreement shall be executed in Rs 100/- non judicial stamp paper and shall
be enclosed along with original financial instrument and reach Kamarajar Port Limited (KPL)
corresponding address before opening Technical bid as per date and time given in the Tender.)

GENERAL
This pre-bid pre-contract Agreement (herein after called the Integrity Pact)
BETWEEN
Kamarajar Port Limited, represented by the Chairman cum Managing Director, Kamarajar Port
Limited, Chennai hereinafter referred to as THE PRINCIPAL / EMPLOYER
AND
represented by Shri
hereinafter referred to as The BIDDER / CONTRACTOR.
Preamble
The Principal intends to award, under laid down organizational procedures, contract/s for
(Name of the Contract / Project / Stores equipment /
item). The Principal values full compliance with all relevant laws and regulations, and the
principles of economic use of resources, and of fairness and transparency in its relations with
the Bidder/s and Contractor/s.
In order to achieve these goals, the Principal will appoint an External Independent
Monitor who will monitor the tender process and the execution of the contract for compliance
with the principles mentioned above.
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from
any influence / prejudiced dealings prior to, during and subsequent to the currency of the
contract to be entered into with a view to:-
Enabling the PRINCIPAL/EMPLOYER to obtain the desired said stores / equipment at a
competitive price in conformity with the defined specifications by avoiding the high cost and
the distortionary impact of corruption on public procurement, and

Enabling BIDDERs / CONTRACTORs to abstain from bribing or indulging in any corrupt practice
in order to secure the contract by providing assurance to them that their competitors will
also abstain from bribing and other corrupt practices and the PRINCIPAL/EMPLOYER will
commit to prevent corruption, in any form, by its officials by following transparent
procedures.

The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:-

Commitments of the PRINCIPAL/EMPLOYER

Kamarajar Port Limited Page 157of 192


RFP for Implementation of ERP System at KPL

The PRINCIPAL/EMPLOYER undertakes that no official of the Principal/Employer connected


directly or indirectly with the contract, will demand, take a promise for or accept, directly or
through intermediaries, any bribe, consideration, gift, reward, favour or any material or
immaterial benefit or any other advantage from the BIDDER / CONTRACTOR, either for
themselves or for any person, organization or third party related to the contract in
exchange for an advantage in the bidding process, bid evaluation, contracting or
implementation process related to the contract.

The PRINCIPAL/EMPLOYER will, during the pre-contract stage, treat all BIDDERs /
CONTRACTORs alike, and will provide to all BIDDERs / CONTRACTORs the same
information and will not provide any such information to any particular BIDDER /
CONTRACTOR which could afford an advantage to that particular BIDDER / CONTRACTOR in
comparison to other BIDDER / CONTRACTOR and could obtain an advantage in relation to the
tender process or the contract execution.

All the officials of the PRINCIPAL/EMPLOYER will report to the Chairman cum Managing
Director / Chief Vigilance Officer of Kamarajar Port Limited any attempted or completed
breaches of the above commitments as well as any substantial, suspicion of such a breach.

If the PRINCIPAL/EMPLOYER obtains information on the conduct of any of its employees with
full and verifiable facts and the same is prima facie found to be correct which is a criminal
offence under the Indian Penal Code
/ Prevention of Corruption Act, or if there be a substantive suspicion in this regard, the
Principal will inform its Chief Vigilance Officer and in addition can initiate disciplinary actions.

Commitments of the BIDDER / CONTRACTOR

The Bidder / Contractor commit himself to take all measures necessary to prevent corruption.
He commits himself to observe the following principles during his participation in the tender
process and during the post contract stage.

i) The Bidder /Contractor will not enter with other Bidder / Contractors into any
undisclosed agreement or understanding, whether formal or informal. This applies in particular
to prices, specifications, certifications, subsidiary contracts, submission or non-submission of
bids or any other actions to restrict competitiveness or to introduce cartelization in the bidding
process.

ii) The Bidder/Contractor will not commit any offence under the Indian Penal Code, 1860 /
Prevention of Corruption Act, 1988 further the Bidder / Contractor will not use improperly, for
purposes of competition or personal gain, or pass on to others, any information or document
provided by the Principal as part of the business relationship, regarding plans, technical
proposals and business details, including information contained or transmitted electronically.

Kamarajar Port Limited Page 158of 192


RFP for Implementation of ERP System at KPL

iii) The Bidder / Contractor will not offer, directly or through intermediaries, any bribe, gift,
consideration, reward, favour, any material or immaterial benefit or any other advantage,
commission, fees, brokerage or inducement to any official of the Principal/Employer,
connected directly or indirectly with the bidding process, or to any person, organization or
third party related to the contract in exchange for any advantage in the bidding, evaluation,
contracting and implementation of the contract.

iv) The Bidder/Contractor further undertakes that it has not given, offered or promised to
give directly or indirect any bribe, gift, consideration, reward, favour, any material or
immaterial benefit or any other advantage, commission, fees, brokerage or inducement to any
official of the Principal/Employer or otherwise in procuring the Contract or forbearing to do or
having done any act in relation to the obtaining or execution of the contract or any other
contract with the Principal for showing or forbearing to show favour or disfavour to any person
in relation to the contract or any other contract with the Principal.

v) The Bidder / Contractor of foreign origin shall disclose the name and address of the
Agents /representatives in India, if any. Similarly the Bidder/Contractor of Indian Nationality
shall furnish the name and address of the foreign principals, if any.

vi) Bidder / Contractors shall disclose the payments to be made by them to agents or any
other intermediary, in connection with this bid/contract.

vii) The Bidder / Contractor further confirms and declares to the Principal/ Employer that
the Bidder / Contractor is the original manufacturer/integrator/ authorized government
sponsored export entity of the stores and has not engaged any individual or firm or company
whether Indian or foreign to intercede, facilitate or in any way to recommend to the
Principal/Employer or any of its functionaries, whether officially or unofficially to the award of
the contract to the Bidder / Contractor, nor has any amount been paid, promised or intended
to be paid to any such individual, firm or company in respect of any such intercession,
facilitation or recommendation.

viii) The Bidder / Contractor, either while presenting the bid or during pre-contract
negotiations or before signing the contract, shall disclose any payments he has made, is
committed to or intends to make to officials of the Principal/Employer or their family
members, agents, brokers or any other intermediaries in connection with the contract and the
details of services agreed upon for such payments.

ix) The Bidder / Contractor will not collude with other parties interested in the contract to
impair the transparency, fairness and progress of the bidding process, bid evaluation,
contracting and implementation of the contract.

Kamarajar Port Limited Page 159of 192


RFP for Implementation of ERP System at KPL

x) The Bidder / Contractor will not accept any advantage in exchange for any corrupt
practice, unfair means and illegal activities.

xi) The Bidder / Contractor shall not use improperly, for purposes of competition or
personal gain, or pass on to others, any information provided by the Principal/Employer as part
of the businessrelationship, regarding plans, technical proposals and business details, including
information contained in any electronic data carrier. The Bidder / Contractor also undertakes
to exercise due and adequate care lest any such information is divulged.

xii) The Bidder / Contractor commits to refrain from giving any complaint directly or
through any other manner without supporting it with full and verifiable facts.

xiii) The Bidder / Contractor will not instigate third persons to commit offences outlined
above or be an accessory to such offences.

xiv) If the Bidder/Contractor or any employee of the Bidder/Contractor or any person acting
on behalf of the Bidder/Contractor, either directly or indirectly, is a relative of any of the
officers of the Principal/Employer, or alternatively, if any relative of an officer of the
Principal/Employer has financial interest / stake in the Bidder / Contractors firm, the same
shall be disclosed by the Bidder / Contractor at the time of filing of tender. The term relatived
for this purpose would be as defined in Section 6 of the Companies Act 1956.

xv) The Bidder / Contractor shall not lend to or borrow any money from or enter into any
monetary dealings or transactions, directly or indirectly, with any employee of the
Principal/Employer.
Previous Transgression

The Bidder / Contractor declares that no previous transgression occurred in the last three
years immediately before signing of this Integrity Pact, with any other company in any
country in respect of any corrupt practices envisaged hereunder or with any Public Sector
Enterprises in India or any Government Department in India that could justify Bidder /
Contractors exclusion from the tender process. If the Bidder / Contractor makes incorrect
statement on this subject, the Bidder / Contractor can be disqualified from the tender
process or the contract, if already awarded, can be terminated for such reason

Sanction for Violations

Any breach of the aforesaid provisions by the Bidder / Contractor or any one employed by it
or acting on its behalf (whether with or without the knowledge of the Bidder /
Contractor shall entitle the Principal / Employer to take all or any one of the following actions,
wherever required:-

Kamarajar Port Limited Page 160of 192


RFP for Implementation of ERP System at KPL

i. To immediately call off the pre contract negotiations without assigning any
reason or giving any compensation to the BIDDER / CONTRACTOR, However, the proceedings
with the other BIDDER / CONTRACTOR (s) would continue.

ii. The Earnest Money Deposit (in pre-contract stage) and / or Security Deposit /
Performance Bond (after the contract is signed) shall stand forfeited either fully or
partially, as decided by the PRINCIPAL/EMPLOYER and the PRINCIPAL/EMPLOYER shall not
be required to assign any reason therefore.

iii. To immediately cancel the contract,if already signed, without giving any compensation
to the BIDDER / CONTRACTOR.

iv. To recover all sums already paid by the PRINCIPAL/EMPLOYER, and in case of an
Indian BIDDER / CONTRACTOR with interest thereon at 2% higher than the prevailing Prime
Lending Rate of State Bank of India , while in case of a BIDDER / CONTRACTOR from a country
other than India with interest thereon at 2% higher than the LIBOR. If any outstanding
payment is due to the BIDDER/ CONTRACTOR from the PRINCIPAL/EMPLOYER in connection
with any other contract for any other stores, such outstanding payment could also be
utilized to recover the aforesaid sum and interest.

v. To encash the advance bank guarantee and performance bond / warranty bond,
iffurnished by the BIDDER/CONTRACTOR, in order to recover the payments, already
madebythe PRINCIPAL/EMPLOYER, along with interest.

vi. To cancel all oranyotherContractswiththeBIDDER/CONTRACTOR. The BIDDER/


CONTRACTOR shall be liableto pay compensation foranylossordamagetothePRINCIPAL/
EMPLOYER resultingfrom such cancellation/rescission and the PRINCIPAL/EMPLOYER shallbe
entitled to deduct the amount so payable from the money(s) due to the BIDDER/
CONTRACTOR.

vii. To debar the BIDDER / CONTRACTOR from participating in future bidding processes of
the Principal for a minimum period of five years, which may be further extended at the
discretion of the PRINCIPAL/EMPLOYER.

viii. To recover all sums paid in violation of this Pact by BIDDER/CONTRACTOR(s) to any
middleman or agent or broker with a view to securing the contract.

ix. In cases where irrecoverable Letters of Credit have been received in respect of any
contract signed by the PRINCIPAL/EMPLOYER with the BIDDER / CONTRACTOR, the same shall
not be opened.

Kamarajar Port Limited Page 161of 192


RFP for Implementation of ERP System at KPL

x. Forfeiture of Performance Bond in case of a decision by the PRINCIPAL/EMPLOYER to


forfeit the same without assigning any reason for imposing sanction for violation of this pact.

xi. The Bidder / Contractor accepts and undertakes to respect and uphold the Principals
absolute right to resort to and impose such exclusion and further accepts and undertakes not
to challenge or question such exclusion on any ground, including the lack of any hearing
before the decision to resort to such exclusion is taken. This undertaking is given freely and
after obtaining independent legal advice.

xii. If the Bidder / Contractor can prove that he has restored/recouped the damage
caused by him and has installed a suitable corruption prevention system, in such a case, it will
be discretion of the Principal to revoke the exclusion prematurely.

xiii. The PRINCIPAL/EMPLOYER will be entitled to take all or any of the actions mentioned
at Para (i) to (xii) above of this Pact also on the Commission by the BIDDER / CONTRACTOR or
any one employed by it or acting on its behalf (whether with or without the knowledge of
the BIDDER / CONTRACTOR), of an offence as defined in Chapter IX of the Indian Penal
code, 1860 or Prevention of corruption Act, 1988 or any other statute enacted for
prevention of corruption.

xiv. The decision of the PRINCIPAL/ EMPLOYER to the effect that a breach of the provisions
of this Pact has been committed by theBIDDER / CONTRACTOR shall be final and conclusive on
the BIDDER /CONTRACTOR. However, the BIDDER / CONTRACTOR can approach the
Independent Monitor(s) appointed for the purposes of this Pact.

Fall Clause
The BIDDER / CONTRACTOR undertakes that it has not supplied / is not supplying similar
product / systems or subsystems at a price lower than that offered in the present bid in
respect of any other Ministry / Department of the Govt. of India or PSU and if it is found
at any stage that similar product / systems or subsystems was supplied by the BIDDER
/ CONTRACTOR to the Principal at a lower price, then that very price, with due allowance for
elapsed time, will be applicable to the present case and the difference in the cost would
be refunded by the BIDDER / CONTRACTOR to the PRINCIPAL / EMPLOYER, if the
contract has already been concluded.

Independent Monitors

The Principal/Employer has appointed two Independent External Monitors (hereinafter


referred to as Monitors)

1. Shri VelayuthamVenkatachalam, IAS (Retired)


House No: 92
Ramnagar North Extension,

Kamarajar Port Limited Page 162of 192


RFP for Implementation of ERP System at KPL

6th Main Road, Velachery,


Chennai 600 042.

2. Er. T.Govindarajan,
No. 5/5/, Saraswathy Nagar,
Behind CSI Church,
Kovaiputhur,
Coimbatore 641 402.

a) The task of the Monitors shall be to review independently and objectively, whether and
to what extent the parties comply with the obligations under this Pact.

b) The Monitors shall not be subject to instructions by the representatives of the parties
and perform their functions neutrally and independently.

c) Both the parties accept that the Monitors have the right to access all the documents
relating to the project /procurement, including minutes of meetings.

d) (As soon as the Monitor notices, or has reason to believe, a violation of this pact, he will
so inform the authority designated by the Principal and the Chief Vigilance Officer of Kamarajar
Port Limited.

e) The BIDDER / CONTRACTOR(s) accepts that the Monitor has the right to access
without restriction to all Project documentation of the PRINCIPAL including that provided by
the BIDDER / CONTRACTOR. The BIDDER / CONTRACTOR will also grant the Monitor, upon his
request and demonstration of a valid interest unrestricted and unconditional access to his
project documentation. The same is applicable to Subcontractors. The Monitor shall be
undercontractual obligation to treat the information and documents of the Bidder / Contractor
/ Subcontractor(s) with confidentiality.

f) The Principal / Employer will provide to the Monitorsufficient information about all
meetings among the parties related to the Project provided such meetings could have an
impact on the contractual relations between the Principal and the Contractor. The parties offer
to the Monitor, the option to participate in such meetings.

g) The Monitorwill submit a written report to the designated Authority of Principal /


Employer / Chief Vigilance Officer of Kamarajar Port Limited within 8 to 10 weeks from the
date of reference or intimation to him by the Principal / Employer / Bidder / Contractor and
should the occasion arise, submit proposals for correcting problematic situation.

h) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he


will so inform the Management of the Principal and request the Management to discontinue or
to take corrective action, or to take other relevant action. The Monitor can in this regard

Kamarajar Port Limited Page 163of 192


RFP for Implementation of ERP System at KPL

submit non-binding recommendations. Beyond this, the Monitor has no right to demand from
the parties that they act in a specific manner, refrain from action or tolerate action.

i) If the Monitor has reported to the Principal substantiated suspicion of an offence under
the Indian Penal Code, 1860 / Prevention of Corruption Act,1988 and the Principal / Employer
has not, within reasonable time, taken visible action to proceed against such offence or
reported to the Chief Vigilance Officer, the Monitor may also transmit this information directly
to the Central Vigilance Commissioner, Government of India.

j) The word Monitor would include both singular and plural.

Facilitation of Investigation

In case of any allegation of violation of any provisions of this Pact or payment of commission,
the PRINCIPAL / EMPLOYER or its agencies shall be entitled to examine all the documents
including the Books of Accounts of the BIDDER / CONTRACTOR and the BIDDER /
CONTRACTOR shall provide necessary information and documents in English and shall extend
all possible help for the Purpose of such examination.

Other Provisions
Changes and supplements as well as termination notices need to be made in writing. Side
agreements have not been made.
If the Contractor is a partnership or a consortium, this agreement must be signed by all
partners or consortium members.

Law and Place of Jurisdiction


This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the
PRINCIPAL / EMPLOYER.

Other Legal Actions


The actions stipulated in this Integrity Pact are without prejudice to any other legal action that
may follow in accordance with the provisions of the extant law in force relating to any civil or
criminal proceedings.

Validity
The validity of this Integrity Pact shall be from date of its signing and extend upto 5 years or
the complete execution of the contract to the satisfaction of both the PRINCIPAL and the
Bidder / Contractor including warranty period whichever is later. In case Bidder /
Contractor is unsuccessful, this Integrity Pact shall expire after six months from the date of the
signing of the contract.

Kamarajar Port Limited Page 164of 192


RFP for Implementation of ERP System at KPL

If any claim is made/lodged during this time, the same shall be binding and continue to
be valid despite the lapse of this pact as specified above, unless it is discharged/determined by
the Kamarajar Port Limited.

Should one or several provisions of this Pact turn out to be invalid, the remainder of this Pact
shall remain valid. In this case, the parties will strive to come to an agreement to their original
intentions.

Equal treatment of all Bidders / Contractors /Sub-Contractors

(a) The Bidder / Contractor undertake to demand from all sub-contractors a commitment in
conformity with this Integrity Pact, and to submit it to the Principal before contract signing.

(b) The Principal will enter into agreements with identical conditions as this one with all
Bidders / Contractors and Sub-Contractors.

(c) The Principal will disqualify from the tender process all Bidder / Contractors who do not sign
this pact or violate its provisions.

The parties hereby sign this Integrity Pact at on __________________.

The Principal represented BIDDER / CONTRACTOR


by the CMD, Kamarajar Port Limited

Name of the Officer Name


Designation Designation

Witness 1 Witness 1
Name & address Name & address

Witness 2 Witness 2
Name & address Name & address

Place: Place:
Date: Date:

ANNEXURE #3 PROFILE OF THE BIDDER

Kamarajar Port Limited Page 165of 192


RFP for Implementation of ERP System at KPL

General Information
Registered Name of the company
Address of the Registered Office or Head Office
Mailing address of the Bidder
Phone Number (with STD code)
Fax Number
E-mail ID
Type of Entity
Date of Establishment
Name of the Chief Executive
Name of the Authorized Signatory
Phone No. and E-mail ID of the Authorized Signatory
Name of the Contact Person
Phone No. and E-mail ID of the Contact Person
Other details, if necessary
Additional Information
Total number of Employees &ERP consultants of the proposed ERP system on Roll
Number of your firms employees in India who are involved in ERP
implementations. (ERP The proposed ERP solution)
Name of the cities in India where you have support offices for post
implementation support. (Please indicate the support offices in India especially
in and around Chennai, Tamil Nadu, if any, giving details of certified maintenance
staff, number of ongoing projects and the structure of operation for extending
support facility)
Quality Assurance
Details of Quality Assurance accreditation/certification (Please provide details
about SEI-CMM/ESCM/CMMI/ISO/any other Certifications).
Please provide letter from Product Vendor if you are certified by the Product
Vendor to implement the relevant package.
Commercial Information
2013-14 2014-15 2015-16
Revenue (in INR crores)
Profit Before Tax (in INR crores)
Revenue from IT Services (in INR crores)
Net Worth (in INR crores)

Name and Designation of Signatory: Seal & Signature of Authorized Person


Name of Firm:
Address

Kamarajar Port Limited Page 166of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #4 ERP IMPLEMENTATION EXPERIENCE OF BIDDER

(Use separate sheets for each Project and attach appropriate evidences. Ensure that the
number of projects presented are with specific reference to the Evaluation Criteria of this bid
document.)

S. No. Requirement Details


1 Name of the Project (if any)
2 Project Location
3 Name of the company
4 The company address, contact name & number
The company size (number of ERP Users at the time of
5 implementation)
6 List of business functions and processes implemented
7 Role of Bidder (whether primary implementer etc.)
8 Number of user licenses (core functional licenses)
9 Value of the work done (INR in Crores)
10 Date of award/signing of contract
11 Date of commencement of the implementation
12 Date of completion
13 Man-months effort
14 Name of the ERP solution
15 RDBMS supported
16 Other Middleware
17 Hardware installed (make/model)
18 Support/Maintenance obligations

Name and Designation of Signatory: Seal & Signature of Authorized Person


Name of Firm:
Address

Kamarajar Port Limited Page 167of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #5 PROFILE OF THE PROJECT TEAM

(The personnel proposed to be deployed shall be professionally qualified from reputed


universities/institutions having adequate experience in implementing the proposed ERP Solution)

Prof. Relevant Industry Task


Duration
Exp. Exp. (Name of the Proposed Proposed
# Name Designation Qualification of Team
In company and Position to be
Member
Yrs. project) assigned

Note:-
a) Personnel deployed having prior experience in Implementation in either PSU or Port / Terminal
Operator may be highlighted.
b) Provide details of at least two most relevant project experiences (including roles and
responsibilities) having scope similar to us.
c) Enclose detailed resumes of the personnel as per Annexure # 4.

Name and Designation of Signatory: Seal & Signature of Authorized Person


Name of Firm:
Address

Kamarajar Port Limited Page 168of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #6CV OF THE TEAM MEMBERS

(Use separate sheets for each Team Member)

The company name


Name
Proposed Deployment Role of the Candidate
Expertise/Training on
Professional Qualifications
Number of Years with present Employer

Summarized Professional Experience in implementing relevant module (for which the


candidate is proposed for Company team) in reverse chronological order.
Company/Project/Position/Relevant
From To Technical and Management
Experience

Certification by the Authorized Signatory -

I, the undersigned, certify that to the best of my knowledge and belief, this resume reflects correct
information and that the wilful misstatement described herein may lead to disqualification or dismissal
of the above candidate.

Name and Designation of Signatory: Seal & Signature of Authorized Person


Name of Firm:
Address

Note: The Bidder must provide substantial evidence of the educational qualification and job/project
experience of each personnel as stated in the RFP document (if required during tender evaluationtime
or the contract period).

Kamarajar Port Limited Page 169of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #7 LITIGATION IMPACT STATEMENT

LITIGATION IMPACT STATEMENT

(Company letter head) [Date]

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Reference: ERP implementation at KPL

Dear Sir,

We hereby confirm that we are not blacklisted by KPL or by any State/Central Government institution
or any Public Sector units.

We hereby also confirm that there is no litigation (including court, arbitration and other proceedings),
inquiry or order from any regulatory authority, current or pending against us, which if adversely
determined might have material adverse impact on our ability to carry on our business or pay our debts
as they fall due or on our ability to enter into any of the transactions contained in or contemplated in
respect of providing the ERP (name of the solution) implementation Services to KPL.

Name and Designation of Signatory: Seal & Signature of Authorized Person


Name of Firm:
Address

Kamarajar Port Limited Page 170of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #8 CONFLICT OF INTEREST

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Undertaking on Conflict of Interest

We do hereby undertake that there is absence of, actual or potential conflict of interest on our
part as the bidder or any prospective subcontractor due to prior, current, or proposed
contracts, engagements, or affiliations with KPL.
We also confirm that there are no potential elements (time-frame for service delivery,
resource, financial or other) that would adversely impact our ability to complete the
requirements as given in the RFP.
We undertake and agree to indemnify and hold KPL harmless against all claims, losses,
damages, costs, expenses, proceeding fees of legal advisors (on a reimbursement basis) and
fees of other professionals incurred (in the case of legal fees and fees of professionals,
reasonably) by KPL and/or its representatives, if any such conflict arises later.

Yours faithfully,

Authorized Signatory

Designation
Company Seal

Kamarajar Port Limited Page 171of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #9 FORMAT OF POWER-OF-ATTORNEY

POWER OF ATTORNEY
(On Stamp Paper of Rs. 500/-)

Know all men by these presents, we _______________________ (name of the Bidder and its
address)do hereby appoint and authorize Shri _____________ (full name and residential address) who
ispresently employed with us and holding the position of ____________________ as our attorney, todo
in our name and on our behalf, all such acts, deeds and things necessary in connection with orincidental
to our proposal for [G], in response to the RFP ( Request for Proposal) floated by Kamarajar Port Limited
(hereinafter referred to as KPL), including signing and submission of all documents andproviding
information/responses to IDBI Bank in all matters in connection with our Bid.
We hereby agree, declare and undertake that all the acts, deeds and things lawfully done by our
saidattorney shall be construed as acts, deeds and things done, performed and executed by us and
wehereby agree to ratify and confirm all acts, deeds and things lawfully done by our said
attorneypursuant to this irrevocable Power of Attorney and that all acts, deeds and things done by
ouraforesaid attorney shall always be deemed to have been done by us.

Dated this _____ day of ____________________ 2016


For
(Signature)
(Name, Designation and Address)
Accepted
(Signature)
(Name, Title and Address of the Attorney)
Date:
Witnesses :
1)
(Name, Signature & Address)
2)
(Name, Signature & Address)

Note:
The mode of execution of the Power of Attorney should be in accordance with the procedure, if
any, laid down by the applicable law and the charter documents of the executants and when it
is so required the same should be under common seal affixed in accordance with the required
procedure.
Also, wherever required, the Bidder should submit for verification the extract of the charter
documents and documents such as a resolution/power of attorney in favor of the Person
executing this Power of Attorney for the delegation of power hereunder on behalf of the
Bidder.
In case the Application is signed by an authorized Director / Partner or Proprietor of the
Applicant, a certified copy of the appropriate resolution / document conveying such authority
may be enclosed in lieu of the Power of Attorney.

Kamarajar Port Limited Page 172of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #10 PATENT RIGHTS/COPYRIGHTS CONFIRMATION

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Undertaking on Patent Rights/copy rights during implementation of ERP Solution at KPL

I/We do hereby undertake that none of the deliverables being provided by us is infringing onany patent
or intellectual and industrial property rights as per the applicable laws of relevantjurisdictions having
requisite competence.

I/We also confirm that there shall be no infringement of any patent or intellectual andindustrial
property rights as per the applicable laws of relevant jurisdictions having requisitecompetence, in
respect of the equipments, systems or any part thereof to be supplied by us.

I/We shall indemnify KPL against all cost/claims/legal claims/liabilities arising from thirdparty claim in
this regard at any time on account of the infringement or unauthorized use ofpatent or intellectual and
industrial property rights of any such parties, whether such claimsarise in respect of manufacture or
use. Without prejudice to the aforesaid indemnity, we shallbe responsible for the completion of the
supplies of the software / applications includingupgrades as and when they are made available and
uninterrupted use of the software solutionand/or system or any part thereof to KPL and persons
authorized by KPL, irrespectiveof the fact of claims of infringement of any or all the rights mentioned
above.

If at a later date it is found that it does infringe on patent rights, I/We absolve KPL of anylegal action
and KPL will have the right to claim damages.

Yours faithfully,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 173of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #11 SUPPORT COMMITMENT FROM ERP OEM

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Undertaking on providing support during Implementation

1. We the provider of ERP system, do hereby undertake that our products being implemented by
<<SIs corporate name>>, pursuant to the Request for Proposal (RFP) document relating to
providing of the ERP Implementation, training & maintenance services, to KPL will be audited and
reviewed to ensure they are implemented to the best of the features, possibilities, practices and
methodology of these solutions. We will ensure to send the review or audit reports directly to KPL.
2. We would like to confirm that we will commit to provide audit and expert advice for the
implementation services to ensure that the implementation by the <<Name of the bidder>> is
upgrade compatible.
3. We also undertake that we will provide support to KPL during the implementation, in auditing the
implementation, the quality of deliverables and in ensuring that the solution is implemented in the
best of ways by exploiting all the capabilities offered by the solution, to meet the requirements of
KPL

Dated this ___ day of ___201_

Yours sincerely,

On behalf of [ERP OEMs Name]


Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 174of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #12 SOLUTION COMMITMENT FROM ERP OEM

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Solution Commitment

We, the original owners of the ERP system, would like to confirm that the componentsproposed to be
licensed to KPL, against the functional requirements elaborated in the RFPand shared with by the SI
(company name), fully meets the requirements of KPL both interms of functional coverage and scale of
operations.

If during the implementation of the ERP system at KPL, it is found that the proposedlicensed system
components are inadequate to meet the specifications in the RFP document,the required system
components in terms of scale or coverage will be supplied without anyfinancial burden to KPL.

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 175of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #13 UNDERTAKING ON NO GOVERNMENT RESTRICTIONS FROM ERP OEM

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Undertaking on no Government restrictions

We confirm that there are no Government restrictions or limitations in the country of thesupplier or
countries from which subcomponents are being procured and/or for the export ofany part of the
system being supplied.

We shall ensure that there is completion of the supplies and uninterrupted use of the systemby KPL and
persons authorized by KPL, irrespective of any such restrictions. Withoutprejudice to the foregoing, we
undertake and agree to indemnify and hold KPL harmlessagainst all claims, losses, damages, costs,
expenses, proceeding fees of legal advisors (on areimbursement basis) and fees of other professionals
incurred (in the case of legal fees andfees of professionals, reasonably) by KPL and/or its
representatives, arising directly out ofany such restrictions.

We would also like to confirm that we are committed to allow and support KPL to use ERP product not
withstanding any of the OEM countrys regulations, restrictions, and sanctionsagainst KPL.

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 176of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #14 FINANCIAL INFORMATION OF ERP OEM

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

We would like to declare the following information on our financials and legal status in India.

Name of the ERP OEM


Product Name
Nature of business in India
Financial Information FY 2013-14 FY 2014-15 FY 2015-16
Annual Turnover from the
enterprisesolutions(in INR crores)
Annual audited financial statements certified by the Auditor duly showing the above information

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 177of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #15 TRAINING FACILITIES OF ERP OEM

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

We would like to declare the following information on our training /support capabilities inIndia.

Name of the Company


Product Name
Authorized/ Owned Training Centre
Address of the training centre
Seating capacity of the training centre

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 178of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #16 ERP OEM AUTHORIZATION TO BID

To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

Sub: Authorization of <company name of SI> to Provide Services Based on Our Product(s)

This is to certify that I/We am/are the Original Equipment Manufacturer in respect of theproducts listed
below. I/We confirm that <name of SI> (SI) is a certified partner to provideimplementation services of
our solution and have due authorization from us to provideservices, to KPL that are based on our
product(s) listed below as per Request for Proposal(RFP) document relating to providing of the ERP
Solution Application, Implementation,training & maintenance services, and System Integration services
to KPL.

We further endorse the warranty, technical support and licensing terms provided by SI to KPL.

S. No. Product Name Version


1
2
3

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 179of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #17 SOLUTION CHARACTERISTTICS

(To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

We would like to declare/confirm the following information on our ERP system

Solution Characteristics
Coverage of functions in the ERP ERP Module
Function
solutionthat are available should be Name
an applicationintegrated on Finance & Accounting
interoperable platform HR
Payroll
Procurement / Purchase / Contracts
Management
Workflow / File Management / e-office
/ DMS
Project Management
Integration module to integrate other
applications (already running in KPL)
with the proposed ERP System
Health Safety & Environment (HSE)
Business Analytics / Intelligence
RTI Module
Legal CaseManagement
Supported Operating Systems
Supported Standard Databases
Availability of Security Features Security Feature ERP Module Name
Authentication
Single Sign On
Authorization
Biometric
Integrated User
Management
Mandatory Supporting Documents
ERP Product Brochure

Kamarajar Port Limited Page 180of 192


RFP for Implementation of ERP System at KPL

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 181of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #18 WORLDWIDE USER BASE OF ERP

To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

We hereby declare that the number of core users of our ERP product <name> is atleast10,000 across
the globe. This number does not include users of Employee Self Service.

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 182of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #19 ERP OEM EXPERIENCE IN CPSUS / INDAIN SEA-PORTS

ERP OEM experience in CPSU/ Indian Sea-Ports


Client Information
Name of client
Designation of the person who can be referred to from Clients' side with postal address.
Nature of business / operations of client
Project Details
Brief description of the Project
Functional areas of business covered in the project
Implementation Geographical Location/ Number of Locations/ business unit at which the project is
implemented
Year of go-live/ project completion year
Modules implemented Yes / No
Finance & Accounts
HR
Payroll
Purchase
Procurement / Purchase / ContractsManagement
Workflow / File Management / e-office / DMS
Project Management
Any Other
Supporting Documents
Note: A client citation with reference to the above experience/citation for ERP refersto one or more of
the following
a) a client letter
b) work order/contract copy
c) completion/go-live certificate
The above supporting document(s) should clearly specify the project status (i.e. gonelive/ completed)
with date.
The above document(s) should be duly certified by authorized signatory
Please use separate forms for multiple citations.

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 183of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #20 THE LEGAL ENTITY OF ERP OEM

Details of the Organization


Name
Nature of the legal status in India
Nature of business in India
Date of Incorporation
Date of Commencement of Business
Registrar of Companies - Reference No
Address of the Headquarters
Address of the Registered Office in India
Other Relevant Information
Mandatory Supporting Documents:
a) Certificate of Incorporation from Registrar Of Companies( ROC) Relevant sections of Memorandum of
Association of the company or filings to the stock exchanges to indicate the nature of business of the
company
b) Certification on commencement of business

Kamarajar Port Limited Page 184of 192


RFP for Implementation of ERP System at KPL

ANNEXURE #21 PARTNER ECOSYSTEM

To be submitted on the Letterhead of ERP OEM)


(Place) (Date)

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001

Sir,

We would like to declare the following information on our partners for implementation of theERP
System in India.
Name of the ERP OEM
Product Name
Certified Partners Name

Dated this ___ day of ___201_

Yours sincerely,
On behalf of [ERP OEMs Name]
Authorized Signature [In full and initials]
Name and Title of Signatory:
Name of Firm:
Address:
Seal/Stamp of ERP solution OEM

Kamarajar Port Limited Page 185of 192


RFP for Implementation of ERP System at KPL

ANNEXURE CA

MODEL CONTRACT AGREEMENT


(To be submitted by the Successful Bidder after issue of LOA)
(On Non-judicial stamp paper of value not less thanRs. 100/-)

This CONTRACT (hereinafter together with ..appendices attached hereto called the Contract) is
made on ..day of .2016 between KAMARAJAR PORT LIMITED on the one part (hereinafter
called KPL) and M/s.. (hereinafter called the System Integrator) on the other part
(Notwithstanding such association, the System Integrator will be represented hereunder at all times by
which will retain full and undivided responsibility for the
performance of the obligations hereunder and for satisfactory completion of the consulting services to
be performed hereunder.)

WHEREAS the Kamarajar Port Limited has requested the System Integrator to provide All the Services
refered in this Reqest for Proposal No. KPL/IT/ERP/2016 WHEREAS the System Integrator has agreed
to provide the services in accordance with the Terms of Reference and all Conditions set forth in this
contract.

NOW THIS AGREEMENT WITNESSETH as follows:


1. In this agreement words and expression shall have the same meaning as are respectively assigned to
them in the conditions of Proposal Document hereinafter referred to.

2. The following documents shall be deemed to form and be read and construed as part of this
Agreement viz.

a) The RFP Document for Implementation of ERP System at KPL (Ref. No: KPL/IT/ERP/2016) issued
by the KPL.
b) All amendments to the RFP document for Implementation of ERP System at KPL (Ref. No:
KPL/IT/ERP/2016 Dt. 21/07/2016)as issued by the KPL prior to submission of bids, queries of
bidders, if any.
c) Letter of Award (LOA) issued by the KPL vide No dated and all correspondence
exchanged between the KPL and the System Integrator up to the date of LOA as specifically
referred to in the said LOA.

Kamarajar Port Limited Page 186of 192


RFP for Implementation of ERP System at KPL

3. In consideration of the payment to be made by the KPL to the System Integrator as herein after
mentioned the System Integrator hereby covenants with the KPL to execute and complete the works
in conformity with in all respects with the provisions of the contract.
4. The KPL hereby covenants to pay the System Integrator in consideration of the completion of the
works the counterpart charges in the manner prescribed in the proposal document and accepted by
the System Integrator.

IN WITNESS WHEREOF the parties hereto have caused their respective common seals to be hereunto
affixed (or have hereunto set their respective hands and seals) the day and year first above written.

Binding Signature of Binding Signature of


Kamarajar Port Limited <System Integrator Name>

Witness: Witness

1. 1

2. 2.

Kamarajar Port Limited Page 187of 192


RFP for Implementation of ERP System at KPL

ANNEXURE BG-EMD

PROFORMA FOR BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT


(On Non-judicial stamp paper of value not less thanRs. 100/-)

__________________________________ Bank Ltd.


____________________________________
B.G. No. _______________________
A/c of (Name of address) ____________________________
Limit of liability _____________ Date of expiry __________
Ref: Bid Notice No. ______________________dt. __________
For (Name of work) ______________________________________________
Subject: Earnest Money Deposit
______________________________________________________

To
The General Manager (O),
Kamarajar Port Limited,
RajajiSalai, Chennai-600001
Tamil Nadu, India

Dear Sir,

1. In consideration of the Kamarajar Port Limited (hereinafter called "the Company ") which
expression shall unless repugnant to the subject or context include his successors and assigns
having agreed to exempt M/s._________________________ from demand under the terms &
conditions of Bid No. _______________ issued by the Company for the works (hereinafter called
the said "Document") from deposit of Earnest Money for the due fulfillment by the M/s
. (Name of the Bidder) of the terms and conditions contained in the said
Document on production of Bank Guarantee for Rs.______________ (Rupees ___________
only). We the ______________Bank. Ltd. (hereinafter referred to as the said Bank), a Company
under the companies Act. 1956 and having our registered office at ________________ do
hereby undertake and agree to indemnify and keep indemnified the Company to the extent of
Rs.______________ (Rupees ______________ only) against any losses, damage cost, charges
and expenses caused to or suffered by or that may be caused or suffered by the Company by
reason of any breach or breaches by (M/s ..(name of the Bidder) of any of the
terms and conditions contained in the said Document and unconditionally pay the amount
claimed by the Company on demand and without demur to the extent aforesaid.
2. We ____________Bank Ltd. do hereby undertake to pay the amounts due and payable under
the guarantee without any demur, reservation, protest and not withstanding any dispute
between the Company and the Bidder merely on a demand by you stating that the amount
claimed is due by way of loss or damage caused to or would be caused or suffered by you by
reason of any breach by M/s (name of the Bidder) of any of the terms or
conditions contained in the said Document by reason of the M/s (name of the Bidder)'s

Kamarajar Port Limited Page 188of 192


RFP for Implementation of ERP System at KPL

failure to perform conditions of the said Document. Any such demand on the Bank shall be
conclusive as regards the amount due and payable by the Bank under this guarantee. However,
our liability under this guarantee shall be restricted to an amount not exceeding Rs. ...................
3. We __________________ Bank Ltd. further agree that the Company shall be the sole judge of
and as to whether the M/s..(name of the Bidder) has committed any breach or breaches
of any of the terms and conditions of the said Document and the extent of loss, damages, costs
charges and expenses caused to or suffered by or that may be caused to or suffered by the
Company on account thereof to the extent of the Earnest Money required to be deposited by
M/s (name of the Bidder) in respect of the said Document and the decision of the Company
that M/s.(name of the Bidder) has committed such breach or breaches and as to the
amount or amounts of loss, damages, costs, charges and expenses caused to or suffered by or
that may be caused to or suffered by the Company shall be final and binding on us.
4. We _________________ Bank Ltd. further agree that guarantee herein contained shall remain
in full force and effect during the period that would be taken for the performance of the said
Document and that it shall continue to be enforceable till all your dues under or by virtue of the
said Document have been fully paid and its claims satisfied or discharged or till you certify that
terms and conditions of the said document have been fully and properly carried out by the said
M/s.. and accordingly discharge the guarantee. Unless a demand or claim under this
guarantee is made on us in writing on or before the ______________ we shall be discharged
from all liability under this guarantee.
5. We _______________ Bank Ltd. further agree with you that you 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 Document or to extend time asked by M/s..
from time to time or to postpone for any time or from time to time any of the powers
exercisable by you against M/s .. and to forbear or enforce any of the terms and
conditions relating to the said document and we shall not be relieved from our liability by
reason of any such variation or extension being granted to M/s.. or for any
forbearance act or omission on your part or any indulgence by you to M/s. or by any
such matter or thing whatsoever under the law relating to sureties would but for this provision
have effect of so relieving us.
6. It shall not be necessary for the Company to proceed against M/s.. before
proceeding against the Bank and the Guarantee herein contained shall be enforceable against
the Bank, notwithstanding any security which the Company may have obtained from
M/s at this time when proceedings are taken against Bank hereunder be
outstanding or unrealized.
7. We __________________ Bank Ltd. further undertake to unconditionally pay the amount
claimed by the Company merely on demand and without demur to the extent aforesaid.
8. We, the said Bank lastly undertake not to revoke this guarantee during its currency except with
the previous consent of the Company in writing and agree that any change in the constitution of
the Company or of M/s or the said Bank shall not discharge our liability hereunder.
9. Notwithstanding anything contained herein
(i) Our liability under this bank guarantee shall not exceed . (Rupees . .)
(ii) This bank Guarantee shall remain valid up to
(iii) Our liability to make payments shall arise and we are liable to pay the guaranteed amount
or any part thereof under this guarantee only and only if you serve upon us a written claim
or demand in terms of guarantee on or before .

Kamarajar Port Limited Page 189of 192


RFP for Implementation of ERP System at KPL

Witness Dated ________day of ________ 20_____


For____________________ Bank Ltd.
Signature___________________
Seal
Note:
While issuing the Bank Guarantee either for Earnest Money, the issuing Bank must furnish
following details:
- Name & address of the Bank
- Contact person
- Telephone no.
- Fax no.
- E-mail address:
The Bidder while getting the Bank Guarantees issued by the Banker must take care of the above
details.

Kamarajar Port Limited Page 190of 192


RFP for Implementation of ERP System at KPL

ANNEXURE BG-CONTRACT

PROFORMA OF BANK GUARANTEE FOR CONTRACT PERFORMANCE

(On non judicial stamp paper of value not less than 100/-)
The non-judicial stamp paper should be in the name of issuing bank

Ref. Bank Guarantee No.


The General Manager (O) Date.......................... 20___.
Kamarajar Port Limited
RajajiSalai, Chennai-600001
Tamil Nadu

Dear Sirs,

In consideration of the Kamarajar Port Limited, (herein after referred to as the `Company' which
expression shall unless repugnant to the Context or meaning thereof include its successors,
administrators and assigns) having awarded to M/s. _____________________________________ with
its Registered/Head office at __________________________________ (hereinafter referred to as the
`Successful Bidder' which expression shall unless repugnant to the context or meaning thereof, include
its successors, administrators, executors and assigns), a contract by issue of Company's Letter of Award
of Contract no. ______________________ dated ____________________ and the same having been
unequivocally accepted by the successful bidder resulting in a "contract" bearing
No.________________ dated ________________ valued at __________________________ for
_________________ (Scope of contract) and the successful bidder having agreed to provide a contract
performance guarantee for the faithful performance of the entire contract equivalent to *
_______________% (percent) of the said value of the contract to the company.

The Company shall have the fullest liberty without affecting in any way the liability of the Bank under
this guarantee from time to time to extend the time for performance of the contract by the successful
bidder. The company shall have the fullest liberty, without affecting this guarantee, to postpone from
time to time the exercise of any powers, vested in them or of any right which they might have against
the successful bidder, and to exercise the same any time in any manner, and either to enforce or to
forbear to enforce any covenants, contained or implied, in the contract between the Company or any
other course of or remedy or security available to the Company. The Bank shall not be released of its
obligations under these presents by any exercise by the company of its liberty with reference to the
matters aforesaid or any of them or by reason of any other acts of omission or commission on the part
of the Company or any other indulgence shown by the Company or by any other matters or thing
whatsoever which under law would, but for this provision, have the effect of relieving the Bank.

The Bank also agrees that the Company at its option shall be entitled to enforce this Guarantee against
the Bank as a principal debtor, in the first instance without proceeding against the successful bidder

Kamarajar Port Limited Page 191of 192


RFP for Implementation of ERP System at KPL

and notwithstanding any security or other guarantee that the company may have in relation the
successful bidder's liabilities.

Notwithstanding anything contained herein above our liability under this guarantee is restricted to
____________________________ and it shall remain in force upto and including
________________________** and shall be extended from time to time for such period (not exceeding
one year), as may be desired by M/s. ________________________ whose behalf this guarantee has
been given.
Dated this ____________ day of ________201___ at ___________________.
WITNESS
------------------------- Signature ---------------
Signature
------------------------- (Bank's Rubber Stamp)
(Name)
-------------------------------------- (Name) ------------------
Official address
-------------------------------------- Designation with Bank stamp
-----------------------------
Attorney as per power of Attorney
No. -----------------------------
Dated ----------------------------
NOTE: * This sum shall be ten percent (10%) of the contract price as awarded.
** The date will be as specified in the contract.
*** Initially the Performance Bank Guarantee can be valid for atleast two years and
extendedannually till the completion of the contract period.

Kamarajar Port Limited Page 192of 192