RFP For SAP System Audit and Related Activities

RFP for conducting System Audit of SAP Implementation at GRSE, Calculation of ROI achieved, Gap
analysis, Bench marking, Roadmap/Action plan to bridge the gap(if any) and prioritisation of the same
through ABC analysis/any other method
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Confidential GRSE

Request for Proposal (RFP)

RFP for conducting System Audit of SAP Implementation at GRSE, Calculation of
ROI achieved, Gap analysis, Bench marking, Roadmap/Action plan to bridge the
gap(if any)and prioritisation of the same through ABC analysis/any other method

Prepared by

GRSE Limited(A Govt. of India
Undertaking)
43/46 Garden Reach Road,
Kolkata 700024
Ph: +91 2469 8100 (13 Lines)
Fax: +91 33 2469 8150
www.grse.nic.in

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Confidential GRSE
Notice inviting Tender
Date of issue : 09.05.2012
To
NIT Number: ERP/SAP AUDIT/11-12/02 Dated: 09.05.2012
Subject: RFP for conducting System Audit of SAP Implementation at GRSE,
Calculation of ROI achieved, Gap analysis, Bench marking, Roadmap/Action plan to
bridge the gap(if any) and prioritisation of the same through ABC analysis/any other
method
Sealed Offer in Single-Stage 2-Part System (Part A: Techno-Commercial Offer including
EMD and Part B: Price Bid) is invited from resourceful SAP authorised consulting firm /
companies experienced in such work for establishment of above Contract.
RFP Document is available at Website www.grse.nic.in . Applicants may collect the same
from DGM (ERP) at 43 / 46, Garden Reach Road, Kolkata-700024 on all Working Days
(except Sundays / Holidays) from 10.30 am to 12.00 noon and from 1.30 pm to 3.30 pm
and from 10.30 am to 12.00 noon on Saturday against Payment of ` 500 as Cost of
Tender Document by DD / Pay-Order. Applicants who will download RFP document from
Website have to submit the tender fee of ` 500 by DD / Pay-Order with Part A bid.
1. Last Date for Submission of Response-to-RFP: 11.06.2012 ( 12:00 NOON )
2. Date of opening Response-to-RFP Part A :11.06.2012 ( 02:00 PM )

3. Date of opening Response-to-RFP Part B (Price Bid) to be notified after conclusion
of Technical Negotiation Committee (TNC) and/or Commercial Negotiation
Committee (CNC) Meetings and the acceptance of Techno-Commercial Offers. Un-
Priced Copy of Price Bid should be submitted (as per the Format given in Annexure-
IV) along with the Technical Bid.
4. Earnest Money of ` 50,000 should be deposited along with the Response-to-RFP
Part-A by Vendor in a separate Envelope
5. Details of Work, Terms & Conditions, etc.: As per Enclosure (Annexure I to VIII,
Appendix A & B)

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Response-to-RFP will be rejected outright, if valid Qualifying Documents are not enclosed
along with the Technical Offer. GRSE reserves the Right to Accept / Reject any Response
in Full or in Part without assigning any reasons.

For Garden Reach Shipbuilders & Engineers Limited

Deputy General Manager (ERP)

List of Annexures:
ANNEXURE- I: Scope of Work
ANNEXURE- II: Bidding Instructions & Standard Terms and Condition
ANNEXURE- III: General Conditions of Contract
ANNEXURE- IV: Bid Document Submission Formats
ANNEXURE- V: Bidder Information
ANNEXURE- VI: Bank Guarantee Format
ANNEXURE- VII: Guidelines for submission of Bank Guarantee
ANNEXURE-VIII: Bid Qualification Forms
APPENDIX A : Original Objectives from SAP ECC 6 Implementation
APPENDIX B : Cost Incurred for SAP ECC 6 Implementation
APPENDIX C : Special conditions of Contract
APPENDIX D : Contractors Responsibilities

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TABLE OF CONTENTS
1 INTRODUCTION AND OVERVIEW ..................................................................................................................... 7
1.1 GRSES OBJECTIVES FROM AUDIT & ALLIED ACTIVITIES ................................................................................... 9
1.1.1 Major Business Objectives ......................................................................................................................... 9
1.1.2 Major Technology Objectives................................................................................................................... 10
2 ANNEXURE I: SCOPE OF WORK & DELIVERABLES OF SAP AUDIT ..................................................................... 11
2.1 SAP MODULES TO BE COVERED:........................................................................................................................ 13
3 ANNEXURE-II: BIDDING INSTRUCTIONS AND STANDARD TERMS AND CONDITION ........................................ 15
3.1 GENERAL INSTRUCTIONS.......................................................................................................................... 15
3.1.1 Bidder Eligibility Criteria .......................................................................................................................... 15
3.1.2 Bidder Evaluation Criteria (Quality & Cost Based) ................................................................................... 16
3.1.3 Costs of Bidding ....................................................................................................................................... 18
3.1.4 Limits on Promotion ................................................................................................................................. 18
3.1.5 Validity Period of the Bids ........................................................................................................................ 18
3.1.6 Security Deposit ....................................................................................................................................... 18
3.1.7 Liquidated Damage .................................................................................................................................. 18
3.1.8 Force Majeure .......................................................................................................................................... 19
3.1.9 Arbitration ............................................................................................................................................... 19
3.1.10 Jurisdiction ............................................................................................................................................... 20
3.1.11 Secrecy of Information ............................................................................................................................. 21
3.1.12 Risk purchase and Termination of Contract ............................................................................................. 21
3.1.13 Foreclosure & Expected Matter ............................................................................................................... 22
3.2 RFP DOCUMENT ................................................................................................................................... 22
3.2.1 Contents of the RFP document ................................................................................................................ 22
3.2.2 Amendment to the RFP document ........................................................................................................... 23
3.3 PREPARATION OF BIDS ............................................................................................................................ 24
3.3.1 Completeness of the Bid documents ....................................................................................................... 24
3.3.2 Language of Bid ....................................................................................................................................... 24
3.3.3 Bid Currency ............................................................................................................................................. 24
3.3.4 Earnest Money Deposit (EMD)( Interest Free) ......................................................................................... 24
3.3.5 Format and Signing of Bids ...................................................................................................................... 25
3.4 SUBMISSION OF BIDS .............................................................................................................................. 26
3.4.1 Sealing and marking of Bids .................................................................................................................... 26
3.4.2 Submission address .................................................................................................................................. 26
3.4.3 Late Bids ................................................................................................................................................... 26
3.5 BID OPENING AND EVALUATION ............................................................................................................... 27
3.5.1 Clarification of Bids .................................................................................................................................. 27
3.5.2 Preliminary Evaluation ............................................................................................................................. 27
3.5.3 Technical Bid Evaluation Phases .............................................................................................................. 27
3.5.6 Commercial Bid Opening ......................................................................................................................... 28
3.5.7 Site Visits by GRSE .................................................................................................................................... 28
3.5.8 Correction of Errors .................................................................................................................................. 28
3.5.9 Disqualification of Bids ............................................................................................................................ 28
3.6 CONTRACTING WITH THE SUCCESSFUL BIDDER ............................................................................................. 29
3.6.1 Award of Contract .................................................................................................................................... 29
3.6.2 Notification of Award .............................................................................................................................. 30
3.6.3 Signing of Contract .................................................................................................................................. 30
3.7 PAYMENT TO THE SUCCESSFUL BIDDER .............................................................................................................. 30
3.8 ACCEPTANCE OF THE CONTRACT: ...................................................................................................................... 30
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3.9 OVERALL SCHEDULE OF BIDDING ACTIVITIES........................................................................................................ 30
4 ANNEXURE III:GENERAL CONDITIONS OF CONTRACT ...................................................................................... 31
5 ANNEXURE IV:BID DOCUMENT SUBMISSION FORMATS .................................................................................. 35
5.1 TECHNICAL BID DOCUMENT FORMAT ................................................................................................................ 35
5.2 COMMERCIAL BID DOCUMENT FORMAT............................................................................................................. 36
5.3 PRICE BID DOCUMENT FORMAT ....................................................................................................................... 37
5.4 ESTIMATED MAN-DAYS & COMPLETION TIME: ................................................................................................... 38
6 ANNEXURE V:BIDDER INFORMATION.............................................................................................................. 39
7 ANNEXURE VI:FORMAT OF BANK GUARNTEE TOWARDS ................................................................................ 41
8 ANNEXURE-VII:GUIDELINES FOR SUBMISSION OF BANK GUARANTEE............................................................. 43
9 ANNEXURE VIII:BID QUALIFICATION FORM ..................................................................................................... 44
10 APPENDIX A :ORIGINAL OBJECTIVES FROM SAP ECC 6 IMPLEMENTATION..46
11 APPENDIX B :COST INCURRED FOR SAP ECC 6 IMPLEMENTATION..53
12 APPENDIX C :SPECIAL CONDITIONS OF CONTRACT....54
13 APPENDIX D :CONTRACTORS RESPONSIBILITIES...56

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CONFIDENTIALITY

GRSE is currently in the process of choosing an appropriate SAP-Authorized consultancy
Consulting firm / company to Audit the implementation of SAP Solution and allied jobs
across the Organization. This document is a Request-for-Proposal (RFP) for SAP-
authorized Consulting firms / companies to participate in GRSEs above-mentioned
exercise.
GRSE expects SAP-authorized Consulting firms / companies to strictly adhere to the
instructions given in this RFP Document and maintain the confidentiality of the same.
All information contained in this RFP Document is confidential and is provided with the
purpose of enabling the Consulting firms / companies to understand the requirements /
criteria of GRSE pertaining to Audit, Benefit Realization and Optimization of SAP solution
as defined in this RFP.
GRSE will not be liable for any misuse of this document on part of Consulting Firms and
would hold the Consulting firms / companies responsible for this breach of confidentiality.

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1 Introduction and Overview

Garden Reach Shipbuilders & Engineers Limited (GRSE) , Indias leading Ship Building &
Engineering Company is issuing this Request for Proposal (RFP) for conducting Audit of
SAP implementation & allied jobs at GRSE. The following units of GRSE are presently
using SAP -
Main Unit 43/46 Garden Reach Road, Kolkata - 700024
61 Park Unit - Kolkata
FOJ Unit - Kolkata
Rajabagan Dockyard - Kolkata
TaratalaUnit - Kolkata
BaranagarUnit - Kolkata
Ranchi Unit Diesel Engine Plant,Dhurwa, Ranchi - 834004
GRSE has implemented SAP ERP ECC 6.0 system on 6
th
Jan11 and would like to ensure
that this implementation has progressed as per the plan and in the right direction to achieve
the objectives& goalof the organisation. TCS was the implementer (hereinafter referred to
as the system integrator or SI).The implementation was done in two phases and the
coverage of these phases includes the following SAP modules:
Phase-1
ECC 4.6 B with the following modules - Material Management, Project Systems, Production
Planning. The system went live on June 2002. GRSE discontinued ECC 4.6 B and
migrated to ECC 6.0 on 6
th
Jan11.
Phase-2
ECC 6.0 with the following modules - Material Management, Project Systems, Production
Planning, Human Resources, Financial Accounting & Controlling, Quality Management,
Sales and Distribution, Supply Chain Management (APO), and Business Intelligence. The
newly deployed SAP ECC 6.0 has gone live on 6
th
January 2011.

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In this context, GRSE invites responses from SAP approved/authorised Consulting firms /
company for conducting Audit of SAP Implementation at GRSE, Calculation of ROI
achieved, Gap analysis, Bench marking, Roadmap/Action plan to bridge the gap(if any) and
prioritisation of the same through ABC analysis/any other method.
Garden Reach Shipbuilders & Engineers Limited (GRSE), Kolkata is a leading Public
Sector Unit under the Administrative control of the Ministry of Defence, Department of
Defence Production and is primarily engaged in shipbuilding& manufacturing of engineering
products. Company has 3 divisions viz., Ship Division, Engineering Division and Engine
Division.
Ship Division
The Ship Division which is the major division is engaged in shipbuilding and ship
repair. The prime customers for GRSE are the Indian Navy, Indian Coast Guard.
RBD, Main & FOJ are the 3 production units under this division.
Engineering Division
The products dealt with by Engineering Division include Bailey / Prefabricated Steel
Bridge, Deck Machinery Items & Pumps. Engineering division has 3 units, 61 Park,
Tartala Unit &Belur unit.
Engine Division
Engine division is located in Ranchi. This division deals with assembly, testing &
service of Diesel Engines under license from MTU Germany.
GRSEs operations spread across 8 Sites, namely Main Office, 61 Park, FOJ, Rajabagan
Dockyard, Taratala, Belur, Baranagar and Ranchi. Detailed information about GRSE is
available on its website www.grse.nic.in.

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1.1 GRSEs Objectives from Audit& allied activities
1.1.1 Major Business Objectives
To find out and detail out whether the SAP implementation has met its required
objectives or not. The original objectives of SAP implementation is placed at
Appendix A.
To derive the ROI achieved with reference to the cost incurred for the
implementation. The details of cost incurred are placed at Appendix B.
To find out the Gap ,if any and bench marking with SAP enabled industry leading
practices. To eliminate activities and processes or sub processes that do not add
value.
To provide action plan with a defined road map to achieve process improvement
w.r.t. Industry / Country / Global Bench Marks.
To set the KPI / KRA for the relevant high-level Business Processes.
To perform a review of business processes configured, controls, authorizations
defined and security settings and validations of the SAP infrastructure related to
the SAP ECC system and to suggest improvement thereon to make the SAP
system robust.
To audit the level of security & controls and checks & balances that have been
implemented in relation to the business risks and to ensure that leading practice
controls are being used to mitigate them.
Explore the options of implementing SAP leading practices for the Industry.
To recommend process-specific measures to enhance supply-chain efficiency
utilizing leading practices & applying Business Process Reengineering
Techniques and also clearly outlining KPIs for measuring the same.

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1.1.2 Major Technology Objectives
To gauge the effectiveness of the new SAP system.
To ensure adherence to best practices in the security and authorizations and
administration.
To achieve minimization of the further customizations in the current SAP
implementation.
Eliminate redundancy in configuration and SAP design.

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2 Annexure I: Scope of Work & deliverables of SAP Audit
1. Quality Audit: SAP system Audit from a functional and process perspective.
i. Check whether there is any gap between the requirements (BBP defined processes)
and actual implementation in SAP.
ii. Review list of customisations and confirm whether there are no unreported
customisations.
iii. Analyse how effectively the SAP non-standard SAP processes, if any have been
implemented.
iv. Analyse whether, there are avoidable duplication, complexity and redundancy in the
system.
v. Prepare detailed action plan to bridge the above gap, if any and prioritization of the
same through appropriate tools & techniques.
vi. Check whether all BBP processes that have been mapped to SAP processes are in
line with SAP best practices. In this case the following GRSE processes may be
specifically examined.
o Payment authorisation matrix.
o Commercial billing with reference to excise compliance for in-house and
outsourced materials.
o Input VAT credit control, issue and receipt of material to subcontractors.
o Payroll processing issues.

2. Security & Control Audit: SAP System Audit from the internal controls, security,
and interface perspective.
i. Reporting on the implementation of Internal Controls.
ii. Checking the security and authorization design for the SAP system.
iii. Reporting on the design practices and methodologies adopted in architecting the
interfaces.
iv. Reporting on System Administration Audit, Business process Audit & Data Protection
Audit.

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3. Benefit realization & Optimization:
i. Calculation of ROI achieved: Defining a framework to calculate &find the return on
investment (ROI) on SAP implementation at GRSE right from the date of go-live to
next 5 years. Methodology to be accepted by GRSE.
ii. Cost Benefit Analysis: Cost Benefit analysis of all standard and SAP non-standard
processes by comparing the actual business processes before (As-Is process map
to be provided by GRSE) and after SAP implementation. Consulting Firm will submit
a report on the above the Cost Benefit analysis.
iii. Gap Analysis: Consulting Firm will do gap analysis with respect to ROI achieved
vis--vis ROI achievable in such / similar business environment.
iv. Bench Marking: Consulting Firm will establish suitable Local (in India) and Global
(across Globe) Bench Marks for GRSE and provide detailed action plan with defined
roadmap to achieve process improvement w.r.t. Local / Global Bench Marks and
prioritise the same through ABC analysis / any other method.
v. Specific recommendations to derive the full benefit of SAP as implemented.
vi. Setting up KPI/KRA parameters for all key high-level business processes in-scope
i.e. where the SAP Solutions have been deployed.

vii. Supply-Chain Efficiency Enhancement:
The Consulting Firm will review the existing operations across the Supply-Chain
Management in GRSE and identify the key processes and the improvement
opportunities to meet the following objectives through SAP ECC 6.
Shorter Lead Time to procure
Reduced Inventory Level
Lower Procurement cost
Reduced Warehouse cost
J.I.T. for high cost items
Improved Efficiency

The Consulting Firm will provide recommendation / measures categorised as Short-
term, Mid-term and Long-term with suitable justifications / supported by accepted norms.
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The consulting Firm will define the measurable KPIs to monitor the Supply-Chain
Performance and associate them with role and responsibilities of concerned
departments to continually improve the performance.

4. Technical Audit
4.1 System Performance: System performance check based on hardware, network and
applications parameters (using suitable software tools if necessary) and recommend
improvements.
4.2 Obsolescence: Check whether the OS and database in use are capable of meeting
upgrades of SAP and recommend future road map for these products.
4.3 Evaluation of Back-up Management: Evaluate the Back-up Management and
recommend improvements.

2.1 SAP modules to be covered:
The following SAP modules would be covered under the SAP Audit & optimization as
described in previous sections of the RFP. The composition of Consulting Firms team for
the engagement shall be based on the experience and expertise required for the relevant
modules in each work-stream -:
FI
o FI - Financial Accounting /Asset Accounting
o TR-CM - Cash Management
o IM- Investment Management
CO
o CO - Controlling (Product Costing, includes Profitability Analysis)
o EC Enterprise Controlling
PS
o PS Project System
o c-Projects & c-Folders
o CS Customer Service
MM - Material Management
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SD
o SD Sales & Distribution
o Order Management
PM Plant Maintenance
PP Production Planning
QM Quality Management
Human Capital Management
o Organization Management (OM)
o Personnel Administration (PA)
o Personnel Dveloppement (PD)
o Time & Attendance (PT)
o Payroll (PY)
DMS- Document Management System
APO Advanced Planner and Optimizer
IPPE Product Engineering
SAP Net Weaver
o Enterprise Portal
o Web Application Server
MDM Master Data Management version 7.0 with SP3 for one lakh objects - (Not
implemented)
Exchange Infrastructure (XI) (100 GB per month data transfer) (Not used)
EQRA Enterprise Query Reporting & Analysis version 3.0 for 100 users

Module wise reports with recommendations of objective course correction in specific areas
should be provided. Effort should be made to associate with the implementer so that
consensus solutions may be proposed where feasible.

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3 Annexure-II: Bidding Instructions and Standard Terms and Condition
3.1 General Instructions
3.1.1 Bidder Eligibility Criteria
Bidders who are satisfying the following criteria only will be considered.
i. Bidder must be an authorized SAP Consulting Firm in India.
ii. Bidder should have offices in Kolkata dealing in SAP Implementation, Review &
optimization capabilities.
iii. The minimum annual turnover of the bidder in each of last 3 preceding Financial
years should be 50 Crores.
iv. The Bidder should have done at least one SAP Implementation/Review/Audit in a
large Project based organization in last three years time.
v. The Bidder should have successfully executed -
1. Two contracts of SAP Review/Audit minimum value of ` 30, 00,000/- of
which at least one from a large PSU in last 3 financial years
OR
2. Three contracts of SAP Review/Audit minimum value of ` 20, 00, 000/-
each of which at least one from a large PSU in last 3 financial years
vi. The Bidder should be currently either SEI-CMM Level 5 or ISO 9001 Certified.
Documentary Proof of the same should be submitted along with the Response to this
RFP Part A.

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3.1.2 Bidder Evaluation Criteria (Quality & Cost Based)
Selection of successful Bidder for award of the contract will be done based on the following
criteria:
a) Quality Based Evaluation Criteria - (Maximum Marks: 70)
I. Successful execution of System audit and other jobs mentioned in RFP of
SAP implementation of companies with minimum 100 SAP licenses during the
previous three financial years. Full Marks : 30
Example-
Bidder No of Successful audits (3 years) Marks
A 10 30
B 6 30x6/10 =18
C 4 30x4/10 =12

II. No. of Qualified Resources: The employees with degree in Engineering / MCA
/Chartered Accountant/Cost Accountant having minimum three years of
relevant experience only to be considered as Qualified Resources. The Bidder
with maximum no. of Qualified Resources will be awarded 30 marks. Other
Bidders will be awarded marks proportionate to their no. of Qualified
Resources. Full Marks: 30
Example-
Bidder No. of Qualified Resources Marks
A 200 30
B 120 30x120/200 =18
C 80 30x80/200 =12

Annual Turnover of last 3 years: The Bidder with highest Turnover among the
respondents will be awarded 5 marks. Other Bidders will be awarded marks
proportionate to their Turnover.
Full Marks: 5
Example-

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Bidder Turnover ( in Crore `) Marks
A 100 5
B 70 5x70/100 =3.5
C 50 5x50/100 =2.5

III. Net Profit for last 3 years: The Bidder with highest net profit among the
respondents will be awarded 5 marks. Other Bidders will be awarded marks
proportionate to their net profit.
Full Marks: 5
Example-
Bidder Net profit(in Crores) Marks
A 10 5
B 7 5x7/10 =3.5
C 5 5x5/10 =2.5
(N:B: - Documentary proof in support of the above must be provided with Part A Bid)
b) Cost Based Evaluation Criteria - (Maximum Marks: 30)
The list of Bidders will be ranked in ascending order; the Bidder who quoted the
lowest price (L1) will be ranked first and so on.
The L1 Bidder will be awarded maximum 30 marks. Other bidders will be awarded
using the following formula:
30 x (Price Bid of the L1 Bidder) /(Price Bid of the specific Bidder)= Marks (rounded
off to 2 decimals)
Example-
Bidder Price Marks
A 10 Lakh 30
B 15 Lakh 30x10/15 =20
C 20 Lakh 30x10/20 =15

c) Overall Evaluation
The overall marks of the specific Bidder = Marks obtained in Step (a) + Marks
obtained in Step (b)
The Bidder with highest marks may be considered for placement of the contract.
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3.1.3 Pre-Bid Meeting & Costs of Bidding
GRSE may conduct a Pre-Bid meeting to clear all doubts (if any) of the bidders. The date is
mentioned in the section 3.9.
The Bidders shall bear all costs associated with the preparation and submission of their
Bids, including cost of participation in pre-bid meeting. GRSE will in no case be responsible
or liable for such or other costs, regardless of the conduct or outcome of the Bidding
process.
3.1.4 Limits on Promotion
The Bidder agrees to make no reference of GRSE or this procurement resulting contract in
any literature, promotional material, brochures, sales presentation or the like without prior
written consent of GRSE.
3.1.5 Validity Period of the Bids
The Bids shall be valid for a minimum period of Ninety Days and for a further period of
Thirty Days as an exigency for any unforeseen delay in evaluation and award of the
Contract to the successful Bidder, from closing date for submission of Bids. On completion
of the validity period (120 days), unless the Bidder withdraws his Bid on writing, it will
deemed to be valid until such time that the Bidder formally (in writing) withdraws his Bid.
3.1.6 Security Deposit
The Applicant shall submit Security Deposit by Bank draft or in the form of Bank Guarantee
as per GRSEs Bank Guarantee Format (enclosed) within 15 days of placement of order for
5% value of the contract, in Bankers Sealed Envelope. The Security Deposit will be valid
for 60 days beyond the tenure of contract.
In the event of failure to execute the contract satisfactorily or default by you, the above
Security Deposit will stand forfeited. No interest will be payable by us for the Security
Deposit.
3.1.7 Liquidated Damage
For delay in completion of work, Liquidated Damage will be imposed @ % per week or
part thereof on the undelivered portion of the service, subject to max 10% of the total value
of the order.
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3.1.8 Force Majeure
a) Should any force majeure circumstances arise, each of the contracting party shall
be excused for the non-fulfilment or for the delayed fulfilment of any of its
contractual obligations, if the affected party, within 15 days of its occurrence,
informs the other party in writing.
b) Force majeure shall mean fire, floods, earth quake natural calamities or other
acts, such as war, turmoil, strikes, sabotage, explosions, quarantine and
restrictions beyond the control of either party.
c) It is understood and agreed between the parties hereto that the rights and
obligations of the parties shall be deemed to be in suspension during the
continuance of the force majeure event as aforesaid and the said rights and
obligations shall automatically revive upon the cessation of the intervening force
majeure event. The period within which the rights and obligations of the parties
shall be in suspension due to force majeure event shall not be considered as a
delay with respect to the period of delivery and/or acceptance of delivery under
the contract or otherwise to the detriment of either party.
3.1.9 Arbitration
a) If, at any time, before, during or after the contract period, any unsettled claim,
question, dispute or difference arises between the parties, upon or in relation to or
in connection with or in any way touching or concerning this tender / agreement /
supply order (retain whichever is applicable) the same shall be referred to the
Chairman & Managing Director (C&MD in short) or the Managing Director (MD in
short), as the case may be of Garden Reach Shipbuilders & Engineers Limited
(GRSE in short) for adjudication of the said disputes or differences, as Sole
Arbitrator, in accordance with the provisions of Arbitration and Conciliation Act,
1996.

b) The C&MD or MD, GRSE if he so desires, may nominate/appoint another officer of
GRSE or a person, whom he thinks fit and competent, for adjudication of the
disputes or differences, referred to him as the Sole Arbitrator.

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c) Such Arbitration shall, in all respects, be conducted in accordance with the
provisions of the Arbitration and Conciliation Act, 1996 and the rules framed there
under or any statutory modification or re-enactment thereof for the time being in
force.

d) The Award of the Sole Arbitrator shall be final, conclusive and binding upon the
parties.

e) In the event of the death or resignation for any reason whatsoever of the said Sole
Arbitrator, appointed by the C&MD or MD of GRSE, the C&MD or MD GRSE, on an
application from either of the parties in this behalf, shall act himself as the Sole
Arbitrator or nominate/appoint, in place of the outgoing Arbitrator, another officer of
GRSE, or a person whom he think fit and competent to adjudicate the said disputes
and differences in accordance with law.

f) Also in the event of arbitration award is set aside by a competent court on an
application from either party and unless otherwise ordered by the said court, the
C&MD or MD of GRSE, on an application from either party, shall himself act as Sole
Arbitrator or nominate/appoint another officer of GRSE, or a person whom he thinks
fit and competent to adjudicate the disputes and difference in accordance with law.

g) The cost of the arbitration, fees of the arbitrator, remuneration of the stenographer
and clerk, stamp paper etc, as shall be decided by the Sole Arbitrator, shall be
shared equally by the parties. The venue of arbitration, unless otherwise decided by
the parties or by the Sole Arbitrator himself, shall be the premises of the Garden
Reach Shipbuilders & Engineers Limited located at 43/46, Garden Reach Road,
Kolkata 700 024.
3.1.10 Jurisdiction
The contract shall be deemed to have been wholly made in Kolkata and all claims there
under are payable in Kolkata City and it is the distinct condition of the contract that no suit
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or action for the purpose of enforcing any claim in respect of the contract shall be instituted
in any Court other than that situated in Kolkata City, West Bengal State, India.
3.1.11 Secrecy of Information
All reports and relevant data such as Statistics / Business Processes and supporting
records or materials compiled or prepared in the course of the services shall be confidential
and shall be the absolute property of GRSE. You have agreed to deliver all such material
back to GRSE upon completion of this contract.
You shall, at all times, during the continuance of the agreement and for a period of 10 (ten)
years after its expiration / termination, shall exercise due case, caution and endeavor to
keep the GRSEs confidential information confidential and accordingly not disclose any
such confidential information to any other person other than for the performance of the
obligations under the agreement. You shall indemnify and / or undertake that the
confidential information, acquired by you during operation and/or implementation of the
contract, shall not be divulged to any other person or party and shall continue to remain
valid even after expiry and/or termination of 10 years.
All information given to you for the execution of the order is to be treated as
CONFIDENTIAL. The technical information and other related documents should not be
used for any other purpose except for the execution of the subject work. You shall give an
undertaking in favour of GRSE that in the event of any breach of the stated provisions, you
will make good any loss / cost / damage /any other claim whatsoever suffered by GRSE or
preferred by anybody to GRSE in this respect subject to giving full opportunity to you to
defend.
3.1.12 Risk purchase and Termination of Contract
If the contract is not completed within the stipulated period, GRSE reserves the right to
terminate the contract and to get the order completed from alternate sources at the risk,
responsibility and cost of the Vendor. GRSE shall notify vendor in case of poor
performance / progress by the vendor. In case corrective measures are not taken by vendor
to improve upon the performance within Seven days from the date of receipt of such notice,
GRSE shall have the right to terminate the contract either in full or in part and get the works
completed by any other agency at risk and cost of vendor. Extra cost incurred in the
process of termination and getting the job done from alternative source, if any, will be
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recovered from the Vendors from the Security deposit or pending bills and /or be recovered
if necessary by due legal process.
GRSE shall have the right to terminate this contract due to commission of any illegal act or
causing breach of security by the vendor or any of their men and agent, at the risk, cost and
liabilities of the vendor. This contract shall also be terminated by GRSE in the event of
declared bankruptcy of the Vendor.
3.1.13 Foreclosure& Expected Matter
a) For any reason whatsoever, if GRSE intends, not to carry out work within the
scope of this tender/order, GRSE shall forward a written notice of foreclosure to
the Vendor advising the Vendor to stop all activities for implementation of this
order forthwith.
b) Vendor shall not be entitled to any compensation and/or damage for such
foreclosure. However, all Costs incurred by Vendor, as on the date of issuance
of the notice of foreclosure and as would be reasonably determined on the basis
of documents submitted by the Vendor, shall be paid to the Vendor within a
period of 60 days from the date of determination of such cost after adjusting any
amount paid to or lying with the Vendor. With regard to determination of such
cost, the decision of the officer to be nominated by the Chairman & Managing
Director of GRSE in this regard shall be final and binding upon the parties. Such
matter, in all respects, shall be treated to be an excepted matter and shall not
be arbitrable in accordance with the Arbitration clause contained in this order.

3.2 RFP Document
3.2.1 General Guidelines
Please respond to this RFP in light of the following:
This RFP is for conducting System Audit of SAP Implementation at GRSE, ROI
achieved, Gap analysis, Bench marking, Roadmap/Action plan to bridge the gap(if any)
and prioritisation of the same through ABC analysis/any other method.
All Sections of the Techno-Commercial and Price Bid Template (Annexure-IV) should be
completed and should be submitted in the prescribed format only.
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All Applicants submitting proposals agree that their pricing is valid for a minimum of 7
Months after proposal submission to GRSE. Pricing must be submitted on a Fixed
Price Basis. Proposals, which do not submit pricing on this basis, may be eliminated
from further consideration.
This document must be read in its entirety. Bidders are expected to examine all
instructions forms, terms, specifications and other information in the RFP document.
Failure to furnish all the information required by the RFP document or submit a Bid not
substantially responsive to the RFP document in every respect will be at the Bidders
risk and may result in the rejection of the Bid.
GRSE reserves the right to reject any or all proposals if it determines that select
proposals are not responsive to the RFP. GRSE reserves the right to reconsider any
proposal submitted at any phase of the procurement. It also reserves the right to meet
with select Proposers at any time to gather additional information. Furthermore, GRSE
reserves the right to delete or add functionality (i.e., modules) up until the final contract
signing.

3.2.2 Amendment to the RFP document
At any time prior to the deadline for submission of Bids, GRSE may, for any reason,
whether at its own initiative, or in the response to a clarification requested by a prospective
Bidder, amend the RFP document.
Amendments will be provided in the form of Addenda to the RFP document and will be
published in GRSE website and will be binding on them. Bidders are required to
immediately acknowledge receipt of any such addenda, and it will be assumed that the
amendments contained in such Addenda will be taken into account by the Bidders in their
Bids.
In order to afford prospective Bidders reasonable time to take the amendment into account
to prepare the Bid, GRSE may, at its discretion extend the deadline for the submission of
Bids, in which case will notify all Bidders by post / fax / mail confirming the extended
deadline.
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3.3 Preparation of Bids
3.3.1 Completeness of the Bid documents

The Bid documents must be complete in all respects with all the Appendices duly filled in.
Failure to comply with any of the instructions or conditions stated in the RFP documents or
offering unsatisfactory explanations for non-compliance is likely to lead to rejection of offer.
The commercial Bid should be fully in sync with the technical Bid to ensure that full
recommended solution is covered.
Guidelines for the formats in which the Bid documents must be submitted by the Bidders
are provided in Annexure IV of this RFP document.
3.3.2 Language of Bid
All Bids and supporting documentation must be submitted in English.
3.3.3 Bid Currency
All costs and charges relate to the Bid must be expressed in Indian Rupees.
3.3.4 Earnest Money Deposit (EMD)( Interest Free)

(i) Tender must be accompanied with an interest free EMD of 50,000.00 (Rupees fifty
thousand only) in the form of Pay Order/Demand Draft/Bank Guarantee (as per GRSE
format) on any schedule Bank other than Cooperative Bank at Kolkata, duly crossed
favouring GRSE Ltd., without which the tender will be liable for rejection. EMD is to be
submitted (except B.G) along with Techno-Commercial part of offer and same to be
indicated on the envelope.
(ii) If EMD is submitted in the form of B.G., then the same is to be forwarded directly to our
GM (Finance) in Bankers sealed envelope failing which same will not be accepted. The
Bank Guarantee shall remain valid for a period of forty five (45) days beyond the original bid
validity period. Details of B.G. are to be confirmed in Techno-Commercial part of offer and
also on the envelope containing the offer.
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(iii)SSI units registered under single point registration with NSIC will be exempted from
submission of Earnest Money Deposit. Document in support shall be submitted along with
the bid.
The EMD would be forfeited in the following cases:
a) Withdrawal / modification of the Bid within the validity period of the Bids, after opening of
the Bids
b) If the successful Bidder does not accept the order after issue of Letter of Acceptance
(LoA) or the letter of Intent (LoI) or the Purchase Order (PO)
c) If the successful Bidder fails to furnish the Security Deposit within 15 days from the date
of issue of LoA or LoI or the Purchase Order (PO)
d) If the Bidder declines to hold his offer during the validity period of the offer

In case of unsuccessful Bids, the EMD shall be refunded to the unsuccessful Bidder within
30 days from date of receipt of a written request from the Bidder for the refund. GRSE shall
not pay any interest on the EMD.
The successful Bidders EMD will be discharged upon the Bidder signing the Contract with
GRSE and on submission of the Performance Bank Guarantee.
3.3.5 Format and Signing of Bids

Each bid shall be made in the legal name of the Primary Bidder and shall be signed by a
person duly authorized to sign on behalf of the Primary Bidder. The authorized signatory
must Stamp and initial all pages of the Bid document. The authorized signatory shall be
nominated by a letter duly signed by the Managing Director or Chairman of the Primary
Bidding Company or a person of equivalent rank.
The Primary Bidder must stamp and initial all pages indicating unconditional acceptance of
the General Conditions of the Contract stated in Section 4. The primary Bidders signature
on the Bid shall be deemed to imply unconditional acceptance of the General Conditions of
Contract including the conditions specified therein.
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3.4 Submission of Bids

3.4.1 Sealing and marking of Bids

Offer to be submitted in two sealed separate envelopes:
(a) PART A : Technical and commercial offer in triplicate (Separate
sealed envelope) and EMD and a blank copy of the price bid format (without
specifying the prices)
(b) PART B : Price Offer only in original. (Separate sealed envelope)
All the two envelopes shall be put in one sealed envelope. Enquiry No./Date, Due
Date, Part No and Title should be super scribed on all the envelopes. Your offer will
not be considered if the requirement is not complied with. Also a soft Copy of the
Techno Commercial Offer to be provided in the CD.
GRSE reserves the right to accept or reject any/all offers without assigning any
reason whatsoever.
Conditional offer will not be accepted.
Quotation received after due date will not be considered.
3.4.2 Submission address
Bids may be sent by registered post / speed post / Courier or hand delivered, so as to be
received at the following address within the due date and time. Any other mode of
submission e.g. fax, e-mail, etc will not be accepted.
Office of the Deputy General Manager(ERP), Garden Reach Shipbuilders & Engineers Ltd,
43/46, Garden Reach Road, Calcutta-700024.
3.4.3 Late Bids
Any Bid received after the Bid submission deadline prescribed by GRSE in Section 3.9 of
this RFP will be rejected and returned unopened to the Bidder.
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3.5 Bid Opening and Evaluation
3.5.1 Clarification of Bids
During the Bid evaluation, the GRSE may, at its discretion, ask the Bidders for clarifications
with respect to their Bids. The request for clarification and the response shall be in writing,
and no change in the price or substance of Bid shall be sought, offered or permitted.
3.5.2 Preliminary Evaluation
The Bid packages of all Bidders will be opened as per schedule stated in Section 3.9 of this
RFP. While the Technical Bid packet of each Bidder will be opened in front of the Bidders,
all the unopened Commercial Bid packets will be sealed together in a packet in front of the
Bidders and kept aside for opening at a later point of time, after the evaluation of Technical
Bids is complete.
GRSE will determine the substantial responsiveness of each Bid to the Bidding documents.
Deviations from or objections or reservations to critical provisions such as those
concerning Performance Bank Guarantee, Applicable laws, Taxes & duties, will be deemed
to be material deviations. GRSEs determination of the Bids responsiveness is to be based
on the contents of the Bid itself without recourse to extrinsic evidence. If the Bid is not
substantially responsive, it will be rejected by GRSE and may not be made responsive by
the Bidder by correction of non-conformity.
Conditional Bids are liable to be rejected.
3.5.3 Technical Bid Evaluation Phases
The evaluation of the Technical Bids will be done on two phases:-
i) The Bidders will be short-listed based on the Bidders Eligibility Criteria stated in
section 3.1.1.
ii) Short-listed Bidders will be evaluated as per Bidders Evaluation Criteria stated in
section 3.1.2. The Bidders may be invited to make a presentation of their
understanding about the Project. The Bidders will be given time as per schedule stated
in Section 3.9 to GRSEs Evaluation Committee. This entire exercise has to be carried
out by the Bidders at their own cost.
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3.5.6 Commercial Bid Evaluation
The Commercial Bid will be evaluated after the Technical Bid evaluation is complete.
GRSE reserves the right to reject all or any part of the Bid without assigning any reasons
whatsoever and the decision of GRSE in this regard shall be final and binding.
3.5.7 Site Visits by GRSE
Sight visits may be sought at the discretion of GRSE. Bidders have to provide GRSE this
opportunity, if requested, to help them to assess and evaluate the Bidders capabilities.
3.5.8 Correction of Errors
Bidders are advised to exercise greatest care in entering the pricing figures. Requests for
revision of prices will not be entertained under any circumstance after the Bids are opened.
If there are any corrections in the Bid document, the authorized signatory should initial
them all, failing which the figures for such items may not be considered.
Arithmetic errors in Bids will be corrected as follows:-
a) Where there is a discrepancy between the amounts in figures and in words, the amount
in words shall govern.
b) Where there is a discrepancy between the Unit rate and the line item total resulting from
multiplying the unit rate by the quantity, the unit rate will govern, unless in the opinion of
GRSE, there is an obvious error such as misplacement of a decimal point, in which
case the line item total will govern
c) Where there is a discrepancy between the amount mentioned in the bid and the line
item total present in the schedule of prices, the amount obtained on totaling the line
items in the Bill of Material will govern
d) The amount stated in the correction form, adjusted in accordance with the above
procedure, shall be considered as binding, unless it causes the overall price to rise, in
which case the Bid price shall govern.
3.5.9 Disqualification of Bids
The Bid is liable to be disqualified if,
a) The Bid is not submitted as per RFP document
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b) During validity of the Bid, or its extended period, if any, the Bidder increases his
quoted price
c) The Bidder disqualifies the Bid with its own conditions
d) The Bid is received incomplete form or not accompanied by the Earnest Money
Deposit
e) The Bid is received after the due date or time
f) The Bid is not accompanied with all the requisite documents
g) Information submitted in the Technical Bid is found to be misrepresented, incorrect
or false, accidentally, unwittingly or otherwise, at any time during the processing of
the Contract (no matter at what stage) or during the tenure of the Contract including
the extension period, if any;
h) The Commercial Bid is enclosed in the same envelop as the Technical Bid
i) If it comes to GRSEs knowledge, expressly or implied, that some Bidders may have
compounded in any manner whatsoever or otherwise joined to form a Cartel
resulting in delay / holding up the processing of the Bid, then the Bidders so involved
are liable to be disqualified for this Contract as well as for a further period of two
years from participation in any RFP floated by GRSE.
j) In case any one party submits multiple Bids or if common interests are found in two
or more Bidders, the Bidders are likely to be disqualified, unless additional Bids /
Bidders are withdrawn upon notice immediately; and
k) The successful Bidder fails to deposit the Bank Guarantee or fails to enter into a
Contract within 30 working days from the date of LoA / LoI or within such extended
period, as may be specified by GRSE.
3.6 Contracting with the Successful Bidder
3.6.1 Award of Contract
After completion of the evaluation, a Contract may be awarded to the successful Bidder
whose Bids meet the requirements of this RFP and is determined to provide the best value
to GRSE. GRSE reserves the right to award the Contract in whole or part if it is in its best
interests to do so.
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3.6.2 Notification of Award
The acceptance of the Bid, subject to Contract, will be communicated in writing at the
address supplied by the Bidder in the Bid document. Any change of address of the Bidder
should therefore be promptly notified to GRSE.
3.6.3 Signing of Contract
The successful Bidder shall be required to enter into a Contract with GRSE within thirty (30)
days of award of the Contract or within such extended period, as may be specified by
GRSE. This Contract shall be on the basis of this RFP document, the Bid documents of the
successful Bidder, the LoA / LoI and such other terms and conditions as may be
determined by GRSE to be necessary for the due performance of the work, as envisaged
herein and in accordance with the Bid and the acceptance thereof.
3.7 Payment to the Successful Bidder
GRSE shall pay to the successful Bidder as per Payment terms of the Contract with the
successful Bidder.
3.8 Acceptance of the Contract:
The acceptance of the contract will be upon successful completion of the deliverables by
the competent Authority of GRSE.
3.9 Overall Schedule of Bidding Activities
Activity Indicative Timeline
Sale of RFP documents 09.05.2012
Pre-Bid Meeting 21.05.2012
Last date of submission of Bids 11.06.2012 ( 12:00 NOON )
Opening of Technical Bids 11.06.2012 ( 02:00 PM )

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4 Annexure III: General Conditions of Contract
Following are the General Conditions of Contract (GCC) required by GRSE to enter into a
relationship with the successful Bidder. The GCC stated here is not intended to be
exclusive. The GCC has been provided here with the intent of sensitizing the Bidder to
various clauses, which may be reflected in the final Contract.
Clause
No.
Clause Details
1. Compliance with the RFP Document
1a The Bidder is expected to peruse all bidding instructions, formats and
specifications in the RFP document. Failure to do so would result in rejection
of the Bid.
1b Bid not covering the entire scope of work may be treated as incomplete and
hence rejected.
1c Any deviation from the Conditions of the Contract is not allowed. However, if
there are minor deviations, they should be brought out clearly in the Deviation
schedule.
2. Grafts and Commissions
Any graft, commission, gift or advance, promised or offered by or on behalf of
the Bidder / Successful Bidder would lead to cancellation of this and all other
future Contracts with GRSE.
3. Use of Contract Documents and Information
3a The RFP documents are property of GRSE and shall not be used for any
other purpose, except for execution of this Contract.
3b All Projects related document issued by GRSE, other than the Contract itself,
shall remain the property of GRSE and shall be returned to GRSE on
completion of Successful Bidders performance under the Contract if so
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required by GRSE.
3c The successful Bidder shall not communicate or use in advertising, publicity,
sales release or any other medium unless prior written permission is obtained
from GRSE.
4. Single Point of Responsibility
4a The scope of the Contract shall be on the basis of single point responsibility
lying with the successful Bidder completely covering the services specified
under the RFP document
5. Contract Date
The Contract shall be considered as having come into force from the date of
issue of Letter of Acceptance (LoA) or Letter of Intent (LoI) by GRSE to the
successful Bidder.
6. Jurisdiction - As mentioned in Clause 3.1.10
7. Amendments to Contract
7a No variation or modifications of the Contract shall be made except by written
amendment signed by the Party.
8. Correspondences and Notices
8a Any correspondence or notice from one party to another under the terms of
Contract shall be served in writing.
9. Work to be executed under the Contract
9a In respect of the work to be executed under the Contract, any item (including
software tools and accessories) that is not specifically mentioned in the RFP
document but is required for the SAP Audit should be provided at no extra
cost to GRSE.
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9b Multiple document, such as the RFP document and subsequent clarification
documents are to be taken as mutually explanatory to each other. In case of
ambiguities and discrepancies, the same shall be explained and clarified by
GRSEs authorized representatives. In this regard, the decision of GRSEs
authorized representative shall be final.
10. Assignment and subletting of Contract for implementation
10a The successful Bidder shall not assign the Contract or any part thereof to a
third party.
11. Inspections
11a Authorized representatives of GRSE shall have the right to be associated
with the successful Bidders implementation team
11b GRSE may at its option get the successful Bidders deliverables inspected by
a third Party if it feels necessary. GRSE will bear all inspection charges on
this account.
11c The successful bidder shall be responsible for to make good all the
deficiencies pointed out during the acceptance testing at no extra cost. GRSE
will not reimburse any extra cost incurred by the vendor in meeting the
deficiencies.
12 Completion of Contract
12a The successful Bidder shall so organize his resources and perform his work
as to complete it not later than the date agreed to. The time for completion of
work shall be reckoned from the date of issue of LoA or LoI.
13. Payment Terms
13a 100% payment will be made by GRSE through ECS/EFT within a period of
30 days after submission of the bill in triplicate along with Work Completion
Certificate of Total contract. The Vendor shall submit the invoice along with
work completion certificate in triplicate to GRSE Finance Department.
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13b In case Work is completed by the selected Vendor employing lesser Man-
Days than quoted, proportionate deduction will be made from the amount
payable to the vendor.
13c Bidders may note that no advance payment will be made.
14. Deduction from Contract price
14a All costs, damages, or expenses that the successful Bidder is liable to pay,
but was incurred by GRSE, will be claimed by GRSE. The successful Bidder
shall pay such claims within fifteen (15) days of receipt of the Claim. If the
successful bidder fails to pay within 15 days, then GRSE will be entitled to
deduct the same from any monies due or becoming due for payment to the
successful Bidder.
15. Liquidated Damage / Penalty for delay in completion of Work As
mentioned in Clause 3.1.7
16. Suspension of Work
GRSE reserves the right to suspend and reinstate execution of the whole or
part of the work without invalidating the provisions of the Contract. GRSE will
issue orders for suspension or reinstatement of the work to the successful
Bidder in writing.
17. Intellectual Property Rights
The successful Bidder represents and Warrants that the software tools and
accessories used for the SAP Audit does not infringe any Intellectual property
rights held by any third Party .

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5 Annexure IV: Bid Document Submission Formats
5.1 Technical Bid Document Format
The Bidder should strictly adhere to the following format while preparing their Technical Bid
Document.
Section
No.
Content RFP Ref
Section 1 EXECUTIVE OVERVIEW

Section 2 STATEMENT OF WORK
i) Introduction
ii) Purpose
iii) Objectives
iv) Confirmation of Scope of Work Section 2
v) Deliverables acceptance Criteria recommendation
vi) Change Control Procedure
vii) Detailed Project Plan ( including different
Phases/activities and completion time and
estimated Man-Days for each of the phases)
Section 5.4

viii) Project team organization and
responsibilities

Section 3 REQUIREMENTS OF INFRASTRUCTURE TO BE
PROVIDED BY GRSE

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Section 4 BIDDER DETAILS Annexure V

Section 5 ADDITIONAL DOCUMENTS
Documents Supporting Bidder Eligibility Criteria
i) Bid Qualification Forms Annexure VIII
ii) Audited Balance sheet and P&L account of the Bidder

i) Client testimonials
ii) Lists of deviations from RFP
iii) Letter for nomination of Authorized signatory
5.2Commercial Bid Document Format
Sl
No
Contents RFP Ref.
1 Scope of the Work as given in above mentioned tender enquiry
have been fully understood by me/us and our offer is submitted.
(If no, a detail of deviation is to be furnished).

2 Validity of offer is up to 120 days from date of opening of tender.
3 Whether Consulting Firm is registered with NSIC. If yes , attach
certificate

4 Prices will remain Consulting firm &
fixed &execution of order is
placed within validity of offer. :Yes/No

5 Security Deposit is acceptable. Ref Clause
No.3.1.6
6 Liquidated Damage clause is
acceptable.
Ref Clause No.
3.1.7
7 Risk Purchase clause is acceptable. Ref Clause No.
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3.1.12
8 Payment terms is acceptable Ref Clause No.
3.7
9 GRSE's other standard Terms of tender viz. jurisdiction,
Arbitration etc. are acceptable.
Ref Genl. Terms
& conditions For
Jurisdiction Ref
3.1.10 For
Arbitration Ref
3.1.9
10. EMD :
a) Submitted with Part A Bid. ( ` ) : a) DD No.________dt._________
BG No.________dt._________
Valid upto ________________

11. Blank Copy of Price Bid
Submitted with Part A of Bid (i.e. without mention of prices) with break-up of Basic Price and
any other statutory taxes as applicable.

5.3 Price Bid Document Format
The Price bid should be enclosed in a separate sealed envelope. All prices should be
mentioned in Indian Rupees. Pricing must be submitted on a Fixed Price Basis. The
detailed breakdowns should be included in the following section:

Price
Price figures should be presented separately for each activity in the Scope of work. Price
Structure is shown below-

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Activity Price*
(`)
Taxes&
Duties
(`)
Total
(`)
SAP Audit
(Quality Audit and Security & Control Audit)

ROI Calculation & Cost Benefit Analysis
GAP analysis
Bench-Marking
Roadmap/Action Plan to bridge the gap and prioritisation of
the same through ABC analysis/any other method

Supply-Chain Efficiency Enhancement
Technical Audit
* Please elaborate the methodologies used for arriving at this Price.
5.4 Estimated Man-Days & Completion Time:

5.4.1 Estimated Man-Days:
The Bidder should provide the estimated Man-days for each of the activities in the Scope of
the Work along with the Response-to-RFP Part A as follows-
Activity Estimated
Man-days
SAP Audit
(Quality Audit and Security & Control Audit)

ROI Calculation & Cost Benefit Analysis
GAP analysis
Bench-Marking
Roadmap/Action Plan to bridge the gap and prioritisation of the same through
ABC analysis/any other method

Supply-Chain Efficiency Enhancement
Technical Audit
Total

5.4.2 Completion Time:
The Bidder should provide the Time line in no. of days for each activity in the entire contract
along with the Response-to-RFP Part A. The completion Time should also be given in bar
chart format.

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6 Annexure V: Bidder Information
6.1 Details of the Bidder
Sl.
No.
General Information Bidders response
1. Name of the vendor
2. Address of Head Office in India
3. Address of kolkata Office
4. Contact Persons Name, Designation,
Address, Phone, e-mail

8 List of Indian Customers for the
Implementation, Audit, Review, Benefit
Realization & Optimization Of SAP ECC
6.0(Maximum three each)
a) Government/PSU Customers
b) Private Customers

(Pl provide Contact Names, Telephone
Numbers and Number of User Licenses
against each Customer)

9 Can a visit of the GRSE team be
arranged one of the above sites?

10 Please fill in the template provided in
Annexure V 6.2 for Client references

Sl.
No.
Annual Turnover Bidders response
2008-09 2009-10 2010-11
11 Annual Turnover ( `)
Sln. QualifiedResources
(The employees with degree in
Engineering / MCA having minimum 3
years relevant experience only to be
Bidders response
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considered as Qualified Resources.)

12 No. of Qualified Resources:
(List giving qualifications and experience
should be provided)

6.2 Reference Clients for Implementation, Audit, Review, Benefit Realization &
Optimization of SAP(Maximum three each)
Please fill the following template for:
a) Government / PSU Clients
b) Private Sector Clients

Sl.
No.
Client
Name
Location Version
Implemented/Audited
and Year of
implementation/Audit
No.
of
Users
Testimonials
attached (Y/N)

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7 Annexure VI: FORMAT OF BANK GUARNTEE TOWARDS
EARNEST MONEY GUARANTEE BOND
(To be used by all scheduled Banks)
1. In consideration of M/s. Garden Reach Shipbuilders & Engineers Limited, 43/46 , Garden Reach
Road, Calcutta-700024 (hereinafter called the Buyer) having agreed to exempt M/s
.......................... .................................................. (hereinafter called the party) from the demand
,under the terms and condition contained in the Tender No.................................. dated ..............
(hereinafter called the Said ) of Security Deposit for the due fulfillment by the said partys of the
terms conditions contained in the said Tender on production of a Bank Guarantee for (`..........
..............................................................only) we.................................Bank Limited (hereinafter
referred to as the Bank) do hereby undertake to pay Buyer an amount not exceeding `
............................. against any loss of any breach by the said Party of any of the terms & condition
contained in the said Tender.
2. We, ....................................................... Bank ..................................do hereby undertake to pay the
amounts due and payable under this Guarantee without any demur, merely on a demand from the
Buyer stating that the amount claimed is due by way of loss of damage caused, to or would be
caused , to or suffered by the Buyer by reason of any breach by the said Party of any of the terms of
conditions contained in the said Tender or by reason of Partys failure to perform the said Tender.
Any such demand made on the Bank shall be conclusive as regards the amount due to and payable
by the Bank under this Guarantee.
3. We, .......................................................... Bank Limited further agree to the Guarantee herein
contained shall remain in full force and effect during the period that would be taken for the
performance of said Tender/Order and that it shall continue to be enforceable till all the dues of the
Buyer under or by virtue of the said Tender/Order have been fully paid and its claims satisfied of
discharged or till the Managing Director, Garden Reach Shipbuilders & Engineers Limited ,certifies
that the terms and condition of the said Tender/Order have been fully & properly and carried out by
the said party and accordingly discharge the Guarantee. Unless a demand or claim under this
Guarantee is made on us in writing on or before the ....................................... We shall be
discharged all liability under this Guarantee thereafter.
4. We, ..................................................... Bank Limited further agree with the Buyer that the Buyer shall
have the fullest liberty without our consent and affection in any manner our obligations hereunder to
vary any of the terms and conditions of the said Tender/Order or to extend time of performance by
the said Party from time to time or to postpone for any time or from time to time any of the powers
exercisable by the Buyer against the said Party and to forbear or enforce any of the terms and
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conditions relating to the said Tender/Order and we shall not be relieved from our liability by reason
of any such variation, or extensions being granted to the said Party or for any forbearance, act of
omission on the part of the Buyer or any indulgence by the Buyer to the said Party or by any such
matter of thing whatsoever which under the law relaying to sureties would but for this provision have
effect of so relieving us.
5. We ............................................................. Bank Limited lastly undertake not to revoke this
Guarantee during its currency except with the previous consent of the Buyer in writing.
6. Notwithstanding anything contained hereinabove, the liability of the Guarantor under this Guarantee
is restricted to `....................................... ( Rupees..................................only), and that this
Guarantee shall remain enforce until its expiry on the .................(date), unless a suit or action to
enforce a claim under this Guarantee is made against the Guarantor within six months from the
aforesaid date of expiry , all the rights of beneficiary under the said Guarantee shall be forfeited
and the Guarantee shall be released and discharged from all liabilities thereof.

For .......................................................... Bank Limited Dated ..day
of20..
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8 Annexure-VII: Guidelines for submission of Bank Guarantee
FORMAT NO. OS/03/0085
GARDEN REACH SHIPBUILDERS & ENGINEERS LIMITED
61, Garden Reach Road, Kolkata 700 024
(GUIDELINES OF BANK GUARANTEE)
1 Non- Judicial Stamp Paper N. J. S. Paper of ` 60/- (Rupees Sixty Only) is to obtained in the
name of the banker for execution of the Bank Guarantee. If a single Stamp Paper of ` 60/- is
not available, Stamp Papers of multiple denominations may be used but the serial nos. or
purpose of each Stamp Paper be of consecutive nos. and purchased on the same day. Such
Stamp Paper should not be older than one year or the date of purchase Order/Contract
whichever is applicable. Stamp Papers obtained in the name of the suppler will not be
accepted.
2 Address of the Supplier/Contractor and the executing Bank should be incorporated in full in the
Bank Guarantee.
3 Bank Guarantee should be executed by scheduled Banks preferably by Nationalised Banks and
should be sent in Bankers sealed envelop directly to General Manager (Finance), Corporate
Finance. M/sGarden Reach Shipbuilders & Engineers Limited 43/46, Garden Reach Road.
Kolkata 700 024. Superscribing the word BANK GUARANTEE.
4 No confirmation of B. G. is required to be obtained from issuing Bank if the B. G. executed by
Scheduled/Nationalize Banks is received in Bankers sealed envelop.
5 Bankers confirmation is required in case of Bank Guarantee executed by Non-Scheduled
Banks/Co-operative Bank/Regional Private Bank etc. and for those Guarantee which were not
received in the terms of (3) above.
6 The Bank Guarantee should conform strictly in conformity with the terms and Conditions of the
order and in GRSEs standard format prescribed against each of the above cases.
7 Expiry date should be the accordance with the requirement of contractual terms and the claim
period for preferring the claim should not be less than six months from the date of expiry of any
case.
8 Bank Guarantee shall be free from all infirmities and typographical errors/ deletions/
inclusions/riders etc, requires to be authenticated by Banks signatory with official seal.
9 Issuing Bank should furnish confirmation towards execution of Guarantee immediately on
receipt of GRSEs formal letter for same. Confirmation letter should contain GRSEs letter
reference requested for and must be in Banks sealed cover addressed to GRSE.

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9 Annexure VIII: Bid Qualification Forms
Qualification Criterion I
a) Bidder must be an authorized SAP Consulting Firm in India.
Bidders response

Yes / No
If Yes, Documentary Proof of the same should be submitted.

Qualification Criterion II
a) Bidder should have offices in Kolkata dealing in SAP Implementation, Review &
optimization capabilities. .
Bidders response

Yes / No.
If Yes, Documentary Proof of the same should be submitted.

Qualification Criterion III
a) The Bidder should have a minimum annual turnover of ` 50 Crores in each of the
last three financial years(2008-09, 2009-10, 2010-11).
Bidders response
Financial Year Turnover ( `)
2008-09
2009-10
2010-11

Qualification Criterion IV
a) The Bidder should have successfully executed-
1. Two contracts of SAP Review/Audit minimum value of ` 30, 00,000/-
of which at least one from a large PSU in last 3 financial years
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OR
2. Three contracts of SAP Review/Audit minimum value of ` 20, 00,
000/- each of which at least one from a large PSU in last 3 financial years
Bidders response
Name of the
PSU/ Other
Clients
Value of
Contract
Contact for Reference Phone Number

Qualification Criterion V
a) The Bidder should have done at least one SAP Implementation/Review/Audit
in a large Project Based organization.
Bidders response
Name of the
Client
Organization
Value of Contract
(`)
Contact for
Reference
Phone Number

Qualification Criterion VI
a) Bidder should be currently either SEI-CMM Level 5 or ISO 9001 Certified..
Bidders response

Yes/No.
Documentary Proof of the same should be submitted.
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10 APPENDIX A: GRSEs Objectives from ERP ECC 6 Implementation
Synopsis
I) Major Business Objectives

1) Integrate all the business functions and all the divisions i.e. Ship Division,
Engineering Division and Engine Division of GRSE to address the business
requirements of all the units & corporate office.
2) Re-engineer and standardize all the business processes to suit SAP best practices.
3) Reduce data duplication and increase accuracy, consistency & transparency.
4) Eliminate activities and processes that do not add value.
5) Make MIS reports accurate & instantaneously available. To make information more
readily available, as appropriate, to all units, suppliers, customers and other
agencies as may be authorized by GRSE.
6) Optimize Inventory Management of spares, raw materials and consumables by
sharing the pool of inventory across the enterprise.
7) To have Online Audit facility with trails readily available and properly preserved.

II) Major Technology Objectives

1) Upgrade the current ERP ECC 4.6 B in all its versions and variations in the most
appropriate manner with a proven SAP Version.
2) Reduce the number of separate information systems and the interfaces that connect
them, running on different servers, written in different programming languages, and
utilizing separate databases and make a centralized Information System.
3) Provide interface between SAP and non-SAP Information Systems wherever
necessary.
4) Limit customizations to the Software to hold down implementation costs, to support
standardization of business practices, and to preserve the ability to upgrade to new
versions as they are released.
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Detailed Objectives
I) Major Business Objectives
Optimizing tools, procedures, processes and mechanisms for project management and
related activities
Streamline GRSEs commercial and HR processes through software-led
business process re-engineering in conjunction with the implementation of the
SAP ERP package.
Standardize business processes and practices throughout the enterprise to
conform to desired practices, GRSEs laid down business policies, conforming to
all statutory regulations or procedures and collective bargaining agreements.
Eliminate activities and processes or sub processes that do not add value or
retard the business processes in all identified areas.
Address the business requirements of all the units, corporate office and
stockyards.
Capture and make available to Corporate Management, Unit heads, Area heads
the information needed to effectively manage programs and measure their
success through relevant, correct, consistent and up-to-date information.
Provide senior and line managers of operation, services and support, specifically system
users and functional managers, with the necessary technology, tools and training to
enable them to extract the data and information they require to meet their decision
support and other business needs.
To reduces data duplication, speeds product development cycles, and improve new
product turnaround time, enhance the overall process in getting products to market and
ultimately sustaining a companys competitive position.
Greatly enhance the ability to report enterprise-wide expenditures, cash flow &
budget utilization by unit, cost centers within a unit or units/cost centers together
by implementation of enterprise-wide accounting and other business standards.
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Make information more readily available, as appropriate, to all units, functional
and business process units, suppliers, customers and other agencies as may be
authorized by GRSE.
Provide direct access, as appropriate, to personnel, payroll, time and attendance,
benefit, and retirement information.
Facilitate cut costs, administrative overheads and achieve reduction in production
and operation costs.
Help optimize its inventory management of spares, raw materials and consumables by
sharing the pool of inventory across the enterprise to industry standard best practices.
Provide inventory of human resource with skills and competencies to effectively manage
its operations.
Enable GRSE to more efficiently conduct business with its vendors and Consultants
through expansion of electronic commerce.
Improve the ability to budget and measure program success based on performance
metrics at Corporate, Unit and Business process levels.
Improve GRSE's overall ability to conduct business and manage its human resources
based on reliable and timely data/information.
Facilitate enterprise compliance with the Governmental and GAAP Accounting
Standards reporting requirements.
II) Major Technology Objectives

Upgrade the current ERP application systems in all its versions and variations in the
most appropriate manner with a proven SAP Version that utilizes current and
mainstream technology.
Simplify and integrate GRSE's core system infrastructure. Reduce the number of
separate information systems and the interfaces that connect them, running on different
computers, written in different programming languages, and utilizing separate
databases.
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Eliminate unit-level systems that perform basic operation, commercial and
financial functions that can and should be performed by the core systems.
Use the ERP system as a business backbone, or foundation upon which to
automate additional business functions in the future in an integrated fashion,
clearly highlighting the intended areas and provisions to be made there for, along
with expected cost of modification / additions required in terms of hardware /
software and other technologies.
Limit customizations to the software to hold down implementation costs, to
support standardization of business practices, and to preserve the ability to
upgrade to new versions as they are released.
Where necessary, provide standard interfaces between the SAP system and non-SAP
supported enterprise/unit program-specific information systems that are consistent with
GRSE's Enterprise-Wide Technical Architecture. Also provide bolt-on modules for
features not supported by ERP.
Provide IT solution that is open, robust, has a wide user base and established support
infrastructure in India.
Provide solutions that can scale up to meet future business integration with e-
Procurement, Supply Chain Management, Customer Relation Management and
Business Intelligence and other packages currently being used in GRSE.
Provide solutions for Audit trails in respective areas to facilitate Audit of international
standards (including IT Security). This would extend to include Business Continuity Plan
for GRSE.
GRSE is not able to run the Material Requirement Planning (MRP) in SAP, which needs
to run efficiently and give the desired output to the users.

II) Integration with other software packages

The SAP solution has to be integrated with separate Mail Messaging, DMS and Workflow
Solutions (MS Share Point / Lotus Domino). Integration should also happen with other
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Software Packages that GRSE is currently using or is planning to use, such as MS-Project /
Primavera, Attendance Recording Solution, RFID, etc.
III) Major Issues to be resolved by Implementation Partner
The Major Issues faced by GRSE has to be resolved by Implementation Partner.

Sl
No.
Major Issues
Design
1 Not able to run MRP
2 Updating of actual Lead Time in Material Master
3 Accounting of Surplus Material and Inter Project Transfer
4 If a BOM is loaded for a Hull block there is no scope for any modification,
deletion in respect of raw plates. Only addition of new one is possible.
These give wrong information regarding total number of raw plates required
or used for certain blocks.
5 BOMs are prepared system wise. Compartment wise BOM report is
available by using compartment name as short string. However this brings
out list for all the ships of the project. Hence sorting need to be on the basis
of Yard number and compartment name.

6 During creation of any new alternate BOM the user has to deactivate all
levels of the previous alternate BOM which may in turn also block any
action taken information in respect of earlier BOM. Otherwise the new
alternate BOM may not be available for further processing.

7 Adherence to the Material Codification Policy

Planning
1 Interfacing between SAP and Primavera / MS Project
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2 Status Update on Percentage Project Completion
3 Not able to identify Spare item. Presently with the Main equipments the
spares are also coming in the same Indent and in the same WBS. To
identify the Spares from the main equipments causing problem.
4 If a material requisition is raised for a particular material for a particular
quantity then it should not allow for further requisition for that quantity of the
material.
Commercial
1 Track of Loose Items in the PO
2 Not having track of non delivery of goods after delivery schedule of material
3 For one type of material (with same material code) if its located in multiple
physical location, its not possible to identify the same material as there is
no scope for maintaining the location for more than one time.
4 In the inspection report, in the quantity received column its showing the
quantity from the GR, whereas there could be some quantity which is not
supplied and hence the status becomes Not found. This is considered as
Rejected presently (though the material was not supplied).So there should
be a option (a column) for the Not found quantities (the quantities which is
not supplied).Presently the RIC, the quantities / items which is not supplied
that is mentioned in the Quantity Rejected column and a corresponding
remarks is given mentioning the quantities were Not found.
5 Conversion Factor in the Material Master are not maintained properly.
6 While issuing a material if the material has reached less than the re-order
level then it should display with a proper message.

IV) MIS Report Requirements

o Understand current business processes and MIS reporting requirements of
GRSE
o Explain best practices available in the ERP software and how these best
practices affect the existing business processes
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o Identify areas of differences between the best practices and the current business
processes of GRSE
o Organize workshops to reconcile the differences and draw up the revised to be
processes
o Identify areas where software does not meet requirements and draw-up plan in
terms of a workaround or customization
o Map all MIS Reports currently available in the software with the MIS and
Statutory reporting requirements of GRSE and identify new reports that need to
be customized / freshly developed
o Design all desired access security and data validation controls
o Document the configuration done and prepare user manuals for maintenance of
the configuration / customization.

V) Training Need
Training will need to be carried out at the following levels at GRSE by the Implementation
Partner :
o Training on Best Practices offered by the procured ERP Solution
o Walk-Through of Features / Functionality offered by the procured ERP Solution
o Detailed Training to all Licensed Users, 'Champion' Users and to the Senior
Management of GRSE in various aspects of procured ERP Solution and its
offered features
o Training to IT Staff of GRSE for customization / development of new forms and
reports, for various System Administration Tasks affecting the ERP Solution, for
various Installation Services and for Data Management Activities.

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11 APPENDIX B: Cost Incurred for SAP ECC 6 implementation Amount (in `)
A. Direct Cost Total = 21,10,18,509.36

B. Indirect Cost Total = 2,80,00,000.00

Grand Total = 23,90,18,509.36

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APPENDIX- C SPECIAL CONDITIONS OF CONTRACT
(Relating to Labour Laws)
1. It is expressed terms of this tender/contract that this tender/contract shall be governed strictly in accordance with all the
terms and conditions as embodied in all other documents forming part of this tender/contract. The Contractor shall be
responsible to produce to and /or complete the under the contract exclusively with his/its duly employed workmen solely
at his/its own risk and responsibility.
2. The definition of workmen, Contractor, principal Employer, Wages or any other statutory terms, used elsewhere in
this tender/ contract, shall have the same meaning as are assigned to them by the Contract Labour (Regulation &
Abolition) act,1970or any other applicable/ appropriate enactment.
3. While performing the contractual work, the contractor must ensure compliance with all the existing statutory labour
enactment/ regulations, including the following:-
a) Contractor Labour (R & A ) Act,1970 and Central & State Rules as applicable.
b) Minimum Wages Act,1948.
c) ESI Act,1948
d) EPF & MP Act, 1952.
e) The Building & other Construction Works (RE &CS) Act, 1996 & Rules

4. Contract Labour (R & A) Act, 1970 & rules framed thereunder. The Contractor is to comply wit all the provisions of the
Act including the following important requirements under the Act.

a) To obtain a labour Licence issued by the Competent Authority (i.e. Licencing Officer) where the execution of works are
to be carried out. The contractor , on whom the contractor is awarded by the Principal Employer /GRSE is require to
obtain Licence for all the Contractor Labours working under it/him , including the Contractor Labour of his /its sub-
agencys piece rated workers or any other labour engaged by it /him in any manner for the execution of the contract at the
principal Employer /GRSE premises as applicable under the relevant provision of the Act. The Contractor is to contact the
Office of the Asst. Labour Commissioner, 6, Church Lane Kolkata-700 001 or any other appropriate office / Authority for
obtaining /renewal of the Labour Licence etc. in respect of contractual work executed by him /it for the principal
Employer/GRSE.

b) The Contractor shall maintain a muster Roll Register, Register of Wages, Deduction, Overtime, Fines and
Advance strictly as per the provisions of the Act. The Contractor shall issue Wage Slips to the workman at least a day
prior to disbursement of wages. The Registers maintained by the Contractor shall be placed for inspection and scrutiny by
the concerned officer of the Principal Employer/GRSE at regular intervals and also as and when required.

c) the Contractor shall be responsible for payment of wages to each workman employed by it /him in accordance with law
and the disbursement of wages shall be made in presence of authorised representative of the Principal Employer /GRSE.
No wage period shall exceed one month and wages of every workman shall be paid within thee days from the end of the
wage period, in case the wage period is one week or a fortnight and in all other cases before the expiry of the 7
th
day from
the end of wage period.

d) Contractor is required to cover all the workmen under them including those workmen of the Sub-agencies, piece rated
workers or any other workers engaged by him/it in any manner under ESI & EPF &MP Acts. All these workmen are to be
covered under separate Code Nos. of the Contractor. Contractor should also ensure its own PF & ESI Code while
entering into the contract.

e) Notice showing the rates of wages, hours of work, wage period, date of payment of wages/unpaid wages, name,
address and designation of Inspector, having jurisdiction, shall have to be displayed in conspicuous places and at the
work site as per Rule 81(1)(i) of the Contract labour (R & A) Act and the Rules framed there under. A Notice board shall
have to exclusively earmarked for above purpose.

f) A copy the notice as per Rule 81 (2) of the at shall be required to be sent to the inspector and wherever any change
occurs, the same shall be required to be communicated to him forthwith.

g) As per Rule 81 (30 of the Act, information of commencement / completion of work of the Contractor shall have to be
communicated to the Inspector within 15 days from such commencement/completion.

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1. Photocopies of Registration Certificates of Code Nos. along with current documents/ challans etc. in support of
deposit of contribution as applicable under above Act/Rules are to be submitted with Techno-commercial part of
tender.

6. Compliance of EPF & MP Act:

a) The Contractor shall have own P. F Code no. against his Firm and submit the same to GRSE while entering into
/finalising tender.

b) P.F shall have to be deposited against own code of the Contractor and P.F. Challan along with Annexure for P.F
deposition against Contract Labour ,name wise, shall have to submitted to the Principal Employer by the 20
th
of every
month. Besides, all other statutory returns pertaining to P.F. are to be submitted by the Contractor in time.

c) In the event of failure to show proof of P.F Deposit for all the workman working under the Contractor, including workers
of its Subcontractor, payment/clearance of the right to pay the bill after suitable deduction on account of P.F. Bills of such
defaulted Contractor shall be settled only on satisfactory production of P.F deposit challan in respect of Contractor Labour
duly certified by the HR Dept. of the respective Unit/Main Yard of Principal Employer/GRSE.

7. Compliance of ESI Act:

The Contractor shall have own ESI Code No as against his Firm and submit the same to GRSE while entering into
contract/ finalising tenders. The Contractor shall cover all the workman /employees engaged by him, under ESI
Act/Scheme and pay the monthly contribution (both employer and employee) and shall furnish all necessary particulars to
ESI Corporation as required by the said Act under their own ESI Code and also to the Principal Employer/GRSE.
The Contractor expressly undertake that nobody will be engaged by it/him without coverage under the Act. In case ESI
Code No of the contractor is inoperative for whatever reasons , the Principal Employer/GRSE will be at liberty to deduct
ESI Contributions at appropriate rates from the Contractors Bill and deposit the same to the ESI Authority.

8. Contractors having ESI Code:
The Contractor will furnish a list containing details of workmen/employees to be engaged for work to the concerned
Department before taking up the assigned job. Any subsequent change will have to be intimated forthwith to the
concerned Department of the Principal Employer /GRSE for proper control. In addition ,they will also submit documentary
evidence showing all compliance with ESI formalities in respect of employees engaged in the job of the Principal Employer
/ GRSE. Such documents will be monthly challan for ESI deposit and certified copy of all half-yearly returns submitted to
ESIC etc., subject to satisfactory compliance of all formalities.

9. All Contractors shall ensure that detailed responsibility be strictly complied with as envisaged in the enclosed list of
Contractors responsibilities along with other provisions as applicable to them as per Appendix B.

10. The Contractor engaged in Shipbuilding works is require t obtain registration under the Building & Other Construction
Work Act, 1996 and Rules framed there under and is also required to maintain Registers and Records and submit returns
strictly in line with the stipulated provisions of the said Act & Rules so framed.
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APPENDIX- D CONTRACTORS RESPONSIBILITIES

1. Obtain Labour Licence from Licensing Authority, and to submit a copy of Licence to the Retainer and
concerned Unit HR Department.
2. Licence to be renewed by applying in Form-VII to Licensing Authority at least 30 days before expiry and
copy to be furnished to the Retainer and HR Department.
3. The contractor shall be responsible for payment of wages to each workmen employed by him. The wages of
every workman shall be paid within three days from the end of the wage period, in case the wage period is
one week or a fortnight and in all other cases within/ before the expiry of the seventh day from the end of the
wage period. Date ,Time, Place of payment wage /unpaid wages, minimum rate of wages, hours of work,
wage period , name address and designation of Inspector having jurisdiction etc., are to displayed in a
Notice Board at conspicuous place and copy to submitted to Retainer and HR Department. All other statutory
payments are to be made within the due date as per statute.
4. It shall be the duty of the Contractor to ensure that timely disbursement of wages is made in the presence of
the authorised representative of the principal Employer i.e. representative of the HR DEPT/ Retainer.
Certification of the Register Wages by the representative of the Retainer/HR Dept. would be made with the
following endorsement:-
Certified that the amount shown in Column No. .. has been paid to the workmen concerned in
my/ our presence on at ..
5. Register of Workmen employed by the Contractors shall be maintained in Form XIII and produced before the
Retainer and HR Dept.
6. Muster Roll Register ( Form-XVI), Register of Wages ( Form- XVII), Register of Deduction of Damages or
Loss ( Form-XX), Register of Fines ( Form-XXI), Register of Advance ( Form-XXII), Register of Overtime (
Form-XXIII) are to be maintained and produced before Retainer/ HR Dept.
7. Returns in Form-XXIV (in duplicate) to be sent by the Contractor to the Licensing Officer for the Half year
ending 30
th
June and 31
st
December each year endorsing copy to HR Dept./ Retainer.
8. Ensure issuance of Wage Slip to each labour at least a day prior to disbursement of wages and copy be
submitted to Retainer/ HR Dept.
9. Copy of Nomination and Declaration Form -2 ( REVISED) under EPF (MP) Act, 1952 in respect of all
labourers to be submitted to Retainer/ HR Dept.
10. Monthly Return ( Statement of contribution ) in Form -12A ( Revised duly filled in along with challans for
deposit of PF contribution, is to be submitted to the Retainer by 20
th
days happens to be Sunday/Holiday,
the same is to be submitted on 21
st
/next working day.
11. Consolidated Annual Contribution Statement/ Returns in Form 6A and contribution card for current period in
Form- 3A ( Revised ) to be submitted to RPFC with a copy to Retainer/ HR Dept. within 30
th
April each year.
12. Status on Employees Provident Fund Scheme in Form -19 and status on Form-10-C (EPS) for workmen
ceasing employment and claiming withdrawal benefit, to be furnished forth with to Retainer /HR Dept.
13. Every contractor shall send to the Commissioner EPF , within 15 (fifteen) days of close of each month, a
Return in Form-5 under paragraph 36 (2)b of EPF Scheme 1952 & EPS 95 [ Para 20(4)].
14. ESI & PF Registration Certificate in original to be produced before the Retainer/ HR Dept. and copy
submitted before / at the time of commencement of work.
15. ESI Challans against deposit of monthly contributions of workmen be submitted every month, by 10
th
day of
the subsequent months, to ESI Authorities and copies be made available to HR Dept./ Retainer along with
ESI empanelment of all employees engaged by them latest by 20
th
day of each month.
16. Ensure Half- Yearly Returns is submitted to ESI Authorities endorsing copy to Retainer/ HR Dept. at the
earliest.
17. Date of commencement/ completion of work with the Company is to be intimated to the HR Dept. through
respective PLs/HODs/DGM(Repair) as applicable.
18. The contractor engaged in Shipbuilding work with the Company is required to obtain registration under the
Building & Other Construction Work Act, 1966 & Rules there under. All statutory obligations as per this Act/
Rules are to be strictly complied with Contractor is to maintain Register and Records and also submit the
requisite Returns accordingly.
19. Any other statutory provisions as may be applicable are required to be complied with by the Contractor.

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