Consultancy Services For ERP Implementation: Central Power Research Institute (Cpri)

CENTRAL POWER RESEARCH INSTITUTE (CPRI)
(Government of India Society, Ministry of Power)
Consultancy Services for ERP Implementation

(Bidding through e-Tender mode only)
Request for Proposal (RfP)

For
Appointment of Consultant
THIS PAGE IS LEFT BLANK INTENTIONALLY
Page ii of iv
Section - 1 Introduction..................................................................................... 1
Section - 2 About CPRI ....................................................................................... 2
Section - 3 Need for ERP .................................................................................... 4
Section - 4 Pre-Qualification Requirements (PQR)............................................ 5
Section - 5 Scope of Work .................................................................................. 8
Section - 6 Payment Terms .............................................................................. 15
Section - 7 - Instructions To Bidders ................................................................. 16
7.1 Data Sheet .......................................................................................................................................... 16
7.1.1
Name of the issuing office: ........................................................................................................... 16
7.1.2
Award of Work: ............................................................................................................................ 16
7.1.3
Request for Proposal (Appointment of Consultant) Tender Document: ......................................... 16
7.2 Proposal Format and Documents comprising the bids ......................................................................... 16

7.3 Procedure for submission of bids ........................................................................................................ 19
Section - 8 Standard Forms .............................................................................. 20

Form-1: Bid Submission Form .......................................................................... 20
Form-2: Bidders Authorization Certificate ...................................................... 21
Form-3: Self Declaration .................................................................................. 22
Form-4: Certificate Of Conformity ................................................................... 23
Form-5: Deliverables........................................................................................ 24
Form-6: Non-Disclosure Agreement (NDA) ...................................................... 25
Form-7: Price Schedule for Bill of Quantity (Figures in Rupees) ...................... 26
Form-8: Pre-Bid Query Format ........................................................................ 27
Form-9: Deviation Sheet .................................................................................. 28
Section - 9 Terms and Conditions..................................................................... 29
Page iii of iv
Section - 1 Introduction
The Central Power Research Institute (CPRI) an autonomous Society under Ministry of Power,
Government of India proposes to implement Standard ERP solution across all the units of CPRI and
invites ONLINE bids of reputed and eligible Experienced Consultancy Firms offering services as detailed
in the Scope of Work.
Any clarifications / queries from the consultancy Firms shall be given in the specified format (Form-8) to
CPRI on or before _________ by 1500 hrs.
Any corrigendum / notification issued by CPRI, subsequent to invitation of RfP, shall only be available at
http://www.cpri.in and CPRI e-procurement portal http://www.tenderwizard.com/CPRI .
The consultancy Firm are expected to do a comprehensive study of CPRI and understand its
requirements before submitting the response. Interested consultancy Firms may visit CPRI units, at their
own cost, to have a firsthand knowledge on the activities of the organization, available infrastructure,
work culture and IT systems, prior to submission of the response. Interested consultancy Firms will not
be given any additional time for undertaking such visits.
Responses received will be evaluated and suitable consultancy Firm shall be awarded the work order.
The background, objectives and Scope of Work (SoW) to be accomplished by the Consultancy Firm who
shall be the agency are provided in the subsequent sections of this document. Consultancy Firms who
shall be the consultant may take note of the following:
i.
To be considered for Award of Work process consultant should submit their bids ONLINE in
accordance with the requirements contained in the Appendix -I.
ii. CPRI reserves the right to update, amend and supplement the information in this document
including the qualification process before the last date and time up to the receipt of bids.
iii. This document is non-transferable.
iv. A copy of the tender document may be downloaded from http://www.cpri.in and CPRI eprocurement portal http://www.tenderwizard.com/CPRI.
v. CPRI reserves the right without assigning any reasons to abort the whole tender process.
Page 1 of 29
Tender Reference: No. STR/UARC(ADM)-18/12-13
Request for Proposal (RfP) for Appointment of Consultant
Section - 2 About CPRI

Introduction
The Central Power Research Institute (CPRI) was established by the Government of India in 1960, with
its headquarters in Bangalore. The Institute was re-organised into an autonomous society in the year
1978 under the aegis of the Ministry of Power, Government of India. The main objectives of setting up
the institute was for it to serve as a National level laboratory for undertaking applied research in
electrical power engineering, besides functioning as an independent National testing and certification
authority for electrical equipment and components to ensure reliability in the power system and to
innovate and develop new products.
CPRI Celebrated Golden jubilee in 2010 with its continued dedicated service to the power sector and
ranks on par with International test houses like KEMA, Netherlands and CESI, Italy for both its facilities
and accessories.
The Institute has set up state-of-the-art research and test facility in the area of Short Circuit, High
Power, High Voltage, Ultra High Voltage, Insulation, Power Systems, Materials, Transmission Line Tower
& accessories, etc.
The Institution has its Head Office & major laboratories at Bangalore. The Institute has its units at
Bhopal, Hyderabad, Nagpur, Noida, Kolkata and Guwahati.
Objectives of CPRI
Function as a National Power Research Organization for undertaking and/or sponsoring research
and development projects in the fields of generation, transmission, distribution and operation of
electricity supply systems.
Provide necessary centralized research and testing facilities for evaluation of electrical materials
and performance of power equipments.
Serve as a National Testing and Certification Authority for the purpose of certification of rating
and performance to ensure availability of equipment of adequate quality for use under
conditions prevalent in Indian Power Systems.
Act as an apex body for initiating and coordinating the R&D in the field of electric power.
Evolve criteria for standards of various equipments for the operation under Indian conditions
and effectively participate in formulation of National standard specifications.
Page 2 of 29
Identify problems in the areas of basic and oriented basic research and arrange such studies in
National academic Institutions.
Co-ordinate R&D activities in the various State Electricity Boards and maintain liaison with other
Institutions engaged in research connected with the power systems and/or power equipments.
Collect information and maintain documentation in the field of power engineering and prepare,
print and publish any paper, periodical or report in the furtherance of the objects of the society.
Establish, maintain and manage laboratories, and other facilities for furthering scientific and
technological research and conduct experiments for exploiting the invention or discoveries to
the cause of power development in the country.
Enter into agreement with any enterprise or institutions or person or persons and provide funds
to them to carry out research and development programme of the society.
MISSION OF CPRI
Promote applied research in power system technology development.
Become a National leader of international repute in total engineering consultancy for power
sector.
Provide prompt services to manufacturers and utilities in quality assurance testing and
certification of products and goods delivered to power sector.
Provide assistance to power sector in improving efficiency and reliability in all spheres of
activity.
Provide services in the area of condition monitoring, renovation, modernization and life
extension of power plant and equipment through diagnostic and life extension studies for
achieving economy & reliability in power systems.
Update and upgrade technology to meet the growing needs of the power sector.
Page 3 of 29
Section - 3 Need for ERP

Need for ERP
In order to meet the current challenges for sustaining competitiveness in the market, there is a
need for CPRI to undertake an ERP implementation. This exercise will enable CPRI to streamline
and standardize the processes across the organization and to adopt some of the global best
practices being followed in similar Organizations.
Some of the key benefits / objectives envisaged are:
Single version of information to all the stakeholders from common database
Information available seamlessly and on-demand without manual intervention
Automate and Integrate CPRI activities operational process
Online reconciliations of various information (project, financials etc.)
Real Time and end-to-end visibility of information on multiple dimensions( projects,

financials, inventory, customer, vendor database etc.) across CPRI
Online Collaboration for engineering and projects
Management dashboards for monitoring and decision support systems
On-line availability of real time data to improve operational efficiency
Consolidation of data and availability of MIS for multi locations
Integration and sharing of data between operations, organizational entities by seamless

user connectivity.
Changeover from manual disparate systems to multi functional ERP
Maintenance of single accounting structure across units.
Consolidation of financial statements of all units and locations
To put checks and balances in place
Streamlining and automating Various HR functions
Automate all HR and Payroll related activities on a centralized HR and Payroll database on
a single application
Seamless integration of HR and Payroll
A study of the organizational activities is required to be taken up by the consultancy Firm so as to

get an idea / understanding of the customization to be done and complexity involved in the Unit
level implementations. Also a study of the Units who have their own IT solutions shall be required
to be taken up by the consultancy Firm for the same purpose. This study by the consultancy Firm is
also needed so that the required integration can be addressed suitably in the proposed ERP
solution.
Page 4 of 29
Section - 4 Pre-Qualification Requirements (PQR)

Prequalifying Criteria
The Clause 1 (General) and Clause 2 (Organizational Parameters) are MANDATORY PREREQUISITE CONDITIONS and have to be met for a Consultancy Firm to qualify. For all the other
clauses, the Consultancy Firm will be evaluated against the evaluation criteria.
1. General
a) Consultancy Firms that are a sister concern of ERP product OEMs are not
qualified to participate in this RFP. Both the consultancy Firm and the individuals
involved in this consultancy cannot be associated or receive any monetary or
other benefits from the recommended product OEM and implementation
partner organizations.
b) Consultancy Firm that will be the successful consultant shall not be eligible to
participate in the ERP product and implementation tender.
c) Consultancy Firms are to give information asked for by CPRI as a single entity.
Any consortium, Joint Venture, partnerships and sub-contracting shall be
disqualified from participation in the main consultancy tender.
d) Consultancy Firms are to give relevant information (see below) of pure
consultancy for ERP implementation projects excluding any ERP implementation.
Relevant information should include: Size and Scale of the Project, Size of the
team that executed the project, Duration of the project, Brief Description of the
overall project, What methodology/frameworks/tools were used to study the
client organization and mapping of the processes, ERP application evaluation and
selection methodology, and Client name if referenceable.
e) Provide names, addresses, contacts and details of all the major clients within
India and globally wherein ERP solution for scope of work (under Section 4,
clause no. 3a) and business profile (under Section 4, clause no. 3b) successfully
implemented.
f) Worked with a cross-functional (within IT) team (networking, hardware &
application support) possessing experience in consulting and technology services
for design, development, software integration and successful implementation of
custom ERP in the Government sector.
2. Organizational Parameters
a) A National or International Consultancy Firm.
Page 5 of 29
3. Functional Core Competency

a) Experience in number of years as a measure of functional core competency in
providing consultancy related to ERP projects towards:
i. Work flow process study
ii. Work flow integration and consolidation to a global template
iii. Preparation of vendor neutral RFP for ERP products and their
Implementation
iv. Selection of ERP product suited for the business processes of an
organization through proper Demo scenarios / Performance Tests / Proof
of Concepts to verify vendor claims of ERP product capabilities,
functionalities & processes with its efficiencies.
v. Selection of implementation partner for the ERP products and to verify
the claimed implementation capabilities through Demo scenarios /
Performance Tests / Proof of Concepts.
vi. Evaluation of bids for ERP product and Implementation Partner and
assist in award of contract.
vii. Working as Owners consultant with obligations for successful
execution and performance of selected ERP solution covering all
functions in an integrated manner.
b) Consultancy services provided in India and /or across globe in implementing ERP
solution from concept to Go-Live in organizations covering all facets, modules &
engines for ERP, Project engineering, Product engineering & Technology, Supply
Chain Management, Material management, Production Planning and monitoring,
Quality assurance and control, Packing, invoicing & Dispatch, Asset Management
Services, Customer interface and project management during execution, Finance
Management, Accounts & Payroll Management, HR Management, Document
Management System, etc.
c) Project Management Experience and Expertise: Overseeing of ERP product
implementation partner evaluation process, ERP product implementation,
Stabilization and managing the entire process end-to-end.
d) Consultancy services provided for integration of different ERP products and
multiple instances of ERP products.
e) Consultancy services provided for integration of ERP product and legacy
applications.
4. Localization with respect to India
a) Understanding of Indian local conditions and India focus for Indian statutory
laws, governance, taxes / duties, Government budget updates, import / export
updates as a consultant for ERP implementation for Clients of similar stature.
b) End-to-End ERP consulting in Indian Govt. / PSU / R & D organization covering
energy sectors / engineering / manufacturing sectors / consultancy services.
Page 6 of 29
5. Human Capital Strength

a) Experienced and qualified professionals permanently employed on Consultancy
Firm payroll with in depth knowledge of ERP products, features, updates and
hands-on job experience in implementations.
6. Financial Perspective
a) Provide last three years Annual accounts indicating turnover from ERP
consultancy (Indian Govt. / PSU / R & D organization covering energy sectors /
engineering / manufacturing sectors / consultancy services) in India.
7. Knowledge Management
a) Availability of documented data bank on the ERP consultancy projects
undertaken, key learnings and methodology followed.
Page 7 of 29
Section - 5 Scope of Work
Scope of Work
The scope of work for consultancy services is broadly enumerated below. However, certain service
though not mentioned here but are essential as determined by CPRI for success of ERP solution across
CPRI till 12 months after Go-Live across all CPRI centers shall be deemed to be included in consultant
scope without additional price and time period. The consultant would act on behalf of CPRI and be
responsible for its acts and omissions at all times. The consultant would seamlessly integrate and coexist
with our ERP product OEM, implementation partner and other agencies. Consultant should help CPRI to
assess their IT needs categorically and in identifying the most compatible reliable and robust ERP
system. Further it should ensure the selection of a suitable implementer and monitor the
implementation process till it goes live. Consultant should also provide change management workshop
for CPRI employees for a smooth transmission to ERP. Scope of work would involve system study,
process fine tuning, and preparation of a comprehensive Request of Proposal for software.
Task I: Technical Feasibility Study
a) The Consultancy Firm must prepare a Preliminary Project Plan describing, among other
things, the methods & human and material resources that the Consultancy Firm
proposes to employ in the design, management, coordination, and execution of all its
responsibilities, if awarded the Contract, as well as the estimated duration and
completion date for each major activity. The Preliminary Project Plan should also state
the Consultancy Firms assessment of the major responsibilities of the Purchaser and
any other involved third parties in System supply and installation, as well as the
Consultancy Firms proposed means for coordinating activities by each of the involved
parties to avoid delays or interference.
b) CPRI proposes to introduce software & hardware tools to improve the system by
automating R&D, testing, consultancy, etc., with process improvements introducing
automation tools for automating current manual process. Suggest and implement
process improvements for CPRI by introducing ERP automation software.
c) Liaise with various divisions of CPRI including various CPRI units and to create a synergy
to gather and understand requirements, make the technical feasibility studies, prepare
technical design documents to determine the use of Office & Workflow automation
tools.
d) Facilitate meetings with the experts of various divisions of CPRI to gather requirements
about Government of India Rules, HR, Payroll Accounting System (PAS), Financial
Page 8 of 29
Accounting System (FAS), R&D, Testing, Consultancy, Purchase, Civil Engineering, IT,
Electrical, Security, etc. The crucial information gathered shall be used for design,
development & implementation of ERP system.
e) Study of all the processes & procedures at CPRI.
f)
A feasibility study shall list all the critical issues in the process and prepare a list of
resources.
g) The As-Is process for the CPRI units and other functions has to be compiled. These need
to be vetted and put in standard templates (duly approved by CPRI).
h) Provide details of ways and means of integrating existing business process, systems and
applications with leading ERP products to mitigate time & effort.
i)
Suggest/ recommend the way forward, to CPRI, for successful ERP implementation.
j)
Estimation of detailed cost, time and effort required for ERP application to meet the
vision of CPRI as mentioned above.
k) Detailing change in business processes required and effort in affecting those changes
before implementing ERP.
l)
Report on foreseeing Risks in implementation of such a massive integrated ERP

implementation and suggest/ recommend plans to mitigate / manage the risks.
m) Estimation of Customization vis-a-vis ERP products available in market.

n) Liaise with CPRI and ERP development & technical teams to understand the business
requirements and database design requirements.
o) Prepare a PERT Chart and follow the critical path to reduce slack in each activity and
ensure completion in time.
Task II: RFP Preparation and Bid Evaluation for short-listed ERP Products/Solutions and
Implementation Partner
a. Vetting of RfP / PQ(Pre-Qualification) & main RfP/tender document for procurement
and implementation of a suitable ERP product to meet the CPRI requirements.
b. Prepare evaluation criteria based on physical verifiable data and product performance
parameters for ERP product.
c. Prepare chart of milestones for implementation as a part of Notice Inviting Tender (NIT).
Page 9 of 29
d. Provide list of names for add-on Solution that are necessary to complement the ERP
system to provide comprehensive coverage of business systems/processes of CPRI.
e. Associating in activities with CPRI core team and others, including ERP committees, on
various key performance parameters and capabilities and market intelligence of ERP
products to create and drive successful ERP implementation in CPRI.
f.
Assistance to CPRI team in RfP/NIT release.
g. Organizing pre bid vendor conferences at PQ (Pre-Qualification) and main tender stage
jointly with CPRI team on queries, recording responses in such meet of bidders,
furnishing clarifications, evaluation and recommendation of responses to CPRI.
h. Conduct short-listing of the ERP Solution and complimentary applications after mapping
the functionalities available in the modules of these Solution and applications with that
of functional requirement of CPRI.
i.
Evaluation of response to RFP / PQ by ERP bidders and prepare list of non-conformities.

Evaluate the response of bidders jointly with CPRI in meetings with bidders and take
lead role in meetings.
j.
Prepare pointed queries to bidders to ascertain the claim of their technical and resource
capability. Evaluation of bidder responses on these queries and recommend to CPRI
with supportive action.
k. Prepare a report on the amendment, if any, required in main RfP/tender for ERP
product and implementation partner on the basis of Pre-bid Conference.
l.
Bids evaluation (technical, commercial and financial) of ERP product and

implementation partner. Preparing list of non-conformities / queries for each bidder.
Evaluation of all bidder responses and to ensure that all deviations are closed or
mapped for loading
m. Submit Technical Evaluation Report of short-listed ERP Solution & Implementation

Partner including associated Hardware & Infrastructure and complimentary applications
for approval by CPRI.
n. Make time-to-time presentations to CPRI management on key success factors, CPRIs
preparedness, assessment on evaluation of bids and recommendations.
o. Prepare well documented demo scenario aligned (walkthrough Proof of Concept (POC)
scripts) for ERP vendor claims and CPRI requirement to verify key performance
capabilities of each ERP product. Facilitate and evaluate the demos/POC by vendors.
Page 10 of 29
p. Prepare loading chart for non-conformities and deviations taken by bidders and submit
final recommendation for award of contract for CPRI.
q. Identify prerequisites for successful ERP product implementation and make roadmap for
change management.
Task lll: Program Management of Implementation
a. Submit site mobilization plan within 14 calendar days of issue of LOI. Such mobilization
plan should have supportive detailed CVs of individuals for CPRI approval within 10
calendar days. The approved individuals are to be mobilized within 14 calendar days,
thereafter. No individual can be changed / separated throughout the tenure of the
project. Any change has to be approved by CPRI in advance with minimum 2 months
overlap period. Financial penalties are linked to absence and demobilization of any
individual from CPRI approved CVs. The Financial penalties for Absence and
demobilization will be Senior Consultant per day is 1% of contract value, Middle level
Consultant % and Junior level Consultant %.
b. Develop, monitor and control the implementation plan and submit periodic exception
report.
c. Vetting the hardware sizing for the proposed ERP implementation.
d. Monitoring and ensuring the compliance of the product/service delivery with
requirements.
e. The consultant must review the progress of the ERP implementation with CPRI team
periodically and must provide status updates to CPRI management in the form of a
report and highlight any deviations with recommended actions.
f.
Ensure successful rollout of ERP System at various locations within one year duration.
g. Assistance and evaluation of Technical users training & End Users Training at various
locations.
h. Suggest and implement process improvements for CPRI by introducing ERP automation
software. Create well-deliberated design specifications for the customization of ERP
modules based on the needs of CPRI.
i.
Help the implementation of ERP including concept design, functional specification, and
technical brief for the tender, negotiations and a selection of ERP implementation
Agency.
Page 11 of 29
j.
Creation of test scenarios, verification of test scripts, analysis of results and identifying &
removal of gaps.
k. Designing of the training requirements for CPRI.

l.
Co-ordinate training to officers of Unit/Division across CPRI on the newly developed

ERP.
m. Help the infrastructure team to create a disaster recovery site and a high availability
environment using the available technology like virtualization, cluster farms, network
accelerators, etc. to ensure business continuity.
n. Help the implementation of information security controls and assessments of security
risks for the IT services in CPRI. Help resolve critical application level security issues in
time for the application level security of all web applications.
o. Lead a full life-cycle ERP implementation (requirement gathering to roll-out) for the
organization. Interact closely with senior management to understand the organizations
needs and also to ensure acceptance of the system across the board.
A. ERP Business Blueprint/System Design document Review:
p. The Business Blueprint/system design document to be vetted by the consultant. It
would be consultants obligation to optimize process timings to best global practices.
q. The consultant needs to ensure implementation of uniform and standardized IT enabled
business processes at all CPRI locations based on the Global template.
r.
Analyze in finding the functional gaps on the ERP with the help of Implementation
partner and assist CPRI in addressing the issues pertaining to functional gaps.
B. ERP Configuration/Set Up Review:
s. The ERP Program Management consultants shall review the Blueprint against the
Tender document for completeness of solution and also the consultant is expected to
review the configurations and setups performed by the team of the Implementation
Partner in the ERP system.
t.
Verify whether automated control solutions available within ERP have been adequately
mapped and implemented by implementation partner.
u. Identify and confirm with the business process owners, the existing controls as
implemented in the system and assess the control design.
Page 12 of 29
v. Perform a detailed review of the configured processes to identify the control gaps,
highlight and recommend mitigating ways for potential impact on the business
processes as well as information availability from the ERP system.
w. Evaluate the opportunities to use standard ERP functionalities and share experiences /
work-around etc. followed to meet the business requirements.
C. Pre-Go Live Readiness Review
x. Design and ensure the adequacy of Integration testing, unit testing and User Acceptance
Test (UAT) process and sign-offs.
y. Assess to ensure whether the conversion process adopted for transferring data to the
ERP system is adequate, documented and signed off by CPRI management and ensure
implementation of all features and fundamentals for integrated transactions and
processing.
z. Assess whether sufficient processes and controls exist for data verification during the
data upload process
aa. Review the adequacy of the pre Go-Live readiness documents drafted by the
implementation partner.
Task IV: Managing change
a. Identify and document the changes required in the existing processes in terms of
systems, procedures, formats, rules, policies, training needs, delegation of power and
other soft issues etc. for faster and better implementing the ERP package /
complimentary applications decided by CPRI.
b. As complete redesign of processes is not envisaged, the consultants are expected to
have framework for short-listing critical processes that need to be addressed in terms of
suggesting above changes.
c. Educate management and employees at all levels of the proposed changes and their
benefits to the organization.
d. Project Planning including developing timelines, resource allocation and monitoring, etc.
along with CPRI and Implementation Partner in-line with PERT Chart envisaged.
e. Interviewing, thru well trained and experienced professionals, at least 50 CPRI officials
across CPRI Units to map change management requirement in phases, recommend
methodology and implement successfully to the satisfaction of CPRI.
Page 13 of 29
f.
Devising Change Management Strategy and execute requisite interventions for driving
the change. Coach and train CPRI team across various levels. Ensure with the change
management efforts for engagement and active participation of stakeholders, effective
communication and training plans.
g. Plan for a backup and recovery to create an automated backup of the ERP server.
Formulate a recovery strategy for a minimum turnaround time in case of disaster.
Page 14 of 29
Section - 6 Payment Terms
1. The successful bidder should submit a Performance Bank Guarantee for 10% of the value of the
work awarded valid for a period of 6 months after implementation and ERP software reaching GoLive stage.
2. At the end of each of the four tasks of the project (Task I-IV under section 5) 25% payment shall be
released based on the satisfactory certificate issued by the Program Manager.
3. All applicable taxes are at actuals.
Page 15 of 29
Section - 7 - Instructions To Bidders

In order to be considered for Award of Work of Consultancy Services for ERP Implementation , bidders
should submit their bids conforming to the following instructions:
7.1 Data Sheet

7.1.1 Name of the issuing office:
Central Power Research Institute (CPRI), a Government of India Society under Ministry of Power located
at Post Box No. 8066, Sadashivanagar Post Office, Prof. Sir. C.V.Raman Road, Bangalore-560 080.
7.1.2 Award of Work:

The Award of Work for Consultancy Services for ERP Implementation as detailed in the Scope of
Work.
7.1.3 Request for Proposal (Appointment of Consultant) Tender Document:

This Request for Proposal (Appointment of Consultant) document is available on the CPRIs Website
(www.cpri.in)
in
the
tenders
section
and
CPRI
e-procurement
portal
http://www.tenderwizard.com/CPRI.
7.2 Proposal Format and Documents comprising the bids

7.2.1 The technical bid should be submitted ONLINE in Appendix-I and price bid should be submitted
ONLINE in Appendix-II
Page 16 of 29
Appendix - I
Sl No
A
1.
2.
3.
4.
5.
6.
B
Particulars
Supporting documents to be furnished
Qualification Documents
Bid Submission Form
Form 1
Bidders Authorization Certificate
Form 2
Self-Declaration Certificate As Required
Form 3
Certificate Of Conformity As Required
Form 4
Deliverables
Form - 5
Non-Disclosure Agreement (NDA)
Form - 6
Bidders Organization & Experience (Please refer Section 4 Pre-Qualification Requirements)
Technical Bid Documents
a)
The company should have been taking suchFor 3a, document to prove the fact.
Functional core projects globally as covered in clause 3a for last

two years.
competency:
(Clause 3a to 3e)
b)
c)
d)
At least one project in India (scope as per cIauseFor 3a, 3b and 3c, copy of end user
3a, 3b and 3c), secured as a Consultant for ERP certificates covering scope of work for atleast
implementation where ERP implemented by aone project.
third party should have gone live.
Documentary evidence for 3d and 3e
Localization
At least one project in Indian Verifiable End users certificate along
with document detailing scope of work
Government/ PSU / R&D organization
with respect to
for the consultant.
(scope as per clause 4a and 4b), secured
India
Documentary evidence with particular

as
a
Consultant
for
ERP
implementation
(Clause 4a, 4b)
reference to the compliance to local
where ERP implemented by a third party
Indian requirements, mentioned herein.
should have gone live.
Actual date of start of consultancy and
date of ERP Go-Live.
Availability
of
consultants
in
India
for
ERP
Certified statement signed by head of

Human capital
products
with
adequate
number
of
Senior,
Indian operations for ERP business
strength
Middle
and
Junior
level
consultants
(minimum
stating the number of different levels of
(Clause 5a)
number of consultants suggested by CPRI is as
consultants.
follows):
Resumes and qualifications of key
personnel who will be involved in this
I.
2 no. of senior Consultants (one is
project, including their roles and
mandatory)
responsibilities.
II.
3 no. of middle level consultants (two
is mandatory)
III.
5 no. of junior level consultants
Financial
Atleast three similar completed projects Certificate of Chartered Accountants for
for the past three years for clients having
the last three years in proof of
Perspective
more
than
Rs.
150
crores
turnover.
documentary evidence or published
(Clause 6a)
annual accounts of the client.
Provide last three years Annual accounts
Certificate of Chartered Accountants for

indicating turnover from ERP consultancy
last three years annual accounts
(Indian Govt. / PSU / R & D organization
indicating turnover form ERP
covering energy sectors / engineering /
consultancy in India.
manufacturing sectors / consultancy
services) in India.
Page 17 of 29
Sl No Particulars
Knowledge
e)
Management
The data bank should be available for

the last one year or more
Document validating the vendors claim
(Clause 7a)
Appendix - II
Sl No Particulars
D Commercial Bid Documents
1. Price Schedule for Bill Of Quantity

Form 7
7.2.2. Evaluation Criteria

For all the clauses, the Consultancy Firm will be evaluated against the evaluation criteria. The
Clause wise weightage for evaluation is detailed below:
Note: Please refer Section 4:
Sl. No
1.
2.
3.
4.
5.
Parameter/ Criteria
Functional core competency
Localization with respect to India
Human capital strength
Financial Perspective
Knowledge Management
Clause
Clause 3a to 3e
Clause 4a to 4b
Clause 5a
Clause 6a
Clause 7a
Weightage
30
20
30
10
10
The breakup of weightage is as detailed below:

Sl.
No
Parameter/ Criteria
1. Functional
competency
Clause
Weightage
core Clause 3a
Clause 3b
Clause 3c
Clause 3d
Clause 3e
2. Localization with respect to

India
3. Human capital strength
(Clause 5a)
Clause 4a
10
Clause 4b
10
i. 2 no. of senior 2x6 = 12
Consultants
Total
per
(max)
30
Weightage
parameter
20
30
Page 18 of 29

ii. 3 no. of middle 3x3.5 = 10.5

level consultants
4. Financial
(Clause 6a)
iii. 5 no. of junior 5x1.5 = 7.5

level consultants
Perspective i. 2 marks for each 2x3 = 6
project
5. Knowledge Management
ii. 4 marks for last 4

three years annual
accounts
Clause 7a
10
10
10
NOTE:
1. The consultant with the highest marks will be selected.
2. In case of tie of equal marks at top, the consultant quoting the lower cost will be selected.
3. In any of main categories (Evaluation criteria point 1 to 5), the consultant scoring less than
one mark will be rejected summarily irrespective of marks scored in other categories.
7.3 Procedure for submission of bids

a) The consultants are advised to study this document carefully before participating. It shall be
deemed that the bid has been submitted by the consultant after a careful examination and full
understanding of its implications.
The technical bid should be submitted ONLINE in Appendix-I and price bid should be submitted
ONLINE in Appendix-II.
The hard copies of ONLY technical bid(but not price bid) should be received in one envelope
(the Bid cover) which should be super scribed with the words Consultancy Services for ERP
Implementation - Request for Proposal (RfP) For Appointment of Consultant with Tender
reference number and date of opening of tender. The bid cover should also clearly indicate the
name, address and telephone number of the Consultancy Firm. This envelope should contain
two hard copies of the bid marked as ORIGINAL and COPY containing all the Documents as
mentioned in section 7.2.1 above and one soft copy of the bid in non-rewritable CD/DVD.
Consultants should ensure that the information furnished in the respective CD/DVDs is
identical to the hard copy of the bid document.
Page 19 of 29
Section - 8 Standard Forms

Form-1: Bid Submission Form
(To be submitted on the letter head of the bidder)
To:
Purchase Authority,
Purchase Division,
Central Power Research Institute,
Post Box No. 8066,
Prof. Sir C. V. Raman Road,
Bangalore 560 080
Subject: Submission of the hard copies of only Technical Bid for Award of Work Consultancy Services for
ERP Implementation.
Dear Sir/Madam:
We, the undersigned, offer to provide consultancy services for CPRI activities for Implementing ERP
Solution in accordance with your Request for Proposal dated ---------- and our Bid. We are hereby
submitting our Bid, which includes Qualification Documents, Technical Proposal without price bid.
We hereby declare that all the information and statements made in this Bid are true and accept that
any misinterpretation contained in it may lead to our disqualification and rejection of the Bid.
We understand you are not bound to accept any proposal you receive.
Yours Sincerely,
Authorized Signature [In full and initials]: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name and Title of Signatory: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Business Address: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Seal:
Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .
Page 20 of 29
Form-2: Bidders Authorization Certificate

To:
Purchase Authority,
Purchase Division,
Post Box No. 8066,
Bangalore 560 080
<Bidders Name>__________________________________________, <Designation>

_______________________________
is hereby authorised to sign relevant
documents on behalf of the company in dealing with Tender of reference <Tender No. & Date>
________________________________. He is also authorised to attend meetings & submit
technical & commercial information as may be required by you in the course of processing
above said tender.
Yours Sincerely,
Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Seal:
Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .
Page 21 of 29
Form-3: Self Declaration

Ref: ________________________________
Date: ________________
To:
Purchase Authority,
Purchase Division,
Post Box No. 8066,
Bangalore 560 080
In response to the tender No. ____________________________________ dated ____________

of Ref._____________________________________
as an owner/partner/Director of
___________________________________________ I / We hereby declare that our Agency
___________________is having unblemished past record and was not declared ineligible for corrupt &
fraudulent practices either indefinitely or for a particular period of time.
Yours Sincerely,
Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Seal:
Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .
Page 22 of 29
Form-4: Certificate Of Conformity

To:
Purchase Authority,
Purchase Division,
Post Box No. 8066,
Bangalore 560 080
CERTIFICATE
This is to certify that, the consultancy services for CPRI activities for Implementing ERP Solution which I
shall provide, if I am awarded with the work, are in conformity with the Scope of Work in the Tender
document.
I also certify that the price I have quoted lump sum cost basis which is inclusive of all the cost factors
and exclusive of any taxes involved in the execution of the project, to meet the desired standards
set out in the Conditions of the Work order.
Yours Sincerely,
Name of Firm: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Seal:
Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .
Page 23 of 29
Form-5: Deliverables
Deliverables
Abbreviations - D=Date of issue of LOI to consultant, P=Date of P.O for ERP implementation.
Tracks
Deliverable
Documents
Required
Suggested
Accepted
Timelines
Timelines as
Per Consultant
Task I
Technical feasibility study
D+1.5 Months
Task II
RfP Preparation and Bid

Evaluation for short listed ERP
Products/Solutions and
Implementation Partner
D+4 months
Task III
Program Management &

Implementation to the
satisfaction of CPRI achieving all
key benefits of CPRI
Task IV
Managing change
Original and one

copy both in hard
and soft form.
P+12 months
P+12 months
Page 24 of 29
Form-6: Non-Disclosure Agreement (NDA)
Third Party Non-Disclosure Agreement
I, __________, on behalf of the ________ (Name of Company), acknowledge that the information
received or generated, directly or indirectly, while working with CPRI on contract is confidential and that
the nature of the business of the CPRI is such that the following conditions are reasonable, and
therefore:
I warrant and agree as follows:
I, or any other personnel employed or engaged by our company, agree not to disclose, directly or
indirectly, any information related to the CPRI. Without restricting the generality of the foregoing, it is
agreed that we will not disclose such information consisting but not necessarily limited to:
Technical information: Methods, drawings, processes, formulae, compositions, systems,
techniques, inventions, computer programs/data/configuration and research projects.
Business information: Customer lists, project schedules, pricing data, estimates, financial or
marketing data.
On conclusion of contract, I, or any other personnel employed or engaged by our company shall return
to CPRI all documents and property of CPRI, including but not necessarily limited to: drawings,
blueprints, reports, manuals, computer programs/data/configuration, and all other materials and all
copies thereof relating in any way to CPRI's business, or in any way obtained by me during the course of
contract. I further agree that I, or any others employed or engaged by our company shall not retain
copies, notes or abstracts of the foregoing.
This obligation of confidence shall continue after the conclusion of the contract also.
I acknowledge that the aforesaid restrictions are necessary and fundamental to the business of the CPRI,
and are reasonable given the nature of the business carried on by the CPRI. I agree that this agreement
shall be governed by and construed in accordance with the laws of country.
I enter into this agreement totally voluntarily, with full knowledge of its meaning, and without duress.
Dated at ________, this ____day of , 20___.
Name
Company
Signature
Page 25 of 29
Appendix-II
Form-7: Price Schedule for Bill of Quantity (Figures in Rupees)

-This should be submitted in Appendix-II ONLINE.
-No hand copy of this should be sent.
A
Total Cost
Consultancy Services
Particulars
Basic Unit Price
Service Tax
Any Other
Taxes /
Duties extra.
Consultancy services for ERP Implementation as

per the Scope of Work mentioned in section 5.
TOTAL
Rupees in words ( )
Notes
For consideration of their bids, Consultants shall have to quote for all the above Resource categories.
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Business Address:
Seal:
Place: . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . .
Page 26 of 29
Form-8: Pre-Bid Query Format
Pre-bid Query Format
Sl.No
Reference of the Clause No. of the RfP
Query/Clarification
Signed By:_________________
Name:_________________
Designation:_________________
Organization:_________________
Date & Place:_________________
Phone/Fax/Mobile/Email:_________________
Stamp & Seal:_________________
Page 27 of 29
Form-9: Deviation Sheet
Deviation Sheet
Sl.No.
Reference of the Clause No. of

the RfP
Text as written in
CPRI RfP
Deviation asked for by

the consultant
Remarks
Signed By:_________________
Name:_________________
Designation:_________________
Organization:_________________
Date & Place:_________________
Phone/Fax/Mobile/Email:_________________
Stamp & Seal:_________________
Page 28 of 29
Section - 9 Terms and Conditions

Terms and Conditions
The consultant must understand and give unqualified acceptance that creating and delivering qualitative
performing successful CPRI, at par with best global practices, across CPRI within agreed cost and time
are part of consultants basic obligation.
1.0 Submission of RfP

1.1 Your proposal should be complete in all respects. Proposals should be preferably typed or neatly
handwritten in English. Alterations/overwriting if any, in the proposal should be attested by the
person signing the proposal. Proposals with alterations etc. not authenticated as above may be
rejected by CPRI.
1.2 Bids will be opened ONLINE before such of those bidders who are present at the time of opening at
the scheduled time as given in the tender document.
2.0 Eligibility Condition

The responses received will be evaluated for the PRE-QUALIFICATION REQUIREMENT (PQR) as per the
evaluation criteria of the RfP.
3.0 The bidder shall invariably state in the tender, the validity of the offer. The validity shall be for a minimum
period of 180 days from the date of opening of bids.
4.0 Liquidated Damages
Half percent per week of delay subject to a maximum of 5% of the order value will be levied for delay in
execution of the contract.
5.0 Selection Procedure
For selection of the final firms to be appointed, the following procedure shall be adopted:
All the proposals received by CPRI would be scrutinized with reference to the Pre-Qualification Requirement
(PQR) against the evaluation criteria. Firms meeting the PQR shall only be considered. These firms shall be
called as Eligible firms. The firms may please note that mere meeting of the PQR does not entitle any firm the
right for award of contract.
6.0 Pre-bid Queries

All the Consultancy Firms queries / clarifications are to be captured in the Bidder Query Format (Form-8). If
the queries / clarifications are not captured in the desired format then not withstanding whatsoever is written
anywhere, it will be assumed that there are no further queries / clarifications.
Page 29 of 29
7.0 Deviations
All the Consultancy Firms deviations are to be captured in the deviation Format (Form-9). If the deviations
are not captured in the desired format then the Consultancy Firm is deemed to have accepted all the clauses
and there are no deviations.
8.0 Arbitration
Any dispute or difference, whatsoever arising between the firms out of or relating to the RfP shall be referred
to the sole arbitration of the Director General, CPRI whose decision shall be final, conclusive and binding. The
arbitrator shall give reason(s) for the award. Subject to the above, the provisions of Arbitration Act, 1996 and
the Rules made there under shall be deemed to apply to the arbitration proceedings under this clause. The
venue of arbitration shall be in CPRI Bangalore.
9.0 Effect and Jurisdiction
The law applicable to this RfP shall be the laws in force in India. The courts in Bangalore, India, shall have
exclusive jurisdiction in all matters arising under and on account of this RfP.
10.0Confidentiality
All the material sent to the firms shall be treated as confidential and should not be disclosed in any matter to
any unauthorized person under any circumstances. The Consulting Firms are to furnish a Non-Disclosure
Agreement (NDA) as per Form-6.
11.0
Incomplete RfP
Incomplete RfP, which do not contain all the information called for, are liable to be rejected.
12.0
Cancelling the RfP

CPRI reserves the right to cancel/scrap the RfP without assigning any reason whatsoever.
13.0
Contact Person
Smt. Shaileshwari M U, Engineering Officer, CPRI, Bangalore. (Mobile: 09008999220 Email:
shaileshwari@cpri.in
Page 30 of 29

Consultancy Services For ERP Implementation: Central Power Research Institute (Cpri)

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Consultancy Services For ERP Implementation: Central Power Research Institute (Cpri)

Uploaded by

Copyright:

Available Formats

CENTRAL POWER RESEARCH INSTITUTE (CPRI)

(Government of India Society, Ministry of Power)

Consultancy Services for ERP Implementation

Request for Proposal (RfP)

THIS PAGE IS LEFT BLANK INTENTIONALLY

Name of the issuing office: ........................................................................................................... 16

Award of Work: ............................................................................................................................ 16

Request for Proposal (Appointment of Consultant) Tender Document: ......................................... 16

7.2 Proposal Format and Documents comprising the bids ......................................................................... 16

Section - 8 Standard Forms .............................................................................. 20

Section - 2 About CPRI

Promote applied research in power system technology development.

Section - 3 Need for ERP

Some of the key benefits / objectives envisaged are:

Single version of information to all the stakeholders from common database

Information available seamlessly and on-demand without manual intervention

Automate and Integrate CPRI activities operational process

Online reconciliations of various information (project, financials etc.)

Real Time and end-to-end visibility of information on multiple dimensions( projects,

Online Collaboration for engineering and projects

Management dashboards for monitoring and decision support systems

On-line availability of real time data to improve operational efficiency

Consolidation of data and availability of MIS for multi locations

Integration and sharing of data between operations, organizational entities by seamless

Changeover from manual disparate systems to multi functional ERP

Maintenance of single accounting structure across units.

Consolidation of financial statements of all units and locations

To put checks and balances in place

Streamlining and automating Various HR functions

Seamless integration of HR and Payroll

A study of the organizational activities is required to be taken up by the consultancy Firm so as to

Section - 4 Pre-Qualification Requirements (PQR)

3. Functional Core Competency

5. Human Capital Strength

Section - 5 Scope of Work

Report on foreseeing Risks in implementation of such a massive integrated ERP

m) Estimation of Customization vis-a-vis ERP products available in market.

Assistance to CPRI team in RfP/NIT release.

Evaluation of response to RFP / PQ by ERP bidders and prepare list of non-conformities.

Bids evaluation (technical, commercial and financial) of ERP product and

m. Submit Technical Evaluation Report of short-listed ERP Solution & Implementation

k. Designing of the training requirements for CPRI.

Co-ordinate training to officers of Unit/Division across CPRI on the newly developed

Section - 6 Payment Terms

Section - 7 - Instructions To Bidders

7.1 Data Sheet

7.1.2 Award of Work:

7.1.3 Request for Proposal (Appointment of Consultant) Tender Document:

7.2 Proposal Format and Documents comprising the bids

Functional core projects globally as covered in clause 3a for last

Documentary evidence with particular

Certified statement signed by head of

Certificate of Chartered Accountants for

Supporting documents to be furnished

The data bank should be available for

Document validating the vendors claim

Supporting documents to be furnished

7.2.2. Evaluation Criteria

The breakup of weightage is as detailed below:

2. Localization with respect to

Tender Reference: No. STR/UARC(ADM)-18/12-13

ii. 3 no. of middle 3x3.5 = 10.5

iii. 5 no. of junior 5x1.5 = 7.5

In response to the tender No. ________________________ dated