GOVERNMENT OF PAKISTAN PAKISTAN RAILWAYS
REQUEST FOR PROPOSAL (RFP) FOR SELECTION OF CONSULTANT FOR DEVELOPMENT OF SOFTWARE Provision of Off-the-shelf Software Solution FOR MIS/FIS (ERP) PROJECT
March, 2021
______Project Director PMU Pakistan Railways, Headquarters Office, Lahore. Phone No. 042 ______; Email______;
http://www.pakrail.gov.pk
TABLE OF CONTENTS DESCRIPTION ...... PAGE NO.Section-1: Invitation for RFP ...... - 1 - 1. General Information ...... - 2 - 2. Form General-1 – Basic Information ...... - 3 - 3. Form General-2 - Litigation History ...... - 4 - Section-2: Instructions to Bidders ...... - 5 - 2.1 Definitions ...... - 5 - 2.2 “Similar Assignment” means: ...... - 6 - 2.3 Conflict of Interest ...... - 7 - 2.4 Conflicting Assignments ...... - 7 - 2.5 Conflicting Relationships ...... - 7 - 2.6 Fraud and Corruption ...... - 9 -- 8 - 2.7 Only one Proposal ...... - 9 -- 8 - 2.8 Proposal Validity ...... - 10 -- 8 - 2.9 Clarification and Amendment of RFP Documents ...... - 10 -- 9 - 2.10 Preparation of Proposal ...... - 10 -- 9 - 2.11 Language: ...... - 10 -- 9 - 2.12 Technical Proposal Format and Content ...... - 11 -- 9 - 2.13 Financial Proposal ...... - 11 -- 10 - 2.14 Payment of Services Fee ...... - 11 -- 10 - 2.15 Taxes ...... - 12 -- 10 - 2.16 Submission, Receipt and Opening of Proposal...... - 12 -- 10 - 2.17 Bid Security Or Performance Security: ...... - 13 -- 11 - 2.18 Basic Eligibility Criteria: ...... - 13 -- 12 - 2.19 Proposal Evaluation ...... - 14 -- 12 - 2.20 Evaluation of Technical Proposal ...... - 14 -- 13 -- 12 - 2.21 Public Opening and Evaluation of Financial Proposals ...... - 14 -- 13 - 2.22 Technical Negotiations ...... - 15 -- 13 - 2.23 Availability of Professional Staff / Experts ...... - 15 -- 14 - 2.24 Conclusion of the Negotiations ...... - 15 -- 14 - 2.25 Interview / meeting with the professionals of successful Consultant ...... - 15 -- 14 - 2.26 Award of Agreement ...... - 16 -- 14 - 2.27 Confidentiality ...... - 16 -- 14 -
2.28 JV/Consortium Agreement ...... - 16 -- 15 - 2.29 Integrity Pact ...... - 17 -- 15 - 2.30 Time for Completion ...... - 17 -- 16 -- 15 - Evaluation Criteria ...... - 20 -- 18 - 4. Technical Evaluation Criteria ...... - 20 -- 18 - 5. Financial Evaluation Criteria ...... - 21 -- 19 - Section-3: Technical Proposal – Standard Forms ...... - 30 -- 20 - Form Tech-1: Technical Proposal Submission Form ...... - 31 -- 21 - Form Tech-2: Bidder’s Organization and Experience ...... - 33 -- 23 -- 22 - Form Tech-3: Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client ...... - 35 -- 25 -- 24 - A - On the Terms of Reference ...... - 35 -- 25 -- 24 - B - On Counterpart Staff and Facilities ...... - 36 -- 26 -- 25 - Form Tech-4: Description of Approach, Methodology and Work Plan for Performing the Assignment...... - 37 -- 27 -- 26 - Form Tech–5: Composition of Team to be Deployed for this Assignment and Task Assigned - 38 -- 28 -- 27 - Form Tech-6: Curriculum Vitae (CV) of Proposed Professional Staff - 39 -- 29 -- 28 Form Tech-7: Staffing Schedule ...... - 43 -- 33 -- 32 - Form Tech-7: Work Schedule ...... - 44 -- 34 -- 33 - Section-4: Financial Proposal - Standard Forms ...... - 45 -- 35 -- 34 - FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM ...... - 46 -- 36 -- 35 - Section-5: Terms of Reference (TOR) ...... - 52 -- 42 -- 41 - 5.1 PREFACE ...... - 52 -- 42 -- 41 - 5.2 Objective of RFP ...... - 52 -- 42 -- 41 - 5.3 Acronyms Used in These Technical Requirements ...... - 53 -- 43 -- 42 - 5.4 Procurement of the ERP Software Development ...... - 53 -- 43 -- 42 - 5.4.1 Phase-1 ...... - 53 -- 43 -- 42 - 5.4.2 Review of Business, Accounting Manuals, Cost Accounting, Data updating and Revenue System...... - 53 -- 43 -- 42 - 5.4.3 Review of Business codes ...... - 53 -- 43 -- 42 - 5.4.4 Review of Accounting Manuals ...... - 54 -- 44 -- 43 - 5.4.5 Revenue System ...... - 54 -- 44 -- 43 - 5.4.6 Update of Master Code Scheme ...... - 55 -- 45 -- 44 -
5.4.7 Update of Data ...... - 55 -- 45 -- 44 - 5.4.8 Review of Cost Accounting ...... - 56 -- 46 -- 45 - 5.4.9 Generation of Financial Statements & Reports: ...... - 56 -- 46 -- 45 - 5.4.10 Hardware Requirement Specifications...... - 57 -- 47 -- 46 - 5.4.11 Phase-I Timelines ...... - 57 -- 47 -- 46 - 5.5 Phase-II ...... - 59 -- 47 - 5.5.1 Software (ERP) Specifications/Requirements ...... - 59 -- 47 - 5.5.1.1 BUSINESS FUNCTION AND PERFORMANCE REQUIREMENTS .. - 59 -- 47 - 5.5.1.1.1 Business Requirements to Be Met by the System ...... - 59 -- 47 - 5.5.1.1.2 Functional Performance Requirements of the System .... - 59 -- 48 -- 47 - 5.5.1.2 Related Information Technology Issues and Initiatives ...... - 205 -- 162 -- 5.5.1.3 INTEGRATION REQUIREMENTS ...... - 205 -- 162 -- 166 - 5.5.2 TECHNICAL SPECIFICATIONS ...... - 207 -- 164 -- 167 - 5.5.2.1 General Technical Requirements ...... - 207 -- 164 -- 167 - 5.5.2.2 Computing the detailed Hardware details and Hardware Specifications - 208 -- 165 -- 168 - 5.5.2.3 Network and Communications Specifications ...... - 208 -- 165 -- 168 - 5.5.2.3.1 Local Area Network(S): ...... - 208 -- 165 -- 168 - 5.5.2.3.2 Wide-Area Network: ...... - 208 -- 165 -- 168 - 5.5.2.4 Software Specifications ...... - 209 -- 166 -- 169 - 5.5.2.4.1 Functional User Matrix: ...... - 209 -- 166 -- 169 - 5.5.2.4.2 System Software and System-Management Utilities:- 209 -- 166 -- 169 - 5.5.2.4.3 Networking and Communications Software: ...... - 210 -- 167 -- 170 - 5.5.2.5 Database Software and Development Tools: ...... - 210 -- 167 -- 170 - 5.5.2.6 System Management, Administration, and Security Specifications - 210 -- 167 -- 170 - 5.5.2.6.1 General Requirements: ...... - 210 -- 167 -- 170 - 5.5.2.7 Service Specifications ...... - 211 -- 168 -- 171 - 5.5.2.7.1 System Integration: ...... - 211 -- 168 -- 171 - 5.5.2.7.2 Training and Training Materials: ...... - 212 -- 169 -- 172 - 5.5.2.7.3 Technical Support: ...... - 212 -- 169 -- 172 - 5.5.2.7.4 Product updates ...... - 213 -- 170 -- 173 - 5.5.2.7.5 Software License Agreements ...... - 214 -- 171 -- 174 - 5.5.2.7.6 Data Conversion and Migration: ...... - 215 -- 172 -- 175 -
5.5.2.8 Documentation Re-equipment ...... - 215 -- 172 -- 175 - 5.5.2.8.1 End-User documents: ...... - 215 -- 172 -- 175 - 5.5.2.8.2 Technical Documents: ...... - 216 -- 173 -- 176 - 5.5.2.9 Service Specifications ...... - 216 -- 173 -- 176 - 5.5.2.9.1 Training and Training Materials: ...... - 216 -- 173 -- 176 - 5.5.2.9.2 Technical Support: ...... - 216 -- 173 -- 176 - 5.5.2.10 Documentation Requirements ...... - 216 -- 173 -- 176 - 5.5.2.11 Disaster Recovery ...... - 216 -- 173 -- 176 - 5.5.2.12 Service Level Agreement ...... - 217 -- 174 -- 177 - 5.5.2.13 TESTING AND QUALITY ASSURANCE REQUIREMENTS . - 217 -- 174 -- 177 5.5.2.13.1 Inspection and Tests ...... - 217 -- 174 -- 177 - 5.5.2.13.2 Installation of the System ...... - 218 -- 175 -- 178 - 5.5.2.13.3 Commissioning and Operational Acceptance ...... - 219 -- 176 -- 179 - 5.5.2.13.3.1 Commissioning ...... - 219 -- 176 -- 179 - 5.5.2.13.3.2 Operational Acceptance Tests ...... - 220 -- 177 -- 180 - 5.5.2.13.3.3 Operational Acceptance ...... - 220 -- 177 -- 180 - 5.5.2.13.3.4 Partial Acceptance ...... - 222 -- 179 -- 182 - 5.5.2.13.3.5 Defect Liability (Warranty) ...... - 223 -- 180 -- 183 - 5.5.2.14 INTELLECTUAL PROPERTY RIGHTS ...... - 225 -- 182 -- 185 - 5.5.2.14.1 Intellectual Property Rights Warranty ...... - 225 -- 182 -- 185 - 5.5.2.14.2 Intellectual Property Rights Indemnity ...... - 226 -- 182 -- 186 - 5.5.2.14.3 Copyright ...... - 229 -- 182 -- 189 - 5.5.2.14.4 Functional Guarantees ...... - 230 -- 182 -- 190 - 5.5.3 IMPLEMENTATION SCHEDULE ...... - 231 -- 183 -- 191 - 5.5.3.2 Implementation Schedule Table Software ...... - 231 -- 183 -- 191 - 5.5.4 Project Plan ...... - 234 -- 186 -- 194 - 5.5.4.2 Constituents of Project Plan ...... - 234 -- 186 -- 194 - 5.5.4.3 Approval of Project Plan ...... - 234 -- 186 -- 194 - 5.5.5 HOLIDAYS AND OTHER NON-WORKING DAYS ...... - 235 -- 187 -- 195 - 5.5.6 Deliverables & Implementation Schedule ...... - 235 -- 187 -- 195 -
Annexure-I Operational Acceptance Certificate...... - 236 -- 188 -- 196 - Annexure-II Installation Certificate ...... - 237 -- 189 -- 197 - Annexure-III Service Level Agreement - Guidelines ...... - 238 -- 190 -- 198 - Annexure-IV List of Acronyms ...... - 240 -- 192 -- 200 -
Annexure-V Hardware Design Specifications & Requirements Document . - 248 -- 1. INTRODUCTION ...... - 248 -- 200 -- 208 - 2. SYSTEMS OVERVIEW...... - 248 -- 200 -- 208 - 3. SYSTEM SPECIFICATIONS (Further details provided at the end at the end of section) ...... - 250 -- 202 -- 210 - 4. WORKSTATIONS ...... - 251 -- 203 -- 211 - 5. SWITCHES ...... - 251 -- 203 -- 211 - 6. ROUTERS & FIREWALLS ...... - 251 -- 203 -- 211 - 7. PRINTERS (LASER) ...... - 252 -- 204 -- 212 - 8. PRINTERS (WIDE CARRIAGE)...... - 252 -- 204 -- 212 - 9. LOCAL AREA NETWORK ...... - 252 -- 204 -- 212 - Total No. of Workstations : 150 ...... - 257 -- 209 -- 217 - Total No. of Printers (Laser) : 72 ...... - 258 -- 210 -- 218 - Total No. of Printers (Wide) : 21 ...... - 258 -- 210 -- 218 - Total No. of Switches : 50 ...... - 258 -- 210 -- 218 - Total No. of Routers : 44 ...... - 258 -- 210 -- 218 - Annexure-VI Integrity Pact ...... - 259 -- 211 -- 219 -
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Error! Hyperlink reference not valid.2.4 ...... Conflicting
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Error! Hyperlink reference not valid.2.20...... Basic Eligibility
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Error! Hyperlink reference not valid.5.5.1 ...... Software (ERP)
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Error! Hyperlink reference not valid.Annexure-I Operational Acceptance Certificate . Error! Bookmark not defined.Error! Bookmark not defined.- 122 - Error! Hyperlink reference not valid.Annexure-II Installation Certificate .... Error! Bookmark not defined.Error! Bookmark not defined.- 123 - Error! Hyperlink reference not valid.Annexure-III Service Level Agreement - Guidelines . Error! Bookmark not defined.Error! Bookmark not defined.- 124 - Error! Hyperlink reference not valid.Annexure-IV List of Acronyms ...... Error! Bookmark not defined.Error! Bookmark not defined.- 126 - Error! Hyperlink reference not valid.Annexure-V Hardware Design Specifications & Requirements Document ...... Error! Bookmark not defined.Error! Bookmark not defined.- 134 - Error! Hyperlink reference not valid.Integrity Pact ...... Error! Bookmark not defined.Error! Bookmark not defined.- 145 -
Formatted: Left: 1.19" Section-1: Invitation for RFP No.______Date: March, 2021 To, SUBJECT: - INVITATION FOR RFP (REQUEST FOR PROPOSAL) FOR SELECTION OF CONSULTANT FOR DEVELOPMENT OF SOFTWARE OFF THE SHELF SOLUTION FOR MIS/FIS PROJECT 1. The Project Director/FIS-MIS (PMU), Pakistan Railways, Headquarters office, Lahore invites Technical and Financial proposals to provide the following services: “SELECTION OF CONSULTANT FOR DEVELOPMENT OF SOFTWARE OFF THE SHELF SOLUTION FOR MIS/FIS (ERP) PROJECT” 2. A firm/consortium of consultants will be selected under Quality and Cost Based Selection (QCBS) method as described in this RFP in accordance with PPRA Rule 2004 and PPRA Procurement of Consultancy Services Regulations 2010. 3. The RFP includes the following documents: Section 1: General Information Section 2: Instructions to Bidders (including Data Sheet) Section 3: Technical Proposal – Standard Forms Section 4: Financial Proposal – Standard Forms Section 5: Terms of Reference Section 6: Contract Agreement 4. Proposal should prepare using Standard Forms of RFP. Any proposal not prepared according to prescribed format/partially/conditional offer may be rejected. If any information required in the Forms is found missing or written elsewhere, no credit will be given in the relevant section of the evaluation. 5. The Consultant shall submit details of Five (5) of their most relevant assignments of similar projects for Technical Evaluation using the prescribed Format. Assignments given beyond the required number may not be considered. 6. CVs of key personnel corresponding to the list given in Data Sheet should provide details of Five (5) projects done by each individual in the past. 7.5. The Consultant can be single entity or Joint Venture / consortium of International and national Consultants. 8.6. No pre-proposal conference shall be held. 9.7. The Technical and Financial proposals shall be submitted in separate Sealed Envelopes at the following address not later than 11:00 am on Day Month, 2021. 10.8. Conditional proposal will not be considered and will straightway rejected. ______Project Director PMU Pakistan Railways, Headquarters Office, Lahore. Phone No. 042 99______; ______; http://www.pakrail.gov.pk
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1. General Information The Bidders are required to provide following basic information which are necessary for further processing of the proposal. Please attach documentary proof otherwise bid may be ignored. Failure to comply with the below mentioned mandatory requirements bidder may be disqualified. 1.1. Whether applied as Single Entity or Joint Venture (please specify): 1.2. In case of Joint Venture provide the following information along with attached Form General-1 for all JV partners:
% share proposed for this S. No. Name of JV partners assignment
1. Lead Partner
2. Partner No.1
3. Partner No.2
…. N 1.3. Certificate / affidavit that the Consultant is not blacklisted by any government department / authority National Income Tax number (NTN), in case of JV please provide this information for all partners.(please attach copies of valid registration) 1.4. Last three years audited reports of accounts of the Consultant. 1.5. Power of attorney to sign the proposals. 1.6. Joint Venture/Consortium Agreement in case of JV/Consortium. Important Note: Bidders must ensure that they submit all the required documents indicated in the Bidding Documents without fail. Bids received without undertakings, valid documentary evidence, supporting documents and the manner for the various requirements mentioned in the Bidding Documents or certificates are liable to be rejected at the initial stage itself. The valid documentary evidence for the critical components as detailed hereinafter should be submitted by the Bidder for scrutiny. Verifiable proof for all the above shall be mandatory. Non-submission may cause disqualification of the bidder for any further process. All bidders must fill the checklist format compliance of the eligibility criteria above.
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2. Form General-1 – Basic Information
2.1. Name of Firm 2.2. Office address in Pakistan 2.3. Office address overseas (if applicable) 2.4. Telephone & Fax 2.5. e-mail 2.6. Contact person 2.7. Place of incorporation / registration 2.8. Year of incorporation / registration 2.9. Country of origin (if other than Pakistan) 2.10. Type of organization (whether partnership / sole proprietorship / public limited company/ private limited company (Attach proof)
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3. Form General-2 - Litigation History
Bidder s, should provide information on any history of litigation or arbitration resulting from contracts executed in the last three (03) years or currently under execution. A separate sheet should be used for each partner of joint venture.
Status Party / Parties of Amount of Date the claim / Nature of Claim / Dispute the claim / (Award FOR or initiated dispute dispute. AGAINST Bidder )
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Section-2: Instructions to Bidders 2.1 Definitions 2.1.1 “Agreement” means the Agreement signed by the Client and the Consultant and all the attached documents. 2.1.2 “Bid(s)” Any and all proposals and bids submitted by the Consultants as a response to this RFP or the amended RFP, that are prepared and submitted in accordance with this RFP or amended RFP and are in compliance of the same. 2.1.3 “Bid Price” The consultancy fee for the complete services quoted by the Consultant in its Financial Bid. 2.1.4 “Client” means Project Director FIS/MIS, Pakistan Railways, Headquarters office Lahore. 2.1.5 “JV/Consortium” means an association of not more than one (1) members. 2.1.6 “Consultant” means a professional firms who can study, design, organize, evaluate and manage projects or assess, evaluate and provide specialist advice or give technical assistance for making or drafting policies, institutional reforms and includes private entities, consulting firms, legal advisors, engineering firms, construction managers, management firms, procurement agents, inspection agents, auditors, international and multinational organizations, investment and merchant banks, universities, research institutions, government agencies, nongovernmental organizations, and individuals. 2.1.7 “Data Sheet” means such part of the Instructions to Consultant used to reflect Specific Conditions of Contract. 2.1.8 “Day” means calendar day. 2.1.9 “Financial Close” means the actual Operation of Developed Software at ERP level after imparting required Training. Thereafter, the maintenance period will come in force. After this, the date of Service Level Agreement will start and closed at the end of SLA date as prescribed in SLA. 2.1.10 “Government of Pakistan” means The Government of Pakistan and all its associated Departments, Agencies, Autonomous/Semi- Autonomous Bodies, Boards, Universities and similar other organizations. 2.1.11 “Instructions to Consultant” means the document which provides Consultant with all information needed to prepare their Proposals. 2.1.12 “LOI” means the Letter of Invitation sent by the procuring agency to the Consultant. 2.1.13 “Personnel” means professionals and support staff provided by the Consultant to perform the Services or any part thereof. 2.1.14 “Proposal” means the Technical Proposal and the Financial Proposal. 2.1.15 “Project” means the project of ERP level Software for FIS/MIS, including Revalidation of existing paper workverification of business processes, its Update, Development, Deployment, Testing, Operation, Training & Support Services before enforcement of SLA as per TORs till “Go Live” and thereafter providing Support services in accordance with SLA”. 2.1.16 “RFP” means the Request for Proposal issued by the Client for the Selection of Consultant.
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2.1.17 “Terms of Reference” (TOR) means the document included in the RFP as Section Five (5) which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the procuring agency and the Consultant, and expected results and deliverables of the assignment. 2.1.18 “Services” means the work to be performed by the Consultant pursuant to the Agreement. 2.2 “Similar Assignment” means: 2.2.1 Successful completion of Assignment of OFF THE SHELF ERP level Software, (Development, Deployment, Testing, Operation, Training & Maintenance, including providing Support services in accordance with period provided in SLA beyond “Go Live” certification by Client) IN PUBLIC SECTOR ORGANIZATION & supervision/providing Hardware, its Specifications along with Installation. 2.2.2 Successful carrying out of Desk work for revalidation/original drafting of Formatted: Indent: Left: 0.44" paperwork processes as is required for Pre-Development Stage along with its Up-Date, for the final Development of ERP level Software. 2.2.3 Note: It is not essential that a single entity has got all the prescribed experience of “Similar Assignment”. A member of joint venture/consortium may have experience in any of above prescribed field. In that case, the joint & aggregate experience of all members shall be considered valid for determining the compliance of “Consultant” Experience” during evaluation of the Technical Score against “Experience” clause of Data Sheet. 2.2.4 The Client named in Data Sheet invites prospective Consultants to submit a Technical Proposal and a Financial Proposal for providing services required for the assignment named in the Data Sheet. The proposals should be in separate marked and sealed envelopes. The Proposal will be the basis for agreement negotiations and ultimately for a signed Agreement with the selected Consultant. 2.2.5 Consultant shall familiarize themselves with assignment conditions and consider them in preparing their Proposals. To obtain first-hand information on the assignment, Consultants are encouraged to visit the Client before submitting a proposal. 2.2.6 Consultant shall contact the Client’s representative named in the Data Sheet to obtain information regarding the assignment. Consultant shall ensure that the concerned official is informed well- ahead of time in case they wish to visit the Client. 2.2.7 Consultant shall bear all costs associated with the preparation and submission of their proposals and agreement negotiation. The Client is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Agreement award, without thereby incurring any liability to the Consultant. 2.2.8 While submitting the Technical Proposal, the composition of the proposed team and task assignment to individual personnel shall be clearly stated. 2.2.9 If a Consultant is qualified/selected on the strength of experience of a foreign company, requisite Key Professional Staff from that foreign company shall be Page - 6 - of 259
fielded along with other Consortium members. 2.2.10 In case a firm is proposing Key Professional Staff from educational/research institutions, a ‘No Objection Certificate’ from the concerned institution shall be enclosed with the CV of such person. 2.3 Conflict of Interest Formatted: Indent: Left: 0", Hanging: 0.25" 2.3.1 The policy of Government of Pakistan requires that Consultant provide professional, objective, and impartial advice and at all times hold the Client’s interest paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. 2.3.2 Without limitation on the generality of the foregoing, Consultant, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below.: 2.4 Conflicting Activities Formatted: Indent: Left: 0", Hanging: 0.25" 2.5.0 A Consultant that has been engaged by the Client to provide goods, works or services other than financial advisory services for a project, and any of its affiliates, shall be disqualified from providing financial advisory services related to those goods, works or services. Conversely, a Consultant hired to provide financial advisory services for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than financial advisory services resulting from or directly related to the Consultant’s services for such preparation or implementation. 2.62.4 Conflicting Assignments 2.6.12.4.1 A Consultant (including its Personnel) or any of its affiliates shall not be hired assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Client. For example, a Consultant hired to prepare engineering design for an infrastructure project shall not be engaged to prepare an independent environmental assessment for the same project, and a Consultant assisting a Client in the privatization of public assets shall neither purchase, nor advice purchasers of, such assets. Similarly, a Consultant hired to prepare Terms of Reference for an assignment should not be hired for the assignment in question. 2.72.5 Conflicting Relationships Formatted: Indent: Left: 0", Hanging: 0.25" 2.7.12.5.1 A Consultant (including its Personnel) that has a business or family relationship member of the Client’s staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Agreement, may not be awarded an Agreement, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Pakistan Railway throughout the selection process and the execution of the Agreement. 2.7.22.5.2 Consultant have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Consultant or the termination of its Agreement. 2.5.3 No agency (except any subsidiary of Pakistan Railway) or current employees of the Page - 7 - of 259
Client shall work as Consultant under their own ministries, departments or agencies. Recruiting former government employees of the Client to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Consultant nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work full-time outside of their previous official position. Such certification shall be provided to the Client by the Consultant as part of his technical proposal. Formatted: Normal, Left, Indent: Left: 0.13", Right: 0", Space Before: 0 pt, After: 8 pt, Line spacing: Multiple 1.08 li, No bullets or numbering, Widow/Orphan control, Allow hanging punctuation, Adjust space between Latin and Asian text, Adjust space between Asian text and numbers, Tab stops: Not at 0.38"
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2.8 Unfair Advantage 2.9.0 If a Consultant could derive a competitive advantage from having provided Formatted: Indent: Left: 0.44", Hanging: 0.25" financial advisory services related to the assignment in question, the Client shall make available to all applicants together with this RFP all information that would in that respect give such Consultant any competitive advantage over competing Consultant. 2.102.6 Fraud and Corruption Formatted: Indent: Left: 0.44", Hanging: 0.25", Tab stops: Not at 0.13" 2.10.12.6.1 PR requires Consultant participating in its projects to adhere to the ethical standards, both during the selection process and throughout the Formatted: Font: (Default) +Body (Calibri) execution of an agreement. In pursuance of this policy, PR: a) Defines, for the purpose of this paragraph, the terms set forth below as follows: (i) “corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the selection process or in agreement execution; (ii) “fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection process or the execution of an agreement; (iii) “collusive practices” means a scheme or arrangement between two or more Consultant with or without the knowledge of the Client, designed to establish prices at artificial, non-competitive levels; (iv) “Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in procurement process, or affect the execution of agreement. b) will reject a proposal for award if it determines that the Consultant recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the agreement in question; c) will penalize a Consultant, including declaring the Consultant ineligible, either indefinitely or for a stated period of time, to be awarded a Government of Pakistan agreement if at any time it determines that the Consultant has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a Government of Pakistan agreement; and d) will have the right to require that a provision be included requiring Consultant to permit the Government of Pakistan to inspect their accounts and records and other documents relating to the submission of proposals and agreement performance, and have them audited by auditors appointed by the Government of Pakistan. e) Consultant and their associates shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by the Government of Pakistan. 2.112.7 Only one Proposal
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2.11.12.7.1 Each Consultant / JV can submit only one proposal. If a Consultant participates in more than one proposal, all such proposals, in which the Consultant have participated, shall be disqualified. 2.122.8 Proposal Validity Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.12.12.8.1 The Data Sheet indicates how long Consultant’s Proposals must remain after the submission date. During this period, Consultant shall maintain the availability of Professional staff nominated in the Proposal. The Client will make its best effort to complete the selection within this period. Should the need arise; however, the Client may request Consultant to extend the validity period of their proposals. Consultant who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultant could submit new staff in replacement, who would be considered in the final evaluation for agreement award. Consultant who do not agree, have the right to refuse to extend the validity of their Proposals. 2.132.9 Clarification and Amendment of RFP Documents Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.13.12.9.1 Consultant may request a clarification of any of the RFP documents up number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Client’s address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Consultant. Should the Client deem it necessary to amend the RFP as a result of a clarification, it shall do so following the procedure as stated in para below. 2.13.22.9.2 At any time before the submission of Proposals, the Client may amend the RFP by issuing an addendum in writing or by standard electronic means. The addendum shall be sent to all Consultant and will be binding on them. Consultant shall acknowledge receipt of all amendments. To give Consultant reasonable time in which to take an amendment into account in their Proposals the Client may, if the amendment is substantial, extend the deadline for the submission of Proposals. 2.142.10 Preparation of Proposal Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.14.12.10.1 The Proposal, as well as all related correspondence exchanged by the Consultant and the Client, shall be written in the language (s) specified in the Data Sheet. 2.14.22.10.2 In preparing their Proposal, Consultant are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal. 2.152.11 Language: Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.15.12.11.1 The Proposal as well as all related correspondence exchanged by the Shortlisted Consultants and the Procuring Agency shall be written in English. However it is desirable that the firm’s Personnel have a working knowledge of the national and regional languages of Islamic Republic of Pakistan
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2.162.12 Technical Proposal Format and Content Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.16.12.12.1 The Technical Proposal shall provide the information indicated in the paras using the attached Standard Forms (Section 3). 2.16.22.12.2 A brief description of the Consultant’s organization and an outline of recent experience of the Consultant (each partner in case of joint venture/Consortium) on assignments of a similar nature are required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Consultant / Professional staff who participated, duration of the assignment, agreement amount, and Consultant’s involvement. Information should be provided only for those assignments for which the Consultant was legally engaged by the Client as a Consultant or as one of the major Consultants within a joint venture. Assignments completed by individual Professional staff working privately or through other consulting Consultants cannot be claimed as the experience of the Consultant, or that of the Consultant’s associates, but can be claimed by the Professional staff themselves in their CVs. Consultant should be prepared to substantiate the claimed experience if so requested by the Client. 2.16.32.12.3 Comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; (Form TECH-3 of Section 3). 2.16.42.12.4 A description of the approach, methodology and work plan for performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. 2.16.52.12.5 The list of the proposed Professional staff team by area of expertise, the position that would be assigned to each staff team member, and their tasks (Form TECH-5 of Section 3). 2.16.62.12.6 CVs of the Professional staff signed by the staff themselves or by the authorized representative of the Professional Staff (Form TECH-6 of Section 3) along with their Computerized National Identity Card numbers. 2.16.72.12.7 The annual turnover should be indicated separately for last three years. 2.16.82.12.8 The Technical Proposal shall not include any financial information. A Technical Proposal containing financial information may be declared non- responsive. 2.172.13 Financial Proposal Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.17.12.13.1 The Financial Proposal shall be prepared using the attached Standard (Section 4). It shall list all costs associated with the assignment. 2.182.14 Payment of Services Fee Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.18.12.14.1 The amount of remuneration will be claimed / paid as per the relevant of Section-5 TOR. 2.18.22.14.2 The Client shall make all payments to the Consultant in Pak Rupees. For
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foreign portion, the client shall make payments in Pak Rupees on the prevailing exchange rate at the time of payment. 2.192.15 Taxes Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.19.12.15.1 The Consultant may be subject to local taxes on amounts payable by under the Agreement. Payment of all taxes shall be the responsibility of the Consultant. In addition to direct payment of taxes the Client will also deduct taxes as stated in the Data Sheet. 2.202.16 Submission, Receipt and Opening of Proposal Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.20.12.16.1 The original proposal (Technical Proposal and Financial Proposal) shall no interlineations or overwriting, except as necessary to correct errors made by the Consultant themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4. 2.20.22.16.2 An authorized representative of the Consultant shall sign both the original Technical and Financial Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been duly authorized to sign. The signed Technical and Financial Proposals shall be marked “ORIGINAL”. 2.20.32.16.3 The Technical Proposal shall be marked “ORIGINAL” or” “or “COPY” as” appropriateas appropriate. The Technical Proposals shall be sent to the addresses referred to in Data Sheet and in the number of copies indicated in the Data Sheet. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. 2.20.42.16.4 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” followed by the name of the assignment, and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and title of the Assignment, clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE SUBMISSION DEADLINE”. The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute sufficient grounds for declaring the Proposal non-responsive. 2.20.52.16.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Client not later than the time and the date indicated in the Data Sheet, or any extension granted thereof. Any proposal received by the Client after the deadline for submission shall be returned unopened. 2.20.62.16.6 The Client shall open the Technical Proposal immediately after the Page - 12 - of 259
deadline for their submission. The envelopes with the Financial Proposal shall remain sealed and securely stored. 2.212.17 Bid Security Oor Performance Security: Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.21.12.17.1 A Bid submitted by each Consultant must be accompanied by a Bid an amount equal as shall be provided in Data Sheet (if any), in Pakistani Rupees, which shall remain valid for a period of at least ninety (90) days plus twenty- eight (28) days beyond the original bid validity period making it a total of one hundred and eighteen (118) days from the Proposal Deadline. 2.21.22.17.2 The Performance Security in an amount equalamount equal as shall Formatted: Font: (Default) +Body (Calibri) be provided as per Data Sheet (if any), in Pakistani Rupees, only in case the Bid is approved and Contract Agreement is executed. It shall remain valid for a period of at least one hundred & eighty days (180) days from the date of Go Alive. The Performance Security must be in a form and substance as attached hereto as in TORs (Section-5). Formatted: Font: (Default) +Body (Calibri), Not Highlight Formatted: Font: (Default) +Body (Calibri) 2.21.32.17.3 The Bid Security submitted by the unsuccessful Shortlisted Consultants shall be released to the unsuccessful Shortlisted Consultants upon signing of the Consultancy Services Contract. 2.21.42.17.4 The Performance Security submitted by the Consultant shall be released achieving of Go Live. before signing of the SLA. 2.21.52.17.5 No Security in the form of insurance guarantee shall be entertained. 2.21.62.17.6 The Bid Security (if prescribed in Data Sheet) may be encashed by the Client in the following circumstances: (a) In the case of a successful Consultant, if it fails within the specified times to: comply with the instructions laid down in the Letter of Acceptance within the time period stipulated therein; furnish the necessary Performance Security when required; sign the Consultancy Services Contract; achieve all the conditions precedents agreed in the signed Consultancy Services Contract. (b) In case the Bid Security expires prior to the date falling ninety (90) days plus twenty eight (28) days beyond the original bid validity period making it a total of one hundred and eighteen (118) days from the Proposal Deadline; (c) In case of an occurrence of Shortlisted Consultant’s event of default in terms of the Consultancy Services Contract; and / or 2.222.18 Basic Eligibility Criteria: Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.22.12.18.1 Registration with Relevant Revenue Authority and/or relevant tax case of Consortium, every consortium member firm should provide). 2.22.22.18.2 The Consultant is not black listed by any Procuring Agency of Government. An affidavit from Consultant shall be signed and submitted with technical proposal (In case of consortium, every Consortium member firm should provide) 2.22.32.18.3 For a consortium to be eligible for bidding, every consortium member firm should place at least one (1) Key Professional Staff. Page - 13 - of 259
2.22.42.18.4 In case of Consortium, the Consortium Agreement shall be submitted to clause 2.30. 2.22.52.18.5 The Consultant have been in business for at least two (2) years. (Attach company/firm registration certificate and articles of incorporation or documents of constitution). 2.232.19 Proposal Evaluation Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.23.12.19.1 From the time the Proposals are opened to the time the Agreement is the Consultant should not contact the Client on any matter related to its Technical and/or Financial Proposal. Any effort by Consultant to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Agreement may result in the rejection of the Consultant’ Proposal. Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. 2.242.20 Evaluation of Technical Proposal Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.24.12.20.1 The evaluation committee shall evaluate the Technical Proposals on of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub- criteria, and point system specified in Evaluation Criteria in Data Sheet and Appendix- I to Data Sheet and each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP, and particularly the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Evaluation Criteria. 2.24.22.20.2 Client will announce the results of Technical Evaluation in accordance with PPRA Rule and shall proceed further as per procedure prescribed in ibid Rule. 2.252.21 Public Opening and Evaluation of Financial Proposals Formatted: Font: (Default) +Headings (Calibri Light) Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.25.12.21.1 After the technical evaluation is complete, the Client shall notify in Consultant that have secured the minimum qualifying marks, the date, time and location for opening the Financial Proposals. Consultant’s attendance at the opening of Financial Proposals is optional. The opening date shall be set so as to allow interested Consultant sufficient time to make arrangements for attending the opening. 2.25.22.21.2 Financial Proposals shall be opened publicly in the presence of the Consultant’s representatives who choose to attend. The name of the Consultant and the technical scores of the Consultant shall be read aloud. The Financial Proposal will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. 2.25.32.21.3 The Evaluation Committee will correct any computational errors. When correcting computational errors, in case of discrepancy between a partial amount and the total amount, or between word and figures, the formers will prevail. The Evaluation Committee shall correct the quantification indicated in the Financial Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Financial
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Proposal to the corrected quantity and correct the total Proposal cost. 2.25.42.21.4 The weightage of Technical and Financial Proposals would be as indicated in Data Sheet. 2.262.22 Technical Negotiations Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.26.12.22.1 Technical Negotiations will be held at the address indicated in the Data The invited Consultant will, as a pre-requisite for attendance at the negotiations, confirm availability of all Professional staff. Failure in satisfying such requirements may result in the Client proceeding to negotiate with the next- ranked Consultant. 2.26.22.22.2 Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate and conclude an Agreement. 2.26.32.22.3 Technical negotiations will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, and
organization and staffing, and any suggestions made by the JV/Consultant to Formatted: Indent: Left: 0.44", Hanging: 0.25" improve the Terms of Reference. The Client and the Consultant will finalize the Formatted: Font: (Default) +Headings (Calibri Light), Terms of Reference, staffing schedule, work schedule, logistics, and reporting. Character scale: 100% These documents will then be incorporated in the Agreement as “Description Formatted: Indent: Left: 0.44", Hanging: 0.25" of Services”. Special attention will be paid to clearly defining the inputs and Formatted: Font: (Default) +Headings (Calibri Light), facilities required from the Client to ensure satisfactory implementation of the Character scale: 100%, Not Expanded by / Condensed by assignment. The Client shall prepare minutes of negotiations, which will be Formatted: Font: (Default) +Headings (Calibri Light), Character scale: 100% signed by the Client and the Consultant. Formatted: Font: (Default) +Headings (Calibri Light), 2.272.23 Availability of Professional Staff / Experts Character scale: 100%, Not Expanded by / Condensed by Formatted: Font: (Default) +Headings (Calibri Light), 2.27.12.23.1 Having selected the Consultant on the basis of, among other things, an Character scale: 100% evaluation of proposed Professional staff, the Client expects to negotiate an Formatted: Font: (Default) +Headings (Calibri Light), Agreement on the basis of the Professional staff named in the Proposal. Before Character scale: 100%, Not Expanded by / Condensed by agreement negotiations, the Client will require assurances that the Formatted: Font: (Default) +Headings (Calibri Light), Character scale: 100% Professional staff will be actually available. The Client will not consider Formatted: Font: (Default) +Headings (Calibri Light), substitutions during agreement negotiations unless both parties agree that Character scale: 100%, Not Expanded by / Condensed by undue delay in the selection process makes such substitution unavoidable or Formatted: Font: (Default) +Headings (Calibri Light), for reasons such as death or medical incapacity. If this is not the case and if it Character scale: 100% is established that Professional staff were offered in the proposal without Formatted: Font: (Default) +Headings (Calibri Light), Character scale: 100%, Not Expanded by / Condensed by confirming their availability, the Consultant may be disqualified. Any proposed substitute shall have equivalent or better qualifications and experience than Formatted: Indent: Left: 0.44", Hanging: 0.25" Formatted: Font: (Default) +Headings (Calibri Light), the original candidate and be submitted by the Consultant within the period of Character scale: 100% time specified in the letter of invitation to negotiate. Formatted: Font: (Default) +Headings (Calibri Light), 2.282.24 Conclusion of the Negotiations Character scale: 100%, Not Expanded by / Condensed by Formatted: Font: (Default) +Headings (Calibri Light), 2.28.12.24.1 Negotiations will conclude with a review of the draft Agreement. To Character scale: 100% negotiations the Client and the Consultant will initial the agreed Agreement. If Formatted: Font: (Default) +Headings (Calibri Light), negotiations fail, the Client will invite the Consultant whose Proposal received Character scale: 100%, Not Expanded by / Condensed by Formatted: Font: (Default) +Headings (Calibri Light), the second highest score to negotiate an Agreement. Character scale: 100% 2.292.25 Interview / meeting with the professionals of successful Consultant Formatted: Font: (Default) +Headings (Calibri Light), Character scale: 100%, Not Expanded by / Condensed by 2.29.12.25.1 Prior to issuance of Acceptance Letter by the Client the successful Formatted: Font: (Default) +Headings (Calibri Light), may be asked to bring his team in the office of the Client for discussion and Character scale: 100% assurance of availability of professionals. The professional may be asked to Formatted: Font: (Default) +Headings (Calibri Light), Character scale: 100%, Not Expanded by / Condensed by Page - 15 - of 259
describe his experience. 2.29.22.25.2 In case the key professionals, proposed by the Consultant fail to attend the meeting, the proposal can be rejected besides taking action against the Consultant. 2.29.32.25.3 In case the proposal of highest ranked Consultant is rejected on this account, the Client shall be at liberty to approach second highest ranked Consultant for carrying out this assignment. 2.302.26 Award of Agreement Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.30.12.26.1 After completing negotiations, the Client shall award the Agreement selected Consultant and publish details on the website. 2.312.27 Confidentiality Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.31.12.27.1 Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Consultant who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Agreement. The undue use by any Consultant of confidential information related to the process may result in the rejection of its Proposal and may be subject to the provisions of the guidelines relating to fraud and corruption. 2.322.28 JV/Consortium Agreement Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.32.12.28.1 In case of Consortium of firms, the proposal shall be accompanied by a true copy of the JV/Consortium Agreement. The Consortium Agreement as applicable shall confirm the following therein: (i) Date and place of signing; (ii) Purpose of Consortium (must include the details of contract works for which the consortium has been invited to bid) ; (iii) A clear and definite description of the proposed administrative arrangements for the management and execution of the assignment; (iv) Delineation of duties, responsibilities and scope of work to be undertaken by each along with resources committed by each partner/member of the Consortium for the proposed services; (v) An undertaking that the firms are severally liable to the Client for the performance of the services; (vi) Duties, responsibilities and powers of the lead firm; (vii) The authorized representative of the Consortium. 2.32.22.28.2 In case of JV/Consortium, it is expected that the lead partner would be authorized to incur liabilities and to receive instructions and payments for and on behalf of the consortium. For a consortium to be eligible for bidding, the experience of lead partner and other partner should be indicated. 2.32.32.28.3 Any alternative proposal, such as one by a firm in sole capacity and another in JV/Consortium with another firm or as a part of 2 or more consortiums, for the assignment will be summarily rejected. In such an event, all the proposals submitted by such firm and its Consortium or associate shall Page - 16 - of 259
be rejected. 2.32.42.28.4 The proposal of a firm is liable to be rejected if the firm makes any false or misleading statement in the proposal(s) without prejudice to the rights of the Client to initiate further proceedings against the said firm(s). 2.32.52.28.5 Notwithstanding anything to the contrary contained in this RFP, the detailed terms specified in the draft Contract agreement shall have overriding effect; provided, however, that any conditions or obligations imposed on the Bidder hereunder shall continue to have effect in addition to its obligations under the Contract. 2.332.29 Integrity Pact Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.33.12.29.1 The successful Bidder shall sign and stamp the Integrity Pact, as per VI, in case contract value exceeds Pak Rs. 10.000 Million. 2.342.30 Time for Completion Formatted: Indent: Left: 0.44", Hanging: 0.25" 2.34.12.30.1 Time for completion of the assignment shall be as specified in the Data
Instructions to Bidders
DATA SHEET
Paragraph Reference
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Name of the Client: Name of the Client:
PD/FIS/MIS, Pakistan Railway Headquarters office Lahore
Ph: 042-36859955, Email: ------Method of selection: Single Stage – Two Envelopes (OSTE) As per PPRA Rule No.36 (2) (a) "Single stage, two envelopes" bidding procedure shall be adopted .The bid shall be a single package consisting of two separate 2.1 envelopes, containing separately the financial and the technical proposals. The envelopes shall be marked as "FINANCIAL PROPOSAL" AND "TECHNICAL; PROPOSAL", separately. In the first instance, the "Technical Proposal "shall be opened and the envelope marked as "Financial Proposal" shall be retained unopened in the custody of the procuring agency. The procuring agency shall evaluate the technical; proposal in the manner prescribed in advance, without reference to the price and shall reject any proposal which does not conform to the specified requirements. During the technical evaluation, no amendments in the technical proposal shall be permitted. After the evaluation and approval of the technical proposal, the procuring agency shall open in the presence of intending Bidders the financial proposal of the technically accepted bids at time, date & venue announced and communicated to the bidders in advance, within the bid validity period. The financial bids found technically non-responsive shall Namebe returned of the unassignment-opened to is: the respective bidders, the lowest evaluated bidder shall“SELECTION be awarded OF Work CONSULTANTS Order in accordance FOR DVELOPMENT with PPRA OF RuleSOFTWARE 2004 (including OFF THE all notifications to date). 2.1 SHELF SOLUTION FOR FIS/MIS PROJECT” Financial Proposal to be submitted together with Technical Proposal, however, both should be in separate sealed envelope clearly marked with name of Assignment and Consultant. ______, Pakistan Railway Headquarters office, Lahore. Ph:------, Email: ------2.2.3 2.10.1 Proposals must remain valid for ninety (90) days after the submission date
2.11.1 Clarifications may be requested not later than seven (7) days before the submission date. 2.13.1 Proposals shall be submitted in the following language: English.
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Withholding / Advance Income Tax will be deducted as per prevailing 2.17.1 government rules. It will be exclusively Consultant’s responsibility to include all applicable Federal, Provincial or City taxes / fees & levies in the Financial Proposal
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Evaluation Criteria Bids shall be evaluated on a Quality & Cost Based Criteria, with 70% weightage being allotted to technical proposals, and 30% weightage being allotted to financial proposals.
4. Technical Evaluation Criteria The minimum passing mark for technical proposals shall be 80/100 marks (80%). Furthermore, any technical proposal failing to receive a minimum of 15/25 marks in Criteria D (‘Technical Compliance Sheet Response’) shall not be considered, irrespective of the cumulative marks obtained otherwise. Technical bids shall be evaluated on the basis of the following evaluation criteria: S. CRITERIA MARKS No. A Bidder’s Profile (Max. Marks = 15) 1. The bidder must be registered as a lawful business entity 5 for at least the past ten (10) years. 2. The bidder must have a minimum average turnover over 5 the past three (3) years of PKR 100 million per annum 3. The bidder must have official presence (i.e. company 5 offices) in the major cities of Pakistan, i.e. Islamabad/Rawalpindi, Lahore, and Karachi. B Application Software Specific Criteria (Max. Marks = 40) 1. The proposed application software must be implemented in 10 at least ten (10) public sector organizations or state-owned enterprises in Pakistan. 2. In addition to the above (B1), the proposed application 10 software must have been implemented in at least five (5) railroad companies nationally or internationally. 3. The proposed application software must have been 10 implemented in at least one (1) project with the Government of Pakistan based on the New Accounting Model (NAM). 4. The proposed application software must have been 5 implemented in at least one (1) local private or public sector entity involving the implementation of payroll software for at least 50,000 employees in a single organization. 5. The proposed application software must cater specifically 5 to the railroad industry and as evidenced by a comprehensive industry solution roadmap providing for planned development over the next five (5) years.
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C Bidder’s Experience in Projects of Similar Scope and (Max. Marks = Nature 20) The bidder must have implemented the proposed 10 application software in at least threeFour (43) public or private sector organizations with an employee strength of at least 5,000 personnelin last three (3) years. The bidder must be an authorized Value Added Reseller 5 (VAR) of the proposed application software for the past three (3) years. The bidder must employ at least three (3) resources duly 5 certified to implement each module of the proposed application software. Please provide resumes as proof. D Technical Compliance Sheet Response (Max. Marks = 25) Individual responses to requirements shall be assigned a score on the following basis: - Fully Supported ‘Out of the Box’ = 100%
- Third Party Software Required = 75%
- Customization (Changes to Source Code) Required = 50%
- Not Available = 0%
Any technical proposals not meeting the passing criteria shall be deemed non-responsive, and financial bids for those bidders shall be returned unopened as per the terms and conditions of this RFP. 5. Financial Evaluation Criteria Once technically qualified proposals have been determined during the technical evaluation as per the criteria set above, bidders’ proposal shall be evaluated on financial grounds. The lowest priced technically responsive bid shall be awarded a score of 100, while all other bids shall be awarded a score expressed as a ratio of the multiple of their price compared to the cost of the lowest priced bid. For example: Bidder X submits a technically responsive bid with a price of 100,000 PKR. Bidder Y submits a technically responsive bid with a price of 120,000 PKR. Bidder Z submits a technically responsive bid with a price of 150,000 PKR. Bidder X shall be awarded a score of 100 marks (as the lowest priced technically responsive bid). Bidder Y shall be awarded a score of (100,000/120,000) x 100 = 83.33 marks. Bidder Z shall be awarded a score of (100,000/150,000) x 100 = 66.66 marks.
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2.22.2 Financial Evaluation Criteria The selection of lowest bidder shall be made on "Quality and Cost-Based Selection" (QCBS) as per PPRA’s Rules.
Technical (Ts) = 760% Financial (Fs) = 340%
The formula for determining the financial scores is as following:
Financial Score (Fs) = 100 x Fm / F Fm = The lowest bid price F = The price of the proposal under consideration.
Final Scores Formula Formula for the final scores for responsible bidder
Final Score = Ts x 760% + Fs x 340%
The bidder who have obtained maximum “Final Score” will be considered as first lowest.
If two or more bidders obtain equal marks in aggregate in Technical & Financial proposals, then the contract will be awarded to the one having highest technical bid.
2.26 Address for Technical negotiations:
Project Director/FIS-MIS, Pakistan Railway Headquarters office Empress Road, Lahore. Ph: 042------
2.32 Phase-I: a) Completion period for Revalidation of existing Desk studies, Update of Data and Business Re-Engineering and review of Hardware requirements,(as detailed in Section-5, TOR) will be four (4) months from the date of signing of Agreement. Phase-II: Development, testing, Deployment, installation of both software & Hardware as detailed in section-5, TORs, along with SLA will comprise this Phase. (Phase- II). a) Completion Period for “Go Alive” of ERP software certification will be eighteen (18) months after completion of Phase-I b) Period for providing “Free of cost” maintenance will be six (6) months from the issuing date of certificate of Go Alive.
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c) Time for providing Support Services after expiry of Free maintenance period will be thirty-six (36) months. d) Completion Period for prescribed activities as per agreed Time line, as would be included in this Contract Agreement shall also be binding upon Consultant, irrespective of the completion date for assignment termed “completion period”. e) Consultant shall be responsible for generating “Financial Statements, Balance Sheet, Appropriation Accounts & Public Account” from the final Deployed Software, which will be submitted to CGA (Controller General Accounts) and AGP (Auditor General of Pakistan) by PR relevant office. f) Consultant shall be responsible to help rectify any observations of CGA or AGP. g) Consultant shall be responsible for making necessary required changes in the h) Developed Software to avoid regeneration of any objected statement/account. i) Go Alive certificate shall be issued by Client after ensuring the execution of all required changes/amendments. j) The Free (of Cost) maintenance period shall take effect from the date of issuing of Go k) Alive Certificate by Client. l) The duration of the Free (of Cost) maintenance period shall be six (6) months counted from the day of its start as prescribed in sub-para (f). The bidder will provide following ------free of cost to Client during project execution. S. # Description Remarks
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(1) Company Profile (100 Marks) (1) Evaluation Criteria for the Offered Branded ERP Technology (40 Marks):
a) Number of similar assignments Industry Experience (30 15 Marks) 5 or More similar assignments done with public or = 100%15 Marks private sector The offered branded ERP is being used successfully in at least 12 or more Railways Organizations anywhere around the world. 4 or More similar assignments done with public or = 80% 10 Marks private sector The offered branded ERP is being used successfully in at least 08 or more Railways Organizations anywhere around the world. 3 or More similar assignments done with public or = 70% 5 Marks private sector The offered branded ERP is being used successfully in at least 04 or more Railways anywhere Organizations around the world. 2 or More similar assignments done with public or = 50% 3 Marks private sector The offered branded ERP is being used successfully in at least 02 or more Railways anywhere Organizations around the world. No similar assignments with public or private sector = Zero The offered branded ERP no Railways Organizations references anywhere around the world.
i) As a mandatory requirement Bidders must have completed at-least two similar assignments. Any bidder not fulfilling the said requirement is liable to be technically disqualified.
b) Relevancy to offered Technologies (30 Marks) Local Strength of Offered Brand (15 Marks) Branded ERP, in used by one Rly+ one medium size organization The offered branded ERP is successfully running in at least 08 public sector organizations of Government of Pakistan including at least 2 organizations with payroll strength of over 10,000 employees = 30 15 Marks The offered branded ERP is successfully running in at least 05 public sector organizations of Government of Pakistan including at least 1 organization with payroll strength of over 10,000 employees = 10 Marks The offered branded ERP is successfully running in at least 05 public sector organizations of Government of Pakistan = 05 Marks
The offered branded ERP is successfully running in at least 03 public sector organizations of Government of Pakistan = 03 Marks
Branded ERP, not used by any Rly but by three medium size organizations = 20 Page - 24 - of 259
Financial Capabilities (10 Marks)Future Industry Roadmap (5 Marks) c) The offered branded ERP has Railways Industry specific solution portfolio to cater the Formatted: Normal, No bullets or numbering future needs of Pakistan Railways = 05 Marks Formatted: Font: (Default) +Headings (Calibri Light), Underline Annual Turnover (Pak Rs in Million) (Max of last three years shall be considered) More than or equal to 500 million = 100% More than or equal to 400 but <500 = 80% More than or equal to 300 but < 400 = 60% Less than 300 million = 0%
New Accounting Model (NAM) Compatbility (5 Marks)
The offered branded ERP solution can be implemented as per the Government of Pakistan NAM based accounting model. A clear documentary proof shall be furnished as evidence. = 05 Marks
Formatted: Indent: Left: 0", First line: 0" (2) Project Team 100 (marks) (Overall weightage 30% in T.S) Evaluation Criteria for the Implementing Consulting Firm: (30 Marks) (2) Formatted: Indent: Left: 0.13", No bullets or numbering For minimum qualification and experience of project team please refer to Appendix- II to Data Sheet. Each member of Consultant's team will be evaluated on the following criteria: a) Education (40%)Number of ERP Projects Experience: (10 Marks)
More than 10 ERP projects delivered in public or private sector = 10 Marks More than 07 ERP Projects delivered in public or private sector = 07 Marks More than 05 ERP Projects delivered in public or private sector = 05 Marks More than 03 ERP Projects delivered in public or private sector = 03 Marks
Number of Years of Experience: (10 Marks)
More than 10 Years of ERP & IT related experience = 10 Marks More than 07 Years of ERP & IT related experience = 07 Marks More than 05 Years of ERP & IT related experience = 05 Marks More than 03 Years of ERP & IT related experience = 03 Marks
Strength of Resources: (05 Marks) Formatted: Indent: Left: 0.83"
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Presence of at least 3 functional resources having at least 10 years of experience in each Formatted: Indent: Left: 1.08" proposed module: = 03 Marks Presence of at least 1 functional resources having at least 10 years of experience in each proposed module: = 01 Marks
Formatted: Indent: Left: 0", Tab stops: 5.32", Left Response to Compliance: (05 Marks)
More than 90% is out of the box or standard: = 05 Marks More than 80% is out of the box or standard: = 03 Marks More than 70% is out of the box or standard: = 01 Marks
Formatted: Indent: Left: 0"
Professional having qualification less than as specified in Appendix-II shall not be considered for evaluation. Equivalent qualification shall only be considered if it is nationally / internationally recognized as equivalent. Additional Degree/Diploma/one year training in prescribed field = 100% AS prescribed = 90%
b) Experience of Individual Professionals(30%) Where as per minimum required experience 9 0% Where 5 years or more than minimum required 80% Where less than minimum required experience years 0% (Staff will not be considered for evaluation) In case of sub-consultants or JV/Consortium, professional of sub-consultant or JV/consortium partner will be considered for evaluation on the same criteria. c) No. of assignments completed by Professional (30%) Five or more = 100% 4 assignments = 90% 3 assignments = 80% 2 assignments = 70% Less than two = Zero
(3) Approach, Methodology and Presentation (100 Marks) (Overall weightage 40% in T.S) Methodology submitted by Bidder will be analysed by evaluating team and graded as under: Quality Grade Weight Excellent A 100%
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Good B 75% Average / below average C 50% Absent (not provided) D 0
Methodology will be analysed based on following:-
a) Understanding & Innovativeness (20% Weightage)
i) What is the depth of the firm’s understanding of the requirements and objectives of the consultancy assignment? ii) What is the quality of the improvements to the suggested by the bidder to improve the outcome of the assignment? iii) What is the level of identification of potential risks that will affect the execution of the assignment, and what is the quality of the mitigation strategies proposed?
b) Methodology & Work plan (30% Weightage) i. Technical approach and methodology ii. Understanding the project including suggestions on TORs improvement iii. Work plan iv. Implementation schedule v. Organization & Staffing vi. Risk identification and mitigation approach vii. Training services expertise & details viii. Support services expertise and capability assessment c) Presentation (50% Weightage) Presentation delivered by Bidder will be analysed by evaluating team and graded as under:
Quality Grade Weight Excellent A 100% Good B 75% Average / below average C 50% Absent (not provided) D 0
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Appendix-II to Data Sheet Minimum Qualification and Experience required for each position in Project Team
1. The professional having experience less than minimum specified below shall not be considered
S. # Position Min. Qualification Min. Experience
1 ERP level Software Developer Expert (Team Leader)Project MS Computer 20 (Software)MBA and PMP manager 2 Senior Financial Expert Financial AccountingSolution CA/FCMAMS and Relevant 20 Certification Architect 3 Senior Financial Expert Cost AccountingFinance Consultant CA/ACMA MBA/ BS + FI 15 Certification
4 HR Consultant Senior Financial MBA/ BS + HR 1510 CertificationCA/ACMA/MBA(I Expert Auditing T) 5 Materials Consultant Senior MBA/ BS + Materials 1510 CertificationCA/ACMA Financial Expert Training 6 Sales Consultant Senior MBA/ BS + Sales 1510 CertificationCA/ACMA Consultant Expert Business process Re-engineering 7 Plant Maint Consultant Senior MBA/ BS + PM 1010 CertificationCA/ACMA/MBA/ Consultant Expert Organizational Structuring MIT 8 Functional Software Consultant (ERP Module) MS Computer (Software) 5 (serial no. 9,10 & 11 shall have experience in different modules development of ERP) 9 Senior Computer Expert (Solution Architect) MS Computer (Software) 5 (serial no. 9,10 & 11 shall have experience in different modules development of ERP) 10 Senior Software Expert (Data Base management) MS Computer (Software) 5 (serial no. 9,10 & 11 shall have experience in different modules development of ERP)10 11 Senior Computer Expert (Networking-Client/Server MS Computer (Software) 5 (serial no. 9,10 & 11 shall have experience in different modules environment) development of ERP) 12 Senior Computer Expert (Hardware) MS Computer (BD & Data 10 Architecture)
13 Senior Computer Expert (Quality Assurance Manager) MS Computer (BDA) 10
14 Senior Computer Expert (Training) MS Computer (Networking) 10
15 Senior Computer Expert (Support services) MS Computer (Hardware) 15
Minimum qualification has been quoted for the guidance of the Consultants. However, Consultant can quote any other relevant degree as per norms of the country from where such degree has been obtained and it would be considered if found appropriate. Similar project has been defined under definitions for the purpose of comparison of the projects completed by the Firm / Consultant. However, for professionals, the similar assignment shall be as per their respective field of specialization.
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Section-3: Technical Proposal – Standard Forms
Bidders are required to prepare Technical Proposal as per following format:
TECH-1 Technical Proposal Submission Form
TECH-2 Bidder’s Organization and Experience A Bidder’s Organization B Bidder’s Experience
TECH-3 Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client. A On the Terms of Reference B On Counterpart Staff and Facilities
TECH-4 Description of the Approach, Methodology and Work Plan for Performing the Assignment
TECH-5 Composition of Team to be deployed for this assignment and Task Assigned TECH-6 Curriculum Vitae (CV) for Proposed Professional Staff TECH-7 Staffing Schedule TECH-8 Work Schedule
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Form Tech-1: Technical Proposal Submission Form (Please submit on Company’s Letter Head)
[Location, Date]
To: Project Director/FIS-MIS (PMU), Pakistan railways, Headquarters office, Empress Road, Lahore,
Subject: SELECTION OF CONSULTANTS FOR DVELOPMENT OF SOFTWARE FOR FIS/MIS PROJECT
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal [single entity/JV/Consortium. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope1. We are submitting our Proposal in association with: [Insert a list with full name and address of each member JV/Consortium Consultant]2 We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.14 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet.
We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely,
Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
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1 [In case Paragraph Reference 1.2 of the Data Sheet requires to submit a Technical Proposal only, replace this sentence with: “We are hereby submitting our Proposal, which includes this Technical Proposal only.”] 2 [Delete in case no association is foreseen.]
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Form Tech-2: Bidder’s Organization and Experience
A - Bidder’s Organization
Please provide the following of your firm/entity and each associate for this assignment 1. Firm Background and Achievements (minimum two pages) 2. List of Staff with Qualification
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Form Tech-2: Bidder’s Organization and Experience
B - Bidder’s Experience [Using the format below, provide information on each assignment for which your firm/each member of JV or consortium for this assignment, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment. At least give 5 experiences.]
Assignment name: Value of the Project (in Pak Rs ):
Country: Duration of assignment (months): Location within country: Name of Client:
Start date(month/year): Value of consultancy services provided by Completion date (month/year): your firm under the agreement (in Pak Rs ):
Name of associated Bidder s, if any: Percentage of input provided by associated Bidder s:
Name of senior professional staff of your firm involved and functions performed(indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project: (Photographs of project be attached)
Description of actual services provided by your staff within the assignment:
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Form Tech-3: Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be Provided by the Client A - On the Terms of Reference
(Any suggestion provided by the Bidders shall not be a binding upon the Client for its acceptance and these comments are for the purpose of assessing the understanding of the bidder).
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B - On Counterpart Staff and Facilities [Comment here on counterpart staff and facilities to be provided by the Client according to Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.]
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Form Tech-4: Description of Approach, Methodology and Work Plan for Performing the Assignment.
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Form Tech–5: Composition of Team to be Deployed for this Assignment and Task Assigned
CNIC Area of Position Task Name of Staff No./Passport/ Firm Expertise Assigned Assigned other detail
For Foreign Professional Staff
For Local Professional Staff
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Form Tech-6: Curriculum Vitae (CV) of Proposed Professional Staff
1. Proposed Position [only one candidate shall be nominated for each position]:
2. Name of Firm [Insert name of firm proposing the staff]:
3. Name of Staff [Insert full name]:
4. Date of Birth: Nationality:
5. CNIC No (if Pakistani): or Passport No:
6. Education:
Degree Major/Minor Institution Date(MM/YYYY)
7. Membership of Professional Associations:
8. Other Training [Indicate significant training sincedegreesunder6- Education were obtained]:
9. Languages [For each language indicate proficiency good, fair, or poor in speaking, reading, and writing]:
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10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see for math ere below):dates of employment, name of employing organization, positions held.]: Employer Position From(MM/YYY To(MM/YYYY) Y)
11.DetailedTasksAssigned
[List all tasks to be performed under this assignment] 12.Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.]
1) Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed:
2) Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
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3) Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
4) Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
5) Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
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13. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date: [Signature of staff member or authorized representative] Day/Month/Year
Full name of authorized representative:
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Form Tech-7: Staffing Schedule 1 For Professional Staff the input should be indicated individually; for Support Staff it should be indicated by category (e.g.: draftsmen, clerical staff, etc.). 2 Months are counted from the start of the assignment. For each staff indicate separately staff input for home and field work. 3 Field work means work carried out at a place other than the Consultant's home office.
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Form Tech-7: Work Schedule
Activity Month No. 1 2 3 4 5 6 7 8 9 10 11 12 n
1 2 3 4 5
n
i. Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and final reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. ii. Duration of activities shall be indicated in the form of a bar chart.
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Section-4: Financial Proposal - Standard Forms
Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal.
FIN-1: Financial Proposal Submission Form FIN-2: Summary of Costs FIN-3: Breakdown of Costs by Activity FIN-4: Breakdown of Remuneration1 (Lump-Sum) FIN-5: Breakdown of Reimbursable Expenses (Lump- Sum) FIN-6. Performance Security Bank Guarantee
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FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM
[Location, Date]
To:
Project Director/FIS -MIS (PMU), Pakistan railways, Headquarters office, Empress Road, Lahore
Subject: SELECTION OF CONSULTANTS FOR DVELOPMENT OF SOFTWARE FOR FIS/MIS PROJECT Dear Sir, We, the undersigned, offer to provide the consulting services for the subject assignment in accordance with your Request for Proposal and our Technical Proposal. Our attached Financial Proposal is Rs. ____ [Insert amount(s) in words and figures]. This amount is inclusive of all taxes.
Our Financial Proposal shall be binding up on us subject to the modifications resulting from Agreement negotiations, up to expiration of the validity period of the Proposal.
No commissions or gratuities have been or are to be paid by us to agents relating to this Proposal and Agreement execution.
We understand you are not bound to accept any Proposal you receive.
We remain, Yours sincerely,
Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
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FIN -2
SUMMARY OF FINANCIAL PROPOSAL
Note: - 1. Tabular format total cost summary with break down of each head. 2. Final decision will be taken on total summary of financial proposal/ costs (if all other terms & conditions compliance). 3. This office has reserved the rights to exclude any item before the issuance of Purchase Order (P.O). 4. Agreement will be signed for 36 months, which will be further extendable for 36 months with mutual consent and satisfactory performance on same terms & conditions as laid down in the agreement.
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FIN -3
Breakdown of Costs by Activity Group of Activities Group 1 Group 2 Group 3
Costs Costs Costs Total: in PKR 36 months period of Support Services (SLA) Total in PKR Grand Total
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FIN -4
Breakdown of Remuneration1 (Lump-Sum) (Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client)
Name2 Position3 Staff-month Rate4
Foreign Staff [Home] [Field]
Local Staff [Home] [Field]
All cost should be in PKR, and only show technical support staff.
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FIN -5
Breakdown of Reimbursable Expenses (Lump-Sum) (Information to be provided in this Form shall only be used to establish payments to the Consultant for possible additional services requested by the Client)
N° Description1 Unit Unit Cost2
Per diem allowances Day
3 International flights Trip
Miscellaneous travel expenses Trip Communication costs between [Insert place] and [Insert place]
Drafting, reproduction of reports Equipment, instruments, materials, supplies, etc.
Shipment of personal effects Trip
Use of computers, software
Laboratory tests.
Subcontracts
Local transportation costs
Office rent, clerical assistance
Training of the Client’s personnel 4
i. Delete items that are not applicable or add other items according to Paragraph Reference 3.6 of the Data ii. Sheet. iii. Indicate unit cost and currency. iv. Indicate route of each flight, and if the trip is one- or two-ways. v. Only if the training is a major component of the assignment, defined as such in the TOR.
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FIN -6
Performance Security Bank Guarantee (unconditional) Date: [ Consultant insert: date of bid ] IFB: [ Pakistan Railways insert: IFB name and number ] Contract: [Pakistan Railways insert: name of Contract ] To: Project Director / Project Management Unit, Pakistan Railways, Headquarters Office, Lahore
Dear Sir / Madam We refer to the Contract Agreement (“the Contract”) signed on [ insert: date ] between you and [ insert: name of consultant ] (“the Consultant”) concerning design, supply, installation, and achieving Operational Acceptance of [ insert: a brief description of the Information System ]. By this letter we, the undersigned, [ insert: name of Bank], a bank (or company) organized under the laws of [ insert: country of Bank ] and having its registered/principal office at [ insert: address of Bank ], (hereinafter, “the Bank”) do hereby jointly and severally with the Consultant irrevocably guarantee payment owed to you by the Consultant, pursuant to the Contract, up to the sum of [ insert: amount in numbers and words ]. This guarantee shall be reduced or expire as provided for by SCC Clause 9.3.
We undertake to make payment under this Letter of Guarantee upon receipt by us of your first written demand signed by your duly authorized officer declaring the Consultant to be in default under the Contract and without cavil or argument any sum or sums within the above-named limits, without your need to prove or show grounds or reasons for your demand and without the right of the Consultant to dispute or question such demand. Our liability under this Letter of Guarantee shall be to pay to you whichever is the lesser of the sum so requested or the amount then guaranteed under this Letter in respect of any demand duly made under this Letter prior to expiry of this Letter of Guarantee, without being entitled to inquire whether or not this payment is lawfully demanded.
This Letter of Guarantee shall be valid from the date of issue until the date of expiration of the guarantee, as governed by the Contract. Except for the documents herein specified, no other documents or other action shall be required, notwithstanding any applicable law or regulation. Our liability under this Letter of Guarantee shall become null and void immediately upon its expiry, whether it is returned or not, and no claim may be made under this Letter after such expiry or after the aggregate of the sums paid by us to you shall equal the sums guaranteed under this Letter, whichever is the earlier. All notices to be given under this Letter shall be given by registered (airmail) post to the addressee at the address herein set out or as otherwise advised by and between the parties hereto.
We hereby agree that any part of the Contract may be amended, renewed, extended, modified, compromised, released, or discharged by mutual agreement between you and the Consultant, and this security may be exchanged or surrendered without in any way impairing or affecting our liabilities hereunder without notice to us and without the necessity for any additional endorsement, consent, or guarantee by us, provided, however, that the sum guaranteed shall not be increased or decreased.
No action, event, or condition that by any applicable law should operate to discharge us from liability hereunder shall have any effect and we hereby waive any right we may have to apply such law, so that in all respects our liability hereunder shall be irrevocable and, except as stated herein, unconditional in all respects.
For and on behalf of the Bank
Signed: Date: in the capacity of: [ insert: title or other appropriate designation ]
Common Seal of the Bank
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Section-5: Terms of Reference (TOR) 5.1 PREFACE Pakistan Railways (PR) The government of Pakistan wishes to revitalize the performance of the Railway in Pakistan so that it plays its rightful role within the transport sector and supports fully the expected economic and social development of the country. Many steps are being taken in this respect. One of such step is to carry out the automation of Railway’s functions. Among such measures, it has been decided to develop an ERP software for the Financial System Functions & Transactions to integrate all the Financial Information of all functionaries (Executive Departments) of Railways in such a meaningful manner that it shall conform to the New Accounting Model (NAM) & International Financial Reporting Standards (IFRS), since adopted by Federal Government Departments and as per International Accounting Standards (IAS). Besides, the ERP shall be developed in a manner that it could manipulate & processes the Data Base to develop a meaningful Management Information System (MIS) to facilitate the commercial oriented decision support system (DSS) at each level of administration. All the developed modules by Consultant shall work integrally as per requirement of an ERP. The FIS/MIS project is being executed to achieve this objective effectively and to adopt a lines of business approach.
Following Reports have been developed through this project after reviewing existing systems for achieving compliance with NAM & IFRS after determining mismatch and carrying out Gap Analysis for orientation of commercial line of business approach; Financial Accounting Model; Cost Accounting Model; Accounting Manuals (23 No.) Business Codes (6 No.) 5.2 Objective of RFP Pakistan Railways appointed consultants for development of a Financial Information System and Management Information System (FIS / MIS) to achieve the objective. As part of the assignment the consultants have developed design document for Development of ERP Software for implementation of FIS / MIS in their Reports. These reports will be provided the selected firms on demand. Consultant shall carefully study these reports and coding system for an objective implementation in the proposed ERP. During the process explained, after determining mismatch & review of ongoing accounting system the new Chart of Accounts (COA) were developed. New Accounting Manuals have been developed as per renewed COAs. The Business codes have been revised as per existing business model structure. In the end Financial & Cost Accounting Model have been developed along with designing coding in line with the requirements of NAM. Thereafter, Business Flow Diagrams, Logical Flow Diagrams and Entity Relationship Diagrams have been documented to facilitate the digitization & computerization of complete Accounting Model into a ERP level Software, which also support a Management Information system (MIS). However due to certain reasons, the BFD, LDF & ERD could not be developed for “Revenue” related activities. The coding of “Revenue” is deficient in subsidiary level. As a result, a comprehensive cost Accounting also cannot be generated through proposed ERP Software. Now, it is required that the let over part of work on “Revenue” related activities are completed at the first stge. Just to emphasize, it is reiterated that mismatch review (from Page - 52 - of 259
NAM & IFRS), COA, Financial Accounting Model and Business code of “Revenue” is complete and is being accompanied with this RFP. The balance work relates to work some “Requirement gathering”, “carrying out of some left over subsidiary coding” and development of “Business Flow, Logical Data Flow & Entity Relationship Diagrams” of “Revenue” related activities. Some cost Drivers are also to be designed to work the Cost Accounting System comprehensively. All the work narrated in Para earlier was carried out in year 2009-10. Therefore, the available Data (collected at that time) is now not applicable. It needs a complete overhauling and renewal by taking the Data as would be existing at the time of Development of ERP Software. This review will be extensive and some Data is spread all over the system. It pertains to almost every section, such as Stocks (Depot inventory), procurement, moving (rolling Stock) & fixed Assets (lands, buildings), Human Resources (Serving & retired Employees), Bills receivable, Bills payables, advances, investments, Debts, Borrowings, Projects etc etc. The other important sector is the Assets re-valuation and application of Depreciations to bring them at their value. Although most of this Data is available in soft form on CDs with valuation and depreciation tables on Excel Sheets, yet it requires a thorough overhauling. The last activity is the review of six Business codes to document any change business flow pattern or any Form. Although a very few changes are expected in this arena, yet it will be appropriate to confirm that there is no change and to document if there is any change. This might necessitate (though very rare) change in Diagrams. A period of four (4) months is provided to complete all the above Finance, Data & Business related activities Pakistan Railways intends to procure the development of ERP Software according to the design documents so developed and after carrying out other defined documentation. 5.3 Acronyms Used in These Technical Requirements A detailed list of Acronyms used in this document is included in Annexure – 1 (list of acronyms) 5.4 Procurement of the ERP Software Development The Consultant shall execute the ERP Development following two Phases. 5.4.1 Phase-1 In this phase the paper and Desk work is to be carried under the following Heads and schedules 5.4.2 Review of Business, Accounting Manuals, Cost Accounting, Data updating and Revenue System. Pakistan Railways, a self-accounting entity is under the control and management of Ministry of Railways, Islamabad and its Headquarters is located at Lahore. Pakistan Railways comprises seven territorial Operating Divisions, i.e. Peshawar, Rawalpindi, Lahore, Multan, Sukkur, Karachi and Quetta and one Mechanical Division (Workshops) at Moghalpura, Lahore. In addition to these divisions, Pakistan Railways has established a Carriage Factory, a Locomotive Factory and five Concrete Sleeper Factories. Pakistan Railways has also set up three subsidiary companies namely, Pakistan Railway Advisory and Consultancy Services Limited (PRACS) and Railway Constructions Pakistan Limited (RAILCOP), Pakistan Railways Freight Transportation Ltd (PFRTC), registered under the Companies Ordinance, 1984. 5.4.3 Review of Business codes There are six (6) Business Code. These Codes primarily provide the policies, Procedures, related Business flow pattern, Forms, Powers and responsibilities at various level of
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Administration to carry out the business of some executive Departments of Pakistan Railways. Following is the List of these Codes. i. General Code ii. Engineering Code iii. Mechanical Code iv. Traffic Code v. Store Code vi. Accounts Code (P-I & P-II)
These Business codes were revised during 2014-15, as per Business pattern existing at that time. The Consultant is now required to review these Codes against the Business pattern of 2021. Consultant is required to submit a report about the validity of the existing Business pattern. In case, there is need of any amendment to match these Codes as per existing business pattern, the same shall be pointed out along with the needed amendments, by providing reasons for proposed amendments. The required changes/amendments shall be documented and submitted to Client for taking further necessary action. 5.4.4 Review of Accounting Manuals New Accounting Manuals have been developed after study of the mismatch of existing Accounting Manuals of PR with NAM & IAS, carrying out gap analysis and commiserating them with the NAM & IAS. These Manuals were framed during 2009- 10 after preparing new Chart of Accounts. Following is the list. i. Financial statements and records ii. Tangible fixed assets iii. Intangible assets iv. Long terms loan and advances to employees v. Investments vi. Procurements vii. Stores and stocks viii. Cash and banks ix. Revenue x. Receivables xi. Expenditures xii. Payables xiii. Government Grants and Investment by Government xiv. Employees benefits and payroll xv. Borrowings Consultant shall review these Manuals and validate that these are still applicable as per organizational structure, Propose NAM/IAS compliance Financial Account Recording and disclosure system. In case, any change is required, that shall be pointed out with proper justifications. The required changes/amendments shall be documented and submitted to Client for taking further necessary action. 5.4.5 Revenue System
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This system was also developed during overview of PR Accounting, A few new revenue system have been adopted by PR since then. These are in respect of outsourcing the management of the Passenger trains, private Freight train operations from Dry ports, out sourcing of parcel and luggage vans & trains etc. These systems shall be provided Primary and subsidiary codes for compliance of NAM, in line with already carried out coding of Revenue system by Consultant. Consultant shall also integrate the new sources with Train Costing system. The Business Flow Diagrams, Logical Data Diagrams and Entity Relationship Diagrams of this Revenue system are still to be developed for its digitization and developing its module, which is required to be integrated with the new Proposed ERP Software. Consultant shall execute all the activities listed in Para No. 5.2.2 to 5.2.4 and submit to the Client for approval in the form of a comprehensive Report. Consultant shall incorporate the changes after approval. The Diagrams shall be used by Consultant for the development of ERP software of Phase-II after approval of Client. Consultant will incorporate the additional Codes (Primary or Subsidiary) in the already provided Master Code Scheme, will be provided on demand, Consultant is encouraged to study the Agreement of previous Consultant, M/s Riaz & Co for familiarize and having a deep understanding of this activity. (Document is available with PD/FIS- MIS, which can be provided to intend Consultants in soft form on request. 5.4.6 Update of Master Code Scheme The Master coding scheme was devised after development of new accounting manuals subsequent to the development of COA. The primary codes are developed to make compliance with NAM. The subsidiary codes up to eleven (11) levels are developed to support an appropriate Management Information system (MIS) and elaborate Cost Accounting system. Consultant shall be responsible to incorporate the new proposed subsidiary codes and Primary codes (if required) since submitted to Client after review, when their approval is conveyed by the Client. Consultant shall be responsible to ensure that any effect of this change do not interfere with the Cost Accounting and MIS. In case of any eventuality shall be responsible for their mitigation and working as per desired results and Financial statements.
5.4.7 Update of Data All the available Data of modules that was existing on 30th June, 2009. The Data is available in soft form on Discs and Hard copies. This Data will be provided to select Consultant. This Data needs to be updated as on 30th June, 2021 before entering in the new developed ERP Modules by Consultant. Consultant shall get this data in Soft form from Director FIS/MIS for review. Consultant shall be responsible to get the required Data from the related book keeping authorities Mostly, Data will be available from PR Headquarters office and Divisional Superintends offices & respective manufacturing units. PD/FIS/MIS will afford necessary help and nominate the Contact Official to carry out this job. However, it shall be the responsibility of Consultant to collect the latest Data before entering in the Modules. All expenditure incurred, including travelling lodging, and other incidental charges shall be borne by Consultant and shall be part of the quoted Cost for this Phase. No extra amount or cost or escalation will be entertained by Client or PR in this respect the other important task will be to reevaluate the monetary items (Such as Lands, Structures, Rolling Stock, Inventories etc) at their present rate value after application Page - 55 - of 259
of straight line depreciations. The format can be provided by PD/FIS-MIS in soft form, which was used in valuation of costs as on 30th June, 2009, for guidance and help. The Cost will be entered in the Modules by Consultant at their present depreciated value. This activity shall also be the part of quoted cost for this Phase.
5.4.8 Review of Cost Accounting Based upon the documents narrated in Para No. 5.2.2 to 5.2.7, a Cost Accounting system has been developed for the following: i. Cost Accounting System-Rail ii. Cost Accounting System Workshop and Factories iii. Cost Accounting System Concrete Sleeper Factories iv. Project Costing v. Budget
These systems were developed during 2009-10. Consultant shall review these systems and confirm that these are still valid after additional coding of the Revenue System. In case any deficiency is noticed that shall be documented. The required documented changes/amendments shall be submitted to Client in the form of a report for taking further necessary action. 5.4.9 Generation of Financial Statements & Reports: The Consultant will prepare following Financial Reports for the PR for year Ending 30th June,2021 from the Accounts manually prepared by Account Office of PR Headquarters Office by applying the new Account manuals duly reviewed and updated (where required). Statement of Cash Flow for the Year ending 30th June, 2021 Statement of Financial Position of PR as on 30th June,2021 Income Statement for the year Ending 30th June, 2021 Statement of Comprehensive Income of PR for the Year ending 30th June,2021 Statement of Income in Equity of PR for the Year Ending 30th June, 2021 Consultant shall prepare the following Accounts as per procedure of PR for the Year ending 30th June, 2021. Balance Sheet (Corporate Format), Appropriation Accounts, Public Accounts. These Financial Statements and Accounts will be submitted to CGA by FA/CAO/PR. Consultant will provide necessary support to FA/CAO for rectification or replying the observations of CGA till final approval. Consultant shall such changes or amendments in Accounting Manuals to avoid similar
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observations in future. Selected Consultant shall be provided the complete record of similar exercise made from the reports of previous Consultant (M/s Riaz & CO). This approval of CGA will formally close the activities of Phase-I of the project. 5.4.10 Hardware Requirement Specifications. Consultant will review the details of Hardware provided in TORs. Consultant shall provide any possible change in the given Specifications of Hardware, to meet with their offered Technology requirements. Consultant shall provide all such information with sound justification to Client for approval. After approval of Client, changes will be incorporated in Contract Agreement. Consultant will be responsible for use of these agreed/approved amended Specifications for operation of developed ERP Software. There shall be no additional financial impact upon Consultant due to proposed modifications. The total accepted cost of project shall not increase in any way. The new proposed Hardware/change/amendment in specification shall exceed the specifications and requirements existing /already provided in Annexure-III, Hardware design specifications & requirements. No excuse, what-so-ever will be entertained by Client about any fault and mal-functioning of Software on account of fault/deficiency in Hardware, at any latter stage after agreed changes/amendments during Phase-I. 5.4.11 Phase-I Timelines
S.N Description Start Week End Week 1 Report on Review of Business codes 0W 4W 2 Report on Review of Accounting Manuals 1W 5W 3 Report on Revenue System 2W 14W 4 Report on update of Coding scheme 3W 7W 5 Report on update of Data 3W 14W 6 Report on Cost Accounting 4W 8W Submission of Financial Statements 7 & Accounts 12W 14W
Submission of any change/amendment in 12W 8 specifications of Hard ware 0W
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5.5 Phase-II During this phase, the Consultant shall develop the various modules of ERP Software, integrate them, Install the Hardware, Testing, operation and get the “Go Alive” certification from Client, in accordance with the specifications contained in following sections and finally will be responsible for six (6) months free of cost maintenance. After expiry of free of cost maintenance period, Consultant will sign and execute the agreed Service Level Agreement (SLA) for 36 months period as provided in Data Sheet. 5.5.1 Software (ERP) Specifications/Requirements 5.5.1.1 BUSINESS FUNCTION AND PERFORMANCE REQUIREMENTS 5.5.1.1.1 Business Requirements to Be Met by the System i. The business requirements of Pakistan Railways for ERP software have been documented and are elaborated with TOR. The system shall accommodate the requirements to fully implement the information documented in the documents of Financial Accounting Model, Cost Accounting Model, Accounting Manuals & Business Codes that will be provided on demand. Any additional Documents framed be appended with that provided on demand that is Financial Accounting Model, Cost Accounting Model, and Accounting Manuals & Business Codes. The system shall be fully capable to process and manipulate the Data Base to develop a MIS, as prescribed in the combined documents of Financial Accounting Model, Cost Accounting Model, Accounting Manuals & Business Codes that will be provided on demand. ii. The proposed software solution should strictly comply with Pakistan Railways Design iii. Documents which have been developed after study and gap analysis of the existing systems. No business process re-engineering is allowed. iv. The firm shall give confirmation in writing that it accepts responsibility for the successful integration and inter-operability of all components of the information system as required by this RFP (TOR) including various reporting requirements in accordance with Pakistan Railways Design Documents and requirements. 5.5.1.1.2 Functional Performance Requirements of the System
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i. The required system when deployed will cater to all concurrent users entering Data simultaneously as listed in Annexure – V (Hardware specification guidelines document) ii. The Consultant’s obligations cover the provision of all Information Technologies, Materials and other Goods (as would be required for development of ERP Software) as well as the performance of all Services required for the Design, Development, and Implementation (including, quality assurance, Delivery, Pre-commissioning, Installation, Testing, Commissioning and imparting Training) of the System, in accordance with the plans, procedures, specifications, drawings, codes, and any other documents specified in the Contract and the Agreed and Finalized Project Plan. iii. The Consultant shall, unless specifically excluded in the Contract, perform all such work and / or supply all such items and Materials not specifically mentioned in the Contract but that can be reasonably inferred from the Contract as being required for attaining Operational Acceptance of the System as if such work and / or items and Materials were expressly mentioned in the Contract, except supply & installation of Hardware. iv. Client will appoint another firm for the supply & installation of Hardware through separate & unique contract, which supply and installation will run parallel with the ERP Software Development. The Consultant shall achieve installation of the Developed ERP Software on the installed Hardware by supplier along with Operational Acceptance of the System (or Subsystem(s) where a separate time for Operational Acceptance of such Subsystem(s) is specified in the Contract or Project Plan) within the time specified in the Data Sheet and in accordance with the time schedule specified in the Implementation Schedule in the Technical Requirements Section and any refinements made in the Agreed and Finalized Project Plan, or within such extended time to which the Supplier shall be entitled (Extension of Time for Achieving Operational Acceptance) Note: Consultant shall make a Works Break Down Structure (WBS) of each module and get it approved from Client, so that Business & performance of each module is pre-hand established. Three examples of Modules are provided hereunder, to elaborate Client’s view point. Please fill in your response against the below supplied TORs: Page - 60 - of 259
General Requirements:
S Sub-Process Functional Requirement Vendor Module Remarks No. Response
1 ERP The system should facilitate to maintain the following implementation environments in single license:
Implementation • Production
Environment • Test/ Dev
2 ERP The system must have standard or proprietary development tools:
Development • Tool Sets
Tool • Development Environment
• Report Writer
3 Network The system should be able to services be configured with all the latest core Network Based Services (NBS) and protocols.
4 Print The system should be able to integrate with print servers Management across network.
5 Print The system should be able to create, change, delete, cancel, track or monitor:
Management • Print Jobs
• Spool Jobs
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6 System The system should provide tools to provide system monitoring such as:
Management • Display servers status
• Display & controlling of work processes • Controlling user session
7 Memory The system should provide tools for memory Management management.
8 Scalable The system should be able to support scalable architecture environment such as :
Architecture • SMP
• MPP
• Clustering
9 Data Export and The system should be able to export and import data to any Import format as and when required along with data mapping facility
10 Data Entry The system should be able to provide:
• Escape or cancel facility provided on all data entry screens. • Scroll bar facility for any data displayed exceeds the capacity of the window.
• Optional or mandatory data entry fields.
• Copy existing records as templates but override any of the values for : o The creation of
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transactions o Records for static data (e.g. vendor & debtor)
11 Data Integrity The system should be able to roll back to the last synch point upon abnormal termination avoiding data corruption.
12 Interfaces The system should be able to accept input from a variety of media.
13 Re-Confirm The system should provide a Tasks facility for the user to confirm or deny action to be taken before:
• Critical functions such as deletion of data
• Updating key transactions
14 Wild Card The system should allow wild Search card searches.
15 Configuration Control Procedures: Able to perform software change Management management. Describe any software change and release management facilities provided. Indicate how these facilities support development of new software, maintenance of production system and new versions of software
16 Configuration Ability of the system to support standardized development and production environment for the following :
Management • Naming convention
• Database architecture
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• Program design
• System navigation
17 Conversion Able to provide conversion method and tools for the conversion of legacy system data to the proposed system.
18 Data Entry Screen labels displayed in Screen English.
19 Data Entry Able to perform scroll, tab or valid list options facility to Screen guide users through data entry.
20 Data Entry Able to perform multi session Screen facility to allow ease of movement the system and functions, user can use several screen sessions to perform the job.
21 Data Entry Able to create a user menu Screen that reflected their job description. It will hide all un- authorize functions and tasks.
22 Data Migration Able to perform upload/download of data other systems e.g. pervasive devices, handheld, etc.
23 Data Migration Able to perform upload/download of data to PC in ASCII format or PC Application e.g. Microsoft EXCEL, Microsoft WORD for analysis and graphical report/presentation.
24 Navigation Able to access and use the on- line system functions 24 hours per day, 7 days per week, including during batch processing cycles, database
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logging and database back-up cycles
25 Navigation Able to switch to different programs and modules without interrupting the existing application
26 Navigation Able to perform all navigation to subsystems and functions using Microsoft Windows or above navigation standards, including:
• Controls panel lists and sub- lists
• Icons
•Tabs
• Buttons
27 Input Validation Able to prevent input and storage of duplicate data
28 Inquiry Able to inquire upon transactional data, master data, etc.
29 Inquiry Able to perform single screen for each specific type of inquiry whenever possible
30 Inquiry Able to scroll forwards and backwards in all inquiry functions without re-accessing the database
31 Transaction Able to indicate which fields Validation are mandatory and optional, prompting users in advance for required data
32 Transaction Able to perform all edits and Validation validations on-line at time and point of entry for all input
33 Transaction Able to present error Validation messages that clearly indicate
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the exact nature of the error and the field in the error and possible solutions
34 Transaction Able to allow transactions that Validation are in error to be saved in a transaction recycle file that can be accessed online to correct errors and re-submit
35 Transaction Able to check for duplicate document or data entry Validation
36 Transaction Allow to validate field entry to Validation the valid master data
37 Transaction Prevent storage of in-valid Validation transaction
38 Run Controls Able to execute all jobs from menu options, including scheduling batch job runs
39 Run Controls Able to run specific transaction processing, posting, reporting and other processes on specific defined update cycles:
• Daily transaction processing cycle and postings
• Periodic and monthly interface update cycles.
• Monthly update and posting
• Monthly archive cycles
• Quarterly closing and reporting cycles
• Annual closing and reporting cycles
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40 Time stamp The System should have capability to date/time stamp transactions.
41 Holiday The System should maintain calendars holiday calendars.
42 Field-by-field The System should offer input validation validation of manual data input against Tables/discrete value lists and enforcement of mandatory input conditions on exit from field.
43 Error message It should be possible to lookup lookup online (by error message number or by alphabetical list) all error messages reported by the system, to determine their meaning and the appropriate corrective course of action.
44 General The System should offer security to at least the following application elements:• Users• Roles and
Security Responsibilities• Forms• Fields on
Forms• Data• Business Unit•
Companies• Reports
45 Menu Access Any menus and menu options displayed should be determined by user access privileges.
46 System access The system should be capable locking of being locked to all but system administrators during periods of system maintenance.
47 System access The system should support locking alerts to inform users of system lockouts.
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48 Single login Single login per user for all modules of the ERP applications.
49 Single login The system should be able to manage ERP users across LAN & WAN (centralize user management).
50 User profiles The system must have a unique user profile and password for every user account.
51 User groups Access to system functions or data, determined by user group membership. Users may belong to multiple groups.
52 User data Access to data can be access control determined by user profiles and/or group membership.
53 User access View, Add, Modify, Delete and method control Authorize capability/access determined by user profile and/or user group membership.
54 User accounts There should be option to allow or disallow a user account to be used concurrently.
55 User accounts Able to define an expiry date for a user IDs
56 Password The System should enforce minimum password length of length/ criteria at least X characters and requires (Configurable) both Alpha and Numeric.
57 Password The system must keep a history password history and prevent password reuse for X period of time. Ability to bypass this
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option should be with the system administrator.
58 Password reset System should require user to change password at the time of first access to the system
59 Password reset Users should be forced to periodically change their
passwords. Time interval should be user defined including unlimited time.
60 Password reset Password changes should require user to re-confirm or key in the new password twice.
61 Password The system must support lockout account lockout after X number of unsuccessful access attempts.
62 Password Password must be encrypted encryption over LAN, WAN or Internet. Password is not displayed in log files, source files, scripts, buffers, or any other application files.
63 Password Application should store encryption passwords
in its database Tables in an encrypted form.
64 Password Even Security Administrator administration should not be able view passwords.
65 Automatic System should support logout automatic log off when the system is left unattended for a period of time determined by user/user group.
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66 Security The system must support monitoring and security monitoring and exception exception reporting (e.g., reporting repeated unsuccessful access attempts, and account lockouts).
67 Remote access There should not be security differences in security for users accessing the system remotely.
68 Security around A control should exist in interface files system to ensure that interface files created by the system cannot be altered/edited while residing in between the two systems/modules of system.
69 System Security Able to maintain a log of log- Monitoring on, log-off and security violations
70 System Security Able to complete audit trail Monitoring for tracking transactions through the system showing who entered the transaction, who authorized the transaction, when they were entered and terminal entered
71 System Security Able to facilitate immediate Monitoring notification of violation on highly restricted resources e.g. alerts
72 System Security Able to produce reports which show all allowable accesses Monitoring for users including systems, locations and access level within system
73 System Security Able to produce a variety of Monitoring audit reports giving details of sensitive transactions, including date, time, User ID,
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old and new values for changes
74 System Security Able to perform on-line audit Monitoring trail for a specified period of time before being archived
75 System Security Able to produce Access Monitoring Control Report which shows all unauthorized or irregular access to systems across LAN and WAN including date, time, User ID, location workstation ID and any sensitive transactions (e.g. Password rejected, user not allowed in system, job submitted to update master file)
76 Database System should maintain database logs for all actions Management on database and changes to data with user IDs and time stamp
77 Database Able to provide an easy-to-use and standard call interfacing Management with the legacy systems such as payroll, attendance etc.
78 Database Able to supports the industry standard structured Query Management Language (SQL)
79 Database System should support a Management native in-memory database for faster transaction processing and reporting
80 Database Able to provide tools with which to analyze/optimize the data access
81 Database Able to run on the ‘Open System’ offered by multiple Management vendors
82 Database
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Management Able to communicate transparently with other copies of the same or different DBMS running on other machines via a network to gather the requested information regardless of where the required data resides
83 Database Able to support multiphase commits to ensure the Management integrity and correct sequencing of updates across multiple databases
84 Database Able to provide the facilities to recover the database in the Management event of a disk or system crash. Recovery will be automatic, fast and reliable
85 Database Able to provide tools and utilities to maintain and Management manage the database, e.g. tools to unload/reload, expand, repair and recover the database
85 Database Able to perform database utilization statistics and
Management performance measurement
statistics
86 Database Able to expand easily without having to unload/reload or Management rebuild any database structures. Any expansion would only involve a change in the database definition without affecting the physical files
87 Database The system should be able to provide standby Application in case
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Management of unavailability of Primary Application.
88 Data back-up The system should be able to perform backup:
• Full Backup
• Incremental / Differential Backups
• Online backup / Offline
• Data Compression
89 Data back-up Able to support the following data redundancy features : • Disk Mirroring
• RAID (Specify type)
• Auxiliary Storage
• Others (Specify)
90 Data back-up Able to maintain data consistency and accuracy across database(s) to ensure data integrity
91 Data back-up When backups are being taken, do they have a significant effect on response times?
92 Data restore Able to restore a backup into Production environment quickly using automated procedures.
93 Data back-up Backups should be possible during normal while users remain active in system activity the system.
94 Data back-up The system should be compatible with network back-up systems.
95 Roll-back and The system should roll-back recoverability and recover automatically if features
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system fails in the middle of writing to/from the database.
96 Mirroring The system has mirroring capabilities capabilities to a standby server (located remotely) in the event the
primary server becomes unavailable.
97 Archiving data The system should be able to support archiving data to any external media
98 Archiving data The system should be able to provide controls defined by the admin user over the archive process with respect to:
• The timing of archiving
• Data selection
• Compression of data
99 Archiving data Archived data should be readily available with minimal effort from the external media to application on need.
100 Client and Centrally managed automated server upgrade distribution of client-side as possible.
101 Upgrades System should offer easy tools for version upgrades e.g. patches etc
102 Scalable The system should be able to support scalable architecture environment such as :
Architecture • SMP
• MPP
• Clustering
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102 Integration Different modules of the applications should be seamlessly integrated with each other to avoid duplicate entry of information. A record entered at any module should be available in all modules of application where relevant for use and reporting purpose.
103 Interface System should have options maintenance for integrating with external applications
104 Interface System should support the maintenance interface with any existing application e.g. timecard machines etc
105 Interface System should provide maintenance integration with MS Office applications
where necessary for transaction recording, presentation or reporting purpose.
106 Interface System should support both windows client and web browser interface options.
107 Internet System should be able to integrate with both HTTP and Technology XML internet technology.
108 Interface There should not be major differences in functionality and design of web and windows client interfaces for ease of end users.
109 Interface System should support drill down/around to source transaction and source documents (assume documents are scanned/stored on database).
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110 Interface System should support the ability to modify the user interface to show/hide/add text fields, change views of data etc
111 On-line help System should provide contextsensitive on-line help for:
• Data entry fields
• Menu items
• Buttons
• Icons
112 On-line help The application server should be able to provide search facility on all help and user documentation within any open window
113 On-line help The application server should be able to tailor help information.
114 On-line help The application server should be able to provide on-line help via Internet.
115 User manual - System should deliver an electronic electronic user manual. Upgrades to system should be accompanied by an update to the manual.
116 Technical System should deliver a manual technical manual. Upgrades to system should be accompanied by an update to the manual.
117 Documentation Updates to system distribution documentation should be Web based.
118 Documentation System documentation should updates be automatically updated in
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case of version upgrade of the application.
119 Other Vendors to provide documentation documentation
for the following:
• System configuration
• Screen and field descriptions
• Glossary of terms
• Reporting guide (running, formatting, changing, creating reports)
• Technical documentation
• User defined fields
• Controls
120 Facilities In addition to standard reports, system should offer built-in tools/application for generating reports within the system as per user requirements.
121 Facilities System should provide the ability to create reports that combine financial and other data e.g. statistics.
122 Facilities System should support drill down from a report line to the source transaction.
123 Excel System should have ability to compatibility export reports to Excel with access rights and control
124 Report System should allow various methods for generation and Distribution distribution of reports i.e.
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Push and pull; scheduled or On demand etc.
125 Scheduled System should automatically reports and execute standard and custom tasks reports, according to pre-set frequencies (daily, weekly, monthly, start/end financial periods) and at pre-set times.
126 Dashboard System should offer built-in KPIs in each functional areas Capability in the form of pre-defined dashboard for top management review
127 Online Inquiry System should allow online enquiry e.g. Account or voucher etc
128 Online Inquiry Inquiry user should have only readonly access.
129 Online Inquiry System should support drill- down to the source transaction and drill around to related data.
130 Generating Able to generate the Reports requested reports in all modules accessing cross modules data.
131 Sorting Reports Able to sort reports into the various departments, regions, business operating units, cost centers, etc.
132 Reporting tool Able to provide a flexible report writer for the user to :
• Specify the format and layout of report
• Summarizes information to be reported
• Select information to be included in the report
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• Sort information to be reported according to user selected fields • Create user defined graphical display of reports
133 Printing option Able to have all outputs produced for on-line viewing or printed (hard copy) output based on user request
134 Emailing option Able to route the report using standard e-mail system.
135 Printing option Able to allow users to print reports that have been routed for on-line viewing on request
136 Time stamp Able to ensure that all reports are uniquely identified, appropriately numbered and all pages contain period dates and times when the reports were created
137 Alerts System should have the ability to generate alerts for exception reporting and should support the distribution of alerts via notifications, SMS and/ or emails.
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Accounting and Financial Reporting:
Sr.No. Functional Requirement Vendor Module Remarks Response
1 System should be able to maintain complete ledgers for funds (welfare, provident, pension etc.)
2 System should have the flexibility to incorporate additional companies and / or segments in future
3 System should have provision to maintain all relevant reporting data related to cost centers.
5 System should be able to provide drilldown feature to sub ledger transactions.
6 GL account balances should be tallied with those of balances in sub ledgers (e.g. modules for payables & payments, receivables & collections, costing of items / materials etc.) at all times.
7 System should be able to record and maintain complete audit trail of every transaction
8 In addition to vouchers from sub ledgers, system should be able to cater manual vouchers to record various types of transactions e.g. accrual bookings, consolidation entries etc.
9 System should have the ability to maintain an automatic update for retained earnings when closing the ledger at year end.
10 System should be able to cater multiple currency transactions. However, financial impact into the
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GL should be of PKR only i.e. translated amount.
11 System should support the import of journal transactions into the GL from text / excel file, in single or bulk / batch mode.
12 The system should have the ability to generate Financial Statements at any time during the accounting period.
13 System should have the ability to maintain financial budget.
14 System should have the option to export Financial data/reports into a Spreadsheet format.
15 System should have the functionality for online approval in respect of vouchers. Approval hierarchy should be configurable to any desired levels and for desired approval limits
16 The system should be able to generate reconciliation statement between sub ledgers and GL.
17 System should provide provision to cater to PR's Chart of Accounts to be based on governments's NAM (New Accounting Model) and offer integration with CGA FABS system
18 CoA should support all accounts and financial statements including GL accounts, segment wise profitability statements, etc.
19 CoA should support parent-child structure of account values
20 System should allow entries at child level accounts only.
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21 System should allow multiple level child values, in respect of parent- child hierarchy in CoA.
22 System should allow only an authorized person to make changes in CoA. System must be able to maintain CoA centrally both module and responsibility wise.
23 System should restrict manual entries in control accounts.
24 System should restrict account opening / closing to an authorized personnel only
25 GL account codes should comprise of a logical structure. Account codes should be flexible enough to incorporate any future expansions
26 GL account codes should be opened / closed centrally. However, system should restrict data entry in GL account code for specific entities, location, control accounts etc. (i.e. to enable data security)
27 System should automatically assign sequential numbering to a voucher. Both manual and automatic options may be presented to end user for final decision.
28 The Journal Voucher (JV) should depict some logical sequence with respect to month and year.
29 System should allow to create multiple types of JVs
30 System should capture budget references where required
31 System should restrict posting of manual JVs for certain types of codes (e.g. supplier and vendor control accounts)
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32 System should not allow alteration in posted JVs
33 System should allow batch posting of JVs.
34 System should have monthly periods. It should allow authorized personnel only for opening / closing periods.
35 System should restrict data entry in closed accounting periods and should have adjusting periods. Should be linked to quarters(4 instead of 1 closing period)
36 System should allow re-opening of closed periods, in order to process back dated entries. However, only authorized personnel should have this access to this process. Complete audit trail against each transaction should be maintained
37 Expenditure is allocated to cost centers, a complete system is required to capture the activity data which forms basis of allocations and maintain detailed allocation basis definitions for various departments/ cost centers. Data will be captured from different departments on a cost center level
38 System should be able to allocate common expenses automatically at the end of month / year on the basis of defined criteria.
39 System should be able to automatically generate journal entries for booking periodic accruals for certain type of expenses
40 Accrual journals should be in un- posted status and amount of journals should be editable
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41 System should be able to track supplier wise accruals.
42 Accrual journals should be automatically reversed in next period when period is opened.
43 System should be able to generate monthly and quarterly accounts, including cash flow statements using direct / indirect method, as per the required formats
46 System should have the functionality for preparation of management set of books. These books should support all kinds of management entries, require for management reporting purposes only.
47 System should be able to generate ledger of account in detail as well as summarized level.
48 System should be able to report data on the basis of posted as well as unposted vouchers
49 System should be able to maintain equal balances in GL and in all the sub ledgers at any point of time.
50 System should have a comprehensive financial statement generating tool and a dashboard based reporting tool
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Budget and Planning:
Sr.No. Functional Requirement Vendor Module Remarks Response 1 System should support budget preparation online using single budget worksheet for all the budget users in all concerned areas/ departments through a robust modeling framework that helps develop reliable financial forecasts based on sales and operational assumptions 2 There should not be duplication of information in budget preparation i.e. budget numbers of one department can be used as input of budget of other department(s). 3 There should not be any issue of consolidating budgets of various departments to form overall consolidated budget. System should automatically consolidate budget of various department. 4 System should facilitate real time consolidation of budget, so that at any point of time consolidated budget can be generated. 5 System should facilitate budget preparers (users/groups) with list
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of tasks/activities that they have to perform for preparation of budget. 6 System should allow adding instructions/guidelines for budget preparers regarding preparation of budget. The instructions can be overall or specific to a task. 7 System should allow setting target date for budget activities for users. 8 On due date, system should generate alerts for tasks approaching due dates or overdue tasks. 9 System should allow tracking of budget activity to check from head office, that which department/user has not yet completed his budget tasks. 10 System should allow preparation of budget based on financial or non-financial drivers e.g. no. of employees, electricity units, growth in sales in last two years, production targets in MMBOE, last year's turnover etc. 11 System should allow setting assumptions for budget preparations i.e. interest rate,
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exchange rates, inflation rates etc.
12 System should allow preparation of both, financial and non- financial budgets i.e. quantitative and value 13 Budgets should be prepared for multiple financial years, breaking down into 12 months. 14 System should allow preparation of budgets calculated based on pre-defined formulas. 15 System should facilitate preparation of longer term strategic plan 16 System should facilitate preparation of rolling forecast and allow the budget to be adjusted reflecting the changes in conditions by entering releases, supplements, returns, and transfers. 17 System should allow several what-if scenarios in budget preparation 18 System should allow adding notes, supporting calculation, break ups and supporting scanned documents with the budget. 19 System should allow exporting and importing budget and other
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worksheets through seamless integration with MS Office
20 System should generate budgeted profit and loss, balance sheet and cash flow statement. 21 System should allow budgeting in multiple currencies. 22 System should automatically translate foreign currency to local currency and consolidate with main budget. 23 System should have the ability to use approval hierarchy for budgets. 24 Once approved, budget should be locked for editing by users except for administrator. 25 System should allow budget revisions and keep complete track if changes are made to approved budget 26 System should follow same approval hierarchy for approval of modified budget that was used for approval of original budget 27 System should be able to enter budget below GL Account Level/item level 28 System should be able to enter budget against advances
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29 System should be able to reset budget on reversal of accrual 30 System should be able to transfer budget from one account to another or from one department to the other 31 System should be able to check budget availability during invoice posting 32 System should be able to upload budget data to GL 34 System should be able to generate PRs (Purchase Requisition) report indicating POs (Purchase Order) issued against respective PRs and their payment status 35 System should be able to reject/show alert in case of a PR whose budget is already marked or utilized or PR is of higher amount than available in budget 36 System should be able to re- appropriate budget from one head to another 37 System should be able to keep budget historical data for last ten years 38 System should be able to compare/analyze budget vs
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budget up to last 5 years on required format 39 System should be able to link budget with Production plan as prepared by Commercial department and generate annual plans 40 System should allow preparation of purchase budget on the basis of stock levels, minimum order quantity and expense budgets (for repair and maintenance). 41 System should allow uploading item prices based on last year’s latest/average price and inflation rates 42 System should allow CAPEX budget based on strategic plan (for expansions) 43 For computers, vehicles, and equipment system should facilitate budget preparation based on the useful life of assets beings completed in budget year 44 System should allow CAPEX budget based on new hiring and promotions 45 System should be able to maintain a minimum level of inventory on the basis of the production forecast
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46 System should allow preparation of OPEX budget by respective departments 47 System should allow preparation of OPEX based on respective drivers and assumptions e.g. area, headcount, units etc 48 System should be able to generate budgeted Balance Sheet, P&L, Cash Flow and supporting notes 49 System should produce reports for target setting and budgeted KPIs for each department 50 System should be able to produce variance and other reports depending upon user requirements.
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Receivables and Sales:
Sr.No. Functional Requirement Vendor Module Remarks Response 1 System should be able to integrate with existing and planned ticketing and billing systems to record receivables and receipts 2 Sales Agreements should be definable in the system. System should be capable of recording all commercial terms of sales agreements 3 System should be able to automatically create invoices based on sales agreements 4 System should be capable of invoice off-setting against advances received. System should also cater to refunds. 5 System should be able to generate sales tax invoices on various formats. 6 System should be able allow receipts offsetting against invoices. 7 System should allow calculation of late payment surcharges when payment is received after due date and should generate an
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adjustment when late charge is to be raised.
8 System should be able to net AP and AR when same parties exist in payables and receivables sub- systems. 9 System should be able to generate customer wise ageing report. 10 System should be able to generate: - Customer wise balances reports - AR Summary reports - Revenue statements
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Accounts Payable:
Sr. Functional Requirement Vendor Module Remarks No. Response
1 System should be able to cater at least following types of payments: • Project Payment • Service Purchases • Advances to suppliers • Material Payments 2 System should have the functionality to net-off balances payable and amount receivable. 3 System should be able to record supplier's liability upon receipt of invoice from supplier. 4 System should have the functionality of entering invoices into system against those purchases, whose goods have been received and processed into system. 5 System should allow processing of invoices without matching with PO receipt i.e. miscellaneous invoice activities 6 System should be able to automatically generate accounting entry on the basis of predefined accounting codes for a particular supplier and item received. 7 In case of any variance between invoice and PO value, system should
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have the option to charge it to item value. 8 Upon processing of invoice into system, it should automatically assign it a logical sequential number. 9 System should allow invoice adjustments. 10 Invoice should be approved in the system as per the invoice approval hierarchy, as defined in the system. 11 Automatic sequence number should be assigned to every payment document. 12 Payments should be processed in the system, keeping track of cheque numbers and other necessary details in respect of payment processing. 13 System should process payment in respect of invoice only, i.e. system should not allow payments without matching invoice with Receipt except where specified for supplier or certain item. 14 System should be able to lock PO once invoice against that PO has been entered into it. 15 System should be able to process payments in multiple currencies. 16 In case of any advance given, system should prompt for adjustment of
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those advances instead of processing further any payments.
17 System should give an option to adjust partial advances. System should also allow adjustment of multiple advances against a single invoice. Supplier should be opened centrally and system should have supplier merge functionality 18 The system must have functionality that allows control and matching over invoices raised in respect of project milestones. 19 System should have integration between project management sub- system and payables subsystem. 20 System should have the ability to match invoice to service orders, partially and fully. 20 The system should be able to check duplicate invoice by: Invoice number validation and Invoice date etc. 21 The system should be able to track assigned invoices paid/unpaid by bank, beneficiary, supplier, currency and reference number. 22 System should be able to generate invoices on predefined template i.e. supplier and item etc.
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23 System should be able to cancel invoices. However, this functionality should be restricted to authorized persons only. 24 System should be able to completely track status of invoice (i.e. which department is the current owner) 25 System should automatically calculate input sales tax at the point of invoice processing. 26 System should not deduct sales tax if the particular invoice falls under exemption. 27 System should allow control over process of payment for withheld amount, by verification against the submission of supplier's output sales tax to FBR by the supplier. 28 System should be able to generate sales tax related data in a file having format up-loadable to FBR website 29 System should be able to maintain master data for WHT rates, along with section references and period to which these rates are applied. 30 System should be able to deduct withholding tax automatically at the time of payment at respective rate, as specified by FBR. 31 System should be able to maintain history for such types of certificates and exemptions.
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32 System should be able to appropriately notify regarding expiry dates of exemption / lower rated certificates. 33 System should be able to generate a report, showing reconciliation between expenses for the period and WHT amount deducted and / or deposited during that period. The report should be grouped at least by supplier, item / expense type. 34 System should generate Withholding tax Challan report as per the format of FBR. The report should be exportable in a format to be uploaded on FBR website for tax reporting purposes. 35 System should be able to release payment on the basis of payment terms defined in the system. 36 System should be able to process payments against validated and approved invoices only. 37 System should only allow cancellation of payments before the payment is marked as 'cleared'. 38 System should be able to process employee reimbursements process. 39 System should be capable of integration with other systems and should allow invoice creation on the basis of data imported
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40 System should allow configuration of forms as replacement of third party systems where required 41 The system should be able to perform Aging Analysis for different categories of supplies at pre-defined intervals for each category 42 System should be able to generate both, invoice entry and payment report. 43 System should have the capability to record any additional data for reference or reporting purpose. 44 System must be able to generate alerts/notification to notify if a specific accrual has been booked or not in a period. 45 System should have the ability to attach scanned documents with system documents and should have content management functionalities. 46 System should be able of processing employee medical expense details 47 System should be capable of integrating with HR for interfacing HR employee data 48 System should be able to interface all imported data for review with audit trail.
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49 System should be able to create invoices in AP on the basis of imported data 50 System should be able of processing employee expense details 51 System should be able to create invoices in AP on the basis of imported data
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Taxation:
Sr.No. Functional Requirement Vendor Module Remarks Response 1 System should allow maintaining of separate tax asset books. 2 System should be able to generate Sales tax output register and sales tax input register. 3 All data required on Purchase Invoices and Sales Invoices of sales tax return should be captured in the system. 4 System should allow tax condition sets where provincial level sales tax on services is defaulted based on shipping locations of the Purchase Orders. 5 System should provide a list of all invoices booked in a month and provide option to mark or unmark each invoice as sales tax allowed or disallowed and generation of corresponding accounting. 6 System should provide a test of withholding tax and system should provide an option to mark or unmark it as paid or
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deferred and generate corresponding accounting.
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Projects:
Sr. Functional Requirement Vendor Module Remarks No. Response 1 System should be able to maintain complex contracts ranging from construction contracts to plant erection services. System should also be able to track progress completely through these defined projects. 2 System should be able to raise capital job created by concerned department for construction required. 3 System should be seamlessly integrated with purchasing sub- system to cater outside purchases and other integrated processes 4 System should be seamlessly integrated with payables and FA sub-systems as well as overall integration with GL. 5 System should be able to track materials and other costs for each project. 6 System should be able to prepare a work plan in respect of each project.
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7 Before starting of a project, system should have the functionality to approve work plan based on defined approval hierarchy. Project plans should be flexible in the system. 8 System should have the functionality of tracking actual project cost and timelines with those of defined in the estimated work plan. 9 System should have the functionality to maintain different versions for work plan. 10 System should be able to support multi-level hierarchies of different projects. 11 System should have the functionality to define inter dependencies among various projects. 12 System should allow WIP to be charged to Fixed asset after final inspection and approval based on approval hierarchy. 13 System should be able to generate variance analysis on the basis of work plan and actual data 14 System should automatically send alerts to respective
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assigned users in case of start dates of a task, overdue tasks. 15 System should have pre-defined KPIs to continuously monitor progress of a project. 16 System should allow creation and approvals for project budgets 17 System should have provision for allocating costs between projects and tasks 18 System should allow payment matching and control over project related invoicing based on the milestones of the project 19 System should be flexible enough to cater to all types of contracts undertaken by different departments 20 System should have integration with MS Office
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Asset Maintenance:
Sr. Functional Requirement Vendor Module Remarks Formatted Table No. Response 1 System should provide workbench to manage resource allocation. 2 System should be able to efficiently maintain the maintenance inventory and able to innovatively plan to supply parts. 3 System should be able to capture all the relevant maintenance item inventory information. 4 System should have the ability to capture supplier part number information. 5 System should have the ability to print the supplier part number on Purchase Orders (PO) as required by legal mandate. 6 System should be able to create ad-hoc/incidental work orders as a part of the Preventive Maintenance and tie them together. 7 System should plan the workforce to avoid unexpected labor shortage.
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8 System should support re- order process planning of maintenance Inventory. 9 System should be able to maintain work order cycle from creation to closure. 10 System should have ability to cancel a work order and unreserve parts and unschedule resource for other work orders. 11 Assign Failure Information to work order. 12 Associate Project Codes to work order. 13 System should posses ability to Assign Labor to Work Orders and to Record Actual Labor Hours. 14 Record Downtime against a work order. 15 System should be able to create and maintain job plans. 16 System should be able to assign the job plans to work orders. 17 System should be able to assign the job plans to Preventive Maintenance schedules.
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18 Define job plan/activity template 19 Able to associate the job activity to assets 20 Able to associate the job activity at the asset group level 21 Able to create manual job orders 22 Able to view the material requirements of work order. 23 Able to view the labor requirements of work order. 24 Able to view cost involved in the WO 25 Able to track the cost variance 26 Able to capture details of cost category 27 Able to capture the cost of outside processing 28 Able to capture the direct item cost of WO 29 System should be able to maintain and provide ability to access comprehensive WO history. These include : Edit Work Order History, View WO Status and view WO Workflow History.
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30 System should allow Recording Actual Materials (non-stock/credit card & PO purchases) against a work order and to Capture Cost of Work Orders for Non-Stock Purchases. 31 System should provide ability to provide reporting and querying capabilities for the following Job Plan information fields: Description, Location, WO Priority, Equipment and Crew. 32 Ability to export data to other file formats, eg MS Excel. 33 Generate actual work orders based on Predictive Maintenance plans. 34 Create purchase requisitions for asset equipment parts directly from work order if parts not available in inventory. 35 System should provide easy ability to duplicate and void PRs. 36 System should provide capability to covert PR's to Purchase Orders (if required)
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and the conversion should be seamless with no duplicate data or processing steps. 37 System should be able to perform Quality checks as defined by the Quality control setups and record inbound quality information at the time of receipt. 38 System should cross reference PR to PO and vice visa. 39 System should provide abilities to query and report pending PR's. Also system should provide reporting capabilities for various criterion like PR amount, PR Date, Part Number, Approver Name etc. 40 System should interface seamlessly with ERP systems to identify PR's/Pos that are cleared from purchasing/inventory systems and not processed in target systems. 41 System should be able to record material Issues and returns against corresponding GL Accounts.
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42 System should be able to process material Issues and returns against associated Work Orders. 43 System should be able to provide a complete history of all the transactions associated with a particular stock item. These transactions include: --> Item Receipt History. --> Item Purchasing History. --> Item Issue History. --> Item Adjustment History. --> Item Purchase Price Variance History Information for Receipts of Stock Items. 44 System should be able to activate/inactivate a particular stock item after performing required validations. 45 System should support Entering P-Counts and able to perform Cycle Count Reconciliation. 46 System should support and maintain business specific Vendor Data for stock items (with same stock number) . These include Supplier part
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Number, Supplier Description etc.
47 System should support item transfers from one location to other. 48 Bar Code for Inventory items 49 Ability to Delete Inactive Inventory Items from the system. 50 Provide maintenance forecast and plan/create predictive maintenance schedules based on meter readings. The forecasts period can be defined by the user. 51 Ability to view the maintenance cost of an asset at any point of time 52 Ability to track the fixed asset and the EAM asset and compare the cost by asset category 53 System should be able to enforce safety procedures on a work order and allow work order completion only after fulfilling the safety procedures.
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54 Manage Preventive Maintenance Records and relevant data. 55 Able to add/modify/cancel a particular job activity in a preventive maintenance schedule. 56 Able to prioritize and sequence jobs based on Work order information, Labor skill level, Availability and parts Inventory status. 57 Able to forecast the material and labor required for the maintenance schedule. 58 Able to forecast the preventive maintenance cost. 59 System should possess and support the following functionality for PM Work Orders: Automatic generation of Work Orders from PM, PM Projection for Planning Purposes and ability to generate PM WO from Meter Based readings. 60 Update Standard Costs 61 System should provide capability to derive costing information from main work order and integrate this
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information to GL transactions.
62 System should provide functionality to browse and drill down transactions from both main ledger (GL) and sub ledger
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Real Estate Management:
Sr.No. Functional Requirement Vendor Module Remarks Formatted Table Response 1 System should allow maintenance of land and building records by intefrating with the existing Land Records Management System 2 All lands and buildings will be defined as individual records with all required information maintained in the system. 3 System should cater to maintenance of leases and invoicing of annual/ periodic lease rentals 4 With regards to leases, system should be capable of maintaining basic lease information, modifying and amending leases, calculating lease amounts, creating invoice schedules and recording in receivables sub-system. 5 System should have comprehensive document and content management
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features including attachment functionalities
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Production:
Sr. No. Functional Vendor Module Remarks Formatted Table Requirement Response 1 System shall maintain record of materials received from Stores and issued/consumed for production 2 System should be able to get input for unplanned and planned shutdowns, stoppages etc. 3 System should be able to get input for production capacity constraints and use it to cross check production based on monthly estimates. 4 System should be able to get input for standard materials, consumables and utilities consumption of each type of raw material, parts, sub- assemblies, and for each product specification.
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5 System should be able to generate a weekly production schedule based on forecasts, production constraints, and manage and monitor the same. 6 System should provide master planning using MRP techniques to create production plans with production orders or planned orders. 7 System should also provide capacity planning including capacity evaluation, available capacity and capacity requirements
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Procurement:
Sr. Functional Requirement Vendor Module Remarks No. Response 1 System should be able to support purchase requisitions for purchases of services, assets and mixed purchases (service and inventory) 2 System should have the ability to configure PR approval hierarchy and automatically determine who is authorized to approve purchase requisition based on material type, department, cost center etc. (order and number of required approvals can vary based on the total value of the requisition) 3 System should be able To Transfer capital job number mentioned on Purchase requisition to purchase order 4 System should allow users to raise urgent purchase requisitions which will be tagged and reported separately 5 System should allow the users to be able to track PR statuses
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6 System should require mandatory approval from designated approvers in case of certain items exceeding a set amount. 7 The Purchase requisition should be able to capture all pertinent data 8 System should have budget check and control feature at PR level 9 System should have the ability to generate request from quotation based on purchase requisition and also should have the ability to support request for quotation for purchases (applicable to purchases above certain value) 10 System should have the ability to enter vendor's quotations and store the history in the system 11 System should be able to store vendor quotation in the system (key in details or file upload) and also should have ability to compare quotations from multiple vendors
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12 System should be able to evaluate and rank / grade vendor performance based on quality, price, delivery accuracy (quantity and timing) 13 System should have the ability to manage and track complaints to vendors 14 System should allow for the auto creation of purchase orders with reference to the approved quotations and indents 15 System should have the ability to enter purchase order manually and also creation of purchase orders for inventory items, on stock items, assets, services and capital projects 16 System should be able to assign alternative approvers in case of absence and should support purchase order approval and rejection reasons and notifications 17 System should have the ability to track revision number and dates for changed purchase orders
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18 System should be able to include supplier's lead time for a procurement material 19 System should be able to send purchase order approval on-line / via email and approve the purchase order electronically 20 System should have ability to create PO with multiple delivery dates for one item and with individual quantities for each delivery (scheduling order) 21 System should support multiple shipping / freight terms and also have ability to include miscellaneous charges on PO 22 System should have ability to match invoices with PO receipts 23 System should allow editing a PO before receiving 24 System should follow same approval hierarchy for amended Purchase order, previously approved 25 System should be able to keep track of changes in PO
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26 System should cater to service contract related scenarios 27 System should offer a process for services receipt marking and invoice matching 28 System should provide project wise costing of service contracts and their tracking against milestones of projects 29 System should provide automated solution for calculation of tax and maintenance of tax information 30 Notifications for on-hand stock positions are required at the time of raising PR 31 System should track buyer wise PR assignment 32 System should provide budget check notifications before payments 33 System should be able to reserve budget against purchases in the year they relate to. 34 System should offer easy to use reports and offer intelligent dashboard based reporting
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35 System should keep track of repeat Purchase Orders 36 System should report and maintain PO discount details 37 System should be capable of tracking/record of Pay Order deposited in PR Account and afterword its release by Accounts Department against procurement cases 38 System should address blanket Purchase Orders and Purchase Agreement scenarios
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E-Tendering:
Sr.No. Functional Requirement Vendor Module Remarks Formatted Table Response
1 Employees will be able to raise purchase request themselves or on the behalf of other employee 2 Solution should have the capability of team purchasing where they can do all the sourcing activities as a team and collaborate 3 The system shall be capable of handling limited tenders, open tenders, global tenders rate contract, reverse auction etc 4 There shall be no limit with the system in terms of interacting with Payment Gateways for purpose of financial transactions 5 E-tendering system will support complex service procurement where service can be defined in a multi-level service hierarchy with defined value limit 6 For each type of payment, the work flow for making payment shall be part of the process. For example, if vendor has to make payment for tender form, the web page where tender forms are
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listed shall guide the user to make payment. Once the vendor chooses to pay he shall be taken to the payment gateway and payment shall be accepted.
7 System shall be capable for adoption for supporting different kind of formats of tenders, tender conditions and output reports as defined by the purchaser 8 The base currency of the System must be Pak Rupee. The currency shall be customizable/configurable in case of global tenders. 9 The system must allow Users to locate tenders quickly through on- line search facilities in a variety of ways including tender number, generic descriptions, etc. 10 The system should provide the following bid stages in the tendering process: i. Pre-Qualification bid stage ii. Technical bid stage iii. Reverse auction Price/commercial bid stage iv. Single stage, techno- commercial bid stage
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11 System should be configurable to create various types of users as mentioned below Authorized personnel from purchaser for access and use of the different modules of the system like NIT, Bid preparation, bid evaluation etc ii) Authorized personnel from the bidder organizations iii) System Administrators iv) Super user to control all operations on the e-Procurement Portal; and v) Any other user such as payment gateway providers or as per the architecture of the proposed solution by the vendor / consortium. 12 Secured electronic alert facility to the registered suppliers on the portal. whenever a new tender / corrigendum / addendum is published 13 Search facility for the tender floated on the web site category wise, tender no wise etc. 14 Users shall enter the quantity required for tendering directly into the tender based on manual inputs received by them. On receipt of indent for a particular
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item, the user shall initiate the preparation of tender document along with technical requirements payment terms, Schedule of requirements, price schedule etc . 15 The tender document shall be prepared online. These shall be a provision to prepare each section, for example special conditions, functional requirement if any, schedule of requirements, price schedule, technical specification etc, separately by different users assigned by administrator. 16 There shall be a work flow to get the prepared tender document approved online by the concerned section users for the purpose of floating the NIT by the concerned procurement wing. 17 There shall exist a facility to authorized personnel of supplier organizations for - Online his remarks in the space provided for the purpose. These remarks and suggested changes shall be viewable to the user who prepared the document. He shall be able to imbibe these comments in to the tender document online.
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18 There shall exist a facility to authorized personnel of supplier organizations for - Online downloading of Complete Tender Documents, multiple addendum and multiple corrigendum with online payments or offline payments received through demand drafts. Activation of Online/Offline payments modes shall be configurable 19 The GUI of the system shall have a tender designing facility. Designing of tender documents for different types of tenders such as EOI (expression of interest), Limited Tender, Advertised Tender, Global Tender both for works, consultancy and supply of goods and services shall be possible so as to include existing features of submission of bids with complete break up indicating basic rate, excise duty, sales tax/VAT, packing forwarding, freight etc., with supply to multiple consignees 20 As and when addendum or corrigendum is posted, all suppliers who have officially procured tender document online should receive automatic online
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reminders through registered emails
21 The relevant approving authority should get an email alert whenever any NIT has come to him/ her for approval 22 NIT shall be visible to users of in the approval hierarchy: The NIT approver should have the following functionalities: Approve the NIT, Reject the NIT, Route the NIT to a specific person for review, Insert comments 23 For creation of NIT there shall be a proper approval process which may involve many users who are in a hierarchy. The transactions and remarks of such users shall be visible to all users in the same hierarchy. On final approval, already configured for each hierarchy, notice/message shall go the user who initiated the process 24 The NIT/Tender creator should be able to select any combination of these stages to create a single stage or two stage or 3 stage tender. 25 A provision shall exist to take a print out or send mail to approved
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print media addresses in a predefined format.
26 The System must provide the facility to publish the NIT on its web interface for public The link for website shall be provided in official website also 27 On publication of the tender, the system should generate an email/SMS alert to the registered suppliers and concerned company users 28 It should be possible by configuration to have a copy of the Tender Document for free online viewing by prospective suppliers 29 The official copy of the Tender Document downloaded online after making the necessary payment, if any, (online or offline) should have a unique reference number such that these are not transferred to other Suppliers 30 There should be facility for re- bidding for one or more bid parts without having to re- float the whole tender. 31 The System must allow tenders to be tracked through their lifecycle, providing visibility of tender status, user comments and
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responses, evaluation &decision history, etc
32 The system shall have pre-bid queries/clarification functionality. 33 The system should allow for issue of corrigendum's/amendments to be published on the E- Procurement site. 34 The system should be able to send an alert to the concerned vendors. 35 All such corrigendum's/amendments shall become the part of the tender on closing of the tender and shall be viewable accordingly 36 The bids, during submission, shall be encrypted using public keys of vendor. The opening of the submitted bids shall only be possible through private keys of the vendor either from his remote position or being present physically at company's location for tender opening. The same process shall be repeated for all the bids of different vendors. 37 The vendor shall be allowed to revise his bid before due submission date of the bid as defined in the tender document.
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Only the last bid submitted by the vendor shall be considered by the system.
38 Issue of clarifications or any document issued to the bidders post or pre tender submission. For this purpose, bidders shall receive notification for any notice issues for tender clarification, addendum or corrigendum 39 After the submission of bids, it shall not be possible to change anything in the bid from either side. Bidder shall explain this feature in the bid response. The same process shall also be mentioned in the help menu of the portal. 40 The system shall ensure secured flow of content and delivery of the messages with different users. 41 It shall be possible to submit Bids, online, in single or multiple stages such as pre qualification, technical and financial bids as specified in the respective tender or as per the procurement policy decisions.
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42 The bid submission process shall be designed in such a way that all required documents type configured) and bid components shall be uploaded at the time of bid submission. In case any document is not uploaded, the bid submission process shall not be completed. The mandatory documents shall be indicated by the user uploading the tender by way of making /on various options during the tender preparation. 43 It shall be possible that all key parameters of technical bids are filled by the bidders in a pre defined format. The system shall have provision to allow any additional information/document that the prospective bidder may be like to submit as part of the bid submission. 44 For financial bids, it shall be submitted in a pre defined format. All the mandatory fields in the financial bids shall be filled without exception. Bidders shall not be allowed to progress further in case he/she leaves a field unfilled.
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45 Apart from listed items in financial bid, the vendor shall be allowed to insert additional items which he/she wants to quote as part of bid. Separately, he/she shall also be allowed to give breakup cost of line item if required. 46 It shall be possible to view the submitted bids in a consolidated fashion to both the bidder and company in a pre defined format. The summary of bids shall be viewable to the bidders when they are submitting the bid and to company users when the bids are being opened. 47 For the financial portion of bid , it shall be possible to submit the name of the product, qty offered , unit price, different taxes applicable, discounts offered and the total price etc 48 The bidders shall be given the option to insert additional fields in the financial bid form to insert any additional levies/taxes to cater to extra ordinary charges/levies 49 For global tenders it should be possible to submit price-bids in prescribed foreign currency as specified
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50 All the received bids hall be stored in and encrypted form in a electronic secure tender box. These bids shall be time stamped and entire process shall be highly secure. It should not be possible to open and view the contents of the Electronic secure Tender Box till the specified time has elapsed. 51 Facility shall be available to the authorized user to login simultaneously within a defined period to open the technical bid and price bid. All the designated persons need to be logged in with the time-period and open the bid. Bid administrator will be able to assign technical bid and price bid openers in a tender. 52 The system must not allow Users from viewing the bids before the tender opening date & Time 53 System should have the capability to involve internal and external experts for online bid evaluation. 54 Experts will be able to provide their score and comments online 55 The comparative sheet of the price bids along with the technical bid details shall automatically get transferred to the Evaluation Committee members, whose
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email id shall be predetermined and configured in the system.
56 The System must automatically process and save the bid evaluation results in a specified folder. Authorized users, including the Evaluation Committee members shall be allowed to view and evaluate the bidders' responses against the parameters specified and attach evaluation results to the bids with their comments. These comments shall not be visible to users other than the evaluation committee members. Each tender may have specific and unique evaluation group. 57 For Price-bids of global tenders, it shall be possible to prepare related comparative charts in the offered foreign currency converted to PKR as per the conversion factor defined. If the conversion factor has not been defined earlier at the NIT stage then before opening of the comparative chart the system shall prompt the user to enter the necessary conversion factor. The
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payments of software and its associated annual support maintenance will be done in PKR at the prevailing conversion rate of USD to PKR at the time of payment.
58 After evaluation process is over, the bid documents shall be stored in a secure manner with use of digital signatures etc. No tempering of these stored bids shall be possible as they may be required to be produced legally on a later date. 59 The System must support separate workflows for Pre- Qualification, Technical, Commercial and Techno- commercial evaluation stages. 60 For each stage of evaluation, the approver shall have the following functionalities: Approve the evaluation of the evaluator, Route the Evaluation to a specific person for view and comment either within the department or sub- department or between different departments, Insert evaluation report
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61 Facility shall exist to prepare the report of the evaluation committee with the help of pre designed templates. The report shall be submitted through an online approval process in a desired/configured hierarchy. 62 The facility shall exist for preparation of online contracts/P.O.s with basic formats readily available in the system. It shall be possible to insert any product specific conditions through a separate link or drop down menu or any other means so as to insert the same in the contract 63 Provision of awarding contract to one or more bidders based on tender conditions after proper approval through online approval process as in other modules of this tender The parameter and percentage of quantity to each vendor shall be pre-defined at the time of NIT preparation. 64 Create, approve and dispatch intimation of acceptance of tender for successful bidder and unsuccessful bidders. Create &Dispatch of purchase order to the selected single Suppliers
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65 Create &Dispatch of split/part purchase orders to the selected Suppliers. 66 Create &Dispatch of split/part purchase orders to the selected Suppliers. 67 System should have provision to process tender fee. Bidders should be able to pay tender fee online 68 Solution should have capability to handle EMD. 69 Solution should be able to manage waiver of EMD or tender fee.
Reverse Auction
1 The system shall support wizard driven process to simplify auction creation and administration by an auction originator. It shall be possible to create reverse auctions 2 The system shall allow users to be assign different roles like that of Administrator Super-Originator, Originator, etc. especially for this auction module 3 The system shall automatically extend the auction close time if last bid is received during 'Y' minutes of auction close time
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where 'Y' is configurable by administrator before the start of auction or Y shall be a global parameter in the system configurable globally. 4 The auction module shall provide the facility of allowing the originator to specify a"Reserve Price" for an auction. The 'Reserve Price' shall not be visible to the bidder 5 The originator shall be able to specify the 'Bid Decrement/Increment' i.e. the minimum amount by which each succeeding bid of a bidder shall be lower/higher 6 There shall be a facility to support proxy bidding for suppliers 7 The system must provide a view of auction items allowing fast and easy bidding by suppliers in case of multiple line items. 8 The system shall support Reverse auctions. 9 The system shall support configuring of different auction rules like lowest/highest bid wins or highest/lowest quantity wins etc. 10 The system shall support Multi Variable Bidding, assigning
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weights to different variables and formula creation in an auction.
11 The system shall have capability to allow user to assign weight-ages to different suppliers based on their past performance and quality in an auction as well as commercial evaluation. 12 During an auction event, the suppliers shall be able to s,ee the going lowest price in real time. 13 The suppliers must not be able to see the other suppliers name/ details, bids etc involved in a bidding process. 14 The system shall provide for an administrative tool which offers the flexibility to quickly define the set business rules, including users, starting/stopping/modifying auctions, categories, system preferences etc 15 User shall be able to auto-approve or manually approve the winner in the auctions 16 The system shall enable an auction originator to copy a previous auction instead of entering all the data required for creation of an auction again from a sample auction database.
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17 Import capabilities to automatically create auctions from data in Excel spreadsheets instead of data-entry or cloning existing auctions. 18 Export capabilities for extraction of data from the auction system into a flat file or Excel spreadsheet 19 Email notification of auction events with customizable email messages 20 The system shall be flexible so that: i) Unlimited categories, sub-categories and attributes for an item can be defined ii) Auction rules shall be configurable to fit any business need. iii) Both auto-approval and manual approval of auctions shall be permitted, configurable. 21 The system shall allow Suppliers (bidders) to belong to user group(s), which can be associated with categories and auctions. Therefore, a supplier shall only view and participate in auctions, which they are allowed to bid for.
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22 The system must allow for the auction event dashboard that would allow user to centrally monitor the price movement in a graphical form, date & time of bid and name of supplier across multiple auction events. 23 The system must allow user to view the list of all the suppliers who are logged into the auction software at any time. 24 The system must dynamically show the auction bid summary and history along with date and time stamp. 25 The system must allow user to send notifications and pop-up messages to suppliers during the auction. 26 The system must show in real time the time remaining for close of the auction up to the last second to both company users and Suppliers. 27 Reverse auction cockpit should have ability to chat with bidders online
Online Vendor Collaboration
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1 System will provide an online collaboration platform with vendors 2 Vendors will be able to login through vendor portal and see open purchase orders 3 Vendor will be able to send order acknowledgement through vendor portal on real-time basis 4 Vendor will be able to register shipping notification through its portal which will directly be reflected in company's system 5 Vendor will be able to see order statuses, raise invoices over internet. 6 Vendor will be able to publish its catalogue over internet which will reflect in company's system 7 Vendor will be able to maintain it own information 8 Vendor will be able to create user ids for their own employees 9 Vendor will be able to get notification from purchaser 10 Vendor will be able to confirm service items 11 Vendor will be able to see changed or cancelled purchase order 12 Vendor will be able to reject a purchase order
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13 Vendor will be able to partially confirm order 14 Vendor will be able to see delivery confirmation at purchaser site once confirmed by the purchaser.
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Materials & Assets:
Sr. Functional Requirement Vendor Module Remarks Formatted Table No Response . 1 System should allow for catering of various types of inventory and should support clear definition of inventory items. 2 System should allow maintaining inventory as per approved inventory accounting policy 3 System should have the ability to view stock balances and value in all warehouses at same time 4 System should be able to maintain separate tax rates for different inventory items. 5 System should be able to maintain assembly number and Part Number for inventory items 6 System should cater to indexing requirements related to service items and capital nature items
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7 System should be able to capture characteristics of each item separately for reporting and grouping purposes 8 System should be able to maintain multiple unit of measures for each items 9 System should be able to maintain all necessary item parameters including technical specs where required 10 System should be able to define warehouses for each location and organization 11 System should allow to define storage locations for each warehouse e.g.(Rack,Row,Bin) 12 System should be able to assign relevant item to each warehouse and storage location to ensure goods are stored at right the location 13 System should be able to define lot/serial enabled item and all the inventory transactions
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should be tracked at lot/serial level
14 System should allow received against Purchase Orders only 15 System should allow miscellaneous receipts against pre-defined activities only (e.g. loaned inventory returned) 16 After receipt of PO, online notification should be received by concerned department for inspection and inspection stage should be mandatory 17 Inspection report should be forwarded online through system to the end user when goods are received in stores who can mark it as "accepted" or "rejected" in the system. 18 If the goods are marked as rejected by the approving authority they should be returned automatically
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19 If the goods are marked as accepted by the approving authority then it must be notified online to the stores user through system 20 The System should be able to compile the all PR's after assigning new item codes. 21 Advance catalog search functionality, enabling users / materials management personnel to browse and locate inventory by Item description, category, size, any attribute / characteristic, or by series of references such as class, sub class, vendor, project, user department is required from the system 22 System should have the ability to support perishable materials management (expiry date, shelf life) for specified materials or material groups
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23 System should be able to support average costing method on monthly basis. 24 System should track report on inventory department wise, PR wise, PO wise or project wise as required 25 When the imported goods are received, system should allow costing of inventory at invoice value plus all the expenses incurred during import. 26 End user must be able to raise issue request for issuance of required items through system 27 At the issuance level, system should facilitate the end user and limit chance of errors by automating issuance account/ alias etc. based on item prefix or based on transaction type. 28 System should be able of creating accounting of all issuances based on pre-
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defined rules and subledger definitions
29 System must be able to generate Inventory Ageing Report by last receipt/issue/transactio n date, by inventory location, inventory groups. 30 System should cater to complete CIP (Construction in progress) scenarios including capitalization thereof through raising of capital jobs 31 System should automate capitalization of items of capital nature issued from stores 32 System should automatically calculate depreciation based on the accounting policy 33 System should be able to report on store items held for capital expenditure 34 System should be able to track moving of assets to another departments
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35 System should support tax depreciation and calculation of tax gain/ loss separately. 36 System should be able to support asset impairment (asset write down) and upward revaluation adjustment 37 System should support parent-child relationship between assets. i.e. Asset and their components. 38 System should be able to list assets capitalized by project number 39 System should be able to generate complete Fixed assets disclosure notes as required 40 System should be able to cater to decommissioning costs recognized and made part of the property, plant and equipment disclosure 41 System should enable restricting asset cost updates or additions
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based on responsibility level of the users
Report will be required to check the materials against rejections that have not returned from supplier. 42 System must refer to insurance claim against the goods disposed off System should have ability to generate automatic warning message if there are any materials in the warehouse that are expiring within a specified time period 43 Ability to support periodical provision and writeoffs with specified approval process System should have ability to generate notification for non- moving parts 44 System should allow user for min-max planning against each item with re-order level defined against each item and should also allow
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classification of items as fast moving, reserve spares or routine items.
System must remind user for re-ordering once the re-order level is reached and should warn for maximum level of inventory reached in system 45 System must allow raising Transfer note for intertransfer of items from one store to another. System should be able to support multiple types of stock transfers (warehouse to warehouse, stock location to stock locations, central stores to site stores etc.) 46 System should have the ability to show stock levels by material, stock location, warehouse, etc. System should have the ability to produce consumption reports
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based on daily consumption 47 System should have the ability to prepare a report of physical stock check conducted periodically and any differences should be highlighted as compared to balance shown in the system. System should have an option of separately showing stock held on behalf of third party/ inventory received on loan 48 System should be able to report on local and foreign procurement System should be able of producing user friendly spreadsheet based reports 49 System should be able to send online notification to the concerned department for entry of inspection results on goods received System should allow concerned department
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to enter inspection results for each item received and against each receipt as well 50 System should allow generation of returns through system for rejected material System should allow RQC/Concerned department to place GRIR on hold based on quality results 51 System should cater to requirements of maintaining quality parameters for key materials as well as for entering third party inspector results System should provide list of values in maintaining item catalog information 52 System should track and report on materials received after initial rejection, short shipments received or damaged material claims received from insurance companies
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LC retirement schedule, AP accrual and Material receiving inspection reports should be system based. 53 Item description update revision control is required. Notification alerts are required for non-receipt of materials, on and after inspection of materials and short-shipment/ rejection of materials 54 System should be able to integrate with exisiting Land Records Management system and record/ process relevant asset details for accounting purposes
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HR and Payroll:
Sr.No. Functional Requirement Vendor Module Remarks Response 1 System should be able to create and maintain organograms as per hierarchies defined in the company policy. 2 System should be able to create organograms on the basis of locations. 3 System should be able to generate reports on the number of employees as per departments. 4 System should report on the approved positions, vacant positions and held positions. 5 System should control the position creation in the system. 6 Systems should create an alert on the position creation. 7 System should be able to maintain the approved positions. 8 System should be able to create multiple hierarchies in the system for approvals and creating organograms. 9 System should be able to define proper HR structure as per company policy to cater
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multiple reporting requirements.
10 System should maintain the master data of the employees used for multiple reports. 11 System should be able to maintain job descriptions. 12 System should provide multiple reports on location wise, department wise, section wise, discipline wise etc. head count analysis. 13 System should provide the functionality to initiate and approve the process of transfers and temporary transfers. 14 System should be able to provide employees access to their master data. 15 System should allow changes in master data after approvals from management and HR department. 16 System should allow workflow based approvals on Transfers, new joiners, fixations etc. 17 System should be able to maintain centralized employee master data. 18 System should have functionality to support flexible
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structure for master data e.g. position, grade etc.
19 The system should have functionality to configure more than one reporting and approval hierarchy. 20 The system should have functionality to automatically update the organization chart as soon as the employee is transferred or separated from the service to show the position as vacant. 21 System should have functionality for online approval of creation in HR master data i.e. position, location, grade etc. 22 System should have facility to scan and store documents, photographs etc. 23 System should have facility to retrieve documents stored in the system through search options. 24 System should be able to maintain centralized employee master data. 25 The system should have functionality to configure more than one reporting and approval hierarchy.
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26 System should create checklist to ensure that required documents are provided by the candidate. 27 System should have a functionality for uploading element entries in bulk. 28 System should be able to create arrear payments and deductions. 29 System should be able to stop salary for ineligible employees. 30 System should be able to record and pay all employee related payments. 31 System should be able to record all the details of the employee payments 32 System should be able to record all the details of the third party/daily wages employees. 33 System should be able to generate tax certificates. 34 System should be able to forward system generated payslips to the relevant emails of the employees. 35 System should be able to provide reports on the payroll analysis.
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36 System should enable employees to apply for loans. 37 System should be seamlessly integrated with core HR and Payroll. 38 System should identify eligible employees as per defined company policy. 39 System should be able to cater approved loan budgeted amount. 40 System should be able to cater the seniority criteria for the employees. 41 System should be able to record the complete employee wise loan details. 42 System should be able to provide loan wise and employee wise reports. 43 System should be able to calculate repayment schedule of the employee as per company repayment policy. 44 System should facilitate management to approve loans as per defined approval hierarchy. 45 System should record and report total amount of loans approved, principal amount recovered, monthly
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installment, remaining amount of loans to be recovered etc.
46 System should be able to ensure that monthly installments are divided on the lower of total deduction months or remaining service months. 47 System should attach deduction elements to the eligible employees with calculated deduction amount. 48 System should automatically identify/report the employees who should be charged for markup interest. 49 System should automatically calculate the interest amount to be charged as per defined criteria. 50 System should facilitate employees to apply for Advance through portal. 51 System should facilitate managers to approve the Employee Advances. 52 System should be able to provide employee wise detail report of advances.
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53 System should be able to provide details of the unadjusted amounts. 54 System should be able to deduct the amount of unadjusted advances through payroll. 55 System should be able to facilitate employees and managers to apply and approve for leaves and should be able to integrate with time and attendance machines if required 56 System should be able to provide workflow based approvals 57 System should be integrated with payroll and Core HR 58 System should be able to maintain the leaves balances. 59 System should be able to define all the leave types as per company policy. 60 System should be able to define leave accrual plans as per company policy. 61 System should be able to provide reports on the leave details of the employees.
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62 System should be able to reduce salary based on the unpaid leaves. 63 System should ensure that employees who overshoot their leaves balance are not able to apply for particular leave type. 64 System should automatically calculate and pay the leave encashment benefits to the eligible employees as per defined policy. 65 System should also provide smart phone application for application and approval of leaves. 66 System should be able to initiate appraisals on due date. 67 System should have a functionality to define and maintain key objectives against each employee. 68 System should be able to maintain seniority criteria of the employees as per company policy. 69 System should be able to define the eligibility criteria for promotions. 70 System should be able to generate the report for the employees eligible for
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promotion as per defined company policy.
71 System should be able to map vacant position criteria for promotion. 72 System should be able to increase basic salary after promotions as per defined company policy. 73 System should facilitate to generate promotion letters and forward the same to the promoted employees. 74 System should be able to integrate with existing Pension system on SAP for pension processing and relevant accounting/ reporting 75 System should provide report on refundable and non- refundable loans details. 76 System should provide employee wise and funds wise reports. 77 System should pick up employee master data from the HR module. Same employee code should be automatically assigned to employee in fund. 78 System should automatically fetch employee contribution to fund from payroll.
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79 System should have functionality to calculate accumulated balances in respective funds. 80 System should facilitate generation of funds accounts from the system. 81 System should have functionality to produce Provident Fund report to provide the monetary activities relating to the Provident Fund occurred during the processing of monthly salary. 82 System should have functionality to raise loan requisition online. 83 System should have a functionality to record details of loans and advances disbursed to the employees from funds. 84 System should have functionality to calculate accumulated balances on final settlement. 85 System should facilitate auto generation of final settlement on separation. 86 System should automatically adjust outstanding loans on final settlement.
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Business Intelligence:
Sr.No. Functional Requirement Vendor Module Remarks Response 1 System should have scalable, efficient query analysis features and online analytical processing 2 System should be able to integrate data from multiple databases and pre-packaged application sources. 3 System should provide interactive dashboards that display personalized information and allow drag- and-drop reporting to help guide users in effective decision making. 4 System should offer a reporting engine capable of generating reports from multiple data sources in multiple formats. 5 System should offer comprehensive MS Office integration.
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Functional Requirement – Payroll, Pension and Financial Statements Human Resource Management-Payroll & Pension Requirements
1 Ability to maintain master information of all employees as per CNIC - Personal Data with Basic pay and other allowances applicable, GPF No., PAN no., Bank account no., Leave Account, Service Book, Sanction of the pension from competent authority, Application for commutation, History of Service, LPC, time to time fixation of pay etc. 2 Snap, thumb impression, family declaration from ID card, Railways Card, no demand certificate (it is necessary to check if any advances/recovery are due against him) Now Summary /Precise is made by pension through all the record mentioned above. 3 Calculation sheet is made on which we calculate commuted value. 4 Pension case has been completed now 5 Pay order for commutation 6 Issue PPO/online of pension. 7 Reconciliation with the banks. 8 Revision of pension on account of revision of pay or any emoluments. Provision of this revision of pension should be incorporated into the new software. 9 Family pension and restoration of pension should be automatically done by the software. 10 Option of ceasing of pension (Death, life certificate, age of son more than 21 year). There should be a click of these options. 11 Reports to incorporated into new system 12 Scale wise report, division wise report, designation wise report, department wise report, minimum/maximum pension wise, complete payment history of individual, periodical reporting (monthly, annual, weekly etc.) head wise report (medical allowance, net pension, gross pension), financial forecasting for next years 13 Requirements for Payroll Processing (Payroll & Pension Should Be CNIC-Wise) 14 Before payroll processing there should be a source document which is required to do any change feeding into the system i.e. change form is required before
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feeding data into the system. After confirmation of data entry we will simulate report. System (Software) should indicate the errors automatically. Then all the errors should be removed one by one or collectively with the help of some tool bar. 15 Run the actual pay roll After running of the actual payroll, there may come about 20% errors then should again be some tools to remove those errors. After removal of errors system should determine electronically that errors are removed (error are zero) e.g. date of employee showing error =100,errors removed = 100 , errors rejected (not removed)=0 16 After confirming that all the errors are removed system shall generate, a) The credit advice to bank (CAB)
b) Summary of CAB.
c) Report of employees who are drawing got their salary by cheques or cash.
d) System will generate the report head wise/tour wise, summary of grand total.
e) Reconciliation reports
f) Cheque preparation (main bank wise). if there are 26 main banks, then only 26 cheques will be prepared and with each cheque will attach a detail of salary employees’ Bank branch –wise’.
g) Forwarding letter to the banks. (tour wise).
17 Ability to maintain Unique master code for each employee from inception till retirement across the enterprise even in case of transfers, deputation etc. 18 Ability to support configuring of various tax rules (e.g. Income tax, Professional taxes) specifying, but not limited to items such as basis and method of calculation, default % rates, general accounts to which tax effects may be posted, applicable stat 19 Ability to configure outline pay structures at various levels and types (such as permanent, contract employees, trainees etc.
Functional Requirement – Payroll, Pension and Financial Statements
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Transaction/process/Activity Requirements General Requirement 20 Ability to define internal organization structure like making Units across multiple entities 21 Ability to generate complete trial balance, P &L account and Balance Sheet at these levels 22 Ability to create departments/functions etc as flexible hierarchy to roll up cost 23 Ability to do planning at the above two hierarchies 24 Ability to maintain multiple planning versions 25 Ability to support "Double Entry System of Accounting" on "Accrual Basis" as required under Companies Act in general and Schedule VI requirements in particular.
26 Ability to maintain and enforce for strict compliance, the Delegation of Powers (DOP) of the Company with a facility to update/modify delete/add powers/grades etc.
27 Ability to implement Work-flow based mechanism of put up of proposal, concurrence, re-comment, forward for approval, refer to backward for necessary action, refer to across functions for getting back along with comments/ remarks/ information/ attachments
28 Ability to generate vouchers automatically based on the work-flow outcome as defined by the business rules
29 Ability to maintain Foreign Exchange rates data from excel or any other system to ERP. 30 Ability to upload exchange rates data from excel or any other system to ERP. 31 Ability to maintain the Holiday list of KMRL and that of Banks/Govt. as applicable for determining Due Dates on various occasions or any other purpose.
32 Ability to integrate the Finance Function with other functions in ERP and other legacy systems retained.
33 Ability to upload and retrieve .the supporting documents (soft version) with the vouchers. 34 Ability to download reporting in excel and also in a formal suited for XBRL reports. 35 Ability to update Excise/Service Tax (ST) Registers/Records on dispatch of goods/services.
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36 Generation of necessary TDS/TCS/VAT/ST and other statutory returns. 37 Ability to pass necessary entries, as per defined business rules, in case stocks dispatched to branches/stockyards
38 CASH/CHEQUE MANAGENT 39 Ability to record Cash receipts and advances (with such details as - To, date, Amount, Approver etc)
40 Ability to print Payment Voucher, Receipt voucher, Cheque with pre-printed stationary
Functional Requirement –Accounting , Financial Management, Costing, Legislation (Tax), export commercials and payroll 41 Ability to print pay-in-slip (request for bankers' cheque, DD etc.), money-receipt, deposit slip, Covering letter etc. from system 42 Ability to have cash verification. electronic reconciliation with banks/ financial institutions. 43 Ability to generate cash outflow / inflow for user defined period 44 Receive online payment vouchers with respect to cash, bank and e-payments and receipt Challans from various sections 45 Online verification of signatures in payment vouchers and authorisation slips
46 Ability to cancel cheque in system 47 Adaptability to all modes of bank _payments such as e-payments, cheque, bank drafts, CMP, E- transfers etc. 48 Ability to throw alerts where payments are made before due date, where payment is overdue. 49 Ability to restrict certain document types in cash/bank book
50 Ability to account for the direct debits/credits in the bank accounts in the cash book 51 Forecast expected date of payment to vendors based on payment terms (linked to PO raised, expected date of delivery, receipt of invoice, contractual terms & conditions etc.)
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52 Forecast expected date of collection from customer (distributors/CFA) based on payment terms (linked to Sale Order date, expected date of shipment, invoice date etc.)
53 Periodic forecast of receipts and payments across the unit/ Organisation.
54 Forecast in currencies (separately for USD, INR PKR etc)
55 Ability to prepare Fund/cash flow statements from revenue and capital budget. 56 1.Bank Reconciliation 57 Bank Master Maintenance - maintain list of approved banks 58 Ability to reconcile payments and collections to eliminate any duplicate data entry 59 Ability to reconcile with General "Ledger to consider any bank related journal entries such as those for bank transfers etc 60 Ability to reconcile bank statement with payments, collections, adjustments etc recorded in the system based on the cheque number or such other reference number 61 2. General /Ledger 62 2.1 Accounts
63 Option to have same or different chart of account structure across the organization
64 Ability to record asset, liability, expense and revenue against each dimension in the chart of account structure
65 Capture multiple dimensions (e.g. department, location, product, project, personal no. etc) in the chart of account
66 Ability to record asset, liability, expense and revenue against each dimension in the chart of account structure
67 Option to have centralized or decentralized maintenance of chart of account values
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68 Facility to put start and end date to use of specific chart of account values, activate and deactivate as and when required 69 Maintain Parent-child hierarchy in chart of account values 70 Restrict access to specific values to specific users / units 71 Enable identifying inter unit account cedes with auto generation of advices 72 2.2 Calendar 73 Define calendar based on organization's accounting and reporting requirements Calendar periods should be able to be defined by the user Calendar can be defined as uneven periods, adjustment periods, or to a maximum of 366 periods Multiple calendar definitions shall be allowed
74 Facility to open multiple accounting periods i.e. open the next accounting period before closing the current accounting period
75 Facility to open multiple accounting years by opening periods in multiple accounting years 76 Close an accounting period to prevent any entries in that period 77 2.3 Journals 78 Support manual entry of journal vouchers 79 Facilitate entry and approval of Journal vouchers (maker-checker) 80 Ability to have automatic journal numbering identifiable with section / department etc. 81 Journals to have unlimited number of lines including narration for the journal as well as each line 82 Look up account numbers and descriptions during journal entry 83 Use codes to default account combinations 84 Facilitate Journal Voucher Printing 85 Allocate overhead account balances to other accounts based on fixed amounts or user defined base 86 Automatically create journal entries from allocation schedule 87 Automatically generate recurring journals 88 Facility to link reversed journal to original journal
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89 Ability to consolidate group company accounts on yearly / quarterly basis. 90 Ability to automatically net off the expense and revenue accounts closing balances to retained earnings account and carry the same to the following accounting year.
91 Ability to carry forward assets and liabilities to following accounting year 92 Capability of defining separate consolidation and final accounting procedures for selected accounting units e.g PF Trust, Foreign subsidiaries 93 Ability to support provisional journal entries 94 Ability to pickup previous year figures in current year financial statements and ability to regroup/reclassify previous year figures where necessary
95 Ability to have different document type for memoranda provisional entries for monthly / quarterly closing and also to facilitate auto reversal of these entries in the immediate succeeding month.
96 Ability to do Segment reporting 97 Ability to integrate the General Ledger' Accounting with: Asset Accounting; FI Accounts Receivable and Accounts Payable; Costing; Materials Management and HR 98 Ability to generate G/L Account 99 Ability to generate Transaction Figure Display 100 PROCURE TO PAY Management '1; 101 1. Invoice Processing 102 Ability to track invoices received not processed/paid 103 Enter required vendor invoice details manually for matching at material receipt / payment level payment level
104 Ability to Generate invoices automatically based on predefined criteria (e.g. running bills, invoices based on receipt of material etc.)
105 Ability to record details like liquidation charges, payment against billing schedule, chemical analysis, applicability of TDS etc. in the PO
106 View and match invoice to PO eliminating need for physical PO
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107 Ability to view details of services received in Work-Order entry sheet 108 Ability to match services received; PO for the services and Invoice for services 109 Automatic alert for non compliance of PO terms (documents, price, delivery date, other conditions of contract).
110 Automatically place on hold invoices not matched to PO for specific vendors 111 Automatic accounting for invoices based on POs by linking to A/c master 112 Default tax details from vendor master (CST lOS/Service Tax/Entry Tax 113 Calculate / deduct TDS / statutory taxes etc. automatically 114 Maintain exchange rates centrally, with payment in centralised / decentralised way. 115 Restrict GL date to the open accounting period only 116 Automatically apply based on contract tax / freight / handling charges across multiple invoice lines. Ability to communicate with FBR system to cross check/verify
vendor status for TAX calculation and recovery 117 Place invoices on hold to prevent further action at different stages, like payment etc. 118 Recording of project invoices with details of project code, activity, task etc. 119 Allocate single invoice expense line to multiple GL account with responsibility code 120 Indicate vendor balance before making payment. 121 View and match invoice to PO, Receipt in the system at line level eliminating need for physical PO / GRN 122 Automatic three way (invoice, PO and GRN) matching process after the invoice details are entered in the system
123 For payment made on the basis of performance, provision should be there to capture the performance measure against PO and actual performance against GRN
124 Ability to block payment to a Vendor till such time as desired
125 Ability to analyse ageing of vendor balances at any given point of time whether current or past or even future.
126 Ability to generate vendor account statement to be sent to the vendors
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127 Ability to link payments to completion/installation details. 128 Ability to compute and pay discount as per the terms agreed with vendor/supplier 129 Posting in Accounts payable to be simultaneously recorded in General Ledger 130 Ability to generate balance confirmations, account simultaneously recorded in the general Ledger 131 Ability to manage vendor master data (create read update and delete) 132 Ability to add details like Vendors, Cheque No. etc. in the purchase master file 133 Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability 134 Ability to generate and capture appropriate Debit / Credit memos against specific trading product invoice(s) to adjust inter-unit between procurement and marketing (VAT,CST, ED, Excise, transfer price etc.) PAY ROLL PROCESSING 135 2. Leave Records 136 Ability to maintain leave records for computation of increments/pay revision with retrospective effect 137 5. Payroll Management In addition to the standard payroll functions, the system should also perform following functions: Indirect Evaluation Basic Increments Dearness Allowance House Rent/Hiring Car and Conveyance All other Railway specific allowances (as stipulated in Pay & Allowances Manuals) Long Term Reimbursements Fringe benefits Income Tax Third Party Deductions Income from Other Sources Tax on Arrears 138 Exemptions
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Exemption on Leave Travel Allowance Exemption on Medical Reimbursements Exemption on Medical Insurance Exemption on Child Education Allowance Exemption on Child Hostel Allowance Exemption on Other Allowances and Reimbursements Exemption on Leave Encashment Previous Employment Tax Details Professional Tax Provident Fund
Employee State Insurance Labour Welfare Fund Nominations Minimum Net Pay Recovery of Rounding off Amounts Loans Enhancement One Day Salary Deduction Mid Year Termination Work Bench Gratuity Superannuation Forms as applicable
139 Ability to support configuration and parameterization of different pay components including facility to add/modify/delete pay components
140 Ability to maintain employee data cost centre wise 141 Ability to define pay structures at various levels and types (such as permanent, contract employees, TLA, consultants, trainees etc.)
142 Ability to support calculation of different allowances based on user-defined criteria 143 Ability to maintain all pay related rules (user definable) for automatic maintenance/
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updating of data. 144 Facility to indicate carryover and partial recovery 145 Ability to generate monthly balance and cumulative balance position of various accounts related to payroll for user definable periods.
146 Ability to support withholding of any amount recoverable from employee against salary, Gratuity and other dues payable to employee 147 ability to enter, administer and perform payroll for company loans, Voluntary Deductions, Recurring Payments/Deductions and additional payments 148 Ability to prorate salary and allowance payment based on employee hire or resignation date 149 Provide Roster (create, edit and display rosters and roster points) for
Recruitment, promotion, transfers of employees in accordance with the reservation policy Reporting staffing details to the government
150 Generate correspondence letters relating to promotions, transfer, confirmation, retirement and salary certificate
151 Ability to compute both annual and promotional increment through this component 152 Ability to run Payroll in addition to the regular payroll run for a specific day and for individual employees 153 Ability to allow: Pay Scale Grouping for Allowances for • Compensation structure applicable to an employee
• Value of compensation for an employee
• Deputation
154 Ability to calculate Indirect Evaluation (It is a method to calculate the eligible amounts for some of the wage types) 155 Ability to Generate following: Remuneration
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statement Payroll journal Payroll account and Wage type report
156 Ability to handle instances where nominees of deceased employees opt to receive last drawn basic pay and DA, upon deposit of GPF and gratuity dues
157 Support retroactive accounting(Automatically recalculate payroll in event of change in master data and time data in periods for which payroll has been already completed
158 Arrears calculations shall support payroll increases with retrospective benefit. 159 EDI of salary information to the bank account 160 6. Final Settlement 161 Ability to take care of final settlement process to arrive at net amount to be paid or recovered 162 Ability to receive No Due Certificates from concerned departments before making final settlement 163 Ability to compute leave encashment and gratuity payable in final settlement cases PAY ROLL PROCESSING 164 Ability to generate reports/forms/ statutory returns as and when required 165 Ability to handle credits i.e. CENVAT/VAT/ST/ Customs/CVD/Cess/ etc. 166 Ability to generate VAT registers and returns under the VAT rules/Act. 167 Ability to generate ST registers &returns under ST rules/Act. 168 Ability to issue certificates to entities for various tax recoveries and remittances. 169 Ability to segregate labor and material portion in a contract and apply the relevant statutory rules for the same 170 Ability to support deduction of Tax on advance payments &provisions 171 Ability to prepare the necessary return files in the format specified by the respective tax authorities 172 File tax returns electronically and submit details requested for by tax authorities either as attachment to the return or by email 173 Define payments schedules of various taxes and duties 174 Ability to compute recovery, remittance and filing of returns of various taxes and duties 175 Ability to track various deposits with statutory authorities for different purposes 176 Ability to capture invoice and dispatch data for excise duty purposes 177 Provision to flag / identify documents eligible for Cenvat / Service Tax credit
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178 Provide payment schedules of various taxes and duties and give alert to user for deposit of tax / duties in time 179 - 180 Provision to reconcile Excise records with Accounting records 181 Support VAT, CST and ET reconciliation 182 Ability to record receipt of various forms from customers / other units etc. REPORTING/DOCUMENTS OUTPUTS/ MIS REQUIREMENTS 183 Reports for various time periods 184 Sales/Revenue Reports 185 Financial statements &consolidation 186 Function wise profitability report (Revenue Manual) 187 Gross Revenue projections and Cash flow projection (Revenue Manual) 188 Capital budget utilization 189 Financial analysis 190 Variance analysis 191 Cash Flow - (a) Actual/Cumulative (b) Projected/Cumulative 192 Inventory Position 193 Receivable Status 194 Analysis of Current Assets compared to Production/Sales
195 Non-moving/Slow Moving inventories 196 Ageing analysis of loans & advances
197 Ageing Analysis of Debtors 198 comparative report on Purchase orders with Capital budget 199 Cost centre wise/Business unit wise reports 200 Capital budget –unit wise/Cost center wise/business unit wise& consolidation 201 Capital budget utilization statement 202 Budgetary expenditure Vs Actual-month wise/Cumulative 203 Status report of Policy Claims 204 Unit wise premium paid towards Medical Insurance/Group Personal Accident Policy 205 Asset Register, Capital Budget Utilisation Statement, Asset Pending Commissioning, Asset Purchase/put to use – pending purchase orders 206 Salary Statement, Month wise, .Section wise Salary Summary, Addition/Deletion
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Statement of Employees. 207 Expense analysis 208 Asset management reports 209 Status Report on Audit Observations 210 Costing reports 211 Sales Tax details report 212 Pending payments details report Functional Requirement – HR 1 Ability to update a field indicating whether the employee has been allotted Govt. Accommodation or opted for house requisition and lease facility and link it to the payroll 2 Ability to track each employee's start dates and end dates for each position held / event during service for user-defined period. 3 Ability to create/ update organizational chart of all positions and reporting relationship 4 Ability to drill down facilities to access information of the employees at various levels - to go from organization level to sub levels like Unit level, department level and employee level 5 Ability to provide restricted access to different classes of employees master data 6 Ability to track, calculate and trend employee participation through Knowledge Management database Transaction Process / Activity Requirements Training 7 Ability to incorporate the Induction Plan (a plan of about 3-4 weeks during which the newly inducted employee move across all de departments and understand their working) 8 Ability to enter the evaluation results in the system of the individual induction reports prepared by the employees at the end of the Induction programme. 9 Ability to check whether the employees have crossed the expected benchmark score in their evaluation results the evaluation committee
10 Ability to provide a Training Needs Requirement Form to employees online which can be filled in the system and the results can be collated for analysis 11 Ability of the Corporate HR to prepare a comprehensive Training Plan in the system based on in outputs on training needs 12 Ability to perform a comprehensive skills gap analysis using Skills Gap Form for non- Page - 184 - of 259
executives on a periodic basis by each department 13 Ability to plan, maintain and track Training Schedules for executives and non- executives 14 Ability to collect training feedback online 15 Ability to capture details of the On-the-job training. 16 Ability to automate the workflow of training requisitions approvals etc. 17 Ability to evaluate cost of individual trainings and validate the same with the training budget line item 18 Ability to capture details of discipline (channel)-wise, program-wise courses conducted - monthly, quarterly, half-yearly, yearly and cumulative 19 The system should be able to send training notices /reminders at pre-determined timelines to participants via email/SMS etc. 20 Ability to maintain external certifications obtained by staff 21 Performance Management 22 Ability to capture all details of the Performance Appraisal (PERs) Forms in the system Ability to enable workflows between Employees, evaluators and reviewers in a step by step fashion 23 Ability to link promotion eligibility based on performance ratings and disciplinary actions for employees 24 Ability to setup goals / performance expectations for individuals at the beginning of the year and even in mid-year (optional) 25 Ability to maintain the appraisal ratings and feedback in the system for the current year 26 Support to generate reminder letters/e-mail to the employees/ appraising authorities in case of non- submission of appraisal reports etc. 27 The system shall store the results of the employee's performance evaluation such as Start and End Date for evaluation, Reporting/Supervisory level , Total Score, Employee Development information. 28 Ability to archive appraisal ratings and feedback in the system for previous year Recruitment 29 Ability to interface with Govt. authorities for intimation of vacancies for sanctioned strength of trainees under Apprenticeship Act. 30 Ability to arrive at vacancies to be reserved for all categories including disabled and females 31 Ability to raise the indent / Manpower Requisition Form (MRF) in the system 32 Ability to introduce workflow-based approval system for the MRF / indent Page - 185 - of 259
33 Ability to maintain applicant database in the system 34 Ability to connect the online application link (at testing service agency website) to the central applicant data base 35 Ability to conduct first level of screening in the system by matching against key words of educational, skill requirements mentioned in the indent 36 Ability to gather the list of Candidates from the Govt. Authorities 37 Ability to enter the details of short-listed candidates who respond to advertisement on the basis of age, qualification, experience and any other prescribed criteria. 38 Ability to schedule interviews of the shortlisted candidates and enter interview results / comments in the system 39 Ability to generate Interview Call Letter 40 Ability to receive online approval from 41 Ability to generate Appointment Letter 42 Ability to update and maintain the recruitment tracker on employees joining / not joining after appointment letter is issued. 43 - 44 For Training & Development Scheme, an approval note on the list of positions, job: specifications, is generated. The system should support in generating this and also have the ability to route the approval workflow to the concerned authorities 45 Ability to track, calculate and trend for various categories a) Recruitment cost incurred/employee b)Time taken for filling up a vacancy i.e. from paper ad to appointment letter c) No. of days taken to respond to an applicant etc. 46 Ability to maintain temporary posts as per requirements Joining Relieving 47 Ability to capture information of the joining Form and transfer the data towards maintenance of Employee master. 48 Ability to generate unique Employee Code 49 Ability to apply and submit resignation online in the system 50 Ability to generate Dues Report for the employee and show any outstanding amount in any category / department from the system 51 Ability to generate no Dues certificate /clearance to the employees 52 Ability to capture and archive relevant details from exit interview. Attendance & Leave Management
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53 Ability to integrate attendance punch card and bio-matric attendance system with the HR module of the ERP. 54 Ability to enter and modify attendance data of employees directly in the system when punch cards and bio-matric attendance system are not operating 55 Ability to link up attendance with salary processing / financials 56 Ability to apply and approve leave online 57 Automate the leave approval workflow of the employee through the concerned approving authorities 58 Ability to maintain and update the leave database for employees 59 Ability to scan / capture details of medical certificates with relevant Leave Record of the employee 60 Ability to maintain updated leave balances against individual employees 61 Ability to link wage / salary cut due to excess leave taken by employees 62 Ability to record time stamp of records entered and prevent back dated entries Advances and Loans 63 Ability to set up loan eligibility against different employee grades. 64 Ability to apply and send online application for loan in the system to HR 65 Ability to generate section note and its approval online in the system 66 Ability to process different loan and advances to the respective employees and intimate through Payroll to Accounts section for initiating monthly recovery process. 67 Ability to link the principal amount of loan and advance and accrued interest with the status of GPF (interest / non-interest basis) 68 - 69 - Increments 70 Ability to maintain and update the scale of pay for different categories of employees of the organization 71 Ability to generate list of employee due for increments (preferable one month earlier) 72 Ability to calculate the increments as per the scale of pay for employees who have served for 12 months - as business rule 73 Ability to send auto alert/e-mail to the concerned departments on change of pay-scale of the employee 74 Ability to generate monthly pay slips, revised pay slips and last pay certificate (LPC-on promotion, transfer and retirement) for each employee through the system.
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Leave Encashment 75 Ability to configure necessary business rules for leave encashment (through linking the claim with leave account) in the system for different categories of employees 76 Ability to raise Leave Encashment Application in the system. 77 Ability to process cases for payment through Finance / Accounts section. Medical Claim & Medical Reimbursement 78 Ability to maintain and update a master of approved hospitals / health clinics/Insurer etc. (authorised medical attendant/s) 79 Ability to raise Form to intimate the department/section regarding the admission in hospital (AMA) 80 Ability to process claim with the department or insurer as the case may be. 81 Left Blank 82 Ability to enable selection the option of Medical Reimbursement as against medical allowance 83 Ability to fill up online medical reimbursement form for regular/retired employees.
Promotion and pay Fixation 84 Ability to configuration time-based and vacancy-based promotion policies and salary fixation 85 Ability to introduce workflow-based approval process if required 86 Ability to generate promotion order in system 87 Ability to capture minimum attendance criteria, performance rating and seniority and qualification criteria for vacancy and promotion 88 Ability to prefer optional fixation against fixation online 89 Ability to generate a list of employees due for promotion (based on tenure of service and any other business rule which can get up dated time to time) 90 Ability to generate a Pay Fixation Statement as per pre-defined business rule, in case employee has selected Pa Fixation E-Procurement General 1 The system must be able to log all the activities carried out on the system by any user. 2 The administrator shall be able to make intelligent search on the log based on user name, time period, type of activity, etc
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3 Audit trail of the entire system operations shall be maintained in secured environment.
4 The E-Procurement system should adhere to' stringent security norms like SSL, firewall and other CVC guidelines 5 E-Procurement system will have native integration with back-end functionalities for operational procurement, inventory management. 6 E-Procurement system will be capable to handle both materials and services 7 The solution should have comprehensive business workflow engine to create and manage different kind of workflow requirements triggered by specific events 8 .E-Procurement system should have comprehensive functionality for supplier evaluation 9 Supplier evaluation can be done based on past purchase transactions considering different parameter like price, quality, delivery, services etc. The score of these parameters could be calculated automatically by the system or entered manually.
10 System will have provision to conduct supplier evaluation based on feedback from business users through questionnaire. The questionnaire can be triggered on specific events automatically by the system or by conducting a web-based survey.
11 It shall have standard reporting formats available. Reports shall be available in these standard formats at any given time.
12 The system must provide detailed drilled down reports
13 The system must enable user to configure/develop reports on different parameters for trend analysis, reports on supplier participation etc
14 Management of user IDs and password and setting up hierarchy levels and role definitions for different users
15 System will support multiple currencies 16 The system must provide a supplier administration module to add, delete, enable or disable the suppliers or supplier group 17 The system must provide for reports in both flat file and Excel formats. 18 The E-Procurement system should have document collaboration facility among purchaser, bidders and suppliers. They should be able to share documents in a secured manner online. The upload, download and storage of the documents would be folder- based and easy-to-use. 19 The solution will have in-built capability to create purchasing documents, legal
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contracts with clauses, terms & conditions etc and stored in a structured manner. The output could be PDF MS Word or XML file.
Vendor registration
1 Facility for empanelment/registration of suppliers on the portal 2 Provision to create different questionnaire for different product categories and services 3 Supplier will be able to register or apply for certain product or services themselves over internet by entering/answering basic questions. 4 Based on supplier selection or application, a questionnaire can be sent to supplier in a secured manner to get more information 5 The quotations can be categorized. 6 Questions can be answered through texts, checkboxes, yes/no with validity 7 Designated person can check and review answers of the questions and then approve or reject the registration request 8 There will be supplier directory to check different supplier with their statuses 9 Potential suppliers can be confirmed to be supplier of materials or services 10 Supplier will receive administrative login and password information so that they can maintain their own information online 11 After approval, supplier will be able to get notification for tenders, purchase order etc to collaborate with purchaser 12 Suppliers will get administrative role to create other user ids for their organizations to carry out different purchasing activities according to different roles E-Tendering 1 Employees will be able to raise purchase request themselves or on the behalf of other employee 2 Solution should have the capability of team purchasing where they can do all the sourcing activities as a team and collaborate 3 The system shall be capable of handling limited tenders, open tenders, global tenders rate contract, reverse auction etc 4 There shall be no limit with the system in terms of interacting with Payment Gateways for purpose of financial transactions 5 E-tendering system will support complex service procurement where service can be defined in a multi-level service hierarchy with defined value limit 6 For each type of payment, the work flow for making payment shall be part of the process. For example, if vendor has to make payment for tender form, the web page Page - 190 - of 259
where tender forms are listed shall guide the user to make payment. Once the vendor chooses to pay he shall be taken to the payment gateway and payment shall be accepted. 7 System shall be capable for adoption for supporting different kind of formats of tenders, tender conditions and output reports as defined by the purchaser 8 The base currency of the System must be Pak Rupee. The currency shall be customizable/configurable in case of global tenders. 9 The system must allow Users to locate tenders quickly through on-line search facilities in a variety of ways including tender number, generic descriptions, etc. 10 The system should provide the following bid stages in the tendering process: i. Pre-Qualification bid stage ii. Technical bid stage iii. Reverse auction Price/commercial bid stage iv. Single stage, techno-commercial bid stage 11 System should be configurable to create various types of users as mentioned below Authorized personnel from purchaser for access and use of the different modules of the system like NIT, Bid preparation, bid evaluation etc ii) Authorized personnel from the bidder organizations iii) System Administrators iv) Super user to control all operations on the e-Procurement Portal; and v) Any other user such as payment gateway providers or as per the architecture of the proposed solution by the vendor / consortium. 12 Secured electronic alert facility to the registered suppliers on the portal. whenever a new tender / corrigendum / addendum is published 13 Search facility for the tender floated on the web site category wise, tender no wise etc. 14 Users shall enter the quantity required for tendering directly into the tender based on manual inputs received by them. On receipt of indent for a particular item, the user shall initiate the preparation of tender document along with technical requirements payment terms, Schedule of requirements, price schedule etc . 15 The tender document shall be prepared online. These shall be a provision to prepare each section, for example special conditions, functional requirement if any, schedule of requirements, price schedule, technical specification etc, separately by different users assigned by administrator.
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16 There shall be a work flow to get the prepared tender document approved online by the concerned section users for the purpose of floating the NIT by the concerned procurement wing. 17 There shall exist a facility to authorized personnel of supplier organizations for - Online his remarks in the space provided for the purpose. These remarks and suggested changes shall be viewable to the user who prepared the document. He shall be able to imbibe these comments in to the tender document online. 18 There shall exist a facility to authorized personnel of supplier organizations for - Online downloading of Complete Tender Documents, multiple addendum and multiple corrigendum with online payments or offline payments received through demand drafts. Activation of Online/Offline payments modes shall be configurable 19 The GUI of the system shall have a tender designing facility. Designing of tender documents for different types of tenders such as EOI (expression of interest), Limited Tender, Advertised Tender, Global Tender both for works, consultancy and supply of goods and services shall be possible so as to include existing features of submission of bids with complete break up indicating basic rate, excise duty, sales tax/VAT, packing forwarding, freight etc., with supply to multiple consignees 20 As and when addendum or corrigendum is posted, all suppliers who have officially procured tender document online should receive automatic online reminders through registered emails 21 The relevant approving authority should get an email alert whenever any NIT has come to him/ her for approval 22 NIT shall be visible to users of in the approval hierarchy: The NIT approver should have the following functionalities: Approve the NIT, Reject the NIT, Route the NIT to a specific person for review, Insert comments 23 For creation of NIT there shall be a proper approval process which may involve many users who are in a hierarchy. The transactions and remarks of such users shall be visible to all users in the same hierarchy. On final approval, already configured for each hierarchy, notice/message shall go the user who initiated the process 24 The NIT/Tender creator should be able to select any combination of these stages to create a single stage or two stage or 3 stage tender. 25 A provision shall exist to take a print out or send mail to approved print media addresses in a predefined format. 26 The System must provide the facility to publish the NIT on its web interface for public The link for website shall be provided in official website also
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27 On publication of the tender, the system should generate an email/SMS alert to the registered suppliers and concerned company users 28 It should be possible by configuration to have a copy of the Tender Document for free online viewing by prospective suppliers 29 The official copy of the Tender Document downloaded online after making the necessary payment, if any, (online or offline) should have a unique reference number such that these are not transferred to other Suppliers 30 There should be facility for re-bidding for one or more bid parts without having to re- float the whole tender. 31 The System must allow tenders to be tracked through their lifecycle, providing visibility of tender status, user comments and responses, evaluation &decision history, etc 32 The system shall have pre-bid queries/clarification functionality. 33 The system should allow for issue of corrigendum's/amendments to be published on the E-Procurement site. 34 The system should be able to send an alert to the concerned vendors. 35 All such corrigendum's/amendments shall become the part of the tender on closing of the tender and shall be viewable accordingly 36 The bids, during submission, shall be encrypted using public keys of vendor. The opening of the submitted bids shall only be possible through private keys of the vendor either from his remote position or being present physically at company's location for tender opening. The same process shall be repeated for all the bids of different vendors. 37 The vendor shall be allowed to revise his bid before due submission date of the bid as defined in the tender document. Only the last bid submitted by the vendor shall be considered by the system. 38 Issue of clarifications or any document issued to the bidders post or pre tender submission. For this purpose, bidders shall receive notification for any notice issues for tender clarification, addendum or corrigendum 39 After the submission of bids, it shall not be possible to change anything in the bid from either side. Bidder shall explain this feature in the bid response. The same process shall also be mentioned in the help menu of the portal. 40 The system shall ensure secured flow of content and delivery of the messages with different users. 41 It shall be possible to submit Bids, online, in single or multiple stages such as pre qualification, technical and financial bids as specified in the respective tender or as per the procurement policy decisions.
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42 The bid submission process shall be designed in such a way that all required documents type configured) and bid components shall be uploaded at the time of bid submission. In case any document is not uploaded, the bid submission process shall not be completed. The mandatory documents shall be indicated by the user uploading the tender by way of making /on various options during the tender preparation. 43 It shall be possible that all key parameters of technical bids are filled by the bidders in a pre defined format. The system shall have provision to allow any additional information/document that the prospective bidder may be like to submit as part of the bid submission. 44 For financial bids, it shall be submitted in a pre defined format. All the mandatory fields in the financial bids shall be filled without exception. Bidders shall not be allowed to progress further in case he/she leaves a field unfilled. 45 Apart from listed items in financial bid, the vendor shall be allowed to insert additional items which he/she wants to quote as part of bid. Separately, he/she shall also be allowed to give breakup cost of line item if required. 46 It shall be possible to view the submitted bids in a consolidated fashion to both the bidder and company in a pre defined format. The summary of bids shall be viewable to the bidders when they are submitting the bid and to company users when the bids are being opened. 47 For the financial portion of bid , it shall be possible to submit the name of the product, qty offered , unit price, different taxes applicable, discounts offered and the total price etc 48 The bidders shall be given the option to insert additional fields in the financial bid form to insert any additional levies/taxes to cater to extra ordinary charges/levies 49 For global tenders it should be possible to submit price-bids in prescribed foreign currency as specified 50 All the received bids hall be stored in and encrypted form in a electronic secure tender box. These bids shall be time stamped and entire process shall be highly secure. It should not be possible to open and view the contents of the Electronic secure Tender Box till the specified time has elapsed. 51 Facility shall be available to the authorized user to login simultaneously within a defined period to open the technical bid and price bid. All the designated persons need to be logged in with the time-period and open the bid. Bid administrator will be able to assign technical bid and price bid openers in a tender.
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52 The system must not allow Users from viewing the bids before the tender opening date & Time 53 System should have the capability to involve internal and external experts for online bid evaluation. 54 Experts will be able to provide their score and comments online 55 The comparative sheet of the price bids along with the technical bid details shall automatically get transferred to the Evaluation Committee members, whose email id shall be predetermined and configured in the system. 56 The System must automatically process and save the bid evaluation results in a specified folder. Authorized users, including the Evaluation Committee members shall be allowed to view and evaluate the bidders' responses against the parameters specified and attach evaluation results to the bids with their comments. These comments shall not be visible to users other than the evaluation committee members. Each tender may have specific and unique evaluation group. 57 For Price-bids of global tenders, it shall be possible to prepare related comparative charts in the offered foreign currency converted to PKR as per the conversion factor defined. If the conversion factor has not been defined earlier at the NIT stage then before opening of the comparative chart the system shall prompt the user to enter the necessary conversion factor. 58 After evaluation process is over, the bid documents shall be stored in a secure manner with use of digital signatures etc. No tempering of these stored bids shall be possible as they may be required to be produced legally on a later date. 59 The System must support separate workflows for Pre-Qualification, Technical, Commercial and Techno-commercial evaluation stages. 60 For each stage of evaluation, the approver shall have the following functionalities: Approve the evaluation of the evaluator, Route the Evaluation to a specific person for view and comment either within the department or sub-department or between different departments, Insert evaluation report 61 Facility shall exist to prepare the report of the evaluation committee with the help of pre designed templates. The report shall be submitted through an online approval process in a desired/configured hierarchy. 62 The facility shall exist for preparation of online contracts/P.O.s with basic formats readily available in the system. It shall be possible to insert any product specific conditions through a separate link or drop down menu or any other means so as to insert the same in the contract
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63 Provision of awarding contract to one or more bidders based on tender conditions after proper approval through online approval process as in other modules of this tender The parameter and percentage of quantity to each vendor shall be pre-defined at the time of NIT preparation. 64 Create, approve and dispatch intimation of acceptance of tender for successful bidder and unsuccessful bidders. Create &Dispatch of purchase order to the selected single Suppliers 65 Create &Dispatch of split/part purchase orders to the selected Suppliers. 66 Create &Dispatch of split/part purchase orders to the selected Suppliers. 67 System should have provision to process tender fee. Bidders should be able to pay tender fee online 68 Solution should have capability to handle EMD. 69 Solution should be able to manage waiver of EMD or tender fee. Reverse Auction 1 The system shall support wizard driven process to simplify auction creation and administration by an auction originator. It shall be possible to create reverse auctions 2 The system shall allow users to be assign different roles like that of Administrator Super- Originator, Originator, etc. especially for this auction module 3 The system shall automatically extend the auction close time if last bid is received during 'Y' minutes of auction close time where 'Y' is configurable by administrator before the start of auction or Y shall be a global parameter in the system configurable globally. 4 The auction module shall provide the facility of allowing the originator to specify a"Reserve Price" for an auction. The 'Reserve Price' shall not be visible to the bidder 5 The originator shall be able to specify the 'Bid Decrement/Increment' i.e. the minimum amount by which each succeeding bid of a bidder shall be lower/higher 6 There shall be a facility to support proxy bidding for suppliers 7 The system must provide a view of auction items allowing fast and easy bidding by suppliers in case of multiple line items. 8 The system shall support Reverse auctions. 9 The system shall support configuring of different auction rules like lowest/highest bid wins or highest/lowest quantity wins etc. 10 The system shall support Multi Variable Bidding, assigning weights to different variables and formula creation in an auction.
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11 The system shall have capability to allow user to assign weight-ages to different suppliers based on their past performance and quality in an auction as well as commercial evaluation. 12 During an auction event, the suppliers shall be able to s,ee the going lowest price in real time. 13 The suppliers must not be able to see the other suppliers name/ details, bids etc involved in a bidding process. 14 The system shall provide for an administrative tool which offers the flexibility to quickly define the set business rules, including users, starting/stopping/modifying auctions, categories, system preferences etc 15 User shall be able to auto-approve or manually approve the winner in the auctions 16 The system shall enable an auction originator to copy a previous auction instead of entering all the data required for creation of an auction again from a sample auction database. 17 Import capabilities to automatically create auctions from data in Excel spreadsheets instead of data-entry or cloning existing auctions. 18 Export capabilities for extraction of data from the auction system into a flat file or Excel spreadsheet 19 Email notification of auction events with customizable email messages 20 The system shall be flexible so that: i) Unlimited categories, sub-categories and attributes for an item can be defined ii) Auction rules shall be configurable to fit any business need. iii) Both auto-approval and manual approval of auctions shall be permitted, configurable. 21 The system shall allow Suppliers (bidders) to belong to user group(s), which can be associated with categories and auctions. Therefore, a supplier shall only view and participate in auctions, which they are allowed to bid for. 22 The system must allow for the auction event dashboard that would allow user to centrally monitor the price movement in a graphical form, date & time of bid and name of supplier across multiple auction events. 23 The system must allow user to view the list of all the suppliers who are logged into the auction software at any time. 24 The system must dynamically show the auction bid summary and history along with date and time stamp.
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25 The system must allow user to send notifications and pop-up messages to suppliers during the auction. 26 The system must show in real time the time remaining for close of the auction up to the last second to both company users and Suppliers. 27 Reverse auction cockpit should have ability to chat with bidders online Online Vendor Collaboration 1 System will provide an online collaboration platform with vendors 2 Vendors will be able to login through vendor portal and see open purchase orders 3 Vendor will be able to send order acknowledgement through vendor portal on real-time basis 4 Vendor will be able to register shipping notification through its portal which will directly be reflected in company's system 5 Vendor will be able to see order statuses, raise invoices over internet. 6 Vendor will be able to publish its catalogue over internet which will reflect in company's system 7 Vendor will be able to maintain it own information 8 Vendor will be able to create user ids for their own employees 9 Vendor will be able to get notification from purchaser 10 Vendor will be able to confirm service items 11 Vendor will be able to see changed or cancelled purchase order 12 Vendor will be able to reject a purchase order 13 Vendor will be able to partially confirm order 14 Vendor will be able to see delivery confirmation at purchaser site once confirmed by the purchaser. Vehicle & Estate Management 1 Vehicle & Estate Management 2 Left Blank 3 Left Blank 4 Ability to raise and send Travel Forms online from different departments 5 Ability to record daily trips and reconcile with contract/payments settlements Reporting /Document Outputs/MIS Requirements 6 Report of recoverable from salary 7 Report on new joinees, resignees and retirees 8 Reports of employees based on the categorisation of Length of Service, Age,
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Qualification, etc 9 Attendance Report - normal, overtime, unauthorized absence, late arrival, punch recorder output
10 Leave status 11 List of applications and processing status for availing benefits - lease, ~TC etc. 12 Report the number of resignations, retirements, transfers and promotions quarterly / half-yearly / annually 13 Report the current stage and status of a hiring process 14 Report the number of applicants for each positions 15 Report the recruitment cost per department 16 Individual and departmental training reports. 17 Left Blank Vendor Master 1 Centralized vendor master. facilitating single vendor description and automatic numbering code across the organization (supporting such parameters as -Multiple addresses against each vendor, Contact person for each vendor address, Bank Account (e-payment, cheque payment), Tax details required for ensuring compliance with Indian Tax laws considering both direct & Indirect taxes
2 Vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD etc. payment prioritization and other needs) such as 551, ANCILLARY, P5U (5psu, Cpsu) etc. with effective date
3 Centralised vendor payment details (with such details as - Default currency for invoice/payment, Default payment term (e.g. Immediate, 30 days etc.},Payment method preferences (e.g. cheque / DD / Bank Transfer) )
4 Whether vendor is also a customer; If yes, then his customer details 5 default level of invoice matching (e.g. to PO, Receipt etc) 6 Limit maintenance / access to vendor master to specific users 7 Create rate master, item wise/vendor wise for repetitive items against value based Purchase master.
8 Ability to have centralized vendor master facilitating single vendor description and code across the organization. 9 Ability to capture multi Ie addresses a inst each vendor
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10 Ability to have both manual numbering / automatically generated numbering for vendor codes with provision for' maintaining different numbering sequences and formats for different vendor categories
11 Ability to record the following against each vendor 12 Contact person for each vendor address 13 Bank account (e-payments, cheque payment etc. 14 Handling alternate payee (bank, third party) 15 Payment method preferences (e.gchequecheque/DD/Bank Transfer etc 16 Ability to classify vendor master (multiple parameters required to meet reporting, preferential treatment like waiver. payment prioritization and other needs) such as 551, ANCILLARY, P5U (Spsu,Cpsu) etc. with effective date
17 Ability to enter / remove Tax details required for ensuring compliance with Indian Tax laws considering both direct &Indirect taxes 18 Ability to set up default currency for invoice/payment 19 Ability to configure various kinds of payment terms and indicate default payment term e.g. Immediate, 30 days etc.) 20 Ability to de-activate / activate / blacklist vendors with effective dates and assigning status to individual vendors
21 Ability to check whether a vendor is also a customer and if so ability to set-off transactions from AP and AR as per re requirements
22 Ability to configure and allow one-time vendor 23 Ability to restrict access to vendor master to specific users and enable filtered views of the vendor list for various processes as per business rules 24 Ability to conduct vendor registration process and vendor registration process as per predefined business rule
25 Ability to undertake vendor development process in the system as per predefined vendor development protocol Technical Requirement Reporting Capabilities 1 Ability to send the reports through fax or email 2 Ability to have access to data and report based on user authorizations 3 Ability to create custom formulas for repeated use in reporting tool. Page - 200 - of 259
4 Ability to provide standard reports templates 5 Ability to schedule reports to run a periodic intervals 6 Ability to review reports through web 7 Ability to report both at unit level, company level and group level 8 Ability to provide MIS dashboard for senior managements 9 Ability to archive reports and use in Documents managements 10 Ability to create custom report using wizard 11 Ability generate process like lead time between receipt of sales order and payments from client etc. 12 ability to print reports of transactional nature such as a vouchers (e.g invoice voucher payments voucher, GRN etc) to facilitate transaction processing 13 Ability to print report directly through network print 14 Ability to generate report output directly in excel/pdf/tex/xml or such other file type 15 Ability to create ad-hoc reports using filter option/ customization option 16 Ability to allow users the following for creating their own views or reports with ease: - Select column - Apply filters and sort orders -summation -Drill down -Average 17 Ability to use existing MS-word/Excel/PDF document for report template directly 18 Ability to export data from report directly to MS Excel files for further analysis/working 19 Ability to to customize re orts over and above base reports available in base product 20 Ability to develop new reports as and when required and should be performed by the client's technical team. Integrated Capabilities 21 Ability to support integration with third party application such as project Management system like MS projects/primavera etc. 22 Ability to integrate with internal applications like attendance punching system 23 Ability to exchange data with open standard XML based business messaging protocol 24 Ability to have role based portal access to the system 25 Ability to support and integrate with outlooks and other email system Audit Trail Capabilities 26 Ability to have audit trail capabilities up to the level of time and person.
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27 ability to provide complete trace/origin of each transaction to their respective source documents Security and Back up Features 28 Ability to support role based access control 29 Ability to provide multiple roles for one user 30 Ability to configure the number of permissible log-on attempts 31 Ability to provide access level security for Entry forms at Field level - allow, Read only, Hide 32 Ability to provide access level security for Entry forms at Transaction level - allow/ deny 33 Ability to provide access level security for reports at transactional level –allow/deny 34 Ability to provide authorization by transaction type e.g update/delete/insert/modify 35 Ability to provide authorized by user id 36 Ability to define automatic time out for a transaction of not completed within a time frame 37 Ability to define time restriction on transactions 38 Ability to provide user login with data range restriction 39 Ability to support for approval and approval thresholds 40 Ability to support joint approval (two or more members) 41 The solution software shall not clash with any other software for functioning e.g. Anti Virus Firewall MS-Office 42 solution shall support DR with asynchronous replication of data 43 The system should have on line back up facility should be possible with all clients working 44 The implementer should provide both on-line and off- line data backup and restoration capabilities, appropriate archival policy and appropriate storage solution.
45 The solution should have in built source /application code control program 46 Appropriate security architecture is to be recommended by implementer considering authentication and authorization services, appropriate connectivity e.g. VPN Dialup/internet, proxy/firewall services, disaster recovery etc.
47 Ability providing access level security for Entry Forms at Transactional level-allow /deny 48 Ability to provide authorization by transaction type 49 Ability to encrypt password while data is passed on network 50 Ability to provide terminal soft locking facility
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51 Ability to provide terminal soft locking facility 52 Ability to support 2 factor authentication for users connecting to ERP from internet (if it is required) 53 Centralized repository of all identification and access control data 54 Single sign-on support 55 Support access control to individual or groups of application 56 Intrusion Detection and Prevention System malicious traffic to and from internet, ERP center, WAN, DMZ etc. 57 Any external connectivity to KMRL network should be connected to KMRL through a firewall. 58 'Ability to provide multiple roles for one user 59 Ability to enable Delegation of Power (DoP) as defined in the organization 60 Ability to delegate roles and permissions in case an employee is absent and his work (approvals / rejections in a workflow environment) needs to be carried out 61 Ability to revoke roles and permissions after the original employee joins back who role was delegated to an alternate supervisor Maintenance 62 The backup solution shall support both on-line and off-line data backup and restoration capabilities 63 Ability to provide regular system upgrade 64 ability to have disaster management in place System Accessibility 65 Ability to access System through Application Client 66 Ability to access System through Web Browser (Without Installing Client) in future (if required) 67 Ability to support Interface with Mobile devices (palm-Top, Mobile Phones, PDA) if required in future Data Migration 68 The solution shall be able to import data from various formats (text, excel, CSV, XML etc) 69 The solution should be able to import data from various Databases 70 The solution should be able to import data from email 71 The solution should be able to export data in various formats (text, excel, CSV, XML etc.) 72 The solution should be able to create PDF formatted reports directly which can be sent as attachments on email
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5.5.1.2 Related Information Technology Issues and Initiatives
Consultant shall inspect before submission of financial proposal at his own responsibility the module of pension disbursements, and detail of PR Revenue Automation module to ensure that these two modules will be properly integrated with the newly developed FIS/MIS modules by the consultant. Pension disbursement module is already running in Pakistan Railways Headquarters Office, Lahore. Left over part of Documentation of Pakistan Railways Revenue system will be developed by consultant within (4) months from start day of Contract Agreement. These systems are also required to be integrated with the proposed FIS/MIS module and it will be responsibility of consultant that, these modules and newly developed FIS/MIS modules work as a single unit (ERP) for effective & efficient functioning of Cost Account system and of FIS/MIS. 5.5.1.3 INTEGRATION REQUIREMENTS The proposed application software must be integrated with existing systems in use by Pakistan Railways as well as external systems of the Controller-General of Accounts in accordance with principles of interoperability and in pursuit of the public finance objectives of the Government of Pakistan. All associated costs of integration shall be quoted as part of the financial proposal. It is the bidder’s responsibility to ascertain costs associated with integration. Technical information on current systems can be provided by the IT Department of the Ministry of Railways upon request and if required. Systems include: i. Pension System of Pakistan Railways ii. Land Record Management Information System (LRMIS) of Pakistan Railways iii. Ticketing System of Pakistan Railways iv. HRMIS System of Pakistan Railways v. RPMS System of Pakistan Railways vi. Financial Accounting & Budgeting System (FABS) of the Controller-General of Accounts vii. Railway Automated Booking and Travel Assistance (RABTA) Future Project
In case of any update in software systems mentioned above or procured from the bidder, bidder will also be responsible to check the compatibility. If required any change in code in procured system bidder will be liable to update the code. Whenever there is a requirement to update code on Consultant side. Consultant will be liable to accommodate that request. Page - 205 - of 259
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Integration should not be limited to the only above-mentioned system, any new system procured or developed by the client before issue of Go Alive Certificate, that required integration shall be easily integrated with system designed by Consultant. Consultant will also responsible to accommodate the new integration request within the post implementation support period that is SLA period. All the system existing and newly developed within the post implementation period (SLA period, 3 years) and newly procured ERP work as a single unit for costing system and financial system of Pakistan Railways. Client shall assist and provide necessary documentation for integration of developed Modules with the ERP software to the selected Consultant. 5.5.2 TECHNICAL SPECIFICATIONS 5.5.2.1 General Technical Requirements
6 i. Language Support: All information technologies must provide support for the English Language. Specifically, all display technologies and software must support the ISO ----- character set and perform sorting according to ------. ii. DATES: All information technologies MUST properly display, calculate, and transmit date data, including, but not restricted to 21st-Century date data. iii. Electrical Power: All active (powered) equipment must operate on 220v +/- 20v, 50Hz +/- iv. 2Hz. All active equipment must include power plugs standard in Pakistan. v. Environmental: Unless otherwise specified, all equipment must operate in environments of (-20) to 50 degrees centigrade, 20-99 percent relative humidity, and 0-40 grams per cubic meter of dust. vi. Safety: Unless otherwise specified, all equipment must operate at noise levels no greater than 55 decibels. vii. All electronic equipment that emits electromagnetic energy must be certified as meeting US FCC class B or EN 55022 and EN 50082-1, or equivalent, emission standards.
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5.5.2.2 Computing the detailed Hardware details and Hardware Specifications Detailed Hardware specifications & requirements for the smooth running of the developed Software and other details have been provided by the Client in Annexure – 3 of this RFP. Consultant will review and examine these in detail to match their offered technology and shall take necessary actions as prescribed in Clause No. 5.4.10 of Phase-I. 5.5.2.3 Network and Communications Specifications 5.5.2.3.1 Local Area Network(S): i. Detailed local area network and communication requirements will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I. ii. 3All Local Area Network(s) will conform to or exceed the specifications with the iii. Specifications to be provided by Client. Consultant will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I. iv. All Data Centre Network(s) will conform to or exceed the specifications with the specifications to be provided by Client. Consultant will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I. 5.5.2.3.2 Wide-Area Network: i. Detailed wide area network requirements shall conform to with the specifications to be provided by Client. Consultant will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I. ii. All Wide Area Network(s) will conform to or exceed the specifications to be iii. Provided by Client. Consultant will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I.
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5.5.2.4 Software Specifications 5.5.2.4.1 Functional User Matrix:
The following table provides current requirements for end-users as per their functional responsibilities and may be used by bidders to prepare their financial proposals.
S. No. Function Workflow / Transactional Users View-Only (Posting) Users
1. Budgeting and Planning 13 5
2. Accounting and Financial Reporting 44 37
3. Project Management 27 15
4. Accounts Payable 21 36
5. Procurement 18 16
6. Materials Stores and Assets 9 13
7. Asset Maintenance 12 20
8. Real Estate Management 5 5 Formatted: Not Highlight
9. Production 10 20
10. Receivables and Collection 9 15
11. Human Resource Management 563 35
12. Fixed Assets 6 7
13. Business Intelligence/Reporting/Analytics N/A 25
14. Application Developer 2 N/A
15. System Administrator 1 N/A
16. Database Administrator (if applicable)
Formatted: Normal, No bullets or numbering 5.5.2.4.15.5.2.4.2 System Software and System-Management Utilities: i. All user workstations will use Operating Systems based on Microsoft Windows 2016 or higher. ii. All user workstations will have an enterprise level Anti-Virus solution, enabling updates from a central location on the Wide Area Network.
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iii. All user workstations will be part of a network management system for system administration, maintenance updates and troubleshooting. 5.5.2.4.25.5.2.4.3 Networking and Communications Software: i. Support TCP/IP Protocols ii. Support for HTTP and HTTPS Protocols iii. Support for FTP and Secure FTP Protocols iv. Support for NFS Protocols 5.5.2.5 Database Software and Development Tools: Support for latest version of ERP Level, RMBS Data Base appropriate for the developed system and in use as on ------RDBMS with latest version with Front End Facility. 5.5.2.6 System Management, Administration, and Security Specifications
5.5.2.6.1 General Requirements: i. A report is provided that gives information on the implications of providing a role with access to a particular field, table or form (e.g. “giving permission to access this form will allow the user to navigate to another form and change field values even though the field is not visible on this form”). ii. Role based access is sufficiently granular that one can be sure that only those with a need to access certain data will be able to access that data. iii. It is relatively easy to deactivate access for a user. iv. Users are not required to have access privileges to the underlying database in order to run workflow processes. v. Context-sensitive roles can be defined (e.g. this user can perform function for specified records only at a specified point in the processing cycle). vi. Roles can be established that allow a user to process sensitive data in the software but restrict that user from downloading the data. vii. The third-party products and reporting tools which the Consultant says are part of an integrated package have a role-based architecture that is consistent with the software rather than a standalone role-based architecture (e.g. adhoc reporting Tools). viii. There is a web-based tool provided that allows to see the access that has been provided to a user with respect to the fields/tables/forms in the software, its underlying database, and integrated third party products and reporting tools if any.
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ix. There is a tool that allows easy to manage access to and deactivation from the software, its underlying database and the integrated third-party products and reporting tools if any. x. The integrated system (consisting of the software, the underlying database, and/or the integrated third-party products) has password change policies and timelines which can be subordinated to and controlled by the Pakistan Railways System Administrators. xi. The software system requires a strong password. xii. There is a low overhead but secure method to change a password. xiii. Data fields can be encrypted at the database level. xiv. All data fields come with auditing enabled. xv. Adding audit trails to data fields does not cause a significant degradation of performance. xvi. Each data field is adequately documented in a data dictionary. xvii. As Pakistan Railways articulates the standards/rules that define a data field, these standards/rules are then easily imported into a data dictionary. xviii. If fields have table lookups, only values from the table can be entered into the field unless otherwise specified by Pakistan Railways. xix. There are validity rules in place to ensure consistency of data across fields. xx. Sufficient data reconciliation and exception reports are provided. xxi. There are adequate system features in place to prevent the creation of duplicate records during batch transactions. If not possible, Reports are provided that make it easy to locate duplicate records and Functions are provided by the system that make it relatively easy to correct duplicate records. xxii. The reporting tool(s) recommended by the software Consultant encrypt sensitive data as the data passes from the central system to desktops, other data center servers, etc. xxiii. The system generates reports showing who has requested data exports that include sensitive data. 5.5.2.7 Service Specifications 5.5.2.7.1 System Integration: i. Consultant will provide specifications of data fields required to be populated by Pakistan Railways of current systems being deployed; namely being Pension system (Pakistan Railway has deployed PIFRA-SAP based system), other systems as explained in Para No.2.4 and Revenue Automation Project (to be developed as a parallel activity Page - 211 - of 259
during development of ERP Software by Consultant). Client will ensure that all services created to this function will be responsibility of Client. ii. Consultant will make available all relevant documents / manuals describing the integration and detailed description of the services provided for these functions in printed as well as soft format. iii. Wherever references are made in the Contract to codes and standards in accordance with which the Contract shall be executed, the edition or the revised version of such codes and standards current at the date twenty-eight (28) days prior to date of bid submission shall apply unless otherwise specified in the Contract Agreement. iv. During Contract execution, any changes in such codes and standards shall be applied after approval by Pakistan Railways. 5.5.2.7.2 Training and Training Materials: i. Master Trainers: Consultant will provide user level training 20 master trainers. ii. User: Consultant will provide user level training split by functional area, to 200 users. iii. Technical: Consultant shall provide Technical level training to 10 number of users. iv. Management: Consultant shall provide Management level training to 10 number of users. 5.5.2.7.3 Technical Support: i. Warranty Service: Consultant shall provide comprehensive warranty coverage free of cost for a period of six (6) months after issuing of Go Alive Certificate. ii. Thereafter the Consultant will provide Support services for a period of 3 years. A Separate Service Level Agreement (SLA) will be executed with Consultant for this purpose, on the already approved cost and Consultant will not have any option of Refusal to enter into SLA with PR. Consultant will respond to technical support Request in a timely fashion as laid out in a Technical Warranty Service Level Agreement to be submitted by the Consultant along with bid, both for Free (of cost) support period & period prescribed for SLA. The approval of Bid will inclusive of the approval of support services agreement and shall remain mandatory and obligatory till its final expiry date. iii. User support / hot line: Consultant will provide a dedicated hotline for user support both for free and SLA period. iv. Technical Assistance: Consultant will provide Technical Assistance free of cost for a period of six (6) months after Go Alive certification and for a period of three (3) Years during SLA. Page - 212 - of 259
5.5.2.7.4 Product updates i. At any point during performance of the Contract, should technological advances be introduced by the Consultant for Information Technologies originally offered by the Consultant in its bid and still to be delivered, the Consultant shall be obligated to offer to Pakistan Railways the latest versions of the available Information Technologies having equal or better performance or functionality at the same or lesser unit prices. ii. At any point during performance of the Contract, for Information Technologies still to be delivered, the Consultant will also pass on to Pakistan Railways any cost reductions and additional and/or improved support and facilities that it offers to other clients of the Consultant in Islamic Republic of Pakistan. iii. During performance of the Contract, the Consultant shall offer to Pakistan iv. Railways all new versions, releases, and updates of Standard Software, as well as related documentation and technical support services, within thirty (30) days of their availability from the Consultant to other clients of the Consultant in Islamic v. Republic of Pakistan, and no later than twelve (12) months after they are released in the country of origin. vi. During the Free & SLA Period, the Consultant will provide at no additional cost vii. to Pakistan Railways all new versions, releases, and updates for all Standard Software that are used in the System, within thirty (30) days of their availability from the Consultant to other clients of the Consultant in Islamic Republic of Pakistan, and no later than twelve (12) months after they are released in the country of origin of the Software. viii. Pakistan Railways shall introduce all new versions, releases or updates of the ix. Software within eighteen (18) months of receipt of a production-ready copy of the new version, release, or update, provided that the new version, release, or update does not adversely affect System operation or performance or require extensive reworking of the System. In cases where the new version, release, or update adversely affects System operation or performance, or requires extensive reworking of the System, the Consultant shall continue to support and maintain the version or release previously in operation for as long as necessary to allow introduction of the new version, release, or update. In no case shall the Consultant stop supporting or maintaining a version or release of the Software Page - 213 - of 259
less than twenty-four (24) months after Pakistan Railways receives a production- ready copy of a subsequent version, release, or update. Pakistan Railways shall use all reasonable endeavors to implement any new version, release, or update as soon as practicable, subject to the twenty-four-month-long stop date. 5.5.2.7.5 Software License Agreements i. Except to the extent that the Intellectual Property Rights in the Software vest in Pakistan Railways, the Consultant hereby grants to Pakistan Railways license to access and use the Software, including all inventions, designs, and marks embodied in the Software. ii. Such license to access and use the Software shall: (a) be: a) nonexclusive; b) fully paid up and irrevocable; c) Valid throughout the territory of Islamic Republic of Pakistan; and subject to additional restrictions (if any) as specified in the Technical Requirements. iii. permit the Software to be: a) used or copied for use on or with the computer(s) for which it was acquired, plus a backup computer(s) of the same or similar capacity, if the primary is(are) inoperative, and during a reasonable transitional period when use is being transferred between primary and backup; b) used or copied for use on or transferred to a replacement computer(s), (and use on the original and replacement computer(s) may be simultaneous during a reasonable transitional period) provided that, if the Technical Requirements and/or the Consultant’s bid specifies a class of computer to which the license is restricted and unless the Consultant agrees otherwise in writing, the replacement computer(s) is(are) within that class; c) if the nature of the System is such as to permit such access, accessed from other computers connected to the primary and/or backup computer(s) by means of a local or wide-area network or similar arrangement, and used on or copied for use on those other computers to the extent necessary to that access; d) reproduced for safekeeping or backup purposes; e) customized, adapted, or combined with other computer software for use by Pakistan Railways, provided that derivative software incorporating any Page - 214 - of 259
substantial part of the delivered, restricted Software shall be subject to same restrictions as are set forth in this Contract; f) disclosed to, and reproduced for use by, support service suppliers and their subcontractors, (and Pakistan Railways may sublicense such persons to use and copy for use the Software) to the extent reasonably necessary to the performance of their support service contracts, subject to the same restrictions as are set forth in this Contract; and g) disclosed to, and reproduced for use by, Pakistan Railways and by such other persons (and Pakistan Railways may sublicense such persons to use and copy for use the Software), subject to the same restrictions as are set forth in this Contract. 5.5.2.7.6 Data Conversion and Migration: a) Consultant will be responsible for converting/migrating data for the following functional areas into their system: b) Inventory: 40,000 Items Data (Approximately). Available in soft format. c) Fixed Assets: 350,000 Items Data (Approximately). d) Available in soft format. e) Human Resources: 90,000 Employees on Payroll f) (Approximately). Available in soft format. g) Consultant will be provided detailed plans, stating data entry processes, data validation rules, data quality checks to be used during the entire data h) Conversion/migration process. i) Consultant will provide corresponding timelines for the entire data conversion/migration process. 5.5.2.8 Documentation Re-equipment 5.5.2.8.1 End-User documents: i. Consultant shall provide Training Manuals for Super Users (Master Trainers) as printed copies and Soft Format (Portable Document Format). These manuals will be split by individual functional areas.
ii. Consultant shall provide Training Manuals for End Users (Data Entry Personnel) as printed copies and Soft Format (Portable Document Format). These manuals will be split by individual functional areas.
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iii. Consultant s h a l l p r o v i d e T r a i n i n g Manuals for Technical Users (System Administrators, Database Administrators etc.) as printed copies and Soft Format (Portable Document Format). These manuals will be split by individual functional areas. 5.5.2.8.2 Technical Documents: i. Consultant shall provide in printed as well as soft format (portable document format) the following technical documents:
a. Listing of Tables, Data Fields being used in bridges
b. Listing of Tables, Data Fields being used in Reports 5.5.2.9 Service Specifications
5.5.2.9.1 Training and Training Materials: i. Training of Pakistan Railways technical Team for installation specific tasks will be the responsibility of the vendor.
ii. Technical Documents: Detailed inventory items broken down by individual
iii. Machines will be provided in printed as well as soft format. 5.5.2.9.2 Technical Support: i. Warranty Service: As per standard Pakistan Railways Policy
ii. User support / hot line: As per standard Pakistan Railways Policy
iii. Technical Assistance: As per standard Pakistan Railways Policy 5.5.2.10 Documentation Requirements
i. User: Detailed training materials will be provided for training end users on their respective platforms. These will be in printed format as well as soft format.
ii. Technical: Detailed training materials will be provided for training Network
iii. Administrators on their respective platforms. These will be in printed format as well as soft format.
iv. Management: Detailed training materials will be provided for training Network and
v. Maintenance Managers on their respective platforms. These will be in printed format as well as soft format. 5.5.2.11 Disaster Recovery
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i. Pakistan Railways wishes to implement Disaster Recovery of its intended data center services hosted over third party. The Disaster Recovery implementation will be split into two phases, Design of Disaster Recovery and actual implementation. The design phase will be an integral part of this Contract. Any and all software that are required for implementation of Disaster Recovery will be provided for and will be considered as part of the deliverables of this Contract. The scope of work for the disaster recovery will be as follows:
a. Design of Disaster Recovery technical landscape stating all software and hardware requirements
b. Definition and elaboration of Disaster Recovery Standard Operating Procedures
c. Detailed documentation of Disaster Recovery Technical landscape listing software and hardware requirements
d. Detailed documentation of Disaster Recovery SOPs
e. The design of Disaster Recovery for Pakistan Railways FIS/MIS system, as stated in the scope of the system, will be the responsibility of the software consultant and considered a portion of the Consultant’s deliverables as stated in the Terms of Reference Implementation Schedule.
f. Consultant will also review to assess their adequacy and inform the Client in Phase-I for making any change/amendments before end of Phase-I. 5.5.2.12 Service Level Agreement
Pakistan Railways FIS/MIS system will require a Service Level Agreement (SLA) between Pakistan Railways and Software Developing Consultant. A guidance template (stating minimum requirements which should be complied with) is provided in Annexure III. Consultant will provide SLA agreement as part of the bid. Other terms and conditions of SLA have been already elaborated in para supra. All headings in the template must be addressed. Absence of an SLA will be considered grounds for rejection of RFP proposal. 5.5.2.13 TESTING AND QUALITY ASSURANCE REQUIREMENTS 5.5.2.13.1 Inspection and Tests i. Pakistan Railways or its representative (Third party validation/supervising Consultant) shall have the right to inspect and/or test any components of the System, as specified Page - 217 - of 259
in the Technical Requirements, to confirm their good working order and/or conformity to the Contract at the point of delivery and/or at the Project Site. ii. Pakistan Railways or their designated representatives (Third party validation/supervising Consultant) shall be entitled to attend any such inspections and/or tests of the components, provided that Pakistan Railways shall bear all costs and expenses incurred in connection with such attendance, including but not limited to all inspection agent fees, travel, and related expenses. iii. Should the inspected or tested components fail to conform to the Contract, Pakistan Railways may reject the component(s), and the Consultant shall either replace the rejected component(s), or make alterations as necessary so that it meets the Contract requirements free of cost to Pakistan Railways. iv. The authorized representative of Pakistan Railways (Third party validation/supervising Consultant) may require the Consultant to carry out any inspection and/or test not specified in the Contract, provided that the Consultant’s reasonable costs and expenses incurred in the carrying out of such inspection and/or test shall be added to the Contract Price. Further, if such inspection and/or test impedes the progress of work on the System and/or the Consultant’s performance of its other obligations under the Contract, due allowance will be made in respect of the Time for Achieving Operational Acceptance and the other obligations so affected. v. If any dispute or difference of opinion shall arise between the parties in connection with or caused by an inspection and/or with regard to any component to be incorporated in the System that will be settled as laid down in the Draft Contract Agreement. 5.5.2.13.2 Installation of the System
i. As soon as the System, or any Subsystem, has, in the opinion of the Consultant, been delivered, Pre-commissioned, and made ready for Commissioning and Operational Acceptance Testing in accordance with the Technical Requirements, the Contract Agreement and the Agreed and Finalized Project Plan, the Consultant shall so notify Pakistan Railways in writing. ii. Pakistan Railway’s Representative (Third party validation/supervising Consultant) shall, within fourteen (14) days after receipt of the Consultant’s notice, either issue an Installation Certificate in the form specified in Annexure-II, stating that the System, or Page - 218 - of 259
major component or Subsystem (if Acceptance by major component or Subsystem is specified in the Contract), has achieved Installation by the date of the Consultant’s notice, or notify the Consultant in writing of any defects and/or deficiencies, including, but not limited to, defects or deficiencies in the interoperability or integration of the various components and/or Subsystems making up the System. The Consultant shall use all reasonable endeavors to promptly remedy any defect and/or deficiencies that the Representative has notified the Consultant of. The Consultant shall then promptly carry out retesting of the System or Subsystem and, when in the Consultant’s opinion the System or Subsystem is ready for Commissioning and Operational Acceptance Testing, notify Pakistan Railways in writing, in accordance with Clause already mentioned above. The procedure set out shall be repeated, as necessary, until an Installation Certificate is issued. iii. If the Pakistan Railways’ Representative (Third party validation/supervising Consultant) fails to issue the Installation Certificate and fails to inform the Consultant of any defects and/or deficiencies within fourteen (14) days after receipt of the Consultant’s notice, or if Pakistan Railways puts the System or a Subsystem into production operation, then the System (or Subsystem) shall be deemed to have achieved successful Installation as of the date of the Consultant’s notice or repeated notice, or when Pakistan Railways put the System into production operation, as the case may be. 5.5.2.13.3 Commissioning and Operational Acceptance 5.5.2.13.3.1 Commissioning i. Commissioning of the System (or Subsystem if specified in the Contract) shall be commenced by the Consultant: ii. immediately after the Installation Certificate is issued by the Pakistan Railway’s Representative (Third party validation/supervising Consultant); or iii. as otherwise specified in the Technical Requirement or the Agreed and Finalized Project Plan; or iv. immediately after Installation is deemed to have occurred, under Clause 4.2.3 of this section. Pakistan Railways shall supply the operating and technical personnel and all materials and information reasonably required to enable the Consultant to carry out its
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obligations with respect to Commissioning. Production use of the System or Subsystem(s) shall not commence prior to the start of formal Operational Acceptance Testing. 5.5.2.13.3.2 Operational Acceptance Tests i. The Operational Acceptance Tests (and repeats of such tests) shall be the primary responsibility of Pakistan Railways or Third party validation/supervising Consultant, but shall be conducted with the full cooperation of the Consultant during Commissioning of the System (or Subsystem[s] if specified in the Contract), to ascertain whether the System (or major component or Subsystem[s]) conforms to the Technical Requirements and design documents and meets the standard of performance quoted in the Consultant’s bid, including, but not restricted to, the functional and technical performance requirements. The Operational Acceptance Tests during Commissioning will be conducted as specified in the Technical Requirements and/or the Agreed and Finalized Project Plan. Operational Acceptance Testing shall be conducted in accordance with System or the Subsystems, the tests, the test procedures and the required results for acceptance. Operational Acceptance shall be interpreted as accepted when all business functions stated by Pakistan Railways have been verified to be catered to according to the Design Documents. At Pakistan Railway’s discretion, Operational Acceptance Tests may also be performed on upgrades and new version releases, and Goods that are added or field-modified after Operational Acceptance of the System. ii. If for reasons attributable to Pakistan Railways, the Operational Acceptance Test of the System (or Subsystem[s] or major component if allowed by the SCC and/or the Technical Specifications) cannot be successfully completed within the 15 days from the date of installation or any other period agreed upon in writing by Pakistan Railways and the Consultant, the Consultant shall be deemed to have fulfilled its obligations with respect to the technical and functional aspects of the Technical Specifications, SCC and/or the Agreed and Finalized Project Plan.
5.5.2.13.3.3 Operational Acceptance i. Subject to Partial Acceptance below, Operational Acceptance shall occur in respect of the System, when a. the Operational Acceptance Tests, as specified in the Technical Requirements, Page - 220 - of 259
and/or SCC and/or the Agreed and Finalized Project Plan have been successfully completed; or b. the Operational Acceptance Tests have not been successfully completed or have not been carried out for reasons that are attributable to Pakistan Railways within the period from the date of Installation or any other agreed-upon period as specified in above; or
c. Pakistan Railways has put the System into production or use for sixty (60) consecutive days. If the System is put into production or use in this manner, the Consultant shall notify Pakistan Railways and document such use. ii. At any time after any of the events set out in Clause above have occurred, the Consultant may give a notice to the Pakistan Railways Representative requesting the issue of an Operational Acceptance Certificate. iii. After consultation with Pakistan Railways, and within fourteen (14) days after receipt of the Consultant’s notice, the Pakistan Railways Representative shall: a. issue an Operational Acceptance Certificate; or b. notify the Consultant in writing of any defect or deficiencies or other reason for the failure of the Operational Acceptance Tests; or c. issue the Operational Acceptance Certificate, if the situation covered by Clause above arises. iv. The Consultant shall use all reasonable endeavors to promptly remedy any defect and/or deficiencies and/or other reasons for the failure of the Operational Acceptance Test that the Pakistan Railways Representative has notified the Consultant of. Once such remedies have been made by the Consultant, the Consultant shall notify Pakistan Railways, and Pakistan Railways, with the full cooperation of the Consultant, shall use all reasonable endeavors to promptly carry out retesting of the System or Subsystem. Upon the successful conclusion of the Operational Acceptance Tests, the Consultant shall notify Pakistan Railways of its request for Operational Acceptance Certification, in accordance with Clause above. Pakistan Railways shall then issue to the Consultant the Operational
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v. Acceptance Certification in accordance shall notify the Consultant of further defects, deficiencies, or other reasons for the failure of the Operational Acceptance Test. The procedure set of testing shall be repeated, as necessary, until an Operational Acceptance Certificate is issued. vi. If the System or Subsystem fails to pass the Operational Acceptance Test(s) in accordance with Clause mentioned above, then either:
a. Pakistan Railways may consider terminating the Contract, pursuant to provisions in the Contract Agreement; or
b. if the failure to achieve Operational Acceptance within the specified time period is a result of the failure of Pakistan Railways to fulfill its obligations under the Contract, then the Consultant shall be deemed to have fulfilled its obligations with respect to the relevant technical and functional aspects of the Contract, and Clauses below shall not apply. vii. If within fourteen (14) days after receipt of the Consultant’s notice the Pakistan Railways Representative fails to issue the Operational Acceptance Certificate or fails to inform the Consultant in writing of the justifiable reasons why the Pakistan Railways Representative has not issued the Operational Acceptance Certificate, the System or Subsystem shall be deemed to have been accepted as of the date of the Pakistan Railways Representative’s said notice. 5.5.2.13.3.4 Partial Acceptance i. If specified in the Contract, Installation and Commissioning shall be carried out individually for each identified major component or Subsystem(s) of the System. In this event, the provisions in the Contract relating to Installation and Commissioning, including the Operational Acceptance Test, shall apply to each such major component or Subsystem individually, and Operational Acceptance Certificate(s) shall be issued accordingly for each such major component or Subsystem of the System, subject to the limitations contained in Clause mentioned below. ii. The issuance of Operational Acceptance Certificates for individual major components or Subsystems pursuant to Clause mentioned above shall not relieve the Consultant of its obligation to obtain an Operational Acceptance Certificate for the System as a whole once all major components and Subsystems have been supplied, installed, tested, and commissioned.
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iii. In the case of minor components for the System that by their nature do not require Commissioning or an Operational Acceptance Test (e.g., minor fittings, furnishings or site works, etc.), the Pakistan Railways Representative shall issue an Operational Acceptance Certificate within fourteen (14) days after the fittings and/or furnishings have been delivered and/or installed or the site works have been completed. The Consultant shall, however, use all reasonable endeavors to promptly remedy any defects or deficiencies in such minor components detected by Pakistan Railways or Consultant. 5.5.2.13.3.5 Defect Liability (Warranty)
i. The Consultant warrants that the System, including all Information Technologies, Materials, and other Goods supplied and Services provided, shall be free from defects in the design, engineering, materials, and workmanship that prevent the System and/or any of its components from fulfilling the Technical Requirements or that limit in a material fashion the performance, reliability, or extensibility of the System and/or Subsystems. Commercial warranty provisions of products supplied under the Contract shall apply to the extent that they do not conflict with the provisions of this Contract. ii. The Consultant also warrants that the Information Technologies, Materials, and other Goods supplied under the Contract are new, unused, and incorporate all recent improvements in design that materially affect the System’s or Subsystem’s ability to fulfil the Technical Requirements. iii. addition, the Consultant warrants that: (i) all Goods components to be incorporated into the System form part of the Consultant’s and/or Subcontractor’s current product lines, (ii) they have been previously released to the market. iv. The Warranty Period shall commence from the date of Operational Acceptance of the System (or of any major component or Subsystem for which separate Operational Acceptance is provided for in the Contract) and shall extend for 36 months. During the warranty period the Consultant must commence the work necessary to remedy defects or damage within 1 working day of notification. v. If during the Warranty Period any defect as described above should be found in the design, engineering, Materials, and workmanship of the Information Technologies
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and other Goods supplied or of the Services provided by the Consultant, the Consultant shall promptly, in consultation and agreement with Pakistan Railways regarding appropriate remedying of the defects, and at its sole cost, repair, replace, or otherwise make good (as the Consultant shall, at its discretion, determine) such defect as well as any damage to the System caused by such defect. Any defective Information Technologies or other Goods that have been replaced by the Consultant shall remain the property of the Consultant. vi. The Consultant shall not be responsible for the repair, replacement, or making good of any defect or of any damage to the System arising out of or resulting from any of the following causes provide that it is reasonably established that the fault /defect is because of the fallowing g reason: a. improper operation or maintenance of the System by Pakistan Railways; b. normal wear and tear; c. use of the System with items not supplied by the Consultant, unless otherwise identified in the Technical Requirements, or approved by the Consultant; or d. modifications made to the System by Pakistan Railways, or a third party, not approved by the Consultant. vii. The Consultant’s obligations under defect liability shall not apply to: a. any materials that are normally consumed in operation or have a normal life shorter than the Warranty Period; or b. any designs, specifications, or other data designed, supplied, or specified by or on behalf of Pakistan Railways or any matters for which the Consultant has disclaimed responsibility, which is in addition to the design, specification etc already settle down in the contract. viii. Pakistan Railways shall give the Consultant a notice promptly following the discovery of such defect, stating the nature of any such defect together with all available evidence. Pakistan Railways shall afford all reasonable opportunity for the Consultant to inspect any such defect. Pakistan Railways shall afford the Consultant all necessary access to the System and the site to enable the Consultant to perform its obligations. ix. The Consultant may, with the consent of Pakistan Railways, remove from the site any Information Technologies and other Goods that are defective, if the nature of
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the defect, and/or any damage to the System caused by the defect, is such that repairs cannot be expeditiously carried out at the site. If the repair, replacement, or making good is of such a character that it may affect the efficiency of the System, Pakistan Railways may give the Consultant notice requiring that tests of the defective part be made by the Consultant immediately upon completion of such remedial work, whereupon the Consultant shall carry out such tests. If such part fails the tests, the Consultant shall carry out further repair, replacement, or making good (as the case may be) until that part of the System passes such tests. The tests shall be agreed upon by Pakistan Railways and the Consultant. x. If the Consultant fails to commence the work necessary to remedy such defect or any damage to the System caused by such defect within the time period specified above, Pakistan Railways may, following notice to the Consultant, proceed to do such work or contract a third party (or parties) to do such work, and the reasonable costs incurred by Pakistan Railways in connection with such work shall be paid to Pakistan Railways by the Consultant or may be deducted by Pakistan Railways from any monies due the Consultant or claimed under the Performance Security. xi. If the System or Subsystem cannot be used by reason of such defect and/or making good of such defect, the Warranty Period for the System shall be extended by a period equal to the period during which the System or Subsystem could not be used by Pakistan Railways because of such defect and/or making good of such defect. xii. Items substituted for defective parts of the System during the Warranty Period shall be covered by the Defect Liability Warranty for the remainder of the Warranty Period applicable for the part replaced or three (3) months, whichever is greater. xiii. At the request of Pakistan Railways and without prejudice to any other rights and remedies that Pakistan Railways may have against the Consultant under the Contract, the Consultant will offer all possible assistance to Pakistan Railways to seek warranty services or remedial action from any subcontracted third-party producers or licensor of Goods included in the System, including without limitation assignment or transfer in favor of Pakistan Railways of the benefit of any warranties given by such producers or licensors to the Consultant. 5.5.2.14 INTELLECTUAL PROPERTY RIGHTS 5.5.2.14.1 Intellectual Property Rights Warranty The Consultant hereby represents and warrants that: Page - 225 - of 259
a. the System as supplied, installed, tested, and accepted; b. use of the System in accordance with the Contract; and c. copying of the Software and Materials provided to Pakistan Railways in accordance with the Contract do not and will not infringe any Intellectual Property Rights held by any third party and that it has all necessary rights or at its sole expense shall have secured in writing all transfers of rights and other consents necessary to make the assignments, licenses, and other transfers of Intellectual Property Rights and the warranties set forth in the Contract, and for Pakistan Railways to own or exercise all Intellectual Property Rights as provided in the Contract. Without limitation, the Consultant shall secure all necessary written agreements, consents, and transfers of rights from its employees and other persons or entities whose services are used for development of the System. 5.5.2.14.2 Intellectual Property Rights Indemnity
i. The Consultant shall indemnify and hold harmless Pakistan Railways and its employees and officers from and against any and all losses, liabilities, and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability), that Pakistan Railways or its employees or officers may suffer as a result of any infringement or alleged infringement of any Intellectual Property Rights by reason of: a. installation of the System by the Consultant or the use of the System, including the Materials, in the country where the site is located; b. copying of the Software and Materials provided the Consultant in accordance with the Agreement; and c. sale of the products produced by the System in any country, except to the extent that such losses, liabilities, and costs arise as a result of Pakistan Railway’s breach.
ii. Such indemnity shall not cover any use of the System, including the Materials, other than for the purpose indicated by or to be reasonably inferred from the Contract, any infringement resulting from the use of the System, or any products of the System produced thereby in association or combination with any other goods or services not supplied by the Consultant, where the infringement arises because of such association or combination and not because of use of the System in its own right. iii. Such indemnities shall also not apply if any claim of infringement: Page - 226 - of 259
a. is asserted by a parent, subsidiary, or affiliate of Pakistan Railway’s organization; b. is a direct result of a design mandated by Pakistan Railway’s Technical Requirements and the possibility of such infringement was duly noted in the Consultant’s Bid; or c. results from the alteration of the System, including the Materials, by Pakistan Railways or any persons other than the Consultant or a person authorized by the Consultant. iv. If any proceedings are brought or any claim is made against Pakistan Railways arising out of the matters referred above, Pakistan Railways shall promptly give the Consultant notice of such proceedings or claims, and the Consultant may at its own expense and in Pakistan Railway’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. If the Consultant fails to notify Pakistan Railways within twenty -eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then Pakistan Railways shall be free to conduct the same on its own behalf. Unless the Consul tant has so failed to notify Pakistan Railways within the twenty-eight (28) days, Pakistan Railways shall make no admission that may be prejudicial to the defense of any such proceedings or claim. Pakistan Railways shall, at the Consultant’s request, afford all available assistance to the Consultant in conducting such proceedings or claim and shall be reimbursed by the Consultant for all reasonable expenses incurred in so doing.
v. Pakistan Railways shall indemnify and hold harmless the Consultant and its employees, officers, and Subcontractors from and against any and all losses, liabilities, and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability) that the Consultant or its employees, officers, or Subcontractors may suffer as a result of any infringement or alleged infringement of any Intellectual Property Rights arising out of or in connection with any design, data, drawing, specification, or other documents or materials
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provided to the Consultant in connection with this Contract by Pakistan Railways or any persons (other than the Consultant) contracted by Pakistan Railways, except to the extent that such losses, liabilities, and costs arise as a result of the Consultant’s breach.
vi. Such indemnity shall not cover any use of the design, data, drawing, specification, or other documents or materials, other than for the purpose indicated by or to be reasonably inferred from the Contract, or any infringement resulting from the use of the design, data, drawing, specification, or other documents or materials, or any products produced thereby, in association or combination with any other Goods or Services not provided by Pakistan Railways or any other person contacted by Pakistan Railways, where the infringement arises because of such association or combination and not because of the use of the design, data, drawing, specification, or other documents or materials in its own right . vii. Such indemnities shall also not apply:
a. if any claim of infringement is asserted by a parent, subsidiary, or affiliate of the Consultant’s organization;
b. to the extent that any claim of infringement caused by the alteration, by the Consultant, or any persons contracted by the Consultant, of the design, data, drawing, specification, or other documents or materials provided to the Consultant by Pakistan Railways or any persons contracted by Pakistan Railways. viii. If any proceedings are brought or any claim is made against the Consultant arising out of the matters referred to in Clause 5.2.5, the Consultant shall promptly give Pakistan Railways notice of such proceedings or claims, and Pakistan Railways may at its own expense and in the Consultant’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. If Pakistan Railways fails to notify the Consultant within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Consultant shall be free to conduct the same on its own behalf . Unless Page - 228 - of 259
Pakistan Railways has so failed to notify the Consultant within the twenty - eight (28) days, the Consultant shall make no admission that may be prejudicial to the defense of any such proceedings or claim. The Consultant shall, at Pakistan Railway’s request, afford all available assistance to Pakistan Railways in conducting such proceedings or claim and shall be reimbursed by Pakistan Railways for all reasonable expenses incurred in so doing. 5.5.2.14.3 Copyright
i. The Intellectual Property Rights in all Standard Software and Standard Materials shall remain vested in the owner of such rights.
ii. Pakistan Railways agrees to restrict use, copying, or duplication of the Standard Software and Standard Materials in accordance software license agreement, except that additional copies of Standard Materials may be made by Pakistan Railways for use within the scope of the project of which the System is a part, in the event that the Consultant does not deliver copies within thirty (30) days from receipt of a request for such Standard Materials.
iii. Pakistan Railway’s contractual rights to use the Standard Software or elements of the Standard Software may not be assigned, licensed, or otherwise transferred voluntarily except in accordance with the relevant license agreement or as may be otherwise specified below.
iv. Pakistan Railway’s and the Consultant’s rights and obligations with respect to Custom Software or elements of the Custom Software, including any license agreements, and with respect to Custom Materials or elements of the Custom Materials are that the intellectual property rights will vest with Pakistan Railways. The Intellectual Property Rights in all Custom Software and Custom Materials, at the date of this Contract or on creation of the rights (if later than the date of this Contract), vest in Pakistan Railways. The Consultant shall do and execute or arrange for the doing and executing of each necessary act, document, and thing that Pakistan
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Railways may consider necessary or desirable to perfect the right, title, and interest of Pakistan Railways in and to those rights. In respect of such Custom Software and Custom Materials, the Consultant shall ensure that the holder of a moral right in such an item does not assert it, and the Consultant shall, if requested to do so by Pakistan Railways and where permitted by applicable law, ensure that the holder of such a moral right waives it.
v. Consultant will provide all the licenses, development kits and codes which are otherwise not the intellectual property of any Off the Shelf (OTS) software manufacturers for the FIS/MIS software to be developed/customized. 5.5.2.14.45.5.2.13.4 Functional Guarantees i. The Consultant guarantees that, once the Operational Acceptance Certificate(s) has been issued, the System represents a complete, integrated solution to Pakistan Railway’s requirements set forth in the Technical Requirements and it conforms to all other aspects of the Contract including the Design Documents. The Consultant acknowledges how technical conformance of the System to the Contract requirements will be determined. ii. “Year 2000 Compliance.” The Consultant warrants that the Information Systems and Technologies being supplied under this Contract are designed or modified, and fully tested, to operate without interruption or manual intervention in compliance with Contract requirements for dates before and after 2000 AD, including correct treatment of year 2000 as a leap year, date data century recognition, calculations that accommodate same-century and multi-century formulas and date values, and date data interface fields that allow the specification of century. iii. If, for reasons attributable to the Consultant, the System does not conform to the Technical Requirements or does not conform to all other aspects of the Contract, the Consultant shall at its cost and expense make such changes, modifications, and/or additions to the System as may be necessary to conform to the Technical Requirements and meet all functional and performance standards. The Consultant shall notify Pakistan Railways upon completion of the necessary changes,
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modifications, and/or additions and shall request Pakistan Railways to repeat the Operational Acceptance Tests until the System achieves Operational Acceptance. iv. If the System (or Subsystem[s]) fails to achieve Operational Acceptance, Pakistan Railways may consider termination of the Contract and forfeiture of the Consultant’s performance security in accordance in compensation for the extra costs and delays likely to result from this failure.
5.5.3 IMPLEMENTATION SCHEDULE 5.5.3.2 Implementation Schedule Table Software
S. No. Milestone Off The Shelf / Custom Weeks Weeks Customized Off the Development starts end from Shelf Solution Deliverables from Effective 1. Project Initiation Deliverables W0Eff ective W0date date
2. Project Plan, software Project Plan, software quality W0 W04 quality assurance assurance plan, training plan, plan, training plan, plan stating integration plan stating between Project Plan integration between proposed designed Software proposed and system already running designed Software by Pakistan and system already R ailways running by Pakistan Railways
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3. 1- Future process 1- Future process model model 2- Stating Customization Solution Design 2- Stating 3- Profiling Option Customization 4- user acceptance tests
3- Profiling Option for various modules W04 W08 4- user acceptance and sub-component of the tests for various project modules and sub-component of the project
4. UI Design Screen Use Interface Use Interface Design W08 W38 Design Screen Screen
5. Data center design, Data center design, detail of detail of hardware hardware requirement for requirement for running proposed software Hardware running proposed solution, and technical Requirement software solution, and details and specifications of W08 W12 technical details and disaster recovery center specifications of disaster recovery center
In accordance with the In accordance with the Software design Software design specifications and specifications and TOR 6. Development of TOR technical technical requirement given W08 W38 Software requirement given in in the the contract assignment and on contract assignment issue of acceptance and on issue of certificate as given at acceptance certificate annexure-4 of this Page - 232 - of 259 as given at agreement.
annexure-4 of this
agreement.
Implementation of Implementation of newly newly developed developed software and user 7. Implementation software which acceptance tests which W28 W32 of Newly would require would require installation 8. Duseveer aclopcep tance iusnsetra laclactiepont ancecert itfeiscatst e cuseretri facicacepte tance as ptersovts ided at W40 W44 Sotesftstw are as provided at Annx-5 Annx-5 of this agreement. Traof thinising ag ofree Umseenrts. as Training of Users as per 9. Training of per detail given detail W30 W52 10. SignUser sO ff inSign the Ocofnf tract gSigniven iOnf tfhe contract W52 W52 agreement. agreement.
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5.5.4 Project Plan
i. In close cooperation with Pakistan Railways and based on the Work Plan included in the Consultant’s bid, the Consultant shall develop a Project Plan encompassing the activities specified in the Contract. The contents of the Project Plan shall be as specified in the Technical Requirements. ii. The Consultant shall formally present to Pakistan Railways the Project Plan in accordance with the procedure specified below.
iii. If required, the impact on the Implementation Schedule of modifications agreed during finalization of the Agreed and Finalized Project Plan shall be incorporated in the Contract by amendment iv. The Consultant shall undertake to supply, install, test, and commission the System in accordance with the Agreed and Finalized Project Plan and the Contract.
v. The Progress and other reports specified in the SCC shall be prepared by the Consultant and i. submitted to Pakistan Railways in the format and frequency specified in the Technical Requirements 5.5.4.2 Constituents of Project Plan
i. Chapters in the Project Plan shall address the following subjects:
ii. Project Organization and Management Plan
iii. Delivery and Installation Plan
iv. Training Plan
v. Pre-Commissioning and Operational Testing Plan
vi. Warranty Service Plan
vii. Task, Time and Resource Schedules viii. Technical Support Plan 5.5.4.3 Approval of Project Plan
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Within 2 weeks from the Effective Date of the Contract, the Consultant shall present a Project Plan to Pakistan Railways. Pakistan Railways shall, within 1 week of receipt of the Project Plan, notify the Consultant of any respects in which it considers that the Project Plan does not adequately ensure that the proposed program of work, proposed methods, and/or proposed Information Technologies will satisfy the Technical Requirements and/or the SCC herein called non-conformity. The Consultant shall, within 1 week of receipt of such notification, correct the Project Plan and resubmit to Pakistan Railways. This procedure shall be repeated as necessary until the Project Plan is free from non-conformities. When the Project Plan is free from non- conformities, Pakistan Railways shall provide confirmation in writing to the Consultant. This approved Project Plan (“the Agreed and Finalized Project Plan”) shall be contractually binding on Pakistan Railways and the Consultant. 5.5.5 HOLIDAYS AND OTHER NON-WORKING DAYS All Pakistan Government Notified Gazette Holiday 5.5.6 Deliverables & Implementation Schedule (72 Weeks will be provided for completion of this Phase)
S.N Description Start Week End Week 1 Project Launch 2 Requirement Definition 3 Detailed Design 4 System Configuration 5 Acquire & Install system 6 Application Development 7 Testing 8- Documentation 9 Data migration 10 System software application 11 Testing 12 Update Documentation 13 Training 14 Go Alive Certification 15 Start of Free maintenance Period 16 Execution of SLA
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Annexure-I Operational Acceptance Certificate
Date: [ insert: date ]
Contract: [ insert: name of System or Subsystem and number of contact]
To: [ insert: name and address of Consultant ]
Dear Sir or Madam:
Pursuant to Technical Requirements (Commissioning and Operational Acceptance) of the Contract entered into between yourselves and the [ insert: name of Purchaser ] (hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description of the Information System ], we hereby notify you the System (or the Subsystem or major component identified below) successfully completed the Operational Acceptance Tests specified in the Contract. In accordance with the terms of the Contract, the Purchaser hereby takes over the System (or the Subsystem or major component identified below), together with the responsibility for care and custody and the risk of loss thereof on the date mentioned below. 1. Description of the System (or Subsystem or major component): [ insert: description ] 2. Date of Operational Acceptance: [ insert: date ] This letter shall not relieve you of your remaining performance obligations under the Contract nor of your obligations during the Warranty Period.
For and on behalf of the Purchaser
Signature
Date: in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s organization ]
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Annexure-II Installation Certificate
Date: [ insert: date ]
Contract: [ insert: name and number of Contract ]
To: [ insert: name and address of Consultant ] Dear Sir or Madam: Pursuant to Technical Requirements of the Contract entered into between yourselves and the [ insert: name of Purchaser ] (hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description of the Information System ], we hereby notify you that the System (or a Subsystem or major component thereof) was deemed to have been correctly installed on the date specified below. 1. Description of the System (or relevant Subsystem or major component: [ insert: description ] 2. Date of Installation: [ insert: date ] Notwithstanding the above, you are required to complete the outstanding items listed in the attachment to this certificate as soon as practicable. This letter shall not relieve you of your obligation to achieve Operational Acceptance of the System in accordance with the Contract nor of your obligations during the Warranty Period.
For and on behalf of the Purchaser
Signed: Date: in the capacity of: [ state: “Project Manager” or state the title of a higher level authority in the Purchaser’s organization ]
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Annexure-III Service Level Agreement - Guidelines The software consultant will provide a Service Level Agreement (SLA) as part of the software implementation contract. The SLA will cater to the following: • Service Goals • Definition of terms • Service delivery elements • Escalation procedures • Telephone, Web and Email response times • First contact resolution by the Support Center • Reporting methods • SLA contract period Service Goals Clearly state which goals are being addressed and why. Should be able to resolve 100% of all severity level 1 and 2 cases in the timeframe specified. List the severity levels and the time the case should be responded to and the time it should be resolved. Definition of terms Define terms to the lowest common level. Be as specific as possible. Service delivery elements 1. Service coverage times. State clearly what business hours are supported and what is supported after hours. 2. Environment(s) included. What do you cover? If you only support standard items, be sure to state it here. 3. Environments excluded. If the Support Center will take cases for non-standard items and will charge back costs to the customer, then list that here. 4. Specific applications and network services coverage. List specific applications by name, the times they are supported and the times they are not supported. If there are maintenance windows for databases and servers when they will not be available, then make sure to list these windows. 5. Methods for requesting service. State clearly how level 1 and 2 cases will be handled. Through which medium and how will it be documented.
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6. Customer responsibilities. State clearly how to submit a request, what standards are supported, and when customers should be available for the technical support team. 7. Service tracking and reporting procedures. Some examples are: Customer Support will log 100% of all requests, phone calls will be randomly recorded for quality and performance metrics will be posted on a regular basis.
Escalation procedures. State the escalation path and time for each severity level. Telephone, Web and Email response times. Examples: Phone requests will be answered in less than 20 seconds, Web requests within 30 seconds and email within four hours. First contact resolution by the Support Center. Example: The Support Center will resolve at least 70% of all cases it receives within a certain timeframe. Reporting methods. Weekly management reports Monthly performance metrics Customer Satisfaction Surveys results SLA contract period.
When the current draft is effective
When it will be reviewed
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Annexure-IV List of Acronyms Abbreviations Complete Description A & AR (T) Accounts and Approximate Return Section, Traffic Accounts Branch AVLB Armed Vehicle Launching Bridge A & L Section Aids & Loans Section Accounts Office Balance Sheet (Coaching) Sub-section Traffic Accounts A.O.C (T) Branch A.O.G (T) Accounts Office Balance Sheet (Goods) Sub-section Traffic Accounts AAO BArsasinschta nt Accounts Officer AB No. Account Bill Number ACCAO Assistant Chief Cost Accounts Officer ACD Assistant Controller of Depots ACOS Assistant Controller of Stores ACP Assistant Controller of Purchase ACR Annual Confidential Report Admin (G) Administration Section, General Branch Admin (T) Administration Section, Traffic Accounts Branch AEE Assistant Electrical Engineer AEN Assistant Engineer AGM Additional General Manager AGPR Accountant General Pakistan Revenue AGP Auditor General of Pakistan AIOW Assistant Inspector of Works AL Absentee List AMC Average Monthly Consumption AME Assistant Mechanical Engineer AO Accounts Officer AOAS Administrative Overheads Allocation Statement APCC Annual Plan Co-ordination Committee APO Assistant Personnel Officer AS Assistant Secretary ASE Assistant Signal Engineer ASP Assistant Superintendent Press Asstt. Dir. A & L Assistant Director Aids and Loans Section ATE Assistant Telecom Engineer ATM Assistant Traffic Manager B.A. (T) Booking Agencies Section, Traffic Accounts Branch B.S. (T) Balance Sheet Section, Traffic Accounts Branch BI Block Inspector BLI Ballast Inspector Books (G) Books and Budget Section, General Branch
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Books (T) Books Section, Traffic Accounts Branch BOQ Bill of Quantity BPT Blank Paper Tickets BPV Bank Payment Voucher BRV Bank Receipt Voucher C & W Carriage and Wagon C.O. (T) Cash Office, Traffic Accounts Branch CA Chartered Accountant CAN Computer Adjustment Note CAO Chief Accounts Officer CBA City Booking Agency CBU Complete Build Units CBS Central Books Section CC Cost Centre CCAO Chief Cost Accounts Officer CCM Chief Commercial Manager / Chief Chemist and Metallurgist CCP Chief Controller of Purchase CCS Chief Controller of Stores CCT Chief Cashier and Treasurer CCTO Chief Cash and Treasurery Officer CDL Central Diesel Locomotive CDWP Central Development Working Party CFI Carriage Factory Islamabad CIA Chief Internal Auditor CIP Chief Inspector Production CKD Complete Knocked Down (Units) CMA Controller of Military Accounts CME Chief Mechanical Engineer CMM Chief Marketing Manager CMO Chief Medical Officer CO Cash Order CoA Chart of Accounts COPS Chief Operating Superintendent CPPO Chief Planning and Project Officer CPO Chief Personnel Officer CPV Cash Payment Voucher CR Note Cash Remittance Note CR Section Central Routine Section CRP Completion Report CRV Cash Receipt Voucher CSC China Supplier Credit CSF Concrete Sleeper Factory CTS Central Transportation Section CWIP Capital Work In Progress CYM Chief Yard Master DAO Divisional Accounts Officer. Page - 241 - of 259
DCD District Controller of Depots DCOS District Controller of Stores DCOS District Controller of Stores DCOS (G) District Controller of Store (General) DCOS (S) District Controller of Stores (Shipping) DCP District Controller of Purchase DCPI District Controller of Purchase and Inspection DD FIS/MIS Deputy Director FIS/MIS DDR Daily Damage Return DE Divisional Engineer (Civil) DEE Divisional Electrical Engineer DEE (ET) Divisional Electrical Engineer (Electric traction) DEE (P) Divisional Electrical Engineer (Power) DEN Divisional Engineer DGAR Director General Audit Railways DGM Deputy General Manager Dir. FIS / MIS Director FIS/MIS DISCO Distribution Companies DME Divisional Mechanical Engineer DMO Divisional Medical Officer DOT Doubling of Track DPC Data Processing Cell DPM Divisional Pay Master DPO Divisional Personnel Officer DRF Depreciation Reserve Fund DS Divisional Superintendent DSE Divisional Signal Engineer DSKP Depot Store Keeper DTC Book Daily Trains Cash Book DTE Divisional Telecom Engineer DTO Divisional Transportation Officer DTR Depot Transaction Report Dy. CCAO Deputy Chief Cost Accounts Officer Dy. CCP Deputy Chief Controller of Purchase Dy. CCS Deputy Chief Controller of Stores Dy. FA & CAO Deputy Financial advisor and Chief Accounts Officer Dy.CAO Deputy Chief Accounts Officer E (T) Establishment Section, General Branch EAD Economic Affairs Division EC Section Enrolment of Contractor Section ECNEC Executive Committee & National Economic Council EFT Excess Fare Ticket EG Section Establishment Gazetted Section ES Error Sheet Ex. Fee Exchange Risk Fee
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F Aid Foreign Aid FA Financial Advisor FA & CAO Financial Advisor and Chief Accounts Officer FA & CAO - Financial Advisor and Chief Accounts Office-Manufacturing and M&SFA & CAO - PR ServFinancialices Advisor and Chief Accounts Officer-Pakistan Railways FAA Foreign Aid Accounts FBR Fuel Balance Return FDI Fuel Distribution Inspector FDN Fuel Dispatch Note Fgn. (T) Foreign Section Traffic Accounts Branch FIS / MIS Financial Information System/Management Information System FO Foreman FO Store Foreman Store FO (R) Foreman Running FOB Free on Board FOD Foreman Diesel FOR Free on Rail FR Fuel Requisition G.O.C. (T) Goods Over Charge Sheet Section, Traffic Accounts Branch G.P.F. (G) General Provident Section, General Branch GAAP Generally Accepted Accounting Principles GAS General Accounting Section GB General Books Genl. (T) General Section Traffic Accounts Branch GITA Goods in Transit for Afghanistan GM General Manager GM (Operation) General Manager (Operation) GOAS General Overheads Allocation Statement Goods Sy. (T) Goods Summary Section, Traffic Accounts Branch GP Gate Passes GP Fund General Provident Fund GPF General Provident Fund GPO General Post Office GS General Store GST General Sales Tax GTKM Gross Tonnes Kilometres HBA House Building Advance HC Head Clerk HCDT Horse, Carriage & Dog Ticket HOR High Officials Requisition HTK Head Time Keeper HTXR Head Train Examiner I.A. (T) Inspection Accounts Section, Traffic Accounts Branch IA Section Inspection of Accounts Section IAS International Accounting Standards
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IASB International Accounting Standards Board ICAP Institute of Chartered Accountants of Pakistan ICG Inspector of Coaching and Goods IFRS International Financial Reporting Standards IGTN Inter Grade Transfer Note IL Section Import License Section IMRS Imprest Material Requisition Schedule Ins. (G) Inspection Section IO Indenting Officer IOW Inspector of Works IP Section Invoice Processing Section ISA Inspector of Store Accounts / International Standards on Auditing ISRG Irrevocable Sovereign Repayment Guarantee IT Information Technology J Tic Job Tickets JA Junior Auditor JMO Junior Mechanical Officer JV Journal Voucher KESC Karachi Electricity Supply Company KPT Karachi Port Trust KVA Kilo Watt Ampere L.B. (T) Loading Bills Section, Traffic Accounts Branch L.C. (T) Local Classification Section Traffic Accounts Branch L.I.C. (T) Local Invoice Checking Section Traffic Accounts Branch L.P. (T) Local Parcel Section, Traffic Accounts Branch L/C Letter of Credit LDC Lower Divisional Clerk LDS Labour Distribution Statement LESCO Lahore Electric and Supply Company Limited LFO Loco Foreman LFP Leave at Full Pay LHP Leave at Half Pay LI List of Issue LLHC&D (T) Local Luggage, Horse, Carriage & Dogs Section, Traffic Accounts LPC BranchLast Pay Certificate LPO Lost Property Office LPR Leave Preparatory to Retirement LR List of Receipt LT Luggage Ticket LWP Leave without Pay M & S Manufacturing and Services M Card Master Cards MB Management Book MC Note Miscellaneous Cash Note MD Managing Director
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MDC Section Material Data Control Section MIS Management Information System MIT Material Issue Ticket MOD Modernized MOR Ministry of Railways MPC Master Planning Card MPG Material Processing General MPN Material Production Note MR Material Requisition MR Note Miscellaneous Receipt Note MRTN Material Return Note MS Medical Superintendent MST Monthly Season Ticket MTN Material Transfer Note NAM New Accounting Model NBP National Bank of Pakistan NEC National Engineering Council NP Section New Purchase Section NR Nominated Repair NS Section New Store Section NTC & P (T) Non-issued Ticket Collection & Pass Section, Traffic Accounts Branch O/C (T) Overcharge Sheet Coaching OC Overcharge Sheet Coaching OS Office Superintendent OSP Office Superintendent Purchase OSS Office Superintendent Stores OTS Outturn Statement p.a per annum P.F. (G) Provident Fund Section, General Branch P.O. (G) Pay Office General Branch PB Performance Bond PBCA Pay Bills Cheque Analysis PC Planning Commission Pension (G) Pension Section, General Branch PEPCO Pakistan Electricity Power Company (Private) Limited PI Section Purchase Intelligent Section PIFRA Project to Improve Financial Reporting and Auditing PL Price List PLF Pakistan Locomotive Factory PO Pay Order / Purchase Order / Principal Officer POH Periodic Overhauling PPO Pension Payment Order PPR Public Procurement Rules PPRA Public Procurement Regulatory Authority PR Purchase Requisition/Pakistan Railways
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PR HQ Pakistan Railways Headquarters PRACS Pakistan Railway Advisory and Consultancy Services Limited Pro note Promissory Note Proc. (T) Procedure Section, Traffic Accounts Branch PRT Piece Rate Ticket PS Payroll Sheet PSDP Public Sector Development Program PTC Printed Card Ticket PTO Privilege Ticket Order PWI Permanent Way Inspector PWS Piece Work Schedule RAILCOP Railway Constructions Pakistan Limited RC Recoupment Card RCL Railway Standing Counsel RLY Railway RM Reserved Material Account RMC Note Railway Material Consignment Note RS Branch Rolling Stock Branch S.&C. (S) Survey & Construction Accounts, Stores Accounts Branch S.A.B Store Accounts Branch S.T.E. (T) Special Ticket Examiner Section, Traffic Accounts Branch S.TS Summary of Time Sheets S.V. (S) Stock Verification Section, Stores Accounts Branch SA Senior Auditor SAN Stock Adjustment Note SAO Senior Accounts Officer SAO / S Senior Accounts Officer / Stores SBF Staff Benevolent Fund SBP State Bank of Pakistan SF & AO Senior Finance and Accounts Officer SFI Stationery and Form Inspector SFO Senior Finance Officer SI Signal Inspector SI Bond Stamped Indemnity Bond SIT Store In Transit SLDS Summary of Labour Distribution Statement SM Station Master SMFY Store Manufactory SMO Senior Mechanical Officer SNGPL Sui Northern Gas Pipelines Limited SOAS Shop Overheads Allocation Statement SOS Senior Office Superintendent SP Standard Price SPM Sectional Pay Master SPR Section Standard Price Revision Section
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SSGCL Sui Southern Gas Company Limited SSKP Sub Store Keeper STE Special Ticket Examiner SUR Stock Usage Report SV Stock Verifier SWD Special Works Depots T.A Branch Traffic Accounts Branch T.A.O Travelling Accounts Officer T.B.M. (T) Traffic Book Miscellaneous Section, Traffic Accounts Branch T.C. (T) Ticket Collection Section Traffic Accounts Branch TA Travelling Allowance TBG Traffic Book General TBM Traffic Book Miscellaneous TC Transfer Certificate TD Transfer Divisional TI Telecom Inspector TIA Travelling Inspector of Accounts TLA Temporary Labour Application TP Ticket Printing TPS Ticket Printing Supervisor TR Treasury Receipt TRB Traffic Book TS Time Sheets TSO Track Supply Officer TXR Train Examiner UDC Upper Divisional Clerk VKM Vehicle Kilometres W & M adv. Ways and Means Advance w.e.f with effect from WAB Workshop Accounts Branch WASA Water and Sanitation Authority WIP Work in Process WKP Ward Keeper WM Works Manager WMS Workshop Manufacturing Suspense WO Work Order WR Work Requisition WTS (T) Warrants Section, Traffic Accounts Branch X (G) Expenditure Section, General Branch XEN Executive Engineer
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Annexure-V Hardware Design Specifications & Requirements Document 1. INTRODUCTION i. The purpose of this document is to provide a hardware systems specifications document that will lead to the implementation of infrastructure to run the proposed Pakistan Railways Financial Information System / Management Information System.
ii. The scope of this document covers: a. Systems and Infrastructure specifications at Pakistan Railways Headquarters, Information Technology Directorate. b. Systems and Infrastructure specifications at Pakistan Railways Divisional Headquarters, Accounting Units, Offices, etc. c. Infrastructure connectivity between Pakistan Railways Headquarters and Divisional Headquarters Main Store Depots.
iii. The intended audience for this document is: a. Pakistan Railways Management b. Project Management Unit Pakistan Railways c. Hardware Vendors that will partake in the bidding process to provide the stated infrastructure. 2. SYSTEMS OVERVIEW i. Systems within Pakistan Railways Headquarters will conform to N-Tier Architecture. The main components of this design will be: a. Front End Systems b. Local Area Network / Wide Area Network Peripherals c. Internet Servers d. High Speed Local Area Network Peripherals
ii. Pakistan Railways Headquarters FIS / MIS proposed infrastructure is given in the accompanying Table “A”:
Table “A”
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PAKISTAN RAILWAYS HEADQUARTERS INTERNET FIS / MIS Proposed Infrastructure FIREWALL DIVISIONS LINKED ON WORKSTATIONS FIXED DIGITAL LINES AT VIA PTCL DXX INTERNET HEADQUARTERS SERVER Router / Modem Wide Carriage Printer
LOCAL AREA NETWORK
Laser Printer APPLICATION SERVERS
HIGH SPEED DATA CENTER LAN
Wide Carriage Printer Laser Printer
DATABASE SERVERS
Systems within Pakistan Railways Divisional Superintendents (DS) Office: The main components of this design will be:
a. Front End Systems b. Printers c. Local Area Network / Wide Area Network Peripherals
iii. Pakistan Railways Accounting Units FIS / MIS proposed infrastructure is given in the accompanying Table “B”:
Table “B”
PAKISTAN RAILWAYS ACCOUNTING UNITS FIS / MIS Proposed Infrastructure
FIXED DIGITAL LINE TO Laser Printer PAKISTAN RAILWAYS HEADQUARTERS Router / Modem VIA PTCL DXX CIRCUIT LOCAL AREA NETWORK
WORKSTATIONS Wide Carriage Printer
iv. Systems within Pakistan Railways Accounting Units and Main Stores Depots: The
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main components of this design will be:
a. Front End Systems b. Printers c. Local Area Network / Wide Area Network Peripherals
v. Pakistan Railways Stores Depot FIS / MIS proposed infrastructure is given in the accompanying Table “C”:
Table “C”
PAKISTAN RAILWAYS MAIN STORES DEPOT FIS / MIS Proposed Infrastructure
FIXED DIGITAL LINE TO Laser Printer PAKISTAN RAILWAYS HEADQUARTERS Router / Modem VIA PTCL DXX CIRCUIT LOCAL AREA NETWORK
WORKSTATIONS Wide Carriage Printer
3. SYSTEM SPECIFICATIONS (Further details provided at the end at the end of section)
i. The proposed Financial Information System / Management Information System will run on infrastructure that will be setup at Pakistan Railways Headquarters, Lahore.
ii. The software will be designed and deployed on an N-Tier approach, with the main server components staged at the Pakistan Railways Headquarters, IT Directorate and accessible through a web based front end. This will enable the front end application to run within a browser.
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4. WORKSTATIONS
i. The number of workstations required is given in the accompanying Table “D”. Workstations will conform to the following minimum specifications:
Processors Microprocessor type Memory Hard Disk Operating systems Monitor Keyboard & Mouse
5. SWITCHES
ii. The number of LAN Switches required is given in the accompanying Table “D”. Data Center Switches must provide the following features as a minimum and be capable of 10G connectivity:
a. High-Availability Services b. QoS Services c. Scalable, Multi-Device Management Services d. Multicast Services e. Security Services 6. ROUTERS & FIREWALLS
iii. Enterprise level routers and firewalls, with the following general capabilities: a. Implements flexible hierarchies b. Supports over 100,000 queues c. Allows all queues to have a minimum, maximum, and excess bandwidth with priority propagation d. Supports thousands of sites Page - 251 - of 259
e. Supports over a hundred IPsec tunnels f. Offers up to 8-Gbps encryption performance and up to 12-Gbps no cryptographic throughput support g. Provides firewall performance of 5 to 20 Gbps at time of first availability, depending on the embedded services processor h. Offers high-speed logging of a minimum 40,000 sessions per second 7. PRINTERS (LASER) i. The number of Printers (Laser) required is given in the accompanying Table “D”. Laser Printers, with the following general capabilities: a. With Network card b. Black (normal): Up to 30 ppm c. Monthly duty cycle: Up to 25,000 pages d. Recommended monthly print volume: 500 to 2500 pages e. Paper trays: 2 (1 plus 50-sheet multipurpose input tray) 8. PRINTERS (WIDE CARRIAGE) i. The number of Printers (Wide Carriage) required is given in the accompanying Table “D”. Printers, with the following general capabilities: a. 24 – PIN Wide Carriage b. 136 columns c. Direct Network capable d. 680 cps. e. Parallel Port connectivity 9. LOCAL AREA NETWORK i. All High speed Data Center LAN (Pakistan Railways Headquarters) components will be 10 Gigabit per second. (Table “A”)
ii. All Divisional level and LANs outside the headquarters will be at 100 Megabit per second. Please refer to Table “A” and Table “B” for the number of workstations that are to be supported by the LANs. (Table “B”, Table “C”).
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Table “D”
Accounting Unit / Office Printer Printer Location Users Switch Router Code Description (Laser) (Wide) MIS / HR Reporting and Preparation of Financial Statements
Member Finance MOR 1 1 1 F A & CAO (PR) Headquarters 1 1 F A & CAO (Revenue) Headquarters 1 1 F A & CAO (M&S) Headquarters 1 1 Chief Cost Accounts Officer Headquarters 1 1 Dy. Chief Cost Accounts Officers Headquarters 2 1 Assistant Chief Cost Accounts Officers Headquarters 2 1 Director-FIS / MIS Headquarters 1 1 1 Deputy Director-FIS / MIS Headquarters 1 1 Central Books Section Headquarters Headquarters 2 1 1 Budget Branch Headquarters 1 1 CPO Office Headquarters 5 1 19 12 3 0 0
Accounting Unit / Office Printer Printer Switc Route Location Users Code Description (Laser) (Wide) h r Divisional Superintendent Offices and Accounting Units Senior Accounts Officer / GB HQ Headquarter 000 (Headquarters, Lahore) s 3 1 1 001 Divisional Accounts Office, Karachi Karachi 5 1 1 1 1 002 Divisional Accounts Office, Sukkur Sukkur 4 1 1 1 1 003 Divisional Accounts Office, Multan Multan 4 1 1 1 1 004 Divisional Accounts Office, Lahore Lahore 5 1 1 1 1 005 Divisional Accounts Office, Rawalpindi Rawalpindi 4 1 1 1 1 006 Divisional Accounts Office, Quetta Quetta 3 1 1 1 1
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Accounting Unit / Office Printer Printer Switc Route Location Users Code Description (Laser) (Wide) h r Divisional Superintendent Offices and Accounting Units Divisional Accounts Office, WAC/MGPR, 007 Moghalpura (Workshop Accounts Moghalpura) 8 1 1 1 009 Divisional Accounts Office, Peshawar Peshawar 3 1 1 1 1 SAO/Pension & Funds, Headquarters, Headquarter 011 Lahore s 2 1 1 Headquarter 012 SAO/Stores, Headquarters, Lahore s 2 1 Headquarter 013 AO/MIS/HQ (IT Centre, HQ, Lahore) s 1 1 1 S F&AO/DOT (Doubling of Track, HQ, Headquarter 020 Lahore) s 1 1 1 S F&AO/M&S (Manufacturing and Headquarter 023 Services, Headquarters, Lahore) s 4 1 1 S F&AO/CSF/HQ/LHR (Concrete Sleeper Headquarter 026 Factories, Lahore) s 2 1 1 AO/CDL/Rawalpindi (Central Diesel 015 Locomotive Shop, Rawalpindi) Rawalpindi 3 1 1 1 S F&AO/TR Karachi (Track Rehabilitation 017 Project, Karachi) Karachi 1 1 1 1 S F&AO/EPZ Karachi (Export Processing 018 Zone, Karachi) Karachi 1 1 1 019 AO/Dry Port Karachi (Dry Port, Karachi) Karachi 1 1 1 1 S F&AO/MPS/Karachi (Mirpur Khas 021 Project, Karachi) Karachi 1 1 1 1 AO/RBOD/K.C (Right Bank Outfall Drain, 022 Karachi) Karachi 1 1 1 1 Senior Accounts Office/Revenue, Lahore 010 (Traffic Accounts, Lahore) Lahore 2 1 1 1 1
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Accounting Unit / Office Printer Printer Switc Route Location Users Code Description (Laser) (Wide) h r Divisional Superintendent Offices and Accounting Units AO/STEEL SHOP/MGPR (Steel Shop, 014 Moghalpura, Lahore) Moghalpura 1 1 1 1 S F&AO/AVLB, MGPR/WAC (Moghalpura 027 Workshop Lahore) Moghalpura 1 1 1 1 S F&AO/H.C.W/MGPR (High Capacity 028 Wagons, Moghalpura, Lahore) Moghalpura 1 1 1 1 S F&AO/RE (Rehabilitation, Moghalpura, 029 Lahore) Moghalpura 1 1 1 1 AO/C&W/Hyderabad (Carriage and 016 Wagon Shop, Hyderabad) Hyderabad 2 1 1 1 SAO/CF/Islamabad (Carriage Factory, 024 Islamabad) Islamabad 3 1 1 1 AO Payment Islamabad (Ministry of 031 Railways, Islamabad) Islamabad 1 1 1 1 SAO/LMF/Risalpur (Locomotive Factory, 025 Risalpur) Risalpur 3 1 1 1 Deputy Director/Walton (Training Centre, 030 Walton, Lahore) Lahore 1 1 1 1 A & AO I Project I SPD, Islamabad
(Strengthening Planning Directorate) Islamabad 1 1 1 1 1 A & AO I Project I 150 DE Locos I CDL
Shops, Rawalpindi Rawalpindi 1 1 1 1 1 AO I Project I PERMS, Mohgalpura, Lahore (Procurement of Equipment for Improved Security and Anti-terrorism Measures) Lahore 1 1 1 1 Accounts Officer / Project I S & C,
Headquarters, Lahore Lahore 1 1 1 1 A & AO Project I 100 DE Locos I CDL Shops,
Rawalpindi Rawalpindi 1 1 1 1 1
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Accounting Unit / Office Printer Printer Switc Route Location Users Code Description (Laser) (Wide) h r Divisional Superintendent Offices and Accounting Units 77 33 18 27 25
Accounting Unit / Office Printer Printer Location Users Switch Router Code Description (Laser) (Wide) Main Stores Depots and Purchase Offices 0250 CCS Office, Headquarters, Lahore Headquarters 4 1 1 0935 CCP Office, Headquarters, Lahore Headquarters 12 1 1 0955 DCPI Karachi Karachi 2 1 1 1 0953 DCOS Shipping Karachi Karachi 2 1 0420 DCOS Karachi Cantt Karachi Cantt 2 1 1 1 0290 DCOS Moghalpura, Lahore Moghalpura 1 1 1 1 0957 DCPI Moghalpura, Lahore Moghalpura 1 1 1 1 0300 CTS Moghalpura, Lahore Moghalpura 1 1 1 1 0251 DCD Moghalpura, Lahore Moghalpura 1 1 1 1 0310 Diesel Depot Rawalpindi 1 1 1 1 0254 ADC/Yard Depot Moghalpura 1 1 1 1 0256 AEF Main Depot Moghalpura 1 1 1 0258 BDG Main Depot Moghalpura 1 1 1 0260 Stationery Depot Moghalpura 1 1 1 1 0262 Steel Depot Moghalpura 1 1 1 1 0298 Loco Depot Moghalpura 1 1 1 0302 Carriage and Wagon Depot Moghalpura 1 1 1 1 0304 Timber Store Depot Moghalpura 1 1 1 1 0306 Signal Store Depot Moghalpura 1 1 1 1 0351 Electric Locomotive Store Depot Moghalpura 1 1 1 0406 Diesel Depot Karachi Karachi Cantt 1 1 1 1 0408 General Stores Karachi Karachi Cantt 1 1 1 1 1
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Accounting Unit / Office Printer Printer Location Users Switch Router Code Description (Laser) (Wide) Main Stores Depots and Purchase Offices Karachi 0463 Sleeper Depot (HYD)/ Karachi (Closed) 0414 General Stores Depot Sukkur Sukkur 1 1 1 1 0458 Track Depot Sukkur Sukkur 1 1 1 1 0454 Track Depot Raiwind Raiwind 1 1 1 1 Carriage & Wagon Depot 0412 Hyderabad Hyderabad 1 1 1 1 0418 General Stores Quetta Quetta 1 1 1 1 0460 Sleeper Depot/ Harripurbund Harripurbund 1 1 1 1 0308 Bridge Store Depot Jehlum 1 1 1 1 46 29 3 26 22
Printer Printer Personnel Offices (DPO / APO) Users Switch Router (Laser) (Wide) Karachi Division Karachi 1 Lahore Division Lahore 1 Multan Division Multan 1 Rawalpindi Division Rawalpindi 1 Sukkur Division Sukkur 1 Quetta Division Quetta 1 Peshawar Division Peshawar 1 Carriage and Wagon Workshops, Moghalpura Moghalpura 1 Carriage Factory Islamabad Islamabad 1 Pakistan Locomotive Factory Risalpur 1 10 0 0 0 0
Total No. of Workstations ...... : 150
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Total No. of Printers (Laser) ...... : 72
Total No. of Printers (Wide) ...... : 21
Total No. of Switches ...... : ...... 50
Total No. of Routers ...... : ...... 44
*Note these figures may be changed with the passage of time, consultant responsible may again survey the need for the hardware mentioned above.
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Annexure-VI Integrity Pact Declaration of Fees, Commission & brokerage etc: Payable by the suppliers of goods, Services & Works in Contract worth Rs.10 Million or more
Contract No.______Dated ______Contract Value______Contract Title ______(Name of Supplier) hereby declares that it has not obtained or induced the procurement of any contract, right, interest, privilege or other obligation or benefit from Government of Pakistan or any administrative sub-division or agency thereof or any other entity owned or controlled by it (Government of Pakistan) through any corrupt business practice.
Without limiting the generality of the foregoing,______(Name of Supplier) represents and warrants that it has fully declared the brokerage, commission, fees etc. paid or payable to anyone and not given or agreed to give and shall not give or agree to give anyone within or outside Pakistan either directly or indirectly through any natural; or juridical person, including its affiliate, agent, associate, broker, bidder , director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder's fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a contract, right, interest, privilege or other obligation or benefit in whatsoever form Government of Pakistan, except that has been expressly declared pursuant hereto. ______(Name of Supplier) certifies that it has made and will make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of Pakistan and has not taken any action or will not take any action to circumvent the above declaration, representation or warranty. ______(Name of Supplier) accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Government of Pakistan under any law, contract or other instrument,, be voidable at the option of Government of Pakistan.
Notwithstanding any rights and remedies exercised by Government of Pakistan in this regard, (Name of Supplier) agrees to indemnify Government of Pakistan for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Government of Pakistan in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder's fee or kickback given by ______as aforesaid for the purpose of obtaining or inducing the procurement of any contract, right, interest, privilege or other obligation or benefit in whatsoever form Government of Pakistan. (Name of Supplier)
______
______Buyer / Seller / Supplier Page - 259 - of 259