BID DOCUMENT FOR:
Supply, Implementation of SAP ERP and IT Infrastructure along with
Post Implementation Support at Coal India Limited and all its
Subsidiaries
VOLUME I
Tender Number: CIL/C2D/SAP/2010-11/ 110
Date of Issue: 2nd November 2010
COAL INDIA LIMITED
Coal Bhavan
10, Netaji Subhas Road
Kolkata
West Bengal – 700 001
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table of Content
Invitation to Bid .................................................................................................................. 5
Bid Data Sheet .................................................................................................................... 7
Disclaimer ........................................................................................................................... 8
Glossary .............................................................................................................................. 9
Section1: Project Introduction .......................................................................................... 10
1.1 Coal India Limited – An Overview ........................................................................ 11
1.2 Mission, Vision & Objectives of Coal India Ltd .................................................... 13
1.3 ERP Project at CIL - Overview .............................................................................. 15
1.4 Current IT Scenario at CIL ..................................................................................... 15
Section 2: Summary of Scope of Work ............................................................................ 17
3.1 Cost of Bidding ....................................................................................................... 19
3.2 Qualification to Bid................................................................................................. 19
3.2.1 Mandatory Qualification Criteria ................................................................... 21
3.2.2 Consortium Guidelines .................................................................................... 25
3.3 Structure of the Bid ................................................................................................. 26
3.4 Submission of Bid ................................................................................................... 26
3.4.1 Complete Bid and Bid Submission Format ..................................................... 26
3.4.2 Contents of Part A, B and C ............................................................................ 27
3.4.3
Sealing the Bid .................................................................................... 29
3.4.4 Rejection of Bid ............................................................................................... 29
3.4.4 Bidder Check List ............................................................................................ 29
3.5 Instruction to Bidder ............................................................................................... 29
3.5.1 Bidder to obtain their own Information ........................................................... 29
3.5.2 Addenda / Corrigenda / Amendments issued to this Tender ........................... 30
3.5.3 Extension of Bid Opening Date ....................................................................... 30
3.5.4 Bids Received Late .......................................................................................... 30
3.5.5 Modification and Withdrawal of Bids ............................................................. 30
3.5.6 Deviations ........................................................................................................ 31
3.5.7 Bid Validity Period .......................................................................................... 31
3.5.8 EMD/ Bid Security .......................................................................................... 31
3.5.9 Price Basis, Taxes and Duties .......................................................................... 32
3.5.10 Rates to Be In Figures & Words .................................................................... 32
3.5.11 Abnormal Rates ............................................................................................. 33
3.5.12 Corrections & Erases ..................................................................................... 33
3.5.13 Details & Signature of Bidder........................................................................ 33
3.5.14 False or Misleading Claims ........................................................................... 33
3.5.15 Fraud and Corruption ..................................................................................... 34
3.5.16 Contacting the Owner .................................................................................... 34
3.5.17 Conflict of Interest ......................................................................................... 34
3.5.18 Ownership of Responses ................................................................................ 34
3.5.19 Owner’s Right to Accept Any Bid and to Reject any or all Bids .................. 35
3.5.20 Clarification on Bids ...................................................................................... 35
3.5.21 Language ........................................................................................................ 35
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3.5.22 Page Numbering............................................................................................. 35
3.5.23 Workplace/Facilities to be provided by CIL at site ....................................... 35
3.5.24 Integrity Pact ................................................................................................. 35
Section 4: Evaluation of Bids ........................................................................................... 37
4.1 Opening of Bids ...................................................................................................... 38
4.1.1 Preliminary Examination of Bids..................................................................... 38
4.1.2 Procedure for Evaluation of Bids ..................................................................... 38
4.1.3 Evaluation Tables............................................................................................. 41
4.1.4 Price Justification ............................................................................................. 48
4.1.4 Selected Bidder and Signing of Agreement ..................................................... 48
4.1.5 Failure to Sign Agreement / Commence the Work .......................................... 49
Appendix A: Bidding Reference ....................................................................................... 50
Appendix A1: Present IT Assets in CIL ....................................................................... 51
Appendix A2: Business Processes - Overview ............................................................. 52
1.0 Financial & Management Accounting & Corporate Planning ............ 52
2.0 Materials, Purchase, Tendering, Inventory Management ................... 64
3.0. Sales & Distribution ............................................................................ 70
4.0 Planning & Production........................................................................ 74
5.0
Equipment Maintenance ..................................................................... 81
6.0 Human Resources & Payroll............................................................... 85
7.0 Project Management ........................................................................... 92
8.0 Environment, Health & Safety ............................................................ 94
9.0 MIS & Reporting ................................................................................ 99
Appendix B: Bid Support Documents ............................................................................ 101
Appendix B1: Letter of Undertaking by Bidder ......................................................... 102
Appendix B2: This is left Intentionally Blank ............................................................ 104
Appendix B3: Exclusions / Deviation Statement........................................................ 105
Appendix B4: Proforma for Bank Guarantee for Bid Security (EMD) ...................... 106
Appendix B5: Consortium MOU ................................................................................ 107
Appendix B6: Profile of Bidder .................................................................................. 109
Appendix B7: Profile of Consortium Partner ............................................................. 116
Appendix C: General Conditions of Contract (GCC) ..................................................... 117
1 Definitions & Interpretations ................................................................................... 118
2 Scope of Agreement ................................................................................................. 120
3 Obligation of Vendor ............................................................................................... 120
4 Obligation of Owner ................................................................................................ 124
5 Implementation Plan ................................................................................................ 126
7 Product Updates ....................................................................................................... 128
8 Assignment and Subcontracting .............................................................................. 128
9 Tests ......................................................................................................................... 128
10 Performance Guarantee / Warranty / AMC ........................................................... 132
11 Waiver .................................................................................................................... 134
12 Price and Payment.................................................................................................. 134
13 Liquidated Damages .............................................................................................. 137
14 Insurance ................................................................................................................ 137
15 Indemnity ............................................................................................................... 138
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India Limited and all its Subsidiaries.
16 Patent Infringement ................................................................................................ 138
17 Settlement of Disputes ........................................................................................... 139
18 Term and Termination ........................................................................................... 139
19 Force Majeure ........................................................................................................ 141
20 Ownership .............................................................................................................. 141
21 Limitation of Liability............................................................................................ 142
22 Time of the Essence ............................................................................................... 142
23 Confidential Information ....................................................................................... 142
24 Miscellaneous ........................................................................................................ 143
Annexure 1: Preliminary Project Implementation Plan .................................................. 145
Annexure 2: Detailed Scope of Work (Refer Volume II & III) ...................................... 148
Annexure 3: SLAs........................................................................................................... 149
Annexure 4: Schedule of Requirement and Price ........................................................... 167
Annexure 5: Payment Schedule ...................................................................................... 197
Annexure 6: Proforma for Performance Bank Guarantee (PBG) ................................... 206
Annexure 7: Bidder Check List ...................................................................................... 208
Annexure 8: Contract Document .................................................................................... 209
Annexure 9: Integrity Pact .............................................................................................. 211
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Invitation to Bid
1. Bids in two Parts (Techno-Commercial & Price Bid) are invited from financially sound &
authorized SAP Implementation Partners having PF Code, IT PAN & VAT/Sales Tax
Registration Certificates, Service Tax Registration Certificate, Professional Tax Registration
Certificate, on behalf of the Coal India Limited (CIL) for the work of “Supply,
Implementation of SAP ERP and IT Infrastructure along with Post Implementation
Support at Coal India Limited and all its Subsidiaries.”
2. A complete set of Bidding Documents may be purchased by any interested eligible bidder on
submission of a written application to CIL providing complete postal address of the bidder
and upon payment of a non-refundable fee of 5000/- (Rupees Five Thousand) in cash or in
the form of a crossed demand draft drawn in favour of Coal India Ltd payable at par at
Kolkata from 08.11.2010 to 27.12.2010 , between 10:00 AM to 3:00 PM on any working day
from the CIL offices at Kolkata or New Delhi. Bidders who wish to receive the bidding
documents by post should send a non-refundable fee of 5000/-(Rupees Five Thousand)
along with an extra amount of 450/-(Rupees Four hundred Fifty) by crossed bank demand
draft drawn in favour of Coal India Limited payable at par at Kolkata. CIL shall not be
responsible for any misplacements or late receipt of bid documents through the post. In the
event of shortfall in the amount being credited in CIL’s account for any reason whatsoever
(eg: collection charges levied by any involved bank – such examples being only indicative
and not exhaustive) the bid shall be liable to be rejected outright.
3.
4.
5.
6.
7.
The Bidding documents can also be downloaded from the CIL website (www.coalindia.in).
In case the document is downloaded a non-refundable fee of
5000/- (Rupees five
thousand) by bank draft must be enclosed with the bid documents, failing which the bid
shall stand summarily rejected.
The Bid & Rates shall be in the prescribed form provided in the Bid Document.
The Contract Period is for 72 months from the date of Signing of Agreement, the
implementation and rollout phase being 36 months followed by 12 months warranty and 24
months of post implementation support / AMC. CIL reserves right to further extend the AMC
for a period of two years.
Bidders should familiarize themselves with the site conditions before submitting the Bids. A
pre-bid meeting will be held at the office of the purchaser(CIL HQ,Kolkata) on
03/12/2010 at 11.30 AM. Bidders are requested to submit their questions in writing to reach
the purchaser not later than 7 (seven) days before the date of pre-bid meeting. The bidder’s
authorized representative is invited to attend the pre-bid meeting. The purpose of the pre-bid
meeting will be to clarify issues and answer questions or any matter that may be raised at this
stage. However, No modification to the bid document will be made due to such meetings.
Non attendance at the pre-bid meeting will not be a cause of disqualification.
Bids will be received up to 13.00 Hrs (IST) of 28.12. 2010 and Techno-Commercial Bid shall
be opened at 15.00 Hrs (IST) of 28.12.2010 in presence of the Bidders or their duly
authorized representatives.
The Bid shall be accompanied by Earnest Money (EMD) of 50,00,000/- (Rupees Fifty
Lacs only). The Earnest Money offered shall be in shape of crossed Demand Draft drawn in
favour of Coal India Limited and payable at par at Kolkata, India or in the form of
irrevocable Bank Guarantee (from Scheduled Bank / Kolkata Branch) with validity of 28
days beyond the validity of the bid in the format given in Appendix B4 Any Bid not
accompanied with Earnest Money in accordance with aforesaid provisions shall be rejected
by the CIL as non-responsive Bid. In the event of shortfall in the amount being credited in
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
CIL’s account for any reason whatsoever (eg: collection charges levied by any involved bank
– such examples being only indicative and not exhaustive) the bid shall be liable to be
rejected outright. No interest will be payable by the Owner on the said amount covered under
Earnest Money / other security deposits. The Earnest Money of all unsuccessful Bidders will
be returned within thirty (30) days after the award of the contract.
8. The Bid shall be accompanied with letter of undertaking on non- judicial stamp paper of
50 in the prescribed proforma (Appendix-B1) in the Bid document.
9. In consideration of the Owner opening and considering the Bid for purpose of award of
Agreement, Bidder shall keep his Bid valid for a period of 180 days (One Hundred Eighty)
from the last date for submission of Bids or any extension thereof. During this period the
Bidder agrees not to vary, alter or revoke his offer either in whole or in part. If the Bidder
however, fails to keep his offer valid for 180 (One Hundred Eighty) days or varies its terms
and conditions during the said period then the Owner shall be entitled to forfeit the Earnest
Money amount without any notice or proof of damages etc.
10. On finalization of Bid, the successful Bidder will submit a security deposit of 10% of the total
contract value in the form of Performance Bank Guarantee (PBG) (Annexure-6), on signing
of the Agreement. The EMD of all the Bidders shall be returned on award of the contract.
11. Coal India Limited is not bound to accept the lowest or any Bid or to give any reasons for
their decision.
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Bid Data Sheet
Tender No: CIL/C2D/SAP/2010-11/ 110
Tender Nomenclature
Date: 02.11.2010
Supply, Implementation of SAP ERP and IT
Infrastructure along with post implementation
support at Coal India Limited and all its
subsidiaries.
Date of Issue Bid Document
Address for Communication
08.11.2010
General Manager (MM)
Coal Bhavan
10, Netaji Subhas Road
Kolkata
West Bengal – 700 001
India
Tel: +91 33 2248 8099, 2243 5778
Fax: +91 33 2243 5778
Bid Document
Bid Document shall be available on the website
http://www.coalindia.in for download from 08.11.2010
Last Date, Time and Place for Date 28.12.2010
submission of Bids
Time 13.00 Hrs (IST)
Place: Materials Management Division, Coal India
Limited, Coal Bhavan Annexe, 4th Floor , 10 Netaji
Subhas Road, Kolkata, West Bengal – 700 001, India
EMD to be submitted as part of bid
Amount: 50,00,000/- (Rupees Fifty Lacs only).
Mode:
1) Demand Draft 2) Irrevocable Bank
Guarantee
Bank: Any nationalized bank recognized by Reserve
Bank of India.
Period of Bid validity
180 days from the last date of submission of Bids or
any extension thereof.
Date & Time of Opening of Bids
Date: 28.12.2010
Time: 15.00 Hrs (IST)
Presentations and Bidder Interactions
Exact dates will be communicated to bidders who have
qualified in the technical bids.
Date and Time of Opening Price bids
To be communicated subsequently
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Disclaimer
The purpose of this document is to give the bidders information to help them understand the
scope of the IT Solution required for CIL.
The information contained in this document is confidential in nature. The bidders shall not share
this information with any other party not connected with responding to this Bid document.
CIL makes no representation or warranty and shall incur no liability under any law, statute, rules
or regulations on any claim, the potential bidder may make in case of failure to understand the
requirement and respond to the Bid document. CIL may, in its absolute discretion, but without
being under any obligation to do so, update, amend or supplement the information in this Bid
Document.
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India Limited and all its Subsidiaries.
Glossary
Unless the context otherwise requires, the following terms whenever used in this RFP and
contract have the following meanings:
a. “Applicable Law” means the laws and any other instruments having the force of law in India
as they may be issued and in force from time to time.
b. “Proposals” means proposal submitted by Prime Bidder/ Consortiums in response to the
RFP
c. ‘Client/Owner/Purchaser’ means Coal India Limited ( CIL )
d. “Committee” means committee constituted by CIL for evaluation of Technical and
Commercial Proposals submitted by the Sole Bidder / Consortium.
e. “Contract Price” means the price payable to the Sole Bidder / Consortium under the
Contract for the complete and proper performance of its contractual obligations.
f. “Bidder” means
a. A Sole Bidder or
b. A Consortium of firms as described in section 3.2
g. “Contract” means the Contract signed by the parties (CIL and Successful Bidder) along with
the entire documentation specified in the RFP.
h. “Day” means Calendar day
i. “Effective date” means the date on which the contract comes into force and effect.
j. “ITB” means Instructions to Bidders
k. “Personnel” means professional and support staff provided by the Sole Bidder / Consortium
assigned to perform services to execute an assignment and any part thereof.
l. “Services” means the work to be performed by the Prime Bidder/ Consortiums pursuant to
the contract to be signed by the parties in pursuance of any specific assignment awarded
m. “Maintenance” shall mean and include ongoing production support and small software
modifications, bug fixing, enhancements, online help, support services and adaptation to
changed environments
n. “Project” shall mean the Supply, Installation, Services, Technical Requirements
Specifications, Functional Requirements Specifications, Testing, Integration and
commissioning of the Solution in accordance with the procedures, specifications and
timelines set out in the Contract and Tender Document.
o. “Project Schedule” shall mean the schedule submitted by the Sole Bidder / Consortium and
agreed to by CIL. The project schedule will be included in the final contractual
documentation.
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Section1: Project Introduction
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India Limited and all its Subsidiaries.
1.1 Coal India Limited – An Overview
Coal India Ltd (CIL) is a holding company with eight wholly owned subsidiary companies. Out
of these, seven are coal producing companies, while the eighth one is Planning & Design
Company having core competence in the whole gamut of activities like identification of coal
reserves, detailed exploration followed by design, implementation and optimizing operations for
coal extraction. CIL, being the holding company, is accountable to the Government of India for
performance of subsidiary companies. It performs the key tasks of deciding the policy matters
and remains responsive to the cross-functional issues.
CIL is the single largest coal producing company in the world contributing around 84% of coal
production in India thereby meeting 46% of nation’s commercial energy needs. With employee
strength of over 3.97 Lacs, it is the largest corporate employer in India. Out of these around
15,000 employees are executives. The breakup of these executives subsidiary wise is as follows:
x
x
x
x
x
x
x
x
x
x
BCCL: 1887
CCL: 2252
CMPDIL: 794
ECL: 2117
MCL: 1203
NCL: 1295
SECL: 2728
WCL: 2178
NEC: 104
CIL: 354 (Including IICM)
The vision of CIL is ‘To emerge from the position of domestic leader to leading global player in
the energy sector by adopting best practices from mine to market with due care to environmental
and societal sustenance.’ To translate the vision into reality, CIL intends to pursue several
ambitious goals, some major ones are like:
¾ Ensuring energy supply of around 1 billion tonnes of coal equivalent within next ten years
through development of coal mines in India and abroad
¾ Undertake a giant leap in coal production from present level of 400 Million tonnes per annum
and increase production by 50% in next five years to reach a level of over 600 Mt.
¾ Acquire 50 Mtpa of coal equities abroad in next 10 years.
¾ Increase in revenue in next 5 years so as to become a US$ 20 billion company.
¾ Foraying into power generation, alternative energy sources or any other related
diversification areas.
¾ Implement clean coal technology in coal production.
CIL with its Head Office at Kolkata operates on a holding company structure mode, headed by
Chairman and having Functional Directors. Each subsidiary coal company under the control of
Coal India is headed by a Chairman cum Managing Director and has Functional Directors at
company headquarters.
The broad functions of CIL include laying down policies, systems and procedures, formulating
long-term and short-term plans, assisting the subsidiary companies in achieving their objectives
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(production, environmental impact mitigation, cost control, profitability, welfare measures etc)
and monitoring the functions of the subsidiaries.
Its mining operations are spread over eight states of the country, 81 areas and 473 mines (279
underground mines, 163 opencast mines and 31 mixed mines) and 19 coal washeries. It has 200
other establishments like workshops; hospitals; captive power plants and it employs 3.97 Lac
manpower belonging to different regions and communities working in a unified concerted effort
to provide the precious energy source to the country.
Coal India holds the coveted honor of being one of the five largest companies in India in terms of
turnover. In the financial year 2009-10, CIL’s turnover was to the tune of about ` 52,000 Crores.
It strives to be the most dominant energy supplier in India, following best practices from Mine to
Market.
CIL is set to produce 486.50 million tonnes by the end of the XI Five year plan (2011-12) and
642 million tonnes by 2021-22.
Coal India’s goal is to produce coal with a firm commitment toward protecting the environment.
It is committed to safeguard the natural resources including air, water, land, flora and fauna. To
achieve the above aim, CIL has a well laid down Environment policy, with a dedicated group of
trained professionals.
Coal mining is a labour intensive industry and thus gives great stress on the welfare of its
employees. It has a well organized network of hospitals, housing and schools for the welfare of its
employees.
Coal mines are generally in isolated areas and away from the hustle-bustle of city life. Due to
mining activities the local population is greatly affected leading to a change in the socioeconomic profile of that area. In view of this and as a part of its social responsibility, CIL and its
subsidiary companies are undertaking different Community development activities.
A comprehensive Community Development Policy has been formulated to fulfill the objectives of
Community Development. However, care is taken in the process to include the Special
Component Plan (SCP) for benefit of the Schedule Castes, Tribal Sub Plan (TSP) for benefit of
the tribal groups and Community Development Plan (CDP) for benefit of the Community at large.
Coal India has experience of implementation of World Bank aided Environmental & Social
Mitigation project in 25 opencast mines.
These community development activities are over and above the regular welfare measures
provided for the employees of CIL and its subsidiaries. These activities are also in addition to
schemes adopted by the subsidiaries for rehabilitation and resettlement of the project affected
people in the mining areas being taken up as per the R&R policy of the company.
Coal India is the apex body with seven wholly owned coal producing subsidiaries companies and
one consultancy company. This encompasses the whole gamut of coal extraction, identification of
coal reserves, detailed exploration followed by projection, design and implementation and
optimizing operations in its mines.
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CIL’s coal producing companies are:
¾
¾
¾
¾
¾
¾
¾
¾
Eastern Coalfields Limited (ECL), Sanctoria, West Bengal;
Bharat Coking Coal Limited (BCCL), Dhanbad, Jharkhand;
Central Coalfields Limited (CCL), Ranchi, Jharkhand;
South Eastern Coalfields Limited (SECL), Bilaspur, Chattisgarh;
Western Coalfields Limited (WCL), Nagpur, Maharashtra;
Northern Coalfields Limited (NCL), Singrauli, Madhya Pradesh;
Mahanadi Coalfields Limtied (MCL), Sambalpur, Orissa;
North Eastern Coalfields (NEC), Margretta, Assam. It is directly under the administrative
control of CIL;
CIL’s planning and R&D wing is:
¾ Central Mine Planning and Design Institute Limited (CMPDIL), Ranchi, Jharkhand.
CIL’s Training Institute is:
¾ Indian Institute of Coal Management (IICM), Ranchi, Jharkhand
1.2 Mission, Vision & Objectives of Coal India Ltd
Mission
The Mission of Coal India is to produce and market the planned quantity of coal and coal
products efficiently and economically with due regard to safety, conservation and quality.
Vision
To emerge as a global player in the primary energy sector committed to provide energy security
to the country by attaining environmentally & socially sustainable growth through best practices
from mine to market.
Objectives
Major objectives of Coal India Limited are:
1. Ensure energy supply of over 1 billion tonnes of coal within a decade through development of
coal mines in India and abroad and foraying into alternative energy sources.
2. Attain “Cost Leadership” through strategic cost reduction in each business process in the coal
business value chain.
3. To improve the quality of life of employees and to discharge the corporate obligations to
society at large and the community around the coalfields in particular.
4. Undertake continuous efforts to inculcate safe mining practices and promote safety
management to reach Zero Accident Potential level in all mines.
5. To lay due emphasis on afforestation, protection of environment and control of pollution.
6. To undertake detailed exploration and plan for new projects to meet the future coal demand.
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7. Enter into collaborations and partnerships, in India and abroad, to source and implement best
technology and management practices across different functional areas.
8. Enter into strategic alliances with organizations par excellence in diverse areas to bring
together complimentary skills of the partners to increase CIL’s long-term competitive edge.
9. Improve customer relationship management and strengthen reach to customers through ITenabled system for coal sourcing.
10. Encourage and practice workers’ participation in management in letter and spirit at all levels.
11. Implement Human Capital Development Policy to provide supportive work environment
through appropriate training inputs designed to make every employee face the challenges and
reap the benefits of opportunities of changing business environment.
12. To develop corporate image and brand equity commensurate to the size and complexity of
operations as well as the strategic relevance of the Company. To migrate to a full scale egovernance scenario through creation of a web based backbone to share information with all
stakeholders and its integration to the corporate ERP system.
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1.3 ERP Project at CIL - Overview
After a detailed analysis of Coal India’s current business processes at different locations and
analyzing existing pain points, it has been felt that CIL needs to adopt IT solution to increase its
process efficiency, reduce its operational costs and increase employee and customer satisfaction.
Considering current global environment and India’s increasing demand for quality coal, it is
imperative for CIL to streamline its processes, analyze its results and formulate its future
strategies based on right information. In order to bring in an IT culture and bring about an end-toend automation of all the business processes, Coal India would like to embark upon an initiative
to implement SAP ERP across all its subsidiaries encompassing all areas and mines.
Specifically, through a comprehensive information system, Coal India wishes to achieve the
following key objectives:
A. It should enable Coal India to improve its operational and financial efficiencies.
B. Provide on line information and MIS for fast, efficient, transparent decision making at the
highest levels.
C. Lay down foundation for monitoring all the mining operations.
The expected business benefits from this ERP project are
¾ Operational efficiencies in all the subsidiaries and their mines by increasing information
availability and adopting process improvements.
¾ Optimize working capital requirement by optimizing the inventory of spares, fuels and other
consumables across the plants.
¾ Set in place a system to capture information to build accountability for performance across
organizational levels at the corporate office and mines.
¾ Integrated systems to address issues relating to data management to avoid duplication of
effort, accuracy, timeliness and comprehensiveness of management information.
¾ Streamline the accounts functionalities for efficient cash flow management & enable profitcentre accounting.
¾ Manage the Customer related processes more efficiently leading to “Customer delight”.
¾ Enabling an efficient HR process to run payroll. Compliance and efficient management of all
environment, health and safety issues.
¾ Cost saving and compliance to CVC guidelines for bidding and e-procurement
¾ Informed and intelligent decision making from advanced analytics and management
dashboard.
¾ Ensure that the IT systems are ready for the future competitive environment
1.4 Current IT Scenario at CIL
IT infrastructure and application backbone at CIL is not mature enough to tackle present and
future challenges Coal India is facing. Most of the mines do not have network connectivity which
is a huge challenge for automation and communication among different entities of CIL.
From application point of view, CIL has mainly 5 components which are:
1. CoalNet: CoalNet is the main ERP application currently running at CIL which have separate
modules like material management, finance, human resource etc. But different modules are
not well-connected which is not desirable. There are different functionalities which are not
supported by CoalNet like two-envelope bidding system, e-auction, quality management etc.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 15 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
2.
3.
4.
5.
CoalNet is developed longtime back and not updated with industry trends and new
requirements from inside and outside of Coal India.
Truck Dispatch System: This is a application currently running at CIL which is not
integrated with Coal Net. Recently, tender for implementation of GPS based Truck Dispatch
System in 11 of its large open cast mines has been awarded by CIL.
Washery Automation System: This system is used at mines for washeries.
Mining Planning and Operation System: This is used for planning mining operations and
tracking the progress.
Weighbridge System: Weighbridge is used for weighment of the coal in the truck or wagons
at railway siding. The Electronic weighbridges will be integrated with the new SAP ERP
system so that information from weighbridge can be captured and processed properly in SAP.
Apart from these systems services of ITI, MSTC and Metal Junction are used for e-auction.
Details on the current IT Assets of CIL can be found in Section 1.4 of Vol I.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 16 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Section 2: Summary of Scope of Work
CIL intends to implement SAP ERP solution at its corporate office, subsidiary head quarters,
area/sub-area offices, units/projects/collieries, washeries, workshops, stores, hospitals, weigh
bridges, regional sales offices, subsidiary desk offices. Details of SAP implementation and
Infrastructure requirements are given in Volume II and Volume III of this RFP. For the purpose,
bidder has to submit offer for supply of SAP (Licenses, Engines, Tools, RDBMS etc), supply,
installation, commissioning of Computer Hardware, Operating Systems, Infrastructure
(WAN/LAN), implementation of SAP modules, training and maintenance, as detailed here under
and Annexure-2, on Turn Key basis,
1. Supply of SAP Solutions :
x SAP Licenses: Initially 5,500 Users and all other software engines and tools will be
required. Subsequently, the users will be increased to 20,000 as per schedule provided in
Volume II of this NIT.
2. Implementation of SAP Applications
x Project Preparation
x Business Blueprint
x Realization
x Final Preparation
x Go Live and Support
3. SAP Services
x Risk Mitigation Services
x Review Services
x Program Management Services
x Expert Consulting Services
4. Training & Knowledge Transfer – SAP Applications
5. Supply, Installation & Commissioning of following Infrastructure Components:
x Hardware Components - Data Center Equipments, Servers, Storage, Backup Devices,
Racks etc.
x Network Components
x Security Components
x Voice Components
x Wireless Connectivity Components
x Passive Network Components, PC's, Printers and Peripherals
x EMS & NMS Software
x VSAT Components
x Video Conferencing Equipments & Software
6. Design, Installation & commissioning of DC, NR and DR
x Hiring of 3000 Sq.Ft. of Data Centre area, Design, Installation & commissioning of Data
Center (including Civil Constructions Work if required)
x Installation and Commissioning of NR at CIL office at 10, NS Road, Kolkata.
x Installation & commissioning of Data Recovery Centre at WCL, Nagpur (including civil
construction work, if required).
7. Project Management in different phases, Change Management and Training.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
x
The work covering all the above components will be completed by the bidder on a
turnkey basis
8. Post Implementation support services for running the SAP Applications and
Infrastructure & Facility Management services.
x SAP Application Support
x Infrastructure Components Maintenance
x Infrastructure Facility Management Support
9. Supply of manpower to assist CIL for the following services
x Master Data Codification and Porting
Note: For detailed scope of work please refer to Volume II and Volume III of this NIT.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
3.1 Cost of Bidding
The Bidder shall bear all costs associated with understanding the scope of work, bid preparation
and bid submission. CIL will in no case be responsible or liable for these costs, regardless of the
conduct or outcome of the bidding process.
3.2 Qualification to Bid
The bidding process will be open to any Authorized SAP Implementation Partner, who shall be
able to supply, design, install and commission all of the components as described in the Broad
Scope of work at Section-2 and Detail Scope of Work at Annexure-2 and be able to provide Post
implementation support services, either on their own or by forming a consortium bid.
Bids may be submitted by either of the following categories of bidders only:
x Sole Bidder:
o The Sole Bidder must be a Software Implementation and System Integrator company
and authorized Implementation Partner of SAP and authorized by SAP to bid against
this tender. The Sole Bidder cannot be a part of any consortium for this tender.
x Consortium of firms:
o Bids can be submitted by a consortium of firms as partners and shall comply with the
following requirements:
ƒ A properly executed agreement, legally enforceable in India, signed by all
partners of the joint venture/consortium. The Agreement shall be signed so as
to be legally binding on all partners.
ƒ One of the partners of consortium shall be nominated as Partner- inCharge/Prime Bidder, and this authorization shall be evidenced by
submitting a power of attorney signed by legally authorized signatories of all
the partners. The Prime Bidder and the Consortium partner must be Software
Implementation Company, authorized implementation partner of SAP and
also authorized by SAP to bid against this tender.
ƒ Mandatory Qualification Criteria for the Prime Bidder and the Consortium
Partners is mentioned in the Table 3.2.1 below
The bidder shall furnish along with their bids, producers authorization certificate, at least for the
following categories of the products from the respective manufacturers of (i) SAP Applications
(ii) Computer Hardware (iii) System software (iv) Network and Communication equipment.
Mandatory Qualification Criteria as mentioned in clause 3.2.1 (Table A) has to be met by the
Bidders.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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India Limited and all its Subsidiaries.
This page is intentionally left blank
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Vol- I
Existence
2
The Bidder should be in
existence for the last 5 years in
the areas of Software
Development, Software
Implementation, System
Integration, Training, Support
and other allied services.
The Bidder can be a partnership
firm or corporation. The bidder
may choose a consortium
partner. In the event a bidder
presupposes the involvement of
a consortium partner, proposal
must
detail
clearly
the
responsibilities
of
partner
involved. However the Prime
Bidder will fully responsible for
successful completion of the
entire project.
Minimum Qualifying
Requirements
Applicable to
Prime Bidder
of the
consortium
Applicable to
Prime Bidder
of the
consortium
Applicable to
Consortium
Partner
Consortium
Partner
Consortium
Prime Bidder
Vol- I
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Sole Bidder
QUALIFICATION CRITERIA
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
General
Performance Variable
1
Sl. No
Table A
3.2.1 Mandatory Qualification Criteria
Certificate of
Incorporation
Memorandum
of Articles &
Association
and Certificate
of
Incorporation
Documents
to be Provided
Response
(Y/N)
SAP Implementation
Partner Status
SAP Implementation
Experience In the Mining
and Metals Industry –
Globally
SAP Implementation
Experience - Globally
4
5
6
The bidder should have
implemented at least one end-toend SAP implementation of
The bidder should have
implemented at least one end-toend SAP implementation of
1000 users or more in a Mining
/Metal company
The Bidder should be an
Authorized
Implementation
Partner of SAP. The Bidder
should possess the authorization
of SAP to supply customize,
implement and support SAP
solutions.
Minimum Qualifying
Requirements
The bidder should have a
turnover of at least ` 5000 Crore
for each of the last three
financial years and should also
have a positive net worth in each
of these 3 years
Page 22 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Company Turnover Global
Performance Variable
3
Sl. No
Vol- I
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Sole Bidder
Applicable to Either Prime
Bidder of the consortium or
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner, who will
take responsibility of SAP
implementation
Applicable to Prime Bidder of
the consortium and Consortium
Partner.
The
Consortium
Partner should
have a
turnover of
atleast `2500
Crore for each
of the last
three financial
years and
should also
have a positive
net worth in
each of these 3
years
Consortium
Applicable to
Prime Bidder
of the
consortium
QUALIFICATION CRITERIA
Copy of
customer order
or customer
Copy of
customer order
or customer
certificate
Partner Status
certificate from
SAP
Documents
to be Provided
Company
balance sheet /
Letter from
auditor duly
certified by
Company
Secretary and
should be
notarized.
Response
(Y/N)
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Page 23 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
The bidder should have at least 5
Mining/Metal domain experts
globally on its payrolls for at
least the last one year, out of
which, at least one should have
over 15 years experience in IT in
mining/metal industry.
8c
The bidder should have its SAP
Delivery Center/R&D/ SAP CoE
in India with overall employee
strength not less than 5000
employees in its payroll as on
31st March 2010
The bidder should have at least
1000 SAP consultants globally
on its payroll as on 31st March
2010
Manpower Strength
8
8a
Minimum Qualifying
Requirements
2000 users or more in any
company with multi-location
operations.
The bidder should have executed
at least one turnkey project
involving multi-location
convergent network with Data
Center of value `150 Crore or
above in the last 5 years.
8b
System Integration for
Network & Data Center
Capability - Globally
Performance Variable
7
Sl. No
Vol- I
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Applicable to
Sole Bidder
Sole Bidder
Consortium
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner who will
take responsibility of SAP
implementation
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner, who will
take responsibility of SAP
implementation
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner, who will
take responsibility of SAP
implementation
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner
Consortium Partner, who will
take responsibility of SAP
implementation
QUALIFICATION CRITERIA
Self
Certification
from
Authorized
Signatory as
per latest
published
annual report.
Self
Certification
from
Authorized
Signatory
Self
Certification
from
Authorized
Signatory
along with the
names of the
experts.
Copy of
customer order
or customer
certificate
Documents
to be Provided
certificate
Response
(Y/N)
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Applicable to
Sole Bidder
Sole Bidder
Applicable to Either Prime
Bidder of the consortium or
Consortium Partner
Consortium
Documents
to be Provided
Copy of valid
certificate
Response
(Y/N)
Page 24 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Vol- I
1. All financial data should be as per latest financial year unless explicitly mentioned, accompanied by the Balance Sheet duly certified by a
Chartered Accountant practicing in India.
2. All figures should be in currency as per the Balance Sheet. CIL shall do the conversion to Indian Rupees.
3. Documentary evidence to be provided to support the claims.
4. SAP “Employee Users” and “ESS Users” will not be counted in arriving at number of named users for responding to SAP credentials
5. End-to-End implementation means implementation of any five of the following modules of SAP, viz, FI, CO, SD, PS, MM, PP, PM, HR,
Payroll, QM, BI through the Design, Build, Implementation and Support phases.
Instructions for filling up the qualification criteria:
Notes:
Minimum Qualifying
Requirements
Should have SEI CMM Level 5
and ISO 27001or its higher
version certification.
Quality Certification
Performance Variable
9
Sl. No
QUALIFICATION CRITERIA
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
3.2.2 Consortium Guidelines
In case, the Bidder bids by forming consortium then the following guidelines shall be followed.
The consortium will consist of an authorized SAP Implementation Partner and Infrastructure
Services Partner. CIL expects certain requirements to be fulfilled by each of the consortium
member. These include the following preconditions
1. The SAP Implementation Partner may be either the Prime Bidder or the Consortium Partner.
2. The response to the Bid has to be submitted only by the Prime Bidder for the purpose of this
Bid.
3. The response to the Bid must contain a written declaration by the competent authority of all
the consortium members that :
a. They have collectively agreed to respond to the Bid.
b. They have nominated the named entity as the Prime Bidder (as the leader of the
consortium) and his nomination shall be evidenced by submitting a letter of
authorization signed by legally authorized signatories of all the members of the
consortium.
c. The consortium also has to declare the SAP implementation partner for the project.
The SAP implementation partner has to take care of all SAP product and licenses
required by the CIL for the project.
d. The Prime Bidder is authorized to receive instruction / communications from CIL,
authorized to incur liabilities and shall deliver all the provisions of the contract on
behalf of consortium members.
e. All members of the Consortium shall be responsible and liable severally for the
execution of its respective Scope of Work under Agreement in accordance with the
terms and conditions of the Agreement.
4. However, the leader of the Consortium shall be solely responsible for the integration,
interface, coordination and completeness of the entire Scope of Work including establishment
of Performance Guarantees under the Agreement. A format in which such a declaration
should be submitted as given in Appendix-B5: Consortium MOU.
5. The consortium has to be unique, i.e. neither the Prime Bidder nor the Consortium Partner
can be part of more than one consortium.
6. It will be Prime Bidder’s responsibility to certify the work completed by the other consortium
members.
7. Payments shall only be released to the Prime Bidder against his Invoices as per the Price
schedule.
8. The Prime Bidder should provide a declaration from all the consortium members that they
have full property right or requisite right to use all intellectual property / tool they propose to
supply or use in course of this project.
9. The Prime Bidder must provide in writing the mechanism for decision making and dispute
resolution among the Consortium members.
10. The offer shall include all the information required for a Bid as described in Bid Document
including the eligibility criteria, for each Consortium partner.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
3.3 Structure of the Bid
The Bid Document is structured into Four Sections, Three Appendices and Nine Annexure.
1. Section-1 to Section-4 describes the Project Introduction, Broad Scope of Work, Bidding
Procedure and Evaluation of bids.
2. Appendix-A provides indicative details of the existing IT infrastructure & Facilities in CIL
and a brief overview of the business processes.
3. Appendix-B outlines the supporting documents/inputs which are to be submitted as a part of
the bid.
4. Appendix-C outlines the Agreement.
5. From Annexure-1 to Annexure-9 are related to Preliminary Implementation Pan, Detailed
Scope of Work, SLA’s, Schedule of Requirement and Price, Payment Schedule, PBG, Bidder
Check List, Contract Document, Integrity Pact.
3.4 Submission of Bid
3.4.1 Complete Bid and Bid Submission Format
The Bidder shall prepare:
1. One original of:
a. The Certificate of Acceptance of Important Conditions
b. EMD and
c. Crossed Demand Draft for Rupees 5000 (Five Thousand) toward cost of bid
document if downloaded from CIL website.
and clearly mark them as “ORIGINAL - Certificate of Acceptance of Important Conditions,
EMD and Draft (If Applicable) ”;
2. One original of the Technical Bid and mark it as “ORIGINAL - TECHNICAL BID”
3. One original of the Price Bid and mark it as “ORIGINAL - PRICE BID”
In addition, the Bidder shall submit:
1. TWO copies of the Technical Bid and clearly mark them “COPY NO … - TECHNICAL
BID”
2. TWO copies of the Price Bid and clearly mark them “COPY NO…. - PRICE BID”.
In the event of any discrepancy between the original and the copies, the original shall prevail.
The packet containing “ORIGINAL - Certificate of Acceptance of Important Conditions, EMD
and Crossed Demand Draft of `5000/- (If Applicable)” will be put into another envelope and
marked as PART A. The packets containing “ORIGINAL - TECHNICAL BID”, “COPY NO 1 TECHNICAL BID” and “COPY NO 2 - TECHNICAL BID” will be put into another envelope
and marked as PART B. The packets containing “ORIGINAL - PRICE BID”, “COPY NO 1 PRICE BID” and “COPY NO 2 - PRICE BID” will be put into another envelope and marked as
PART C
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
All these envelopes i.e. PART A, PART B and PART C shall be put in to a fourth envelope and
marked as “BID DOCUMENTS”. All the envelopes must be sealed & superscripted with NIT
Name and No., and due date of opening. The full name, postal address, telegraphic address and
Telex / telephone / fax / E-Mail of the Bidder shall be written on the bottom left corner of the
envelope. Completed Bid shall be submitted within due date and during office hours only. The
bids can be sent by speed post /registered post or submitted in person so as to reach the accepting
authority on or before the date & time fixed for submission of the bid. Bids received by any other
mode(s) and after Due Date and Time will be rejected.
All pages of the Technical Bid and Price Bid must be signed by the person or persons of the
bidder, duly authorized to sign such a Bid. Any changes, erasing, alterations, additions or
overwriting made in the Bid will be valid only if the person or persons signing the bid have
authenticated the same with their signature.
Deviation, if any, from the Bid specifications and other parts of the Bid Document, shall be listed
out separately and clearly by the Bidder as per the format of Exclusion /Deviation Statement
attached as Appendix-B3. If deviations are not clearly listed as such, they will not be considered
by CIL later. However, bidders are advised to note that “Critical Components” as provided
in the Table 01 to Table 11 under the heading ‘Technical Compliance Table’ in Section A2.8
Volume III of the RFP contains items where no deviations are permissible. Also, NO
deviations will be allowed in the “Functional Specification Compliance Tables” in Section
A2.4 of Volume II. Bidders deviating on any of the items listed in the said tables will be
liable for rejection.
3.4.2 Contents of Part A, B and C
The Bidders are requested to submit the proposals written only in English language. Each
proposal shall have three parts containing the following:
Part - A: Certificate of Acceptance of Important Conditions and EMD
1. Covering letter signed by an authorized person holding the Power of Attorney.
2. Power of Attorney.
3. Crossed Demand Draft / Irrevocable Bank Guarantee for requisite amount drawn in favor of
Coal India Limited, payable at par at Kolkata, India in the manner prescribed in NIT enclosed
herewith towards the Earnest Money (Refer: 3.5.8).
4. Crossed Demand Draft for Rupees 5000 (Five Thousand) toward cost of bid document if
downloaded from CIL website.
5. A letter from the Sole Bidder / Prime Bidder, that they all agree to the terms and conditions
specified here in the RFP/NIT, unconditionally.
6. Letter of undertaking in non-judicial stamp paper of worth ` 50 in the format enclosed at
Appendix-B1.
7. Consortium MOU, as per Appendix - B5 (applicable for consortium bidding)
8. Response to the Qualification criteria defined in Section “3.2 Qualification to Bid” with
documentary evidence.
9. Submission of Bidder Check List detailed in Section Annexure 7
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India Limited and all its Subsidiaries.
Part - B: Technical Bid
1. Certified copy of valid VAT/Sales Tax Registration Certificate and IT PAN.
2. Certified copy of Provident Fund Registration No. and Service Tax Registration No. of
appropriate category issued by competent authority.
3. Certified copy of the Registration of Firm / Company.
4. Present & permanent Address for correspondence along with Telephone No./Fax No./E-mail
address etc.
5. Submission of Authenticity Letters from OEM that all active equipments / components are
original and not re-furbished and that their support life is minimum 8 (eight) years from the
date of supply.
6. Formal proposal as per the broad guidelines mentioned below
A. Executive Summary
B. Overview of proposed solution
C. Proposed applications landscape
D. Suggested technical Architecture
E. Delivery of Services with Implementation plan
F. Data Migration Plan
G. System Testing Plan & Strategy
H. Description of OEM services, (if any).
I. Maintenance and Support Services
J. Change Management Plan
K. Training Plan
L. Disaster Recovery Plan
M. Responses to technical and functional specifications & Compliance Statements
N. Any other technical information, Bidder wishes to furnish.
7. Conformance to Deliverables and SLA’s mentioned in Annexure 3.
8. Exclusion /Deviation Statement in the proforma at Appendix-B3.
9. Unpriced Schedule of Bill of Quantity, being proposed by Bidder. Technical Proposal shall
not contain any price.
10. Bidder Credentials as per Section “4.1.3 Evaluation Tables” along with documentary
evidence
11. In case of consortium bidding, bidder needs to additionally submit profile of the
Infrastructure Services Partner as per “Appendix B7: Profile of Consortium Partner” with
documentary evidence. In case the Infrastructure services partner is the prime bidder, the
profile of the SAP implementation services partner profile will need to be submitted as per
Appendix B7.
12. Apart from hard copy, a CD / DVD containing soft copy of the above will also have to be
submitted (in the original only). The CD / DVD should also contain other technical
documents like published data sheets and technical literature relating to the proposed solution
components. Bidder should ensure that the Price Bid is NOT submitted as part of the
CD/DVD.
Part - C: Price Bid
Price bid shall include
1. Original price bid / schedule of quantity duly filled in, signed & stamped on each page. The
Bidder shall take utmost care in filling the Bid documents corresponding to instruction to
Bidder and relevant information elsewhere in Bid document.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 28 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
2. Price Bid shall be completed in all respects with all their annexures as specified only.
2.4.3
Sealing the Bid
All the envelopes containing the Bid documents must be properly sealed.
3.4.4 Rejection of Bid
The Bid Document must be submitted as specifically mentioned in the RFP, failing which the bid
is liable to be rejected
3.4.4 Bidder Check List
The bidders are required to submit the checklist as detailed in Annexure- 7. This checklist must
be submitted in Part A of the Bid Document failing which the bid is liable for rejection (Refer
3.4.2)
3.5 Instruction to Bidder
3.5.1 Bidder to obtain their own Information
1. Bidder shall for all purposes and whatsoever reason may be, deemed to have independently
obtained all necessary information for the purpose of preparing his Bid. The correctness of
the details given in the Bid Document is for guideline/ information only, to help the Bidder to
prepare his Bid.
2. The Bidder shall bear all costs associated with the preparation and submission of its bid, and
the Purchaser named in the Bid Data Sheet, hereinafter referred to as “the Purchaser”, will in
no case be responsible or liable for those costs, regardless of the conduct or outcome of the
bidding process.
3. The Bidder shall submit the Bid Security of 50,00,000/- (Rupees Fifty Lacs Only), in the
form of crossed Demand draft drawn in favour of Coal India Ltd Payable at par at Kolkata
or in the form of irrevocable Bank Guarantee (from Scheduled Bank / Kolkata Branch )with
validity of 28 days beyond the validity of the bid. The Bid submitted without the Bid Security
will be summarily rejected.
4. The Bidding documents can also be down loaded from Coal India Limited website
www.coalindia.in In case, the document is downloaded the non-refundable fee of 5000/(Rupees five thousand) by crossed demand draft must be enclosed with the bid documents,
failing which the bid will not be considered.
5. Bidder shall be deemed to have examined the Bid documents and to have obtained his own
information in all matters whatsoever that might influence carrying out the implementation of
the Project at the scheduled rates and satisfied himself to the sufficiency of his Bid.
6. Bidder shall be deemed to have visited the sites, to have satisfied itself to the nature of all
existing Business processes and also as to the nature and the conditions of available facilities
and communications and possible interruptions there to the access and egress from site and to
have made enquiries, examined satisfied himself of the sites in respect to requirements for
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
implementing Project and to have made local independent enquiries on all matters affecting
the Agreement. He is deemed to have acquainted himself his liability for payment of
Government Taxes, Customs and Duties and other charges.
7. Any neglect or failure on part of the Bidder in obtaining necessary and reliable information
on issues stated in the above clause or any other matters affecting the Agreement shall not
relieve him from any risks or liabilities or the entire responsibility for implementing the SAP
Solution at the scheduled rates and time in strict accordance with the contract documents.
8. The oral agreement or inference from conversation with any officer or employee of the
Owner before, during or after the execution of the Agreement shall not in any way affect or
modify the terms and obligations herein contained.
3.5.2 Addenda / Corrigenda / Amendments issued to this Tender
1. CIL reserves the right to issue any addenda or corrigenda to the Bid document without
assigning any reason thereto. In response to such addenda / corrigenda, the Bidders shall
submit their Bid in a fresh schedule. However, if the Bidder has already submitted his Bid
prior to issue of such addenda / corrigenda, they shall resubmit a fresh offer marked on the
envelope as “Amended Offer”. The original offer submitted by such party shall be destroyed
in presence of the Bidder on the date of opening.
2. At any time prior to the deadline of submission of Bids, CIL may, for any reason, whether at
its own initiatives or in response to a clarification by a prospective bidder, modify the bid
document through Amendment(s)
3. The Amendment(s) will be notified to all prospective bidders through the website and such
Amendment(s) will be binding on them.
3.5.3 Extension of Bid Opening Date
CIL may, at its sole discretion, decide to extend this Bid Opening Date and / or date for
submission of Bids. In such a case, all rights and obligations of CIL and that of Bidders
previously subject to the Bid Opening Date will thereafter be subject to the new Bid Opening
Date.
3.5.4 Bids Received Late
Any bid received by CIL after the expiry of the specified date and time for submission of bids
will be rejected outright and returned to the Bidder. The Bidders must take all responsibility of
submitting the Bids within the prescribed date and time of submission of Bids. CIL will not
accept as valid reason or be responsible for any postal delay or non-receipt / non-delivery of the
Bids.
3.5.5 Modification and Withdrawal of Bids
3.5.5.1 Modification Request by Bidder
The Bidder will not be allowed to modify its Bid after its submission,
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3.5.5.2 Withdrawal of Bid by Bidder
No bid shall be withdrawn during the period between the Bid Opening Date and the expiration of
the bid validity period as specified in Notice Inviting Tender. Withdrawal of a bid during this
interval period may result in the forfeiture of the Bidder’s Bid Security (EMD).
3.5.6 Deviations
Deviation, if any, from the Bid specifications and other parts of the Bid Document, shall be listed
out separately and clearly by the Bidder as per the format of Exclusion /Deviation Statement
attached as Appendix-B3. If deviations are not clearly listed as such, they will not be considered
by CIL later.
However, bidders to note that items marked as “Critical” in the Table 01 to Table 11 under the
heading ‘Technical Compliance table’ ” in Volume III of the RFP. Bidders deviating on any of
these items so marked in the said table(s) will be liable for rejection.
The bidder may please note that NO deviations will be allowed on any ‘Terms &
Conditions” of the RFP. Any deviation(s) in the “Terms & Conditions” shall result in the
rejection of the bid.
3.5.7 Bid Validity Period
All bids, not rejected for any other reason, will remain valid for a period of 180 (One Hundred
Eighty) days from the last date for submission of Bids or any extension thereof. Each Proposal
shall indicate that it is a firm and irrevocable offer. Non-adherence to this requirement may form
ground for declaring the proposal as non-responsive. In case of the bidder revoking or
withdrawing / canceling his Bid, varying any term in regard thereof during the validity period of
the Tender without the written consent of CIL, the Bid submitted shall be liable for rejection and
will entail forfeiture of the Earnest Money paid along with the Bid. On completion of the validity
period 180 (One Hundred Eight) days, unless the bidder withdraws its bid in writing, it will be
deemed to be valid until such time that the bidder formally (in writing) withdraws its bid.
3.5.7.1 Extension of Period of Bid Validity
In exceptional circumstances, CIL may request all the Bidders consent to an extension of the
period of validity of their respective bid. The request and the response thereto will be made in
writing.
3.5.8 EMD/ Bid Security
The Bidder shall furnish a crossed Demand Draft of 50,00,000/- (Rupees Fifty Lac only)
towards Bid security drawn in favor of Coal India Ltd payable at par at Kolkata or in the form of
irrevocable Bank Guarantee (from Scheduled Bank / Kolkata Branch )with validity of 28 days
beyond the validity of the bid in the format given in Appendix B4. A forwarding letter is to be
prepared enclosing the Demand Draft / Bank Guarantee stating - NIT No, Opening Date, Name
of the Bank issuing the Demand Draft, Draft Number, Draft Date, Value of Demand Draft and
Payable at. The demand draft and the forwarding letter are to be sealed in a separate envelop. The
envelop should be marked as “BID SECURITY” and bear the NIT Title and No., and the Bid
opening date. (Refer 3.4.2)
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In case the bid documents are down loaded from Coal India Limited web site, crossed demand
draft from any scheduled bank in favor of “Coal India Limited”, payable at Kolkata, towards
cost of bid document for ` 5000/-(Rupees Five thousand) must be put in this envelop also.
Bids not accompanied by the requisite EMD, or bids accompanied by EMD of inadequate value
or without cost of bid document shall not be entertained and in such a case bids shall be returned
to the Bidders without being opened.
The EMD may be forfeited:
1. If the Bidder withdraws its bid during the period of bid validity.
2. In the case of a successful Bidder, if the Bidder fails within the specified time limit to furnish
the acceptance of Letter of Award and / or fails to submit Performance Guarantee of requisite
amount.
3. If, during evaluation of bids, CIL ascertains that there is discrepancy in the bid price due to
arithmetical error, and on communicating such error to the Bidder, the Bidder does not accept
the proposed correction of errors.
3.5.9 Price Basis, Taxes and Duties
Complete details of Commercial Bid are to be provided in specified schedules in Annexure-4:
Price Schedule. All prices are to exclude central and local taxes and duties which shall be
indicated separately. Bidder may refer the Notes in Annexure-4 for quantities and calculation of
TCO. All items and services are to be quoted in Indian Rupees. No adjustment of the contract
price shall be made on account of variation of costs of labour and materials or any other cost
component affecting the total cost in fulfilling the obligations under the Agreement. The prices
once offered must remain firm and shall not be subject to escalation due to fluctuation in foreign
currency or for any reason; however Taxes, Duties, Levies etc prevailing during the contract
period as per payment milestones shall be paid. All the Bidders are requested to familiarize
themselves with the laws, rules and regulations prevailing in India and consider the same while
developing and submitting their Proposal.
The Bidder has to consider all taxes, duties, levies, cess etc., applicable for executing this
Contract and accordingly, shall indicate the excise duties, customs duties and all other taxes,
levies, cess etc. considered on supplies and services either imported or locally sourced included in
the bid.
3.5.10 Rates to Be In Figures & Words
The Bidder shall quote both in figures and in words for the rates and amount Bided by him in the
Schedule of quantities / Price schedule forming part of the Bid document, in such a way that
interpolation is not possible. The amount of each item shall be worked out and entered and
requisite total given for all items. The Bided amount for the work shall be entered in the Bid and
duly signed by the Bidder. If any ambiguities are observed in the rates & amount given in words
& figures the following procedure shall be followed:
1. When there is difference between the rates in figures and words, rate which corresponds to
the amount worked out by the Bidder, shall be taken as correct.
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2. When the rate quoted by the Bidder in figures and words tally but the amount is incorrect, the
rate quoted by the Bidder shall be taken as correct but not the amount.
3. When it is not possible to ascertain the correct rate by either of above methods, the rate
quoted in words shall be taken as correct.
3.5.11 Abnormal Rates
The Bidder is expected to quote the rate for each item after careful analysis of cost involved for
the satisfactory performance and completion of item work considering all specifications and
conditions of Agreement. This will avoid loss of profit or gain in case of curtailment or change in
specification for any other item. In case the rates quoted by the Bidder for any item are unusually
high or unusually low it will be sufficient cause for the rejection of the Bid unless the Owner is
convinced about the reasonableness of the analysis for rate furnished by the Bidder (on demand)
after scrutiny.
3.5.12 Corrections & Erases
No erases or over writings and corrections are permissible.
3.5.13 Details & Signature of Bidder
The Bid shall contain the name, residence and place of business of person or persons making the
Bid and shall be signed by the Bidder with his usual signature. Partnership firms shall furnish the
full names of the partners in the Bid. It should be signed in the partnerships name by all the
partners or by duly authorized representative followed by the name and designation of the person
signing. Bid by a Corporation shall be signed by an authorized representative and a power of
attorney / authorization on its behalf shall accompany the Bid. A copy of constitution of the firm
with names of all partners shall be furnished. In case of cooperative society, the authorized
representative of the society will sign the Bid. Similar principle shall be followed in case of any
Trust and Hindu Undivided Family business. The signature should be attested, at least by one
witness.
3.5.14 False or Misleading Claims
Bidders are expected to submit the response to the bid and required information with supporting
documents truly, honestly, and without distortion in any manner whatsoever. In the event it
transpires that the Bid Document or supporting documents are untrue, dishonest or distorted, CIL
shall have summary right to reject the bid in its absolute discretion without assigning any reason
and debar the bidder from participating in any tender of CIL and its subsidiaries for a period of
three years.
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3.5.15 Fraud and Corruption
Bidders are expected to observe the highest standard of ethics during the procurement stage and
execution of this Agreement. In pursuit of this policy, CIL defines, for the purposes of this
provision, the terms set forth below as follows:
“Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to
influence the action in the procurement process or in Contract execution.
3.5.16 Contacting the Owner
From the time of bid opening to the time of Contract award, if any Bidder wishes to contact the
Owner on any matter related to the bid, he shall do so in e-mail.
All queries, if any, shall be referred to the General Manager (MM), by the Bidder. The details for
correspondence are as follows:
General Manager (MM), 10 NS Road, Coal India Limited, Kolkata – 700001
Email: gmmm@coalindia.in
Tel: +91 33 2248 8099, 2243 5778
Fax: +91 33 2243 5778
3.5.17 Conflict of Interest
Prime Bidders/Consortium must state in their submission any circumstances, arrangements,
understandings or relationships that constitute, or may reasonably be considered to constitute, an
actual or potential conflict of interest with the Bidders (or their consortium partners) obligations
under this RFP (including but not limited to these conditions of proposal) or under any contract
which may be negotiated or executed between the Bidder and CIL. Bidders and their employees,
agents, advisers and any other person associated with the Bidder must not place themselves in a
position which may, or does, give rise to a conflict of interest (or a potential conflict of interest)
between the interests of CIL or any other interests during the bidding process. Participation by
Bidder(s) with a conflict of interest situation will result in the disqualification of all Bids
in which it is involved.
3.5.18 Ownership of Responses
Without affecting any intellectual property rights, which may exist in a response to this RFP
document, all responses submitted will become the property of CIL. Without limiting this section,
CIL reserves the right to copy and reproduce responses for the purposes of evaluation,
clarification, negotiation and/or contract execution and anything else related to these purposes. In
addition, CIL will retain (soft and hard) copies of all responses, evaluation, negotiation or such
other materials as are required for the discharge of its legal obligations and in order to efficiently
and effectively manage any contract entered into with a Bidder.
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3.5.19 Owner’s Right to Accept Any Bid and to Reject any or all Bids
CIL reserves the right to accept or reject any bid or to annul the bidding process and reject all
bids at any time prior to Contract award, without assigning any reasons thereof and CIL shall not
entertain any claim whatsoever on this account.
3.5.20 Clarification on Bids
During the bid evaluation, CIL may, at its discretion, ask the Bidder for clarifications on its
Proposal.
3.5.21 Language
English shall be the binding and controlling language for all matters relating to the meaning or
interpretation of this Contract.
3.5.22 Page Numbering
Each document (Part A, Part B, Part C) submitted by bidder is to be numbered as n/N where “n”
is the sequence page number “N” is the total pages in the document. In Technical specification
section (Volume III), the bidder should refer this page number wherever cross referencing has
been done.
3.5.23 Workplace/Facilities to be provided by CIL at site
x
Owner shall provide the office space and other essential work facilities within its
premises for the Vendor’s team
x
Suitable workspace in the respective sites/offices may be provided to the Vendor subject
to the availability, free of charge. However, providing such space and store is for the
smooth execution of Agreement and non provision of such space does not bind Owner
and make Owner liable to the Vendor in any manner except as specifically provided in
the Agreement terms. Owner is not liable for any loss or damage to the Vendor’s
equipment/material as a result of variation in voltage or frequency or interruption in
power supply or other loss to the Vendor arising there from.
x
Residential accommodation will be provided by Owner if available to the staff of Vendor
at site on CIL approved rates
3.5.24 Integrity Pact
The Bidders will have to submit on plain paper the dully filled-in, signed and stamped
(on each page) Integrity Pact enclosed as Annexure – 9 along with their technocommercial bid (Part-B) of their offer, failing which their offer will not be considered
any further. Names of the four Independent External Monitors (IEMs) for this tender are
as follows:-
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1. Sri C S Samal, IAS ( Retd.)
CA-193, Sec-I, Bidhan Nagar,
Kolkata- 700 064
Ph .23212297 /2321 3385
9831894764
2.
Sri S M Murshed, IAS ( Retd.)
1 A, Rainey Park,
Kolkata- 700 019
murshed11@gmail.com
24865219 / 9831251361
3. Sri Sujit Sankar Chattopadhyay, IAS (Retd.)
CK- 205, Salt Lake City,
Kolkata- 700 091
033- 23216602 Fax- 22301250
9836105640
4. Sri Nishi Kant Sinha, IAS (Retd.)
C-2, / 2468, Vasant Kunj,
New Delhi- 110 070
09810508989
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Section 4: Evaluation of Bids
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4.1 Opening of Bids
The Technical Bid shall be opened at a predetermined time, venue & date in presence of the
Bidder(s) or their authorized representative(s) who may like to be present. Partner, Director or
permanent employee of the firm duly authorized, only, will be permitted to attend the bid opening
meeting. Price bid shall be opened at a future date under intimation to all technically qualified
Bidders and in presence of them or their authorized representatives who shall participate.
4.1.1 Preliminary Examination of Bids
CIL will examine the Proposals to determine whether they are complete, whether required EMD
have been furnished, whether the documents have been properly signed, and whether the
Proposals are generally in order. If a Proposal is not substantially responsive, it shall be liable for
rejection by CIL. CIL’s determination of Proposal’s responsiveness will be based on the contents
of the Proposal itself and any written clarifications, if sought for by CIL and submitted by the
Bidder. Bids submitted by the bidders who did not purchase bid document, submitted without the
Bid Security and/or the cost of Bid Document of ` 5000/-(Rupees five thousand), in case the bid
document is downloaded from CIL’s Website, as specified at clause 3.5.1 (4) above shall be
summarily rejected and the Technical Bid for such cases shall not be opened.
4.1.2 Procedure for Evaluation of Bids
All responsive bids shall be subjected to a three stage detailed technical scrutiny by CIL with
inter-stage eliminations as described below. Bidders whose offers are eliminated during the
process of evaluation shall not be informed. CIL will inform only the short-listed bidders as
considered necessary. The decision of CIL shall be final in this respect.
The bidding evaluation will be based on Quality-Cost Based Selection Criteria (QCBS)
4.1.2.1 Stage 1: Prequalification/Eligibility stage:
All bids found responsive as per bid submission format shall be subjected to detailed scrutiny in
respect of conformance to pre-qualification/eligibility criteria laid down in the Tender Document.
Documents furnished in the offer will form the sole basis of this evaluation. The bidders shall be
solely responsible for any errors of commission or omission which may result in their
disqualification.
Any bid which fails to meet the pre-qualification/ eligibility criteria (Section 3.2 Qualification to
Bid) will be summarily rejected and not considered for further scrutiny. The decision of CIL shall
be final in this respect.
4.1.2.2 Stage 2: Technical Examination
Credentials of all such Bidders who were found eligible in stage 1 shall be evaluated as per
evaluation criteria provided in Table 01 and Table 02 - Bidder Credentials (4.1.3) below. Detailed
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technical examination of bids short-listed from Stage (1) will be undertaken to establish
conformance to technical specifications and other terms & conditions in respect of scope of the
project. Technical clarifications, if considered necessary, may be asked from the respective
bidders at this stage.
Bids which are not considered to be in conformance to technical specifications and terms &
conditions of the Tender will be rejected at this stage and shall not be invited for the next stage.
4.1.2.3 Stage 3: Technical Presentation
A notice of one week will be given to the bidders whose bids are found in conformance to
Technical specifications and Terms & Conditions of the tender to make a technical presentation
to CIL. Evaluation of the presentation will be done as per Table 03 Bidder Credentials (4.1.3)
below. The duration of the presentation will be around 2 Hours.
Evaluation of the Stage 2 & Stage 3 shall be based on the following parameters and associated
weightage as follows:
Basis of evaluation
(Evaluation Matrix)
Score
For Details Refer
Bidder Credentials
Table 01
50
Table 01 in this section
Technical Response
Table 02
34
Table 02 in this section
Technical Presentation
Table 03
16
Table 03 in this section
Criteria
100
Total
Minimum 75 Marks are required for the bidder to qualify to Stage 4 – Price Bid
4.1.2.4 Stage 4: Price Bid Evaluation
a) Bidders clearing the Stage 1, 2 & 3 of evaluation will have their Price Bids opened.
b) Total price will be calculated for the project as below:
Total Price = a) Prices for items 1,2,3,4,5,6 of Table O of ‘Annexure 4’ + b) Present
Value of items 7, 8, 9, 10, 11, 12, 13a, 13b, 14a, 14b as per Table O, Annexure 4
Present value of (b) will be taken for two years with an indicative annual discount rate of
11.75%. The formula for arriving at the PV will be:
Where :
A: Quarterly fee quoted for the services
k = (11.75/4)%
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n = Number of quarters for which the payment has to be made.
c)
d)
e)
f)
The discounting rates for 24 quarters are given below.
For PV calculations the base year would be taken as 2010
The Bid having the Lowest “Total Price” shall be termed as the Lowest Evaluated Bid
and will be awarded 100 marks. Financial score of other bidders will be calculated on the
basis of the following formula:
o Financial score of bidder = “Total Price” of lowest bidder x 100 / “Total Price”
of the bidder
o Total Score of the bidding party will be determined based on the following
formula:
o Total Score = 0.70 * Technical score + 0.30 * Financial score
Technical score means score of Bidder credentials + score of Technical score +
score of Technical presentation, as indicated in page 39 & 41 (4.1.3) of RFP.
Ranking & Award Criteria – Ranking of the bidders will be done based upon total
score (ie; 0.70 * Technical score + 0.30 * Financial score). The bidder attaining highest
total score shall only be considered for award of contract.
Present Value (PV) of Quarterly Charges for various heads is as given below:
Total Present Value (PV) of charges per quarter for items 7,8,9,10, 11, 12, 13a, 13b, 14a,
14b as per Table O, Annexure 4 shall be arrived at, based on the formula given in
4.1.2.4 (b) given above, by multiplying by the discounting rates given below in the
following manner:
Sl.
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
Quarter
Total charges per quarter for
items 7, 8, 9, 10, 11, 12, 13a,
13b, 14a, 14b as per Table O,
Annexure 4
Discounting Rate
for each quarter
A
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
10th
11th
12th
13th
14th
15th
16th
17th
18th
19th
20th
21st
22nd
23rd
24th
B
C
0.97146
0.94374
0.91681
0.89065
0.86523
0.84054
0.81655
0.79325
0.77061
0.74862
0.72726
0.70651
0.68635
0.66676
0.64773
0.62925
0.61129
0.59385
0.57690
0.56044
0.54444
0.52890
0.51381
0.49915
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PV of charges per
quarter for items
7, 8, 9, 10, 11, 12,
13a, 13b, 14a, 14b
as per Table O,
Annexure 4
D = B*C
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4.1.3 Evaluation Tables
Table 01: Bidder Credentials
Note:
1. Please note that in case of consortium, for each of the following criteria, the credentials of either Prime
2.
Bidder of the consortium or Consortium Partner will be considered. i.e. clubbing of
experience/credential will not be considered.
With regards to the bidders international customers ONLY, if the bidder is under obligation by virtue
of an agreement of confidentiality not to disclose the relevant information or relevant supporting
documents, bidder may submit an undertaking stating the details of their experience for their
international customers on a Stamp Paper with company seal as per the following guidelines:
a)
In case of Multinational companies, the undertaking should be signed by CEO/MD of Sole
Bidder or Prime Bidder / Consortium Partner as may be applicable.
b) For Indian Companies, the undertaking should be signed by CEO/MD of Sole Bidder or
Prime Bidder / Consortium Partner as may be applicable.
c) For both a & b above, the undertaking shall be registered or notarized so as to be legally
enforceable.
d) The undertaking should also clearly state that the said undertaking is being submitted as the
bidder is under a non-disclosure obligation with the customer(s) whose experience is being
stated.
Note: Bidders may note this undertaking will NOT be accepted for their Indian customers / experience.
They will need submit the documents (customer letters/contract/acceptance certificate) as mentioned in the
table below.
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TABLE 1 : BIDDER CREDENTIALS
S.No
1.
1.1
2.
Parameter
Criteria
Response
Supporting Documents Required
Max
Score
Scoring
Logic
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
> Audited Balance Sheet for the
last 3 years
5
Percentile
Basis
( average
of the 3
years, as
asked)
As per
Appendix B6:
Profile of
Bidder (B6. B
Global SAP
Delivery
Experience)
Customer
letters/Contract/Acceptance
Certificate
6
Percentile
Basis
As per
Appendix B6:
Profile of
Bidder (B6. C
India SAP
Delivery
Experience)
Customer
letters/Contract/Acceptance
Certificate
4
Percentile
Basis
As per
Appendix B6:
Profile of
Bidder (B6. D
SAP Delivery
Experience,
Functional)
Customer
letters/Contract/Acceptance
Certificate
5
Percentile
Basis
Financial Strength and Stability
Global Turnover and
profitability of the
bidder
Turnover for
the last three
years of the
Sole bidder
or prime
bidder of the
consortium.
Group
turnover will
not be
considered
SAP Implementation Experience
2.1
No. of organizations
where bidder has done
end-to-end SAP
implementation
globally with 2000
users or more
2.2
No. of organizations
where bidder has done
end-to-end SAP
implementation in India
with 1000 users or more
2.3
No. of Organizations
where at least 5 of the
following modules have
been implemented in
India:
x FICO
x HCM
x MM
x PP
x PM
x QM
x SD
x PS
x Payroll
- Applicable
to sole
Bidder or
Consortium
member, who
will
implement
SAP in CIL
- Applicable
to sole Bidder
or
Consortium
member, who
will
implement
SAP in CIL
- Applicable
to sole
Bidder or
Consortium
member, who
will
implement
SAP in CIL
(2.5:
Turnover:
2.5
2.5: PAT
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TABLE 1 : BIDDER CREDENTIALS
S.No
Parameter
3.
x E-Tendering
x BI
x IS – Mining
SAP Implementation Experience In the Mining and Metals Industry
3.1
3.2
4.
4.1
5.
5.1
Criteria
Response
Supporting Documents Required
Max
Score
Scoring
Logic
Customer
As per
Appendix B6: letters/Contract/Acceptance
Certificate
Profile of
Bidder (B6. E
Global SAP
Delivery
Experience in
Mining &
Metals
Industry)
Customer
No. of organizations
- Applicable
As per
where bidder has done
to sole Bidder Appendix B6: letters/Contract/Acceptance
Certificate
end to end SAP
or
Profile of
implementation with
Consortium
Bidder (B6. F
500 users or more in the member, who Indian SAP
mining and metals
will
Delivery
implement
industry in India
Experience in
SAP in CIL
Mining &
Metals
Industry)
SAP Implementation Experience in the Government Sector/PSUs
6
Percentile
Basis
2
Percentile
Basis
Customer
letters/Contract/Acceptance
Certificate
3
Percentile
Basis
No. of organizations
where bidder has done
end-to-end SAP
implementation with
1000 users or more
globally in the mining
and metals industry
- Applicable
to sole
Bidder or
Consortium
member, who
will
implement
SAP in CIL
- Applicable
to sole
Bidder or
Consortium
member, who
will
implement
SAP package
in CIL
Infrastructure Services Experience
No. of organizations
where bidder has done
end-to-end SAP
implementation in
Government/PSU/Quasi
– Govt organizations
with 500 users or more
in India
Experience in executing
turnkey project
involving multi-location
convergent network
with Data Center of
value `150 Crore or
above in the last 5 years
Globally
- Applicable
to sole Bidder
or Consortium
member, who
will
implement
Data Center
and / or N/w
As per
Appendix B6:
Profile of
Bidder (B6. G
SAP Delivery
Experience in
Government /
PSU in India)
As per
Appendix B6:
Profile of
Bidder (B6. H
Infrastructure
Services
Experience in
Data Center)
Customer
letters/Contract/Acceptance
Certificate
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5
Percentile
Basis
Vol- I
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TABLE 1 : BIDDER CREDENTIALS
S.No
Parameter
Criteria
Response
Supporting Documents Required
Max
Score
Scoring
Logic
Infrastructure.
5.2
6.
Experience in executing - Applicable
turnkey networking
to sole Bidder
projects wherein critical or Consortium
enterprise applications
member, who
are run on a country
will
wide scale in Indian
implement
Govt/PSU/Quasi Govt.
N/w
Enterprise, with more
infrastructure
than 250 Locations.
People & Quality Related
As per
Appendix B6:
Profile of
Bidder (B6. I
Infrastructure
Service
experience in
WAN
Customer
letters/Contract/Acceptance
Certificate
5
Percentile
Basis
6.1
No. of Certified SAP
professionals employed
in organization’s
payroll in India
The
experience
should be
that of Sole
bidder or
member of
the
consortium ,
who will
implement
SAP in CIL
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
List of Certified Consultants to be
provided.
CIL to be given right to verify
certificates on a random basis.
3
Percentile
Basis
6.2
No. of technically
qualified professionals
in networking, systems
integration, and prior
experience in providing
the Data Center
Infrastructure
maintenance services
- Applicable
to sole
Bidder or
Consortium
member, who
will
implement
N/w in CIL
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
List of professionals to be
provided.
CIL to be given right to verify, on
a random basis.
2
Percentile
Basis
6.3
SEI CMM Level 5
Certification
- Applicable
to Prime
Bidder or
Consortium
member
Certification Copy
1
Yes: 1
No: 0
6.4
Information Security
Management System
Standard BS 7799 Or
ISO 27001
- Applicable
to sole Bidder
or
Consortium
member
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
Certification Copy
2
Yes: 2
No: 0
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TABLE 1 : BIDDER CREDENTIALS
S.No
Parameter
Criteria
Response
6.5
ISO 9001:2000
standard/certified
process framework
- Applicable
to sole Bidder
or
Consortium
member
As per
Appendix B6:
Profile of
Bidder (B6.A
Organizational
Details)
Supporting Documents Required
Max
Score
Scoring
Logic
1
Yes: 1
No: 0
Certification Copy
TOTAL
50
Table 02: Technical Response
TABLE 2 : TECHNICAL RESPONSE
Sl.
No
1.
Parameter
1.1
Project Team who will be working on this
assignment should have the following
minimum experience:
a) Project Manager
i. 3 SAP implementation
cycles experience with at
least one implementation
experience as a project
manager in mining/metals
organization.
ii. Implementation experience
in an
mining/metals/integrated
steel plant environment
b) Change Management Lead
i. 3 projects experience in
Change Management
ii. 1 project experience in
Change Management in an
SAP Implementation context
c) Functional Integration Lead
i. 3 SAP implementation
cycles experience on
different modules of SAP
ii. Exposure to mining/ metals
industry
Criteria
Response
Supporting Documents
Score
Project deployment to
be shown as per
Appendix B6: Profile of
Bidder (B6.J Team
Composition)
5
Scoring Logic
Proposed Team
Experience of
bidder
personnel who
will be
executing this
assignment
Resumes to be as per
Appendix B6: Profile of
Bidder (B6.K CV
Format)
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Vol- I
For each
section 1 for
Yes, 0 for
No
** NOTE **
People once
deputed for
the Project/
assignment
can only be
replaced, if
required,
with equal or
better
experienced
person.
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TABLE 2 : TECHNICAL RESPONSE
Sl.
No
Parameter
Criteria
Response
Supporting Documents
Score
Scoring Logic
d) Functional Leads
i. 2 SAP implémentation
cycles expérience.
ii. Exposure to mining/metals
industry
iii. India localisation experience
in the relevant modules
iv. Functional consultant with
at-least one IS-Mines
implementation experience
(for Commodity
Management / F&A Pricing
Component)
e) Infrastructure Management Leads
i. 2 DR/DC commissioning
experience
ii. ITIL/ISO 20000
Certification
2.
Project Timelines & SLAs
2.1
Adherence to Project timelines as described
in the RFP for both SAP application and
infrastructure solution
Timeline
proposed by the
bidder
Bid Response
2
x Meeting
RFP
requirement
s-2
x Any
deviation 0
2.2
Adherence to SLAs and uptime
requirements as per the RFP
SLAs and
Timelines and
Business
Continuity Plan
as responded
by the Bidder
Bid Response detailing
the SLAs, uptime and
Business Continuity
2
x Meeting
RFP
requirement
s-2
x Any
deviation 0
3.
Proposed Infrastructure Solution
3.1
Proposed design and architecture of the
applications and network infrastructure
along with design and sizing considerations
including but not limited to scalability,
security and redundancy offered in the
proposed hardware and network solution
proposed by bidder.
Proposal
Documentation.
Proposed application
and network deployment
documents along with
the supporting
documentations from
OEM.
10
Documentation
:5
Proposal
Articulation,
SAP& other software
landscape details with
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TABLE 2 : TECHNICAL RESPONSE
Sl.
No
3.2
Parameter
DC and DR design.
Criteria
Response
DC/DR design
best practices
and power
consumption of
proposed
equipments as
per Tier -3
datacenter
specification
Supporting Documents
one to one mapping of
SAP applications in
proposed servers
DC/DR design
document
Equipment wise peak
power consumption of
all the proposed
equipments in a
tabulated manner along
with the un-priced BOM
submitted with the
technical bids.
Score
Scoring Logic
5
Percentile
Basis
10
Percentile
Basis
(Maximum marks will
be given to the solution
with overall minimum
power consumption of
Server, SAN, Network
equipments etc..)
4.
Compliance to RFP specifications
4.1
Compliance to specifications mentioned in
the Volume III of the RFP / NIT
Compliance of
the proposed
solution
Overall minimum
deviation in ‘Noncritical’ items as in
Volume III, will get
maximum marks, rest
bidder will get the
marks accordingly.
TOTAL
34
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Table 03: Technical Presentation
TABLE 3 : TEHNNICAL PRESENTATION
S.No
Parameter
1.
Technical Presentation
The bidder will have to
make a detailed
presentation on the
proposed SAP and
infrastructure solution
Criteria
To be
presented
by the sole
bidder or
Prime
bidder of
the
consortium,
to the
Tender
Committee
of Coal
India
Response
Supporting Documents
Score
Scoring Logic
Technical presentation.
16
Marks to be
awarded by the
Committee
TOTAL
16
Percentile computation: The best response in each category /parameter where scoring will be
done on percentile basis (as mentioned in the column “Scoring Logic”) would score 100% and
others would get their relative percentage. The percentage thus obtained would be converted into
corresponding marks. The percentile computation will be limited to two places of decimal.
Overall Score: The Total technical score (out of 100) would be rounded off to the nearest integer.
The bidder scoring 75 marks or above would qualify for the next stage of evaluation.
4.1.4 Price Justification
The bidder whose bid has secured the highest “Total Score” as per 4.1.2.4 (d) above will be
considered as successful bidder.
The successful bidder will be notified in writing by CIL and may be invited for price justification
if required. Discussions will be held only at CIL’s corporate office.
4.1.4 Selected Bidder and Signing of Agreement
On finalization, CIL shall invite the selected bidder through Letter of Acceptance (LOA) for the
signing of the Agreement. The selected bidder shall execute the Agreement within a period of
Thirty (30) days of receiving LOA from CIL. The Agreement is to be signed in English language
in two originals, one each for CIL and the Bidder.
Within 30 days of signing of the Agreement, the Bidder shall submit 6 photocopies of the entire
contract document duly bound to CIL.
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The Bidder shall submit the following documents for signing of the formal Agreement:
a) Copy of detailed LOA duly signed on all pages as a token of acknowledgement of receipt.
b) Security Deposit as in the form of Bank Guarantee as per proforma Bank Guarantee for
security deposit in the contract document.
c) Non-Judicial Stamp Paper of value 100/- purchased in West Bengal, India for the signing
of Agreement.
d) Permanent Account Number of all consortium partners allotted by Income Tax Department.
e) Self-attested Photostat copy of Notarized Power of Attorney by the Competent Authority or
Board of Director’s resolution authorizing the individual(s), to sign the Agreement.
f) Self-attested Photostat copy of the Registration under State VAT, Service Tax, as applicable.
4.1.5 Failure to Sign Agreement / Commence the Work
Failure to sign the agreement and / or commence the Work within the date to be agreed upon after
issue of LOA, the LOA will be terminated besides forfeiture of EMD.
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Appendix A: Bidding Reference
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Appendix A1: Present IT Assets in CIL
This section provides the list of IT assets available at CIL and its Subsidiary companies. The
purpose of providing this list to the bidders is to appraise the bidders on the present IT asset
scenario to enable them to assess the reusability of any IT asset, if feasible in their view, without
compromising performance of various parameters mentioned in the NIT. It is also pertinent to
mention that the IT asset scenario of CIL is dynamic in nature and does change from time to time
to meet business continuity requirements.
It may also be noted that any further detail with regards to the IT assets listed will be made
available to the successful bidder ONLY. No queries with regards to IT assets will be
entertained at this stage.
The IT asset list is provided at the end of this volume.
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Appendix A2: Business Processes - Overview
1.0
Financial & Management Accounting & Corporate Planning
As in any other Organization, in CIL, there are two main forms of accounting information:
(1) Financial Accounting, and
(2) Management Accounting and Corporate Planning
Financial Accounting:
Financial accounting is concerned with classifying, measuring and recording the transactions of a
business. At the end of a period, the following financial statements are prepared to show the
performance and position of the business:
Profit and Loss
Account
Describing the performance of the business over the accounting period
Balance Sheet
Statement of assets and liabilities at the end of the accounting period (a
"snapshot") of the business
Cash Flow
Statement
Notes to the
Accounts
Directors'
Report
Describing the cash inflows and outflows during the accounting period
Additional details that have to be disclosed to comply with Accounting
Standards and the Companies Act
Description by the Directors of the performance of the business during the
accounting period + various additional disclosures, particularly in relation
to directors' shareholdings, remuneration etc
Financial accounts are geared towards external users of accounting information. Every company
registered under the Companies Act is required to prepare a set of accounts that give a true and
fair view of its profit or loss for the year and of its state of affairs at the year end. Annual
accounts for Companies Act purposes generally include:
x
x
x
x
x
x
A directors’ report
An audit report
A profit and loss account
A balance sheet
A cash flow statement
Notes to the accounts
Since CIL, is the "parent company", (the company owns other companies - subsidiaries)
"consolidated accounts" is also prepared.
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Management Accounting & Corporate Planning:
Management accounting basically refers to the Internal Reporting requirements related to
Budgeting, Costing and Profitability Analysis, to know, how efficiently and effectively the
Business is performed. This High level process documentation on the Financial & Management
Accounting and Corporate Planning covers the following Processes:
a) Financial Accounting:
1.
2.
3.
4.
5.
6.
Revenue Budgeting
Accounts Payable
Cash and Bank
Accounts Receivable
General Ledger Accounting, Consolidation, Closing and Reporting
Asset Accounting
b) 2. Management Accounting:
1. Costing and Internal Reporting
c) 3. Corporate Planning
1. Capital Budgeting and Monitoring
2. Production Planning and Monitoring
d) 4. Strategy Management
1. Balance Scorecard
1.1
Process: Revenue Budgeting
Objective
The objective of this process is to Compile, Consolidate and Prepare the Revenue Budget for the
Coal India & its Subsidiaries and to have a control mechanism on the Actual Expenditure to
check whether they are within the Budget limits.
Description
x
x
Every year, Finance Department at Coal India requests the Subsidiary companies to prepare
and present the Revenue Budget for the forthcoming financial year and it also prepares its
own Revenue Budget.
The Revenue Budget is done with two dimensions
1. At the various Organization levels as shown below:
Coal India HQ: For the various departments at the CIL Head Quarters
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Subsidiaries: For the various Departments at the Subsidiary Head Quarters, Area Offices,
Sub Area Offices, Units and Projects.
2. For the various Budget items: Budget item is generally a group of two or more General
Ledger accounts.
x
x
x
x
These Budgetary estimates are prepared based on the Production plan released and circulated.
The budgetary estimates received from the Subsidiaries undergo various iterations and
approvals, so that the Budgeted Profit / Loss are arrived at suitably.
Once the Revenue Budgeting exercise is completed the Budget details are communicated to
the various units and the departments.
Thereafter, on passing or approving the actual revenue expenditure, the Budget limits are
checked and released.
The following are the various sub-processes involved in this Revenue Budgeting to meet the
process objective.
Sub-Processes
x
x
x
x
1.2
Transfer of Budget – Budgets can be transferred from one head to another or from one
Department to another while preparing the Revised Budget estimates with due approval of
concerned Director..
Budget Supplement – Additional Budgets can be requested and sanctioned, while preparing
the Revised Budget estimates.
Budget Commitment – On raising the Indents / Purchase Orders, Budget Commitments need
to be reserved.
Budget Carry over – Budgets may be required to be carried over to the next Fiscal year.
Process: Accounts Payable
Objective
The objective of this process is
1.
2.
3.
4.
To properly account for the Goods and Services received and its related liabilities
To comply with the various Tax and legal provisions – For example – TDS
To make payment to the Employees / Vendors / Contractors on time
To provide correct and timely information about payments made, advances received by
maintaining proper Sub-ledgers – Vendor wise
5. To comply with the Period End closing and Audit related activities like Vendor Balance
confirmation etc.
Description
x
x
x
Department requiring the Service / Material initiates the proposal manually
The proposal is sent for Administrative approval based on the Delegation of powers
The proposal is sent to the Finance Department for Budget certification and Financial
Concurrence
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x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
There after the proposal is sent to the Procurement department (for material purchase) or
concerned department (for any other service).
Subsequently, the Tendering related activities as explained in the Procurement process
document takes place.
The finalized proposal is put up to the competent authority for approval of Final Values and
subsequently, it is forwarded to competent authority for approval of procurement proposal.
Finalized proposal is put up to the Finance Department for certification of Final Values
Manual Noting is made by the Finance Department for Budget consumption
Purchase Order is prepared manually.
Manual Hard copy of the Purchase order is received in the Bills Section.
On receipt of the Goods / Services, the Concerned Department acknowledges the receipt by
affixing the stamp on the Invoice received from the Vendor and forwards the Invoice to the
Bills section.
Bills received are entered into the Bills Register with date and time.
Payment Voucher is prepared in the system, by posting the accounting entry manually –
debiting the Stock Purchased / Expense account and crediting the Vendor sub-ledger account.
Voucher is sent to the concerned officer according to the category of the bills for passing.
Payment Vouchers are approved by the concerned Officers
Hard copy of the Voucher along with the Bill is handed over to the Cheque section.
The Cheque section reconciles the bill and the payment voucher and makes the payment
Payment is made through cheques / Demand drafts / through Funds Transfer for all vendors
and in exceptional cases by cash
Cash payment is made to employees for certain claims.
The following are the various sub-processes involved in this Accounts Payable activities to
meet the overall process objective.
Sub-Processes
x
x
x
x
x
x
Advance Payments: – In case, the advance payments are agreed in the Purchase order, a
payment voucher is prepared and processed in the similar manner as explained above. When
the subsequent bills are paid, advance amount is adjusted.
EMD and Security Deposits: - EMD and Security deposits received are accounted in the
separate vendor / contractor sub ledger.
TDS and other Statutory Deductions: - While processing the payments, various statutory
deductions like TDS, Work Contract Tax etc. are deducted as per tax and legal requirements,
tax deducted is remitted to the government on or before the due dates, appropriate certificates
are issued to the vendors and Returns are filed with the respective departments as required by
the law.
Debit and Credit Notes: - On proper authorization and approvals, with necessary supporting,
Credit notes / Debit Notes are created and posted into the vendor accounts.
Creditor / Vendor Sub ledgers – Vendor sub ledgers depicting various transactions like
purchase, payments, debit / Credit notes, advances paid / adjusted etc. are maintained
Month end / Quarter end / Year end closing activities: - Various Month end / Quarter end
and Year end closing activities like Regrouping of vendors having debit balances, Vendor
Balances confirmation etc. are performed.
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1.3
Process: Cash and Bank
Objective
The objective of this process is
1. To make payment to the Employees / Vendors / Contractors on time and through proper
mode.
2. To properly account for the cash received / paid and tally the physical cash balance with the
books on daily basis
3. To properly account for the receipts and payments either by cash / cheque and maintain
proper Cash and Bank books
4. To do periodic Bank reconciliations for all banks and account for the reconciliation entries
5. Obtain Periodic Balance confirmation statements from the Banks
Description
Payments
x
x
x
x
Hard copy of the Payment Voucher prepared at the Bills section along with the Bill is handed
over to the Cheque section.
The Cheque section reconciles the bill and the payment voucher and makes the payment
Payment is made through cheques / Demand drafts / through Funds Transfer for all vendors
and in exceptional cases by cash
Cash payment is made to employees for certain claims.
Receipts
x
x
All cash and cheque receipts or credits in the Bank Statements are accounted in the Cash and
Bank books respectively.
Hard copy of the Receipt Voucher prepared at the concerned department along with the
supporting to be handed over to the cheques section for accounting after necessary approval.
Bank Reconciliations
x
x
x
The Bank Statements are manually received from various Banks and the entries in the Bank
book are reconciled with the Bank Statement to arrive at the un-reconciled entries.
Based on the Un-reconciled entries, Bank Reconciliation Statements are prepared.
Entries posted by the bank for interest, charges etc. are entered in the Bank book to clear the
un-reconciled entries.
Bank Balance Confirmation and Cash Tally
x
x
Periodically Bank balance Confirmation Statements are obtained from the banks.
Cash is tallied and closed on daily basis with denomination notings in the cash book.
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1.4 Process: Accounts Receivable
Objective
The objective of this process is:
1. To raise invoices for the dispatches made to the customers according to the prescribed
timelines.
2. To properly account for the invoices raised in the customer sub ledgers
3. To account for the payments received from the customers on timely basis
4. To record the Bank Guarantees and Irrevocable Letter of Credits received from the customers
5. To check and ensure proper credit balance exists for the customers, before the coal is
dispatched
6. To calculate the compensations to be given or incentives to be received based on the coal
dispatched made
7. To follow up and recover the old dues and reduce the DSO – Days Sales Outstanding.
8. To include all necessary charges in the invoice according to the legal and local State
Government requirements
Description
x
x
x
x
x
x
x
x
x
x
x
x
Coal distribution policy states that coal should be sold under cash and carry agreement.
Various limits are defined for the Annual Contracted Quantity and Trigger for Compensation
/ Incentives. The percentages differ for Power sectors and for others.
Different Models of cash and carry agreements are defined. For example, For Government
Power Utility sector, 10 days advance should be received in three installments 1st, 11th and
21st of every month. In case of Private sector – Power utility or others, Bank Guarantees to
be received for 15 days financial coverage.
Necessary checks as per defined rules are made for Financial coverage before dispatches are
made to the customers
In case of rail mode, after loading the coal into the wagons, coal weighment is done and
Railway Receipt is prepared by the Railway authorities.
On receiving the RR from the railway authorities, it is forwarded to the area offices along
with the delivery note and weighment slip for preparation of Invoices
On preparation of Invoice, they are accounted in the customer accounts and revenue postings
are made in to the General Ledger.
Coal is sold at Notified price. In addition to the basic price all other charges like Royalty,
Cess, Stowing Excide duty, VAT is charged in the invoice and accounted as per the local and
legal requirements.
Collections / Payments are received from the customers through various modes like Cheques,
Drafts, through Core Banking Solution – Fund transfers at Regional Sales Offices or
Headquarters. Necessary postings are to be made in the customers accounts for these receipts,
so that Financial Coverage can be accurately computed and managed.
Compensation / Incentives are computed periodically and accounted for based on various
limits as defined in the Trigger for compensation.
Apart from these Trade receipts, CIL Headquarters receives Apex Charges and Dividends
from the Subsidiaries. Proper accounting for these revenues is made in the books.
The following are the various sub-processes involved in this Accounts Receivable activities
to meet the overall process objective.
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x
x
x
1.5
Debit and Credit Notes: - On proper authorization and approvals, with necessary
supporting, Credit notes / Debit Notes are created and posted into the Customer accounts.
Customer Sub ledgers – Customer Sub ledgers depicting various transactions like Sales,
Receipts, Debit / Credit notes, advances received, adjusted etc. are maintained.
Month end / Quarter end / Year end closing activities: - Various Month end / Quarter
end and Year end closing activities like Regrouping of customers having credit balances,
Customer Balances confirmation etc are performed.
Process: General Ledger Accounting, Consolidation, Closing and Reporting
Objective
The objective of this process is
1. To post all the accounting transactions into the system and maintain up-to-date books of
accounts.
2. To ensure accurate accounting from all Vendor and Customer sub ledgers, postings from
Payroll, Postings from Inventory Management.
3. To close the Books of accounts on time for Month end or Quarter end or Annual Accounts
closing.
4. To post all period end closing entries and adjustments through Journal Vouchers.
5. To prepare Trial balance, Financial Statements and required Annexures periodically at the
Subsidiary level.
6. To Consolidate all the Financial Statements of the Subsidiaries and incorporate them into the
CIL Financial statements as per the Accounting Standard requirements
7. To prepare Trial balance, Financial Statements and required Annexures periodically at CIL
level.
Description
x
Following are the various sub-processes involved in this General Ledger and Closing
activities to meet the overall process objective.
x
Postings into the General Ledger: - Accounting entries for all the transactions are
posted into the General Ledger. These postings are directly through Financial accounting
entries by ways of Journal Vouchers, or from Accounts Receivable, Accounts Payable,
Asset accounting, Inventory Management, Payroll accounting, Sales, Procurement etc..
x
Monthly or Quarterly or Annual closing: - The following Monthly or Quarterly or
Annual closing activities are performed:
o
o
o
o
x
Foreign Exchange Revaluation
Vendors / Customers Regrouping
Provision for liabilities and Expenses and entries for Prepaid Expenses
Inter unit / Inter Company Reconciliations
Consolidation: - Once the Financial Statements of the subsidiaries are finalized, they
need to be consolidated with the Financial Statements of the CIL. In this process, the
following calculations and adjustment entries are posted for:
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o
o
o
x
1.6
Calculation of the Minority Interest
Calculation of the Capital Reserve
Elimination of profit on Internal transactions
Reporting – Financial Statements are prepared as per the provisions of the Companies
Act, 1956. Various reports that need to be generated for this are: Profit and loss account,
Balance sheet, Cash flow statement, Notes to the accounts, and various Annexures
attached to them.
Process: Asset Accounting
Objective
The objective of this process is:
1. To maintain complete Fixed Assets Register for the Organization
2. To capture all the costs related to the asset till the date of commercial usage of the asset
3. To calculate the Cost of Capital, Work-in-Progress, if the asset is not ready on the closing
date of the Financial statements
4. To have control over the capital budget on asset acquisitions
5. To compute and post accurate Depreciation as per the Corporate policy
6. To prepare the Fixed Assets Schedule as required in the part VI of the Companies Act
7. To account for the various asset transactions like, Transfers, Scrapping, and Retirement
etc.
Description
x
Following are the various sub-processes involved in this Asset Accounting to meet the overall
process objective.
x
x
x
x
x
Capitalization: - All the capital expenditure incurred for the acquisition of the asset till
the date of commercial usage is captured under capital work in progress account and it is
capitalized on receiving the commercial usage certificate. Assets are grouped under
various asset classes and entries are posted into the GL for capitalization. Complete Fixed
Asset Register is maintained by updating all additions and deletions of the asset in the
form of Scrapping, Retirement, and Transfer etc. Assets which are still in the WIP stage
as on the date of accounts closing are accounted as capital work in progress in the books
of accounts.
Depreciation: - Depreciation is calculated as per the accounting policies of the company
for the assets and posted in the General Ledger.
Control over Budgeting: - As and when the assets / components are acquired, budgetary
control is exercised to check whether the acquisition costs are within the limits.
Reporting: - All the reporting requirements related to Fixed Assets including Fixed
Asset Register, Fixed Assets Schedule etc are prepared as per the Company Law
requirements.
Miscellaneous Asset transactions: - All the necessary accounting entries are posted and
adjustments are made in the books for various asset related transactions like Scrapping,
Retirement, transfers etc.
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1.7
Process: Costing and Internal Reporting
Objective
The objective of this process is:
1.
2.
3.
4.
To analyze unit / project wise cost of extraction coal of various grades.
To analyze the various productivity factors and cost ratios
To compare and analyze the cost structure of various Units, Areas and Subsidiaries
Based on the results and analyzes, implement the cost effective methods in other units /
projects / Areas / Subsidiaries
5. To reasonably allocate the cost at various levels uniformly to the products so that costs
are comparable.
Description
x
Following are the various costs of coal extraction compiled at the unit level:
o
o
o
o
o
o
x
Following are the various costs allocated from Area / Headquarters:
o
o
x
x
x
x
1.8
Direct labour costs from Payroll
Direct Supervisor costs from Payroll
Explosives and Consumables Costs
Tyre consumption / depreciation costs
Diesel / Oil consumptions costs
Administrative costs allocated at the unit level allocable to the products on a
predetermined basis
Payroll costs identified as allocable to the units on a predetermined basis
Other administrative costs identified as allocable to the units on a predetermined basis
Production data compiled from the Production Registers on various grades of coal.
Based on the production quantity and costs identified, Cost sheets are prepared on a monthly
basis and submitted to the Senior Management.
Based on the cost data, various productivity ratios are arrived at and submitted to the Senior
Management for comparative Analysis.
Based on subsidiary cost data, consolidation is done at CIL.
Process: Capital Budgeting and Monitoring
Objective
The objective of this process is to Compile, Consolidate and Prepare the Capital Budget for the
Coal India & its Subsidiaries and to have a control mechanism on the Actual Capital Expenditure
to check whether they are within the Budget limits.
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Description
x
x
Every year, Corporate Planning Department at Coal India requests the Subsidiary companies
to prepare and present the Capital Budget for the forthcoming financial year based on the
various projects that are envisaged and production targets that are planned. Further it also
prepares its own Capital Budget.
The Capital Budget is done with two dimensions:
1. At the various Organization levels as shown below:
Coal India HQ: For the various New Projects / Departments at the CIL Head Quarters
Subsidiaries: For the various New Projects / Departments at the Subsidiary Head
Quarters, Area Offices, Sub Area Offices and Units
2. For the various Capital Expenditure heads like Building, Plant & Machinery, Townships
etc..
x
x
x
These Budgetary estimates are prepared based on the Production plan estimated. The
budgetary estimates received from the Subsidiaries undergo various iterations and approvals,
so that the Final Capital Budgeting figures are arrived at suitably.
Once the Capital Budgeting exercise is completed, the Budget details are communicated to
the various Subsidiaries and the departments.
Thereafter, on passing or approving the actual Capital expenditure proposals, the Budget
limits are checked and released. Annual Action plan document in which month-wise
comparison of Physical and Financial parameters of budgets and actual is prepared.
The following are the various sub-processes involved in this Capital Budgeting to meet the
process objective.
Sub-Processes
x
x
x
1.9
Transfer of Budget – Budgets can be transferred from one head to another or from one
Department to another, one quarter to other, while preparing the Revised Budget
estimates with due approval.
Budget Supplement – Additional Budgets can be requested and sanctioned, while
preparing the Revised Budget estimates.
Budget Commitment – On raising the Indents / Capital Purchase Orders, Budget
Commitments need to be reserved.
Process: Production Planning Execution and Control
Objective
The objective of this process is:
1. To achieve the goal set by Coal India and the Government based on Long term Demand Plan
and the Coal availability.
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2. To do a fair and comprehensive Demand Assessment and Availability plan.
3. To provide inputs for the Investment Plan and Capital Budgeting.
Description
x
Following are the various sub-processes involved in this “Production Planning Execution &
Control” to meet the overall process objective.
o Demand Assessment: - In association with the Sales and Marketing Department,
complete Demand Assessment is done for the next year.
o Availability / Supply Plan: - In line with the Five year plans and based on the inputs
obtained from the Subsidiaries, Unit wise Targeted Production quantities are planned
after considering the seasonal variations. This Annual production target is split into
month wise targets.
o Inputs for the Investment Plan: - Based on the inputs on Production plan,
Investment plan will be prepared and communicated to the subsidiaries on the
various Capital Investment projects.
o Revised Budgetary Estimates: - In the mid of the year, Reassessment of the
requirements is done and anticipated production plan for the current year is arrived at.
1.10
Reporting Requirements
The various reports that are required at various Financial and Management accounting
functions are given below:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
Company wise, Area wise Sales Report
Stock Balance Reports
Financial statements Annexures like FOB Value of imports, etc.
Report on Accruals and Prepaid Expenses
Company wise, Area wise, Sub Area wise, Mine wise Cost of Production Report
Area wise Profitability report
Cash flow projection Report
Capital budget utilization Report
Capital Budget Variance Report
Revenue Budget Utilization Report
Revenue Budget Variance Report
Cost Centre Budget vs Actual Reports
Receivable Status of Customers Reports
Non-moving/Slow Moving inventories
Ageing Analysis of Debtors
Vendor Payables Report and Summary
Report on Liabilities on purchases made during the period, for which Provision is to be
made.
Asset Register, Asset Summary Statement, Asset Pending Commissioning, Asset
Purchase or put to use - pending purchase orders
Report on Asset Capital in Progress
Salary Statement, Month wise, Section wise Salary Summary, Addition/Deletion
Statement of Employees
Expense Analysis Report
Bank Reconciliation Statements
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23.
24.
25.
26.
27.
28.
29.
30.
Status Report on Audit Observations
Costing reports
Project Status Reports
Customers Overdue statement Reports
Daily Cash Balance report
Overdue Advances given to vendors
TDS certificates
TDS Quarterly Returns
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2.0
Materials, Purchase, Tendering, Inventory Management
2.1
Material Management:
In CIL HQ, the purchasing function is carried out by Materials Management Division, headed by
Chief General Manager MM/GM MM, reporting to Director (Technical). In respect of Subsidiary
Companies, this function is owned by Chief General Manager/General Manager (MM) reporting
to Director-in- Charge of MM Dept.
Purchasing is also carried out by User Department/Units as per powers delegated to them at
different projects or collieries. CIL HQ is presently responsible for procurement of high value
items like explosives, OTR’s and heavy equipment. All other items are procured by the subsidiary
companies. There are some exceptions in procurement which need approval from Directors and
other responsible authorities.
2.2
Purchasing
Materials management activities like purchasing, Store Management and Inventory Control,
Clearing & Forwarding, Progress and Follow-up are managed by different departments at HQ,
Subsidiaries and Areas.
Yearly Budget request from areas through subsidiaries are received in CIL HQ/ Subsidiary HQ’s
where these are consolidated and get approved. The Items other than mentioned above, are
procured centrally at Subsidiary HQ, otherwise they can be bought at respective areas subject
their criticality.
Purchasing is generally enabled through tendering procedure. Spot /cash purchases is carried out
for low value buys or arisen due to some urgency. Operating Rate/ Running contracts can be
finalized by CIL or its Subsidiary Companies for revenue items of high consumption and of
recurring nature. These may also be used for some of the low value capital items whose
requirement are frequent.
Purchasing process in Coal India Limited can be divided in four major areas:
x
x
x
x
2.2.1
Purchase Requisition or Indent Processing
Tendering, Evaluation and Vendor Selection
Purchase Order Processing
Other Processes
Purchase Requisition or Indent Processing:
All the subsidiaries raise requisition or indent subject to approvals based, mainly on purchase
value. The approved indents along with technical specifications and budget certification are sent
to MM department for further processing. There are multiple types of Indents such as Material
Budget (M.B), Normal Indent, Emergent Indent etc. Material Budget is prepared by each area
store six months in advance considering stock, consumption and production. The material Budget
is approved by Area GM and sent to subsidiary HQ where all such M.B’s are consolidated and
final quantity is approved and indent gets registered.
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Processing of the indent is based on the information like annual consumption of the quantities as
well as any project addition etc, the indent qty is decided. In case of centrally purchased items,
this indent along with technical specification goes to CIL HQ or Subsidiary HQ as the case may
be, where a registration number is allocated and sent to technical department for the technical
specification or vetting of the same. Notice Inviting Tender is prepared after which normal
tendering cycle is followed.
2.2.2
Tendering, Evaluation and Vendor Selection:
Based on the approved purchase requisitions/indents Notice Inviting Tender is prepared. The
types of tenders are:
x
x
x
Single Tender: For proprietary or single vendor OEM items
Limited Tender: For preferred vendors, with value being within prescribed limits. These
could be Limited Global and Limited Domestic.
Open Tender: Open to all vendors and is generally advertised in journals, websites and
newspapers.
CIL mostly conducts two-envelope bidding - technical bid and price bid with clauses based on the
tender committee recommendations. The suppliers submit tender fee and earnest money to CIL
along with their responses. The responses from suppliers is evaluated technically and
commercially based on set criteria’s. The technical and commercial evaluation/recommendations
are recorded for all the bidders. The list of techno-commercially accepted suppliers is arrived at.
Based on vetting by the finance department and the decision of the tender committee, a
Comparison statement is generated and recommendation from tender committee is documented,
which is the basis of the final purchase proposal. Multiple vendors might be selected. As per the
CVC guidelines, negotiation with L1 supplier is not permissible, but price justification is sought
sometimes. Multiple suppliers may be selected based on certain criteria’s. Generally 60% of total
quantity is allocated to L1 and 40% to L2, provided L2 matches L1’s price.
If total order is more than
` 10 Crore, approval from the Board is needed..
Currently, the average lead-time from indent to order placement is nearly 4-6 months.
For all the rejected suppliers, EMD amount is refunded and for selected parties, it is converted to
security deposit.
Currently reverse auction is being carried out only for few items. This is expected to be extended
to other items gradually. Reverse auction needs is to be implemented online for a more efficient
price discovery.
2.2.3
Purchase Order Processing
After approvals, purchase order is sent to selected vendors. A distribution list is prepared and
purchase order or contract is sent to all concerned departments. In reply, vendors send purchase
order acknowledgement.
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Amendment of purchase order is also possible on the request from subsidiaries or suppliers, after
requisite approvals.
The foreign suppliers generally send shipping notification to CIL upon material dispatch from
their end. Materials come along with LR/RR and other information. Normally, materials are
delivered on FOB basis. The subsidiaries prepare PO-wise receipt details periodically for
reconciliation purpose. If required, delivery status may also be sent to suppliers.
Subsidiaries create rate contract, for fuel, oil and lubricants timbers etc, with preferred vendors
selected through tender. Release orders are generated periodically and material is received.
In some cases, emergency purchase order is created without tender and is to be approved by
designated authorities.
2.3
Inventory Management:
All subsidiaries have one or two Central storage locations, called Central Stores, commonly used
by all the areas and units. Identified materials are delivered at this store. All areas have Regional
Stores. All sites/units/projects/collieries also have their own store. Once material is issued to
project/mines from Regional Stores, it is considered consumed and charged to accounts.
When goods are supplied by vendor, gate entry is prepared done, followed by quality inspection
process. The goods receipt is not done unless inspection done. The inspection acceptance is
registered by creating a Store Receipt Voucher (SRV) in stores.
Area Inventory Management for project:
x
x
x
Purchase Requisition (PR) is raised by users, authorized by Stores Manager and approved by
Depot Officer. This is also called Store Requisition Voucher.
It is checked whether material is available at regional store or not. If it is available, goods are
issued to that unit. If goods are not available in central Store then other area’s store is
checked.. If it is available, with the assistance of subsidiary HQ, material release order from
respective Regional Store is obtained and depot transfer of material is done. If material is not
available, then with the assistance of subsidiary HQ the purchasing cycle is invoked, which
might be local in case of urgency or centralized at subsidiary/CIL level.
CIL has introduced 11 digit material code for its spare parts and equipments. On an average
60 % of materials have been codified and rest are in provisional codes. Some of the
subsidiaries like NCL, WCL have completed 100% codification.
There is no formal material requirement planning. Reorder point or safety stock is not in use. This
leads to inventory mismatch, high inventory carrying cost and hampers smooth
operation/production.
An Issue register is created monthly, based on which units/projects are charged. ABC, VED and
FSN analysis is done annually. Nearly 10% materials are classified as A category based on
consumption. This category contains items like spare parts, Iron & Steel, Timber etc. Nearly 15%
materials like spare parts belong to B category. C category materials are low value items like oil,
grease, fuel etc.
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Physical Inventory is done annually in which survey is performed. This results to stock
rectification with right quantity.
The type of stock transfers happens as below:
x
x
x
x
x
Area to store mine
Central Store to Regional Store
One Regional Store to another Regional Store
Subsidiary ( central store ) to Subsidiary ( central store )
Return from site to Area store
Stock visibility and determination is a very important requirement. When any area raises material
request, availability is checked in the area stores under the same subsidiary. Available quantity is
calculated as the difference between total quantity at area store and already reserved quantity. If
there is no quantity available then stock is also checked in other subsidiaries. Store Managers of
all the subsidiaries check stock levels at different areas and decide from where material will be
transferred. CIL HQ is responsible for any transfer from one subsidiary to another, if required.
Batch Management is applicable for some consumables and explosives with shelf life check.
Sometimes damaged materials are transferred to scrap store. At first it is checked whether any
internal department or subsidiary needs these items. If yes, then it is issued to user department
and proper accounting happens in finance. Otherwise it is mostly surveyed, its value decided and
auctioned to any external interested parties through tender.
2.4
Invoice Verification and Payment
Once invoice is received form a supplier, it is verified with respect to material receipt or service
rendered, and payment gets initiated by Finance department. Purchasing department keeps track
of payment status.
During purchasing process sometimes CIL needs to create letter of credit (LC) in case of imports.
Normally, CIL takes performance bank guarantee from suppliers which are 10% of total value.
This is valid for 15-18 months. Liquidated damage is imposed in case of delayed delivery.
Normally it is 0.5% per week subject to maximum 10%-15%. Liquidated damage is adjusted with
security deposit or bank guarantee.
In case of large project or equipment installation, generally, 80% of payment is on delivery of
equipment and 20% after successful commissioning
2.5
Other Processes
There are other relevant processes below, which corresponds to material management:
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2.5.1
Vendor Registration
In order to have dependable sources of supply of stores, spares and equipments and of required
quality at the appropriate time, suppliers are registered after qualifying certain criteria’s.
Performance of such registered suppliers is reviewed from time to time. The list of registered
suppliers is kept up-to-date by including any additions in the list or removing names of such firms
whose performance is not found up to the mark. The names of suppliers added/deleted to/from
lists are circulated to all the Subsidiary Companies.
2.5.2
Vendor Evaluation
After selection of vendors/sources, consistent record of maintaining adequate quality and
reliability standards in supply is an important activity in Materials Management in CIL. An
objective assessment of Vendor Performance is arrived at based on three major parameters:
x
x
x
Quality
Delivery
Price
The overall index is obtained by giving weight ages to the above three performance parameters as
below:
x
x
x
Quality Performance - 40%
Price Performance - 40%
Delivery Performance - 20%
Depending on the score, vendors are classified as A, B, C or D category. Vendors get notified of
their performance and if needed vendors may be blocked for conducting any business with CIL or
with its any subsidiaries.
2.6
Quality Management:
Different type of quality inspections are done at different times. For incoming materials, the
quality inspections that take place are:
x
x
x
x
2.8.
Quality Inspection after gate in
Source Inspection at some subsidiaries
Source Inspection (before delivery) for capital goods
Site inspection (before commissioning) for capital goods
MIS Reports and Analysis
There are many reports used in CIL and its subsidiaries. The list of reports below are relevant
and indicative in MM area:
1.
2.
3.
4.
List of Indent with status
Lead-time analysis for Indent to PO/contract creation
Lead-time analysis for delivery time taken by suppliers
List of Indents lying with technical department for their response
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5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
List of vendors
List of materials
List of materials vendor-wise
List of Purchase Orders with status
List of Purchase Orders pending for approval
Monthly purchase value analysis subsidiary-wise
Vendor Evaluation report with marks for different criteria
List of Purchase Order vendor-wise
List of preferred vendors for a particular material
Stock overview of different materials subsidiary-wise
Stock Overview of all stocks under a subsidiary
Stock with subcontractors
Stock in Transit
List of Store receipt vouchers
List of pending invoices
ABC consumption, XYZ analysis of stock
Dead stock or non-moving stock
Consumption report subsidiary-wise, area-wise or project-wise
List of obsolete items
Comparative analysis of subsidiary-wise inventory and production
Stock overview of scrap subsidiary-wise
Stores ledger
Material consumption statement
List of items scrapped with value
List of items transferred to other stores
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3.0.
Sales & Distribution
The Sales & Marketing department of CIL along with their counterparts in subsidiaries is
responsible for assuring that quality coal is available to customers with right quantity. They work
in close co-ordination with Indian Railways which is the major carrier of coal. Small quantity of
coal is also transported via road directly to end customers. Policy is framed at corporate level
keeping with the government directions and broad policies issued from time to time. For
processed coke or for by-products, subsidiaries decide the price.
3.1
Demand Planning and Contract Creation
Sale is performed by three channels mainly:
A. Fuel Supply Agreement (FSA) with core sectors like Power, Steel and Fertilizers. FSA is
created for power houses for 20 years whereas it is 5 years’ FSA in case of others.
B. Sales Orders/Rate contracts with other non-core industries (like brick manufacturers) under
different states
C. e-auction for all private and public players. Approximately 10% of total sale is done through
e-auction. This is governed by subsidiaries. The services of Metal Junction and MSTC are
being used currently for spot and forward auctions to determine H1 and selling coals to
highest bidder.
The regulated sector vis power, fertilizer get some advantages vis-à-vis other. For an example,
100% of their demand is covered by FSA whereas 75% is covered for non-regulated sectors. For
existing customers, old FSA continues with necessary modification as is implemented under
NCDP (New Coal Distribution Policy), but for new consumers, CIL is contemplating FSAs with
new demand planning so that they don’t face shortage and need to give penalty for being default.
New Coal Distribution Policy is formulated in October, 2007. According to that, Annual
Contracted Quantity (ACQ) is calculated as 75% of normative requirement. 90% of ACQ is the
trigger point for compensation in case of powerhouses. For others, 60% of ACQ is the trigger
point. If this target is not made, CIL is liable to pay penalty. Penalty is payable annually. If
subsidiaries supply more than this trigger point, they get incentive.
Under FSA, a total annual quantity is allocated. Each month there is a Monthly Loadable Plan
(MLP) for delivery of coal. Delivery is mainly done via railways. There are other ways like road
and merry-go-round. Merry-go-round is mainly for powerhouses which are in close vicinity to
subsidiary/projects.
3.2
Loading and Delivery
Total load and wagon requirement information is given by CIL to Railway Authority 2 days
before from actual delivery at railway sidings. Based on this information, rakes are arranged by
Railway Authority. Coal is transported to railway sidings from mines. Loading is done manually
or by machine or outsourced. If wagon is overloaded, the penalty from Railways is imposed. In
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case of under-loading, anyways freight charges are incurred. Demurrage is imposed by railways
for reasons of non-completion of loading within given time
The whole procedure is a combination of five major tasks namely wagon allotment, wagon
supply, loading of wagons, drawn out of rakes and weighment on weigh bridges. Weighbridge
system has electronic facility to determine weight of loaded wagon. The difference of loaded
wagon i.e gross weight and tare weight of each wagon is net coal quantity.
After dispatch, railway personnel is supposed to send D-note (delivery receipt note at railway
sidings ), Railway Receipt (RR) after loading and weighment, weighment slip to area finance
head for bill and invoice preparation. It is expected that weight information will be directly
communicated with back-end system for seamless process integration.
In this process, there are four documents printed with following details ;
x
x
x
x
Pilot Guard Register - This is the document which the pilot guard enters while visiting the
siding for loading the rakes. This contains the name of consignee and nos of boxes along with
arrival time of the rake at the siding. At the time of departure after loading, the departure time
is also recorded and duly signed by both the railway guard and the concerned subsidiary
company project staff. A copy of the pilot guard register is carried by the guard along with
the train while another copy is retained at the project.
Electronic printout of weighment – Pursuant to coal loading in all the wagons duly weighed
on electronic in motion/static weighbridges, electronic print out of weighment is generated.
Such electronic print out is handed over to railway base station along with forwarding note
duly signed by the project.
Forwarding Note – Forwarding note of the railways is issued at weighbridge office which
contains details of the consignee and the wagons apart from other information. The
forwarding note is annexed with electronic print out of weighment and handed over to the
base railway station for issuance of railway receipt.
Railway Receipt – Base railway station issues railway receipts on receipt of forwarding note
and electronic weighment print out. Normally two copies of railway receipts are handed over
by the railway authorities to the concerned projects for further commercial purposes.
In case of e-auction, concerned authority (currently MSTC & Metal Junction) provides data to
respective subsidiaries about customers who have been allotted coal in particular auction. The
data contains customer name, code, grade of coal, quantity, rate, colliery etc. In case of new
customer, master data is also provided.
Once the coal value is deposited by way of demand draft /pay order, drawn in favour of the
concerned coal company, along-with the debit advice issued by the bank, certifying that the
DD/pay order has been issued, by debiting the account of the concerned Buyer, Sale/Delivery
orders shall be issued within seven days by the coal company after encashment of buyer’s
financial instrument.
In case of successful bidders, if the coal value is deposited for less than the allotted Quantity but
not below 50% of the allotted quantity or, 50 tonne whichever is higher, the coal company shall
accept the payment for the said amount and forfeit the EMD for the failed quantity. However if
the buyer fails to deposit the coal value for at least 50% of the allotted quantity or 50 tonnes
whichever is higher then the entire EMD of the allotted quantity shall be forfeited.
Coal Company shall issue Sale / Delivery Orders to the successful bidders in terms of above
clause after realization of payment. The Buyer has to submit the option before the issue of the
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Sale / Delivery Order for movement of the coal “within state” or “outside state” and the Sale /
Delivery Order would indicate the same accordingly. However, the challan issued by the Coal
Company shall indicate the destination. The validity period to complete lifting of coal by road
shall be 45 days from the date of issue of Sale/Delivery Order. No extension of validity will be
allowed in any case.
3.3
Invoicing and Collection
Receivable and collections are managed by individual subsidiaries. Coal in general is sold on
cash & carry basis. In case of government sector, generally payment happens on 10 days advance.
Major consumer like electricity boards of different states are often not in a position to pay in
advance. In that case, Coal India supplies coal to them against credit to meet social obligations
with concurrence of concerned ministries. But the whole arrangement remains under full financial
coverage. In case of private players, bank guarantee is taken with 15 days financial coverage.
Invoice is raised on individual delivery basis in case of railway. The main price components are
notified coal price, Royalty, cess on coal (in case of West Bengal only), stowing excise duty (due
to subsidy received from government) etc. VAT adjustment is also applicable for subsidiaries.
Collection happens through cheques or drafts primarily. In the invoice, all the details of different
charges are mentioned like crushing charge, washing charge etc.
In some cases one subsidiary sells coal to other subsidiary, but it is rare.
Very rarely, CIL exports coal to Bangladesh or other countries for maintaining bilateral
relationship and other commitments with those countries.
3.4
Quality Management in Sales & Distribution:
For coal produced internally and outgoing products, following are the quality control processes
.
x Before raising coal, sample is taken and analysis is done thoroughly to decide which type and
grade of coal is available in the mine.
x After production happens, just after blasting two types of inspections happen. Those are
o Proximate: It checks percentages of ash, moisture, volatile matter, carbon etc.
o Ultimate: It determines other factors also like sulphur and nitrogen quantity.
After raising coal, generally crushing and washing of coal happens. The washing facility is not
available for all the subsidiaries which hamper quality of the coal. After crushing, coal might be
kept in stock-yards or consumer truck is loaded and dispatched directly from there or it is
transferred to railway sidelines for loading into wagons. In case of direct delivery, inspection
happens for checking the grade before dispatch.
After loading into wagon, a sample is taken from there and tested for deciding the grade and type
of quality by CIL in front of customer representative and wherever applicable with association of
third party sampling agencies. After delivery at customer’s place, customer and CIL
representative jointly does quality check and testing once again. If there is any dispute (more than
5% discrepancy), an independent agency (called referee) tests the coal and referee’s decision is
binding on both the parties. In both of the cases, the average of the two results is taken for final
billing and realization. Presently, the sampling is done on useful heat-value determined from ash
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and moisture. CIL is in process of migrating to internationally acceptable standards of GCV
based analysis of coal through a lower bandwidth of heat-value.
3.5
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
MIS Reports and Analysis
List of Sales Order subsidiary-wise
Subsidiary-wise and area-wise allotment for delivery yearly, monthly and daily
Subsidiary-wise allotment and actual delivery of coal
Delivery details for subsidiary to core-sector and non-core sector
Delivery details to steel, power and fertilizer sector per subsidiary
Analysis of delivery through different channel like rail, road or ship etc..
Daily dispatch details
Monthly delivery target vis-à-vis actual delivery subsidiary-wise
Daily billing and collection analysis report
List of invoices with status
List of annual sales contract
Overview of stock at railway sidelines
Days Sales Outstanding Report
List of customers
Coal Production details day-wise subsidiary-wise and mine-wise
Grade-wise Production Details
Grade-wise dispatch details
Grade-wise stock overview
Consumer-wise dispatch report
List of wagons available for a dispatch with capacities
Wagon loading details
FSA/LOA monitoring reports
Consumer wise bill register
Consumer wise sales ledger
Sale order wise sales ledger(Road Sales)
Daily MIS Reports
Power house wise daily supplies
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4.0
Planning & Production
4.1
Corporate Planning:
The corporate planning has the following existing processes:
x
x
x
x
x
x
x
x
x
The planning commission discusses with the working subgroup (which is a group of
personnel from planning commission, CIL and subsidiaries) and prepares the 5-year plan
Annual plans are drawn complementing the five years’ plan by the planning commission
Five years past data and ten years projected data (on rolling basis) is also taken into
consideration for drawing up the annual plans
All plan data are compiled at the subsidiary level and sent across to CIL
All the subsidiary plans are consolidated at CIL
The consolidated plan is appraised by the respective departments and approved by the
chairman thereafter
Draft annual plan is sent to MOC for approval. MOC may consult the subsidiary & CIL heads,
for this approval
Adjustment to the plan data are done at CIL, if required and final annual plan is published
Annual action plan is prepared on the basis of the final Annual plan
The planning process involves the creation of following plans: Coal Demand Plan, Coal Supply
Plan, Coal Movement Plan, Coal Production Plan, Manpower & Productivity Plan, Utilization
Plan, Investment Plan, Detailed Drilling Programme, Promotional Exploration Programme, Status
of Coal Resource Inventory, Upgradation of Coal Resource Inventory, Environmental Measures
& Subsidence Control, Energy Conservation Program, Details of Identified Captive Blocks,
Details of Captive Blocks Offered, Company wise Welfare measures, Scheme wise Coal
Production Plan, Scheme Wise Expenditure & Investment Plan
4.2
Planning Process
The corporate planning departments and different functional heads of CIL & all its subsidiaries
prepare the annual plan which is duly scrutinized and approved by the MOC and appraised by
planning commission. The annual plan and the annual action plan is produced as outcome of this
exercise. These two plans act as the basis of target and control mechanism for all activities at CIL
& its subsidiary companies. The annual plan is the overall plan for a year (annual bucket) and the
annual action plan is a detailed breakup of annual plan. The annual action plans is broken into
quarterly and monthly buckets. The steps of preparation of annual plan are as follows
4.2.1
x
x
x
x
x
Annual Plan:
CIL makes out the overall target for the year, from the 5 year plan and intimates the
respective subsidiary companies. CIL also asks the subsidiary companies to make their
annual plan with respect to their target and submit them
All the subsidiary companies submit their annual plan to CIL and then they are consolidated
The respective departments then appraise the consolidated annual plan
The chairman of CIL/Board approves the annual plan and the draft version of it is sent to
MoC
At MoC all the subsidiary companies and CIL heads are called for a discussion on the annual
plan
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x
x
x
If some adjustments are to be done after discussion with MoC then above steps are repeated .
Otherwise the annual plan is appraised by the planning commission
After the appraisal of the planning commission the annual plan is considered to be final and it
comes to CIL
The annual plan is then circulated to the CIL and subsidiaries
4.2.2
x
x
x
x
Annual Action Plan:
Annual Action plan are drawn on the basis of finalized annual plan
CIL circulates the final annual plan to the respective subsidiary companies. CIL also asks the
subsidiary companies to make their annual action plan with respect to the annual plan and
submit them
All the subsidiary companies submit their annual action plan to CIL and then they are
consolidated
The respective departments then appraise the consolidated annual action plan
4.3
Production
Each subsidiary divides the annual action plan area wise which in turn divides the plan unit wise
into quarterly, monthly and daily target. Apart from the annual action plan each subsidiary creates
its own internal target. Coal mining is done by both underground and open cast method.
4.3.1
Underground Mining
In underground mines, the bord and pillar method progresses along the seam, while pillars and
timber are left standing to support the mine roof. The underground mines at CIL are worked
mainly by conventional Bord and Pillar method, manually as well as semi-mechanized using
SDLs/LHDs. Once bord and pillar mines have been developed to a stopping point (limited by
geology, ventilation, or economics), retreat mining known as depillaring, is commonly started.
The coal in the pillars is removed, thereby recovering as much coal from the coal seam as
possible. Depending on surface area, after extraction of coal ie depillaring, either it is allowed to
subside or filling with sand is done. Some of the principal methods that are employed in the
mines are:
x
x
x
Blast mining uses explosives such as dynamite to break up the coal seam, after which the
coal is gathered and loaded on to shuttle cars or conveyors for removal to a central
loading area. This process consists of a series of operations that begins with “cutting” the
coalbed so it will break easily when blasted with explosives.
Longwall mining: It is a sophisticated machine with a rotating drum that moves
mechanically back and forth across the coal seam. The loosened coal falls on to a pan line
that takes the coal to the conveyor belt for removal from the work area. As the longwall
mining equipment moves forward, overlying rock that is no longer supported by coal is
allowed to fall behind the operation in a controlled manner. Once the coal is removed,
usually 75 percent of the section, the roof is allowed to collapse in a safe manner.
Continuous mining utilizes a machine with a large rotating steel drum equipped with
tungsten carbide teeth that scrape coal from the seam operating in a bord and pillar
system. Conveyors transport the removed coal from the seam.
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Retreat mining is a method in which the pillars or coal ribs used to hold up the mine roof are
extracted; allowing the mine roof to collapse as the mining works back towards the entrance. This
is one of the most dangerous forms of mining owing to imperfect predictability of when the
ceiling will collapse and possibly crush or trap workers in the mine.
4.3.2
Opencast Mining
When coal seams are near the surface, it may be economical to extract the coal using open cast
mining methods. Open cast coal mining recovers a greater proportion of the coal deposit than
underground methods, as more of the coal seams in the strata may be exploited.
Generally opencast mine of the company employs operating method with Shovel and Dumper
combination for mining. In some cased mobile In pit crushing and conveying system with a
pithead coal preparation plant has been also commissioned. Heavy Earth Moving Machines
(HEMM) like Drag line, Drill, Shovel, Dumper, Dozer etc are used in O.C mines.
Explosives are first use in order to break through the surface of the mining area. The coal is then
removed by draglines or by shovel and truck. Once the coal seam is exposed, it is drilled,
fractured and thoroughly mined in strips. The coal is then loaded on to large trucks or conveyors
for transport to either the coal preparation plant or direct to where it will be used
4.3.3
Washery
Coal Washing is a process of separation mainly based on difference in specific gravity of coal and
associated impurities like shale, sand and stones etc so that we get relatively pure marketable coal
without changing the physical properties of the coal.
The main washing equipments used in Washeries are combination of:
1.
2.
3.
4.
5.
6.
Deshaling Jig – Baum/Batac/Komag Jig
Washing Jig – Batac Jig
Heavy Media Bath – for coarse coal (+13mm size)
Heavy Media Cyclone/Cycloid – single stage/double stage for 37mm to 0.5mm
Froth Flotation – for treating fines, i.e., below 0.5mm.
Water Only Cyclone/Hydrocyclone.
Magnetite having specific gravity in the range of 4.8 to 5.4 is used in washery for washing
process which is ground to –200 mesh and mixed in water to maintain the desired gravity in HM
Bath or HM Cyclone for separation of coal with its impurities. The Froth Flotation Plant uses
Light Diesel Oil and MIBC/Pine Oil/Nalco Frother as conditioning and frothing agents.
The other main supporting equipments used in Washeries are:
1.
2.
3.
4.
5.
6.
Rotary Breaker
Feeder Breaker
Gyratory Crusher, Single/double roll Crushers, Impact crushers, Hammer mill ,Ball Mill etc.
Tipplers
Vibro/Reciprocating feeders
Vibrating Screens
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7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Various kinds of pumps
Vacuum pumps
Compressors
Blowers
Conveyor Beltings and gear boxes
Bucket elevator, scrapper conveyor, flight conveyors etc.
Magnetic Separator
Thickeners
Filters
Gravity Controllers
4.4
Movement
Coal is transported to railway sidelines from stockyards or mines internally or by hired
transporters.
4.5
Production Monitoring
The production department is responsible for capturing and monitoring of coal production data
and other production related information of different subsidiaries. Various functional groups
within the department include:
x
x
x
x
x
x
x
x
Production monitoring
Explosive handling
Sand Stowing/ Protective work
Coal stock verification
Statistical analysis
Reply to Parliamentary/ Committee questions
Other activities (e.g. generation of different MIS reports)
New technology
The planning department for the subsidiaries divides the annual target to different areas. It is also
divided into gradewise/monthwise target for each mine. A GM coordination meeting is held every
month where actual commitments of production are arrived at. These commitments can vary from
the plan figures. Monitoring of production is done daily at the subsidiary headquarters.
Production is calculated based on average weight in a truck and the number of trips or it can be
calculated based on the final receipt given by the railways. There are cases of variation between
monthly report and daily production reports. The production monitoring being done by the
statistical department at the subsidiary headquarters involves creation of many ad hoc reports.
4.5.1
Explosives/Detonators Performance
Each subsidiary sends their current year’s requirement and the production target to the production
department of CIL (HQ). This department compares such requirements with the previous year’s
data. If the requirement set by the subsidiary is found correct, it is further processed, otherwise it
will be followed up with the subsidiaries for re-estimation etc.
The production department of CIL (HQ) consolidates all the requirement data coming from the
different subsidiaries and send consolidated figure to MM division of CIL (HQ). The MM
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division floats tender to purchase the explosive/detonators. The production department does the
necessary technical scrutiny of the offer made by different parties and subsequently intimates the
MM division about the technical scrutiny details. The production department maintains the
records of technical specifications of the explosives
The Materials department, CIL (HQ) sends the subsidiary wise allocation for different parties
who will supply explosives/detonators and party wise actual delivery performance to production
department
Subsidiaries send their monthly explosive/detonator consumption data to the Production
Department CIL (HQ). Data is compiled and different reports e.g. monthly performance based
report etc are generated. Also, technology wise explosive/detonator consumption, powder
factor/detonator factor information are also made available for CIL’s annual performance report.
Production department also does the Random testing of the explosives/detonators. For this
purpose they offload the job to 3rd parties like CMPDIL or CMRI. They individually visit the
magazines and perform the random testing. The test reports prepared by them are received by the
Production department. This information is used in future scrutinizing of offers made by same
party.
4.5.2
Sand stowing/Protective Work
Each subsidiary sends annually their requirements for sand to be stowed and their protective work
to be done to the production department at CIL (HQ)
The production department at CIL (HQ) consolidates the information and sends it to Coal
Controller Office (an independent organization under ministry of coal). They in turn send this to
CCDA subcommittee for scrutiny. This subcommittee after scrutiny recommends to CCDA
committee for approval. CCDA committee sends the approval to the office of the Coal Controller.
The Coal Controller Office in return intimates the production department, CIL (HQ) as well as
the concerned subsidiaries for their approval against the requirement of sand.
Each subsidiary sends their claims to the production department of CIL and also to Coal
Controller Office quarterly. This department scrutinizes the figures and reconciles it with Coal
Controller Office. Coal Controller Office then sends the claim to MOC and MOC in return issues
a cheque to finance department, CIL distributes the amount to the concerned subsidiaries and
intimates it to the production department, CIL.
4.5.3
Stock Measurement:
Annual stock measurement is a routine activity of the Production department, CIL(HQ).
Subsidiaries send their last year’s closing stock figure to this department. In addition, they send
the list of personnel who can be assigned for the survey job. The Production department takes
necessary actions to form survey teams. The formation of the team is then intimated to each of the
subsidiaries. The coordinating officers at subsidiaries can modify the team. The team travels to
the sites, verifies the physical stock with the book stock figure, and prepares a report. As per rule
if the variance between two stocks is within 5% limit, it can be considered as OK. If the variation
is more than the tolerance limit then the case is forwarded for some disciplinary actions.
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4.5.4
Miscellaneous Activities
Different types of MIS reports are prepared by the Production department at CIL (HQ), to meet
the demands of the higher management. Moreover, the Production department maintains the
necessary information to reply to the various unstructured queries raised during the parliamentary
sessions. Different types of MIS reports prepared are:
x
x
x
x
List of working mines
Statistics of illegal mining
Details of theft and pilferage in mines
Mine mechanization report
Mostly data is coming on a regular basis from the subsidiaries. The Production department of
CIL(HQ) consolidates and prepares the final reports
4.6
MIS Reports and Analysis
There are numerous reports used in CIL and its subsidiaries. Following is a list of reports relevant
in Production and corporate planning. This list is not exhaustive, but indicative.
I Corporate Planning:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Coal Demand Plan
Coal Supply Plan
Coal Movement Plan
Coal Production Plan
Manpower & Productivity Plan
Utilization Plan
Investment Plan
Detailed Drilling Programme
Promotional Exploration Programme
Status of Coal Resource Inventory
Upgradation of Coal Resource Inventory
Environmental Measures & Subsidence Control
Energy Conservation Program
Details of Identified Captive Blocks
Details of Captive Blocks Offered
Company wise Welfare measures
Scheme wise Coal Production Plan
Scheme Wise Expenditure & Investment Plan
II Explosive handling:
1.
2.
3.
4.
5.
6.
Projected requirement of explosives and accessories of all subsidiaries
Technology wise explosive, detonator consumption of all subsidiaries
Random sampling and analysis of explosives
Technical details of explosives (as submitted by parties)
Generation of company wise explosive requirements
Compilation of company wise powder factor, detonator factor
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7. Compilation of company wise random testing report
8. Generation of technical scrutiny report
III Sand Stowing, Protective work, Infrastructure development
1. Requirement of sand to be stowed with production target
2. Quarterly claims for sand stowing, protective works and infrastructure developments
3. Compilation of company wise statistics of sand stowing, protective works and infrastructure
developments
IV Production Monitoring:
1. Daily coal production, OBR and productivity figure from different mines and washeries
2. Compilation and generation of FORM-H report: subsidiary wise/ unit wise, area wise, mine
wise
3. Book stock figure from stock measurement team
4. Generation of check measurement report
5. Capture of Fact finding record and generation of report
6. Departmental/Contractual Coal/OBR production
7. UG/OC Production
8. Equipment wise, Technology wise Coal/OBR production
V Miscellaneous activities
1.
2.
3.
4.
List of theft, pilferage information
List of working mines
Compilation of statistics of illegal mining
Capture and generation of company wise mechanized production report
VI Preparation of different statistical reports
1.
2.
3.
4.
Daily production report
Company wise production report
Company wise monthly book containing all the production, despatch, sales figure etc
Company wise annual book containing all the production, despatch, sales figure etc
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5.0
Equipment Maintenance
5.1 Overview of Equipment and Engineering Department
The Equipment Engineering department (EED) at Coal India Ltd. plans for equipments based on
the production targets. EED along with Corporate Planning department track the new mine
projects and its activities such as:
1. Equipment Mobilization
2. Equipment Availability
3. Spares
Annual Maintenance Contracts are awarded to suppliers for spares procurement of new
equipment.
The Specifications for Equipments are prepared by the subsidiaries and accordingly the Purchase
Indents are raised and EED scrutinizes the Purchase Indents before Purchase Orders are placed.
It also acts as a monitoring organization for equipment productivity and performance. EED also
tracks equipment availability, utilization and its health.
EED tracks the Mechanization status of mines. They also assist the subsidiaries to plan for mine
mechanization based on the labour and economic factors of the particular area or region.
The procurement of equipments can be performed both at a centralized and decentralized level.
Some of the key requirements of EED are as follows:
1.
2.
3.
4.
5.
Equipment planning
Equipment Availability
Equipment Productivity and Utilization
Track consumption of consumables
Mechanization status of mines
5.1.1 Equipment Planning and Budgeting
The Equipment Budget planning is performed in a bottom up manner. It starts from the Area level
during the start of the year and based on the approval of the plan, funds are allocated. One of the
key considerations for Fund Allocation is the production plan for the area or the subsidiary.
The requirement for spares is also done on the basis of experience and historical trends. Since
spare parts procurement cycle time varies from Area to Area, spares are stocked in stores based
on their classification at the Central Store, Regional Stores and Site stores. However spares
reorder levels are maintained centrally.
5.1.2 Equipment Procurement
Procurement of equipment involves a high lead time. The key equipments procured by Coal India
Ltd. and its subsidiaries are:
1. Shovels
2. Dumpers
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3. Dozers
4. Drills
5. DragLine
Newly procured machines are under the MARC (Maintenance and repairing contract )
concept and it has been introduced in CIL recently.
Procurement Requisitions can be raised for multiple reasons by the Mines/Areas/subsidiaries:
1. Increase in Production targets
2. Replacement of surveyed off Equipments
3. Initiation of new projects
One of the sample processes for procurement of Excavation equipment is as follows: The Indents
raised are scrutinized by the Equipment Engineering Department. The Materials Management
department floats the tenders for procurement of the equipments. The invited bids are evaluated
technically and commercially before award of the contract. Orders are given on the basis of L1 i.e.
on the basis of lowest quoted price after the Vendors are qualified technically.
The purchase cost is ex-works and the freight is paid by Coal India Ltd.
The Inspection of the equipment is performed by the Coal India Ltd. personnel at the
Manufacturer’s site and the final acceptance is granted after the equipment is commissioned and
operational at site.
Sometimes equipments need to be dismantled during the transportation process.
Duty concessions are claimed by Coal India Ltd. for equipment purchases for new projects.
5.2 Maintenance Processing
Maintenance activities are completely executed at the site. Currently, most of the Maintenance
Processing is of the nature of Corrective and Breakdown maintenance.
The extent of Preventive Maintenance differs from site to site, nature of working conditions, life
of the equipment and availability of the equipment for maintenance.
Broadly, the Maintenance Processing encompasses the following:
1. Preventive Maintenance : to maintain the ideal condition of an equipment
a. Time Based
2. Corrective Maintenance : to restore the ideal condition of an equipment
a. Condition based
3. Breakdown Maintenance: to restart and restore the ideal condition of an equipment
A typical maintenance process at Coal India Ltd. is as follows:
x
x
x
Inspection performed by foreman
Notification received by foreman of equipment breakdown
Engineering team visits the site to evaluate the nature of the problem
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x
x
x
x
x
Engineering team identifies the problem and checks for spares and resources availability
Budget check is performed for execution of maintenance
In case budgets are exceeded, request is forwarded to Head Quarters for approval
If spares are not available, procurement cycle is initiated
Maintenance Execution is performed at site by CIL personnel or is outsourced to external
parties
Subsidiaries have their own workshops for major repair and overhaul works. History cards are
maintained at workshops for major sub-assemblies.
Every item that is changed / replaced is maintained in Logbook as well. However the major
challenge is to review the log book manually.
A gang or groups of workers are associated with each equipment for its routine setup and running
maintenance.
Float stocks are maintained for spares for prompt replacement and to keep maximum uptime of
equipments. Local procurement upto certain limits are allowed.
There is also a separate budgeting department for maintenance budgeting.
Some of the key challenges in the Maintenance Process are as follows:
1.
2.
3.
4.
5.
6.
7.
Capacity and resource planning
Manual Assessment and no systematic data capturing for Maintenance
Spare part availability and planning
Lack of standard Maintenance strategies for preventive maintenance
Safety and Permit Management for working on equipments
Lack of Standard Task Lists and networks to execute maintenances
Warranty tracking is entirely manual.
Some of the requirements that came up during the discovery process are as follows:
1.
2.
3.
4.
5.
6.
7.
8.
Standard Maintenance Plans to be defined for various equipments
Tracking of warranty status of equipments
Define Critical Path for Maintenance Execution
Perform Maintenance Planning and Costing
Maintain Spares reorder level
Provide Mobile Solutions to expedite maintenance process
Maintain Equipment hierarchy and history
Integrate Maintenance function with Materials Management and Finance/Costing
5.3 Reporting Requirements
Some of the key reports are as follows:
1. Equipments and Machines on roll
2. Equipment planning and availability
3. Maintenance Order status
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4.
5.
6.
7.
8.
9.
10.
11.
12.
Equipment Status report
Bottlenecks in Maintenance
Mean time to Repair
Equipment history
Area wise Drill Bit reporting
Failure report before warranty expiry
Maintenance costing and variance analysis
Performance Monitoring of Spares such as tyres, drill bits, etc.
Machine Performance and Productivity
a. Group wise
b. Model Wise
c. Sub Group wise
There are numerous ad-hoc reports which are made as per the reporting requirements for various
managerial levels.
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6.0
Human Resources & Payroll
Human resource and payroll management is very important of CIL since it deals with more than 4
lakh employees with diverse background, qualification at different roles. Brief description of
different aspects of human resource management at CIL is mentioned below.
6.1
Personnel function:
The Personnel function is headed by Director (Personnel) who is supported by various staff
members in his function handling all the below mentioned functions: 13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
Manpower Planning & Recruitment
Joining of a new employee
Employee Master
Confirmation
Transfers
Promotions
Leave & Attendance
Loans & Advances
Salary Administration
Benefits
Training
Industrial Relations
Welfare
Legal
PF Trust
Quarter Management
Confidential report
Terminal Benefits & Superannuation
Reports / MIS
This shows that the Personnel function is responsible for all the employee related issues. Can also
be referred as, “Hire-to-Retire”.
6.1.1
Manpower Planning & Recruitment
Manpower Planning is an annual exercise which helps CIL to organize their manpower and plan
for the required recruitment for the next year. Based on the defined guidelines, a manpower plan
is prepared which is put up for the approval of the concerned authorities. Once approved, the
Recruitment function takes over and starts recruiting the required manpower.
Various recruitment methods are used to recruit different manpower. Recruitment through media
advertisements, through campus are the examples. In most of the cases even a written
examination is conducted to assess the candidate which is followed by a personal interview.
During campus recruitments, even Group Discussions are also conducted.
Once selected, the candidate is given an offer letter and a mutually agreed upon joining date and
location is decided.
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6.1.2
Joining
On the due date the candidate reports to the location of joining and, with the help of the personnel
officer of the location, completes the joining formalities. The personnel officer creates the
employee master in the existing CoalNet system which is being used at the CIL and some other
subsidiaries as well. The subsidiaries which are not using CoalNet, creates the employee master
in the system used by them at their respective location.
6.1.2.1 Employee Master
The Employee Master within CoalNet was designed to cater to day-to-day requirements at CIL.
Most of the employee details are captured in the employee master to facilitate various processes
like Leave management, Attendance, Salary administration, etc. The system being used today
does not maintain all the employee details at one place and not all the employees are covered
under the CoalNet framework. For executive employees, data is maintained centrally, as well as
at respective subsidiaries. Hence some of the details are available here and one has to either go to
a different database or to the employee’s physical file to retrieve such information.
6.1.3
Confirmation
Each employee joins the organization on probation for a pre-defined tenure; this tenure can vary
from 6 to 24 months. The employee has to be confirmed in the employment after the successful
completion of the probation period. Before the confirmation due date, the Establishment
department initiates the confirmation process which includes a feedback from the department
head of the individual’s department. If the feedback on the employee under consideration is
positive, he is confirmed in the employment at CIL otherwise his probation period is extended for
a pre-defined period and the feedback exercise is repeated.
6.1.4
Transfers
There are various criteria for transfers of employees happening across areas, subsidiaries and HQ ;
1. Based on request
2. Transfer on promotion
3. Sensitive departments transfer
4. Administrative Transfer
6.1.5
Promotions
The Promotion Committee is set up to assess the suitability of the candidates in the fray. The
committee looks into the recruitment rules, seniority and on number of existing and anticipated
vacancies to recommend the employees accordingly. The employee’s ACR (annual confidential
report), EER(Executive Evaluation Report) is also looked into to assess his past performance
record. The other important parameters are Vigilance cases & Disciplinary cases. The employee
in the fray must not be having any such case pending against him at the time of consideration.
Rosters are also considered to promote the necessary SC / ST candidates as per the government
policy.
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The committee, after looking into all such criterions, decides on the list of the employees who can
be promoted. The list is then made public and the process of executing the promotion on all the
selected employees is executed by the personnel department.
6.1.6
Leave & Attendance
All the employees of the organization are eligible for various types of leaves- Casual, Earned,
Sick, Maternity, Half-pay, Study leave etc. Some of these leave types are quota based and some
are not. Quota based leaves is credited to the employee’s account at the beginning of the year e.g.
Casual leave. If CL is not consumed during calendar year, balance is not carried forward.
The employee has to apply for a leave and should proceed on leave once the leave gets approved
by the appropriate authority. The same gets debited from the quota of the employee.
The employees have their respective work schedules based on which they are supposed to attend
the office / plant / mine from time to time. Their respective attendance is recorded on a daily basis.
There are different mechanisms to do so. At some places manual registers are kept where the
employee has to sign his attendance and at some places, access machines are installed to punch
the attendance. These details are shared with the payroll processing department because they play
a vital role in the employee’s payroll processing cycle.
6.1.7
Loans and Advances
All the employees of CIL are entitled to avail some loans and advances from the organization
from time to time e.g. House Building Advance, Computer Loan, Two Wheeler Loan, Festival
Advances as per company policy time to time. Some of these loans / advances are interest bearing
loans and some are interest-free loans. The employee has to apply for a loan / advance to avail the
facility. The application goes through an approval cycle and once approved the money is paid to
the employee. This money is recovered from the employee in a fixed tenure from his salary on a
monthly basis. Some of these loans / advances can be availed more than once in the employment
history and some only once.
6.1.8 Salary Administration
The salary administration department at CIL/ Subsidiary takes care of processing the salary of all
the employees on a monthly basis. They are also responsible for applying the annual increments
to the employees’ salary as per the guidelines. The salary fitment on promotion of the employee
is also the responsibility of Personnel Department and the salary administration department
(Finance Deptt) feed data to IT Department for entering into the system .Other important aspects
of the salary administration department are to look into the correctness of the payroll for the
month and ensure the salary is disbursed to the respective employees.
The salary administration department at CIL is also responsible to process various payments, like
Medical, TA/DA which are not part of the regular monthly salary.
Deductions of the statutory components like CMPF, Income tax are also the responsibility of the
salary administration department. This money is deducted from the employees’ salary and
forwarded to the necessary authorities.
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6.1.9
Benefits
Other than routine salary, the employees at CIL are also entitled for Benefits like LTC, LLTC,
Conveyance allowance, House Rent Allowance, etc. These benefits are paid to the employees
based on their respective eligibilities which may depend upon their grade or their location of
work or both. The employee has to apply to avail such benefit and after the necessary approval
from the competent authority, such benefits are incorporated into the employees’ salary through
sending the information to the salary administration department. The salary administration
department will make necessary changes / additions to the employees’ salary master so that the
next payroll run picks up the new data for disbursement.
Benefits like LTC / LLTC have a different set of rules which must be followed by the employee
to avail the benefit. The employee has to undergo a trip either to any location of his choice or to
his declared base location to avail these benefits as prescribed in the income tax act of the country.
6.1.10 Training
The HRD emphasis in CIL has been set up to deal with the development of existing Human
Resources as well as looking ahead with clear perspective with reference to technological
advances and growth of manpower to fulfill demand of production vis-à-vis technology.
To cope up with the task emerging from strategic plan, Annual HRD plan is worked out every
year to integrate HRD efforts in all the twenty six training centre located in different subsidiaries
in following four segments. CIL has its corporate training centre for executives at Indian Institute
of Coal Management (IICM), located at Ranchi. Every year training calendar is prepared after
consulting all GM (HRD), for major disciplines.
6.1.10.1 Technical Training
It is to provide requirement of training for technology being used in each subsidiary and any other
technology being conceived at the corporate level for which preparedness is necessary to meet
current shortage of skilled manpower and also preparing statutory personnel for meeting statutory
obligation through training. To analyze and project requirement of personnel in critical and non
critical categories as well as to prepare them so that capital and technology input to the project
through capacity and new equipment or enrichment in the production process through particular
systems in technology could provide appropriate return to the investment.
6.1.10.2 Management Training
At the apex training Centre, Indian Institute of Coal Management, Ranchi, the executives
recruited as MTs are imparted induction training. It also conducts specialized training like
Advance Management Program for senior executives and executives of all levels get trained on
need basis from time to time. This institute also imparts training to other organizations like NTPC,
Sringreni Colliries, Neyvali Lignite etc. on chargeable basis.
6.1.10.3 Transformation Training
A planned attempt to help those who join CIL as part of management policy and for the workmen
who are required to acquire skill for movement from conventional to semi-mechanized mines
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with intermediate technology or at the instance of closure of mines and surplus manpower. These
trainees are used as source of supply of manpower in critical and non-critical areas of skills for
the technology specific to the subsidiary company.
6.1.11 Industrial Relations
Unions are the dominant factor at CIL. The management has to deal with multiple unions as and
when a settlement is to be brought into. Managing cordial relations which does not lead to
productivity loss is the main motto of the organization. Reducing the number of strikes and
bandhs are the main focus area. The IR department maintains record of employees attached to
particular union to understand the union dynamics. The department also has to proactively ensure
that no strike or bandh takes place. And if they do take place, the whole event is smooth and no
accident / fight take place.
A bipartite committee called JBCCI (Joint Bipartite committee for the coal industry) has been
formed between the management and the union representatives at CIL to handle the issues raised
by the employees from time to time. Wage agreement is one such example.
6.1.12 Welfare
CIL, as an organization, also takes care of welfare aspects of not only the employees of the
organization but also the family members of the organization. Activities like Hospitalization,
Education and Medical fall into this category. The organization runs its own hospitals to take care
of hospitalization needs of the employees and their family members. The employees can also be
referred to other hospitals if the CIL owned hospital is not fit to treat the employee. The medical
expenses are borne by CIL.
Similarly, scholarship for the higher education is provided to the children of the employees based
on the selection criterion. High performing children are selected for the scholarship program and
their respective tuition fees are paid by the CIL for their higher studies.
Medical facility is also extended to the employees and their dependents..
A detailed employee record is maintained for the reference purpose and for the MIS purpose.
Other details like family details are also necessary to be maintained to realize the exact detail of
the family members.
6.1.13 Legal
The legal department at CIL and subsidiaries manages all the court cases of the organization.
These cases can be related to the employees of the organization or can be related to the legal
authorities like labour commissioner or any third party.
The objective of this department is to maintain all the possible details of the court cases. This not
only helps in responding to the MIS expectations but also helps in managing the court case from
time to time. Various details are required to be maintained and hence a robust system is required
which can facilitate the legal department’s requirements.
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6.1.14 PF Trust
CIL employee’s PF is maintained by CMPF organization largely. It is an organization under
ministry of coal. Few employees are member of CCL PF also. Monthly deductions made through
salary is forwarded to CMPF/CCL PF as the case may be. The trustees of the trust invest the
money in the prescribed government securities and manage these investments from time to time
to ensure maximum returns to the employees on their PF corpus.
The trust is also responsible to declare rate of interest to be earned by the employees on their PF
money on yearly basis. The trust also maintains complete details so that their day to day
management can be as smooth as possible.
6.1.15 Quarter Management
CIL manages their own residential colonies at different locations. These residential houses are
allotted to the employees of the organization. There are different kinds of houses which are
allotted to the employees based on their respective grades in the organization.
A seniority list is created which helps the department to allot a house to an employee on a firstcum-first-serve basis. This list is created house type-wise as well as employee grade-wise.
A token recovery as HRR (House Rent Recovery) is done from the employees’ salary based on
the house type he/she occupies. Other recoveries can be done on the basis of electricity & water
consumed in a particular month. This policy may differ from location to location or from
subsidiary to subsidiary.
6.1.16 Confidential Report
CIL follows the procedure for writing Annual Confidential Reports(ACR) for Non-Executives
and EER for executives of their employees. This is an annual exercise and is done by the manager
for the employee on a prescribed format and is kept in the employee master. An officer can also
get an adverse remark which may either result in an Officer’s exclusion from the Select List or
his being given a lower rank, even though it is expunged subsequently. It would, therefore, be in
the interest of the employee concerned that adverse remarks are communicated and
representations against the adverse remarks dealt with, expeditiously.
A procedure has been laid to deal with such scenarios: I. the adverse remark is communicated to the Officer immediately;
II. He is allowed six week’s time (from the date of communication of the remarks).
III. unless there is satisfactory explanation for the delay, a representation submitted after the
time limit specified above is not taken into consideration; and
IV. Decision on the representation is to be taken expeditiously and, in any case, not later than
six weeks from the date of submission of the representation.
6.1.17
Terminal Benefits & Superannuation
At the age of 60 years, an employee superannuates from CIL. Benefits like Payment of CPF
contribution, Pension, Gratuity, Leave encashment, Superannuation fund and post superannuation
medical benefit are part of the Terminal Benefits.
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After obtaining a no-dues certificate from all the concerned departments, an employee becomes
entitled receive all his terminal benefits.
CMPF contribution, which is 12% of Basic plus DA, done by the employee as well as the
employer will get paid to the employee along with the declared interest from time to time.
Gratuity, which is 4.18% of Basic plus DA, will get paid to the tune of
lakhs only).
1,000,000/- (Rupees ten
Pension, which is 3% of Basic plus DA, will also get paid to the employee.
Superannuation benefit, which is 6.84% of Basic plus DA, will also get paid to the employee.
A post retirement medical scheme will also take care of the employees’ medical requirements
even after he superannuates from CIL.
6.1.18 Reports / MIS
The Personnel department of CIL generates good number of reports to satisfy their day to day
reporting requirement. Reports pertaining to both internal and external requirements are generated
and expected.
Reports like monthly manpower MIS, SC/ST details, Pay Bill etc are some internal requirements.
Many other reports are generated at subsidiaries and at CIL level.
Today, a good amount of time is being spent to generate these reports as there is no integrated
system to derive data for the reports and the available data is also not on a real time basis.
Because of this neither do CIL gets a report on time nor do they get the correct real-time data.
A pressing need is to have an integrated database where data resides on a real-time basis to fetch
data for various reporting requirements. Custom dashboards for various stakeholders will also
help them in a better faster decision making.
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7.0
Project Management
7.1
Project Identification and Feasibility
The Planning Commission through its working group on Coal and Lignite formulates a demand
plan for coal. Based on this demand plan, various projects are conceived to fulfill the demand of
Coal. A preliminary study is performed and the feasibility report is discussed at the subsidiary.
CMPDI prepares detailed Draft Project report and submits it to the subsidiary. On approval of the
draft project report at the subsidiary, a Final Project Report is submitted by CMPDI for the
Board’s approval and sanction.
There is a mechanism for ongoing project review. There is a formal process for revised cost
Estimates if there is a change in scope of the project. A revised project report is accordingly
submitted for a fresh sanction of funds.
The project is tracked phase wise or stage wise and is considered for completion on achieving
certain major milestones such as:
1. Land Acquisition
2. Environmental and Other Statutory Clearances
3. Equipment Procurement
4. Infrastructure development
7.2
Project Approval and Sanction
Once a project is approved by the Subsidiary board on the basis of the Final Project Report
submitted by CMPDI, the Project Monitoring Division of CIL forwards the Project to
Empowered Sub Committee (ESC) of CIL Board for its approval/Sanction. ESC deliberates and
brainstorms on the project details and approves the same with their observations. CIL Board
approves and sanctions the Project upto ` 100 crores. In case the Project needs investment of
more than ` 1000 crores, the Project needs an additional approval and sanction from the Ministry
of Coal.
7.3
Project Execution
On sanction of the project, the project is released for Execution. Activities such as Land
Acquisition, Environmental Clearances, Infrastructure creation at Site, Equipment Procurement
etc are triggered in a phased manner.
Some of the clearances and approvals required from various agencies and ministries are as
follows:
1. Ministry of Environment
2. State Pollution Control Board
3. Ministry of Civil Aviation
4. State and Central Ground Water Clearance
5. Ministry of Forest
6. Mining Lease from State Government
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The Land acquisition process is done under Land Acquisition Act, 1894, Forest Conservation Act,
Coal Bearing Act. The Land acquisition process is initiated at the Subsidiary level and followed
up by the subsidiary head quarters.
Some of the key challenges in Project Execution are as follows:
1.
2.
3.
4.
5.
6.
7.
8.
7.4
Land Acquisition and its management
Clearances from various agencies and ministries
Timelines
Date Planning
Operation certification from the State Government
Socio-Economic Impact
Rehabilitation and Resettlement policy
Public hearing for Pollution (presided by collector)
Project Reporting and Monitoring
As per the practice at CIL, a mandatory project review is carried out at the subsidiary level when
the overall expenditure of the project exceeds 50% of the sanctioned cost. The Revised Cost
Estimate report is submitted based on regular monitoring and appraisal of the project.
Projects are frequently reviewed by CIL Board, and Project Execution strategy is charted out to
control deviations in Project Execution.
A project appraisal division at CMPDI also tracks the Project.
The finance department at CMPDI performs planned project cost. All actual project costs are
booked at the Subsidiary.
There are coordination committee meetings for tracking project status between CMPDI and
Subsidiaries.
Some of the key reports required in Project Management are as follows:
1.
2.
3.
4.
5.
6.
7.
Flash reports
Quarterly Project Monitoring Report
Status of Critical Milestones
Slippage details of the projects
Production targets and actual achievement
Cost details of the project
Overall delay in Project from the plan
Apart from the aforesaid reports there are numerous ad-hoc reports which are used for reporting
at various levels and status of project implementation is sent to MOC time to time.
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8.0
Environment, Health & Safety
Coal India Limited has always given the highest priority towards “safety”. In CIL, safety is
considered as a part of its core production process and is embodied in the mission statement. CIL
has also framed a distinct and definite safety policy and formed multidisciplinary internal safety
organization (ISO) in every subsidiary company and also at CIL HQ.
Coal India Limited has always given the highest priority towards “safety”. In CIL, safety is
considered as a part of its core production process and is embodied in the mission statement. CIL
has also framed a distinct and definite safety policy and formed multidisciplinary internal safety
organization (ISO) in every subsidiary company and also at CIL HQ.
x
x
x
x
x
8.1
Commitment by the management, workers and regulators
Well thought out and conscientious safety awareness drives
Advanced and continuous training of the workforce
Technological advances in the field of mining methods and better equipment design
Strong oversight and required assistance from ministry of coal
Safety Policy of CIL :
CIL has formulated a safety policy for ensuring safety in mines and implementation of which is
closely monitored at several levels:
(1) Operations and systems will be planned and designed to eliminate or materially reduce
mining hazards.
(2) Implement statutory rules and regulations
(3) To bring about improvement in working conditions by suitable changes in technology
(4) Provide material and monetary resources needed for the smooth and efficient execution
of safety plans
(5) Deploy safety personnel wholly for accident prevention work
(6) Organize appropriate forums with employee’s representatives for joint consultations on
safety matters and secure their motivation and commitment in safety management
(7) Prepare annual safety plan and long term safety plan
(8) Set up a framework for execution of the safety policy and plans
(9) Multilevel monitoring of the implementation of the safety plans through internal safety
organization
8.2
Safety Monitoring agencies at different levels:
There are many group/agencies who monitor and take action related to safety matters;
x
x
x
x
x
x
Workmen’s inspectors
Safety committee at mine level
Area level tripartite committee
Tripartite safety committee
Coal India safety board
Standing committee on safety in coal mines
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x
x
8.3
Conferences on safety in mines
Parliamentary committee
Measures adopted to improve safety
Major actions taken for enhancement of safety by CIL as below,
A ) Disaster Prevention
x
x
x
Safety Audits
Risk Assessment
o Thrust on measures for prevention of inundation
i. Check Surveys
ii. Revamping survey organization
iii. Trial of Geo physical methods for detection of waterlogged bodies
Gas Detection
i. Computerized environmental Tele monitoring systems
ii. Modern Hand held/Portable digital Multi Gas
B ) Emergency Response Systems
x
x
x
x
Review of mine emergency action plans
Mock rehearsals
Escape route demarcation
State of art rescue apparatus
C ) For Reduction of Roof/Side falls
x
x
x
Preparation of systematic support rules/support plans based on rock mass rating
Roof bolting and Roof stitching
Resin bolting
D ) Measures for reduction in fatalities
To reduce casualties at opencast mines and at the surface, the comprehensive action is prepared
with continuous risk assessment and training to contractor workers is planned.
8.4
Occupational Health Services
CIL maintains a well staffed and equipped organization for occupational health surveillance every
worker undergoes an initial medical examination and periodical medical examination
( PME ) once every five years of the standard laid down in mines rules by medical officers.
Safety Apparatus used in mines
x
For methane gas detection
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x
x
x
o Flame safety lamp
o Methanometer
o Explosimeter
o Local Methane Detector
For Carbon monoxide
o CO detector
o CO tubes
For Air Measuremement
o Anemometer
For Humidity
o Whirling Hygrometer
Personal Protective Equipments
x
x
x
x
x
x
x
Helmets
Mining Shoes/Gum boot
Dust Masks
Hand Gloves
Safety Hook
Safety belts
Self rescuer
Type of Roof support used in UG mines
x
x
x
x
8.5
Timber props and cogs
Roof bolt and roof stitching
Steel props and chocks
Hydraulic powered support for longwall face
Environment and Pollution Control
CIL is committed to the Environmental Conservation and Pollution Control. Environmental
Management System (EMS) has been implemented in almost all operating opencast mines.
The company has framed its own Environmental Policy and developed Effective Management
Programme to minimize the impact on environment due to mining operations. Programme has
also been adopted to train all employees with respect to Environmental Awareness and Mitigation
Measures.
Environment Policy
In line with corporate Environmental Policy of sustainable development, CIL is committed to
strive for environmental protection in all its mining projects through:
x
x
x
Minimizing impacts of mining operation on land, water and air
Compliance with applicable environmental laws and regulations
Optimum resource utilization viz. energy and water
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Continual improvement in environmental quality and prevention of pollution
x
Training of employees and creating general awareness regarding environment and prevention
of pollution
Clean development Mechanism
Realizing the need of CDM, development of coal based non conventional environment friendly
energy resource is high on the agenda of CIL. It is pursuing the development of CBM, CMM,
VAM,UCG and other clean technologies.
CIL and GAIL are jointly setting up of SCG projects for production of synthetic gases to be used.
CIL and OIL are scouting for possible sources of coal in order to meet the requirement of a
commercial liquefaction unit.
The development of clean technologies helps in generating additional revenues with accrual of
carbon credits
8.6
Major safety legislation
The Mines and Minerals (Development and Regulation Act, 1957, ('MMDR') and the Mines Act,
1952, together with the rules and regulations framed under them, constitute the basic laws
governing the mining sector in India. The health and safety of the workers is governed by the
Mines Rules, 1955 created under the jurisdiction of the Mines Act, 1952. Some of the other acts
and rules that have to be adhered to are as follows:
x
x
x
x
x
x
8.7
Coal Mines Regulation - 1952
Rescue rules - 1985
Vocational Training rules - 1965
Explosives act and rules
Electricity act and rules - 1956
DGMS circulars
MIS requirements
To have monitoring and compliance related to DGMS around 20 reports are required, few of
them are listed below;
1.
2.
3.
4.
5.
6.
7.
8.
Tripartite safety committee ( TSC ) meetings
Safety and rescue budget and expenditure
Underground Mines Mechanization
Status of last safety audit
Status of Risk assessment
Status of stowing lags
Status of methanometer etc, other apparatus and their calibration
Status of area level gas analysis lab and gas chromatograph
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9. Status of roof bolting and other steel support and consumption of roof bolts and
cement capsules
10. Status of mechanized roof drilling machines
11. Status of vocational training
12. Status of Man riding systems ( MRS )
13. Status of Mining shoe
14. Status of stone dust barriers
15. Status of plank, board and stone dust in last 2 yrs
16. Severity index
17. List of different kind of grades in fiery, inundation prone and accident prone mines
18. Nos of mines with shaft and boiler etc
19. Nos of mines where joint survey plans maintained
20. Status of check survey
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9.0
MIS & Reporting
CIL is currently on manual MIS system and broadly dependent on manual data entry, excel sheets,
etc. Many reports are delivered using physical ‘Mail Post” from various subsidiaries. Every
department has different types and level of challenges faced by them, depending upon the source
and type of information they receive. Following is current MIS framework for few departments at
CIL HQ and challenges faced by them.
9.1
Engineering and Equipments Division (EED) sources information from excavation,
E&M, and washery. The information scope is operational information of around 5000 machines
and 19 washeries. Various KPIs tracked by EED department are:
x Machine wise working hours and breakdown
x Progressive hours till date
x Hours clocked from date of commissioning
x Capacity utilization of mine
x Quick report for breakdown (For high capacity equipment)
x History card reports for every machine
x Power Interruption reports
x Washery construction status
x Performance of washeries on MTD and YTD comparisons
x HEMM availability
x
Various challenges faced by EED department are because of manual data sourcing mechanism.
Reports often come by DAAK, phone, mail etc from various subsidiary companies and are
compiled at corporate level. This leads to lag of approximately 1 month and is error prone.
9.2
Production Department faces similar challenges because of manual nature of MIS. All
of the production data including operational parameter data like downtime, availability, etc is
recorded manually and sent to subsidiary. Few of the tracked KPIs by Production department are
as follows
x Production reports and trends company wise and on time (Actual vs Targets)
x Dispatches – Company wise and month wise
x Lost of Production analysis
x Product wise / Area wise / Field wise / Washery wise / production analysis
The major challenge faced by Production department is to collect as-on-yesterday production
status for all subsidiaries. Currently it is happening over phone which is error prone and there is
no SLA defined for the same. Monthly data comes by courier, or mail or phone.
9.3
Materials Management department is centralized procurement for some items like
explosives, OTR tires, high capacity earth moving machines and in policy formulation. All
procurements happen through a competitive bidding process.
Inventory control is subsidiary of HQ and monthly report comes to CIL HQ.
Various challenges faced by MM department include generation of exception reports for top
management, statutory reports on value of purchase for vigilance and vendor rating on annual
basis.
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9.4
QC Department is responsible to provide daily position of company wise aggregate
information like off take, dispatch, delay, wagon loading, sales outstanding etc. Currently all
reporting is manual and is not flexible enough for the top management to perform analysis.
9.5
Sales & Marketing Department is managing to create multiple manual reports for
analysis. However, most of the time is spent on data compilation and consolidation. Few of the
KPIs being tracked by them are as follows
x
x
x
Billing, outstanding, realization and disputed dues with aging
Track of offer, allotment, supply, loading and left behind of wagons across various
dimensions like field, company, time.
Analysis on coal and coal products for various KPIs
There is a need for strong MIS framework which can provide holistic view of CIL to top
management, and ensures accurate and timely delivery of data from various sources to MIS
system.
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Appendix B: Bid Support Documents
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Appendix B1: Letter of Undertaking by Bidder
PROFORMA OF LETTER OF UNDERTAKING TO BE SUBMITTED BY THE BIDDER
ALONG WITH HIS BID
(To be executed on non-judicial stamp paper of ` 50)
Ref:
Date:
To
Coal India Limited
Coal Bhavan
10, Netaji Subhas Road
Kolkata
West Bengal – 700 001
(Hereinafter referred to as the Owner)
I/We have read and examined the Bid documents relating to “Supply & Implementation of SAP
ERP and IT Infrastructure along with post implementation support at Coal India Limited
and all its subsidiaries.”
I/We hereby tender for execution of the works referred to in the aforesaid documents upon the
terms and conditions as stipulated in the RFP and proposal submitted.
In consideration of I/We being invited to Bid, I/We agree to keep the Bid open for acceptance for
180 days from the due date of opening of bid
A sum of `……………………… is hereby forwarded in shape of crossed Demand Draft drawn
in favour of Coal India Ltd. and payable at par at Kolkata as Earnest Money in the manner
prescribed in NIT enclosed. If I/We fail to keep the Bid open as aforesaid. I/We agree that the
Owner shall, without prejudice to any other remedy, be at liberty to forfeit the said earnest money
absolutely.
If, after the Bid is accepted, I/We fail to commence the execution of the works as provided in the
conditions, I/We agree that the Owner shall without prejudice to any other right or remedy be at
liberty to forfeit the said earnest money absolutely.
Signature of Bidder …………………
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Duly authorized to sign the Bid on behalf of the (in
block capitals)………………….. ……………..
Dated………………………………………
Postal Address…………………………….
Telegraphic Address……………………
Telephone No……………………………..
Fax No…………………………………….
E-mail address ……………………………
Witness……………..
Date………………..
Address……………
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Appendix B2: This is left Intentionally Blank
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Appendix B3: Exclusions / Deviation Statement
DEVIATION STATEMENT
We confirm that the following are the only deviations to the requirements described in your Bid
Document Number …………..dated ……….and as responded in our proposal / bid
Number ………. dated ………. Except for these deviations / exclusions / variations, we confirm
to all the other requirements of the said Bid Document.
Sl.
No.
Deviation Reference
RFP
Volume
Section/Table
Deviation
Description
Deviation
Impact:
Positive (P),
Negative (N)
Description of
Impact
Page/Serial.
No.
We declare that any other deviations noted in other places in the bid documents / correspondences
shall be ignored and construed as our acceptance of the respective tender terms, unless mutually
agreed under seal and signature from both sides. I/We confirm that no deviation has been made in
Critical components identified in the RFP document (Volume-III). Also NO DEVIATION will be
allowed in the ‘Terms and Conditions’ of the RFP / NIT.
Thanking you,
Yours faithfully
Name and Designation of Signatory:
Name of Firm:
Address
Notes:
a) This form has to be signed by authorised signatories of the Bidder.
b) Please use separate sheets in case the deviation that cannot be adequately described in the
table above clearly mentioning the reasons).
c) The Bidders must comply with all requirements of this Bid Document. However, where the
Bidder is unable to comply with specific requirements listed out in this document, he must
specifically indicate these in the format given above. Anything contained in this Bid
Document, which has not been specifically excluded, or for which deviations have not been
indicated, will be regarded as being agreed to by the Bidder.
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Appendix B4: Proforma for Bank Guarantee for Bid Security (EMD)
PROFORMA BANK GUARANTEE IN LIEU OF EARNEST MONEY
1.
In consideration of M/s. Coal India Limited having its office of 10, Netaji Subhas Road,
Kolkata-700 001 (hereinafter called the Company which expression shall unless repugnant to the
subject or context includes its successors and assigns) having agreed to accept from
M/s………….having its office at……… (hereinafter called “the said tenderer” which expression
shall unless repugnant to the subject or context includes its successors and assigns) the Bank
Guarantee No. _______ Dated______ from ________ Bank (Nationalized / Scheduled ) in lieu
of deposit of Earnest Money in cash/Bank Draft for fulfillment of the terms and conditions
contained in the tender no……..dated……..for providing services pertaining to Supply,
Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at
Coal India Limited and all its Subsidiaries.
We………Bank (hereinafter referred to as “the Bank” having its office at ………..do hereby
undertake to pay to the Company an amount not exceeding Rs………on demand by the Company
by reason of any breach committed by the said tenderer of any of the terms & conditions
contained in the said tender. The decision of the Company as to whether any breach having been
committed by the said tenderer shall be final and binding on us.
2.
We ……… Bank do hereby undertake to pay an amount due and payable under this
Guarantee without any demur merely on a demand from the Company stating that the amount
claimed is due from the said tenderer by reason of breach by the said tenderer of any of the terms
& conditions contained in the said tender or for the reason of the said tenderer failing to keep the
tender valid. Any such demand made on the Bank shall be conclusive. As regards the amount due
and payable by the Bank under this Guarantee shall be restricted to an amount not exceeding
Rs_______
3.
We the said Bank further agree that the Guarantee herein contained shall come into force
from the date hereof and shall remain in full force and effect till a demand or claim under this
Guarantee is made on us in writing on or before____ (28 days beyond the validity of the Bid ).
We shall be discharged from all liabilities under this Guarantee thereafter.
4.
We the said Bank lastly undertake not to revoke this Guarantee during the currency
except with the previous consent of the Company in writing and agree that any change in the
constitution of the said Tenderer or the Bank shall not discharge our liability hereunder.
5.
This Guarantee is issued by Sri…………who is authorized by the Bank.
Dated…day of _____ (Month)_____(Year)
For…………Bank
Signature of the authorized person
For and on behalf of the Bank
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Appendix B5: Consortium MOU
Date:
To
---------------------------------------------------------------------------------------------------------------Dear Sir,
Sub: Notice of Intent to Respond to Bid Document
(Bid Document Number ……………………; dated ………………..)
We are a consortium with the following members:
a) Company Name & Address
b) Company Name & Address
c) Company Name & Address
Having examined the Bid Document we, hereby confirm our intention to collectively respond to
the described Bid Document floated by your company as members of the above consortium. by
submitting a consolidated Bid number ………….. dated ……….. offering to supply, install, test,
pre-commission, commission, demonstrate and establish performance guarantee parameters of the
solution in full conformity with the said bidding documents.
<Company Name> will be the Prime Bidder of our consortium. They are authorized to sign all
contract documents, receive instructions and incur liabilities on behalf of the consortium. A
notarized copy of the duly executed Consortium Agreement to this effect is enclosed.
We hereby confirm that <Company Name>, the Prime Bidder, will responsible for execution of
the contract in such a manner that the Solution delivered meets the performance requirements as
described in the Bid.
We hereby confirm that information provided in this Bid is true and correct to the best of our
knowledge and belief and nothing has been concealed, misrepresented, manipulated or
exaggerated there from.
Details of primary and secondary contact persons for each consortium member are as follows:
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< Company Name & Address>
< Brief Description of Company’s Key Role in the Project>
Primary
Name
Designation
Company Name
Address
Phone
Fax
Email id
Secondary
We undertake, if our bid is accepted, to commence execution of work of the Solution and to
achieve completion within the respective times stated in the bidding documents / quoted by us in
our bid.
We understand that you are not bound to accept the lowest or any bid you may receive and in-turn
we will not have any rights to raise any claim, whatsoever it may be, due to or arising out of
rejection of our bids.
Thanking you,
Yours faithfully,
<Seal and Signature of Authorized Signatory>
<Name of Authorized Signatory>
<Title of Authorized Signatory>
Note: This form has to be signed by authorised signatories of all the members of the consortium
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Appendix B6: Profile of Bidder
Note: This appendix contains the formats in which the bidder has to submit the information in
response to the information sought on bidder’s credentials for the evaluation. This has been
referred from Section “4.1.3 Evaluation Tables”
A
Organizational Details
A. Background Information
Name of the Implementation Partner
Registered Office Address
Operating in India since
SEI CMM Level 5 certified (Y/N)
List the Quality Certification like
x
Information Security Management System
Standard BS 7799 Or ISO 27001
x
ISO 9001:2000 standard/certified process
framework
Please confirm whether these quality related credentials is
for the prime bidder (in case of Sole Bidder) or that of
the Infrastructure Services partner (in case of consortium
bidding).
SAP Partnership Status
B. Financials (Global)
Financial Year (1st April – 31st March)
Turnover
(`Crores)
Profit
(`Crores)
2009-2010
2008-2009
2007-2008
C. Employee Strength
Total No of Employees
Total No of Employees in India
Total No of consultants in SAP Practice
Total No of consultants in SAP Practice in India
Total No of Employees in Infrastructure Practice
Total No of Employees in Infrastructure Practice (i.e.
professionals in networking, systems integration, and
prior experience in providing the Data Center
Infrastructure maintenance services)
Please confirm whether this employee base is for the
prime bidder (in case of Sole Bidder) or that of the
Infrastructure Services partner (in case of consortium
bidding).
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
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B
Global SAP Delivery Experience
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
C
India SAP Delivery Experience
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
D
SAP Delivery Experience: Functional
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented: any 5 out of the following
modules in India: FICO, HCM, MM, PP, PM, QM, SD,
Payroll, E-Tendering, BI, IS – Mining
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
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E
Global SAP Delivery Experience in Mining & Metals Industry
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
F
Indian SAP Delivery Experience in Mining & Metals Industry
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
G
SAP Delivery Experience in Government / PSU in India
Customer 1
Name of Customer
Industry Vertical
Country
Customer Address
Contact person with contact details
SAP Modules Implemented
Month, Year of Go-Live / Completion
Number of SAP Users
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
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H
Infrastructure Services Experience in Data Center
Customer 1
Name of Customer
Country
Industry Vertical
Registered Office Address
Contact person with contact details
Scope of supply of Infrastructure Components
Hardware OEM Suppliers for the project
Name of Component
OEM Supplier
Network OEM Suppliers for the project
Name of Component
OEM Supplier
Other Infrastructure Component OEM suppliers for the
project
Name of Component
OEM Supplier
Month, Year of Go-Live
Value of the contract
Please confirm whether this credential is for the prime
bidder (in case of Sole Bidder) or that of the
Infrastructure Services partner (in case of consortium
bidding).
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
I
Infrastructure Services Experience in WAN (Global and India)
Customer 1
Name of Customer
Country
Industry Vertical
Registered Office Address
Contact person with contact details
Scope of supply of Infrastructure Components
Hardware OEM Suppliers for the project
Name of Component
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Network OEM Suppliers for the project
Name of Component
OEM Supplier
Other Infrastructure Component OEM suppliers for the
project
Name of Component
OEM Supplier
Month, Year of Go-Live
Number of WAN nodes
Please confirm whether this credential is for the prime
bidder (in case of Sole Bidder) or that of the
Infrastructure Services partner (in case of consortium
bidding).
Note: Please use additional sheets wherever required. Please ensure proper reference
between the table row and the additional sheet used.
J
Team Composition
(The personnel proposed to be deployed shall be professionally qualified from reputed
university/institution like IIT/IIM/NIT etc. and shall have adequate experience in SAP
implementation / System Integration).
Sl
No
Name
Designation
Name of
Organization
/ Serving
Since
Qualification
Professional
experience
in years *
Relevant
experience
details #
Current
Position
in the
firm
1
2
3
4
5
6
…
*
Enclose detail resumes of the personnel as per the CV format described below
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Task
proposed
to be
assigned
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
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K
CV Format
This format is to be used for CVs of SAP related resources
Project Manager - 1
Name of Employee
Task proposed to be assigned
Tick against the appropriate task
x Project Manager
x Change Management Lead
x Functional Integration Lead
x Functional Lead
Name of the Organization serving with
Designation of Employee
Serving in your organization since
Professional Qualifications
Certifications
Date of Birth
Whether serving in Indian Subsidiary of your
organization. If No, please confirm that the said person
will relocate to India for the duration of the project.
Contact details
Core area of expertise
Number of end-to-end SAP implementation projects delivered of comparable size and complexity.
Sl. No.
Details
1
Name of Customer:
Industry Vertical:
Project Overview:
Number of SAP Users:
Number of Locations implemented:
Duration of the project:
2
Name of Customer:
Industry Vertical:
Project Overview:
Number of SAP Users:
Number of Locations implemented:
Duration of the project:
..
..
Summarized Professional Experience over last 5 years in reverse chronological order.
From
To
Company/Project/Position/Relevant
Technical and Management Experience
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This format is to be used for CVs of Infrastructure Management related resources
Project Manager - 1
Name of Employee
Task proposed to be assigned
Infrastructure Management Lead
Name of the Organization serving with
Designation of Employee
Serving in your organization since
Professional Qualifications
Certifications
Date of Birth
Whether serving in Indian Subsidiary of your
organization. If No, please confirm that the said person
will relocate to India for the duration of the project.
Contact details
Core area of expertise
Number of IT Infrastructure related projects of comparable size and complexity.
Sl. No.
Details
1
Name of Customer:
Industry Vertical:
Project Overview:
Duration of the project:
2
Name of Customer:
Industry Vertical:
Project Overview:
Duration of the project:
..
..
Summarized Professional Experience over last 5 years in reverse chronological order.
From
To
Company/Project/Position/Relevant
Technical and Management Experience
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Appendix B7: Profile of Consortium Partner
A. Background Information
Name of the Consortium Partner
Registered Office Address
Operating in India since
Office in Kolkata (Yes, No). If Yes, Pl provide
details on the operations carried out.
B. Financials (Global)
Financial Year (1st April – 31st March)
Turnover
(`Crores)
Profit
(`Crores)
2009-2010
2008-2009
2007-2008
Total No of Employees in Infrastructure Practice
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Appendix C: General Conditions of Contract (GCC)
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1 Definitions & Interpretations
1.1 Definitions
The following words and expressions shall have the meanings hereby assigned to them except where the
context otherwise requires.
“Agreement” shall have the same meaning as ascribed to it in the cover page of the Agreement (Annexure
8)
“Approval of the Owner” shall mean the written approval to a document, a drawing or other particulars of
matters in relation to the Agreement by the Owner or his authorized representative.
“Contract Price” means the price payable to the Vendor under the Agreement as per Annexure - 4 for the
full and proper performance of its contractual obligations.
“Core SAP Product” means the standard features provided by the modules of the SAP ERP application.
“Delivery” shall have the same meaning as ascribed to it in the Annexure-2 & Annexure-3 of Appendix-C.
“Day” means calendar day of the Gregorian calendar consisting of 24 hours from midnight to midnight
irrespective of the number of hours worked in that day.
“Effective date” shall mean the date of signing the Agreement.
“FMS” shall have the same meaning as ascribed to it in the cover page of the Agreement.
“Final Acceptance” shall have the same meaning as ascribed to it in the clause-9.6.
“Go-live” shall have the same meaning as ascribed to it in the clause-9.5.1(a).
“Go-live Acceptance” shall have the same meaning as ascribed to it in the clause-9.5.1.
“Hardware Manufacturer” means the original manufacturer of hardware based in India or its Indian office
in case the manufacturer is located outside INDIA.
“IT Solution” shall have the same meaning as ascribed to it in the cover page of the Agreement.
“Intellectual Property Rights” means any and all copyright, moral rights, trademark, patent, and other
intellectual and proprietary rights, title and interests worldwide, whether vested, contingent or future
including without limitation all economic rights and all exclusive rights to reproduce, fix, adapt, modify,
translate, create derivative works from, extract or re-utilize data from, manufacture, introduce into
circulation, publish, distribute, sell, license, sublicense, transfer, rent, lease, transmit or provide access
electronically, broadcast, display, enter into computer memory, or otherwise use any portion or copy, in
whole or in part, in any form, directly or indirectly, or to authorize or assign others to do so.
“Infrastructure” shall have the same meaning as ascribed to it in the clause-9.2
“Materials” means all the deliverables to be provided to Owner under the Agreement.
“Month” means calendar month of the Gregorian calendar.
“Owner” shall have the same meaning as ascribed to it in the cover page of the Agreement.
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‘Offices’ shall mean corporate office, regional offices, branch offices and locations wherever business
activities are conducted by the Owner.
“Project” shall have the same meaning as ascribed to it in the cover page of the Agreement.
“Project Manager” shall have the same meaning as ascribed to it in clause-4.1.1.
“Project Plan” shall have the same meaning as ascribed to it in clause-5.1.1
“Project Site” shall mean CIL HQ / SHQ / AHQ as applicable.
“Scope” shall have the same meaning as ascribed in clause 2 of the Agreement.
“Services” means all technical, logistics, management, and any other services to be provided by the Vendor
under the Agreement to develop, install, implement, customize, integrate, and make operational the IT
Solution. Such services may include, but are not restricted to installation, commissioning, Go-live, testing,
stabilization and Training.
“Stabilization Acceptance” shall have the same meaning as ascribed to it in clause-9.5.2.
“System” means any hardware component, software component, application component, developed
application or module of the SAP proposed to meet the technical requirements that may be supplied,
installed, tested, and commissioned individually.
“Sub-contractor” shall have the same meaning as ascribed to it in clause-8.2.
“Tests” shall have the same meaning as ascribed to it in clause-9.
“Test Plan” shall have the same meaning as ascribed to it in clause-9.1
“Term of Agreement” shall have the same meaning as ascribed to it in clause-18.1
“Vendor” shall have the same meaning as ascribed to it in the cover page of the Agreement.
“Week” means five (5) consecutive working Days, beginning the said day of the week
“Year” means a period of twelve (12) consecutive Months
1.2 Interpretation
1.2.1
Language: The Agreement shall be construed and interpreted in accordance with the English
language.
1.2.2
Headings: The headings are included for ease of reference and shall neither constitute a part of the
Agreement nor affect its interpretation.
1.2.3
Party or Parties: The Owner and the Vendor shall be individually referred to as “Party” and
collectively as “Parties”.
1.2.4
Persons: Words importing persons shall include firms, companies, corporations, associations or
body of individuals whether incorporated or not. Words importing masculine gender or singular
number shall also include the feminine gender and plural number and vice-versa where the
Agreement so requires or permits.
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1.2.5
Entire Agreement: The Agreement constitutes the entire Agreement between Owner and Vendor
with respect to the IT Solution and supersedes all communications, negotiations, and Agreements
(whether written or oral) between the Parties with respect to the IT Solution made prior to the date
of Agreement.
2 Scope of Agreement
The Scope of Agreement covers work to be executed as indicated in the detail scope of work at Annexure 2 along with the supporting information provided under Annexure – 3 to Annexure – 8
a)
b)
Unless otherwise expressly limited, the Vendor’s obligations involve supply of SAP licenses,
Engines and other products as detailed, necessary software, requisite hardware, network hardware
and services, product, implementation, integration, testing, acceptance, achieving go-live, training,
change management, stabilization of the Project, provision of all the Project components and
materials as well as performance of all Services, as tendered in this document & in accordance
with the plans, procedures, specifications, and any other documents specified in the Agreement
and the Project Plan, at no additional cost.
The Vendor shall, unless specifically excluded in the Agreement, perform all such work and / or
supply all such items, service materials not specifically mentioned in the Agreement but that can
be reasonably inferred from the Agreement as being required for attaining Go-live Acceptance and
stabilization acceptance of the Project as if such work and / or items and Materials were expressly
mentioned in the Agreement, at no additional cost.
3 Obligation of Vendor
3.1
Obligation of Vendor towards the Project
3.1.1
The Vendor has the overall responsibility of implementing, conducting Tests, successful running
and stabilization of the Project.
The Vendor shall be responsible for timely provision of all resources, information, and decision
making under its control that are necessary to reach a mutually accepted Project Plan as per
Annexure-1 and the detailed Scope of work at Annexure – 2.
The Vendor shall appoint its representative within Thirty (30) days of signing of the Agreement
after mutual discussions and written approval of Owner. The request must be accompanied by a
detailed CV for the nominee, as well as a description of any responsibility other than Project
responsibilities the nominee would retain while performing the duties as the Vendor’s
representative. The Vendor’s representative shall have the authority to represent the Vendor on all
day-to-day matters relating to the Project.
The Vendor shall provide the key personnel namely the project leader, module leaders, quality
assurance personnel any specialist / analysts required as appropriate, and having sufficient
experience in terms of relevance and number of years required to implement the Project. Should
the profile of any personnel not be acceptable to Owner, Owner will require the Vendor to suitably
replace such personnel. The key personnel are to be assigned to the project on full time basis and
to the satisfaction of Owner. If for any reason beyond the control of the Vendor, there arises a
need to replace any personnel, the Vendor shall provide a replacement person of equivalent or
better qualification and experience, subject to the written approval of Owner. Further, at any time
in the opinion of the Project Manager, any additional, qualified, experienced engineer is
considered necessary; they shall be deployed by the Vendor without any additional charge. The
Vendor shall ensure to the satisfaction of the Project Manager competent and efficient supervision
in the Implementation of the Project.
3.1.2
3.1.3
3.1.4
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3.2
Obligation of Vendor towards the FMS
3.2.1
The vendor has overall responsibility of providing post implementation support services for the
successful running of the System(s) as per the scope outlined in this Agreement and any further
terms and conditions as may be stipulated at the time of execution of the contract for FMS.
The vendor shall appoint a new representative after mutual discussion and written approval of the
Owner or may keep the representative of the Project as a single point contact for the FMS. For
new representative Vendor shall make the request which must be accompanied by a detailed CV
for the nominee, as well as a description of any responsibility other than FMS responsibilities. The
vendor’s representative shall have the authority to represent the vendor on all day-to-day matters
relating to the FMS.
The Vendor shall ensure that the faulty network devices, servers, PCs and peripherals etc are
repaired / brought back to service within specified resolution time by himself or by OEM.
Vendor’s representative posted during the FMS period will ensure that the down time for
individual node does not exceed the time of failure reporting as detailed in Annexure - 3.
The Vendor shall provide all the personnel required as appropriate, and having sufficient
experience in terms of relevance and number of years in providing FMS. Should the profile of any
personnel be not acceptable to Owner, the vendor is to suitably replace such personnel.
The Vendor shall provide the Services to meet or exceed the service levels specified in Annexure3. The Vendor’s obligation to perform the Services to meet or exceed the service levels continues
despite any increase or other variation in any Service volumes. The Vendor in consultation with
the Owner shall review the Service Levels once each year and will adjust the service levels in
accordance with the change control procedure to meet the continuous improvement objective.
Where the Vendor anticipates that there will be a significant delay to the performance of any of its
services for which it considers an extension of time is required, then it must immediately notify
Owner of its request, the reasons for an extension and steps taken or to be taken to minimize the
delay and as soon as practicable, notify the Owner promptly in writing of the period of the delay
caused and give details of the extension of time which it reasonably considers will be required. If
there is delay on part of the owner in according approval of any milestone/ document submitted,
beyond specified timeline, the project shall be deemed to be extended by the delayed period of
approval and the vendor will intimate in writing to the owner.
The Vendor must, at its own cost obtain the relevant network connections (including redundant
network connections) that are required to connect from the Vendor’s sites to Owner’s.
The Vendor shall ensure that all technology and equipment used to perform and deliver the
Services is not obsolete / or refurbished and is kept in good working order at all times. The
Vendor will provide Authenticity Letter for such goods from the OEM. The vendor has to
supply materials / equipments, which shall have minimum life expectancy of 8 (Eight) years
from the date of Installation. If any equipment(s) gets end of the support life within 8 (eight)
years during execution of the project, Vendor has to replace the same equipment(s) with
latest / newer version equipments, free of cost. Owner will not pay any charge for the same.
3.2.2
3.2.3
3.2.4
3.2.5
3.2.6
3.2.7
3.2.8
3.3
Obligation of Vendor towards the IT Solution
3.3.1
The Vendor’s representative and staff are obliged to work closely with Project Manager / Owner’s
representative and act within their own authority, and abide by directives issued by Owner that are
consistent with the terms of the Agreement. The Vendor’s representative is responsible for
managing the activities of its personnel.
In the event if any discrepancy with respect to the qualifications of the employees of the Vendor is
detected by Owner then the Vendor shall appoint a replacement to such objection immediately in
accordance with this clause.
The Vendor’s representative may, subject to the written approval of Owner (which shall not be
unreasonably withheld), at any time delegate to any person any of the powers, functions, and
authorities invested in him. Any such delegation may be revoked at any time with prior notice
signed by the Vendor’s representative and shall specify the powers, functions, and authorities
3.3.2
3.3.3
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3.3.4
3.3.5
3.3.6
3.3.7
3.3.8
thereby delegated or revoked. No such delegation or revocation shall take effect unless and until a
copy of such a notice has been delivered to the Project Manager / Owner’s representative. Any act
or exercise by any person of powers, functions and authorities so delegated to him or her shall be
deemed to be an act or exercise by the Vendor’s representative.
The Vendor shall acquire in its name all permits, approvals, and/or licenses from all local, state, or
national government and other statutory authorities and/or public service undertakings that are
necessary for the performance of the Agreement. However, Bandwidth license will be obtained by
the Vendor in the name of Owner.
During the term of this Agreement, the Vendor shall not redeploy any Critical resource deployed
for this project, without the explicit permission of CIL.
The Vendor is responsible for performing and safely storing, timely and regular backups of its
data and Software in accordance with accepted data management principles, except where such
responsibility is clearly assigned to Owner elsewhere in the Agreement.
Vendor’s Staff and their Conduct
a) If any of the Vendor’s employee, in the opinion of Project Manager / Owner’s representative,
be found guilty of any misconduct or be incompetent or insufficiently qualified or negligent in
the performance of their duties or that in the opinion of the Project Manager / Owner’s
representative, undesirable for administrative or any other reasons, for such person(s) to be
employed for providing desired services, then at the directions of the Project Manager /
Owner’s representative, the Vendor shall at once remove such person (s). Vacancy so created
shall be immediately filled at the expense of the Vendor by a qualified and competent
substitute. Should the Vendor be requested to repatriate any person or removed from this
Agreement, he shall do so and shall bear all costs in connection therewith.
b) The Vendor shall be solely responsible for the proper behaviour of his employees and staff
employed by him/deputed by him to provide IT Solution. The Vendor shall exercise proper
degree of control over them and in particular without prejudice to the said generality the
Vendor shall be bound to prohibit/prevent any of his employees (as stipulated above) from
trespassing or acting in anyway detrimental or prejudicial to the interest of the community or
the properties or occupiers of land or properties in the neighbourhood. In the event of such
trespassing, the Vendor shall be responsible for all consequent claims or actions for damages
or injury or any other grounds whatsoever. The decision of the Project Manager / Owner’s
representative upon any matter arising under this clause shall be final.
c) If the Vendor or their employees damage, break, deface the property belonging to the Owner
or others during the execution of the Agreement, the same shall be made good by the Vendor
at his own expense and in default thereof, the Project Manager may cause the same to be
made good by other agencies and recover expenses from the Vendor for which the certificate
of the Project Manager shall be final.
d) All Vendors’ personnel entering Owner’s premises shall be properly identified by badges of a
type issued by Owner as per prevailing rules and must be worn at all times on Owner’s
premises.
e) It is made clear that no relationship of Owner and employee is created between Owner and the
Vendor’s resident engineers, employees and no claim for employment of any such personnel
shall be tenable or entertained.
Security, Statutory and Safety Regulations
a)
The Vendor shall abide by all the safety and security regulations of Owner in force and
promulgated from time to time and other statutory requirements. The Vendor shall be
responsible for the safety of all employees and/or workmen employed or engaged by them on
and in connection with the work and shall report to Owner and other local authorities
concerned all cases of accidents howsoever caused and wherever occurring on the works and
shall make adequate arrangements for rendering immediately all possible aid to the victims of
the accidents.
b) Owner shall not be in any way held responsible for any accident or damages incurred and
claims arising there from during the period of installation, testing, commissioning and
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stabilizing IT solution. The Vendor shall be responsible for following the provisions of all
safety laws and rules made there-under and other statutory requirements at his own cost.
c) The Vendor shall arrange to obtain from Owner the required gate pass for entry and exit to
Owner’s plant site and other protected areas for each one of its engineers/specialists,
representatives/ agents, supervisors, workmen and staff as per Owner’s prescribed procedure
and format. Each entry and exit gate pass shall contain the photograph of the person
concerned. In the event of loss and/or damage to the gate passes, the Vendor shall pay to
Owner the prescribed penalty before a new entry and exit gate pass can be issued. Owner’s
security department and the concerned officer/ engineer shall have the right to refuse the entry
and exit gate passes to any worker or representatives of the Vendor without assigning any
reason.
d) The Vendor shall register all equipment that may be taken inside the CIL’s premises in order
to facilitate the issue of exit gate permits for such items to be taken out after the completion of
work.
e) The Vendor shall not employ for the purpose of the Work, any person below the age of 18
years. Owner shall have the right to decide whether any person employed by the Vendor is
below the age limit, and to refuse to allow any person, whom he considers to be under-aged to
be employed by the Vendor.
f) Factories Act, 1948: The Vendor shall follow the provisions of Indian Factories Act, Contract
Labour (R&A) act 1970, workman Compensation Act 1923 and other Acts and rules made
there under from time to time as applicable, and shall indemnify Owner against all claims of
compensations under the provisions of the Act in respect of workmen employed by the
Vendor in carrying out the works and against all costs and expenses or penalties that may be
incurred by Owner in connection therewith.
g) The Vendor shall submit labour license (if required).
h) The Vendor shall ensure that no explosive or inflammable material are used or stored at the
Project Site. In the event such material are essential as part of execution of the Project work,
written permission shall be sought from the Project Manager / Owner’s representative and it
shall be the sole responsibility of the vendor to ensure acquisition of necessary statutory
permits and clearances and proper storage and handling of such material.
3.3.9
Environmental, Health & Safety clause
The following environment, safety & health points are to be adhered:
a)
The Vendor must adhere to all the applicable statutory laws pertaining to safety, health and
environment.
b) The Vendor must ensure that there is no wastage of water and power at the work site
c) All the motor vehicles of the Vendor used for transporting materials/machinery etc should
have pollution control certificates and the same should be submitted at the time of obtaining
gate passes. A copy of the same must be exhibited/pasted on the vehicle also
d) The Vendor must ensure proper housekeeping at work station / site by keeping the work-areas
free from unwanted material.
e) The Vendor must ensure that any debris generated during the work is transported safely to
dump yard such that there is no spillage of debris on the road during transportation (by
covering with a plastic sheet/tarpaulin)
f) All the material which may be recycled / reused should be transported to the designated place
for reuse/recycling.
g) Generally, it shall be the responsibility of the Vendor to complete with all the statutory
enactments, regulations, directions, notifications etc. issued by the Central and State
Governments or any other Pollution Control Authorities from time to time.
3.3.10
Employees Provident Funds and Miscellaneous Provisions Act 1952 & Employees State Insurance
Act 1948
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a)
The Vendor shall ensure strict compliance of provisions of the Employees’ Provident Funds and
Miscellaneous Provisions Act 1952 and the schemes framed there under so far as they are
applicable to their establishments and agencies engaged by them. The Vendor is also required
indemnifying Owner against any loss or claims or penal damages whatsoever resulting out of noncompliance on the part of the Vendor with the provisions of the aforesaid Act and the schemes
framed there under.
b) The Vendor agrees to maintain all statutory records as required under various labour laws in
respect of employees and payments. Any expenses incurred for the contributions, making
contribution or maintaining records shall be to the Vendor’s account.
3.3.11
Vendor Responsibility with Other Agencies
a)
Without repugnance to any other condition, it shall be the responsibility of the Vendor not to
divert or withdraw the people working for IT solution for any other service contract with Owner.
No claim shall be entertained on account of above.
b) The Vendor shall conform in all respects with the provisions of any statutory regulations,
ordinances or byelaws of any local or duly constituted authorities or public bodies which may be
applicable from time to time to the consulting services work.
3.3.12
All notices, instructions, information, and other communications given by the Vendor to Owner
under the Agreement shall be given to the Project Manager / Owner’s representative, except as
otherwise provided for in this Agreement.
3.3.13
The Vendor shall make its own arrangements for movement of personnel and equipment, within
and outside the sites / units / offices at the various locations covered by the Agreement.
4 Obligation of Owner
4.1
Obligation of Owner towards Project
4.1.1
Owner shall appoint a Project Manager and notify the Vendor in writing the name of the Project
Manager within Thirty (30) days of signing of the Agreement. Owner may also from time to time
appoint one other person as the Project Manager in place of the person previously so appointed
and shall give a notice of the name of such other person to the Vendor without delay. The Project
Manager shall have the authority to represent Owner on all day-to-day matters relating to the
Project or arising from the Agreement. All notices, instructions, orders, certificates, approvals, and
all other communications under the Agreement shall be given by the Project Manager, except as
otherwise provided for in this Agreement.
Owner shall be responsible for timely constitution of core team and provision of resources,
necessary access, and information for the installation, commissioning and Go-live of the Project as
identified in the Project Plan, except where provision of such items is explicitly identified in the
Agreement as being the responsibility of the Vendor.
Unless otherwise specified in the Agreement or agreed upon by the Parties, Owner shall provide
personnel, to properly carry out commissioning, Go-live (including successful running and
stabilization of the system), at or before the time specified in the Project Plan.
Owner will designate its appropriate staff for the training courses to be given by the Vendor and
shall endeavour to make all appropriate logistical arrangements for such training as specified in
the Project Plan.
4.1.2
4.1.3
4.1.4
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4.2
Obligation of Owner towards FMS
4.2.1
Owner shall designate its representative responsible for the FMS. The representative so designated
shall have the authority to represent Owner on all day-to-day matters relating to the FMS.
Owners shall provide updated contact listing as a one-time activity for use by help desk personnel
in contacting Owner’s appropriate personnel for assistance/notification and shall provide an
adequate level of system authority for all hardware, software and resources for which the Vendor
has problem resolution responsibility and communications access
Owner shall assist the Vendor in the development of help desk operational procedures by
providing input to, and review and approval of such procedures and shall allow the Vendor to
utilize remote access capability to remotely diagnose problems if required.
Owner shall allow access by vendor maintenance personnel to Owner’s designated locations for
purposes of problem diagnosis and repair and shall provide secured storage area for Vendor’s
spare parts inventory.
4.2.2
4.2.3
4.2.4
4.3
Obligation of Owner towards IT Solution
4.3.1
Owner shall ensure the availability of all information and/or data to be supplied by Owner to the
Vendor.
The Project Manager / Owner’s representative may at any time delegate/revoke to any person any
of the powers, functions, and authorities vested in him or her of which due notice in writing will
be given. Failure of the Project Manager to reject any part of the IT Solution viz., software
modules, equipment, Materials, workmanship etc., or to disapprove any service or materials shall
not prejudice the Owner to reject such software module, equipment, Materials, workmanship etc.,
or to disapprove such work or materials and to order re-supply of such software module,
equipment & Materials or to pull down, remove or break up such disapproved service at the cost
of the Vendor, provided the Vendor fails to comply with the direction and requirement of the
Owner there off. The decision, opinion, certificates or valuation of the Owner in respect of any
matter under this clause shall be final, binding and conclusive. If the Vendor is dissatisfied by
reason of any decision, opinion, direction, certificate or valuation of the Project Manager /
Owner’s representative, they shall be entitled to refer the matters to the Owner who shall
thereupon confirm, reverse or vary such matters.
Owner by notice to the Vendor may object to any representative or person employed by the
Vendor in the execution of the Agreement who, in the reasonable opinion of Owner, may have
behaved inappropriately, be incompetent, or be negligent. Where upon the Vendor shall remove
such person from work on the Project. If any representative or person employed by the Vendor is
removed, the Vendor shall, where required, promptly appoint a replacement.
Workplace/Facilities for Vendor’s Site Office
a) Owner shall provide the office space and other essential work facilities within its premises for
the Vendor’s team.
b) Suitable workspace in the respective sites/offices may be provided to the Vendor subject to
the availability, free of charge. However, providing such space and store is for the smooth
execution of Agreement and non provision of such space does not bind Owner and make
Owner liable to the Vendor in any manner except as specifically provided in the Agreement
terms. Owner is not liable for any loss or damage to the Vendor’s equipment/material as a
result of variation in voltage or frequency or interruption in power supply or other loss to the
Vendor arising there from.
c) Though efforts will be made by Owner to maintain regular power supply, Owner shall not be
responsible for any failure in power supply and any consequences arising there from. The
Vendor shall obtain the approval of the Project Manager / Owner’s representative for
installation of machinery and electric power supply connection to them. The Vendor shall be
responsible for any defect therein.
d) Any defects pointed out by the Owner in the distribution system shall be rectified forthwith to
the satisfaction of Project Manager / Owner’s representative by the Vendor, failing which the
power supply may be cut off by the Owner.
4.3.2
4.3.3
4.3.4
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4.3.5
Residential accommodation if available, will be provided by Owner wherever possible, to the staff
of Vendor on chargeable basis, as applicable to CIL executives.
5 Implementation Plan
5.1
Implementation Plan for Project
5.1.1
Project Plan
a)
In close cooperation with Owner and based on the preliminary Project Plan included in the
Vendor’s bid, the Vendor shall develop a project plan hereinafter referred to as “Project Plan”
encompassing the activities specified in the Agreement.
b) The Vendor shall formally present to the Owner the Project Plan in accordance with the
technical requirements. The Vendor has to specify the strategy and methodology with time
frame and the synchronization of various phases of the Project to ensure completion of the
Project in time. The Project Plan shall also include a PERT chart describing the activities,
resources required on the time for completion. The Project Plan shall also bring out the
critical areas needing continuous attention of Owner.
c) The Vendor shall undertake to supply, install, implement, integrate, commission and ensure
the go-live and stabilization of the System in accordance with the Project Plan.
d) The progress and other reports specified shall be prepared by the Vendor and submitted to
Owner in the format and frequency specified in the Project Plan.
e) Changes to the Project Plan, if required, shall be made with the mutual consent of Owner and
the Vendor.
5.1.2
Design and Development
Vendor shall execute the basic and detailed design and the implementation activities necessary for
successful implementation of the Project in compliance with the provisions of the Agreement or
where not so specified, in accordance with best industry practice.
The Vendor shall be responsible for any discrepancies, errors or omissions in the specifications,
and other technical documents that it has prepared, whether such specifications, drawings, and
other documents have been approved by the Project Manager or not, provided that such
discrepancies, errors, or omissions are not because of inaccurate information furnished in writing
to the Vendor by or on behalf of Owner.
5.1.3
Approval/review of technical documents by Project Manager
a)
The Vendor shall prepare and furnish to the Project Manager the documents as specified in the
technical requirements for the Project Manager’s approval or review.
b) Within twenty one (21) days after receipt by the Project Manager of any document requiring the
Project Manager’s approval, the Project Manager shall either return one copy of the document to
the Vendor with its approval endorsed on the document or shall notify the Vendor in writing of its
disapproval of the document and the reasons for disapproval and the modifications that the Project
Manager proposes.
c) If the Project Manager disapproves the document, the Vendor shall modify the document and
resubmit it for the Project Manager’s approval. If the Project Manager approves the document
subject to modification(s), the Vendor shall make the required modification(s), and the document
shall then be deemed to have been approved. The procedure set out above shall be repeated, as
appropriate, until the Project Manager approves such documents.
d) The Vendor shall not depart from any approved document unless the Vendor has first submitted to
the Project Manager an amended document and obtained the Project Manager’s approval of the
document.
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e)
5.1.4
The Project Manager’s approval, with or without modification of the document furnished by the
Vendor, shall not relieve the Vendor of any responsibility or liability imposed upon it by any
provisions of the Agreement except to the extent that any subsequent failure results from
inaccurate information furnished in writing to the Vendor by or on behalf of Owner.
Packing, Protective Painting and Marking of hardware and other equipment or material
a)
The Vendor shall include and provide for securely protecting and packing the equipment in
accordance with the best established practices so as to protect the contents from damage during
transit from point of manufacture until after arrival at Project Site under conditions which may
involve multiple handling, transport by ship, rail and road, reshipment, storage, exposure to heat,
moisture, rain etc. and possibility of pilferage. All packing shall allow for easy removal and
checking at Project Site. The Vendor shall stick/paste list of its contents on top of the Package.
The Vendor shall ensure packing of all items as listed in the packing list before finally dispatching
the Package.
b) Fragile items shall be wrapped in crepe cellulose wadding or some equally efficient cushioning
materials and floated in excelsior and packed in substantial wooden covers with special precaution
against risk or breakage.
c) Wherever necessary the packages shall be marked with special markings such as “TOP,
“BOTTOM”, “DO NOT OVERTURN”, “FRAGILE”, “HANDLE WITH CARE”, “KEEP DRY”,
etc. as well as a special symbol indicating the top.
d) Packing lists: Each package shall have inside it a detailed packing list quoting specifically the
name of the Vendor member, number and date of the Agreement, the name of the Owner and the
detailed list of contents packed within the package indicating the nomenclature of the Stores and a
schedule of parts of each complete Equipment, giving the part numbers with reference to the
assembly drawings and the quantity of each part, drawing numbers and tag numbers. A duplicate
copy of the packing list shall be put in a water proof envelope and fastened securely to the outside
of the package as well as to unpacked pieces or bundles.
e) Notwithstanding anything stated in the clause, the Vendor shall be entirely responsible for missing,
shortage, damage, loss or depreciation to the Materials occasioned by faulty, defective or insecure
packing or due to improper or insufficient protective system.
5.1.5
Record Maintenance: The Vendor shall maintain accurate records of works executed as per the
scope of the Agreement in a format that will permit audit.
5.1.6
Review of Progress: The work shall be executed strictly as per the time Schedule, indicated in the
Bid documents. Monthly / weekly work programme will be drawn up by the Vendor before
commencement of work & submitted to Project Manager for approval. The programme & progress
will be reviewed from time to time and if required, the programme may be re-scheduled by Project
Manager. The Vendor shall also be responsible to provide materials within his scope in time to
achieve the programme. In all matters concerning the extent of programme set out weekly and
monthly, the decision of the Project Manager will be final and binding on the Vendor. Both Parties
shall agree to a planned review of the progress of the works executed under the scope of the
Agreement, in a periodic interval with a view to,
a)
b)
c)
d)
Review the progress
Resolve pending issues
Plan for resources required for ongoing and future works.
Evaluate all escalated issues and address mechanisms to remedy them.
During the term of this Agreement Owner reserves the right to formally audit and evaluate the
performance of the Vendor upon reasonable notice and at reasonable times.
5.2
Implementation Plan for FMS
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a)
The Vendor shall prepare a transition plan that sets out the steps to assume the provision of
the relevant Services and ensure an effective and orderly transfer of responsibility for the
management and provision of the Services to the Vendor.
b) The Vendor shall prepare a detailed Schedule for preventive maintenance of all the systems of
the Project.
7 Product Updates
7.1
Vendor is expected to notify the Owner about the patches and updates as and when available from
the OEM and apply the same after receipt of approval from Owner
7.2
The Vendor shall not supply any software that Owner is not licensed to use, unless the product is
activated by a required license key. The Vendor shall also certify that all their products and
updates as supplied to Owner shall be free from viruses, worms, Trojans, spy-ware etc.
8 Assignment and Subcontracting
8.1
Assignment
The Vendor shall not transfer or assign the Agreement or any part thereof or any benefit or interest
therein or there under without the written consent of the Owner. In the event of the Vendor
contravening
this condition, the Owner shall be entitled to place the Agreement elsewhere on
the Vendor's account
and at his risk and cost, and the Vendor shall be liable for any loss or
damage which the Owner may
sustain in consequence or arising out of such replacing of
Agreement. This shall not relieve the Vendor of
any responsibility under this Agreement.
8.2
Subcontracting
The Vendor shall not sub-contract the SAP implementation and SAP rollout for this project to any
person or firm or company hereinafter referred as “Sub-Contractor”. Effective and proper WAN
design and its implementation will be backbone of proper SAP implementation. Vendor shall get
the LAN/WAN design approved by CIL authorized person. Any deviations found from approved
design, the vendor has to rectify/replace the same during specified time at no additional cost to
CIL. Vendor will not subcontract LAN/WAN execution work except where deemed essential and
in such circumstances vendor should obtain written permission from CIL, and vendor will be
totally responsible for execution of the work.
9 Tests
9.1
After mutual consultation with the Owner, the vendor shall prepare and submit a detail plan
containing test schedule, test procedures & the various performance parameters for testing as per
industry standards & best practices for conducting various tests, hereinafter referred to as the “Test
Plan”. Necessary instruments, automated testing tools, consumables, personnel and other facilities
required for conducting the tests shall be arranged by the Vendor. All acceptance parameters as
agreed between Owner and the Vendor will be demonstrated during the tests. Some of the
important performance parameters are mentioned in Annexure-3. The Tests to be carried out shall
include but not be limited to the following.
9.2
Acceptance tests for installation & commissioning of infrastructure
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Acceptance tests shall be carried out for the following infrastructure components in line with the
cl.no -9.2.1 & 9.2.2.
i. Data Center equipments.
ii. Hardware equipments
iii. Networking components
iv. Video conferencing system
v. IP telephony system.
The above infrastructure components shall be collectively referred to as “Infrastructure”.
9.2.1
Preliminary acceptance tests for Infrastructure components.
a) Preliminary acceptance test shall be conducted individually for the Infrastructure components.
b) As soon as the installation of individual components with all its auxiliary facilities including its
final connections is completed, Owner, jointly with the Vendor, shall proceed with preliminary
tests to check and ensure that all the units have been properly installed and are fit to be operated.
The Vendor shall be responsible for any defective functioning/ workmanship, if any and the
resulting damages while conducting the test. Defects found during the testing due to faulty
installation shall be rectified by the Vendor at his own cost and to the satisfaction of Owner.
c) All Infrastructure components will be tested for 72 hours of continuous working in confirmation to
specifications of the systems. The Vendor shall conduct commissioning test and establish 100%
satisfactory performance of the system supplied by him during this period. If the test is interrupted
due to any reason attributable to the Vendor, the system has to be started again for 72 hours
continuous testing. Any defect/malfunctioning found during this period shall be rectified and
defective part if any, shall be replaced immediately without any extra cost to Owner. In such case,
the commissioning test of the system shall be demonstrated again for the next 72 hours on a
continuous basis.
d) Should the tested Infrastructure component or its system fail to conform to the specification,
Owner may reject the System, and the Vendor shall within a period of 14 (fourteen) days either
replace the rejected System, or make alterations as necessary so that it meets the required
performance, without any additional cost to the Owner.
e) As soon as the preliminary acceptance tests have been carried out individually and the results are
found to be satisfactory, Owner shall issue the preliminary acceptance certificate for the individual
Infrastructure components. Such certificate however shall be deemed to be on account and shall in
no way relieve the Vendor from the liabilities in respect of the work as a whole.
9.2.2
Final acceptance test for Infrastructure
a)
After the issue of the preliminary acceptance certificate of all the individual Infrastructure
components, the Infrastructure shall be ready for the final acceptance test to ensure the integrated
operation. The final acceptance test for the Infrastructure shall be carried out during the Go-live
acceptance test at full load on the Infrastructure components with all the applications running so as
to meet the standard of performance parameters as per Annexure-3.
b) The Vendor shall use all reasonable endeavors to promptly remedy any defect and/or deficiencies
and/or other reasons for the failure of the final acceptance test of Infrastructure as notified by the
Owner. Once the Vendor has made such remedies, it shall notify the Owner, and shall use all
reasonable endeavors to promptly carry out retesting of the System.
9.3
Upon the successful final acceptance test of the Infrastructure, the Owner shall issue the final a
acceptance certificate for the Infrastructure.
9.4
Acceptance Tests for SAP
9.4.1
Conference room pilot Tests for SAP application
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a)
Conference room pilot tests of SAP implementation shall be carried out through solution prototype
to check the fulfillment of functional requirements configured as per accepted business blue print.
The prototype validation will go through multiple iterations. The feedback provided to the Vendor
after each round of validation / conference room pilot must be documented and signed off by the
Owner nominated users. Changes to the solution must be presented to the users in next round of
solution validation or conference room pilot. This will be an iterative process till the solution
prototype is signed off as acceptable by the Owner.
b) Conference room pilot test certificate shall be issued on successful demonstration of all critical
functional requirements and at least 80 % of essential functional requirements as per agreed blue
print.
9.4.2
User acceptance Tests for SAP
a)
User acceptance Tests of the SAP implementation shall be completed by the Vendor as specified
in the Test Plan.
b) Owner shall deploy the operating and technical personnel and all materials and information
reasonably required to enable the Vendor to carry out its obligations with respect to
commissioning. Production use shall not commence prior to the formal User acceptance testing.
c) The User acceptance tests (and repeats of such tests) shall be the primary responsibility of the
Vendor, but shall be conducted with the cooperation of Owner before the roll out of the
implementation of the SAP applications in production environment, to ascertain whether the
System(s) conforms to the Technical Requirements and meets the standard of performance
parameters as specified in the Annexure-3, including, but not restricted to, the functional and
technical performance requirements. The User acceptance Tests shall be conducted in accordance
with the test scenarios provided by Owner. At Owner’s discretion, user acceptance Tests may also
be performed on updates and new version releases that are added or modified after user acceptance
of the System.
9.4.3
User acceptance for SAP
a)
Subject to clause 9.4.4 below, user acceptance shall occur in respect of the implementation of SAP
applications, when the user acceptance Tests have been successfully completed.
b) At any time after any of the events set out in clause 9.4.2 have occurred, the Vendor may give a
notice to the Project Manager requesting the issue of an user acceptance certificate.
c) After receipt of the Vendor’s notice, the Project Manager shall within a reasonable period of
time(within 14 days):
i.
Issue a user acceptance certificate or
ii.
Notify the Vendor in writing of any defect for deficiencies or other reason for the failure
of the user acceptance Tests.
d) The Vendor shall use all reasonable endeavours to promptly remedy any defect and/or deficiencies
and/or other reasons for the failure of the user acceptance Test that the Project Manager has
notified the Vendor of. Once the Vendor has made such remedies, it shall notify Owner and shall
use all reasonable endeavours to promptly carry out retesting of the System. Upon the successful
user acceptance Tests, the Vendor shall notify Owner of its request for user acceptance
certification, in accordance with clause 9.4.3(b). Owner shall then issue to the Vendor the user
acceptance certification or notify the Vendor of further defects, deficiencies, or other reasons for
the failure of the user acceptance test in accordance with clause 9.4.3(c).
e) The procedure set out in this clause shall be repeated, as necessary, until a user acceptance
certificate is issued.
f) If the System fails to pass the user acceptance Test, then Owner may consider terminating the
Agreement, pursuant to clause 18.
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9.4.4
Partial User Acceptance
a)
User acceptance shall be carried out individually for each identified System of the SAP application.
In this event, the provisions in the Agreement relating to the user acceptance Test, shall apply to
each such System individually, and user acceptance certificate(s) shall be issued
accordingly(within 14 days) for each such System of the SAP and non-SAP application, subject to
the limitations contained in clause 9.4.4(b) Delay beyond 15 days in communication from Owner
side would result in deemed acceptance.
b) The issuance of user acceptance certificates for individual Systems pursuant to clause 9.4.4(a)
shall not relieve the Vendor of its obligation to obtain a user acceptance certificate for the SAP
and non-SAP application as a whole once all Systems have been implemented.
9.5
Go-live and Stabilization Acceptance of Project
9.5.1
Go-live Acceptance
a)
After the issue of the user acceptance certificates the Vendor will ensure that the Project is rolled
out for production environment, hereafter referred to as “Go-live”, in accordance with the
timelines specified in the Project Plan.
b) Owner shall deploy the operating and technical personnel and all materials and information
reasonably required to enable the Vendor to carry out its obligations under Go- Live as specified
in the Project Plan.
c) Different modules rolled out for Go-live will be operated in an integrated environment as per the
Project Plan. Upon successful operation of the Project in the production environment, Go-live
acceptance certificate will be issued.
d) After issue of Go-live Acceptance certificate Owner shall take over the Project implemented.
However, taking over by Owner shall relieve the Vendor of its obligations under this Agreement,
but maintenance of the system would be carried out by the vendor. Taking over means taking over
physical possession and the Project shall be operated under the supervision and guidance of the
Vendor till the Stabilization Acceptance Tests are carried out and the Stabilization Acceptance
Certificate is issued as per clause No. 9.5.2 here in below.
9.5.2
Stabilization Acceptance
a)
During the stabilization period, the Vendor shall provide hand holding services (post Go-live
support) to Owner for optimum utilization of the Project.
b) The Stabilization Acceptance Tests (and repeats of such tests) shall be the primary responsibility
of the Vendor, but shall be conducted with the cooperation of Owner after stabilization period of
the Project, to ascertain whether the Project meets the standard of performance as specified in
Annexure-3 and functional requirements as desired by Owner. The Stabilization Acceptance Tests
shall be conducted as per the Test Plan in consultation with Owner. At Owner’s discretion,
Stabilization Acceptance Tests may also be performed on updates and new version, releases that
are added or modified. Stabilization Acceptance Test shall be of 21 days. The Stabilization
Acceptance certificate shall be issued by the Owner after achieving defined performance levels
during Stabilization Acceptance Tests within 15 days, delay beyond which will be deemed to be
accepted by the Owner.
c) If, for reasons entirely attributable to the Vendor, the Project does not conform to the Scope of
Agreement or does not conform to all /any other aspects of the Agreement, the Vendor shall at its
cost and expense make such changes, modifications, and/or additions to the Project as may be
necessary to conform to the Scope of the Agreement and meet all functional and performance
standards. The Vendor shall notify the Owner upon completion of the necessary changes,
modifications, and/or additions and shall request the Owner to repeat the Stabilization Acceptance
Tests until the Project achieves Stabilization Acceptance.
d) If the Project or its System(s) fails to achieve Stabilization Acceptance, due to reasons entirely
attributable to the Vendor, Owner may consider termination of the Agreement, pursuant to clause
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18, and forfeiture of the Vendor’s security deposit for the project in accordance with clause 12.5.2
in compensation for the extra costs and delays likely to result from this failure without prejudice to
other rights of Owner available under the Agreement.
9.6
Final Acceptance of the Project
Once the Owner issues the Stabilization Acceptance Certificate, the Project represents a complete
solution to the Owner’s requirements set forth in the Scope of Agreement and it conforms to all
other aspects of the Agreement and stands finally accepted by the Owner, hereinafter referred to as
“Final Acceptance”.
10 Performance Guarantee / Warranty / AMC
10.1
The Vendor shall provide AMC / PG / Warranty for all components provided as a part of this
contract for a period of 2 years from Go Live and after one year of warranty period. Go-Live to be
completed by 36 months from date of signing of contract. CIL reserves the right to further extend
the AMC for a period of two years.
10.2
The Vendor shall guarantee to Owner the performance of the Project for a period as stated above.
This Performance Guarantee (PG) shall be applicable to all components of the solution including
hardware, network and implementation services. For the performance guarantee / warranty,
Vendor shall provide security deposit as per clause 12.4.1.
10.3
Owner shall measure the performance of the Project against the technical parameters and
performance levels as indicated at Annexure -2 and Annexure-3. The Vendor should provide
performance levels at normal and peak load and Owner’s decision in this respect shall be final and
binding on Vendor.
10.4
Detailed scope of Performance Guarantee/Warranty
The details provided below as part of the services to be covered under the performance guarantee /
warranty, shall not be limiting in the sense that the Vendor shall endeavor to provide such services
in conformation with industry best practices, which may be equal to or better than the level of
services provided herein.
10.4.1
Annual Technical Support (ATS):
The ATS should cover the services which the Vendor provides normally under technical support
and shall include minimally the following support including RDBMS, and all SAP and other
supplied applications wherever applicable:
a) Provide patches / hot fixes / updates
b) User & Technical support
c) Technical Support for integration or installation of any patch or product update for any third
party software.
d) Site visit on a need basis
10.4.2
Performance Guarantee/Warranty / AMC for hardware and Network hardware to be provided by
the Vendor, wherever applicable. The Prime Bidder to ensure compliance as per agreed SLA
10.4.2.1 Activities to be covered are as under
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a)
Provide comprehensive guarantee / warranty / AMC for the supplied systems/subsystems for
the said period
b) If any document/manual supplied by the Vendor is found to be inadequate/ incomplete within
the period of the Agreement, the Vendor shall replace/complete such document/manual at
their cost within 15 days time.
c) Warranty shall cover the following:
i.
Repair / replacement of hardware and other supplier items inclusive of all types of
spare parts including batteries, plastic parts, sprockets, glass items, picture tubes,
print heads, etc. Only consumables like printer ribbons, Ink cartridge, etc. are
excluded.
ii.
installation / re-installation / maintenance of OS, system software and other supplied
software.
iii.
installation of system software, patches, updates, service packs etc.
iv.
Supply of all system software updates and patches.
v.
Supply of future release of all OS and related system software
vi.
Supply and install security patches and bug fixes
vii.
24 x 7 x 365 national telephonic support
viii.
Access to raise technical assistance request at hardware vendors /supplier website.
10.4.2.2 The Vendor shall be required to provide the following services based on standards and the best
practices to meet or exceed the uptime/performance requirements::
a) 24 x 7 x 365 Support for DC, DR and NR.
b) Manpower at on-Site: For manpower deployment during post go-live of Phase 1.2, please
refer to Table 11 of Volume III. This is a guideline for providing minimum number of
resources. However, Vendor needs to provide adequate manpower to meet the SLA. The
Manpower should be available on site (at DC, DR and NR) 24 x 7 x 365 for infrastructure
support. SAP application support has to be provided during office hours 9 AM to 6 PM six
days a week at CIL project office in Kolkata, to be designated by CIL. For rest of the period
of the day, the application support manpower can be contacted on telephone.
c) The SLA and related penalty will be governed by terms mentioned under Annexure 3 of
Volume III.
10.5
Defect Liability
10.5.1
The Vendor warrants that the Project, including all the System(s) and other Services provided,
shall be free from any defect or deficiency in the material, design, engineering, and
performance/workmanship that prevent the Project and/or any of its Systems(s) from fulfilling the
technical requirements or that limit in a material fashion the performance, reliability, or
extensibility of the Project and/or any of its System(s) as per the performance guarantee / warranty
period defined at clause 10.1.
If during the warranty period any defect or deficiency is found in the material, design and
performance/workmanship of the Project and other Services provided by the Vendor, the Vendor
shall promptly, in consultation and agreement with Owner, and at the Vendor’s sole cost repair,
replace, or otherwise make good (as the Vendor shall, at its discretion, determine) such default,
defect or deficiency as well as any damage to the Project caused by such default, defect or
deficiency. Any defective System that has been replaced by the Vendor shall remain the property
of the Vendor.
If the Project or any of its System cannot be used by reason of such default, defect or deficiency
and/or making good of such default, defect or deficiency, the warranty period for the Project shall
be extended by a period equal to the period during which the Project or any of its System could
not be used by the Owner because of such defect and/or making good of such default, defect or
deficiency.
10.5.2
10.5.3
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10.5.4
The warranties provided herein are in lieu of all other warranties, both express and implied, and all
other warranties, including without limitation that of merchantability or fitness for intended
purpose is specifically disclaimed.
11 Waiver
Failure of Owner to insist upon strict performance of any terms and conditions of the Agreement
will not be deemed a waiver of any rights or remedies that Owner may have and will not be
deemed a waiver of any subsequent default under the terms and conditions of the Agreement. No
right or remedy of Owner will be exclusive of any other right or remedy and Owner will have all
the rights and remedies given under the Agreement and now or hereafter, existing in law or by
statute. The shipping or delivery by the Vendor or receiving of payment by Vendor for the work
under this Agreement will not be deemed a waiver of any rights for any prior failure by the
Vendor to comply with any of the provisions of the Agreement.
12 Price and Payment
For the performance of the IT Solution, the Owner shall pay to the vendor the price as stipulated in
Annexure-4 and as per the Payment Milestone given at Annexure-5.
12.1
Price
12.1.1
The FOR unit rates accepted by the Vendor as per the price schedule under Annexure-4 shall
remain firm and binding during the Term of Agreement subject to the variations stipulated
hereinafter. The Vendor shall perform all his works as envisaged in the Agreement.
Should the actual physical supplies and services are found more than those indicated by the
Vendor in the price schedule, the Vendor shall not be entitled for any additional amount from
Owner. However in the event of decrease in actual supplies/services/installation & commissioning,
the Contract Price shall be proportionately adjusted for the decreased supplies/services/installation
& commissioning based on the break-up furnished by the Vendor as annexure in the price
schedule.
The prices are intended to provide for all the Scope duly and properly completed in accordance
with the terms and conditions of Agreement. Any additional items that are essential for execution
and satisfactory implementation of IT Solution shall be deemed to be included and covered but not
limited to inter-alia, the following:
12.1.2
12.1.3
a)
The Prices shall include cost of delivery of all items for successful implementation of IT
solution. Items / Materials delivered by the Vendor for which payment was made by Owner
shall remain the property of Owner whether those are used or not.
b) The delivery terms for all supplies/services shall be on F.O.R. at Owner’s site. Payment
against supplies shall be released only on receipt and acceptance of material as per payment
terms referred under this clause. Before commencement of delivery of supplies/services,
shipment clearance has to be obtained from competent authority at CIL.
c) The prices shall be inclusive of all Taxes, duties, levies etc.
12.1.4
12.1.5
The cost of all superintendence of labour, materials, tools, equipments, mobilizing and
demobilizing equipment, fixtures, transport charges, insurance charges, bank guarantee charges,
temporary and permanent works, testing, handling of materials, stocking and removal charges of
any rejected materials, power arrangement and satisfactory maintenance of the same for the full
and satisfactory completion of the works intended are all inclusive in the price.
All fees, duties, royalties, rent and compensation to Owner for surface damage or taxes and
impositions payable to local authorities in respect of all materials supplied for the work or other
duties or expenses for which the Vendor may become liable or may be put to under any provision
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of the law for the purpose of or in connection with the execution of the Agreement including
levies payable on all transactions are all inclusive in the price.
12.2
Taxes & Duties
12.2.1
The price shall be inclusive of all taxes, duties, service tax and education cess thereon, imposed by
State/Central/Local governments
Introduction/upward variation in taxes, duties, cess and levies, if any applicable shall be paid by
Owner subject to production of necessary documents by the Vendor. Similarly
withdrawal/downward revision in variation in taxes shall be adjusted in the price and benefit shall
be passed to Owner. Fresh taxes & levies, if any, as may be applicable on this Agreement, shall be
reimbursable against documentary proof to be submitted by the Vendor. The Vendor has to
consider all taxes & duties applicable on this Agreement. Any omission, or non-inclusion, either
declared or not declared, of any taxes and duties that are applicable at the time of submission of
price bid/revised price bid /revision in prices shall not be considered as a reason for
reimbursement of such taxes and duties at a later date.
If the work is delayed for the reasons attributable to Owner and extension of the time for
completion is granted, variation in taxes and duties enacted during Contractual
completion/execution period, the adjustment in contract price shall be allowed within the extended
period of the Agreement. Similarly, if the work is delayed for the reasons attributable to the
Vendor, variations in taxes and duties will not be paid. The Vendor shall bear and pay all the
liabilities in respect of non-observance of all legal requirements as per various statutory provisions.
The adjustment in the Contract Price towards imposition of new taxes or abrogation of existing
taxes shall be applicable only if the new tax is enacted or existing tax is abrogated within
Contractual delivery/execution period. For any variation due to enactment of new tax or
abrogation of existing tax after Contractual delivery / execution period, adjustment in the Contract
Price shall not apply.
12.2.2
12.2.3
12.2.4
12.3
Billing and Payment Terms
All Billing and Payments related to the entire project shall be carried out centrally from CIL. The
paying authority shall be CGM/GM (Finance) of CIL. All interactions regarding the execution of
the Agreement, submission of bills and correspondence on any matter shall be done with the
Project Manager / Owner’s representative.
12.3.1
Billing
12.3.1.1
Vendor shall submit running account bills as per the payment milestone with supporting
documents for having achieved the designated milestone activities.
12.3.1.2
All bills/invoices must be raised in `only taking into account the prevailing taxes &
duties with reference to the Payment milestone.
12.3.2 Payment
12.3.2.1
12.3.2.2
Owner shall release payments based on the Payment Milestones as indicated in the
Annexure-5. Payment shall be released on submission of the bill with supporting
documents duly certified by the Project Manager / Owner’s representative after deducting
taxes at source as prescribed by the legislative authorities, penalty and other recoverable
if any. If such payment release day falls on a holiday of Owner, payment will be released
on the next working day. Against deduction of statutory taxes, tax deduction certificates
where ever applicable shall be issued as per the applicable provisions of the statute. The
Project Manager may recover any amount wrongly paid in excess in any previous bills
certified by him.
All payments shall be made direct to the Vendor or his authorized representative in the
shape of crossed A/c payee Cheque / Demand Draft less Bank Charges on certification of
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the Project Manager/Owner’s representative and on compliance of contractual terms &
conditions.
In case of shortage/missing/damage/ failure of any material identified at any point of time
within the period specified by the Agreement including guarantee period, the agency
shall supply/replace the same without any financial implication to Owner. The taxes,
duties, clearing & forwarding and other charges incurred by Owner in this regard shall be
recovered from the Vendor’s pending bills and in case no bills are pending the same shall
be made good by the Vendor. The Vendor shall accordingly submit the subsequent
invoices.
12.3.2.3
12.4
Performance Security and Bank Guarantee
12.4.1
Performance Security and Bank Guarantee
Within thirty (30) days of receipt of the notification of Contract award, the successful Bidder shall
furnish Performance Security (inclusive of all taxes) to the Purchaser for an amount of 10% of the
total contract value. The performance security will be refundable after expiry of the Post
Implementation Support Period (i.e Six years) , if the performance of the system is satisfactory.
The proceeds of the Performance Security shall be payable to the Purchaser as compensation for
any loss resulting from the Supplier’s failure to complete its obligations under the Contract. The
purchaser shall notify the supplier in writing of its invocation of its right to receive such
compensation within 7(seven) days, indicating the contractual obligation(s ) for which the supplier
is in default.
The Performance Security shall be denominated in the currency of the Contract, and shall be in
one of the following forms:
o
o
o
Such a Bank Guarantee is required to be issued by a RBI recognized scheduled bank
(other than co-operative bank) located in India, in the form provided in the Bidding
Documents. The format of the Bank Guarantee is given at Annexure-6 before signing the
Agreement.
In case the Bank Guarantee is issued by any private scheduled bank the same is required
to be issued by branch of the said Bank under the jurisdiction of Kolkata.
A Bank Draft in favor of the Owner.
The Performance Security will be discharged by the Purchaser and returned to the Supplier not
later than thirty (30) days following the date of completion of the Supplier’s performance
obligations under the Contract, including any warranty and maintenance obligations, under the
Contract.
Bank Guarantee against Payment to be made by Supplier
Before commencement of any payment, supplier shall submit to CIL centrally, Bank Guarantee
issued by a RBI recognized scheduled bank in India in the format provided by the purchaser for a
value of 30% of the contract value which will be valid for a period of 24 Months from the date of
submission of the same.
On successful and satisfactory performance of the system and on expiry of first 24 months, this
Bank Guarantee for 30% value will be replaced by the supplier by another Bank Guarantee of 20%
of the contract value, valid for another 24 months.
On successful and satisfactory performance of the system and on expiry of second 24 months (i.2
48 months from the commencement of the first Bank Guarantee), this Bank Guarantee for 20%
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value will be replaced by the supplier by another Bank Guarantee of 10% of the contract value ,
valid until the completion of the Post Implementation Support Period .
The replacement of the Bank Guarantees as above by a fresh Bank Guarantee of substituted value
will be allowed only on satisfactory performance of the system in the previous one year. If the
performance is not satisfactory in the previous one year, the Bank Guarantee of previous year will
have to be extended by the supplier for another one year or more.
This residual 10% Bank Guarantee will be discharged by the purchaser and returned to the
supplier not later than 30 days from the date of completion of all of the supplier’s obligations,
under the contract.
12.5
Forfeiture of Security Deposit
12.5.1
Whenever any claim against the Vendor for the payment of a sum of money arises out of or under
the Agreement, Owner shall be entitled to recover such sum by in part or whole from the security
deposits. In the event of the security deposit being insufficient or if no other security has been
taken from the Vendor, then the balance or the total sum recoverable as the case may be, shall be
deducted from any sum then due or which at any time thereafter may become due to the Vendor.
The Vendor shall pay to Owner on demand any balance remaining due.
In the event of any material breach by the Vendor or any loss or damage suffered by Owner which
in the opinion of Owner that the loss or damage has arisen due to reasons attributable to Vendor or
in the event of the termination of the Agreement for any such breach, the security deposit is liable
to be forfeited. The decision of forfeiture by Owner shall be final and binding on the Vendor.
12.5.2
13 Liquidated Damages
Time is the essence of the agreement and the delivery dates are binding on the vendor. In the event
of delay, for causes attributable to the vendor, in meeting the deliverables, the owner shall be
entitled at its option to recover from the Vendor as agreed, liquidated damages, a sum of 0.5% of
the value of the deliverable which suffered delay for each completed week or part thereof by
which the deliverable has been delayed subject to a limit of 5% of the contract value.
14 Insurance
a)
The comprehensive insurance and safety of all men and material of the Vendor shall be the
responsibility of the Vendor. The comprehensive insurance should cover for full value against
loss, damage or destruction by fire, lightning, earth quake, theft, pilferage, non-delivery of
package/packages and all other risks including strikes, riots and civil commotions during
transit, storage, testing & commissioning and guarantee tests to protect Owner and the Vendor
from any loss arising out of such condition.
b) The insurance policy shall be tripartite, Owner being the beneficiary. The insurance cover
shall remain in full force up to the time the Project is accepted and Stabilization Acceptance
Certificate is issued by the Owner. The Vendor shall produce the insurance policy and
receipts for the premium at the appropriate time. All money received under any such policy
shall be applied in or towards the cost incurred for the damage/deficiency but this provision
shall not affect the Vendor liabilities under the Agreement.
c) The Vendor shall maintain in full force and affect all such insurances as above and required
by the law for the purpose of the Agreement at the cost of the Vendor.
d) The Vendor shall furnish to the Project Manager/Owner’s representative with evidence of
such insurance a copy of the issued policy and any cancellation or termination thereof. Should
the Vendor default in paying any premium when due, Owner, without prejudice to other
remedies set forth in this Agreement shall be at liberty to pay such premium and recover the
same from Vendor.
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e)
The provisions contained within this clause are not intended to and do not impair or in any
manner limit the liabilities or obligation assumed by Vendor as may be set forth more fully
elsewhere in the Agreement.
f) The Vendor’s services shall include the filing and pursuance of all insurance claims on behalf
of Owner and the entire Work incidental thereto till realization of Claim.
g) Owner shall be the principal holder of the policy along with the Vendor. Owner reserves the
exclusive right to assign the policy.
h) The Vendor shall be responsible for effecting insurance under the Indian Workmen’s
Compensation Act and any other insurance in accordance with the Indian laws and regulations
at his own cost.
i) If any Agreement Scope including supplies and services perishes or becomes unserviceable
due to any cause whatsoever, including missing, shortage, loss or damage and/or various
destructions and risks as mentioned above, the Vendor shall on demand by Owner make
replacement at his own cost and in such a way as to avoid disturbances in the general progress
of IT Solution. This shall apply irrespective of the question whether or not the risk has passed
to Owner or who shall be responsible for such unserviceable condition as aforesaid.
j) Upon arrival at Project Site, all equipment, Materials, commissioning spares, special tools &
tackles, all consumables, etc., the Vendor shall assume custody thereof and remain
responsible therefore, until the physical possession taken by the Owner.
k) The Vendor shall, as custodian, be responsible for communicating to the project manager /
Owner’s representative any shortages, missing, breakages, damages, etc. as soon as they come
to his notice without prejudice to his obligation under Agreement.
l) The insurance policy obtained by the Vendor shall also cover liability for accidents resulting
in death, injury, damage to property of Owner or any third party including employees of third
parties’ and / or Owner employees within the premises and precincts of Owner.
15 Indemnity
The Vendor assumes responsibility for and shall indemnify and save harmless the Owner, from all
liability, claims, costs, expenses, taxes and assessments including penalties, punitive damages,
attorney's fees and court cost which are, or may be required with respect to any breach of the
Vendor’s obligations under the Agreement, or in respect of all salaries, wages or statutory dues or
any other compensation or dues of whatsoever, nature of all persons employed by the Vendor in
connection with performance of the Scope of this Agreement. Owner shall the vendor to take sole
control of the defense of such claims. The vendor shall execute and deliver such other further
instruments as may be necessary to comply with all the requirements of such laws and regulations
as may be necessary there under to confirm and effectuate the Agreement and to fully protect and
indemnify the Owner. The Vendor shall not indemnify Owner to the extent that such liability,
damage, claims, fines, penalties, and expenses were caused or contributed to by the sole fault of
the Owner. The Owner shall not be in any way held responsible for any accident or damages
incurred or claims arising there from during discharge of the obligations by Vendor under this
Agreement.
However, it is clarified that the liability to indemnify shall be in respect of immediate and
proximate damage and not extend to remote damage or to loss of profit, goodwill and reputation.
16 Patent Infringement
Intellectual property right of the owner or its customers shall not be interfered in any manner by
the Vendor or its associates and /or sub-ordinates. The Vendor and /or its associates shall not
interfere with the right of the Owner and /or its customers or third party’s right under the Trade
Mark Act, 1999, The Patent Act, 1971, Design’s Act 2000 and the Copy Right Act, 1957 or in any
manner interfering with the intellectual property right as stated hereinabove. In the event of
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causing such interference by the Vendor the Owner shall have the right not only to terminate this
Agreement but also to recover damages including costs.
17 Settlement of Disputes
The Agreement shall in all respects be construed and carried into effect and rights and liabilities of
the Parties hereto shall be regulated according to the laws of India.
17.1
Mutual Settlement of Disputes
Except where otherwise provided for in the Agreement, other than excepted matters all questions
and dispute relating to any matter directly or indirectly connected with this Agreement shall in the
first place be resolved through mutual discussions, negotiations, deliberation and consultations
between both the Parties.
17.2
Conciliation
If the effort to resolve all or any of the disputes other than excepted matters through mutual
settlement fails, such disputes shall be referred to the conciliator to be appointed by the mutual
agreement of both Owner and the Vendor. The conciliator shall make the settlement agreement
after the Parties reach agreement and shall give an authenticated copy thereof to each of the Parties.
The settlement agreement shall be final and binding on the Parties. The settlement agreement shall
have the same status and effect of an arbitration award. The venue of Conciliation shall be
Owner’s Corporate Office, Kolkata.
17.3
Arbitration
If a dispute arises out of or in connection to the Agreement, or in respect of any defined
legal relationship associated therewith or derived therefrom, the parties agree to submit that the
dispute to arbitration under the ICADR Arbitration Rules, 1996
The Authority to appoint the sole arbitrator shall be the International Centre for Alternative
Dispute Resolution.
The International Center for Alternative Dispute Resolution will provide administrative services in
accordance with the ICADR Arbitration rules 1996.
x
x
x
x
The number of arbitrators(s) shall be One.
The language of arbitration proceedings shall be English
Specific qualifications of the arbitrator will include (but not limited to) knowledge of
ERP Implementation and commissioning of IT infrastructure.
The place of arbitration proceedings shall be New Delhi.
18 Term and Termination
18.1
Term of Agreement
The Term of this agreement is for 72 months from the date of Signing of Agreement, the
implementation and rollout phase being 36 months for all modules and all locations of the
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subsidiaries, followed by 24 months of post implementation support / AMC after 1 year warranty.
CIL reserves the right to further extend the AMC for a period of two years.
18.2
Extension of Time
If, for any special circumstances, an extension of time is required, then the Vendor shall inform to
the Project Manager/Owner’s representative, within 15 days from the date of occurrence of such
circumstances, request with full particulars for extension of time for which it may consider itself
entitled in order that such request may be examined. The decision of the Project Manager /
Owner’s representative, shall be final and binding in this aspect and no additional remuneration
shall be payable for the extended period for the scope of work covered under this Agreement.
18.3
Termination of the Agreement
18.3.1
Termination of Agreement on Vendor's Default
The Owner, without prejudice to any other remedy for breach of Agreement, by written notice of
default sent to the Vendor, may terminate this Agreement in whole or in part:
a) If the Vendor fails to deliver any or all of the products and services specified in the
Agreement, or within any extension thereof granted by the Owner.
b) If the Vendor fails to perform any other obligation(s) under the Agreement.
c) If the Vendor, in the judgment of the Owner has engaged in Corrupt Practices or Fraudulent
Practices in competing for or in executing the Agreement.
For the purpose of this clause:
"Corrupt Practices" means the offering, giving, receiving or soliciting of any thing of
value to influence the action of any official, be it from the Owner’s organisation or any
other Govt. or non-govt. body, in the procurement process or in Agreement execution.
"Fraudulent Practices" means a misrepresentation of facts in order to influence a
procurement process or the execution of a Agreement to the detriment of the Owner and
includes collusive practice among bidders (prior to or after bid submission) designed to
establish bid prices at artificial non-competitive levels and to deprive the Owner of the
benefits of free and open competition".
In the event the Owner terminates the Agreement in whole or in part, the Owner may procure / get
repaired, upon such terms and in such manner as it deems appropriate, Goods or Services similar
to those undelivered / un-repaired, and the Vendor shall be liable to the Owner for any excess
costs for such similar Goods or Services. However, the Vendor shall continue performance of the
Agreement to the extent not terminated.
18.3.2
Termination for Insolvency of the Vendor
The Owner may at any time terminate the Agreement by giving written notice to the Vendor if the
Vendor becomes bankrupt or otherwise insolvent. In this event, termination will be without
compensation to the Vendor, provided that such termination will not prejudice or affect any right
of action or remedy which has accrued or will accrue thereafter to the Owner.
18.3.3 Termination of Agreement on Owner's Initiative
The Owner reserves the right to terminate the Agreement either in part or in full due to reasons
other than those mentioned under clause entitled "Vendor's Default" or due to the outbreak of war.
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The Owner shall in such an event give thirty (30) days notice in writing to the Vendor of his
decision to do so.
The Vendor upon receipt of such notice shall discontinue the work on the date and to the extent
specified in the notice, make all reasonable efforts to obtain cancellation of all orders and
Agreement to the Owner, stop all further sub-contracting or purchasing activity related to the work
terminated, and assist the Owner in storage, maintenance, protection, and disposition of the works
acquired under the Agreement by the Owner.
18.3.4
Termination of Agreement on Vendor's Initiative
Vendor will have the right to terminate the agreement by giving one-month notice to the Owner
upon situations arising due to non-compliance of stipulations of the contract. This termination will
be held valid only if it is preceded by a corresponding non-compliance notice issued at least thirty
days prior to date of the termination and if the non-compliance has continued upto the date of
termination letter
19 Force Majeure
If at any time during the continuance of the Agreement, the performance in whole or in part by
either party or any obligations under the Agreement shall be prevented or delayed by reason
beyond reasonable control of the party including without limitation such as any war, hostilities,
act of public enemy, civil commotion, sabotage, fire, floods, earthquake, explosions, epidemics,
quarantine restrictions and acts of God (hereinafter referred to as 'Events') and provided notice of
the happening of any of the above mentioned Event is given by either party to the other within 21
days from the date of occurrence thereof, the agreed timelines shall be extended by the Owner on
receipt of application from the Vendor without imposition of penalty and the services under the
Agreement shall be resumed after such event has come to end/ceases to exist. Should one or both
the Parties be prevented from fulfilling their contractual obligations by a state of force majeure
lasting continuously for a period of at least 3 months and the Owner not having terminated the
Agreement by that time, the two Parties shall consult each other regarding the further
implementation of the Agreement with the provision that if no mutually satisfactory arrangement
is arrived at within a period of 2 months from the expiry of 3 months referred to above, the
Agreement shall be deemed to have expired at the end of the 2 months referred to above. The
above mentioned expiry of the Agreement will imply that both the Parties have obligations to
reach an agreement regarding the winding up and financial settlement of the Agreement.
20 Ownership
20.1
Ownership of Documents and Copy Rights
All study documents, data and specification prepared by the Vendor subject to the Scope of
Agreement shall be the property of Owner. As and when required or upon termination of the
Agreement, the aforesaid documents of all versions shall be handed over to Owner. Vendor shall
take all necessary steps to ensure confidentiality in handling of all the matters pertaining to
business process studies, data, specifications, methods and other information developed or
acquired or furnished by Owner by means of this Agreement or in the performance thereof.
Ownership and the terms of usage of the software and Materials supplied under the Agreement
shall be governed by this clause. The vendor shall grant Owner a perpetual license to use the
software without any additional payment or obligations to enter into a contact for maintenance or
support.
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20.2
Transfer of Ownership
The Project and its System(s) shall be deemed to have passed onto the Owner when the Project is
tested for its performance, validation and acceptance by Owner. However the Licensing rights
with regard to Core SAP Product and the third party software shall be governed by the End User
License Agreement (EULA) of respective OEM.
21 Limitation of Liability
21.1
21.2
21.3
21.4
Notwithstanding anything to the Contrary in the Agreement or any other document, the aggregate
liability of the vendor for any damage shall be limited to the Contract Price
In no event, neither party shall be liable to the other party for any indirect, special, punitive,
consequential or incidental damages including without limitation, loss of revenue, profits, business,
goodwill, anticipated savings or data or third party claims.
No Director or official or employee of Owner or Vendor shall in any way be personally bound or
liable for the acts or obligations of the Owner or Vendor under the Agreement or answerable for
any default or omission in the observance or performance of the acts, matters or things which are
herein contained.
The Vendor shall not be entitled to any increase on the scheduled rates or any other rights or
claims whatsoever by reason of any representation, explanation, statement or alleged
understanding, promise or guarantees given or to have been given to him by any person.
22 Time of the Essence
Time is of the essence of this Agreement. The acceptance of a late performance with or without
objection or reservation by Owner shall not waive any rights of Owner or constitute a waiver of
the requirement of timely performance, of any obligations remaining to be performed.
23 Confidential Information
In the performance of its obligations under this Agreement or in the contemplation thereof, the
Vendor and its employees may have access to private or confidential information, including but
not limited to information concerning costs, charges, operating procedures and technical
information, which may be owned or controlled by Owner or its parent or affiliates. With respect
to any such information so accessed or acquired, the Vendor and Owner, mutually agree as
follows:
a) all information provided by Owner shall be and shall remain the exclusive property of Owner
or its parent or affiliates;
b) the Vendor shall limit access to such information to its employees who have a need to know,
consistent with the Vendor's authorized use of such information;
c) the Vendor shall keep, and have its employees having access keep, all such information
confidential;
d) the Vendor shall not copy, publish or disclose to others, or permit its employees or anyone
else to copy, publish or disclose to others, any such information;
e) the Vendor shall return such information to Owner at its request;
f) the Vendor shall use such information only for the purpose of performing its obligations
hereunder;
The Vendor at all times shall maintain appropriate internal policies and procedures reasonably
sufficient to satisfy its obligations under this provision.
If the Vendor is required to disclose any confidential information of Owner or its parent or
affiliates pursuant to any governmental or legal proceedings, the Vendor shall not be liable for
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such disclosure provided that it gives Owner written notice of the proceeding and seeks an
appropriate protective order at least ten (10) business days prior to its disclosure of the
aforementioned confidential information.
24 Miscellaneous
24.1
The Vendor represents and warrants to the Owner that as of the effective date of this Agreement,(a)
it is a corporation duly organized, validly existing and in good standing under the laws of Country
of India, (b) it has all requisite power and authority to enter into and perform its obligations under
this Agreement, and (c) there are no actions, suits or proceedings pending, or currently not
blacklisted by any Govt. / PSUs of India or to the best of its knowledge threatened, which may
have a material adverse effect on its ability to fulfill its obligations under this Agreement or on its
operations, business, properties, assets or condition.
24.2
The Vendor shall comply with all laws in force in India. The laws will include all national,
provincial, municipal, or other laws that affect the performance of the Agreement and are binding
upon the Vendor. The Vendor & the Owner agree that the Courts of West Bengal shall have the
exclusive jurisdiction for any and all disputes, differences and claims arising out of, regarding or in
relation to this Agreement or any work issued hereunder.
24.3
If any provision of this Agreement is found to be illegal or unenforceable then, notwithstanding
such illegality or unenforceability, this Agreement shall remain in full force and effect and there
shall be substitution for such illegal or unenforceable provision a like but legal and enforceable
provision which most nearly effects the intention of the Parties. In the event a like but legal and
enforceable provision cannot be substituted, the illegal or unenforceable provision shall be deemed
to be deleted and the remaining provisions shall continue in full force and effect, provided that the
performance, rights and obligations of the Parties under this Agreement are not materially
adversely affected by such deletion.
24.4
Notwithstanding any provisions in the contrary which may be contained elsewhere herein, any
stenographic, typographic or clerical errors found in this Agreement shall be deemed as
automatically corrected without necessity of written amendment.
24.5 No amendment or other variation of the Agreement shall be effective unless it is in writing, is dated,
expressly refers to the Agreement, and is signed by a duly authorized representative of each party
to the Agreement.
24.6
Neither party shall, during the term of this Agreement and for a period of three (3) months
thereafter directly or indirectly, solicit or hire the personal of the other party.
24.7
If at any time should there be any evidence or any lien, claim for which Owner might become
liable, which is chargeable to the Vendor, and then the Owner may pay and discharge the same and
deduct the amount so paid from any amount which may be or may become due and payable to the
Vendor. If any lien or claim remains unsettled after all payments are made, the Vendor shall refund
or pay to Owner the cost of such lien or claim including all payments and reasonable expenses.
Owner reserves the right to the same.
24.8
This Agreement shall inure to the benefit of and be binding upon the respective successors and
permitted assigns, if any, of the Parties, provided that this provision shall not be construed to
permit any assignment which would be unauthorized or void pursuant to any other provision
contained herein.
24.9
If a work is transferred from the jurisdiction of Owner to any Successor, while the Agreement is in
subsistence, the Agreement shall be binding on the Vendor and the Successor in the same manner
and take effect in all respects as if the Vendor and the Successor were parties there-to from the
inception and then corresponding office of the competent authority of the Successor will exercise
the same powers and enjoy the same authority as conferred to Owner under the original Agreement
entered into and the Project Manager so appointed shall have the same powers as envisaged in the
Agreement.
24.10 Any notice to be given to the Vendor under the terms of the Agreement shall be considered as duly
served if the same shall have been delivered to, left for, or posted by registered post to the address
of the Vendor at their registered office. Similarly, any notice to be given to the Owner shall be
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considered as duly served, if the same shall have been delivered to, left for, or posted by registered
post to the Owner’s office. All notices shall be delivered or sent to the other party at the address(s)
shown below or at any other address(s) as the party may designate subsequent to signing of this
Agreement.
If to Owner:
______________________
24.11
If to Vendor:
________________________
Changes of location of site/offices do not invalidate the Agreement and Vendor shall have no
claim for any compensation for such changes.
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Annexure 1: Preliminary Project Implementation Plan
CIL has decided to implement its envisaged IT roadmap in two waves, however the current scope
of RFP includes only Wave 1. Wave 2 is related to “Integration with 3rd Party
Applications/Systems” and is a part of the overall SAP implementation roadmap but will not be
part of the scope deliverables of this tender. Examples of third party applications are: TDS, Mine
Planning Scheduling, Washery automation systems etc. However, the bidder will need to give an
undertaking to execute this job at the discretion of CIL on mutually agreed terms at a future date.
Wave – I: In the first wave, CIL will concentrate to build up basic ERP backbone for Process
automation and implementation of “must to have” interfaces. Wave 1 will be done in 2 phases to
cover all the geographical locations.
Wave – II
After successful completion of Wave – 1, Wave 2 will be carried out to:
ƒ
ƒ
ƒ
Optimize the processes and to develop interfaces with third party applications e.g. mine
planning and scheduling, washery automation systems and Truck dispatch system etc.
Advanced application implementation in IICM to take care of on line training registration,
room booking etc for external parties.
Solution for Coal Videsh Limited which manages overseas operations. Coal Videsh will own
different overseas subsidiary level companies. These entities along with different local JV
partners would own coal mining assets in different countries. The business would include
sourcing the coal from its own mines, from the spot market, swapping of coal etc. It will
cover all possible normal trading activities along with logistics, shipping, Railway, customs
and barging processes.
1.1 Implementation Schedule – Wave 1
It is expected that SAP implementation for wave 1 will be completed within 36 months in total.
Once wave 1 implementation completes in 36 months, Bidder has to provide one year warranty
along with 2 years of maintenance support services.
Implementation scope of modules in wave 1 and roll out locations will be subject to change
during project preparation phase with the successful bidder depending on the quick wins, ease of
roll out and geographical constraints.
In order to derive benefits out of SAP system quickly, CIL wants to operationalize it in one of
functions, for data capture and monitoring. This may be done for production figures recording
which helps management to drill down and monitor production performance at various locations
upto collieries and take corrective action. This may also be implemented in maintenance
management for monitoring HEMM utilization and availability. There could be other option to
have demand planning in system which provides visibility for requirements and fulfilment from
CIL, to other subsidiaries.
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The detailed scope will be discussed and finalized in project preparation phase with successful
bidder. The indicative timelines for Wave 1 for SAP Implementation and Infrastructure
commissioning are as follows:
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1.2 Project Governance
CIL is in the process of setting up a strong Internal IT Department for managing all IT projects
and initiatives. An IT Policy for the organization has been approved by the CIL.
In addition to these general measures, specifically for this project CIL shall take following
measures.
1.2.1 Project Committees
As part of the project governance, CIL shall appoint two committees:
ƒ A Steering Committee, which shall evaluate the business solutions proposed by the bidders as
well as the project timelines
ƒ A Core Committee, which will evaluate the fit of the workflows as proposed by the Bidder.
In addition, this team will be involved in the UAT during the implementation phase.
1.2.2 Post Implementation Team
The successful Bidder shall, in consultation with CIL, appoint a post implementation team of
appropriate size for post implementation support as per mutual agreement during Pilot
implementation phase. The structure of the team could be follows:
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Project Manager
Functional Consultants
Basis Consultants
ABAP Developers
Onsite Help Desk (User support, First level S/W support etc
However the Bidder should ensure that the team size is sufficient to provide the best possible
service to CIL.
1.4 Implementation Methodology
CIL will follow SAP ASAP methodology for entire implementation. The each of the sub-project
will have following phases.
x
x
x
x
x
x
Project Preparation
Business Blueprint
Realization
Final Preparation
Go-Live and Support
The corresponding deliverables, roles & responsibilities are further detailed in Annexure E.
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Annexure 2: Detailed Scope of Work (Refer Volume II
& III)
Volume II: A2.1 to A2.6
Volume III: A2.7 to A2.8
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Annexure 3: SLAs
1. Definitions.
a) “Scheduled Maintenance Time” shall mean the time that the System is not in service
due to a scheduled activity as defined in this SLA. The scheduled maintenance time
would not be during 16 X 6 timeframe. Further, scheduled maintenance time is planned
downtime with the prior permission of CIL.
b) “Scheduled operation time” means the scheduled operating hours of the System for the
month. All scheduled maintenance time on the system would be deducted from the total
operation time for the month to give the scheduled operation time. The total operation
time for the systems and applications within the DC, DR, and NR and critical client site
infrastructure will be 24X7X365. The total operation time for the client site systems shall
be the business hours of CIL.
c) “System or Application downtime” means accumulated time during which the System
is totally inoperable within the Scheduled Operation Time but outside the scheduled
maintenance time and measured from the time CIL and/or its employees log a call with
the SI team of the failure or the failure is known to the SI from the availability
measurement tools to the time when the System is returned to proper operation.
d) “Availability” means the time for which the services and facilities are available for
conducting operations on the CIL system including application and associated
infrastructure. Availability is defined as:
{(Scheduled Operation Time – System Downtime) / (Scheduled Operation Time)} *
100%
e) “Helpdesk Support” shall mean the 16x6 basis support centre for SAP support and the
24x7 for all other services which shall handle Fault reporting, Trouble Ticketing and
related enquiries during this contract.
f) “Incident” refers to any event / abnormalities in the functioning of the Data Centre
Equipment / Services that may lead to disruption in normal operations of the Data Centre,
System or Application services.
2. Interpretations.
a) The business hours are 9:00 AM to 6:00PM on all working days (Mon-Sat) excluding
Public Holidays or any other Holidays observed by CIL. The SI however recognizes the
fact that the CIL offices will require to work beyond the business hours on need basis.
b) "Non-Business Hours" shall mean hours excluding “Business Hours”.
c) 16X6 shall mean hours between 7.30AM -11.30PM on all working days (Mon-Sat)
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excluding Public Holidays or any other Holidays observed by CIL
d) If the operations at DC are not switched to DR within the stipulated timeframe (Recovery
Time Objective) in the event of a disaster, it will be added to the system downtime.
e) The availability for a cluster will be the average of availability computed across all the
servers in a cluster, rather than on individual servers. However, non compliance with
performance parameters for infrastructure and system / service degradation will be
considered for downtime calculation.
f) The SLA parameters shall be monitored on a monthly basis as per the individual SLA
parameter requirements. However, if the performance of the system/services is degraded
significantly at any given point in time during the contract and if the immediate measures
are not implemented and issues are not rectified to the complete satisfaction of CIL or an
agency designated by them, then CIL will have the right to take appropriate disciplinary
actions including termination of the contract.
g) A Service Level violation will occur if the SI fails to meet Minimum Service Levels, as
measured on a half yearly basis, for a particular Service Level. Overall Availability and
Performance Measurements will be on a monthly basis for the purpose of Service Level
reporting. An “Availability and Performance Report” will be provided by the SI on
monthly basis in the CIL suggested format and a review shall be conducted based on this
report. A monthly Availability and Performance Report shall be provided to the CIL at
the end of every month containing the summary of all incidents reported and associated
SI performance measurement for that period. The monthly Availability and Performance
Report will be deemed to be accepted by the CIL upon review and signoff by both SI and
CIL. Where required, some of the Service Levels will be assessed through audits or
reports e.g. utilization reports, measurements reports, etc., as appropriate to be provided
by the SI on a monthly basis, in the formats as required by the CIL The tools to perform
the audit will need to be provided by the SI. Audits will normally be done on regular
basis or as required by CIL and will be performed by CIL or CIL appointed third party
agencies.
h) EMS system as specified in this RFP shall play a critical role in monitoring the SLA
compliance and hence will have to be customized accordingly. The System Integrator
(SI) shall put sufficient emphasis on ensuring the capability of EMS system to capture
SLA compliance correctly and as specified in this RFP. The selected SI must deploy
EMS tool and develop additional scripts (if required) for capturing the required data for
SLA report generation in an automated way. This tool should generate the SLA
Monitoring report in the end of every month which is to be shared with CIL on a monthly
basis. The tool should also be capable of generating SLA reports for a half-year. CIL will
audit the tool and the scripts on a regular basis.
i)
There shall be a SLO – Service Level Observation Period of 1 month from the date of golive of each Phase i.e Phase 1, Phase 2 – Roll out: Track 1 and Phase 2 – Roll out: Track
2. The system performance shall be closely monitored during this period and penalties
related to SLA shall not be applicable in this period. Based upon the observations in the
SLO period the SLA’s may be appropriately modified by mutual consent. The SLAs will
prevail from the end of the SLO period till the end AMC period. After the start of the
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Operations and Maintenance Phase SLAs will be subject to being redefined, to the extent
necessitated by field experience at the SHQ/ Areas Offices /Project Offices and the
developments of technology practices globally. The SLAs may be reviewed on an
annual/bi-annual basis as CIL decides after taking the advice of the SI and other agencies.
All the changes would be made by CIL in consultation with the SI.
j)
The SI is expected to provide the following service levels. In case these service levels
cannot be achieved at service levels defined in the tables below, it shall result in invoking
the penalty clause. Payments to the SI are linked to the compliance with the SLA metrics
laid down in the tables below. The penalties will be computed and calculated as per the
computation explained in section 3-c of this Annexure. During the contract period, it is
envisaged that there could be changes to the SLA, in terms of addition, alteration or
deletion of certain parameters, based on mutual consent of both the parties i.e. CIL and
SI.
k) Table 1 in this section outlines the key service level requirements for the system, which
needs be ensured by the SI during the operations and maintenance period. These
requirements shall be strictly imposed and either CIL or a third party audit/certification
agency shall be deployed for certifying the performance of the SI against the target
performance metrics as outlined in the tables.
TABLE 1: Service Level Description and Measurement
Sl.
No.
A.
1.
Service Level Description
INFRASTRUCTURE
AVAILABILITY
ERP Systems
Measurement
Availability of production ERP systems shall be at least 99%
Severity of Violation: High
Availability over the six-month
period
< 99% & >= 98.5%
< 98.5% & >= 98%
< 98%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 98%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
2.
non-ERP Systems
Availability of non-ERP systems in production and non-production
systems shall be at least 97%.
Severity of Violation: Medium
Availability over the six-month
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Service Level Description
Measurement
period
< 97% & >= 96.5%
< 96.5% & >= 96%
< 96%
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 96%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
3.
RTO
RTO shall be less than or equal to six 6 hours for DR Site and RTO shall
be less than or equal to 2 hours for NR Site
Severity of Violation: High
4.
RPO
Each instance of non-meeting this service level will be treated as one (1)
violation.
RPO shall be Zero minutes for NR and RPO shall be less than or equal to
10 minutes for DR
Severity of Violation: High
Each instance of non-meeting this service level will be treated as two (2)
violations.
5.
Availability of Power
(UPS, Panels,
Connectors…)
Availability of Power (UPS, Panels, Connectors,…) shall be at least 99%
Severity of Violation: High
This service level will be monitored on a monthly basis.
Availability over the six-month
period
< 99% & >= 98.5%
< 98.5% & >= 98%
< 98%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 98%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
6.
Non-IT Infrastructure
(CCTV, BMS, Fire Alarm
System…)
The availability of the Non-IT infrastructure systems at the Data Centers such
as CCTV, Building Management System, Fire Alarm System that fall under
the scope of the SI shall be at least 98%.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Availability over the six-month
period
< 98% & >= 97%
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Service Level Description
Measurement
< 97% & >= 96%
< 96%
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 96%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
B.
1.
INFRASTRUCTURE
PERFORMANCE
Peak CPU Utilization
Sustained period of peak CPU utilization of any server crossing 70%
(with the exception of batch processing) shall be less than or equal to 30
minutes.
Severity of Violation: High
Each occurrence where the peak CPU utilization of any server crosses 70%
(with the exception of batch processing) and stays above 70% for time more
than 30 minutes will be treated as one (1) instance.
Number of instances over the six
month period
< 97% & >= 96.5%
Violations for calculation of
penalty
1
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
2.
Peak I/O Utilization of
Server
Sustained period of peak I/O utilization of any server crossing 70% (with
the exception of batch processing) shall be less than or equal to 30
minutes.
Severity of Violation: High
Each occurrence where the peak I/O utilization of any server crosses 70%
(with the exception of batch processing) and stays above 70% for time more
than 30 minutes will be treated as one (1) instance.
Number of instances over the six
month period
< 97% & >= 96.5%
Violations for calculation of
penalty
1
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
3.
Peak Memory Utilization
Sustained period of peak memory utilization of any server crossing 70%
(with the exception of batch processing) shall be less than or equal to 30
minutes.
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Service Level Description
Measurement
Severity of Violation: High
Each occurrence where the peak memory utilization of any server crosses
70% (with the exception of batch processing) and stays above 70% for time
more than 30 minutes will be treated as one (1) instance.
Number of instances over the six
month period
>0 & <=3
>3
Violations for calculation of
penalty
1
2
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
4.
Sustained period of rack
temperature
Sustained period of rack temperature (PAC,…) staying outside the
allowed range of within 10 of 22 Centigrade and Relative Humidity
remaining within range of 50% ± 5%
Severity of Violation: High
Each occurrence where the temperature OR Relative Humidity stays beyond
the allowed range for time equal to or more than 30 minutes will be treated as
one (1) instance.
Number of instances over the six
month period
>0 & <=3
>3
Violations for calculation of
penalty
1
2
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
NETWORK
AVAILABILITY &
PERFORMANCE
Network Availability
Severity of Violation: High
This service level will be monitored on a monthly basis.
Network Segment
CIL HQ – SHQ AHO
AHQ – PO / Other
Location
Network
availability over the
six-month period
< 99.5% &
>=99.25%
< 99.25% &
>=99%
<99%
< 99% &
>=98.75%
< 99.75% &
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Measurement
>=98.5%
<98.5%
3
In addition to the above, if the service level in any month in the six-month
period falls below 99% or 98.5% for respective network segments, one (1)
additional violation will be added for each such month to the overall
violations for this service level.
WAN Backbone Latency
(in Milliseconds)
The Latency on the WAN Backbone shall be maintained at 90
milliseconds or less up to the Area Level Network
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Network Segment
DC – DR – NR –
CIL HQ - SHQ - AHQ
Latency
performance over the
six-month period
< 95 & > 90
Violations for
calculation of penalty
1
< 100 & > 95
>100
< 125 & > 120
< 130 & > 125
> 130
AHQ - PO
2
3
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 100 milliseconds or 130 milliseconds for respective
network segments, one (1) additional violation will be added for each such
month to the overall violations for this service level.
WAN Backbone Packet
Loss
The Packet Loss on the WAN Backbone shall be maintained typically at
less than 1% measured on a monthly basis.
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Network Segment
WAN
WAN Jitter
Packet Loss over
the six-month period
> 1%
Violations for
calculation of penalty
1
Average Jitter on the WAN Backbone typically to be 20 microseconds or
less; and for Maximum Jitter typically not to exceed 30 milliseconds.
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
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Service Level Description
Measurement
Each occurrence where the average jitter crosses 20 microseconds or
maximum jitter crosses 30 Milliseconds 30 minutes will be treated as one (1)
instance.
Network Segment
Entire WAN
Number of
Instances over sixmonth period
>0 & <=3
>3
Violations for
calculation of penalty
1
2
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
Internet Availability
Overall internet availability shall be more than 98%
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Network Segment
Entire WAN
Resolution time
over the six-month
period
< 98% & >=96.5%
< 96.5% & >=95%
<95%
Violations for
calculation of penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 95%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
Firewall Outage
Firewall outage to be maintained at 0%
Severity of Violation: High
This service level will be monitored on a monthly basis.
Each instance of non-meeting this service level will be treated as two (2)
violations.
IDS Outage
IDS outage to be maintained at 0%
Severity of Violation: High
This service level will be monitored on a monthly basis.
Each instance of non-meeting this service level will be treated as two (2)
violations.
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Service Level Description
Denial Of Service (DoS)
Measurement
The SI shall respond to DoS attacks reported by users or WAN
maintenance personnel shall be resolved within 20 minutes of intimation
to the helpdesk.
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Network Segment
Entire WAN
Resolution time
over the six-month
period
< 25 Min & >=20
Min
< 30 Min & >=25
Min
>30Min
Violations for
calculation of penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 30 Min, one (1) additional violation will be added for each
such month to the overall violations for this service level.
C.
1.
APPLICATION
AVAILABILITY
ERP Solution
Availability of ERP solution components measured within the Data
Center shall be at least 99.5%
Severity of Violation: High
This service level will be monitored on a monthly basis.
Availability over the six-month
period
< 99.5% & >= 99.3%
< 99.3% & >= 99.0%
< 99%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 99%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
2.
Non-ERP Solution
Availability of non-ERP solution components measured within the Data
Center shall be at least 97%
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Availability over the six-month
period
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Measurement
< 97% & >= 96%
< 96%
1
2
In addition to the above, if the service level in any month in the six-month
period falls below 96%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
D.
1.
APPLICATION
PERFORMANCE
Average Application
Response Time
Average Application Response Time during peak usage hours as
measured within the server environment shall not exceed 2 seconds.
Severity of Violation: High
The list of critical business functions and peak usage hours will be identified
by CIL during the Supply and System Integration Phase.
This service level will be monitored on a monthly basis.
Average Application Response
Time over the six-month period
> 2s & <= 3s
> 3s & <= 4s
> 4s
Violations for calculation of
penalty
2
4
5
In addition to the above, if the average application response time in any
month in the six-month period goes beyond 4s, one (1) additional violation
will be added for each such month to the overall violations for this service
level.
2.
Average application
response time during
peak usage hours
Average application response time during peak usage hours as measured
from a client terminal within the Data Center shall not exceed 4 seconds.
Severity of Violation: High
The list of critical business functions and peak usage hours will be identified
by CIL during the Supply and System Integration Phase.
This service level will be monitored on a monthly basis.
Average Application Response
Time over the six-month period
> 4s & <= 5s
> 5s & <= 6s
> 6s
Violations for calculation of
penalty
2
4
5
In addition to the above, if the average turnaround time in any month in the
six-month period goes beyond 6s, one (1) additional violation will be added
for each such month to the overall violations for this service level.
E.
CLIENT SITE
INFRASTRUCTURE
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Measurement
Critical client site
infrastructure
components
(Critical client site
infrastructure means the IT
infrastructure at client site
which are shared by
multiple users i.e., Core
Switch, Core Routers, etc.
)
Availability of the critical client site infrastructure components at all the
implementation sites shall be at least 99%
Severity of Violation: High
This service level will be measured on a monthly basis for each
Implementation site.
If the availability in a month for an implementation site falls below the
minimum service level, it will be treated as one (1) violation.
The total number of violations for the six-month period will be the
cumulative number of violations across all the months across all sites in the
six-month period.
F.
1.
CLIENT SITE
SUPPORT
Non-SI Supported
Incidents
100% of the non SI supported incidents at every site shall be routed to
the appropriate service provider within 30 minutes (business hours).
Severity of Violation: Medium
This service level will be measured on a monthly basis for each
implementation site.
If the performance in a month for an implementation site falls below the
minimum service level, it will be treated as one (1) instance. The total number
of instances for the six-month period will be the cumulative number of
instances across all the months across all sites in the six-month period.
Average number of instances per month = (Total number of instances for the
six-month period) / 6
Average number of instances per
month
>0 & <=4
>4 & <=8
>8 & <=12
>12
2.
Level 1 Incidents
( The failure to fix the
incident/issue reported has
an immediate impact on
CIL ability to service its
users and inability to
perform critical backoffice functions)
Violations for calculation of
penalty
1
2
3
4
80% of the Level 1 Incidents at each site should be resolved within 2
business hours from the time call is received / logged whichever is earlier.
The maximum resolution time for any incident of this nature shall not
exceed 8 business hours.
Severity of Violation: Medium
This service level will be measured on a monthly basis for each
implementation site.
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Measurement
If the performance in a month for an implementation site falls below the
minimum service level, it will be treated as one (1) instance. The total number
of instances for the six-month period will be the cumulative number of
instances across all the months across all sites in the six-month period.
Average number of instances per
month
>0 & <=4
>4 & <=8
>8 & <=12
>12
3.
Level 2 Incidents
( The failure to fix the
incident/issue reported has
an impact that while not
immediate can cause user
service to degrade if not
solved within reasonable
timeframes)
Violations for calculation of
penalty
1
2
3
4
80% of the Level 2 Incidents at each site should be resolved within 6
business hours from the time call is received / logged whichever is earlier.
The maximum resolution time for any incident of this nature shall not
exceed 48 hours.
Severity of Violation: Medium
This service level will be measured on a monthly basis for each
implementation site.
If the performance in a month for an implementation site falls below the
minimum service level, it will be treated as one (1) instance. The total number
of instances for the six-month period will be the cumulative number of
instances across all the months across all sites in the six-month period.
Average number of instances per month = (Total number of instances for the
six-month period) / 6
Average number of instances per
month
>0 & <=4
>4 & <=8
>8 & <=12
>12
4.
Replacement of
Hardware
Violations for calculation of
penalty
1
2
3
4
Replacement of hardware equipment shall be done within 7 days of
notification by CIL. These equipments should have failed on four or
more occasions in a period of less than three months or six times in a
period of less than twelve months. (Mean Time Between Failure
Condition)
Severity of Violation: High
Each instance of non-meeting this service level will be treated as one (1)
violation.
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G.
1.
Service Level Description
APPLICATION
SUPPORT
Critical Defects
(A critical function is not
available or very seriously
impaired; the impact on
business is severe; a large
number of end users are
unable to perform their
normal work; and/or no
readily available
alternative exists)
Measurement
95% of the Critical defects shall be resolved within 2 business hours from
the time of reporting full details.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 95% & >= 90%
< 90% & >= 85%
< 85%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 85%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
2.
Urgent Defects
(A critical service is
unavailable or seriously
impacted by a problem; no
realistic workaround is
available and financial,
customer related impacts
could occur)
95% of the Urgent defects shall be resolved within 8 hours from the time
of reporting full details.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 95% & >= 90%
< 90% & >= 85%
< 85%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 85%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
3.
Medium Defects
(A non critical service is
unavailable or impaired by
a problem. There is no
direct immediate impact on
business. Work can
continue with minor
disruptions or loss of
efficiency. Alternative
ways of performing normal
work are available)
100% of the Medium defects shall be resolved within 72 hours from the
time of reporting full details.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 100% & >= 90%
< 90% & >= 80%
< 80%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 80%, one (1) additional violation will be added for each
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Measurement
such month to the overall violations for this service level.
HELPDESK AND DATA
CENTER SUPPORT
H.
1. Time taken to answer
calls
98% of the calls shall be answered within 45 seconds.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 98% & >= 90%
< 90% & >= 80%
< 80%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 80%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
2.
Level 1 Calls
( The failure to fix the
incident/issue reported has
an immediate impact on
CIL ability to service its
users and inability to
perform critical backoffice functions)
80% of the Level 1 calls shall be resolved within 2 hours from call
received / logged whichever is earlier. The maximum resolution time for
any incident of this nature shall not exceed 8 business hours.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 80% & >= 70%
< 70% & >= 60%
< 60%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 60%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
3.
Level 2 Calls
( The failure to fix the
incident/issue reported has
an impact that while not
immediate can cause user
service to degrade if not
solved within reasonable
timeframes)
80% of the Level 2 calls shall be resolved within 6 hours from call
received / logged whichever is earlier. The maximum resolution time for
any incident of this nature shall not exceed 48 hours.
Severity of Violation: High
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 80% & >= 70%
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Measurement
< 70% & >= 60%
< 60%
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 60%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
4.
Level 3 Calls
( The failure to fix the
incident/issue reported
has no direct impact on
CIL’s ability to service its
users or perform critical
back-office functions)
80% of the Level 3 calls shall be reported on status and action to be
communicated within 24 hours from call received / logged whichever is
earlier. The maximum resolution time for any incident of this nature
shall not exceed 72 hours.
Severity of Violation: Low
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 80% & >= 70%
< 70% & >= 60%
< 60%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 60%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
5.
Non-SI Supported
Incidents
98% of the non SI supported incidents shall be routed to the appropriate
service provider within 30 minutes.
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
Performance over the six-month
period
< 98% & >= 90%
< 90% & >= 80%
< 80%
Violations for calculation of
penalty
1
2
3
In addition to the above, if the service level in any month in the six-month
period falls below 80%, one (1) additional violation will be added for each
such month to the overall violations for this service level.
6.
Replacement of
Hardware Equipment
Replacement of hardware equipment shall be done within 15 days of
notification by CIL. These equipments would have failed on four or more
occasions in a period of less than three months or six times in a period of
less than twelve months. (Mean Time Between Failure Condition)
Severity of Violation: High
Each instance of non-meeting this service level will be treated as one (1)
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Sl.
No.
Service Level Description
Measurement
violation.
7.
Civil Works – Minor
Repairs
Civil works related to minor repairs shall be performed within 24 hours
of reporting the problem.
Severity of Violation: Medium
Each occurrence non-meeting the service level will be treated as one (1)
instance.
Number of instances over the six
month period
>0 & <=3
>3
Violations for calculation of
penalty
1
2
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
8.
Civil Works –
Replacements
Civil works related to replacements shall be performed within 2 days of
reporting the problem.
Severity of Violation: Medium
Each occurrence non-meeting the service level will be treated as one (1)
instance.
Number of instances over the six
month period
>0 & <=3
>3
Violations for calculation of
penalty
1
2
In addition to the above, if the number of instances in any month in the sixmonth period exceeds 3, one (1) additional violation will be added for each
such month to the overall violations for this service level.
I
1.
REPORTING
Monthly SLA
Compliance Reports
Provide monthly SLA compliance reports, monitoring and maintenance
related MIS reports by the 5th of the following month.
Severity of Violation: Medium
This service level will be monitored on a monthly basis.
If the monthly SLA compliance report related to the service level metrics is
not provided in the given timeframe, it will be treated as one (1) instance.
The total number of instances for the six-month period will be the cumulative
number of instances across all the months in the six-month period.
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Page 164 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sl.
No.
Service Level Description
Measurement
Number of instances over the six
month period
>0 & <=3
>3
Violations for calculation of
penalty
1
2
3. Violations and Associated Penalties
a) The primary intent of Penalties is to ensure that the system performs in accordance with
the defined service levels. Penalties are not meant to be punitive or, conversely, a vehicle
for additional fees.
b) A monthly performance evaluation will be conducted.
c) Penalty Calculations. The framework for Penalties, as a result of not meeting the
Service Level Targets are as follows:
i.
The performance will be measured for each of the defined service level metric
against the minimum / target service level requirements and the violations will
be calculated accordingly.
ii.
The number of violations in the reporting period for each level of severity will
be totaled and used for the calculation of Penalties.
iii.
Penalty applicable for each of the high severity violations is one (1) % of
respective half yearly payment to the SI.
iv.
Penalty applicable for each of the medium severity violations is three-quarter
(0.75%) of respective half yearly payment to the SI.
v.
Penalties applicable for each of the low severity violations is one-quarter
(0.25%) of respective half yearly payment to the SI.
vi.
Penalty applicable for not meeting a high (H) critical performance target in two
consecutive half years on same criteria shall result in additional deduction of
1% of the respective half yearly payment to the SI. Penalty shall be applicable
separately for each such high critical activity
vii.
Penalty applicable for not meeting a medium (M) critical performance target in
two consecutive half yearly periods on same criteria shall result in additional
deduction of 0.75% of the respective half yearly payment to the SI. Penalty
shall be applicable separately for each such medium critical activity
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 165 of 249
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India Limited and all its Subsidiaries.
viii.
Penalty applicable for not meeting a low (L) critical performance target in two
consecutive half yearly periods on same criteria shall result in additional
deduction of 0.5% of the respective half yearly payment to the SI. Penalty shall
be applicable separately for each such medium critical activity
ix.
It is to be noted that if the overall penalty applicable for any of the review
period during the currency of the contract exceeds 3% or if the overall penalty
applicable for any of the successive half year periods during the currency of the
contract is above 15%; then CIL shall have the right to encash the Warranty
Guarantee or terminate the contract or both.
4. Enforcement of SLA’s
SLA’s would be enforced after observing a one month SLO period after Go-Live of each
phase i.e Phase 1, Phase 2 Roll out: Track 1, Phase 2 Roll out: Track 2. Penalties for these
phases (if any) will be accumulated and deduction towards these penalties will be made on
commencement of AMC period.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 166 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Annexure 4: Schedule of Requirement and Price
Form for Price Bid
Having examined the Bid Document Number ………………………... dated ………………, the
receipt of which is hereby acknowledged, we, the undersigned, offer to supply, implement,
commission, integrate and put into operation the Solution under the above-named Bid in full
conformity with the Bidding Documents for the sum quoted in price schedule. The following is
the total bid price for the scope of work described in our response to your Bid Document.
i) In figures __________________________________________
ii) In words __________________________________________
(Please quote the price in Indian Rupees only)
The break-up of the above lump sum price is given in the Price schedule attached herewith and is
made part of this bid.
Thanking you,
Yours faithfully,
<Seal and Signature of Authorized Signatory>
<Name of Authorized Signatory>
<Title of Authorized Signatory>
Note: In case of bid by a consortium, this form has to be signed by authorized signatories of
all the members of the consortium.
Rates for all items must be quoted in the following proforma. The description of taxes quoted
should be given clearly along with the percentage.
NOTE:
1. The BoM mentioned below has to be mandatorily quoted by all the bidders and will be used
for TCO calculation for evaluation purpose. The quantities for certain components viz.
Desktops, LAN items, VSATs and wireless items etc. may vary. The successful bidder will
perform a site survey for quantity finalization of items at the time of execution of the project
execution. However, the unit rate quoted will be applicable for making the necessary
payment to the bidder. The successful bidder and CIL will jointly decide and signoff on the
actual quantities as may be required at various locations.
2. Regarding Wireless and VSAT TCO calculation, it is presumed that around 20% of
applicable locations may have to be provided with VSAT due to non availability of line of
sight even with wireless repeaters and other topographical constraints. Quantity finalization
process for VSAT’s and Wireless will be as mentioned in Point No. 1 above.
3. However the unit price of the quoted items shall be firm and binding on the successful bidder.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 167 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
4. Any additional items required by the Bidder for the completeness of the solution has to be
quoted under “Any other item (give detailed break-up)”.
5. All rates should be in Indian Rupees.
6. The total value of bid should be given in figures as well as words. In case of any discrepancy
between the two values, the amount given in words will be taken as correct.
7. Technical bid (bid packet-1 Part-B) should contain an un-priced bid which should be similar
to the price bid without any prices mentioned. Additionally, bidder has to mandatorily
provide a detailed line item wise BoM in their technical bid.
8. Any additional item must be given at the end of each sub-heading.
9. All AMC charges of all equipment/components & post implementation support of individual
phases (Ph 1 & 2) until Go-live of the final phase (Ph 2, Roll out – Track-II) have to be
included in the prices quoted by bidder. CIL will not pay AMC separately for this period.
Bidders to note that equipments and software licenses needs to be supplied in a staggered
manner as per the phased plan and necessary maintenance and support cost needs to be
included in the supply & services cost.
10. The Bidder is to quote for AMC/ATS of all components and post implementation support for
a period of 2 years after 1 year warranty from the date of Go-Live of Phase 2, Roll-out TrackII.
11. For Facility Management Services, Bidders need to quote as per the guideline provided in
Table 12 of Volume III. However, these are the minimum manpower to be quoted.
12. Training needs to be imparted and quoted as per section “A2.2 Training & Knowledge
Transfer – SAP Applications” of Volume II of the RFP. In case additional training is required,
the same will be impacted by the Vendor at the rate quoted in the Price Bid.
13. Supply and replacement of equipment shall be made by successful bidder free of all charges
at the various locations of CIL including freight, insurance and other incidental charges.
14. Acronyms Used in tables below:
a. APBS: As per Bidders Solution
b. I & C: Installation and Commissioning
c. LS: Lumpsum
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 168 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table A: Supply, Installation & Commissioning – Infrastructure
Sr.
No.
A.1
a.1
Item Name
I & C of a.1
b.1
Relay Server for
Antivirus and Domain
Controller / Patch
Management (at DC,DR,
SHQ & AHQ)
b.2
I & C of b.1
c.1
Administrators Console
c.2
I & C of c.1
Domain Controller /
Back-up Domain
Controller
I&C of d.1
SAN Storage system
I & C of d.1
Rack Mountable Fiber
Channel SAN Switch
d.2
e.1
e.2
f.1
Make &
Model
Qty
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Supply, Installation & Commissioning - Hardware and Devices
SAP Production,
Development, QA &
Nos.
APBS
Testing Servers
a.2
d.1
UOM
FOR Unit
rate in `
exclusive
of Taxes &
Duties
f.2
I & C of e.1
g.1
Tape Library (Back-up
Device) Drive and
Backup software
g.2
I & C of f.1
h.1
Virtual Tape Library,
Cartridge Tape Library
& Backup Software
h.2
I & C of g.1
Nos.
APBS
Nos.
APBS
Nos.
APBS
Nos.
3
Nos.
APBS
Nos.
3
Nos.
3
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Vol- I
Total
Amount
in `
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
i.1
Miscellaneous Server for
DNS, Proxy, Antivirus
etc
i.2
j.1
I & C of h.1
Desktop PC
j.2
I & C of i.1
k.1
EMS / NMS / Backup
Servers
k.2
l.1
l.2
m.1
I & C of j.1
Line Printers (1500 lpm)
I & C of k.1
Network LaserJet
Printers - Color
m.2
I & C of l.1
n.1
Network LaserJet Printer
– Black & White /
Monochrome
n.2
I&C of n.1
UOM
Make &
Model
Qty
Nos.
APBS
Nos.
10000
Nos.
APBS
Nos.
593
Nos.
103
Nos.
473
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Any other item (give
detailed break-up)
SUB-TOTAL
-
A.2
Supply, Installation & Commissioning - Networking Components
a.1
a.2
DC / DR Core Switches
I & C of a.1
DC / DR Server Farm
Switches
I & C of b.1
DC / DR DMZ Switches
I & C of c.1
LAN Distribution
Switch - Type I for DC /
DR / NR / SHQ
I & C of d.1
LAN Core Switches for
SHQ & AHQ
b.1
b.2
c.1
c.2
d.1
d.2
e.1
e.2
Nos.
4
Nos.
4
Nos.
6
Nos.
65
Nos.
99
-
I & C of e.1
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Page 170 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
f.1
f.2
g.1
g.2
h.1
h.2
i.1
i.2
j.1
j.2
k.1
k.2
l.1
l.2
m.1
m.2
n.1
n.2
o.1
o.2
p.1
p.2
q.1
q.2
Item Name
LAN Access Switch –
Type I (DC, HQ, SHQ,
AHQ)
I & C of g.1
LAN Access Switch –
Type II for Project
Office / Mines , Central
Stores /Workshop /
Hospitals
I & C of h.1
LAN Access Switch –
Type III for other
location
I & C of i.1
Core Routers at DC, DR
I & C of j.1
NR,SHQ Routers
I & C of k.1
Area Office Routers
I & C of l.1
Project Office, Central
Stores Workshops /
Hospitals and Other
Locations Routers
I & C of m.1
Internet Routers
I & C of n.1
VSAT Hub Routers
I & C of o.1
Server Load Balancer
I & C of p.1
AAA Server
I & C of q.1
Internet Link Load
Balancer
UOM
Make &
Model
Qty
Nos.
410
Nos.
1488
Nos.
829
Nos.
4
Nos.
20
Nos.
162
Nos.
1325
Nos
4
Nos
5
Nos
4
Nos
4
Nos
4
I & C of r.1
Nos
Any other item (give
detailed break-up)
Nos
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
SUB-TOTAL
A.3
a.1
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
-
-
Supply, Installation & Commissioning - Security Components
Internal / Server Farm
Nos.
4
Firewall
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Page 171 of 249
Total
Amount
in `
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
a.2
b.1
Item Name
I & C of a.1
External / Perimeter
Firewall
b.2
I & C of b.1
c.1
Network Intrusion
Prevention System
c.2
I & C of c.1
d.1
Host Intrusion
Prevention System
d.2
e.1
e.2
f.1
f.2
g.1
I & C of d.1
Mail Security
I & C of e.1
Gateway Web Security
I & C of f.1
Security Correlation
Appliances
g.2
I & C of g.1
h.1
Network Data Loss
Prevention System
h.2
I & C of h.1
UOM
Make &
Model
Qty
Nos.
4
Nos.
6
Nos.
APBS
Nos.
4
Nos.
4
Nos.
4
Nos.
4
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Any other item (give
detailed break-up)
SUB-TOTAL
A.4
a.1
a.2
b.1
b.2
c.1
c.2
d.1
d.2
e.1
e.2
f.1
-
-
Supply, Installation & Commissioning - Voice Components
(Installation & Commissioning should include costs of liaison services for link set-up)
IP PBX
Lot
5
I & C of a.1
Voice Messaging
Syste
2
System
m.
I & C of b.1
Audio Conferencing
Nos.
2
I & C of c.1
IP Phones Type - I
Nos.
3400
I & C of d.1
IP Phones Type - II
Nos.
1200
I & C of e.1
Helpdesk System
Nos.
2
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
f.2
I & C of f.1
g.1
IP Gateway or
Equivalent
g.2
I & C of g.1
UOM
Nos.
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
94
Any other item (give
detailed break-up)
SUB-TOTAL
A.5
a.1
Supply, Installation & Commissioning – Wireless Connectivity Components
(Installation & Commissioning should include cost for components like earthing, grounding, TVSS, etc.)
Point-to- Point and point
to Multipoint wireless
broadband equipment
Nos.
243
for base Station /Area
offices.
a.2
I & C of a.1
b.1
Point-to- Point and Point
to Multipoint wireless
broadband systemRemote Subscriber
b.2
I & C of b.1
c.1
Point-to- Point and point
to Multipoint wireless
broadband equipment
for repeater stations
c.2
I & C of c.1
d.1
Lightning Protection
Unit
d.2
I & C of c.1
e.1
e.2
f.1
f.2
Nos.
1100
40
Nos.
1221
Antenna
Nos.
1383
I & C of e.1
36 Mtr. Self supported
Tower for Mounting
Wireless Equipment
with Earthing Strip,
Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
I & C of e.1
Nos.
236
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Page 173 of 249
Vol- I
-
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
g.1
g.2
h.1
h.2
Item Name
18 Mtr. Self supported
Tower for Mounting
Wireless Equipment
with Earthing Strip,
Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
I & C of e.1
55 Mtr. Self supported
Tower for Mounting
Wireless Equipment
with Earthing Strip,
Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
I & C of e.1
i.1
Online UPS 1 KVA with
SMF battery for 2 hrs
backup
i.2
I & C of i.1
UOM
Make &
Model
Qty
Nos.
955
Nos.
15
Nos.
1221
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Any other item (give
detailed break-up)
SUB-TOTAL
A.6
a.1
a.2
b.1
b.2
c.1
c.2
d.1
d.2
e.1
e.2
-
-
Supply, Installation & Commissioning – Network Passive Components
Heavy Duty Racks for
Servers/ SAN/ Storage/
Nos.
APBS
Backup/ LAN switch/
Structured cabling
I & C of a.1
Category 6A outlets
Nos.
21850
I & C of b.1
Category 6A UTP, 4
Km
1093
Pair
Laying of CAT 6 UTP
with casing and capping
/ PVC Pipe as required
(c.1)
Category 6A Modular
Nos.
2558
Patch Panels
I & C of d.1
Category 6A Patch
Cords
Nos.
21850
I & C of e.1
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Page 174 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
f.1
f.2
g.1
Item Name
50μm multimode
armored fiber optic
building cable - riser
Laying of Armored
Fiber Cable with
necessary pipes and
terminations at the ends
(f.1)
High-Density, Preterminated, Modular
Fiber Patching System
g.2
I & C of g.1
h.1
Real Time Infrastructure
Management Intelligent Patch Panel
System
h.2
I & C of h.1
i.1
6 U Rack for mounting
the switches in the floor
i.2
I & C of g.1
Any other item (give
detailed break-up)
UOM
Make &
Model
Qty
Meters
38750
Nos.
994
Set
2
Nos
2295
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Nos.
SUB-TOTAL
A.7
Supply, Installation & Commissioning – LCD Displays for EMS
a.1
LCD Displays for EMS
a.2
I & C of a.1
-
-
-
-
4
Any other item (give
detailed break-up)
SUB-TOTAL
A.8
a.1
Supply, Installation & Commissioning - VSAT Equipment
Extended C Band
FTDMA VSAT (IDU +
ODU including
Nos.
300
Antenna) Terminal with
data speed upto 512
Kbps.
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Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
a.2
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
I & C of a.1
Any other item (give
detailed break-up)
SUB-TOTAL
A.9
a.1
a.2
b.1
b.2
c.1
c.2
d.1
-
-
-
-
Supply, Installation & Commissioning - Video Conferencing Equipment
Video Conferencing Nos.
2
MCU
I & C of a.1
HD Conference Room
Nos.
24
System
I & C of b.1
HD Desktop Endpoint
Nos.
65
I & C of c.1
Video Digital Recording
Nos.
2
System
d.2
I & C of d.1
e.1
Video Conferencing
Manager
e.2
I&C of e.1
Lot.
1
Any other item (give
detailed break-up)
SUB-TOTAL
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 176 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table B: Supply, Installation & Commissioning – DR & NR Design, Civil and Electrical &
other related works
Sr.
No.
B.1
1)
a.1
a.2
b.1
b.2
c.1
c.2
d.1
d.2
e.1
e.2
f.1
f.2
g.1
g.2
h.1
h.2
i.1
i.2
j.1
j.2
k.1
k.2
l.1
l.2
2)
a.1
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Supply, Installation & Commissioning – DR & NR Design, Civil and Electrical & other related works
Disaster Recovery
Center - 1500 Sq Ft.
Civil & Architectural
I & C of a.1
Electrical
I & C of b.1
Precision Air
Conditioning System
(PAC)
I & C of c.1
Comfort Airconditioning
I & C of d.1
Fire Detection and
Suppression System
I & C of e.1
Access Control System
I & C of f.1
CCTV System
I & C of g.1
Water Leak Detection
System
I & C of h.1
Rodent Repellent
System
I & C of i.1
UPS System
I & C of j.1
Data Safe
I & C of k.1
Building Management
System
I & C of l.1
Near Disaster
Recovery Center
Civil & Architectural
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot.
1
Lot
1
Lot
1
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 177 of 249
Vol- I
Total
Amount
in `
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
a.2
b.1
b.2
c.1
c.2
d.1
d.2
e.1
e.2
f.1
f.2
g.1
g.2
h.1
h.2
Item Name
I & C of a.1
Electrical
I & C of b.1
Precision Air
Conditioning System
(PAC)
I & C of c.1
UPS System
I & C of d.1
Access Control System
I & C of e.1
Fire Detection and
Suppression System
I & C of f.1
Water Leak Detection
System
I & C of g.1
Data Safe
I & C of h.1
Any other item (give
detailed break-up)
UOM
Make &
Model
Qty
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
Lot
1
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
SUB-TOTAL
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
-
-
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 178 of 249
Total
Amount
in `
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table C: Supply, Installation & Commissioning – Data Center (3000 Sqft) (To be shifted to
CIL Rajarhaat Data Center Premises after 3 years)
Sr.
No.
C.1
a)
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price in
`
Taxes &
Duties in
`
(Service
Tax)
Taxes
&
Duties
in `
(VAT/
CST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Supply, Installation & Commissioning – Data Center (3000 Sqft) (To be shifted to CIL Rajarhaat Data Center Premises after 3
years)
Shifting ,
recommissioning and
migration charges at
CIL DC at Rajarhaat
(eg: Servers, SAN
Storgae, Routers,
Switches, UPS, Data
Safe, laying of network
and LAN etc.)
Lumps
um
1
Any other item (give
detailed break-up)
SUB-TOTAL
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 179 of 249
-
-
-
-
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table D: Software
Sr.
No.
D.1
a.1
a.2
b.1
b.2
D.2
a.1
a.2
b.1
b.2
c.1
c.2
D.3
a)
b)
c)
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes
& Duties
Total
Base
Price
in `
Taxes &
Duties in `
(Service
Tax)
Taxes &
Duties in
`
(VAT/
CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
EMS & NMS Software (inclusive of AMC/ATS costs until completion of warranty period)
Storage Management
Lot
1
I & C of a.1
Network & Enterprise
Management System
(including Database
Lot
1
Monitoring, Server & Desktop
Management & Service Desk)
I & C of b.1
Any other item (give detailed
break-up)
SUB-TOTAL
Gateway Level Antivirus, Patch Management, Desktop Antivirus, Domain Controller (inclusive of AMC/ATS costs until completion of
warranty period)
All required software for
Gateway Level Antivirus
Lot
1
andDesktop antivirus for
20,000 Desktops.
I & C of a.1
All required software for Patch
Management for 20,000
Lot
1
Desktops.
I&C of b.1
Domain Controller Software
Lot
1
for 20,000 Desktops
I&C of c.1
Any other item (give detailed
break-up)
SUB-TOTAL
SAP Licenses & run-time RDBMS (inclusive of AMC/ATS costs until completion of warranty period)
Phase 1
Phase 2 – Track 1
Phase 2 – Track 2
Lot
Lot
Lot
1
1
1
SUB-TOTAL
-
-
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 180 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table E: SAP Implementation, Services from SAP & Material Codification & Data
Preparation Services
Sr.
No.
E.1
1
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Phase 1
2
Phase 2
Rollout – Track 1
Rollout – Track 2
Any other item (give
detailed break-up)
LS
1
LS
LS
1
1
SUB-TOTAL
1
2
3
4
1
2
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
-
-
Services from SAP
Solution Quality Review
Services (1180
Mandays)
Expert Consulting
Services (869 Mandays)
TQM Program
Management Services
(240 Mandays)
Technical Quality
Management Services
(280 Mandays)
LS
1
LS
1
LS
1
LS
1
SUB-TOTAL
E.3
Taxes &
Duties in
`
(VAT/
CST)
SAP Implementation
a)
b)
E.2
Taxes &
Duties in
`
(Service
Tax)
-
-
Material Codification, Data Preparation/entry
Material Codification
Data preparation/ entry
job
Any other item (give
detailed break-up)
Manmonths
Manmonths
200
200
SUB-TOTAL
-
-
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 181 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table F: Training
Table F1
Sr.
No.
1
a
b
c
d
e
Item Name
Training
Core User/Team
Training
Power User Training
Senior Management
Training
End User Hands on
Training
Infrastructure Training
UOM
Make &
Model
Qty
LS
1
LS
1
1
LS
LS
LS
FOR Unit
rate in `
exclusive of
Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties
in `
(VAT/C
ST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
1
1
Any other item (give
detailed break-up)
SUB-TOTAL
-
-
TOTAL
-
-
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 182 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table F2 (This will not be included in the TCO)
Sr.
No.
1
a
b
c
d
e
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive of
Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties
in `
(VAT/C
ST)
Any Other
Tax or
levies in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Training - Per
Additional Man-day
Core User/Team
Training
Power User Training
Senior Management
Training
End User Hands on
Training
Infrastructure Training
Man-day
1
Man-day
Man-day
1
Man-day
Man-day
1
1
1
Any other item (give
detailed break-up)
SUB-TOTAL
-
-
TOTAL
-
-
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 183 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table G: Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) Infrastructure
Sr.
No.
G.1
a)
b)
Item Name
UOM
AMC - Hardware and Devices
SAP Production,
Development, QA &Testing
Year
Servers
Relay Server for Antivirus
and Domain Controller /
Year
Patch Management
c)
Administrators Console
Year
d)
Domain Controller / Back-up
Domain Controller
Year
e)
SAN Storage system
Year
f)
g)
h)
i)
Rack Mountable Fiber
Channel SAN Switch
Tape Library (Back-up
Device) Drive and Backup
software
Virtual Tape Library,
Cartridge Tape Library &
Backup Software
Miscellaneous Server for
DNS, Proxy, Antivirus etc
Year
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
2
2
2
2
2
2
2
Year
Year
Year
k)
EMS / NMS / Backup
Servers
Year
l)
Line Printers (1500 lpm)
Year
m)
Network LaserJet –Printers Color
Year
n)
Network LaserJet Printers –
Black & White /
Monochrome
2
2
2
2
2
2
Year
Any other item (give
detailed break-up)
SUB-TOTAL
-
-
AMC - Networking Components
DC / DR Core Switch
Total
Amount
in `
2
Desktop PC
a)
Taxes &
Duties in `
(VAT/CST)
Year
j)
G.2
Taxes &
Duties in
`
(Service
Tax)
Year
2
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 184 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
G.3
a)
b)
c)
d)
e)
f)
g)
h)
Item Name
DC / DR Server Farm Switch
DC / DR DMZ Switch
LAN Distribution Switch Type I for DC / DR / NR /
SHQ
LAN Core Switches for SHQ
& AHQ
LAN Access Switch – Type I
(DC, HQ, SHQ, AHQ)
LAN Access Switch – Type
II for Project Office / Mines ,
Central Stores /Workshop /
Hospitals
LAN Access Switch – Type
III for other location
Core Routers at DC, DR
NR,SHQ Routers
Area Office Routers
Project Office, Central Stores
Workshops / Hospitals and
Other Locations Routers
Internet Routers
VSAT Hub Routers
Server Load Balancer
AAA Server
Internet Link Load Balancer
Any other item (give
detailed break-up)
SUB-TOTAL
AMC - Security Components
Internal / Server Farm
Firewall
External / Perimeter Firewall
Network Intrusion
Prevention System
Host Intrusion Prevention
System
Mail Security
Gateway Web Security
Security Correlation
Appliances
Network Data Loss
Prevention System
UOM
Year
Year
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
2
2
2
Year
Year
Year
2
2
2
Year
Year
Year
Year
Year
2
2
2
2
2
Year
Year
Year
Year
Year
Year
2
2
2
2
2
-
Year
Year
Year
Year
Year
Year
Year
Year
-
2
2
2
2
2
2
2
2
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 185 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Any other item (give
detailed break-up)
SUB-TOTAL
G.4
a)
b)
c)
d)
e)
f)
g)
G.5
a)
b)
c)
d)
e)
f)
g)
h)
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
-
-
-
-
AMC - Voice Components
IP PBX
Year
Voice Messaging System
Year
Audio Conferencing
Year
IP Phones Type - I
Year
IP Phones Type - II
Year
Helpdesk System
Year
IP Gateway or Equivalent
Year
Any other item (give
detailed break-up)
SUB-TOTAL
AMC – Wireless Connectivity Components
Point-to- Point and point to
Multipoint wireless
Year
broadband equipment for
base Station /Area offices.
Point-to- Point and Point to
Multipoint wireless
Year
broadband system- Remote
Subscriber
Point-to- Point and point to
Multipoint wireless
Year
broadband equipment for
repeater stations
Lightning Protection Unit
Year
Antenna
Year
36 Mtr. Self supported Tower
for Mounting Wireless
Equipment with Earthing
Year
Strip, Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
18 Mtr. Self supported Tower
for Mounting Wireless
Equipment with Earthing
Year
Strip, Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
55 Mtr. Self supported Tower
for Mounting Wireless
Equipment with Earthing
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
Year
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 186 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
Strip, Grounding Wire,
Transient Voltage Surge
Suppression (TVSS)
i)
G.6
a)
b)
c)
d)
e)
f)
g)
h)
i)
Online UPS 1 KVA with
Year
SMF battery for 2 hrs backup
Any other item (give
detailed break-up)
SUB-TOTAL
AMC – Network Passive Components
Heavy Duty Racks for
Servers/ SAN/ Storage/
Year
Backup/ LAN switch/
Structured cabling
Category 6A outlets
Year
Category 6A UTP, 4 Pair
Year
Category 6A Modular Patch
Year
Panels
Category 6A Patch Cords
Year
50μm multimode fiber
armored optic building cable
Year
- riser
High-Density, Preterminated, Modular Fiber
Year
Patching System
Real Time Infrastructure
Year
Management - Intelligent
Patch Panel System
6 U Rack for mounting the
Year
switches in the floor
2
a)
a)
-
-
-
-
2
2
2
2
2
2
2
2
AMC – LCD Displays for EMS
LCD Displays for EMS
Year
2
Any other item (give
detailed break-up)
SUB-TOTAL
G.8
-
2
Any other item (give
detailed break-up)
SUB-TOTAL
G.7
-
AMC: VSAT Components
Extended C Band FTDMA
VSAT (IDU + ODU
including Antenna) Terminal
Year
2
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 187 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
with data speed upto 256
Kbps.
Any other item (give
detailed break-up)
SUB-TOTAL
G.9
a)
b)
c)
d)
e)
AMC: Video Conferencing Equipment
Year
Year
Video Conferencing - MCU
HD Conference Room
System
HD Desktop Endpoint
Video Digital Recording
System
Video Conferencing
Manager
Any other item (give
detailed break-up)
SUB-TOTAL
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
-
-
-
-
2
2
Year
Year
2
2
Year
2
TOTAL for 1 Year
TOTAL for 2 Years
Table H: Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) – DR
& NR
Sr.
No.
H.1
1)
a)
b)
c)
d)
Item Name
UOM
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
AMC – DR & NR
Disaster Recovery Center
Civil & Architectural
Electrical
Precision Air Conditioning
System (PAC)
Fire Detection and
Suppression System
Year
Year
Year
Year
2
2
2
2
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 188 of 249
Vol- I
Total
Amount
in `
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
e)
f)
g)
h)
i)
j)
k)
2)
a)
b)
c)
d)
e)
f)
g)
h)
Item Name
Access Control System
CCTV System
Water Leak Detection
System
Rodent Repellent System
UPS System
Data Safe
Building Management
System
Near Disaster Recovery
Center
Civil & Architectural
Electrical
Precision Air Conditioning
System (PAC)
UPS System
Access Control System
Fire Detection and
Suppression System
Water Leak Detection
System
Data Safe
Any other item (give
detailed break-up)
SUB-TOTAL
UOM
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Year
Make &
Model
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
-
-
TOTAL for 1 Year
TOTAL for 2 Years
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 189 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table I: Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) –
Datacenter (at Rajarhaat)
Sr.
No.
Item Name
UOM
Make &
Model
I.1
AMC of Data Center ( at CIL Rajarhaat)
a)
AMC for Data Center
Any other item (give
detailed break-up)
SUB-TOTAL
TOTAL for 1 Year
TOTAL for 2 Years
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
2
Year
-
-
Table J: Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) –
Software
Sr.
No.
Item Name
J.1
AMC – EMS & NMS Software
a)
Storage Management
b)
J.2
a)
Network & Enterprise
Management System
(including Database
Monitoring, Server & Desktop
Management & Service Desk)
Any other item (give detailed
break-up)
UOM
Make &
Model
Qty
Year
2
Year
2
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
AMC – Gateway Level Antivirus, Patch Management, Desktop Antivirus, Domain Controller
All required software for
Gateway Level Antivirus and
Year
2
Desktop antivirus for 20,000
Desktops.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 190 of 249
Vol- I
Total
Amount
in `
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
All required software for
Patch Management for 20,000
Desktops.
Domain Controller Software
for 20,000 Desktops
Any other item (give detailed
break-up)
b)
c)
UOM
Make &
Model
Qty
Year
2
Year
2
J.3
AMC – SAP Software & RDBMS
a)
SAP Software & RDBMS
Year
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties in `
(VAT/CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
2
Any other item (give detailed
break-up)
SUB-TOTAL
TOTAL for 1 Year
Total for 2 Years
Table K: Post Implementation support services (after completion of warranty period) for
running SAP Application, Non-SAP Applications and Infrastructure Facility Management
Services
Sr.
No.
K.1
1
Item Name
SAP Application support
SAP Application Support
Any other item (give
detailed break-up)
UOM
Make &
Model
Year
Qty
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
1
2
Taxes &
Duties in
`
(VAT/
CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
-
-
Infrastructure and Facility Management Services
Helpdesk Management
Security Administration
Year
Year
Total
Amount in
`
2
SUB-TOTAL
K.2
Taxes &
Duties
in `
(Service
Tax)
2
2
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Page 191 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Sr.
No.
Item Name
UOM
Make &
Model
Qty
3
Network Administration
Year
2
4
Year
2
5
System Administration
Database Administration
Year
2
6
Field Support
Year
2
7
Liaison services for link
maintenance
Year
FOR Unit
rate in `
exclusive
of Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties
in `
(Service
Tax)
Taxes &
Duties in
`
(VAT/
CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount in
`
2
Any other item (give
detailed break-up)
SUB-TOTAL
-
-
TOTAL
-
-
Table L: Data Center Related Charges for 3 years at Rented/Leased Premises
Sr.
No.
1
Item Name
Data Center
Premises Lease
/Rent Charges
(including power of
approximately 150
KVA)
Any other item
(give detailed
break-up)
SUB-TOTAL
UOM
Sqft/Annum
Make &
Model
Qty
FOR Unit
rate in `
exclusive of
Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties
in `
(VAT/
CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
Total
Amount
in `
3000
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 192 of 249
-
-
-
-
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table M: Total VSAT Bandwidth Pool & Hub Usage Charge
Sr.
No.
1
2
Item Name
UOM
Extended C Band Space
Segment in CUG for
exclusive use of CIL with
all hub facilities to cater to
FTDMA terminals
Extended C Band Space
Segment in CUG for
exclusive use of CIL with
all hub facilities to cater to
FTDMA terminals
Any other item (give
detailed break-up)
No, of Years
Qty
Kbps
2
4096
Kbps
3
8192
FOR Unit
rate in `
exclusive of
Taxes &
Duties
SUB-TOTAL
Total
Base
Price
in `
Taxes &
Duties in
`
(Service
Tax)
Taxes &
Duties
in `
(VAT/
CST)
Any
Other
Tax or
levies in
`
Tax %:
Tax %:
Tax %:
-
-
TOTAL
Total
Amount
in `
-
-
Table N: Total Bandwidth Charges
No.
1a
1b
2a
2b
Item Name
Project / Mine
Office to MPLS
Cloud for Phase I
Project / Mine
Office to MPLS
Cloud for Phase II
Area Office to
MPLS Cloud for
Phase I
Area Office to
MPLS Cloud for
Phase II
UOM
Mbps
No of
Years
No.
of
Loca
tions
Qty
5
124
2
4
347
2
5
23
4
4
58
4
FOR Unit
rate in `
exclusive of
Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties
in `
(Service
Tax)
Taxes &
Duties
in `
(VAT/
CST)
Any
Other
Tax or
levies
in `
Tax %:
Tax %:
Tax %:
Mbps
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 193 of 249
Vol- I
Total
Amount
in `No.
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
No.
Item Name
5
Subsidiary Head
Quarter to MPLS
Cloud
DC to MPLS Cloud
DR to MPLS Cloud
6
NR to MPLS Cloud
3
4
7
8
VSAT Hub to DC
& DR
Leased Internet
(1:1) connectivity
from two different
service provider
terminating at DC
and DR on load
sharing basis.
UOM
No of
Years
No.
of
Loca
tions
Qty
FOR Unit
rate in `
exclusive of
Taxes &
Duties
Total
Base
Price
in `
Taxes &
Duties
in `
(Service
Tax)
Taxes &
Duties
in `
(VAT/
CST)
Any
Other
Tax or
levies
in `
Tax %:
Tax %:
Tax %:
Total
Amount
in `No.
Mbps
5
10
32
Mbps
5
1
130
Mbps
Mbps
5
1
32
5
1
32
5
1
8
5
2
32
Mbps
Mbps
Any other item (give
detailed break-up)
SUB-TOTAL
TOTAL
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 194 of 249
-
-
-
-
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Table O: Summary Price
Sl.
No.
1
2
3
4
5
6
7
8
9
10
11
12
13a
13b
14a
14b
Item Name
Supply, Installation & Commissioning –
Infrastructure
Supply, Installation & Commissioning – DR
& NR Design, Civil and Electrical & other
related works
Supply, Installation & Commissioning –
Data Center (3000 Sqft) (To be shifted to
CIL Rajarhaat Data Center Premises after 3
years)
Supply, Installation & Commissioning –
Software
SAP Implementation, Services from SAP &
Material Codification & Data Preparation
Services
Training (Table 4.1 Only)
Annual Maintenance Contract (AMC) &
Annual Technical Support (ATS) Infrastructure
Annual Maintenance Contract (AMC) &
Annual Technical Support (ATS) – DR &
NR
Annual Maintenance Contract (AMC) &
Annual Technical Support (ATS) –
Datacenter (at Rajarhaat)
Annual Maintenance Contract (AMC) &
Annual Technical Support (ATS) - Software
Post Implementation support services (after
completion of warranty period) for running
SAP Application, Non-SAP Applications and
Infrastructure Facility Management
Services
Data Center Related Charges for 3 years at
Rented/Leased Premises
Total VSAT Bandwidth Pool & Hub Usage
Charges (Table M – Sl. No. 1 : 2 Years)
Total VSAT Bandwidth Pool & Hub Usage
Charges (Table M – Sl. No. 2 : 3 Years)
Total Bandwidth Charges (Table N – Sl. No.
1a, 2a, 3,4,5,6,7,8 : 5 Years)
Total Bandwidth Charges (Table N – Sl. No.
1b, 2b : 4 Years)
TOTAL (Rupees in Figures)
TOTAL (Rupees in Words)
Total Base Price
(`)
Total Amount after all
Taxes & Duties
(`)
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 195 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
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Note: For the purpose of PV calculations, payment commencement quarter for items (7,8, 9, 10, 11, 12,
13a, 13b, 14a, 14b)) will be considered as follows:
x Sl. No: 7: 17th Quarter
x Sl. No 8: 17th Quarter
x Sl. No 9: 17th Quarter
x Sl. No 10: 17th Quarter
x Sl. No 11: 17th Quarter
x Sl. No 12: 1st Quarter
x Sl. No 13a: 5th Quarter
x Sl. No 13b: 13th Quarter
x Sl. No. 14a: 5th Quarter
x Sl. No. 14b: 9th Quarter
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 196 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Annexure 5: Payment Schedule
Payments shall be released on submission of the bills with supporting documents duly certified by
by the Project Manager/ Owner Representative after deducting taxes at source as prescribed by
the legislative authorities, penalty and other recoverable if any.
A. Supply, Installation & Commissioning – Infrastructure
Sl.
No
Item Description
1.
Supply, Installation &
Commissioning – Hardware &
Devices
Supply, Installation &
Commissioning - Networking
Components
Supply, Installation &
Commissioning - Security
Components
Supply, Installation &
Commissioning - Voice
Components
Supply, Installation &
Commissioning – Wireless
Connectivity Components
Supply, Installation,
Commissioning – Network Passive
Components
Supply, Installation &
Commissioning – LCD Displays for
EMS
Supply, Installation &
Commissioning - VSAT
Components
Supply, Installation &
Commissioning - Video
Conferencing Equipment &
Software
2.
3.
4.
5.
6.
7.
8.
9.
Payment Milestone & Payment %
50% payment of value of such items, with taxes and duties as applicable, will
be made on delivery and physical verification / certification by Project
Manager at site.
Documents to be submitted:a)
b)
c)
d)
e)
f)
Pre-Receipted and stamped Invoices in triplicate
Consignee’s copy of the dispatch documents from the carrier (Road /
Railway) for proof of dispatch at site.
Challan in duplicate.
A certificate from the project Manager of each site that the items
have been delivered at site in safe and sound condition.
Manufacturers’ Guarantee and warranty certificate from respective
manufacturers of all Hardware items.
A certificate from the project Manager of each site that the items
have been delivered at site in safe and sound
30% payment of value of such items, with taxes and duties as applicable, will
be made installation and commissioning at site.
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate.
A certificate from the project Manager of each site that the items
have been successfully installed and commissioned at site.
10% payment of value of such items, with taxes and duties as applicable, will
be made on Go-Live of all phases
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the entire system
has successfully gone live.
10% payment of value of such items, with taxes and duties as applicable, will
be made after the expiry of warranty period
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the entire system
has successfully performed during the warranty period.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 197 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
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B. Supply, Installation & Commissioning – DR & NR Equipments
Sl.
No
Item Description
1.
Supply, Installation &
Commissioning – DR & NR
Equipments
Payment Milestone & Payment %
70% payment of value of such items, with taxes and duties as applicable, will
be made on the commissioning of the DR & NR
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the DR & NR have
been commissioned successfully.
20% payment of value of such items, with taxes and duties as applicable, will
be made on Go-Live of all phases
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the DR & DC have
been performing successfully until the Go-Live.
10% payment of value of such items, with taxes and duties as applicable, will
be made after the expiry of warranty period
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the entire system
has successfully performed during the warranty period.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 198 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
C. Supply, Installation & Commissioning – Data Center (3000 Sqft) (To be shifted to CIL
Rajarhaat Data Center Premises after 3 years)
Sl.
No
Item Description
1.
Supply, Installation &
Commissioning – Data Center
(3000 Sqft) (To be shifted to CIL
Rajarhaat Data Center Premises
after 3 years)
Payment Milestone & Payment %
70% payment of value of such items, with taxes and duties as applicable, will
be made on the commissioning of the DR & NR
Documents to be submitted:-
a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the DR & NR have
been commissioned successfully.
30% payment of value of such items, with taxes and duties as applicable, will
be made after the expiry of warranty period
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the entire system
has successfully performed during the warranty period.
D. Supply, Installation & Commissioning – Software
Sl.
No
1.
2.
3.
Item Description
Supply, Installation &
Commissioning of EMS & NMS
Software
Gateway Level Antivirus, Patch
Management, Desktop Antivirus,
Domain Controller
Supply & Installation of SAP
Licenses & RDBMS
Payment Milestone & Payment %
70% payment of value of such items, with taxes and duties as applicable, will
be made on delivery, porting, testing and trial run of the software:
Documents to be submitted:a)
b)
c)
Pre-Receipted and stamped Invoice in triplicate
License from the original manufacturer of the software as per metrics
proposed by bidder.
A certificate from the project Manager at site that the software has
been delivered, ported, tested and trial run completed successfully.
20% payment of value of such items, with taxes and duties as applicable, will
be made on Go-Live of all phases
Documents to be submitted:a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the project Manager at site that the entire system
has been successfully installed and commissioned.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 199 of 249
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
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Sl.
No
Item Description
Payment Milestone & Payment %
10% payment of value of such items, with taxes and duties as applicable, will
be made after the expiry of warranty period
Documents to be submitted:a)
b)
Pre-Receipted and stamped Invoice in triplicate
A certificate from the project Manager at site that the entire system
has successfully performed during the warranty period.
E. SAP Implementation, Services from SAP, Master Data Codification and Data
Preparation Services
Sl.
No
1
Item Description
SAP Implementation Services
SAP Implementation for Phase 1
Payment Milestone
On Project Preparation phase sign off
On Business Blueprint phase sign off
Payment %
10% of Phase 1
20% of Phase 1
25% of Phase 1
On Realization phase sign off
On Final Preparation and Go live phase sign
off
SAP Implementation of Phase 2 – Track
1
On Completion of 2 months after Go-Live
of Phase 1
On Blueprint phase sign off
On Realization phase sign off
25% of Phase 1
20% of Phase 1
20% of Phase 2 – Track1
25% of Phase 2 – Track1
25% of Phase 2 – Track1
On Final preparation and Go live phase sign
off
SAP Implementation of Phase 2 – Track
2
On Completion of 2 months after Go-Live
of Phase 2 – Track 1
On Blueprint phase sign off
On Realization phase sign off
On Final preparation and Go live phase sign
off
On Completion of 3 months after Go-Live
of Phase 2 – Track 2
2
30% of Phase 2 – Track1
20% of Phase 2 – Track
2
25% of Phase 2 – Track
2
25% of Phase 2 – Track
2
30% of phase 2 – Track
2
Services from SAP
On actual mandays consumed on a quarterly
basis
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Page 200 of 249
70%
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Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
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Sl.
No
3
Item Description
Payment Milestone
Payment %
On Completion of Warranty period.
On completion of 2 years AMC.
Material Codification, Data Preparation/Entry
On actual man-months consumed on a
quarterly basis
On Completion of Warranty period.
On completion of 2 years AMC.
20%
10%
70%
20%
10%
The following documents will need to be submitted for release of payment:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager at site that the respective services have been
completed satisfactorily as per Schedule and technical specification.
F. Training
Sl.
No
1
Item Description
Payment Milestone
Payment %
Training
On submission of detailed training schedule
for entire training plan.
On completion of training Core User/team
Training
On Completion of Power User Training
On Completion of Senior Management
Training
On Completion of Infrastructure Training
On Completion of End User Training
On completion of all the above training and
final go-live of all phases
10% of total training cost
60% of core user/team
training cost
60% of power user
training cost
60% of Senior
management of training
cost
60% of infrastructure
training cost
60% of end user training
cost
Balance payment
The following documents will need to be submitted for release of payment:
a) Pre-Receipted and stamped Invoice in triplicate for each phase of training
b) A certificate from the Project Manager at site that the respective training as per schedule
have been completed satisfactorily
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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G. Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) –
Infrastructure
Sl.
No
Item Description
1
AMC - Hardware and Devices
2
AMC - Networking Components
3
AMC - Security Components
4
AMC - Voice Components
Payment Milestone
On completion of each quarter of AMC/ATS
Pro-rata payment
On completion of each quarter of AMC/ATS
Pro-rata payment
On completion of each quarter of AMC/ATS
Pro-rata payment
On completion of each
AMC – Wireless Connectivity Components
On completion of each
AMC – Network Passive Components
On completion of each
ATS – LCD Displays for EMS
On completion of each
AMC - VSAT Components
On completion of each
AMC - Video Conferencing Equipment
On completion of each
5
6
7
8
9
Payment %
quarter of AMC/ATS
Pro-rata payment
quarter of AMC/ATS
Pro-rata payment
quarter of AMC/ATS
Pro-rata payment
quarter of AMC/ATS
Pro-rata payment
quarter of AMC/ATS
Pro-rata payment
quarter of AMC/ATS
Pro-rata payment
Payment will be made with taxes and duties, as applicable, on quarterly basis after expiry of the
quarter and on submission of the following documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager at site that the respective AMC & ATS as per
schedule and technical specification have been completed satisfactorily
H. Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) – DR & NR
Sl.
No
1
Item Description
Payment Milestone
Payment %
On completion of each quarter of AMC/ATS
Pro-rata payment
On completion of each quarter of AMC/ATS
Pro-rata payment
AMC of DR & NR
Payment will be made with taxes and duties, as applicable, on quarterly basis after expiry of the
quarter and on submission of the following documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager of the Data Center at CIL that the respective
AMC & ATS as per schedule and technical specification have been completed
satisfactorily
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 202 of 249
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I. Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) – Data Center
(at CIL Rajarhaat)
Sl.
No
1
Item Description
Payment Milestone
Payment %
AMC of Data Center (at CIL
Rajarhaat)
On completion of each quarter of AMC/ATS
Pro-rata payment
Payment will be made with taxes and duties, as applicable, on quarterly basis after expiry of the
quarter and on submission of the following documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager of the Data Center at CIL that the respective
AMC & ATS as per schedule and technical specification have been completed
satisfactorily
J Annual Maintenance Contract (AMC) & Annual Technical Support (ATS) – Software
Sl.
No
1
Item Description
Payment Milestone
Payment %
AMC – EMS & NMS Software
On completion of each quarter of AMC/ATS
AMC – Gateway Level Antivirus, Patch Management, Desktop Antivirus
On completion of each quarter of AMC/ATS
AMC – SAP Software & RDBMS
On completion of each quarter of AMC/ATS
2
3
Pro-rata payment
Pro-rata payment
Pro-rata payment
Payment will be made with taxes and duties, as applicable, on quarterly basis after expiry of the
quarter and on submission of the following documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager at site that the respective AMC & ATS as per
schedule and technical specification have been completed satisfactorily
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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K. Post Implementation support services (after completion of warranty period) for running
SAP Application, Non-SAP Applications and Infrastructure Facility Management Services
Sl.
No
Item Description
Payment Milestone
1
SAP Application Support
2
On completion of each quarter of Services
Infrastructure and Facility Management Services
On completion of each quarter of Services
Payment %
Pro-rata payment
Pro-rata payment
Payment will be made on quarterly basis on expiry of the quarter on submission of the following
documents.
a) Pre- Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager at site that the respective services have been
completed satisfactorily as per technical specification.
L. Data Center Charges for 3 years
Sl.
No
1
Item Description
Data Center Premises Lease /Rent
Charges (including power of
approximately 150 KVA)
Payment Milestone
On completion of each quarter of Services
Payment %
Pro-rata payment
Payment will be made on quarterly basis at the beginning of each quarter on submission of the
following documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager of the Data Center at CIL that the respective Data
Center services have been provided successfully as per SLA requirement.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
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M. VSAT Bandwidth Pool & Hub Usage Charges
Sl.
No
Item Description
1
Extended C Band Space Segment of
4/8 Mbps in CUG for exclusive use of
CIL with all hub facilities to cater to
above FTDMA terminals
Payment Milestone
After completion of 3 Month period
Payment %
Pro-rata payment
Payment will be made on quarterly basis at the end of each half on submission of the following
documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager of the Network Operation center at CIL that the
respective bandwidth services have been provided successfully as per SLA requirement.
N. Bandwidth Charges
Sl.
No
1
2
3
Item Description
Project / Mine Office to MPLS Cloud
After completion of 3 Month period upon
Area Office to MPLS Cloud
4
Subsidiary Head Quarter to
MPLS Cloud
DC to MPLS Cloud
5
DR to MPLS Cloud
6
7
8
Payment Milestone
NR to MPLS Cloud
VSAT Hub to DC & DR
Leased Internet (1:1)
connectivity from two different
service provider terminating at
DC and DR on load sharing
basis.
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
After completion of 3 Month period upon
commencement of bandwidth services
Payment %
Pro-rata payment
Pro-rata payment
Pro-rata payment
Pro-rata payment
Pro-rata payment
Pro-rata payment
Pro-rata payment
Payment will be made on quarterly basis at the end of each half on submission of the following
documents:
a) Pre-Receipted and stamped Invoice in triplicate
b) A certificate from the Project Manager of the Network Operation center at CIL that the
respective bandwidth services have been provided successfully as per SLA requirement.
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Annexure 6: Proforma for Performance Bank
Guarantee (PBG)
Messers_________________________________ a company having its office at
________________ (herein after called “the seller,”) has entered into a contract no .
___________________ dated ____________ (hereinafter called “the said contract”) with Coal
India Ltd., with its registered office at 10, N.S. Road, Kolkata-700001 (hereinafter called
purchaser ) for the “Supply, Implementation of SAP ERP and IT Infrastructure along with Post
Implementation Support at Coal India Limited and all its Subsidiaries” on turnkey basis on the
terms and conditions contained in the said contract.
It has been agreed that the seller will furnish to the purchaser a bank Guarantee for the
sum of `--------------- equivalent to ---% of the total contract value as security for the due and
faithful performance of the terms of the said contract and against any loss or damage caused to or
charges or expenses caused or would be caused to or suffered by purchaser by reason of any
breach or breaches by the said Seller of any of the terms and conditions contained in the said
Contract.
The ------ Bank having its office at ----------- has at the request of seller agreed to give the
guarantee hereinafter contained.
2.
We, ______________ Bank Ltd., do hereby undertake to pay the amount due and payable
under this guarantee without any demur merely on receipt of a first written demand from the
purchaser stating that the amount claimed is due by way of loss or damage caused to or would be
caused to or suffered by the purchaser by reason of any breach by the said Seller of any of the
terms and conditions contained in the said Contract or by reason of the Seller’s failure to perform
the said contract. Any such demand made on the Bank shall be conclusive as regards the amount
due and payable by the Bank under this guarantee. We shall not withhold the payment on the
ground that the Seller has disputed its liability to pay or has disputed the quantum of the amount
or that any arbitration proceeding or legal proceeding is pending between purchaser and the seller
regarding the claims. However, our liability under this guarantee shall be restricted to an amount
not exceeding ______
3.
We, ____________________ Bank Ltd, further agree that the guarantee herein contained
shall come into force from the date hereof and shall remain in full force and effect up
to………….(specify the date). Unless a demand or claim under this guarantee is made on us in
writing on or before the ____________ (date to be given) (twelve months from the date of the
Bank Guarantee) we shall be discharged from all liability under this guarantee thereafter.
4.
We ____________________ Bank Ltd, further agree with the purchaser, that the
purchaser, shall have the fullest liberty without our consent and without affecting in any manner
any obligation hereunder to vary any of the terms and conditions of the said contract or to extend
time of performance of the contract by the said seller from time to time or to postpone for any
time or from time to time any of the powers exercisable by the purchaser, against the said seller
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and to forebear or enforce any of the terms and conditions relating to the said contract and we
shall not be relived from our liability by reason of any such variations or extension being granted
to the said seller or for any forbearance act or omission on the part of the purchaser, or any
indulgence by the purchaser to the said seller or by any such matter or thing whatsoever, which
under the law relating to sureties would, but for this provision have effect of so relieving us. The
Bank further agree that in case this guarantee is required for a longer period and it is not extended
by the bank beyond the period specified above, the Bank shall pay to the purchaser the said sum
of __________ ( specify the amount ) or such lesser sum as may then be due to the purchaser as
the purchaser may demand.
5.
We, ___________ Bank Ltd, lastly undertake not to revoke this guarantee during its
currency except with the previous consent of the Purchaser in writing.
6.
The Bank under its constitution power to give this guarantee and Mr._________ ,
Manager, who has signed it on behalf of the Bank has authority to do so.
7.
This Bank Guarantee will not be discharged due to any change in the constitution of the
Bank or the seller.
Dated ________ day of _______ 20 _ _
For __________ Bank Limited.
Signature of the authorized person
For and on behalf of the Bank.
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Annexure 7: Bidder Check List
Sl. No.
Description of Check Item
1.
Submission of documents related to Mandatory Qualification Criteria
(Table 3.2.1) in the required format duly signed by Authorized Signatory
where required.
Duly executed Consortium Agreement (if applicable) clearly delineating
the roles and responsibilities of each consortium partner and dispute
resolution arrangement.
A Covering / Forwarding Letter indicating the submission of the Bid.
The letter should be signed by an authorized person holding the Power
of Attorney
Submission of Power of Attorney
Draft / Bank Guarantee towards EMD as per details in Section 3.5.8
Draft towards Bidding Document as per detail mentioned in “Invitation
to Bid” Section Para 2.
Submission of certified copy of valid VAT/Sales Tax Registration
Certificate and IT PAN.
Submission of certified copy of Provident Fund Registration No. and
Service Tax Registration No. of appropriate category issued by
competent authority.
Submission of Certified copy of the Registration of Firm / Company.
Letters of Authorization from OEM for SAP Applications, Computer
Hardware, System Software, Network & Communication Equipments
etc.
All pages of Bid Document duly stamped and signed by Authorized
Signatory.
All pages of “Response to Bid” Document duly stamped and signed by
Authorized Signatory.
Submission of all documentary evidence for each of the Parameter
mentioned in the Evaluation Table 4.1.3 duly stamped and signed by
Authorized Signatory.
Submission of Authenticity Letter from OEM that all active
equipments/components are original and not re-furbished and their
support life is minimum 8 years from the date of supply.
Submission of Price Schedule WITHOUT any prices to mentioned in
Technical Bid Part B.
Submission of Compliance Tables duly filled and completed with NO
Deviations in the “Critical Components” of Section A2.8 of Volume III
and “Functional Specification Compliance Tables” – Section A2.4 of
Table Volume II.
Submission of Compliance to SLA’s (Refer Annexure 3)
Deviation/Exclusion statement (if any)
Submission of CD/DVD for both Part A and Part B of “Response to
Bid”
Submission of Integrity Pact in the format provided in Annexure 9
No Deviations has been taken on any ‘Terms & Conditions’ mentioned
in the tender document
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
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Compliance (Y/N)
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Annexure 8: Contract Document
AGREEMENT FOR IMPLEMENTATION OF SAP ERP AND IT INFRASTRUCTURE
ALONG WITH POST IMPLEMENTATION SUPPORT AT COAL INDIA LIMITED
AND ALL ITS SUBSIDIARIES.
Agreement No:
Made on this day of
Between
M/s Coal India Limited, a company incorporated under Companies Act. 1956 having its registered office at
Coal Bhavan,10 Netaji Subhas Road, Kolkata, West Bengal – 700 001 hereinafter referred to as the
“Owner” (which expression shall unless repugnant to the context or meaning thereof include its
administrators, successors, executors and assigns)
On the one part
And
M/s
hereinafter referred to as the “Vendor” ( which expression shall unless repugnant to the context or meaning
thereof include its administrators, successors, executors and assigns)
On the other part
WHEREAS the Owner is desirous of executing the work comprising of supply of hardware, design,
installation & commissioning of infrastructure, implementation of SAP application, implementation of nonSAP software, project management, change management and training (hereinafter referred to as the
“Project” ).
AND WHEREAS the Owner is desirous of availing the post implementation support services for running
the SAP application, and the Infrastructure Facility Management Services (hereinafter referred to as the
“FMS”)
AND WHEREAS the Owner has invited two part bids through open tender vide NIT No -###### Dated ###### 2010 for both the Project and FMS (hereinafter referred to as the “IT Solution”)
AND WHEREAS the Vendor has submitted his offer vide No________dated______.
AND WHEREAS the Owner after evaluating the said offer and negotiating with the Vendor entered into
this agreement on terms and conditions more specifically contained in this agreement and the documents &
correspondences referred to therein which have been unequivocally accepted by the Vendor resulting into a
concluding agreement, hereinafter referred to as the “Agreement”.
Witnesseth that
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IN WITNESS WHERE OFF, both the Owner and the Vendor through their duly authorised representatives,
have executed these presents (execution thereof has been approved by the competent authority by both the
Owner and Vendor) on the day, month and year mentioned herein.
For & on behalf of
Coal India Limited
For & on behalf of
.
___________________________________
In presence of
In presence of
[General Conditions of Contract]
[Project Implementation Plan]
[Scope of Work]
[Deliverables and Performance Parameters]
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Annexure 9: Integrity Pact
INTEGRITY PACT
Between
Coal India Limited (CIL) hereinafter referred to as “The Principal”
And
“-------“hereinafter referred to as “The Bidder/Contractor”
Preamble
The Principal intends to award, under laid down organizational procedures, contracts for -------------------------. The Principal values full compliance with all relevant laws and regulations, and the
principles of economic use of resources, and of fairness and transparency in its relations with its
Bidder/s and Contractor/s.
In order to achieve these goals, the Principal cooperates with the international Non Governmental
Organisation” “Transparency International” (TI). Following TI’s national and international
experience, the Principal will appoint an external independent Monitor who will monitor the
tender process and the execution of the contract for compliance with the principles mentioned
above.
Section 1 – Commitments of the Principal
(1) The Principal commits itself to take all measures necessary to prevent corruption and to
observe the following principles :1. No employee of the Principal, personally or through family members, will in connection
with the tender for, or the execution of a contract, demand, take a promise for or accept,
for him/herself or third person, any material or immaterial benefit which he/she is not
legally entitled to.
2. The Principal will, during the tender process treat all Bidders with equity and reason. The
Principal will in particular, before and during the tender process, provide to all Bidders
the same information and will not provide to any Bidder confidential/additional
information through which the Bidder could obtain an advantage in relation to the tender
process or the contract execution.
3. The Principal will exclude from the process all known prejudiced persons.
(2) If the Principal obtains information on the conduct of any of its employees which is a criminal
offence under the relevant Anti-Corruption Laws of India, or if there be a substantive suspicion in
this regard, the Principal will inform its Vigilance Office and in addition can initiate disciplinary
actions.
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Section 2 – Commitments of the Bidder/Contractor
(1) The Bidder/Contractor commits itself to take all measures necessary to prevent corruption. He
commits himself to observe the following principles during his participation in the tender process
and during the contract execution.
1. The Bidder/Contractor will not, directly or through any other person or firm offer,
promise or give to any of the Principal’s employees involved in the tender process or the
execution of the contract or to any third person any material or immaterial benefit which
he/she is not legally entitled to, in order to obtain in exchange any advantage of any kind
whatsoever during the tender process or during the execution of the contract.
2. The Bidder/Contractor will not enter with other Bidders into any undisclosed agreement
or understanding, whether formal or informal. This applies in particular to prices,
specifications, certifications, subsidiary contracts, submission or non-submission of bids
or any other actions to restrict competitiveness or to introduce cartelisation in the in the
bidding process.
3. The Bidder/Contractor will not commit any offence under the relevant Anti-corruption
Laws of India; further the Bidder/Contractor will not use improperly, for purposes of
competition or personal gain, or pass on to others, any information or document provided
by the Principal as part of the business relationship regarding plans, technical proposals
and business details including information contained or transmitted electronically.
4. the Bidder/Contractor will, when presenting his bid, disclose any and all payments he has
made, is committed to or intends to make to agents, brokers or any other intermediaries in
connection with the award of the contract.
(2) The Bidder/Contractor will not instigate third persons to commit offences outlined above or
be an accessory to such offences.
Section 3 – Disqualification from tender process and exclusion from future contracts
If the Bidder, before contract award has committed a transgression through a violation of Section
2 or in any other form such as to put his reliability or credibility as Bidder into question, the
Principal is entitled to disqualify the Bidder from the tender process or to terminate the contract,
if already signed, for such reason.
(1) If the Bidder/Contractor has committed a transgression through a violation of Section 2 such
as to put his reliability or credibility into question, the Principal is entitled also to exclude the
Bidder/Contractor from future contract award processes. The imposition and duration of the
exclusion will be determined by the severity of the transgression. The severity will be determined
by the circumstances of the case, in particular the number of transgressions, the position of the
transgressors within the company hierarchy of the Bidder and the amount of the damage. The
exclusion will be imposed for a minimum of 6 months and maximum of 3 years.
(2) the Bidder accepts and undertakes to respect and uphold the Principal’s absolute right to resort
to and impose such exclusion and further accepts and undertakes not to challenge or question
such exclusion on any ground, including the lack of any hearing before the decision to resort to
such exclusion is taken. This undertaking is given freely and after obtaining independent legal
advice.
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(3) If the Bidder/Contractor can prove that he has restored/recouped the damage caused by him
and has installed a suitable corruption prevention system, the Principal may revoke the exclusion
prematurely.
(4) A transgression is considered to have occurred if in light of available evidence no reasonable
doubt is possible.
Section 4 – Compensation for Damages
(1) If the Principal has disqualified the Bidder from the tender process prior to the award
according to Section 3, the Principal is entitled to demand and recover from the Bidder liquidated
damages equivalent to 3% of the value of the offer or the amount equivalent to Earnest Money
Deposit/Bid Security, whichever is higher.
(2) If the Principal has terminated the contract according to Section 3, or if the Principal is
entitled to terminate the contract according to Section 3, the Principal shall be entitled to demand
and recover from the Contractor liquidated damages equivalent to 5% of the contract value or the
amount equivalent to Security Deposit/Performance Bank Guarantee, whichever is higher.
(3) The bidder agrees and undertakes to pay the said amounts without protest or demur subject
only to condition that if the Bidder/Contractor can prove and establish that the exclusion of the
Bidder from the tender process or the termination of the contract after the contract award has
caused no damage or less damage than the amount of the liquidated damages, the
Bidder/Contractor shall compensate the Principal only to the extent of the damage in the amount
proved.
Section 5 – Previous transgression
(1) The Bidder declares that no previous transgressions occurred in the last 3 years with any other
Company in any country conforming to the TI approach or with any other Public Sector
Enterprise in India that could justify his exclusion from the tender process.
(2) If the Bidder makes incorrect statement on this subject, he can be disqualified from the tender
process or the contract, if already awarded, can be terminated for such reason.
Section 6 – Equal treatment of all Bidders/Contracts/ Subcontractors
(1) The Bidder/Contractor undertakes to demand from all subcontractors a commitment in
conformity with this Integrity Pact, and to submit it to the Principal before contract signing.
(2) The Principal will enter into agreements with identical conditions as this one with all Bidders,
Contractors and Subcontractors.
(3) The Principal will disqualify from the tender process all bidders who do not sign this Pact or
violate its provisions.
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Section 7 – Criminal charges against violating Bidders/Contractors/Subcontractors
If the Principal obtains knowledge of conduct of a Bidder, Contractor or Subcontractor, or of an
employee or a representative or an associate of a Bidder, Contractor or Subcontractor which
constitutes corruption, or if the Principal has substantive suspicion in this regard, the Principal
will inform the Vigilance Office.
Section 8 – External Independent Monitor/Monitors (three in number depending on the size
of the contract) (to be decided by the Chairperson of the Principal)
(1) The Principal appoints competent and credible external independent Monitor for this Pact.
The task of the Monitor is to review independently and objectively, whether and to what extent
the parties comply with the obligations under this agreement.
(2) The Monitor is not subject to instructions by the representatives of the parties and performs
his functions neutrally and independently. He reports to the Chairperson of the Board of the
Principal.
(3) The Contractor accepts that the Monitor has the right to access without restriction to all
Project documentation of the Principal including that provided by the Contractor. The Contractor
will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted
and unconditional access to his project documentation. The same is applicable to Subcontractors.
The Monitor is under contractual obligation to treat the information and documents of the
Bidder/Contractor/Subcontractor with confidentiality.
(4) The Principal will provide to the Monitor sufficient information about all meetings among the
parties related to the Project provided such meetings could have an impact on the contractual
relations between the Principal and the Contractor. The parties offer to the Monitor the option to
participate in such meetings.
(5) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he will so
inform the Management of the Principal and request the Management to discontinue or heal the
violation, or to take other relevant action. The Monitor can in this regard submit non-binding
recommendations. Beyond this, the Monitor has no right to demand from the parties that they act
in a specific manner, refrain from action or tolerate action.
(6) The Monitor will submit a written report to the Chairperson of the Board of the Principal
within 8 to 10 weeks from the date of reference or intimation to him by the ‘Principal’ and,
should the occasion arise, submit proposals for correcting problematic situations.
(7) Monitor shall be entitled to compensation on the same terms as being extended to/provided to
Outside Expert Committee members/Chairman as prevailing with Principal.
(8) If the Monitor has reported to the Chairperson of the Board a substantiated suspicion of an
offence under relevant Anti-Corruption Laws of India, and the Chairperson has not, within
reasonable time, taken visible action to proceed against such offence or reported it to the
Vigilance Office, the Monitor may also transmit this information directly to the Central Vigilance
Commissioner, Government of India.
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India Limited and all its Subsidiaries.
(9) The word ‘Monitor’ would include both singular and plural.
Section 9 – Pact Duration
This Pact begins when both parties have legally signed it. It expires for the Contractor 12 months
after the last payment under the respective contract, and for all other Bidders 6 months after the
contract has been awarded.
If any claim is made/lodged during this time, the same shall be binding and continue to be valid
despite the lapse of this pact as specified above, unless it is discharged/determined by
Chairperson of the Principal.
Section 10 – Other provisions
(1) This agreement is subject to Indian Law. Place of performance and jurisdiction is the
Registered Office of the Principal, i.e. Kolkata.
(2) Changes and supplements as well as termination notices need to be made in writing. Side
agreements have not been made.
(3) If the Contractor is a partnership or a consortium, this agreement must be signed by all
partners or consortium members.
(4) Should one or several provisions of this agreement turn out to be invalid, the remainder of this
agreement remains valid. In this case, the parties will strive to come to an agreement to their
original intentions.
-----------------------------
-------------------------------------
For the Principal
For the Bidder/Contractor
Place………………..
Witness 1 :………………….
Date……………….
Witness 2 :…………………
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India Limited and all its Subsidiaries.
…Appendix 1: Present IT Assets…Continued
1. Servers at CIL
Subsidiary
MCL
BCCL
ECL
CIL
WCL
CMPDI
NCL
NECL
SECL
CCL
Make & Model
Sun Fire V480
HP D-Series
IBM RS 6000
SUN V490
IBM P610
IBM 520
SUN Ultra Sparc 450
HP-Proline
Description
RISC based server
RISC based server
HP-UX
RISC based server
RISC based server
RISC based server
RISC based server
RISC based server
Quad-Core Xeon Intel based
server
RISC based server
Intel based server
No. of
Servers
1
17
1
12
1
1
1
2
8
IBM P series 615
Dell Poweredge 2900
2900
Xeon Acer Altos G530 NA
Infiniti Global line
Dual Core Intel® Xeon™ 2.0
2700 HN
GHz CPU based server
HP Proliant DL 380 G4 Dual Core Intel® Xeon™
Infiniti Global line 2800 SUSE Linux Enterprise Server
TG
CommPlete 4000
Remote Access Server
Sun Fire V480
RISC based server
HP LH6000 Pentium III Pentium III server
server
Compaq Proliant
Proxy and Messaging server
Compaq Proliant 1600 Intranet Server
HP Proliant LH3000
Pentium III processor
Compaq Proliant ML Intel based server
370
1
12
Wipro net-power Server Intel based server
SUN V490
RISC based with clustering &
auto backup.
SUN V490
RISC based with clustering
&auto backup
COBALT CVBE
Proxy and Mail server
1
1
IBM RS 6000 270P
IBM RS 6000 630P
PCS workstation
Windows Server
RISC based server
RISC based server
Intel based server
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Location
HQ & Area
Moonidih Area
HQ & Area
Rajmahal Area
Sonepur Area
Kolkata
HO
HO
3
1
HQ (Nagpur)
HQ (Nagpur),
Areas, Store, Central Store
Area offices
CMPDI IT
Server Room
CMPDI IT Server Room
CMPDI IT Server Room
1
1
1
CMPDI IT Server Room
HQ
HQ
2
2
2
8
HQ
HQ
Bina & Kakri Area
JRD, KAK, KHD, DCH,
JNT, CWS, NGH, AML
Areas.
Margherita Area
HQ
10
2
12
1
Respective
Areas
HQ
2
1
8
HQ
HQ
HQ
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2. Desktop
SNO
Subsidiary
1
2
3
4
5
6
7
8
9
10
CIL
CMPDIL
WCL
NCL
BCCL
NECL
SECL
CCL
MCL
ECL
Number of PC’s
300
273
1327
802
350
29
350
359
267
250
3. Network and Network Equipments
Subsidiary
Connected to (WAN)
Link Speed
Medium
CMPDIL
CIL (HO),
CCL, Regional
Institutes(RI)
of CMPDIL
2 Mbps
(CCL),
Dial-up
connectivity
with RI
MPLS
scheme (RI)
NCL
Central Store,
Workshop &
Hospital
CMPDI
CCL
Switches
Layer2,Unmanaged/L3
28
Lease
line(Areas)
2 Mbps
(CMPDI)
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Lease
Line(CMPDI)
30
Vol- I
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4. Internet, Corporate Email, Firewall & Antivirus
Subsidiary
ISP
Number of
Internet users
Internet
Link
speeds
2 Mbps
Email
server
present
Yes
128
Kbps
(Low)
CIL
BSNL /Tulip
CMPDIL
BSNL
All in managerial
& executive
cadre and limited
staff
All
WCL
NCL
NIC,DSL,BSN
L
BSNL
Managers and
Executives
Limited users
BCCL
BSNL
Limited users
128 Kbps
SECL
BSNL
Limited users
256 Kbps
CCL
STPI(HQ) &
Dial up in
Areas
Limited users
Through
CMPDI
MCL
BSNL
Limited users
128 Kbps
ECL
BSNL
Limited users
128 Kbps
Fire wall
Hardware
Antivirus
Software
3 Juniper
(Managed
with IPS)
ISA on proxy
server
Yes
D-Link
DFL-900
VPN
firewall
D-Link
default
on Proxy
server
2 Mbps
No
2 Mbps
Yes
Through
Service
provider
Corporate
Email
through
CMPDI
Yes(throug
h
Qmail
server)
No
Linux Squid
Proxy Server
No
Linux Squid
Software
CA Firewall
installed on
proxy server
Not
standardized
CA Inoculate
IT/ Norton
D-Link VPN
Workgroup
Firewall
D-Link
default on
proxy server
No
No
Norton
Antivirus
2005(Enterprise
Edition)
NA*
3COM(Man
aged
Firewall)
No
No
No
No
No
No
No
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McAfee
Symantec
Endpoint
Protection
ver11.0
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5. Database Environment
Subsidiary
CMPDIL
Application
CoalNet
Function
Financial Control
System, HR System
Database
Oracle 10g
WCL
Financial Accounting System
Payroll System
Corporate accounting Oracle 9i
Pay-Roll preparation for
60,000+ employees
monthly
Oracle 9i
Oracle 9i
Materials and Stores
Management (OLMMS)
Stores Issue/Receipt
and MIS
Oracle 9i
Asset Management and
Tracking (AMS)
Asset accounting at
Areas & HQs
Oracle 9i
Sales
Release order process,
Sales billing at areas,
Sales bill MIS
Forwarding at HQ
Oracle 9i
Integrated Finance
Management System(IFMS)
All business process
activities of Finance
Department
Oracle 9i
CoalNet
Production data process
Oracle 9i
IBS
Finance, Materials,
Maintenance,
Production, Purchase,
Sales, MIS
Executive/Non
Executive Information
System
SQL Server 2000
Enterprise
Payroll System
Salary & Wages
Oracle 10.2.0.1.0
BCCL
CoalNet
Financial, HR, Project
Planning and
Scheduling, MIS,
Purchase, Sales, Stores
Management
Oracle 9i
NECL
In-House developed application
SECL
CoalNet
Financial Control
System, Sales,
Materials and Stores
Management, Payroll
NA
NCL
HR System
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 219 of 249
Cobol File System
Oracle 9i
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
Subsidiary
Application
Function
Database
CCL
CoalNet
Sales, Materials and store
management.
Financial Control system
Oracle 9i
PIS, Payroll, Sales A/C,
Materials Management
System, Financial A/C,
Project Monitoring
System.
Oracle 9i
In house programs
MCL
CoalNet
ECL
Personnel Information System
(PIS)
Oracle
Material Management System
(MMS)
Oracle
Financial Management
Oracle
Management Information
System (MIS)
Oracle
CIL
CoalNet
Sales & Marketing
Oracle 9i
CoalNet
Financial Control
System, HR System,
Scheduling/Project
Planning, MIS,
Purchases, Sales
Oracle 11g
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 220 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
6. CoalNet Usage
CoalNet Modules
CIL
BCCL
Personnel Information
Production Information
Monitoring
*
Financial Information
Sales & Marketing
Materials Management
*
Payroll
Equipment Monitoring
*
Project Monitoring
*
Corporate Planning
VVIP
Grievance Monitoring
*
MoC(Ministry of Coal)
Parliamentary Affairs
B2B Portal
CCL
SECL
ECL
WCL
**
MCL
CMPDI
NEC
NCL
*
*
*
GIS
* - implemented in production but not used ; ** - implemented in Kolkata office
7. Major software applications other than CoalNet
Application
Name
Minex
SURPAC
DynaMine
IBS
GIS
CIL HO
BCCL
CCL
SECL
ECL
WCL
HQ*
MCL
CMPDI
NCL
HQ
Wani
North
HQ
NEC
Gevra
HQ
HQ
HQ
HQ
HQ
HQ* - installed at subsidiary HQ but not used
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 221 of 249
Vol- I
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal
India Limited and all its Subsidiaries.
8. Voice details for NECL, Margherita
Sl.
No.
1
Name
of SHQ
N/A
Name of Area,
Regional Store,
Regional Hospital,
Central Store ,
Central Wksp,
Central Hosp
ENTITY (TYPE)
Margherita Area
Name of
Project,
Mine,
Stores
Hospitals,
Workshops
etc.
Existing Type of
Exchanges (Make &
Model)
Existing
Voice
Link
No. of
Subscriber
Lines
Area HQ
1.EPABX Make Crompton Graves Ltd
Model - Coral - II
2.ITI Make Intercom
(1987 Model EPAX)
BSNL
96
Land line
200
BSNL
100
Land line
30
BSNL
32
2
Baragolai
Colliery
3
Tikak OCP
1.EPABX
2.U/G Commn:
Make - Mimec
Model -MIC-102-AT
EPABX
Make - BPL
Model - Sigma Indx
150
4
Ledo &
Tirap OCP
EPABX
Made - TATA
Telecom
Model
- PSX 100
5
Tipong
Colliery
1.EPABX
Made - TATA
Telecom
Model
- PMX 200
Land line
BSNL
Land line
BSNL
Page 222 of 249
50
Land line
2.U/G Commn:
Make - Mimec
Model -MIC-102-AT
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
50
40
Vol- I
Nos.
Proposed
IP Phone
Users
-
2
New Kenda Colly
Bahula Colly
Ch.Block Incl.
Lower Kenda colly
C.L.Jambad Colly
Siduli Colly
Chora 7/9 Colly
Chora 10 Colly
Haripur Colly
CH OCP(extn)
Sankarpur OCP
West KendaOCP
Bahula CHP
Regional Hos., 2 km
Area Store, 1 km
-
-
Kenda Area Office
Bankola Aea Office
-
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
-
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
-
ECL,HQ
Office
1
3
Name of
SHQ
Sl.
No.
9. Voice details for ECL, Sanctoria
Vol- I
TATA
Nil
ITI 128 port Cdot
ITI 128 port Cdot
ITI 128 port Cdot
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Epabx. Extn.
Nil
Nil
Coral
IRIS IVDX
Existing Type of
Exchanges (Make &
Model)
BSNL
Radio +
100
Nil
48
48
32
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
1
Nil
centrex
facility
Nil
Nil
Radio+Bsnl
Radio+Bsnl
Nil
Radio+Bsnl
Bsnl
Radio+Bsnl
Bsnl
Nil
Bsnl
Bsnl
Nil
Nil
Epabx Extn.
-
660
No. of
Subscri
ber
Lines
BSNL phones
Radio +
BSNL
Existing
Voice Link
19
1
4
4
4
4
4
4
4
4
4
4
4
4
1
4
13
30
Nos. Proposed IP
Phone Users
Name of
SHQ
Nil
Area Hospital,0.2km
Page 224 of 249
Vol- I
EPAX , ITI
ITI 128 port Cdot
BPL Indigo 250
Matrix,Eternity
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Area Store,0.2 km
Satgram Project
Nimcha Colly
Kalidaspur Project
J.K. Nagar
Satgram Incline
Rati Bati Colly.
ChapuiKhas Colly.
Kuardi Colly.
Mithapur Colly.
PureSearsole Colly.
Jemehari Colly.
ITI 128 port Cdot
Nil
SAX , ITI
SAX , ITI
SAX , ITI
SAX , ITI
EPAX , ITI
EPABX, ITI
EPABX, ITI
Nil
Nil
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio
Radio+Bsnl
Radio+Bsnl
Bsnl
Bsnl
Bsnl
Bsnl
EpabxExtn.
Radio+Bsnl
Nil
Radio+Bsnl
Bsnl
Bsnl
Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Bsnl
Nil
Nil
Moira Colly.
S S Pur Colly
Kumardih-A
Kumardih-B
Tilaboni Colly
Bankola Colly
Khandra Colly
Nakrakonda
Sankarpur
Existing
Voice Link
Existing Type of
Exchanges (Make &
Model)
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Satgram Area Office
Area Store, 2 km
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Area Hospital, 3 km
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
4
Sl.
No.
50
100
100
64
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
100
N/A
50
50
50
50
50
50
50
N/A
N/A
N/A
No. of
Subscri
ber
Lines
5
5
5
5
3
5
3
4
3
2
2
2
11
7
5
7
7
7
5
7
7
5
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Aria 1000
EPABX Extn
EPABX Extn
Area Store
Hospital, RJML Area
Page 225 of 249
Vol- I
Aria 1000
EPABX Extn
Nil
Nil
Urjanagar Colony
CHP/Loading point
Simlong Colly.,65km
PPT Siding, 30km
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Aria 1000
Rajmahal ocp,Wshop
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Rajmahal Area Office
Ningha
SSI
K.D.I
W.Block Bhanora
New Ghusic
Muslia
C.M.Ghusic
G.M.Ghusic
Kalipahari Colly
Kalipahari Agnt.of
Ghusic W/Shop
Satgram Siding
Nil
Nil
Tirat Colly
Coal Depot. 6 KM
BPL P30Y
Existing Type of
Exchanges (Make &
Model)
Name of Project, Mine, Stores
Hospitals, Workshops etc.
6
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Sripur Area Office
Name of
SHQ
5
Sl.
No.
BSNL
Radio+WLL
Radio+WLL
Radio+BSNL
WLL
WLL
BSNL
BSNL
Radio+BSNL
BSNL
BSNL
Radio+BSNL
BSNL
Nil
Nil
Nil
Radio+BSNL
Nil
Nil
Nil
Radio+Bsnl
Bsnl
Nil
Existing
Voice Link
528
Nil
Nil
Nil
238
Nil
Nil
64
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
95
Nil
Nil
No. of
Subscri
ber
Lines
1
2
1
14
1
1
15
5
5
5
5
5
5
5
5
5
7
1
13
3
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Vol- I
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Page 226 of 249
Nil
ITI SAX
ITI SAX
Nil
Nil
Chibnakuri-I Colly.
Chinakuri-III Colly.
Chinakuri Lding.Pt.
Sodepur 9&10 pit
8
Area Store
KunustoriaColly.Manager Off.
Amritnagar Colly.Mngr. Off.
Mahabir OCP Manager Off.
Parasea Colly.Manager Off.
ITI PAX
ITI SAX
ITI SAX
ITI SAX
ITI EPAX
Nil
BSNL
Bsnl
Bsnl
Nil
Radio
Radio+Bsnl
BSNL
Radio+Bsnl
BSNL
Radio+Bsnl
BSNL
BSNL
Nil
50
50
Nil
Nil
48
50
50
50
50
50
Nil
Nil
5
1
5
5
13
3
4
2
4
1
4
1
2
1
1
3
4
3
4
1
Nil
Area Store,0.2 km
1
17
Nos. Proposed IP
Phone Users
1
50
100
No. of
Subscri
ber
Lines
TB Hospital, Searsole
Parasea Agent off.
Belbaid colliery.
Kunustoria Agent Off.
Bansra Agent Off.
Amritnagar Colly.
North Searsole
Parasea 6&7 incline Mngr.Off
Amrasota Icline Manager Off.
Bansra Colly. Manager Off.
NorthSearsoleColly.Mngr.Off
ITI EPAX
Area Hospital, Bansra
EPABX Extn
Radio+BSNL
Coral IRIS (ITI)
BSNL
Existing
Voice Link
Existing Type of
Exchanges (Make &
Model)
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Kunustoria Area Office
ITI 128 port Cdot
Name of
SHQ
Sodepur Area office
7
Sl.
No.
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
Chakballavpur Colly.
Monoharbahal Colly.
Begunia Colly.
Khoirabad Colly.
Dabar Colly.
Sangramgarh Colly.
Mohanpur OCP
Bonjemehari OCP
Gourandi OCP
Barmundia(A)
Loading Point,Rly
Page 227 of 249
Vol- I
Area Store
Hospital
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
ITI SAX
Nil
Nil
Nil
ITI SAX
Nil
Nil
Dubeswari Colly.
B.M.P. Agent Office
Methani Colly.
Bejdih Colly.
Patmohana Colly.
Dhemomain Pit
Dhemomain Colly.
Ld.Point, Radhanagar
Ld.Point, Dubeswari
Area Store
Hospital
Nil
Nil
Nil
Sodepur 3 A pit.
Mouthdih Colly.
Parbelia Agent Off.
BPL,P30Y1
Existing Type of
Exchanges (Make &
Model)
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Salanpur Area office
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
9
Sl.
No.
Nil
BSNL
Bsnl
Nil
Radio+Bsnl
Radio
Radio+Bsnl
Nil
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Bsnl WLL
Radio+Bsnl
Nil
Nil
Bsnl
Radio
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Nil
Nil
Bsnl
Bsnl
Radio+Bsnl
Existing
Voice Link
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
50
Nil
Nil
50
Nil
Nil
Nil
50
Nil
Nil
Nil
Nil
Nil
No. of
Subscri
ber
Lines
1
1
5
5
5
5
5
5
6
6
6
6
13
5
7
5
5
5
5
5
5
5
7
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
Mugma Area office
ITI CDOT
ITI CDOT
TATA PSX50
TATA PSX50
Nil
Nil
Nil
Parascole(west)
Khaskajora
Jambad
Naba Kajora
Jambad OCP
Area Workshop0.7km
Weigh Bridge,2.5km
Page 228 of 249
Vol- I
Matrix,Eternity
ITI CDOT
BPL
TATA PSX50
Nil
TATA PSX50
Nil
Area Hospital,4.6km
Lachipur
Central kajora
Madhavpur
Madhujore
Parascole(east)
Nil
Area Store,4.6 km
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Bsnl
Nil
Nil
Nil
Bsnl
Bsnl
Bsnl
Nil
Bsnl
Bsnl
Bsnl
Radio+Bsnl
Nil
Nil
Radio+Bsnl
Nil
Nil
Nil
Radio+Bsnl
Aria 1000
EPABX Extn
EPABX Extn
Jhanjra Project
MIC, 3 km
3 & 4, 5 km
Siding, 6 km
Existing
Voice Link
Existing Type of
Exchanges (Make &
Model)
Accord AD600
Jhanjra Project
MIC,
3 & 4 Incline
Siding
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Kajora Area office
Area Store
Hospital
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Jhanjra Area Office
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
12
11
10
Sl.
No.
150
96
96
50
50
Nil
Nil
Nil
96
64
50
Nil
50
Nil
Nil
96
Nil
Nil
64
Nil
Nil
Nil
992
No. of
Subscri
ber
Lines
16
5
5
5
5
6
1
5
5
5
5
5
1
1
14
1
1
8
10
6
17
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
Hospital
Store
S.P Mines Area office
Area Store
Area Dispensary
Sonepur Bazari Area office
Hospital, 0.5 km
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Area Store, 0.5 km
Chitra Colly.
Workshop
Loading Point,25km
S.B. Projet
V.N. Colony
Workshop
Khoodia Colly.
Gopinathpur Colly.
Shyampur B Colly
Mandman Colly
Kumardubi Colly
Lakhimata Colly.
Baramuri OCP
Rajpura OCP
Chapapur Colly
Badjna Colly
Hariazam Colly.
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Page 229 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
14
13
Sl.
No.
Vol- I
EPABX Extn
EPABX Extn
EPABX Extn
EPABX Extn
EPABX Extn
Aria 1000
ITI IRIS
AccordADX400
EPABX Extn
EPABX Extn
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Aria 1000
Nil
Nil
Nil
Nil
Nil
BSNL
BSNL
Radio+Bsnl
Nil
Nil
Radio
Radio+Bsnl
Radio
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Nil
Radio+Bsnl
Radio
Radio+Bsnl
Nil
EPABX Extn
EPABX Extn
Nil
Nil
Nil
Existing
Voice Link
Existing Type of
Exchanges (Make &
Model)
Nil
Nil
Nil
Nil
Nil
100
100
20
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
150
Nil
Nil
Nil
Nil
Nil
No. of
Subscri
ber
Lines
1
1
1
1
6
1
5
12
5
5
5
5
5
5
6
6
14
1
5
5
5
1
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Nil
Panthnagar Ares Hospital
Page 230 of 249
Vol- I
Nil
Punihati Regional Workshop
18
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
ITI
Ukhra Regional Workshop
17
Station 1/7
Haripur Stabilisation
Stn.1/1,1/3,1/5
Stn. 2/1,2/3,2/5,2/7
Stn. 1/10, 2/26, 2/9
Stn. 1/9 & 2/8
Narayani Sand Plnt
ITI 128 port Cdot
EPABX Extn
EPABX Extn
Magneto Tele.
Magneto Tele.
Magneto Tele.
Magneto Tele.
Magneto Tele.
Magneto Tele.
Magneto Tele.
Siemens Hipath
Coral IRIS
Coral IRIS
Procorement due
EPABX Extn
Area Store
Khottadih project
Dalurband Colly.
Manderboni Colly.
Madhipur Colly.
Pandaveswar Colliery
Kendra Colliery
Khottadih OCP
South Samla Colliery
Bsnl
Karel DS200
BSNL
BSNL
Radio+Bsnl
Nil
Nil
BSNL
BSNL
Nil
Nil
Nil
Nil
Nil
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Radio+Bsnl
Nil
Bsnl
Existing
Voice Link
Existing Type of
Exchanges (Make &
Model)
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Pandaveswar Area office
J.K.Ropeways
Area Store
Hospital
Name of
SHQ
16
15
Sl.
No.
Nil
50
80
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
200
64
64
64
Nil
Nil
128
No. of
Subscri
ber
Lines
1
1
10
1
1
5
5
5
5
5
5
5
5
1
17
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Nil
Nil
Nil
Nil
Intellicon DS200
Nil
Nil
Intellicon DS200
Nil
ITI 128 port Cdot
Nil
Sodepur Workshop
Neamatpur Workshop
Barakar Engineering Works
Sodepur Central Store
Kalla Central Hospital
CISF, HQ, Seetalpur
HRD Traning centre,
Dishergarh
Mines Rescue
Station,Sitarampur
VIP Guest
Housem,Seetalpur
ECL Sales office, Kolkata
CMPDIL, Asansol RI-1
21
22
23
24
25
26
27
28
29
30
31
Page 231 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Vol- I
Nil
Ratibati Workshop
20
Radio
BSNL
BSNL
Radio+Bsnl
BSNL
Radio+Bsnl
BSNL
BSNL
BSNL
BSNL
BSNL
BSNL
BSNL
SiemensHipath1190
19
Existing
Voice Link
Name of Project, Mine, Stores
Hospitals, Workshops etc.
Existing Type of
Exchanges (Make &
Model)
Name of
SHQ
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
Mugma Regional Workshop
Sl.
No.
Nil
80
Nil
32
Nil
Nil
64
Nil
Nil
Nil
Nil
Nil
30
No. of
Subscri
ber
Lines
1
1
1
1
1
1
1
1
1
1
1
1
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
No
Yes
No
Urjanagar
Colony
CHP/Loading
point
Simlong
Colly.
PPT Siding
No
Yes
Rajmahal
ocp,Wshop
Yes
No
Area Store
Hospital, RJML Area
Yes
(Unmanaged
)
Availability
of LAN
(Yes, No)
Yes
Name of
Project,
Mine, Stores
Hospitals,
Workshops
etc.
Rajmahal Area
Office
Name of Area,
Regional Store,
Regional Hospital,
Central Store,
Central Wksp,
Central Hosp
ENTITY (TYPE)
Page 232 of 249
Vol- I
4. Workshop Mezzanine floor office - 16 nodes connected through Motorola Radio, Canopy from Project
office
( Switch : 24 port - 1 no, Cygnus make )
5. Area Store - 8 nodes connected through OFC from Mezzanine floor office.
( Switch : 12 port - 1 no, Cygnus make )
6. Workshop - 8 nodes connected through OFC from Mezzanine floor office
( Switch : 12 port - 1 no, Cygnus make )
All the PC nodes are working under same LAN group, there is no routing amongst the LAN at different
buildings. LAN was established in 1992 - '93 and subsequently modified during 1999-2000.
( Switch : 24 port - 2 nos, Cygnus make )
3. Area Office - 30 nodes connected through Motorola Radio, Canopy from Project office
( Switch : 12 port - 1 no, Cygnus make )
2. CHP - 8 nodes connected through Motorola Radio, Canopy from Project office
1. GM/Project office - 50 nodes
( Switch : (a) 24 port - 2 nos, Cygnus & Nortel make (b) 8 port - 1 no, D-Link make )
If Yes,
Pl provide:
1. LAN Architecture (Diagram) detailing the following:
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch & year of purchase
About 40 PC nodes with 4 nos unmanaged switch as follows : 1) Nortel 16 port ( model-AL2012A18) , 3Com
16
(model-DES-1024D) installed in the Finance dept., 2nd floor.
port ( model- 3C16470) , D-Link 16 port ( model-DF816TP) in the System dept. , 1st floor and 2) D-Link, 24
port
LAN with unmanaged switch and PC nodes are working as follows :
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
ECL,
HQ
Sanctoria
1
2
Name of
SHQ
Sl.
No.
10. LAN Details for ECL, Sanctoria
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
300
(OFC backbone
based LAN WiFi connectivity
proposd)
If No,
No of LAN
nodes
Proposed
7. Reg. Store
6.Bhurkunda
5.Saund D
4.Urimari
3.Central Saunda
2.Barkakana
1.GM Office
Page 233 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Area
3. Barka-Sayal
a.GM Office
2. Rajrappa Area
3. G.N. Hospital
1.HQ
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
2. Jawahar Nagar
CCL,
RANCHI
1
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
1.HQ, Ranchi
Name of
SHQ
Sl.
No.
11. Voice details of CCL, Ranchi
Vol- I
BPL(SIG. IND. 150)
AVAYA (PMX400)
Cromp Gr.(NE-1100)
CORAL (IRIS-IVDX)
BPL (P-250)
ERICSSON (BP250)
BPL (P-250)
CORAL (IRIS-IVDX)
Intelicon KAREL (DS250)
CORAL (IRIS-IVDX)
CORAL (IRIS-IVDX)
Existing Type of
Exchanges (Make &
Model)
-do-
-do-
-do-
-do-
-do-
-do-*
-do-*
-do-*
-do-*
-do-*
Bsnl*
Existing Voice
Link
24
70
80
80
50
100
150
170
180
200
900
No. of
Subscriber
Lines
1
2
1
2
1
2
4
4
6
6
30
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
6. DHORI
AREA
5. HAZARIBAG AREA
4. ARGADA AREA
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
2.Kalyani(SDQ1)
1.GM Office
6.Jharkhand
5.kedla washery
4.Kedla
3.Parej
2.Tapin North
1.GM Office
4. Giddi Washery
3.Giddi C
2.Argada Colly.
1.GM Office
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Page 234 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Name of
SHQ
Sl.
No.
Vol- I
CORAL (IRIS-IVDX)
AVAYA (ARIA 1000)
ERICSSON(BP250)
Intelicon(MS48)
ERICSSON(BP250)
BPL (P30X)
CORAL (IRIS-IVDX)
Intelicon KAREL (DS250)
SIEMMEN
ERICTION (BP 250)
AVAYA(ARIA 300)
AVAYA (ARIA 1000)
Existing Type of
Exchanges (Make &
Model)
-do-
-do-*
-do-
-do-
-do-
-do-*
-do-
-do-*
-do-
-do-
-do-
-do-*
Existing Voice
Link
36
192
70
70
80
80
100
150
20
50
65
125
No. of
Subscriber
Lines
2
4
2
2
2
2
2
4
2
2
2
4
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
8. B & K
AREA
7.KATHARA
AREA
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
4.Bokaro Colly.
3.Khas Mahal
2.Karo
1.GM Office
6. Swang washery
5. Kathara Washery
4.Jarangdih
3. Swang Colly
2. Kathara Colly.
1.GM office
4. Amlo
3. Tarmi (SDQ3)
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Page 235 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Name of
SHQ
Sl.
No.
HCL(BP250)
HCL (BP250)
Vol- I
AVAYA (ARIA 300)
CORAL (IRIS-IVDX)
Intelicon KAREL
(DS250)
BPL( SIG. IND 150)
HCL( BP 250)
Intelicon KAREL
(DS250)
HCL(BP250)
Intelicon KAREL
(DS250)
BPL(SIG. IND 150
CORAL (IRIS-IVDX)
Existing Type of
Exchanges (Make &
Model)
-do-
-do-
-do-
-do-*
-do-
-do-
-do-
-do-
-do-
Bsnl*
-do-
-do-
Existing Voice
Link
40
35
48
100
80
24
80
90
80
200
85
64
No. of
Subscriber
Lines
1
1
1
4
1
1
1
1
2
4
1
2
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
AREA
14. Mines
Rescue stn.
13. Central Hospital
12. Central W/S
Karanpura Area
11. North
10. PIARWAR
Name of Area,Regional
Store, Regional Hospital,
Central Store, Central
Wksp, Central Hosp
ENTITY (TYPE)
9.KUJU AREA
Ramgarh
Naisarai
Barkakana
4.R/R/Shop
3.Churi
2.karkatta
1.GM Office
2.Piparwar Proj.
Page 236 of 249
Vol- I
CORAL (IRIS-IVDX)
ALCATEL
BPL (SIG. IND 250)
BPL( SIG. IND 150)
AVAYA (ARIA 300)
AVAYA (ARIA 300)
SIEMEN(HICON300H)
AVAYA (ARIA 300)
AVAYA (DEFINITY)
AVAY (ARIA 300)
1.GM Office
SIEMENS
5.Karma
AVAYA (ARIA 300)
ERICTION (BP250)
ERICTION (BP250)
CORAL (IRIS-IVDX)
Existing Type of
Exchanges (Make &
Model)
6.Kuju Colly.
4.Sarubera
3.Pundi
2.Topa
1.GM Office
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Name of
SHQ
Sl.
No.
-do-
-do-*
-do-*
-do-
-do-
-do-
-do-*
-do-
-do-*
-do-
-do-
-do-
-do-
-do-
-do-*
Existing Voice
Link
55
65
100
24
50
70
200
80
400
80
15
90
35
90
100
No. of
Subscriber
Lines
2
2
2
1
2
2
6
2
6
2
1
2
2
2
4
Nos. Proposed IP
Phone Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Central
Coalfields
Ltd.
Ranchi
do
do
1
2
3
North Karanpura
Piparwar
Barka Sayal
Argada
Kuju
Hazaribagh
Rajrappa
Kathara
B&K
Dhori
Cental stores, CCL,Barkakana
Darbhanga House
CCLHead Quarters,
Name of Area,Regional
Store, Regional Hospital,
Central Strore, Centeal
Wksp, Central Hosp
ENTITY (TYPE)
Dakra
Bachara
Sounda
Giddi
Kuju
Parej
Rajrappa
Jarangdih
Jarangdih
Dhori
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Page 237 of 249
do
do
do
do
do
do
do
do
do
do
Yes
12 nodes
Yes
200nodes
Availability of
LAN (Yes, No)
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Name of
SHQ
Sl.
No.
12. LAN details of CCL, Ranchi.
Vol- I
do
do
do
do
do
do
do
do
do
do
Completed 4 years of rental agreement and last and 5th
year of rental agreement expires between 10/10 and 08/11
Completed 5 years of rental agreement and also completed 1 year rental
extention and now is under 2nd year rental extention till 03/2011
If Yes,
Pl provide:
1. LAN Architecture (Diagram) detailing the following:
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch & year of purchase
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
MCL/
Sambalpur
1
CO (2 W ) - 08
Nos
IDX-1250
No Epabx
No Epabx
No Epabx
No Epabx
v)Mine No-2
vi)Mine No-3
vii)Mine No-4
3) IB Valley Area
CO (2 W ) - 08
Nos
IDX-650
ii) Budhijam
Exchange
(for Mine
no2,3,colony)
iii) Rampur Sub.
Area
iv)Mine No-1
ARIA-1000/Tatatelecom
ii)Samaleswari O.C.P
Page 238 of 249
Vol- I
ARIA-1000/Tatatelecom
i) Area Office
E&M (4 W ) - 8
Nos
CO (2 W ) - 16
Nos
E&M (4 W) 8Nos
E&M (2 W) 4Nos
E&M (4 W) 4Nos
CO (2 W ) - 16
Nos
CO (2 W ) -16
Nos
E&M (2 /4 W) 32 Nos
CORAL IRIS IVDX
Coral IRIS IVDX
i) Orient Area Office
Existing Voice
Link
2) Orient Area
Existing Type of Exchanges
(Make & Model)
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Hq Unit
Name of Area,Regional Store,
Regional Hospital, Central Store,
Central Wksp, Central Hosp
ENTITY (TYPE)
1.MCL Hqrs
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Name of
SHQ
Sl.
No.
13. Voice details of MCL, Sambalpur
100 Lines
400 Lines
128 Lines
200 Lines
250 Lines
600 Lines
No. of
Subscriber
Lines
Nos. Proposed
IP Phone
Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
6) Talcher Area
5) Jaggannath Area
4) Lakhanpur Area
Name of Area,Regional Store,
Regional Hospital, Central Store,
Central Wksp, Central Hosp
ENTITY (TYPE)
Page 239 of 249
Vol- I
SIMMENS,Hipath,4000
No Epabx
iv)B.O.C.P
i) Area Office
No Epabx
iii)Ananta O.C.P
(15 years old)
Unitel,CDOT-Simplex
No Epabx
iv)Lilari O.C.P
ii) Jaggannath PO
Office
No Epabx
iii)Balpahar O.C.P
CORAL IRIS IVDX
No Epabx
ii)Lakhanpur O.C.P
i) Area Office
CORAL IRIS IVDX
E&M (2 -W) - 4
Nos
E&M (4 -W) - 4
Nos
CO (2 W ) - 02
Nos
E&M(2/4 W ) - 8
Nos
CO (2 W ) - 16
Nos
E&M (2/4 W) -32
Nos
CO (2 W ) - 16
Nos
IPGC-32 Channel
CO (2 W ) 8Nos
Mode-CS-1000 D2
No Epabx
Existing Voice
Link
Existing Type of Exchanges
(Make & Model)
i)Area Office
iii)Lajkura O.C..P
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Sl.
No.
200 Lines
64 Lines
400 Lines
400 Lines
No. of
Subscriber
Lines
Nos. Proposed
IP Phone
Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
8)Hingula Area
7)Bharatpur Area
Name of Area,Regional Store,
Regional Hospital, Central Store,
Central Wksp, Central Hosp
ENTITY (TYPE)
i) Area Office
Page 240 of 249
Vol- I
CORAL IRIS IVDX
No Epabx
No Epabx
vi)Deulbera Coliery
iii)Chhendipada
O.C.P
No Epabx
v)Handidhua Colliery
No Epabx
No Epabx
iv)Talcher Colliery
ii)Bharatpur O.C.P
CORAL IRIS IVDX
iii) Talcher Hospital
CORAL IRIS IVDX
Exchange under procur
ii) Nandira Coliery
i) Area Office
Existing Type of Exchanges
(Make & Model)
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Sl.
No.
E&M (2 -W) - 4
Nos
E&M (4 -W) - 4
Nos
CO (2 W ) - 08
Nos
CO (2 W ) -16
Nos
E&M (2 / 4 -W )
-8 Nos
E&M (2 -W) - 2
Nos
E&M (4 -W) - 2
Nos
CO (2 W ) - 08
Nos
CO (2 W ) - 16
Nos
Existing Voice
Link
128 Lines
200 Lines
200 Lines
No. of
Subscriber
Lines
Nos. Proposed
IP Phone
Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name of
SHQ
11)Kaniha Area
10) Basundhara Area
9) Lingaraj Area
Name of Area,Regional Store,
Regional Hospital, Central Store,
Central Wksp, Central Hosp
ENTITY (TYPE)
No Epabx
No Epabx
No Epabx
No Epabx
i)Area Office
ii)Kaniha O.C.P
CWS IB Valley Area
CWS Talcher
No Epabx
No Epabx
iii)Kulda O.C.P
iv)Garjanbhal O.C.P
No Epabx
ii)Basundhara O.C.P
Page 241 of 249
Vol- I
6000 Digital Epabx
CG FLEXICO4
No Epabx
ii)Lingaraj O.C.P
i) Area Office
CORAL IRIS IVDX
No Epabx
iii)Hingula O.C.P
i) Area Office
No Epabx
Existing Type of Exchanges
(Make & Model)
Name of Project,
Mine, Stores
Hospitals,
Workshops etc.
ii)Balaram O.C.P
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Sl.
No.
E&M (2 -W) - 16
Nos
E&M (4 -W) - 16
Nos
CO (2 W ) - 32
Nos
E&M (2 -W) - 4
Nos
E&M (4 -W) - 4
Nos
CO (2 W ) - 24
Nos
Existing Voice
Link
400 Lines
450 Lines
No. of
Subscriber
Lines
Nos. Proposed
IP Phone
Users
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
MCL
Name of SHQ
Jagannath Area
HQ
Name of Area,
Regional
Store,
Regional Hospital,
Central
Stores,
Central Workshop,
Central
Hospital
ENTITY (TYPE)
Jagannath
OCP
Ananta OCP
Bhubaneswa
ri OCP
Area Office
Name of
Project,
Mine,
Stores,
Hospitals,
Workshops
etc.
Yes
Yes
Availability
of LAN
(Yes/No)
Page 242 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
2
1
Sl.
No.
14. LAN details of MCL, Sambalpur
Managed Fast Ethernet Switch DES3624iF
Fast Managed HUB DFE2624ix (Master)
Fast Managed HUB DFE2624x (Client)
Fast Managed HUB with Network
Management DFE2624ix (Master)
Ethernet Transceivers DE854
Media Converter DE855
HCL
HCL
HCL
HCL
HCL
HCL
Managed Hub Dlink DE1824i
HCL
Vol- I
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
Intec
If Yes, Pl provide:
1. LAN Architecture (Diagram)
detailing the following :
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch
& Year of Purchase
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Supplier /
Vendor
1
5
2
8
4
3
3
1
No of
Switch
18
119
250
No of I/O
Points
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
1999
2007
2001
2001
2001
2007
Year
of
Purchase
Hingula Area
5
Hingula
OCP
Reg. Stores
Area OCP
Reg. Stores
Nandira UG
Talcher UG
Yes
Yes
Yes
Yes
Reg. Stores
Area Office
Availability
of LAN
(Yes/No)
Name of
Project,
Mine,
Stores,
Hospitals,
Workshops
etc.
Page 243 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Talcher Area
4
Name of Area,
Regional
Store,
Regional Hospital,
Central
Stores,
Central Workshop,
Central
Hospital
ENTITY (TYPE)
NSCH, Talcher
Name of SHQ
3
Sl.
No.
24 Port Managed Hub Dlink DE809TC
HCL
Vol- I
24 Port Managed Hub Dlink DFE2624ix
HCL
Intec
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
24 Port Managed Hub Dlink DFE2624ix
Managed Hub
HCL
HCL
Ethernet Transceivers DE854
HCL
Unmanaged 16 Port Switch - 2 nos.
24 Port Managed Hub Dlink DFE2624ix
HCL
Intec
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
Intec
If Yes, Pl provide:
1. LAN Architecture (Diagram)
detailing the following :
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch
& Year of Purchase
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Supplier /
Vendor
2
4
2
2
1
4
1
4
2
4
No of
Switch
6
20
53
18
10
25
54
15
16
No of I/O
Points
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
2002
2007
2002
2002
2007
2002
2007
Year
of
Purchase
CWS Talcher
IB Valley Area
8
9
Area Office
Yes
Lingaraj
OCP
Reg.Stores
Yes
Yes
Yes
Yes
Bharatpur
OCP
Reg.Stores
Area Office
Yes
Availability
of LAN
(Yes/No)
Area Office
Name of
Project,
Mine,
Stores,
Hospitals,
Workshops
etc.
Page 244 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Lingaraj Area
7
Name of Area,
Regional
Store,
Regional Hospital,
Central
Stores,
Central Workshop,
Central
Hospital
ENTITY (TYPE)
Bharatpur Area
Name of SHQ
6
Sl.
No.
Managed Hub
HCL
Vol- I
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Ethernet Transceivers DE854
HCL
Intec
24 Port Managed Hub Dlink DFE2624ix
HCL
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Unmanaged 16 Port Switch - 4 nos.
Intec
Intec
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
Unmanaged 16 Port Switch - 2 nos.
24 Port Managed Hub Dlink DFE2624ix
HCL
Intec
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
24 Port Managed Hub Dlink DFE2624ix
Intec
Unmanaged 16 Port Switch - 4 nos.
HCL
If Yes, Pl provide:
1. LAN Architecture (Diagram)
detailing the following :
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch
& Year of Purchase
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
Intec
Supplier /
Vendor
1
2
1
18
1
4
1
2
1
4
1
4
3
No of
Switch
71
24
27
16
10
62
11
58
No of I/O
Points
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
2007
2002
2007
2007
2002
2007
2007
2007
Year
of
Purchase
Lakhanpur Area
12
Lakhanpur
OCP
Lilari OCP
Area Office
Reg.Stores
Orient SubArea
Rampur
Sub-Area
Orient Area
Lajkura
OCP
Samleswari
OCP
Reg. Stores
Name of
Project,
Mine,
Stores,
Hospitals,
Workshops
etc.
Yes
Yes
Yes
Yes
Yes
Availability
of LAN
(Yes/No)
Page 245 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Orient Area
11
Name of Area,
Regional
Store,
Regional Hospital,
Central
Stores,
Central Workshop,
Central
Hospital
ENTITY (TYPE)
Central Hosp, IB
Valley
Name of SHQ
10
Sl.
No.
24 Port Managed Hub Dlink DFE2624ix
HCL
Intec
Vol- I
Unmanaged 16 Port Switch - 1 nos.
Unmanaged 16 Port Switch - 3 nos.
Unmanaged 16 Port Switch - 2 nos.
Intec
Intec
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Unmanaged 16 Port Switch - 7 nos.
Intec
Intec
1
3
1
2
2
7
71
15
12
52
45
20
10
No of I/O
Points
HCL
1
1
No of
Switch
5
24 Port Managed Hub Dlink DFE2624ix
If Yes, Pl provide:
1. LAN Architecture (Diagram)
detailing the following :
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch
& Year of Purchase
24 Port Managed Hub Dlink DE1824i
Intec
HCL
Supplier /
Vendor
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
2007
2002
2007
2002
2007
2000
Year
of
Purchase
Reg. Stores
Kulda OCP
Basundhara
West
Area Office
Reg. Stores
Belpahar
OCP
BTI
Name of
Project,
Mine,
Stores,
Hospitals,
Workshops
etc.
Yes
Yes
Yes
Yes
Availability
of LAN
(Yes/No)
Page 246 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Basundhara Area
14
Name of Area,
Regional
Store,
Regional Hospital,
Central
Stores,
Central Workshop,
Central
Hospital
ENTITY (TYPE)
CWS-IB Valley
Name of SHQ
13
Sl.
No.
Unmanaged 16 Port Switch - 3 nos.
24 Port Managed Hub Dlink DFE2624ix
Intec
HCL
Vol- I
Unmanaged 16 Port Switch - 3 nos.
24 Port, 10/100 Base Tx Managed L2
Switch (Nortel Baystack 425)
Intec
Intec
1000Base LX Module for 10/100 Base Tx
Managed L2 Switch
Intec
24 Port Managed Hub Dlink DFE2624ix
Managed Hub
HCL
HCL
24 Port Managed Hub Dlink DFE2624ix
HCL
Unmanaged 16 Port Switch - 7 nos.
Ethernet Transceivers DE854
HCL
Intec
Managed Fast Ethernet Switch DES 3624F
If Yes, Pl provide:
1. LAN Architecture (Diagram)
detailing the following :
a) Switch Distribution
b) User Distribution
c) Type of Uplink
d) Make and Model of Existing Switch
& Year of Purchase
HCL
Supplier /
Vendor
3
1
3
3
2
1
7
1
1
2
1
No of
Switch
12
11
80
20
45
20
No of I/O
Points
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
2007
2002
2007
2002
2007
2002
Year
of
Purchase
19" Steel rack 6U(with proper ventilation & locking facility
19" Steel rack 17U(with proper ventilation & locking facility
H23 based 4 ports FXS Station Gateway----VOIP
Network Security VPN work group Fire Wall Rock mountable
Line extender (for 2 KMs distance)
Router (2600 series)
Modem
CISCO 2811 Router
Modem RAD ASMi 52
5
6
7
8
9
10
11
12
13
Page 247 of 249
Vol- I
12 Port (6 in+6 out)Rack mounted SC-SC Fibre Optic Patch panel
4
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Unmanaged Ethernet Switch(Rack Mountable) with 16x10/100 Base TX ports
Managed Layer 3 Ethernet Switch(rack Mountable) with 24x10x100 Base TX + 2x 100 Base
FX(with SC Port)
Unmanaged Ethernet Switch(Rack Mountable) with 24x10/100 Base TX ports
LANDetailsofExistingInfrastructure
3
2
Sr.No
1
15. LAN Details of BCCL, Dhanbad
1
1
1pair
1
1
2pairs
2
1
21
3
2
17
3
Quantity
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
6
-
BelPahar OCP
LAkhanPur OCP
Lilari OCP
-
Bhubaneswari OCP
-
1
2
Connected
To
Network
-
4
-
-
-
1
3
-
Connected
To
Network
Page 248 of 249
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
4
Ananta OCP
Rail
Weigh
Bridge
-
Bundia
Projects
-
Rampur
Area
1
Orient Sub-Area
6
3
LajKura OCP
Jagannath OCP
-
Rail
Weigh
Bridge
Samleswari OCP
Projects
Jagannath
Area
LakhanPur
Orient
IB Valley
Area
-
3
Not
Connected
To Network
4
-
2
-
Vol- I
Road
Weigh
Bridge
2
6
6
1
10
3
1
-
1
1
3
-
-
6
Road
Weigh
Bridge
-
Not
Connected
To Network
-
4
Connected
To
Network
3
1
2
2
1
1
1
1
4
Connected
To
Network
2
2
Not
Connected
To Network
3
-
8
1
-
-
-
2
2
Not
Connected
To Network
16. Status Of Connectivity Of CoalNet Network With Road & Rail Weigh Bridges As on 01.07.2010 OF MCL
Remarks
Remarks
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.
Name
2
Basundhara OCP
1
-
2 Nos.
9 Nos.
2 Nos.
13 Nos.
8 Nos.
9 Nos.
Nil
17 Nos.
Page 249 of 249
Vol- I
Total No.
Of Road
Weigh
Bridges
26 Nos.
39 Nos.
16 Nos.
81 Nos.
11
2
Not
Connected
To Network
5
5
-
-
6
7
-
-
2
4
-
2
Connected
To
Network
-
-
-
-
-
4
-
2
Tender no. CIL/C2D/SAP/2010-11/110 dated 02.11.2010
Total No.
Of Rail
Weigh
Bridges
10 Nos.
18 Nos.
2 Nos.
30 Nos.
-
Kulda OCP
-
Hingula OCP
-
Chendipada OCP
-
4
Bharatpur OCP
Balram OCP
-
4
Talcher UG
Lingraj OCP
Ib Valley Coal Fields
Talcher Coal Fields
Basundhara Area
Total MCL Area
Basundhara
Area
Hingula
Area
Talcher
Area
Bharatpur
Area
Lingraj Area
4
1
13 Nos.
14 Nos.
4 Nos.
31 Nos.
Connected
To
Network
-
-
-
2
2
2
13 Nos.
25 Nos.
12 Nos.
50 Nos.
Not
Connected
To Network
7
5
5
5
1
5
-
2
Supply, Implementation of SAP ERP and IT Infrastructure along with Post Implementation Support at Coal India Limited and all its Subsidiaries.