Upgrade secondary sales management system & migrate to … Document 2015.pdfUpgrade secondary sales...

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CRFQ No: 1000224568

Upgrade secondary sales management system & migrate to new version

- Forum Next

BHARAT PETROLEUM CORPORATION LIMITED

Request for Quotation Document (CRFQ No: . 1000246700, 10/12/ 2015)

Due date for submission: 15.12.20.15

THIS DOCUMENT BELONGS TO Bharat Petroleum Corporation Limited

www.bharatpetroleum.com

http://www.bharatpetroleum.com/

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CRFQ No: 1000224568

Preamble This RFQ has been developed based on Bharat Petroleum Corporation Limited’s (BPCL) business and technology requirements. It remains the sole property of BPCL and as such its contents may not be disclosed by your organization to any third party, nor may any original concepts devised by BPCL be used commercially. If BPCL decides not to proceed with the project, selects an alternative ‘Solution Provider’, or decides to conduct the project itself, BPCL requests return of this RFQ together with assurances that no copies of this RFQ have been made. Should a breach of confidentiality occur at any time before or after the RFQ proposal deadline, BPCL retains the right to disqualify the proposal and choose not to invite the defaulting organization to any future proposal exercises.

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CRFQ No: 1000224568

Contents

Sr. No Title Page No.

1 Basic Tender Information 4

2 General Instructions to vendors for e-tendering 5

3 Tender Outline 7

4 Scope & Deliverables 10

5 Project Execution & Testing 15

6 Roles and Responsibilities 17

7 General Terms and Condition2 20

8 Price Bid 23

9 Terms - Price bid 24

10 Price bid format 25

11 SLA – Service level agreement parameters 26

12 Annexure -1 28

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CRFQ No: 1000224568

Basic Tender Information Sr. No. Title Details /timelines

1 Title Upgrade secondary sales management system and migrate to new version –Forum Next

2 Type of Tender E - tender 3 Bid Type Nomination Basis 4 Evaluation Criteria Single Tender based on quotation. 5 Tender releasing Date 10/12/2015

6 Tender submission date and time latest by

15/12/2015

7 Tender open date and time 15/12/2015

8 Tender Description Migrate existing SSM to new version (1 year warranty, 1 year AMC & 1 year extendable) c

9 Currency Type Indian Rupees (INR) 10 EMD Rs. One Lakh (1,00,000/-) 11 Validity of offer 120 days from due date, unless extended

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CRFQ No: 1000224568

I. GENERAL INSTRUCTIONS TO VENDORS FOR E-TENDERING

I.I As a pre-requisite for participation in the tender, vendors are required to obtain a valid Digital Certificate of Class IIB and above as per Indian IT Act from the licensed Certifying Authorities operating under the Root Certifying Authority of India (RCIA), Controller of Certifying Authorities (CCA). The cost of obtaining the digital certificate shall be borne by the vendor. In case any vendor so desires, he may contact our e-procurement service provider M/s M/s e-Procurement Technologies Limited for obtaining the digital signature certificate.

I.II Corrigendum / amendment, if any, shall be notified on the site https://bpcl.eproc.in. In case any corrigendum / amendment is issued after the submission of the bid, then such vendors who have submitted their bids, shall be intimated about the corrigendum / amendment by a system-generated email. It shall be assumed that the information contained therein has been taken into account by the vendor. They have the choice of making changes in their bid before the due date and time.

I.III Vendors are required to complete the following process online on or before the due date of closing of the tender:

I.IV.A. Commercial bid i Accept the contents of the following annexure in ‘Toto’, by clicking on the button

provided on the screen below each one of them: a) General Contract Conditions b) Special Conditions

All the supporting documents should be legible and duly signed, stamped and attested by the authorized signatory, before uploading them online.

I.IV.B. Price bid

Fill in the quotes online in the price bid form provided. Please ensure to quote all the price-components specified therein, failing which your bid will be rejected.

1. Directions for submitting online offers, electronically, against e-procurement

tenders is directly through internet:

(i) Vendors are advised to log on to the website (https://bpcl.eproc.in) and arrange to register themselves at the earliest

(ii) The system time (IST) that will be displayed on e-Procurement web page shall be the time considered for determining the expiry of due date and time of the tender and no other time shall be taken into cognizance

(iii) Vendor is advised in their own interest to ensure that their bids are submitted in e-Procurement system well before the closing date and time of bid. If the vendor intends to change / revise the bid already entered, he may do so any number of times till the due date and time of submission deadline. However, no bid can be modified after the deadline for submission of bids

https://bpcl.eproc.in/

https://bpcl.eproc.in/

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CRFQ No: 1000224568

(iv) Once the entire process of submission of online bid is complete, the vendor is required to go to option ‘own bid view’ through dashboard and take the print of the envelope receipt as a proof of submitted bid

(v) Bids / Offers shall not be permitted in e-procurement system after the due date / time of tender. Hence, no bid can be submitted after the due date and time of submission has elapsed

(vi) No manual bids / offers along with electronic bids / offers shall be permitted.

2. No responsibility will be taken by BPCL and / or the e-procurement service provider for any delay due to connectivity and availability of website. They shall not have any liability to vendor for any interruption or delay in access to the site irrespective of the cause. It is advisable that vendor, if not well conversant with e-tendering procedures, start filling up the tenders much before the due date / time so that there is sufficient time available with him / her to acquaint with all the steps and seek help if they so require. Even for those who are conversant with this type of e-tendering, it is suggested to complete all the activities ahead of time. It should be noted that the individual bid becomes viewable only after the opening of the bid on / after the due date and time. Please be reassured that your bid will be viewable only to you and nobody else till the due date / time of the tender opening. The non availability of viewing before due date and time is true for e-tendering service provider as well as BPCL officials.

3. BPCL and / or the e-procurement service provider shall not be responsible for any direct or indirect loss or damages and or consequential damages, arising out of the bidding process including but not limited to systems problems, inability to use the system, loss of electronic information etc.

In case of any clarification pertaining to e-procurement process, the vendor may contact directly to M/s e-Procurement Technologies Limited (Contact no. + 07940016868).

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CRFQ No: 1000224568

TENDER OUTLINE

II. TENDER OBJECTIVE

Purpose of this document is to summarize functional requirements of the needs of an upgrade of BPCL MAK lubricants SSM Application. It is not a system solution but a guideline of the required system functionality.

BPCL intends to examine the upgrade offer of the existing SSM module being operated by VENDOR to an online upgraded version by VENDOR. In this connection, the requirements from an upgrade are captured for convenience.

III. FUNCTIONAL REQUIREMENTS

This Section outlines the Functional Requirements for the applications to be designed and developed where the responsibility of the agency includes but is not limited to the following activities only:

1. Design, develop, Implement, host and maintain an online application– i.e. the upgraded version of the secondary Sales management for PLD’s of MAK Lubricants to the satisfaction of BPCL end users.

2. The application should be hosted on a private cloud.

3. Database should be hosted on a server of sufficient capacity to hold /store/ retrieve and conduct meaningful analytics of the same.

4. The solution should be formidable that tracks Secondary Sales data real time. It should be able to integrate with BPCL’s ERP (SAP-R3) to gather primary data of sales from BPCL to BPCL distributors.

5. The application should have an Admin Interface, Distributor Interface & a Corporate (BPCL) Interface.

6. The Distributor interface should also be interlinked with a mobility application option that can be subscribed by the Distributors.

7. The distributor interface should be also allowing integration with outside accounting packages like Tally etc.

8. The Web based System application should be developed on a windows platform and should use latest versions of open sourced software (J2EE/PHP/ Mysql, HTML 5 based code).

9. The OS should operate on a windows platform, allowing internet browsing (cloud based) through the following browsers – Internet explorer (IE), Google Chrome (Latest), Mozilla Firefox 3.6 or above. The BPCL SSM package should be accessible to restricted users as authorised by BPCL.

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CRFQ No: 1000224568

10. System should be capable of integration with Mobile app and a mobile solution be readily available. Mobile app would however be used by Distributors and will arrange to sign up with the vendor separately.

11. Native Mobile Apps should be developed to read in Android – Eclipse IDE. The OS should operate on a windows platform, allowing internet browsing (cloud based) through the following browsers - Google Chrome (Latest), Mozilla Firefox 3.6 or above.

12. Applications should be developed on latest versions of all platforms and same to be maintained for latest versions of client OS platforms till the validity of contract

13. Content sanitization, formatting, uploading and management of BPCL provided data shall be the vendor’s responsibility.

14. Maintenance of all features and incorporation of additional features in the applications for a period of 2 years plus 1 year extendable

15. Generation and Integration of application software (hosted on private cloud) with database & seamless flow of data from backend of BPCL (SAP/BI/ Other requisite software as identified by BPCL and useful to the program.) for smooth operation of application.

16. Real time reports should be made available with meaningful analytics.

17. Testing the application on all usable environments testing devices (including laptops/Desktops/Tablets / phones) for demonstration and testing environment and piloted prior to roll out (plan needs discussions and finalisation).

18. Migration of customers and customer data from existing SSM (Client server based) to upgraded version should be a well conceived strategy without impacting the transaction ops of the business at either the BPCL end or the PLD end. Both programs should simultaneously run till total migration is complete.

19. Migration will however be undertaken post a pilot with 5 distributors as proof of concept, where the total migration will be executed and the program made operational.

20. Total deployment of the upgraded version will be based on the results of the pilot. Post total deployment, Vendor will be allowed to retire the mERP application.

21. Backups will require configuring and scheduling. All backups will require to be created during non-peak hours OR early morning where the load will be less. In short, the back-up policy can be defined as under: A weekly backup cycle, with one weekly full and six daily differential Backups. Being transactional in nature and subject to audit, Retention period for full backup will be 5 years.

22. In case of any termination, the data will maintained till smooth transition of the same to the new agency. Costs for such exigencies will not be payable.

23. Requisite Support staff will be positioned to make every attempt to recover the data at the earliest; the estimated time of closure will be informed after

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CRFQ No: 1000224568

ascertaining the level of complexity of the issue, volume of data. Restoration Process will be initiated within the agreed SLA time of restoration request through Email

24. The module should allow BPCL to set the transaction series for each transaction that are performed by the application. The app should provide various combinations of prefix and suffix settings for generating the transaction ref number. BPCL should be able to select the combinations and set the pattern to generate a unique ref number.

25. Support facilities should also be available to provide additional features as required by BPCL team for further customization in the program, if so desired by BPCL.

26. Regular SLA will govern the operation of the contract

27. The upgrade version should also have addressed all the issues outlined vide our e-mail dt 16.07.2015 (contents of which are enclosed as summary in this note) and which are representative findings at the testing stage.

28. Vendor will make an offer of guaranteeing that no additional costs will be incurred by BPCL in the first year of operation and all minor customisations will be at the cost of Vendor.

29. Rates quoted by vendor will be valid for the period of contract for two years plus 1 year from the commencement of the contract.

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CRFQ No: 1000224568

SCOPE & DELIVERABLES

IV. Scope of work & Deliverables

The application upgrade should be available in three parts – an Admin portal, a Corporate Portal and a Distributor Portal and, all integrated together. The principal to be followed for all functionalities in the program is that it should be made to operate on a maker – checker rule.

The following features need to be operational through the portals.

IV.A Admin Portal

The admin portal should allow VENDOR administrators to align the workflow required by BPCL (similar to the earlier one) and activate the same. The integration with SAP (R/3) should be designed on a push-pull mode with a middleware.

The portal should help identify BPCL administrator and assign appropriate of total administration rights and delegation authorities following the maker checker rule.

IV.B Corporate Portal

The corporate Portal will allow BPCL to define and configure the master records of staff,

product, users and Promotions through the application. It would also allow BPCL to access

reports and dashboards for meaningful understanding of market performance to the

satisfaction of BPCL Users.

a) Master Management

BPCL team to manage master data and other activities centrally and should include the

following:

1. Master – product, Field Officer, customer (retailer), distributor, schemes, prices & taxes

2. User management – create users and map roles, 3. Claim approval 4. Purchase invoice upload (integrated with BPCL SAP) 5. Set stock norm distributor wise 6. Reports – generate static as well as dynamic reports

b) Hierarchy Level

Should assist BPCL Admin to define the following, and view the same for reference by all

corporate users. This should also help in structuring out the sales performance level as

desired. Hierarchy level definition will be at the following level.

1. Product Level Definition 2. Pack Level Definition 3. Supply Chain Level Definition 4. Geography Level 5. Organization Level Definition

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CRFQ No: 1000224568

6. Channel Level

c) Hierarchy Management Management at hierarchy should allow BPCL users to be able to generate reports basis performance at the level. It should not be complicated and in the analytics level, it should build in simple algorithms to report future sales. It should also allow promotions to be designed at these levels. Hierarchy management gives the user the privilege to create hierarchies here and to manage them. Creation of hierarchy is done only after the level definitions are defined in the site initialization.

1. Product 2. Pack 3. Supply Chain Hierarchy 4. Geography 5. Organization 6. Channel Hierarchy

d) Product Management

Product management functionality should allow BPCL users to view performance

e) Pricing and Tax

This module is critical to determine the final price of the product, and in turn reflect in final transaction. While restricted viewing by rest shall be inclined intention, It should be transactional in nature and basis vested authority allow alterations to be executed. All alterations will be subject to follow the maker-checker rule. The menus that should be available here should be

1. Product 2. UOM 3. Pack 4. Product 5. Distributor Product Mapping 6. Product Group 7. Category Group

8. Product Category Group 9. Product Category Group and

Salesman Category Group Mapping

10. Merchandise Product 11. Merchandise Product Mapping 12. Distributor Stock Norm 13. Retailer Product 14. Serial Number Tracking

1. State Master 2. Depot 3. Tax 4. Tax Mapping 5. Base Price

6. Margin Setting 7. Price Calculation Setting 8. Price Calculation Mapping 9. Special Pricing

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CRFQ No: 1000224568

f) Customer Management

Such module should help BPCL to group and assess performance levels of its customer group and its distributors. Clustering should allow flexibility to BPCL users to design promos, read performance and design specific incentive schemes (if required). Grouping data from here should link up with promotions section.

g) Other Master and Settings

This module should address the other needs of the customer information that needs to be fed into the system. This will allow restricted viewing, allow BPCL field user to define workflow of his distributor, send receive any specific information, intimate company calendar & also requirement of Tally integration.

1. User Distributor Mapping 2. Send and Receive 3. Workflow 4. Company Calendar 5. Tally

h) Schemes & Claims

This module should allow the distributor to manage the schemes and claims. The following submenus are desired to address the needs

1. Claim Head 2. Claim Norms 3. Scheme 4. Point Scheme Rule Settings 5. Window Display Scheme Definition 6. Salesman Incentive definition

IV.C DISTRIBUTOR PORTAL

The distributor portal will be accessed by the distributor (ILD/PLD) for performing the day-to-day operations. He should be able to manage his masters as well as allowing grouping of customers. Stock tracking and reconciliation of all inventories (including damaged inventory), SRN etc should be made available to him. He should be able to view prices and schemes applicable, receive sales order through mobile platform and covert to invoice. In all his sub menus should be able to cover :-

1. Customer Group 2. Universal Master 3. Distributor 4. Distributor User Mapping 5. Distributor Cluster

6. General Classification 7. Value Classification 8. Potential Classification 9. Collection Method 10. Purchase Order

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CRFQ No: 1000224568

1. Masters – retailer, salesman, beat, collection type, etc

2. Receive stocks from BPCL 3. Create journey plan – for entire year

in one go 4. Create van loading & Van return for

remaining goods 5. View prices, schemes, etc

6. Receive sales order from mobile & convert to invoice

7. Create sales order in portal and convert invoice

8. Create counter sales invoice 9. Amendment – Sales order, sales

return, collection

10. Capturing Short delivery through invoice amendment

11. Track damaged goods, inventory reconciliation

12. View auto generated claims, Generate manual claims

13. View & re-print van invoice if required 14. View claim status 15. View salesman-wise data upload status 16. Ability to force master data sync on

every login and upload data back to server at EOD

17. Update retailer outstanding manually 18. Reports (salesman productivity, outlet

wise sales, etc)

Modules/Menu of Distributor Portal – Preferable menus required in the distributor portal should be 1. Masters Management, 2. Purchase Management, 3. Sales Management, 4. Inventory Management, 5. Payment and collection Management 6. Schemes and Claims management, 7. Sales Force management, 8. Warranty management, & Mobile integration management.

1. Masters 1.1. Retailer 1.2. Vendor 1.3. Van 1.4. Bank Master 1.5. Bank Account 1.6. Distributor Terms 1.7. Credit Term 1.8. Reason 1.9. Universal Master 1.10. Godown 1.11 Distributor Product Mapping

2. Purchase Management 2.1. Purchase Order 2.2. Purchase Invoice 2.3. GRN – Goods Received Note 2.4. Purchase Return 2.5. Merchandise Receipt

3. Sales Management 3.1. Sales Order 3.2. Bulk Order Conversion 3.3. Sales Invoice 3.4. Vehicle Allocation 3.5. Dispatch

4. Inventory Management 4.1. Opening Stock 4.2. Stock Adjustments 4.3. Physical Stock Taking 4.4. Stock Reconciliation 4.5. Stock Destruction

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CRFQ No: 1000224568

V. DELIVERABLES

Notwithstanding the above definitions prescribed for the Upgrade version of the Secondary sales management application, any connected requirement not specified in the scope/ Tender document will still become part of the requirement for the upgrade SSM application, provided it is found connected / either addressed in the mail (dt 16/07/2015) identifying requirements to be met.

The solution as specified should have provision of Mobility for User convenience.

The solution should meet any changes that may be required arising out of GST implementation by Govt of India and any other changes in Tax structure.

3.6. Van Sales 3.7. Sales Return 3.8. Merchandise Issue

4.6.Godown Transfer and Stock Type Conversion 4.7. Van Loading 4.8. Van Un-Loading 4.9. Vehicle Allocation

5. Payment & Collection 5.1. Credit Note 5.2. Debit Note 5.3. Payment Advance Cheque 5.4. Retailer Advance Cheque 5.5. Payment 5.6. Collection 5.7. Salesman wise Collection 5.8. Cheque Management

6. Warranty Management 6.1. Consumer Info Entry 6.2. Serial Number Searching 6.3. Refresh Charging 6.4. Scrap Purchase 6.5. Scrap Sales

7. Scheme & Claim 7.1. Window Display Scheme 7.2. Scheme Points Entry Screen 7.3. Point Scheme Redemption Screen 7.4. Scheme Claim 7.5. Claim Top Sheet 7.6. Manual Claim

8. Sales force 8.1. Salesman 8.2. Beat 8.3. MJP (Monthly Journey Plan) 8.4. Supporting Staff 8.5. Attendance Register 8.6. Alert

9. Mobile Integration 9.1. Mobile Sales Order 9.2. Mobile Sales Return 9.3. Mobile Collection 9.4. Van Sales 9.5. Survey 9.6. Closing Stock Entry

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CRFQ No: 1000224568

PROJECT EXECUTION AND TESTING

VI. PROJECT INITIATING AND PLANNING

The project shall be executed by the vendor in a phased manner and shall adhere to the following :-

1) Identify Project activities for phases, duration of each phase, milestones, responsibilities and roles with BPCL’s approval.

2) Create Basic structure and site maps of alternate prototypes for approval by BPCL. (To be ready for initial activation by )

3) Finalize application structure & Road Map with BPCL’s approval.

VII. PROJECT MANAGEMENT

The project activities should start immediately after acceptance of the LOI / signing of the contract. On award of the job, the Solution Provider will have to commence work on the project within 10 days of acceptance of LOI.

VII.I Project phases

For purposes of convenience, the application development will be done in phases that will be identified by BPCL along with the vendor during the project planning stage.

VII.2 Project organization and staffing

a. The vendor will appoint a Project Manager for the project, who will be assisted by an experienced and qualified technical team for project delivery to BPCL’s full satisfaction.

b. The vendor will provide details on proposed Project Team, roles of each team member with experience, viz. Project Manager, Programmers, copywriters, etc.

c. The vendor shall provide a technically competent person to provide 24 x 7 support to BPCL for Critical updates.

d. BPCL reserves the right to review the competency of resources provided, and request for change, which has to be responded to within one week of receipt of such request

The respective Project Managers of vendor and BPCL Lubricants BU team will be the points of contact and interface between the two parties. The vendor`s Project Manager will keep the BPCL team fully informed and updated with the project status and progress.

VII.3. Acceptance procedure for project

This Section sets out the procedure for acceptance by BPCL of each of the Deliverables Items and the Application System as mentioned in the Section on “Deliverables”.

VII.4 Acceptance Procedure

Each Deliverable Item will be accepted in accordance with one of the following procedures:

I – Inspection: This procedure involves the visual inspection of the item where

applicable to ensure that it confirms to the Specifications

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CRFQ No: 1000224568

D – Demonstration: This procedure involves a demonstration of the functions where

applicable provided by the item to ensure that it conforms to the Specifications

A – Analysis: This procedure involves the use of analytical techniques, such as sampling,

where applicable to ensure that the item confirms to the Specifications

T – Test: This procedure involves the testing of the item where applicable in accordance

with an agreed upon test plan to ensure that it confirms to the Specifications.

Programs will be accepted by the inspection or demonstration procedures. Vendor will ensure that the applications are well tested before they are rolled out and launched to the public. The system has to be formally accepted by BPCL in writing before it is exposed for public viewing. This would mean that BPCL would need to signoff the Acceptance Test Report for each module.

VII.5 Preliminary Acceptance testing shall be done by BPCL on receipt in the presence of representatives of the vendor and a preliminary test certificate will be prepared in 4 copies out of which three copies will be issued by the consignee. One copy shall be handed over to the supplier and one copy each shall be kept with BPCL.

Preliminary inspection will comprise of the following:

1) Verification of software licenses, other documentation and certificates (which shall also include Installation tie-up and Support certificates from OEM) as per tender.

2) Submission of implementation plan by bidder after mutual discussion with BPCL.

3) Submission of training plan by bidder after mutual discussion with BPCL.

4) Installation and configuration of software in the development server.

5) Demonstration of features specified in technical requirements.

VII.6 Final Commissioning Certificate

Final commissioning certificate will be issued by the vendor in three copies retaining one copy for record. One copy shall be handed over back to the vendor and one copy each shall be kept with BPCL. The final commissioning will comprise of the following:

a) Development of mobile applications in co-ordination with the vendor

b) Successful functioning of application along BPCL applications for 1 month from the date

of commissioning which is termed as Date of acceptance

c) The warranty period will be calculated by the bidder from date of acceptance

d) The bidder should submit warranty agreement letter to BPCL upon which final payment

will be made to the bidder.

Application Content will also be sourced by the vendor

1) Liaison with BPCL Business / Entity representatives along with BPCL Lubs team / nominated BPCL personnel for obtaining internal content.

2) Source external content. 3) Presentation of application content (i.e. Concept, design and flow) for approval by BPCL. 4) Facility for incorporating Audio / video streaming (if required).

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CRFQ No: 1000224568

ROLES AND RESPONSIBILITIES

VIII. VENDOR’S ROLES AND RESPONSIBILITIES

1. Vendor must appoint a Project Manager to co-ordinate with the BPCL Team.

2. Bank Guarantee needs to be furnished as per the Tender.

3. Vendor must work closely with BPCL Lubricants BU Team and finalize the Sitemap, Functionality and application Theme/Design in the stipulated time.

4. Vendor must collate / update / clear all content from existing applications as well as from BPCL Lubricants BU Team

5. Vendor must set up a “Test environment” to “Demo” the completed application

6. Vendor is responsible for Testing, Debugging the application and making it error free.

7. Vendor to provide a solution of backing-up of database and application of the proposed solution and the restoration of same during a disaster. Vendor will conduct a drill of the same as a part of the deliverable.

8. Vendor must develop, modify or customize the applications to meet exact BPCL requirements.

9. Vendor needs to co-ordinate with BPCL IS Team to ensure that any data exchange with BPCL SAP /BI is seamlessly done.

10. Vendor needs to be able to provide 24 x 7 Support to BPCL for show stoppers.

11. Vendor needs to do “periodic” review meetings to update BPCL Team on Project Status.

12. Maintenance (Add / Delete / Update of records) of the logs generated through the application in consultation with BPCL will be the responsibility of the Vendor.

13. Vendor needs to ascertain that CMS tool and other modules developed for BPCL applications ensure Security of the applications from Hacking; and periodic action must be taken to make sure that the website is safe and secure.

14. BPCL IT Team runs a “Vulnerability Assessment Test” daily on the BPCL applications. If any vulnerability is thrown up, vendor is responsible to resolve and clear all “Vulnerabilities” in association with the Data Centre.

15. Vendor will be responsible for the server/storage/application monitoring, compute capacity management, backup, security related activities, high-availability, disaster recovery etc

16. It shall be the responsibility of Vendor to implement any procedures necessary to safeguard the integrity and security of software and data used in this project, from access by unauthorized persons. The content of any data file, the selection and implementation of controls on its access and use, and the security of stored data is the responsibility of Vendor. The vendor is responsible in identifying such areas where

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CRFQ No: 1000224568

procedures are necessary to safeguard the integrity and security of software and data used in this project.

17. Vendor requires deploying adequate manpower in the system and ensuring that the software application hosted on the private cloud has uptime at 99.5%. (To be governed by SLA).

18. Regular maintenance is undertaken of the database server such that uptime remains at 99.5%. (To be governed by SLA).

19. Preventive maintenance schedules are adhered to religiously (preferably on Holidays)

20. Vendor needs to have dedicated person/s for analytics and enable the same.

21. Vendor to ensure that data as required by BPCL is provided to it regularly at time intervals as decided by BPCL. Vendor also need to provide Monthly analysis of downloads to BPCL Team.

22. Vendor is required to attend meetings with Data Centre or BPCL SAP Team or other BPCL SBU’s for understanding requirements, suggesting new developments or for giving inputs or any development which impact the BPCL Website. There will be no charges levied for such meetings irrespective of the number or duration of such meetings.

23. Vendor is responsible to give timelines for any updates that come and the work must be completed within the stipulated downtime. Ideally no update, unless very extensive, should take more than 24 hours.

24. Assist in signing up SLA’s towards availability of the application, response time (to users), security of access & data, disaster recovery plan, data loss prevention, providing backup data to BPCL on a period basis etc.

25. Any changes arising out of change in the policy/regulation by state/central government will be carried out by the vendor without any additional cost during the contract period.

IX. BPCL’S ROLES AND RESPONSIBILITIES

This section specifies the responsibilities to be carried out by BPCL in order to facilitate the vendor to design, develop and deploy the mobile applications to BPCL’s full satisfaction.

Generic

Vendor’s Project Manager & LUBs BU team will act as the main catalyst and liaison in order to facilitate sourcing of BPCL internal content.

Content

BPCL Lubs team will also source and provide content wherever required (lubs product/ sku code, MRP etc), that are key for the operations of the system.

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CRFQ No: 1000224568

Liaison

BPCL Lubs team will also liaison with all internal stakeholders for integration of the system (CCS, SAP etc).

Personnel

BPCL shall designate one person from Lubricants BU Team, who will act as the point of contact to whom all vendor communications may be addressed.

Payment

BPCL will ensure to make timely payment to vendor i.e. within 30 days of receipt of appropriate bills from the vendor.

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CRFQ No: 1000224568

GENERAL TERMS AND CONDITIONS

X. GENERAL TERMS

Over and above discussed tender requirements, vendors of BPCL are governed by the following ‘General contract condition’ of BPCL. BPCL advises its vendor to, go through the same

X.a Compliance with laws and permits

The successful vendor shall comply with all applicable Acts, Rules thereon, local / state & Central Government Notifications / Order / rules, regulations, ordinances and Judicial Judgment / order relating to the conduct thereof and shall secure and obtain approvals, permits and licenses as necessary from time to time at their cost and responsibility for the execution of the work.

X.b Liability insurance

The vendor shall agree to maintain General Liability Insurance, Workers compensation and Employers Liability Insurance at their cost to cover all its Personnel engaged in the performance of the work prescribed in the contract as well as damages arising out of a result of such workings.

The terms and conditions for this project are given below. The scope of the work is as stated in this document.

X.c Resource Mobilization

Vendor will complete mobilization and put up a team for this project within one (1) week of the acceptance of LOI / signing of Contract. Mobilization cost shall be on account of Vendor.

X.d Offer Validity

All proposals in response to this RFQ will remain valid for 120 days from the last date of bid submission, and for the successful vendor, till the conclusion of the project / post-completion maintenance period, as applicable.

X.e Use of licensed soft wares

Vendor should use only legal / valid software for development of the application; BPCL would not be responsible for any use, either direct or indirect, of illegal software by the Solution Provider. Solution Provider would indemnify BPCL against the same. Vendor will be responsible for procurement of licenses for any software which is used for this solution.

Vendor must have In-house CMS tool with Source Code which is Customizable, Easy to Manage, Creates pages with Responsive Design, Supports multiple Languages, Uses Web 2.0 tools, is W3C Compliant and can run on the latest Windows Server / IIS / SQL.

X. f Other condition

1. In case of any damage or loss caused to BPCL due to breach of terms or conditions of the tender document / Work Order, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct of the Vendor or its

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staff, employees, representatives, agents, the Vendor shall make the loss good. BPCL shall have right to adjust the damage / loss suffered by it from the security deposit / earnest money deposit / bank guarantee and / or to charge penalty as decided by BPCL. The Decision of BPCL in this respect shall be final & binding.

2. Whenever under this tender document / Work Order any sum of money is recoverable from and or payable by the Vendor, BPCL shall be entitled to recover such sum by appropriating either in part or in whole from the security deposit / bank guarantee / earnest money deposit of the Vendor. In the event of the security deposit / bank guarantee / earnest money deposit being insufficient, the balance or the total sum recoverable, the case as may be, shall be deducted from any other sum due to the Bidder which at any time thereafter may become due to the Bidder under this or any other tender / contract with BPCL. If this sum is not sufficient to cover the full amount recoverable, the Bidder shall pay BPCL on demand the remaining balance.

X.g Confidentiality

Please note that the related activities as specified in this Tender document are confidential. It shall be responsibility of the Vendor to take all necessary precautions and measures to maintain utmost confidentiality with regard to each and every stage of work. Further, Vendor shall not use or disclose any Confidential Information of BPCL except as specifically contemplated herein. For the purposes of this Contract / Tender, "Confidential Information" includes information includes as:

(i) is sufficiently secret to derive economic value, actual or potential, from not being generally known to other persons who can obtain economic value from its disclosure or use; and

(ii) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy or confidentiality.

X.h Force majeure

Notwithstanding anything contained in the Tender Documents, neither party shall be liable for any failure to fulfil any of its obligations under this agreement where that performance is delayed, prevented, restricted or interfered with for any reasons / circumstances beyond its reasonable control (including without limitation any delay caused by the Acts of Governments, Acts of God, Natural or social calamities, Strikes, Riots in any region, network failure, terrorist attack, war declared and undeclared) provided however that any delay by the supplier of the Party so delaying shall not relieve that Party from liability for delay except where such delay is beyond the reasonable control of the supplier concerned.

X.i Termination of the Contract

BPCL, without prejudice to any other remedy and rights, reserves the right to cancel / terminate the tender / Work Order in whole or in part by giving at least 15 (fifteen) days’ prior written notice thereof in case Vendor fails to honour his bid / Work Contract or found guilty for breach of condition /s of the tender documents / Work Order or negligence, carelessness, inefficiency,

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CRFQ No: 1000224568

fraud, mischief, misappropriation or any other type of misconduct by himself or by its employees, staff, agents, representatives etc. or by any other person directly or indirectly employed by him. In case of such termination, BPCL shall have the right to put in place any other agency for carrying out the remaining work. Any extra expenditure being borne by HTC on this account be recovered from the Vendor from Security Deposit.

In additions to above, BPCL may also cancel / terminate the tender / Work Order in whole or in part for its convenience at any time for any reasons, by giving the Bidder at least 10 days’ prior written notice thereof.

The notice period may be extended by mutual agreement till alternate arrangements are made. Further, any pending or unresolved service, function, task, performance, unpaid fees and any other remedies shall continue by the parties during the period of termination notice and the same must be satisfied before the tender / Work Order is cancelled / terminated.

In case of such cancellation / termination / Work Order or curtailment of the work by BPCL, the Vendor shall have no claim to any payment or compensation whatsoever on account of any profit or advantage, which would have derived by it from the execution of the work in full, but which he did not derive in consequences of the full amount of the work not having been carried out. Neither shall he have any claim of compensation / damage for the loss suffered by him by reason of cancellation / termination of the tender / Work Order and of any alterations having been made by BPCL in the original specification or the designs and instruction which shall involve any curtailment of the work contemplated.

However, BPCL shall pay the Vendor for such portions of the Work as are due and properly invoiced under the provisions prior to termination. In no event, shall the total payments made to the Vendor exceed the Contract Price.

X.j Blacklisting

BPCL without prejudice to any other remedy and rights, reserves the right to blacklist the Vendor for a suitable period Tender in case he fails to honour his bid / Work Order or found guilty for breach / violation / contravention of terms(s) and condition(s) of the tender / Work Order or negligence, carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by Vendor or by its staff, agent, employee or officer etc. or by any either by himself other person directly or indirectly employed by him

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CRFQ No: 1000224568

PRICE BID DOCUMENT

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CRFQ No: 1000224568

TERMS - PRICE BID

1. Price Bid document includes the price to be bid by the vendor.

2. Vendor should take into consideration all points addressed in the scope document and the referred email prior to quoting.

3. Modifications to the upgrade, as suggested by our e-mail dt 16.07.2015 (extract attached as Annexure), should be addressed in ‘complete’ prior to implementation.

4. Rates are for use of licences and BPCL will pay for only connected licences.

5. Upgrade version will be common for use but differentiated for payment. Perpetual existing licences will be charged separately and new licences separately.

6. New licence rates will be considered effective post usage of the existing 450 licenses.

7. Migration as described in the note will be done in all the existing distributorships prior to closure of the old Merp.

8. Rates should be exclusive of tax components.

9. Rates being sought are annually, however payments will be made on quarterly basis, based on the months of usage of each license.

10. SLA signed will have impact on bills.

11. Bills will be raised by the vendor and submitted quarterly.

12. Vendor will make an offer of guaranteeing that no additional costs will be incurred by BPCL in the first year of operation and all minor customisations will be at the cost of Vendor.

13. Rates quoted by vendor will be valid for the period of contract for two years plus 1 year from the commencement of the contract.

14. VENDOR to confirm that their upgraded version meets the requirement as outlined in the document.

15. VENDOR to confirm that no further charges will be made on BPCL towards any identified changes/modifications required and identified during the functioning of the software during the warranty.

16. Any development required for the change in tax structure arising out of GST implementation by Govt of India etc, shall be addressed by the Vendor.

17. Rates to factor in signing up SLA’s towards availability of the application, response time (to users), security of access & data, disaster recovery plan, data loss prevention, providing backup data to BPCL on a period basis etc.

18. Licences requirement are projected figures and will largely depend on the successful utilisation by end users (PLD).

19. Any changes arising out of change in the policy/regulation by state/central government will be carried out by the vendor without any additional cost during the contract period.

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CRFQ No: 1000224568

PRICE BID

Vendor to mention applicable rates of tax to be levied.

s.no

Description Qty Unit Unit rate (in INR)

Total (in INR)

1. Operational cost for software

a. Existing Licences

(Support + A.M.C.+ Hosting) 450 Per annum

b. New Licences

(Support + A.M.C.+ Hosting) 250 Per annum

2 Migration & additional customisation cost to new program. (one time payment)

job Lump sum

3 Customisation in program post warranty

10 Man month

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CRFQ No: 1000224568

SERVICE LEVEL AGREEMENT

1. Vendor should agree to monitor the software, such that 99.5% uptime is maintained.

Drop in service levels will be subject to the following :-

MRC – Monthly recoverable charges

2. Vendor should agree to monitor the server/storage monitoring, compute capacity management, backup, security related activities, high-availability, disaster recovery uptime of the database server and ensure a 99.5% uptime. Drop in service levels will be subject to the following:- MRC – Monthly recoverable charges

Availability Guarantee Service Outage Duration (in

Hours) in a month

ODC Service

Outage

Debit

> 99.5% Less than 4 Hours No Debit

< 99.5% 4 – 8 Hours 5% of MRC

< 99.0% 8 – 15 Hours 10% of MRC

< 98.0% 15 – 22 Hours 15% of MRC

< 97.0% 22 – 24 Hours 20% of MRC

For each subsequent 24 hour period thereafter 20% of MRC


Hours) in a month

ODC Service

Outage

Credit

> 99.5% Less than 4 Hours No Credit

< 99.5% 4 – 8 Hours 5% of MRC

< 99.0% 8 – 15 Hours 10% of MRC

< 98.0% 15 – 22 Hours 15% of MRC

< 97.0% 22 – 24 Hours 20% of MRC


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CRFQ No: 1000224568

3. Complaints from Distributorships will be closely monitored and attended to

immediately. Distributors systems should have a 99.5% uptime. Delay established on account of the vendor will be subject to the following

MRC – Monthly recoverable charges

4. Reports from the vendor to BPCL should be affected timely as to be agreed upon

mutually. Delay in submission of report by 1 day – 1 week will be subject to Rs 100/day delay.

5. Any other issues will be discussed and addressed during the signing of the agreement.

END OF DOUCMENT Request for Quotation Document


Hours) in a month

ODC Service

Outage

Credit

> 99.5% Less than 4 Hours No Credit

< 99.5% 4 – 8 Hours 5% of MRC

< 99.0% 8 – 15 Hours 10% of MRC

< 98.0% 15 – 22 Hours 15% of MRC

< 97.0% 22 – 24 Hours 20% of MRC


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CRFQ No: 1000224568

(CRFQ No: . 1000246700, 10/12/ 2015) ANNEXURE – 1.

(extracted contents of e-mail dt 16.07.2015 referred for ease of comprehension)

Description Type

Various masters maintenance say scheme master etc. will it be through excel upload or through line item by line item? Will it be very tedious and time consuming.

Up gradation

How can we add some fields like District, City, Bank Details and Talukas in Customer master.

New Change

In case of change in masters / corrections done now, How will they correlate with current Forum / Portal masters and How will they correlate with SAP – Masters.

Migration

Reporting should be far more simpler and flexible to take out. Drag and drop possibilities to be introduced. Reports also required for frequency of upload. How difficult it will be to download reports – currently there are time runout errors. How we ensure that all Reports are similar and no differences between different reports. SRN should be accounted in all kinds of reports at all times. How do we know who are active users on a real time basis and what are current schemes / masters maintained? Can we have some exception reports on few elements as automated email alerts. Can we provide some standard reports in automated email. How do we ensure data integrity.

Up gradation

How can distributor extract the data and transfer to their accounting package. Up gradation

How will be handle following processes – they may have to be written / re-written – including maker checker process especially for customer master.

Up gradation

a. Reinstallations at PLD end at current. Migration

b. Stock adjustments Migration

c. Stock view at any date for any material Up gradation

d. Customer master maintenance / modification workflow Up gradation

e. Customer Invoice layout / stationery choice etc. Up gradation

f. Treatment of Free stocks and how it will be handled. Up gradation

g. There were lot of issues around Entry Tax earlier – how they will be handled.

Up gradation

h. Handling of PLDs own retailing shop Migration

i. Issue of LBT Up gradation

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CRFQ No: 1000224568

j. Treatment of SRN/ Cancellation Up gradation

k. Migration of retailers between distributors and how points will be clubbed

Up gradation

l. Process of data back up. Migration

n. Process for month end. Migration

How will take care of ILDs and installation of SSM at ILDs . Up gradation

Process of training to Officers / Distributors. Dos/Don'ts. Migration

What will be CRM Process ? What will be speed of grievance redressal. What will be the agreed service levels and recourse in case of failures. What will be the review mechanisms.

Migration

Providing uploading of scanned copies of certain documents like enrollment form or approvals for enhancement of points in system etc.

Up gradation

How will we restrict 10000 points at retailer level and how workflow will be provided for increasing in specific cases.

Up gradation

What frequency invoice will flow to PLD for doing GRN. Up gradation

How do we ensure that no back dated billing happens under new systems. What will be process of closing? How SRNs will be handled after closing? How SRN will impact Scheme management including requirement of Debit notes etc.

Up gradation

Hope that problems of patch management will be over after implementation of central server.

Migration

Can we send Loyalty Point statements to Retailers & details of billing to Retailer on SMS on periodic basis. How loyalty points can be debited and show the current status as in Credit card statements.

Migration

a. Quarter Secondary Growth from existing Retailers-calculated on all products

10% - Rs 0.50

20% - Rs 0.75

30% - Rs 1.00

b. Additional Retailers during quarter compared to previous year same quarter (with 50 lt sales) in SSM:

20 nos - Rs 0.50

40 nos - Rs 0.75

60 nos - Rs 1.00

Distributors with more than 200 Retailers but not able to add above nos will get Rs 0.75 per lt.

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CRFQ No: 1000224568

We would also like to have certain other reports like Holiday Bonanza or other reports focused around performance of Focus retailers. How will Vendor enable the same.

New Change

During payments of 14-15 Quarterly SSM Incentive and Loyalty payments, we should not face issue of data inconsistency between SSR & SPR like what we faced last year. What are Vendor's control for same.

Up gradation

We want to run typical schemes as under :

Up gradation

a. In Primary – say uplift 22 Cartons of Product A, B, C, D in any combination of any SKU, and get 3 Cartons of Product A free

b. In Secondary – say uplift 22 Containers (instead of carton) of product A, B, C, D in any combination of any SKU and get 3 containers of Product A free.

Other schemes possible are

Up gradation a. Schemes for retailers based on their historical performance and growth given

b. Working of schemes based on slabs similar to Income tax slabs. New Change

v. Opening stock view report as on any date for any material for any distributor to be provided

Up gradation

Description

Schemes can be applied based on Distributor Cluster Up gradation

Distributors should have the classification like Rural & Urban Up gradation

BPCL will share the PINCODE interface so that the area can be populated New Change

Slab based Schemes are available. However applying schemes to ‘delta’ in slabs to be looked into.

New Change

The system support combo schemes. In the 10 + 1 schemes, providing the Free from the most costliest combo item has to be evaluated. (For example, in case of combo schemes, when a retailer buys 10 cartons, 1 carton from costliest items within the combo to be provided as free)

New Change

Loyalty points are available. There must be a ceiling to the loyalty points Up gradation

Is it possible to store the scanned copy of documents? Technically possible but will have storage & commercial implications

Up gradation

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CRFQ No: 1000224568

Editing / Modification is possible in Retailer master. There must be an approval mechanism for all the modifications made.

Up gradation

Invoice data to be synchronized immediately. Scheduler to be set accordingly after analyzing the impact.

Migration

Excise – To be tested with one ILD (Cross) Up gradation

Reports availability Up gradation

Interfacing with email / SMS New Change

Migration of Retailers from 1 to another Up gradation

OTHER SMALL CHANGES DONE IN MERP & PORTAL FOR WHICH LIST IS NOT AVAILABLE.

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