TENDER NO: REC/IT/ERP(HRMS)/117/2012/8 Sr. No RFP … · 1.4 We recommend the proposed ERP - HRMS product including payroll should have been interfaced / itegrated with oracle 11i

Sr. No RFP Page

No.

Section Clause Ref.

No.

Clause Details Query/ Suggestion/Clarification RECL

Reply/Clarifications

1 84 Manpower Database 1 Maintain employee information

including:Employee number

Headcount by category and division on the basis of employee headount Yes

2 87 Training 1 Capability of undertaking training

need analysis for various units for

creating a training plan using

multiple tools e.g. performance

management, competency

management, training needs /

employee development part of

appraisal forms in PMS module,

succession planning, self

nomination (with approval through

proper channel) etc.

Are all employees trainees or is there specific categoy of employees who undergo training. Also

are there any addiotnal resources outside RECL who will be getting trained

Yes all employees are trainees. No external participant data to be maintained in ERP.

3 90 Employee Self Service 1 Capability to empower employees

to enter / view/ edit predefined

data regarding self e.g. updating

of personal records like Bank

details, marital status, salary

details with last employer, leave

balance, leave approval status ,

Salary details, loan etc. taken

from REC, declare investments

for tax calculation purpose,

Property returns, Leased

accommodation data, Medical

information etc. With capability of

classifying information on basis of

whether these can be not viewed

or only viewed or both viewed and

edited / entered by employees.

The console shall be in English

and Hindi.

Should manager be able to see basic details and information of employee reporting into him/her. Some fields to be allowed for viewing access to Controlling Officer. Fields to be firmed up in consultation with HR Division.

4 91 Leave Management and

Time management

1 Capability to mark attendance on-

line though the HRMS .

System to be linked to Time

management system of REC.

Summary of the exisitng time management system available at different locations Biometric Attendance system currently exists in only one or two location ; manual attendance system used in other locations

5 8 Eligibility Criteria / Pre-

qualification

1.4 We recommend the proposed ERP - HRMS product including payroll should have been

interfaced / itegrated with oracle 11i or 12i at atleast two organization to ensure that there is no

risk to RECL because of integaration issues

No Change proposed.

6 42 Evaluation &

Comparision of bids

4.14 We understand that RECL is looking for ERP - HRMS and payroll software product on the same

platform. We recommend that for financial evaluation of bid total cost of ownership including

license & integration cost should be considered

No Change proposed.

7 41 Evaluation of Technical

Bid

4.12 Is there any marks for techincal evaluation. Please clarify Refer Clause 4.12 Evaluation of Technical Bid sub clause III ; The technical evaluation committee (TEC) will evolve internal mechanishm including

marking for technical shortlisting of bidders.The bidder is required to make detailed presentation with solution demonstration before the TEC. The

TEC will also visit at least one live client installation of the proposed solution, preferably in NCR, as a part of Technical Evaluation. The scoring

detail and cut-off marks will be fixed during technical evaluation. To be informed to pre-qualified eligible bidders.

8 41 Evaluation of Technical

Bid

4.12 If there is any scoring for technical evaluation, please clarfiy would be cut-off for technical

qualification. Please clarify

Refer Clause 4.12 Evaluation of Technical Bid sub clause III ; The technical evaluation committee will evolve internal mechanishm including

marking for technical shortlisting of bidders. The scoring detail and cut-off marks will be fixed during technical evaluation. To be informed to pre-

qualified eligible bidders.

9 42 Evaluation &

Comparision of bids

4.14 Would there be any weightage given to technical scoring along with commercial in final

evaluation

Refer Clause 4.14 Evaluation and Comparison of Bids of the tender document

10 75 Annexure -E (Financial

Bid)

Table -1 We understand that RDBMS / database software to be quoted has to be full use without any

restrictions

Annexure-E : Price Schedule Table - I HRMS Software & Related Components, item no 9 & 10:

RDBMS Enterprise Edition should be read as RDBMS Enterprise Edition Full Use

11 General Would it be possible to use existing infrastructure like hardware / database / middle-ware Not Relevant

12 7 1.3 -O Provide training to IT/ ERP

Technical and support team and

other IT professionals as required

by RECL for……..

Is RECL looking at product OEM training to be provided by OEM or by bidder The bidder to provide trainings as per industry standards and as specified in the tender document. The certification training to be given by

authorized training institutes for the relevant certification.

13 15 Table – II (B) :

Broad

Components of

Work - A2

Insurance: The equipments are to

covered under transit insurance till

transfer of ownership to RECL

When tranfer of ownership will happen ?? On Acceptance of Solution by RECL

Pre-Bid Clarifications/ Addendums/ Corrigendums

TENDER NO: REC/IT/ERP(HRMS)/117/2012/8

Date: 29.01.2013

14 77 TABLE – II:

Cost of

Hardware

Type -2 Server (data base

servers)

1) How many Database server (out of 3) will be deployed in Primary and DR Site respectively.

Does the primary site deployment will have oracle RAC deployment?

One Server (Type 2: Database) to be deployed at DC / Primary Site and One Server ((Type 3: Others with single processor) at DR Site.

15 77 TABLE – II:

Cost of

Hardware


servers)

How many server (out of 3-servers) will be used to host database for Test/Dev/Training

environments?

The bidder has to make complete solution with all standard instances using the servers. The solution is to be presented during the technical

presentation

16 105 C.

Specifications

of Server Type

2

CPU Speed

Intel® Xeon® E5-4640 2.4GHz,

20MB cache, 8.0 GT/s QPI,

Turbo, HT, 8Core 95W or Better

We would like to provide Intel Xeon E-2690 ; 2.9 GHz, 20 MB catche, , 8.0 GT/s QIP, Turbo, , 8

core, 135W or better. This will offer following benefits over E5-4640…..a) Better clock speed of

2.9GHz for better payroll processing ; b) TDP of 135 will provide more protection while running ;

c) E-2690 is less costlier than E-4640;

No Change proposed.

17 105 C.

Specifications

of Server Type

2

Memory Maximum - The System

has to support a maximum

Memory of 1.5TB or Higher

This should be 256GB or more No Change proposed.

18 105 C.

Specifications

of Server Type

2

HDD Required - The System

Should be Supplied with 5 Nos of

SAS 6G 15K RPM 300GB HDD to

be configured in RAID-5

4 x 300 GB 10,000 RPM Disks No Change proposed.

19 106 C.

Specifications

of Server Type

2

22. OS Certification We would like to propose Oracle Linux 5.0, Solaris OS also. No Change proposed.

20 110 F.

Specifications

of Storage

System

22. OEM vendor must meet the

following -

The implementation and on-site

support services for the duration

of the contract shall be provided

by the principle OEM responsible

for the solution

We would like to understand following …. A) Is implementation & on site support to be provided

by OEM of storage or by bidder?? B) If support is required by OEM ; is it required to be 24X7

support during entire duration of implementation or RECL would like to suggest fixed man day

OEM support (eg - 50 man day OEM support for entire duration of project.

A) OEM/ SI to implement & provide on-site Support

B) OEM to provide solution integration and Quality review services

21 110 F.

Specifications

of Storage

System

19

OS/Host support -

Industry leading Operating

System platforms including:

Windows Server® 2003, Windows

Server® 2008, RHEL-6®,

VMware®, Hyper-V®.

Should include Solaris OS also No Change proposed.

22 With respect to the RFP , We request that Oracle Linux Support to be included so that the

Partners have a freedom to quote the best Product and enable RECL to get the best product at

the lowest price

Annexure F: technical Specifications B, C, D Item 23 i.e. Operating System to be read as :

Pre-Installed with Media : Red Hat Enterprise Linux latest version with 3 Years Support / MS Windows Server 2008 Enterprise or Latest

Server Operating System / Oracle Linux latest Enterprise Server Edition

23 With respect to the RFP , Do you Need hot Patching (Patching of Kernel without Reboot which

helps in availability and security of OS layer) ?

Hot Patching is a desirable Feature



Headcount by category and division on the basis of employee headount Refer Sl No. 1 of the clarifications above












Are all employees trainees or is there specific categoy of employees who undergo training. Alos


Refer Sl. No. 2 of the clarifications above



















and Hindi.

Should manager be able to see basic details and information of employee reporting into him/her. Refer Sl. No. 3 of the clarifications above

27 90 The ERP application access is planned via intranet. Are there any users who would access the

application from external internet?

The application should be able to provide access to the employee through Internet Public Network

28 Does RECL have any employee/ plans to have any employee whose payroll is processed

outside Indian rules and regulations.

No

29 What is the present payroll system which is being used at RECL? Is this system also Oracle

system or provided by some other vendor?

Refer Chapter 1 of tender document

30 If the current system is payroll provided by Oracle, how are the HR transactions maintained

without the core HR module?

Centralized database created with Employee number & Name

31 Is there any present HRMS system in use at RECL? If so, is data migration part of scope of

work? If yes, kindly elaborate on the system to plan for data migration.

HR functions in manual mode with some data in MS-Word/Ms-Excel. Data Migration from manual records/ MS-excel/MS- word is in scope of work of

bidder, however data entry work will be carried out by REC. Other phases are responsibility of the bidder with assistance from REC. It is bidders

responsibility to prepare a comprehensive Data Migration strategy which REC will approve.

32 If there is no HRMS system in use, kindly elaborate if there are any data digitization/ data entry

requirement within the scope of the implementation vendor.

Scope explained above

33 RFP is silent on the name on which the tender procurement draft has to be drawn. Tender cost / Application cost of Rs 10,000/- (Rupees Ten Thousand Only) should be in the form of a Demand Draft/Banker’s cheque drawn on a

Scheduled commercial bank in the favor of ‘Rural Electrification Corporation Limited’ payable at New Delhi. Cheques, Money orders or Cash etc.

shall not be accepted and bid shall be rejected outright.

34 Kindly state the email id/ fax number for the official communication/ submission pertaining to the

tender.

1) [email protected]



35 9 Eligibility Criteria 1.4 h The bidder must be having an ISO

9001:2008 or ISO 27001:2005

and CMM/CMMi level 5

certification during any of the last

five years.

There is a vast difference between the CMM & CMMi (integrated) model of evaluation. Keeping

the quality concerns we would request you to consider bids from vendors holding valid CMMi

level bids.

No Change proposed.

36 103 Page 103, Technical

Specifications For

Server Type 1

(APPLICATION)

The system should support at

least 8 Nos of 2.5 / 3.5 inch Hot

Plug Hard Disks or Higher

Request you to kindly mention the same as For server type 1 - HDD bays should be

mentioned as 8 x 2.5" / 6 x 3.5".

No Change proposed.

37 105 Page 105, Technical

Specifications For

Server Type 2

(DATABASE)

Form Factor Rack 2U or less Form factor should be mentioned as "4U or lower" as the requirement is for 5 HDDs & 5 HDD

bays only, there will be no scope for future up gradation. Min. 8 HDD bays should be asked.

No Change proposed.

38 56 Payment Schedule 5.9 The section details the payment

schedule.

The payment schedules suggests the first payment to be scheduled after the successful testing

of the system.

However the SI would be incurring heavy costs on mainly on three counts

1. Hardware Procurement (as per specification of tender).

2. ERP license. (as per specifications of tender document)

3. ERP customization.

We would request you to modify payment terms so that the SI can recieve payments for third

party procurement after inspection of respective deliverables by RECL (namely point 1 & 2

above).

Refer Sl No. 211 of the clarifications.

39 64 Liablities to Bidder 5.18 Liabilities to Bidder RFP is ambiguous at places on the liability of the bidder in event of termination of the contract.

We would humbly request you to clarify that liability of the bidder under the contract would be

capped at contract value.

Refer Clause 5.8 : Warranty Maintainence sub clause IX Viz: "IX. The total penalty will not exceed total value of the order….."



Headcount by category and division on the basis of employee headount Refer Sl No. 1 of the clarifications above














Refer Sl. No. 2 of the clarifications above



















and Hindi.

Should manager be able to see basic details and information of employee reporting into him/her. Refer Sl. No. 3 of the clarifications above

43 91 Leave Management and

Time management

1 Capability to mark attendance on-




Summary of the exisitng time management system available at different locations Refer Sl. No. 4 of the clarifications above

44 9 Eligibility Criteria/ Pre-

qualification

g The bidder must have

successfully executed the

following ERP-HRMS software

projects for Government/ Semi

Government/ Autonomous

Organizations/ Public Sector

Utilities/ Private Sector in India as

main contractor during the last

Seven financial years ending last

day of previous month of bid

submission(Attach copy of

purchase/ work order and

successful completion certificate

from the client/ customer):

1. at least One Project of a value

of Rs 300 Lac during the last

seven financial years; OR

2. at least Two Projects of a value

of Rs 190 Lac each during the last

seven financial years;

3. at least Three Projects of a

value of Rs 150 Lac each during

the last seven financial years.

We have implemented number of end-to-end ERP projects that included HRMS as one of the

implemented modules. We would request you to please also consider such expereince relevant

against this pre-qualification criteria of the RFP. It may not be possible for us to quote

independent HRMS implementation experience.

Secondly, our implemented projects spam over global offices (including India offices) of our

customers. We would request you to please amend this criteria to allow global experience to be

quoted under the eligibility criteria.

The bidder must have successfully executed an ERP software project(s) (ERP software project(s) should include HR-ERP solution)/ERP-

HRMS for Government/ Semi Government/ Autonomous Organizations/ Public Sector Utilities/ Private Sector in India as main contractor during the

last Seven financial years as on last day of previous month of bid submission of following value(Attach copy of purchase/ work order and

successful completion certificate from the client/ customer):

1. at least One Project of a value of Rs 300 Lac during the last seven financial years; OR

2. at least Two Projects of a value of Rs 190 Lac each during the last seven financial years;OR

3. at least Three Projects of a value of Rs 150 Lac each during the last seven financial years.

45 We recommend the proposed ERP HRMS product should have been interfaced with oracle 11i

or 12i at atleast in two plant organization to ensure that there is no risk to RECL

No Change proposed.

46 6 Section 1.3 (d)

and Section 1.2

(d) (i)

DC namely ERP-DC and ERP-DR are already in place and operational, is our assumption

correct along with the certification?

ERP-DC & ERP-DR are both in place & operational. For further details refer chapter-1


and Section 1.2

(d) (i)

Provide DC details in NCR/Delhi and Hyderabad.

Secondly, please advice how many local offices in Delhi/NCR would inter-connect and the mode

of connection (leased line/MPLS/etc).

Refer Chapter 1

3 offices viz: DC, CO & CO Annex via MPLS VPN Lines


(ii)

WAN connectivity setup would not exceed the below locations:

o Corporate Office at Core-4, SCOPE Complex, 7 Lodi Road, New Delhi 110003, India

o Palika Bhavan annex at R K Puram, New Delhi, India

o 18 Zonal/Project Offices

o 1 Training institute (Hyderabad)

Not Relevant


(v)

Tape Library - how many robotic arms does the tape library have?

What is the expected backup time frame for EBS-HRMS application/database

Would the system state backup be a part of the present server management vendor , or would it

be in preview of this RFP

T53310 Tape Library (3576-L5B)

Expected time frame of 4-6 hours however as reuired in line with latest REC Backup Policy

Under the scope of present RFP


(v)

What is the tape retention policy? Expected time frame of 4-6 hours however as reuired in line with latest REC Backup Policy.


(v)

What entities would be backed up ,kindly provide details , also elaborate on “etc”? Backup/Recovery includes ERP-HRMS data, ERP Payroll(Optional) data, Operating Systems, Tools, Logs,applications, etc implemented by the

bidder


(v)

Backup & recovery scripts would need to be created only for EBS-HRMS , is our assumption

correct , hence test run for DR would only need to be confirmed for EBS-HRMS.

ERP-HRMS

ERP-Payroll (Optional)


(vi)

Kindly suggest the helpdesk scope of work and also provide confirmation on what ticket type

would be accepted by helpdesk team ,along with the escalation matirx for technical issues

Refer Chapter 2 Table II point number 9

REC is using CA Unicentre TNG Helpdesk module


(vi)

Our assumption is to provide support for L1,L2,L3 type incidents only or the HRMS instance on

EBS,if yes , provide details on the vendors for other applications and their SLA

Bidder to provide on-site application and software support during warranty maintainence period as specified in the tender document. Scope of

support as per present RFP scope.


(vi)

Kindly provide incident/ticket details for the last year for non EBS related issues including

infrastructure

Not Relevant


(vii)

What is the mail format/software being used? Please provide the architecture. REC presently use e-Mail Services Provided by National Informatics Centre, GOI.


(vii)

Is Internet Services ,limited to bandwidth and internet availability only? Please confirm. Refer clause 1.2 sub clause (d) of the tender document


(vii)

Kindly provide list of legacy systems , along with hardware and architecture details. Not Relevant


(vii)

Kindly elaborate on "etc" Not Relevant

60 4 Section 1.2 (d) I Would there be a overlap on task with existing vendor , since TCS/HCL/Bharti are currently

executing Helpdesk & ERP activities , how are the task executions and ownership segregated?

Through OLA agreement with existing vendors. Also the ITSM implementation at REC follows ITILv3 model.

61 4 Section 1.2 (d) I What are the current SLA by service with each of the present vendors? Not Relevant

62 7 Section 1.3 (j) Cabling would be in scope only for the servers housing ERP-HRMS , is our assumption correct? Cabling to be done for the equipments supplied by the bidder & to connect to REC Network.

63 7 Section 1.3 (j) What are the current cabling standards being followed? Kindly provide details. EIA/ Industry cabling standards (eg T568a and T568b etc)

64 7 section 1.3 (o) Kindly provide number of members to whom training has to be provided to To all employees with a batch size of 15-20.

65 13 Section 2.1

Table II(A) (6)

Do you have any internal tools for security, vulnerability and penetration testing Bidder to use their own tools for carrying out periodic security, vulnerability and penetration testing

66 47 Section 4.16.18 What is the preferred anti-virus software currently in use? Present Anti-Virus Solution in use in REC is Trend Micro AV Enterprise.

67 Generic Tape management would not be part of scope ,is this assumption correct? No. Backup has to be taken by the bidder as per backup policy including tape management.

68 47 Section 4.16.17 All license management would be in preview of RECL,is our assumption correct? AS specified in clause 4.16.17 & clause 5.15

69 53 Section 5.5.X Since there is a penalty as well, How would we calculate risk and reward? See clause 5.5 sub clause X

70 25 Section 3.1 (d)

(vii) (xv)

What are the RPO & RTO windows for EBS-HRMS As per REC Policy.

Present values for existing ERP are:

Recovery Point Objective (RPO) : 30 minutes (Office hours), 4 hours (non office hours)

Recovery Time Objective (RTO): 1 hour 30 minutes

71 12 Section 2.1

Table I (8)

Is bi-lingual end user interface, screens and report a mandatory feature? Yes as per requirement of Department of Official Languages/ Rajbhasha, GOI.

72 Generic Please advice what is meant by "Payroll (if opted by RECL)"? Are we supposed to submit two

separate technical and financial bids? One including Payroll and the other without Payroll?

The cost of optional payroll to be specified in Annexure E: Price Schedule Table VII

73 85 Annexure F (A)

(1) Manpower

Database

How many year's historical data should be converted into new HRMS system? Data inputs since inception (last 43 years). Data input is our responsibility.

74 Generic Is current HRMS system capable of producing data extract in prescribed format for data

migration?

Present HR system is manual mode and data is in Excel/Word etc.


(2) Payroll

Administration

How is payroll run in RECL? Is there any interface built from current Payroll system to Oracle

GL?

Existing integrated ERP System

76 Generic Do all employees use computer? All Employees have been provided with desktop/ laptop

77 87/88 Annexure F (A)

(1)Training

How are the trainings conducted? Are they online trainings or instructor based trainings? Do you

hire external trainers?

Mainly instructor based. We hire external trainers. We need a provision for online training for future use.

78 87/88 Annexure F (A)

(1) Training

Should the training module interface with payables/GL for transferring training costs? Yes


(1) Leave

Management

and Time

management

Do you currently use in/out-time capturing devices? Yes


(1) Promotions,

Performance

and

Competency

Management

How many appraisal cycles does RECL have? What are different types of appraisals? 1) Annual Performance Appraisal - Annual; with provision of a Mid Year Review or another review in case of transfer/ promotion. 2) Special

Performance Report - In case of probation Clearance. There are about 10-12 differnt formats for appraisals.

81 7 RFP Document

Page 7

Point (G)

Training Kindly share the locations where SI need to provide training. Will it be only at central location i.e.

Delhi or it will be across all the 9 zonal office

Please refer Annexure E: Price Schedule Table V for outstation training and payment

82 7 RFP Document

Page 7

Point (O-H)

Training Please share the composition in which OEM certification training is to be provided i.e. the no of

person to be certified for PMP, DBA, CISA, etc.

As per Annexure E : Price Schedule Table IV

83 8 RFP Document

Page 8

Point (1.4)

Eligibility

Criteria/ Pre-

qualification

Kindly allow the consortium and Experience of any consortium partner should be considered in

eligibility points of the eligibility criteria

No Change proposed.

84 13 RFP Document

Page 13

Point (9)

Helpdesk Call

Management

Please confirm:

SI will be using exiting Call Management Software.

SI will be using Existing Helpdesk Infrastructure

Si will only provide qualified resources to manage the helpdesk for new ERP-HRMS and Payroll

(Optional) module

Exisiting CA Unicentre : Helpdesk to be used

Existing helpdesk will assign all HRMS related tickets to SI

85 14 RFP Document

Page 14

Point (10)

Undertake the

following

Access Control

activities

(indicative):

Can SI use existing Directory Server. If yes, then please share the details of existing Directory

Server

Yes. LDAP is in use.

IBM (Intel Xeon)

86 14 RFP Document

Page 14

Point (13)

Undertake the

following server

administrator

activities

Can SI use existing EMS Server. If yes,then please share the details of existing EMS Server Yes. Intel Xeon - IBM X-Series

87 Miscellaneous After going through the Functional Specifications given in RFP document, we feel that following

functionality is missing in HRMS/Payment

Module:

A. Retirement module

B. Resignation module

C. Termination module

D. Officiating module

E. Increment module

F. Performance link lump sum incentives (PLLI) distribution and calculation module

H. Employees ACR/ Service Book

I. Payroll Integration with pension and

J. LOP process and integration with leave module

A to C are covered under Separation. Officiating charge should be added under the categaory of transfers and should also have a provision

under the overall organnizational structure for calculating persons reporting etc. As far as the Increment and the PLI

Module are concerned, they form a part of the Pay Module. Same is true for the Pension module. Leave, ACR

88 Retirement

Module

features

1.Functionality required in the system to alert/notify HRD when an employee is due for

retirement.

2.Option required to create an office note with retirement benefits and send the same for

approval

3.Provision required to send retirement benefit form and create a work item to accounts, payroll

and pension departments

4.Provision required to create office note and work item to admin, IT and accounts department

to collect no dues certificate

5.Option required to create work item to employee to collect required forms before retirement

date

6.Provision required to generate a covering letter to the employee along with the cheque

received from accounts/pension

7.Provision required in the system to submit the resignation online to his/her reporting manager

incase if an employee wishes to opt for pre-mature retirement

8.Option required to create a work item to HRD if someone opts for pre-mature retirement and

HRD sends for approval to take decision to the respective authority

9.Provision required in the system to update the ex-employee status as expired and work item to

be created to HRD to send the required forms to his/her spouse or dependent

10. Provision required to create a work item to pension department and send the collected forms

from employees dependents

These features shall form a part of the functional scope of HR ERP

89

1.Provision required in the system to submit the resignation online to his/her reporting manager

incase if an employee wishes to resign from the organization

2.Option required to a create work item to HRD and HRD send for approval to the competent

authority to take a decision

3.Option required to create an office note with resignation benefits and send the same for

approval

4.Provision required to send resignation benefit form and create a work item to accounts, payroll





received from accounts/pension department

7.Option required in the system to withdraw the resignation within 3 month from the date of

resignation

8.Provision required to capture notice period waiver details in the system and send for approval

for waiver

9.Provision required in the system to collect recovery amount from employee and generate

receipt for the same, if required

10.Option required to create a office note and send to accounts, admin, PF and pension

departments


90 Termination

Module

1.Provision required to create a termination/dismissal notice from the system and send for

approval

2.Option required to create a work item to all departments when an employee is terminated from

the services

3.Option required to create an office note with resignation benefits and send the same for

approval

4.Provision required to send resignation benefit form and create a work item to accounts, payroll





received from accounts/pension department

7.Option required in the system to withdraw the resignation within 3 month from the date of

resignation

8.Provision required to capture notice period waiver details in the system and send for approval

for waiver

9.Provision required in the system to collect recovery amount from employee and generate

receipt for the same, if required

10.Option required to create a office note and send to accounts, admin, PF and pension

departments


91 Officiating

Module

1.Functionality required in the system to create officiating request while applying/requesting for

leave

2.Provision required to create an office note and send for approval to the respective competent

authority

3.Provision required in the system to create a work item to HRD to change the DOP and

designation with effective dates

4.Functionality required to create an office order and intimate to all employees about the

officiating

5.Provision required to the employee to reduce or extend the officiating period through

employee portal or thru email to the respective BM/RM/HOD

6.Option required to the processing officer, BM and RM to reduce or extend the officiating period

7.Provision required to create a work item to HRD to change the DOP and designation with new

dates

8.Provision required to revoke the DOP and send notification to respective employees at the

end of officiating period

9.Option required in the system officiating for a designation/ rank/ role including or excluding

financial powers (technical inputs required)

10.Functionality required to officiate multiple employees for a same position


92 PLLI

distribution and

calculation

Module

1.Functionality required in the system to process Performance link lump sum incentives (PLLI)

for employees

2.Provision required for MOU to initiate the PLLI process by entering the score

3.Provision required in the system to capture the score (provisional and final) given by MOU for

the previous year

4.Provision required to maintain the rating (range) in the system to compare with the score to

find PLLI percentage

5.Provision required to maintain the provisional and final PLLI amount, calculated by accounts

6.Process may be required for board approval

7.Provision required to employees to print undertaking forms online

This shall form a part of functional scope of Pay module of New Payroll (Optional)

93 General General Are Payroll and CPF related functionality being taken care in Oracle 11i. Yes

94 General General What are the key pain areas with the current Payroll implementation No major challenges

95 General General Does RECL has Core HR in 11i as fully implemented or as shared mode (in shared mode, Core

HR will have minimum number of functionalities)?

HRMS is not implemented presently

96 General General Does RECL want the HRMS modules of 11i to be replaced by R12 (Upgrade) or Only new

modules (such as SSHR, Learning Management etc.) to be implemented in R12 with the

integration with 11i HRMS modules?

Present ERP in REC is Oracle Ebusiness Suite 11i

Proposed HR ERP : Latest version of quoted product.

97 General General Require more details on CPF module that has been implemented in 11i Standard CPF as per Government of India Directives

98 General General Please provide details on retirement benefits such as pension contribution, gratuity etc. Pension, Gratuity, PF, Leave Encashment, Post Retirement Medical, Group Insurance at different scales/ rates.

99 General General Please provide details on requirements of Data Migration: Volume of Data to be migrated, any

Data Digitization envisaged, Only Open Transactions to be migrated or some Historical

Migration also required.

Refer sl no. 31, 73 & Section 1.1 Chapter 1

100 General General During the support of ERP for one Year can the bidder propose onsite-offshore model No Change proposed.

101 General General The bidder can do the training through "Train the Trainer" approach and these trainers(RECL

employees) can give training to End users of RECL, Is this approach acceptable to RECL

No Change proposed.

102 General General What are the expected number of new reports to be developed as part of this engagement Refer to Chapter 3 clause 1. Project Specific Terms & Conditions of the tender document

103 General General Is there any scenario of transferring electronically the pension fund between different entities? Yes.

104 General General How will the SLA's be imposed / governed in case of failure of any Transaction / Interface /

Component / due to issue in existing ERP system ?

Through OLA agreement.

105 General General Please specify the existing Hardware being used with No. of ERP Users and the Data Volume.

This would help us size the Interfacing and Support requirements.

IBM p-5550

Approximately 335 users

106 Page 5,

Point c

Page 5, Point c We assume that all the existing Implementation documents will be readily made available to the

Vendor. Please confirm.

REC will facilitate availability of existing documents

107 General General Does RECL envision having a single, consolidated ERP + HRMS system in the future ? Not Relevant

108 General General Does RECL necessarily want a separate Application, different from the existing Oracle ERP or

can the HR modules be implemented keeping in view the existing ERP setup with Hardware

Augmentation / Hardware Upgrade (with existing seamless Integration)?

Please refer to Functional Requirement & Integration Requirement section

109 General General Is SaaS mode of Software procurement an option under consideration? No

110 Page. 7,

Point h)

and Page

8, Point f)

Page. 7, Point h) and Page 8,

Point f)

We assume that all Boarding and Lodging will be absorbed by the Vendor. However, Traveling

Expenses for the Outstation training will be borne by RECL. Please confirm.

Please refer Annexure E: Price Schedule Table V : Cost of Out location ERP-HRMS Training

111 Page. 7

Point l

Page. 7 Point l There is no Application support time window specified. Kindly provide the same. Refer Clause 2.2 Performance standard and Service Level parameters sub clause 2.2.1 ERP-HRMS Software and Related Components of the

tender document

112 Page. 86,

Point 7

Page. 86, Point 7 Will a part of the Application be exposed to the internet via a DMZ setup? Is there a requirement

for a DMZ Hardware and Environment setup ?

Refer Sl No. 27 of the clarifications above.

DMZ h/w is out of scope of this tender

113 Page. 97,

Point 13

Page. 97, Point 13 Incentive Calculation: from which system will the input data be captured for Incentive

Calculation? Will the Output of this Calculation be required to integrate with the existing Payroll

system (in case it is to be continued)? In that case, why should the Incentive be calculated in the

HR ERP at all.

Incentive calculation to be done combinedly by HRMS & Payroll. The blueprint will be designed during AS-IS & TO-BE study as per best practices &

processes

114 Page. 7,

Point h

Page. 7, Point h Will there be any specific duration of training or RECL would go by what Vendor recommends To be mutually decided

115 Page 7,

Point e

Page 7, Point e We have observed the current Db is the latest 11gR2 but the Application is not. We understand

that the Upgrade of the existing ERP and its Customizations will be out of scope. Hence, Vendor

will not be responsible for the SLAs in case any issues arise in the HR ERP due to a problem in

the existing ERP or its Customizations before or after Upgrade.

This will be taken care off by OLA.

116 Page No

85, Item

No 7

Capability to link employees with

the various Committees

(permanent or temporary)

What Committee is it referring to and how would the linkage be used in downstream processes Various commitees of employees are formed from time to time in REC. These may have a fixed tenure. This feature will help us track re-formation

due date of committees, positions that have fallen vacant / expected to fall vacant due to separation of employee(s) etc.

117 Page No

92, Item

No 2

Capability to track the physical

location of the service file by

recording the file number and

place where it is kept so that after

HRMS, no physical file movement

may be required

Require more clarification of this point HR maintains service file for Each employee in REC; this point pertains to a database of number & location of these files

118 Page No

99, Item

No 51

Raise alerts to the pre-defined

users in the event that payment of

payroll related statutory obligation

are being delayed

Needs more clarification Alerts such as data/ papers required for Income Tax etc by stipulated dates.

119 Page No

100, Item

No 71

Automatic calculation of PRP on

financial year basis based on

certain parameter, for eligibility

like MOU rating, % of Annual

Basic pay, % of PBT, and

executive performance rating.

Needs more clarification Functionality should enable calculation of PRP (variable) payout to all employees on basis of employer & employee related variables in a year/

Rates of eligibilty vary from with grades and also company/ Individual performance.

120 General General Pls specify whether Backup device such as Tape Library is also a part of this tender for both PR

& DR site. If yes, pls specify the total no. of tape drives & slots required / total amount of data to

be backed up & backup window along with backup policy

No. Bidder to utilize, configure & Implement the solution with existing solutions

121 General General Pls specify the backup software specifications also IBM Tivoli, backup licenses will be provided by RECL

122 General General Pls mention the RPO & RTO required for Disaster Recovery. Refer sl no. 70 of the clarifications above

123 Page 13

Clause 9

Helpdesk Activities Who will provide Service Desk Tool Refer sl no. 53 of the clarifications above

124 Page 14

Clause 10

Access Control Activities Will it be on the Application bidder deploys or will it be on RECL's existing Directory System? Refer sl. No. 85 of the clarifications above

125 Page 14

Clause 10

Access Control Activities Report format to be provided by RECL Formats to be mutually finalized

126 Page 14

Clause

13.6

Server Admin (Virus Cleaning) Details of AV server Refer sl. No. 66 of the clarifications above

127 Page 19

Clause

B.3

Functional Scope (point 6.1)

Performance Monitoring & Report

Will it be through tools or manual basis? Bidder to supply the software tools (Inbuild tools) to REC

128 Page 19

Clause

B.3

Functional Scope (point 6.2)

Performance Monitoring & Report

Manual log analysis will be difficult. Bidder to supply the software tools to REC, if required

129 Page 19

Clause

B.3

Functional Scope (point 8.i)

Backup & Restore

Backup platform is owned by RECL. OK

130 Page 19

Clause

B.3

Functional Scope (point 8.i)

Backup & Restore

Restoration will be a joint ownership with the existing Backup Team of the Customer Restoration will be the responsibility of the bidder during the currency of the agreement/ contract with the bidder.

131 Page 22

Section

2.2.2.4

...SLA Computation & report

Preparation with tool...

If tool is to be provided by bidder, will the Customer provide Hardware to host the same? Bidder to provide hardware.

132 Page 84

Manpower

Database

Maintain employee information


Headcount by category and division on the basis of employee headount Yes, should also include multi location/ office wise data any many other criteria such as DOB, joining, retirement, qualifi, gender, caste, religion etc.

133 Page 87

Training

Capability of undertaking training













Refer Sl No. 2 of the clarifications above

134 Page 90

Employee

Self

Service

Capability to empower employees


















and Hindi.

Should manager be able to see basic details and information of employee reporting into him/her. Refer Sl No. 3 of the clarifications above

135 Page 91

Leave

Managem

ent and

Time

managem

ent

Capability to mark attendance on-




Summary of the exisitng time management system available at different locations Biometric Attendance system currently exists in only one or two location ; manual attendance system used in other locations

136 General General we recommend the proposed ERP HRMS product should have been interfaced with oracle 11i

or 12i at atleast in two plant organization to ensure that there is no risk to RECL

No Change proposed.

137 Page no On-site One year comprehensive

warranty maintenance and

support of supplied software

solution (ERP-HRMS & Payroll

with Integration) by certified/

qualified and trained

engineers/personnel only both at

ERP-DC & ERP-DR.

Please clearity weather hardware enginners are also required or only software/application

enginneer only

The FMS people mentioned here is for software/ application support.

138 Page no 7 Undertake cabling necessary for

system integration and overall

solution as per international

networking standards.

clearity required about the Power/UPS/LAN cabling availbility Refer sl no. 62 of the clarifications above

139 page no 7 Provide training to IT/ ERP



by RECL for the installation,

configuration, commissioning,

monitoring, troubleshooting of

various equipments/ products,

ERP application and system &

database administration & other

aspects of the supplied

equipments and products at New

Delhi at bidder’s facilities.In

addition the following certification

training with OEM official

curriculum and OEM official

training material for each

participant along with one attempt

to appear for examination leading

to independent industry standard

and globally recognized

certification shall also be carried

out

Please specify the no of training participants for each training course Refer sl. No. 64 of the clarifications above

140 Page 111 The implementation and on-site




for the solution

Since SI has capabilities to install/Support the products, So please remove class or add

OEM/SI

No Change proposed.

141 page 114 Site failure In such a fail over

scenario, no committed

transactions in database should

be lost. Once the failed system

comes up, there should be a

scope of reverting back to the

original configuration manually

and automatically (both options)

Please specify weather site failback is required automaticallyor not? Yes

142 Pageno

36

Backup duration achievable from

the solution for each database.

Please specify the backup software and free licenses availble IBM Tivoli, backup licenses will be provided by RECL

143 Page no

116

Bidder should carry out Integration

with existing backup solution

Please specify the existing backup software. Also is bidder is required to factor the backup

licenses?

Same as point 142 of the clarifications above

144 Page no

36

RTO and RPO achievable from

the solution

Please specify the RPO value? Refer sl. No. 53 of the clarifications above

145 Page no

114

Clustering is required for all the

Database instances of the

Production Systems.

is DR Production system also needs to be configured in clustered DR system will be a single node

146 Pageno

114

Generic Please specify the compute required for DR site w.r.t to Production. The specified specification are minimum to be supported

147 21 of 122;

Clause #

2.2.1 viii)

Liquidated Damages The upper ceiling of the penalty

on the on-site comprehensive

warranty maintenance services

shall be the total amount to be

paid to the vendor for providing on-

site warranty maintenance/annual

warranty maintenance services in

a year under the contract. In case

the total penalty in a year is more

than the balance payment to be

made to the vendor during the

year REC may request the vendor

to deposit the amount with REC

with in a stipulated time period or

may revoke the performance

guarantee either in part or full to

realize the outstanding dues for

non-performance as per the

contract

The upper ceiling of the penalty on the on-site comprehensive warranty maintenance services

shall be the 5% of total amount to be paid to the vendor for providing on-site warranty

maintenance/annual warranty maintenance services in a year under the contract. In case the

total penalty in a year is more than the balance payment to be made to the vendor during the

year REC may request the vendor to deposit the amount with REC with in a stipulated time

period or may revoke the performance guarantee either in part or full to realize the outstanding

dues for non-performance as per the contract

No Change proposed.

148 22 of 122;

Clause #

2.2.2.3

Liquidated damages on

SLA

The uptime will be calculated on

monthly basis both for total uptime

as well as maximum response

time. The penalty for non-

performance by every 0.1 % of the

requirement given above or part

thereof will be 1.0 % of the total

sub-component cost

The uptime will be calculated on monthly basis both for total uptime as well as maximum

response time. The penalty for non-performance by every 0.1 % of the requirement given above

or part thereof will be 1.0 % of the total sub-component cost. The aggregate penalty for both

uptime and response time, should not exceed 5% of AMC value for the period.

No Change proposed.

149 27 of 122;

Clause # 1

f

Acceptance Criteria The acceptance plan will be drawn

up by RECL and bidder within 4

weeks of signing of the contract

Suggest to include this clause in the acceptance plan

"Services and/or deliverables shall be deemed to be fully and finally accepted by Buyer in the

event when Buyer has not submitted its acceptance or rejection response in writing to the bidder

within 15 days from the date of installation/commissioning or when Buyer uses the Deliverable

in its business, whichever occurs earlier. Parties agree that the bidder shall have 15 days time

to correct in case of any rejection by Buyer."

Not Accepted.

Modification as follows:

The acceptance plan/ use deliverable in business will be drawn up by RECL and bidder within 10 weeks of signing of the contract

150 38 of 122;

Clause #

XI.

Financial Bid Notwithstanding clause (vi) above,

RECL may solicit the bidder’s

consent to an extension of the

period of bid validity. The request

and the response thereto shall be

made in writing by fax, e-mail,

cable or telex etc. A bidder

granting the request will neither be

required nor permitted to modify

its bid, while confirming extension

of bid validity. A bidder may

refuse the request in writing to

RECL without forfeiture of its bid

security (EMD), In such a case the

bid shall be considered as

withdrawn and RECL shall

return/refund the bid security

(EMD) at the earliest to such

bidder(s). On expiry of the bid

validity period the bid shall be

deemed valid till such time the

bidder does not withdraw its bid

formally by a written

communication to RECL. The bid

shall be deemed to be valid for a

period of seven working days on

receipt of such written

communication by RECL.

Notwithstanding clause (vi) above, RECL may solicit the bidder’s consent to an extension of the

period of bid validity. The request and the response thereto shall be made in writing by fax, e-

mail, cable or telex etc. A bidder granting the request will neither be required nor permitted to

modify its bid, while confirming extension of bid validity. A bidder may refuse the request in

writing to RECL without forfeiture of its bid security (EMD), In such a case the bid shall be

considered as withdrawn and RECL shall return/refund the bid security (EMD) at the earliest to

such bidder(s). On expiry of the bid validity period the bid shall be deemed valid till such time

the bidder does not withdraw its bid formally by a written communication to RECL. The bid shall

be deemed to be valid for a period of seven working days on receipt of such written

communication by RECL.

No Change proposed.

151 46 of 122;

Clause #

4.16.12

Right of Replacement Bidder should replacea team

member only with prior approval

of RECL for whatsoever reasons.

Bidder should replace the KEY employee only with prior approval of RECL for whatsoever

reasons.

No Change proposed.

152 53 of 122;

Clause #

5.5 IX.

Pre-delivery Inspection

& Delivery

Any unjustified and unacceptable

delay in the delivery beyond the

delivery schedule as per purchase

order will render the bidder liable

for liquidated damages at the rate

of 1% (One percent) of total order

value per week or part thereof

subject to a maximum of ten

weeks and thereafter RECL holds

the option to cancel the purchase

order and forfeit the entire EMD

and/or the Security Deposit and/or

Performance Guarantee of the

defaulting bidder which may

include the deposit made against

other deliveries and/or purchase

orders, if any.

Any unjustified and unacceptable delay in the delivery beyond the delivery schedule as per

purchase order will render the bidder liable for liquidated damages at the rate of 1% (One

percent) of total order value 0.5% of value of undelivere products per week or part thereof

subject to a maximum of ten weeks and thereafter RECL holds the option to cancel the

purchase order and forfeit the entire EMD and/or the Security Deposit and/or Performance

Guarantee of the defaulting bidder which may include the deposit made against other deliveries

and/or purchase orders, if any.

No Change proposed.

153 53 of 122;

Clause #

5.5 X.

Pre-delivery Inspection

& Delivery

In addition the bidder shall also be

liable to pay RECL a cancellation

charge of 8.5% (Eight and a Half

percent) of the value of

unsupplied items. In case of non-

payment of cancellation charges

RECL reserves the right to realize

the same from the security

deposits or pending payments of

the bidder, if any, already

available with them. In such a

situation, RECL will complete the

execution of incomplete orders

through alternate sources at the

risk and cost of the defaulting

bidder. In case of RECL not

deciding on cancellation of

purchase order and/or forfeit of

EMD and/or Security deposits

and/or Performance Bank

Guarantee than RECL may levy

lost opportunity cost as a

percentage of the total purchase

order value over and above the

default late delivery penalty as

decided by RECL. The same shall

be binding on the bidder

Request for deletion of this clause for the below reasons.

1. LD is covered for delay in deliverables

2. Risk purchase will be exercised for breach

No Change proposed.

154 53 of 122;

Clause #

5.6 II.

Installation and

Commissioning

Installation and system integration

of the delivered items should be

completed within the time frame

specified in Chapter 2, failing

which Liquidated damages at the

rate of 0.2% (zero point two

percent) of purchase order value

per day subject to maximum of

10% will be imposed. Thereafter,

RECL holds the option to

complete the installation work

through alternate sources at the

risk and cost of the defaulting

bidder. Penalty for both delivery

and commissioning will be

charged simultaneously for their

respective delays.

Installation and system integration of the delivered items should be completed within the time

frame specified in Chapter 2, failing which Liquidated damages at the rate of 0.2% (zero point

two percent) of purchase order value per day week subject to maximum of 10% 5% will be

imposed. Thereafter, RECL holds the option to complete the installation work through alternate

sources at the risk and cost of the defaulting bidder. Penalty for both delivery and

commissioning will be charged simultaneously for their respective delays.

The aggregate penalty mentioned in clause 5.5 IX & 5.6. II shall not exceed 5% of order value.

No Change proposed.

155 56 of 122;

Clause #

5.9 IV

Payment Schedule 10% (Five percent) payment of

the cost of total items (excluding

Warranty Maintenance, FMS &

certification training(s) &

corresponding examination(s)

cost(s)) supplied will be made

after stabilization of the ERP

solution at site by RECL on

production of jointly signed and

sealed installation and

acceptance report

Typo error between percentage mentioned in figure & words. Clarity required. Clause 5.9 sub clause IV To be Read as:

10% (Ten percent) payment of the cost of total items (excluding Warranty Maintenance, FMS & certification training(s) & corresponding

examination(s) cost(s)) supplied will be made after stabilization of the ERP solution at site by RECL on production of jointly signed and

sealed installation and acceptance report.

156 56 of 122;

Clause #

5.9 V

Payment Schedule 2.5% (Seven and a half percent)

payment of the cost of items

(excluding Warranty Maintenance,

FMS & certification training(s) &

corresponding examination(s)

cost(s)) supplied will be made

after successful completion of

training and producing a training

completion certificate duly signed

by RECL site-in-charge/project

coordinator

Typo error between percentage mentioned in figure & words. Clarity required. Clause 5.9 sub clause V To be Read as:

2.5% (Two and a half percent) payment of the cost of items (excluding Warranty Maintenance, FMS & certification training(s) &

corresponding examination(s) cost(s)) supplied will be made after successful completion of training and producing a training completion

certificate duly signed by RECL site-in-charge/project coordinator.

157 57 of 122;

Clause #

5.10

Arbitration If any dispute (s) or differences (s)

of any kind whatsoever arise

between the Parties, the Parties

hereto shall negotiate with a view

to its amicable resolution and

settlement through a committee

appointed by CMD, REC. In the

event no amicable resolution or

settlement is reached between the

parties within 30 days after receipt

of notice by one party, then the

disputes or differences as detailed

above shall be referred to and

settled by the Sole Arbitrator to be

appointed by CMD, RECL.

If any dispute (s) or differences (s) of any kind whatsoever arise between the Parties, the Parties

hereto shall negotiate with a view to its amicable resolution and settlement through a committee

appointed by CMD, REC. In the event no amicable resolution or settlement is reached between

the parties within 30 days after receipt of notice by one party, then the disputes or differences as

detailed above shall be referred to and settled by the Sole Arbitrator to be appointed by mutual

consent of both the parties.

No Change proposed

158 62; Clause

# 5.18

TERMINATION

CLAUSE

As per RFP We cant agree to the clause. We propose alternate clause:-

Either Party shall have the right to terminate this Agreement at any time:

With Cause – in the event that the other party commits a material breach of the Agreement and

fails to cure such default to the non-defaulting party’s reasonable satisfaction within thirty (30)

days.

In the event of termination by owner, the Bidder shall be paid for the:

1. goods delivered

2. services rendered

3. work in progress

4. unpaid AMCs

5. third party orders in pipeline which cannot be cancelled despite Bidder's best efforts

6. unrecovered investments shall be paid by customer as per termination schedule

till the date of termination.

No Change proposed

159 65 of 122;

Clause #

5.19

No suspension of Work The obligations of the RECL and

the Supplier shall not be altered

by reasons of conciliation/

arbitration being conducted during

the progress of works. Neither

party shall be entitled to suspend

the work on account of

conciliation/arbitration and

payments to the Supplier shall

continue to be made in terms of

the contract. Subject to the above

including the sub-clauses that is

pending conciliation or arbitration

on any issue between the RECL

and the Supplier, it shall be

agreed that the RECL shall be

entitled to claim any amount as

reimbursement as per the claim in

writing for any works done by the

RECL from the outside agency for

the default of the Supplier in

respect of any item for which such

conciliation or arbitration as stated

above is pending and the Supplier

shall jointly and severally be liable

to pay such amount or amounts

immediately on receipt of such

demand from the RECL without

demur, and in case of the award

in such arbitration is given by the

arbitrators in favour of the

Supplier, then the amount/s under

the award shall be refunded to the

supplier , as the case may be by

the REC, immediately on receipt

of such award, if not challenged in

a court of law.

a. Risk Purchase Clause

Notwithstanding what is stated

above, it shall be agreed that the

The obligations of the RECL and the Supplier shall not be altered by reasons of conciliation/

arbitration being conducted during the progress of works. Neither party shall be entitled to

suspend the work on account of conciliation/arbitration and payments to the Supplier shall

continue to be made in terms of the contract. Subject to the above including the sub-clauses

that is pending conciliation or arbitration on any issue between the RECL and the Supplier, it

shall be agreed that the RECL shall be entitled to claim any amount as reimbursement as per

the claim in writing for any works done by the RECL from the outside agency for the default of

the Supplier in respect of any item for which such conciliation or arbitration as stated above is

pending and the Supplier shall jointly and severally be liable to pay such amount or amounts

immediately on receipt of such demand from the RECL without demur, and in case of the award

in such arbitration is given by the arbitrators in favour of the Supplier, then the amount/s under

the award shall be refunded to the supplier , as the case may be by the REC, immediately on

receipt of such award, if not challenged in a court of law.

a. Risk Purchase Clause

Notwithstanding what is stated above, it shall be agreed that the supplier (for the purpose of this

clause who shall include the implementation partner) shall be responsible to RECL for

implementation of the project and the supplier and implementation partner shall be jointly and

severally liable for all claims of RECL not more than the contract value in respect of the work

done or to be done by RECL from outside agencies for the default of the supplier or

implementation partner as the case may be, till the termination of the contract by RECL under

clause 5.18). This clause may be invoked during the period of project implementation and

maintenance period with effect from the date of signing of the contract

No Change proposed

160 Clause To

be Added

Limitation of Liability Notwithstanding anything to the contrary elsewhere contained in this or any other contract

between the parties, neither party shall, in any event, be liable for (1) any indirect, special,

punitive, exemplary, speculative or consequential damages, including, but not limited to, any

loss of use, loss of data, business interruption, and loss of income or profits, irrespective of

whether it had an advance notice of the possibility of any such damages; or (2) damages

relating to any claim that arose more than one year before institution of adversarial proceedings

thereon.

Subject to the above and notwithstanding anything to the contrary elsewhere contained herein,

the maximum aggregate liability of the bidder for all claims under or in relation to this

Agreement, shall be, regardless of the form of claim(s), shall be at actual and limited to the

twenty five percent of value of the contract.

Not Accepted.

161 Clause To

be Added

Taxes & Duties The rates stated in the Schedule of Rates shall not be subject to escalation or increase on any

account whatsoever, other than new taxes, duties, levies or new rates etc.imposed by Central or

State Government subsequent to submission of the bid.

Not Accepted.

162 Clause To

be Added

Title & Ownership CONTRACTOR assumes that the title & ownership of the goods supplied under this Contract is

passed onto Customer on delivery of the material at the Customer location.

Not Accepted.

163 Clause To

be Added

Deemed Acceptance Services and/or deliverables shall be deemed to be fully and finally accepted by Customer in

the event when Customer has not submitted its acceptance or rejection response in writing to

Bidder within 15 days from the date of installation/commissioning or when Customer uses the

Deliverable in its business, whichever occurs earlier. Parties agree that Bidder shall have 15

days time to correct in case of any rejection by Client.

Not Accepted.

164 g) Qualifcation criteria The bidder must have














1. at least One Project of a value

of Rs 300 Lac during the last

seven financial years; OR

2. at least Two Projects of a value

of Rs 190 Lac each during the last

seven financial years;

3. at least Three Projects of a

value of Rs 150 Lac each during

the last seven financial years.

Does this criteria include only ERP purely for HRMS or it specifies ERP for which one of the

modules provided should be HRMS? An "OR" seems to be missing between points 2.

and 3.

Refer sl no. 44

165 Page 86,

6

Organisation Structure Capability to generate tree

structure giving details of all role

holders and reporting employees

(defining reporting and reviewing

relationship) at different levels like

CO , PO , ZO , department ,

organizational level etc.

What is the current organisation structure of RECL? Available on REC Website.

166 Page 86,

7

Recruitment Facility to attach documents/

credentials in soft form as a part

of the application or at any other

time as decided by the institution.

The system must generate online

application number and the

acknowledgement of receipt of

application, with a condition that

the application is subject to be

rejected if the fee has not been

paid (in case fee is applicable).

Facility for manual intervention

and subsequent responses after

verification process must be

there.

How is the fees payment done? Is it online or manually paid? Online fee payment facility is not available as on date; However HRMS should allow for both manual and online fee payment

167 Page 87,

12

Recruitment Ability to capture details of the

policy for recruitment to various

cadres in the company

What is the current recrutiment process flow? Is there any application that is currently in use? No electronic system is being used for recruitment as on date;

168 Page 88,

4

Training Capability to design selection

criteria (for employees) for various

in house/ external trainings

especially higher studies. Send

timely reminders to nominated

employees.

What is the total number of in house and external training conducted in an year? Will the

trainings be centralized or decentralized?

This varies from year to year eg. In FY '11-12 about 100 trg. programmes were conducted; in FY '12-13 about 100 trg. programmes have been

conducted till date; As on date trainings are organised in centralised manner

169 Page 88,

1

Promotion Capture and manage performance

targets in goal setting forms as

well as actual performance at

various levels - Corporate,

Departments, Regional Office,

Divisions, organizational etc.

Currently at what level is the performace targets set? Is this currently linked to the appraisal

related bonus/incentive?

Performance targets can be in terms of quality, quantity, cost / revenue, time and such other measures; Performance ratings of employees are used

for calculation of Performance related Pay and other variable pay elements

170 NA Transfer / Manpower

Allocation

General How many levels of approval is required in transfer process? Number of levels may vary over time depending on the organisational heirachy which itself varies with time. Broadly could range between 5-6 or

more some times.

171 NA Transfer / Manpower

Allocation

General Is transfer allowed to/from other government entities? What is the application requirement to

capture such records?

Yes ; records required to be maintained for these employees will be similar to those required for regualr employees in addition to other additional

records like date of absorption / repatriation, details of parent entity etc.

172 Page 91,

18

Employee Self Servide Capability to conduct on-line

employee satisfaction surveys

and generate analysis results.

How many times is the employee satisfaction survey conducted? Number of surveys / year may vary from year to year. About 3-4 or more.

173 Page 91,

1

Leave Management and

Time management

Capability to mark attendance on-




What is the time management system used in REC? Is this common across all offices and

locations? If not, how many different system exists?

Biometric Attendance system currently exists in only one or two location ; manual attendance system used in other locations

174 Page 91,

2


Time management

Capability to maintain & configure

multiple types of leave like casual,

earned, study, medical, extra-

ordinary, maternity, paternity, Half

pay leave, commuted, special

disability leave, special casual

leave, child care leave,

compensatory leave etc with

provision to define maximum and

minimum cap etc and enforce

applicable REC rules. Provision

should be there to adjust applied

leave days and actual utilized

leave days.

Please provide the list of leave types currently in use. Various leave types are as indicated in clause; However more leave types may be added to this list in future for which provision must be build into

the system

175 Page 92,

18


Time management

Capability to obtain total

attendance data for any date.

What are the various Time Calendars followed? Query needs eloboration. Daily & Monthly generally. List of holidays vary from location to location.

176 Page 92,

18


Time management

Capability to obtain total

attendance data for any date.

What are the various workshifts followed? there is a single workshift for all employees; However overtime is allowed

177 NA Maintenance of service

files

General What would be the volume of record uploaded and required to stored in the system? Records of all present and past employees will have to be stored

178 NA Discipline / Vigilance /

Legal Cases

General How many Discipline / Vigilance / Legal Cases are processed each year? 30 to 40 per year during recent years; However the number may vary from year to year

179 NA Benefits Module General Please provide the list of benefits currently in use. Broad benefit types have been indicated on Pg. No. 93, Clause 1; However, more benefits are added to this list each year , so a current list may be

outdated by the time work order is awarded

180 NA Performance and

Competency

Management

General Is the data available for all the tasks outlined. System will need data loaded to support this

functionality.

The data is dynamic and variable and will be provided by users.

181 Page 96,

6

Payroll Administration The system may provide for

interface to interact with / migrate

data available in the existing

system to the proposed ERP.

Currently the salary processing of

employees is taken care of by an

oracle based system. The

attendance records are

maintained through a software at

Corporate Office and also

manually. In future, there should

be a provision to interface the

attendance capturing machines

and leave management module

(of HRMS) with the ERP.

How many years of payroll data has to be migrated? Data from existing ERP will be migrated to the new system. Earlier data, if any will be provided by REC

182 NA Payroll Administration General How many payrolls exist today? As of now there is only one Payroll at REC

183 NA Payroll Administration General How many payrolls in a month? As per requirement

184 NA Payroll Administration General How many pay elements per payroll ? As per requirement

185 NA Payroll Administration General Are there any union or site specific payments? If so, can you indicate how many? As per requirement

186 NA Payroll Administration General How many offcycle payrolls are processed annually? Or monthly? As per requirement

187 NA Payroll Administration General How big is the payroll team today? Not relevant

188 NA Payroll Administration General How many people are involved in the payroll process today? Not relevant

189 NA Payroll Administration General How many days does it take to complete a paycycle processing? Not relevant

190 NA Payroll Administration General Please specify the current number of HR Users and Payroll Users Please refer sl. No. 105 of the clarifications above.

191 NA Server Specifications of Server Type 1,

Server Type 2

Can we provide the specification that is optimal for application running which could be less or

more than the configuration specified?

The specified specification are minimum to be supported

192 NA General General Should all the points in RFP be complied in full or the vendor can mention that some of the

points are not supported?

RFP Scope of work, deliverables etc and terms and conditions are to be complied in full.

193 Pg 7 Bidder Responsibilities On-site One year comprehensive

warranty maintenance and

support of supplied software

solution (ERP-HRMS & Payroll

with Integration) by certified/

qualified and trained

engineers/personnel only both at

ERP-DC & ERP-DR.

1. Do we need to have 2 persons onsite - 1 at Date center - Delhi and 1 at Disaster Recovery

site - Hyderabad? for hardware maintenance?

Do you also need person for application support onsite? What is the duration of on

site support 1 year or 3 years (point g - talks of 3 year support where as point d talks of 1 year

support).

1. The number of FMS support engineers will be decided by REC as per the quoted Price and requirements

2. The support should consist of Support Services for application, database, hardware, OS etc

3. For application support during One year onsite comprehensive warranty maintainence 2 personnel are to be deployed

4. Point d is for application software whereas Point g is for Hardware

194 Pg 7 Bidder Responsibilities Why we need to conduct this training? Training to be imparted as per clauses of tender document (Clause 1.3)

195 Pg 12 Scope of Work To provide Bilingual (English/

Hindi) End User Interfaces,

Screens & Reports as specified

and required by RECL.

Which all screens and reports need to be Bilingual? Please specifiy details . Yes. End user Input and Out put should be available bilingual.

196 Pg 13 Scope of Work Helpdesk Call Management

Activities

Is this requirement only for hardware support? Both Software and Hardware are covered

197 Pg 56 General Terms &

Conditions

Payment Schedule The payment schedule for 60% - can it be made by vendor. The schedule is one sided and

unfavourable for any vendor. Request you to modify the same.


198 8 Eligibility Criteria page 8

Clause 1.4 (G)

g)The bidder must have














g) The bidder must have successfully executed the following ERP-HRMS software projects for

Government/ Semi Government/ Autonomous Organizations/ Public Sector Utilities/ Private

Sector in India as main contractor during the last Seven financial years ending last day of

previous month of bid submission(Attach copy of purchase/ work order and successful

completion certificate from the client/ customer):


199 Total Liability Clause

missing in the RFP .

Please introduce a clause limiting/capping the total liability, direct ,indirect or consequential

damages to a defined figure ,preferably equal to the value of the purchase order or maximum

Twice the Order Value.

Refer Clause 5.8 : Warranty Maintainence sub clause IX Viz: "IX. The total penalty will not exceed total value of the order….."

200 1 1.3 -O Provide training to IT/ ERP



by RECL for……..

Is RECL looking at product OEM training to be provided by OEM or by bidder Refer Sl No. 12 of the clarifications above.

201 2 Table – II (B) : Broad

Components of Work -

A2

Insurance: The equipments are to

covered under transit insurance till

transfer of ownership to RECL

When tranfer of ownership will happen ?? On Acceptance of Solution by RECL

202 3 ANNEXURE – E: Price

Schedule

Database Requirement RECL is currently using Oracle database. Its always advisable to have same technology

platform for smooth integration at database level and better technological leverage for future.

Hence we request you to make 'Full Use Oracle database' as part of bid.

Annexure-E : Price Schedule Table - I HRMS Software & Related Components, item no 9 & 10:

RDBMS Enterprise Edition should be read as RDBMS Enterprise Edition Full Use

203 4 TABLE – II: Cost of

Hardware


servers)

1) How many Database server (out of 3) will be deployed in Primary and DR Site respectively.

Does the primary site deployment will have oracle RAC deployment?

Refer Sl No. 14 of the clarifications above.

204 5 TABLE – II: Cost of

Hardware


servers)

How many server (out of 3-servers) will be ne used to host database for Test/Dev/Training

environments?

Refer Sl No: 15 of the clarifications above.

205 6 C. Specifications of

Server Type 2

CPU Speed

Intel® Xeon® E5-4640 2.4GHz,

20MB cache, 8.0 GT/s QPI,

Turbo, HT, 8Core 95W or Better

We would like to provide Intel Xeon E-2690 ; 2.9 GHz, 20 MB catche, , 8.0 GT/s QIP, Turbo, , 8

core, 135W or better. This will offer following benefits over E5-4640…..a) Better clock speed of

2.9GHz for better payroll processing ; b) TDP of 135 will provide more protection while running ;

c) E-2690 is less costlier than E-4640; Further we would like to propose following specs...... 2 x

Eight-Core Intel® Xeon® E5-2690 Processors (2.9 GHz)

• 128 GB Memory (expandable to 256GB)

• Disk Controller HBA with 512MB Battery Backed Write Cache

• 4 x 300 GB 10,000 RPM Disks

• 2 x QDR (40Gb/s) Ports

• 4 x 1/10 Gb Ethernet Ports (copper)

• 2 x 10 Gb Ethernet Ports (optical)

• 1 x ILOM Ethernet Port

• 2 x Redundant Hot-Swappable Power Supplies

No Change proposed.


Server Type 2

HDD Required - The System

Should be Supplied with 5 Nos of

SAS 6G 15K RPM 300GB HDD to

be configured in RAID-5

4 x 300 GB 10,000 RPM Disks No Change proposed.


Server Type 2

22. OS Certification We would like to propose Oracle Linux 5.0, Solaris OS also. No Change proposed.

208 9 F. Specifications of

Storage System

22. OEM vendor must meet the

following -

The implementation and on-site




for the solution

We would like to understand following …. A) Is implementation & on site support to be provided

by OEM of storage or by bidder?? B) If support is required by OEM ; is it required to be 24X7

support during entire duration of implementation or RECL would like to suggest fixed man day

OEM support (eg - 50 man day OEM support for entire duration of project.

Refer Sl. No. 20 of the clarifications above.

209 10 F. Specifications of

Storage System

19

OS/Host support -

Industry leading Operating

System platforms including:

Windows Server® 2003, Windows

Server® 2008, RHEL-6®,

VMware®, Hyper-V®.

Should include Solaris OS also No Change proposed.

210 11 F Specifications of Storage System We would like to propose following server specs to be added as part of RFP............3 x Exadata

Storage Servers

X3-2:

• 36 CPU cores for SQL

processing (18 cores

enabled)

• 12 PCI flash cards (6 cards

enabled) with 2.4 TB

Exadata Smart Flash

Cache

• 18 x 600 GB 15,000 RPM

High Performance disks or

18 x 3 TB 7,200 RPM

High Capacity disks (6

disks per storage server

enabled)

No Change proposed.

211 56 Payment Schedule Clause5.9

clause II

I. No Advance Will be given

II. 60% (Seventy percent) payment of the cost of total items (excluding Warranty Maintenance,

FMS & certification training(s) & corresponding examination(s) cost(s)) will be made after ERP-

HRMS & Payroll POC testing ends and on successful delivery and inspection of all hardware,

software, network items at site & satisfactory ERP-HRMS & Payroll POC testing and successful

delivery and inspection certification by RECL site-in-charge and furnishing of required Bank

Guarantee towards performance and support services for an amount of 10% of the total order

value valid up to 60 days after warranty maintenance period. RECL at its discretion can release

part payment of items delivered to REC.

III. 25% (Twenty Five percent) payment of the cost of total items (excluding Warranty

Maintenance, FMS & certification training(s) & corresponding examination(s) cost(s)) supplied

will be made after ERP-GoLive, successful installation, configuration, commissioning,

integration and acceptance at site by RECL on production of jointly signed and sealed

installation and acceptance report.

IV. 10% (Five percent) payment of the cost of total items (excluding Warranty Maintenance,

FMS & certification training(s) & corresponding examination(s) cost(s)) supplied will be made

after stabilization of the ERP solution at site by RECL on production of jointly signed and sealed

installation and acceptance report.

V. 2.5% (Seven and a half percent) payment of the cost of items (excluding Warranty


will be made after successful completion of training and producing a training completion


VI. 2.5% (Two and a half percent) payment of the cost of items (excluding Warranty


will be made after successful signing of Operational Level Agreement (OLA) with the other

existing ERP vendors. This will only be made after delivery and acceptance of equipments.

VII. The payment for certification training(s) & corresponding examination(s) cost(s) shall be

made on pro-rata basis on successful completion against the respective purchase orders on

submission of the required documents in order.

VIII. The payment for on-site Facilities Management Services (FMS) & Warranty Maintenance/

AMC will be made on quarterly basis on deduction of liquidated damages if any, after

completion of each quarter and submission of invoice(s) to RECL after successful completion of

services as per scope of work considering various SLAs and terms and conditions of the tender

document and certification by RECL site-in-charge/ project co-ordinator. Deductions towards

non-compliance of the SLAs, if any, will be adjusted from the respective quarterly invoice.

Payment will be released within 30 days of submission of invoice(s) and clarification of all

doubts.

IX. In case the site is not ready for installation after 60 days of delivery of full consignment,

payments shall be made on submission of site not ready certificates and submission of Security

Deposit in the form of Bank Guarantee of the amount equal to 10% of the amount of total order

values.

X. Payments shall be subject to deductions of any amount for which the Bidder is liable under

the agreement against this contract. Late delivery charges will be deducted from the first

payment itself. Similarly late installation charges will deducted from the payment due after

installation and commissioning etc. Further, all payments shall be made subjects to deduction of

TDS (Tax deduction at Source ) as per the income-Tax Act, 1961 including addendums from

time to time and any other taxes.

XI. All Payment shall be made in Indian Rupees only.

XII. No Advance Payment will be made by RECL on any account.

XIII. ED(HR), RECL or his representative would be the Engineer-In-Charge for the work and all

bills should be forwarded through him before submitting to payment. The decision of ED(HR),

RECL shall be final and binding on the Contractor.

Clause 5.9 To be Read as:

I. No Advance Will be given

II. 60% (Sixty percent) payment of the cost of total items (excluding Warranty Maintenance, FMS & certification training(s) & corresponding

examination(s) cost(s)) will be made after ERP-HRMS & Payroll POC testing ends and on successful delivery and inspection of all

hardware, software, network items at site & satisfactory ERP-HRMS & Payroll POC testing and successful delivery and inspection

certification by RECL site-in-charge and furnishing of required Bank Guarantee towards performance and support services for an amount

of 10% of the total order value valid up to 60 days after warranty maintenance period. RECL at its discretion can release part payment of

items delivered to REC.

III. 25% (Twenty Five percent) payment of the cost of total items (excluding Warranty Maintenance, FMS & certification training(s) &

corresponding examination(s) cost(s)) supplied will be made after ERP-GoLive, successful installation, configuration, commissioning,

integration and acceptance at site by RECL on production of jointly signed and sealed installation and acceptance report.

IV. 10% (Ten percent) payment of the cost of total items (excluding Warranty Maintenance, FMS & certification training(s) & corresponding

examination(s) cost(s)) supplied will be made after stabilization of the ERP solution at site by RECL on production of jointly signed and

sealed installation and acceptance report.

V. 2.5% (Two and a half percent) payment of the cost of items (excluding Warranty Maintenance, FMS & certification training(s) &

corresponding examination(s) cost(s)) supplied will be made after successful completion of training and producing a training completion


VI. 2.5% (Two and a half percent) payment of the cost of items (excluding Warranty Maintenance, FMS & certification training(s) &

corresponding examination(s) cost(s)) supplied will be made after successful signing of Operational Level Agreement (OLA) with the other

existing ERP vendors. This will only be made after delivery and acceptance of equipments.

VII. The payment for certification training(s) & corresponding examination(s) cost(s) shall be made on pro-rata basis on successful

completion against the respective purchase orders on submission of the required documents in order.

VIII. The payment for on-site Facilities Management Services (FMS) & Warranty Maintenance/ AMC will be made on quarterly basis on

deduction of liquidated damages if any, after completion of each quarter and submission of invoice(s) to RECL after successful completion

of services as per scope of work considering various SLAs and terms and conditions of the tender document and certification by RECL

site-in-charge/ project co-ordinator. Deductions towards non-compliance of the SLAs, if any, will be adjusted from the respective quarterly

invoice. Payment will be released within 30 days of submission of invoice(s) and clarification of all doubts.

IX. In case the site is not ready for installation after 60 days of delivery of full consignment, payments shall be made on submission of site

not ready certificates and submission of Security Deposit in the form of Bank Guarantee of the amount equal to 10% of the amount of total

order values.

X. Payments shall be subject to deductions of any amount for which the Bidder is liable under the agreement against this contract. Late

delivery charges will be deducted from the first payment itself. Similarly late installation charges will deducted from the payment due after

installation and commissioning etc. Further, all payments shall be made subjects to deduction of TDS (Tax deduction at Source ) as per the

income-Tax Act, 1961 including addendums from time to time and any other taxes.

XI. All Payment shall be made in Indian Rupees only.

XII. No Advance Payment will be made by RECL on any account.

XIII. ED(HR), RECL or his representative would be the Engineer-In-Charge for the work and all bills should be forwarded through him

before submitting to payment. The decision of ED(HR), RECL shall be final and binding on the Contractor.

212 114 Annexure F H. Miscellaneous Compliance Item no. 3 : Cluster and Cluster Server LAN Stands Deleted

213 115 Annexure F H. Miscellaneous Compliance Item no. 9 : Inserted as detailed here The following stands added in Annexure F:

H. Miscellenous Compliance at sl. No. 9 :

The Quality Review services shall be provided by the bidder for integration of solution with existing ERP. It shall essentially be provided

by:

1) Existing ERP OEM viz. M/s Oracle India Pvt. Ltd. and ;

2) Proposed ERP-HRMS OEM.

The details of review to be carried out are:

a) Review of Application Design & Business Process Parameters.

b) Review of business analysis and validate the same after business analysis conducted by System Integrator(SI).

c) Review & Validate 'Gaps' that has been identified: Review / Suggest workaround solutions.

d) Review the interface requirements & Plan for Testing Phase.

e) In addition to above following needs to be carried out:

a. By existing ERP vendor viz. M/s Oracle India Pvt. Ltd at least at two stages i.e. after Design Stage (at least for 2 days) and before Go-Live

Stage (at least for 1 day) by at least One consultant with product specialization with Oracle E-Business Suite 11i Implementation

experience

i. Review Integration requirement vis-à-vis the design parameters

ii. Review the testing Plan

iii. Review & Validate Gaps that has been identified & solution provided (Application/ Workaround)

iv. etc

b. By OEM of proposed HR-ERP at least at two stages i.e. after Design Stage (at least for 2 days) and before Go-Live Stage (at least for 5

days) by at least One consultant with product specialization with Implementation experience

i. Design Review: Quality Review – devise revised gap fit and testing plan

ii. Development Review: Design & Implementation to adhere to standards.

iii. Technical Review: Analysis of Technical Implementation compliance & operation procedures e.g. security, backup, performance

management. Also do Go-Live health check

iv. Deliverables

1. Technical Quality Management

2. Technical Integration Check

3. Technical Feasibility Check

4. Information Management

5. Risk Management & Mitigation etc

214 Annexure E Price Schedule TABLE – I: ERP-HRMS Software & Related Components & TABLE – II: Cost of Hardware To be read as per the enclosed PDF file named: Revised_Table_I_and_Table_II_Annexure_E_Price_Schedule.pdf

215 Dates Extension of Date of for

Collecting tender, Submission

of bids and Opening of

technical bids

Notice for Time Extension

The extension in the last dates for collecting tender, submission of bids and opening of technical bids may be noted as below:

1) Last Date of Collecting Tender : 12.02.2013

2) Last Date of Submission of Bids : 13.02.2013, Time: Up to 1500 hours

3) Date of Opening of Technical Bids : 13.02.2013, Time: 1600 hours

Note:

1) Except for modifications, if any, as mentioned above, all other scope of work, terms & conditions, Technical & functional specifications of the tender document remain the same and shall be ipso facto applicable

Documents

TENDER NO: REC/IT/ERP(HRMS)/117/2012/8 Sr. No RFP … · 1.4 We recommend the proposed ERP - HRMS product including payroll should have been interfaced / itegrated with oracle 11i