AMENDMENT NO 01

DATED: March 17, 2014

REQUEST FOR PROPOSALS (RFP)
Tender No. FESCO/ERP-01
PRE-BID CONFERENCE HELD ON 05-03-2014 REGARDING
ERP IMPLEMENTATION IN FESCO
Subject:

Pre- Bid Conference of ERP Implementation in FESCO.

Location:

Conference Room in FESCO Headquarter.

Date:

05 March 2014 at 11:30 AM.

Participants from FESCO:

1. Muhammad Iqbal Ghori FD Finance, FESCO.
2. Mr. Aziz Ahmed, Addl: DG (IS) FESCO.
3. Mr. Naeem ullah, Director (HR) FESCO.
4.

Mr. Shahid Mehmood Manager (MM) FESCO.

5. Mr. Attique Ahmad Addl. Director (IT), PITC, Lahore.

6. Mr. Zahid Hussain Manager (CPC), PMU, FESCO.

Venders Representatives:
1. Jaffer Brothers (Pvt) Ltd.

Mr. Junaid Akhtar

2. Info-Tech

Mr. Muhammad Ejaz

3. Siemens

Mr. Shamuel Ali

4. Abacus

Mr. Babar Hussain Khan

5. Ora-tech Systems (Pvt) Ltd.

Mr. Mogees Mahmood But

6. Inbox

Mr. Umar Javid

7. Addvantum Innovative Tech.

Mr. Ali Bin Shahid

8. AF Ferguson & Company

Mr. Kashif Hussain

9. AOS

Mr. Ahmed Hasan

Introduction:
The meeting was chaired by Finance Director. The meeting was started with the permission of
Chairperson. He welcomed the participants and open the Pre-Bid Conference to get
queries/feedback from above 9 Nos. of Venders.

Agenda Points
Discussion and decisions:
Sr.
No:

Particulars of the query /

clarification

FESCO to change Bid

Money from CDR Call
Deposit Request to Bank
Guarantee. Bid Money
asked by FESCO is in total
of PKR 10 Million, which is
a substantial amount to be
held by FESCO, hence we
request to change it to Bank
Guarantee.
HRMS and Payroll were not
included in the Tender of
FESCO. Will FESCO use
the existing system and if
yes, please share the detail
of existing HRMS and
Payroll
To
complete
implementation
of
all
business processes whether
mentioned in the RFP or not
but are common in the
power sector, particularly in
respect
of
distribution
companies;
Please clarify
Does it include all the
process like
Billing
Finance
Supply Chain
Assets Maintenance
Human Resource
Inception Report to deploy
ERP end-to-end Solution in
FESCO only for application
mentioned in RFP
Accounting & Financial
Information System
Material Management
System
Project Management
System

Clause No
Section No

RFP
Page
No.

Discussion / Decision

No Change
Clause 8 Bid
Security

Background

Page
No. 2

Page
No. 4

FESCO has decided to implement an ERP Solution

in the following functions:
1. Accounting & Financial Information System
2. Material Management System
3. Project Management System
But also use the core areas / function of HRMS
module for Work Flow in relating to the Project.
The ERP Solution must integrate with consolidated
data of Billing , Payroll.
The vendor will create an interface between billing
system and general ledger.

Clause 5.1.2 (C)

Page
No. 57

Selected bidder will share methodology to

incorporate this data for building business
intelligence reporting system.

This scope of work will be restricted to RFP.

5.2.3 Deliverable
(i)

Page
No. 60

Sr.
No:

Particulars of the query /

clarification

Deployment of Applications
A to Z
Please clarify A to Z

Clause No
Section No

5.2.3 Deliverable
(iii)

RFP
Page
No.
Page
No. 60

Three (03) Years of

warranty from the date of
commissioning
of
the
Project
after
formal
acceptance
Please define date of
Commissioning
Also confirm three (03)
year of warranty for
product as well as for
implementation services
Representation and warranty
by bidders.
Point b. Clearance /
Approvals to be taken by
bidders

Discussion / Decision
It mean 100 % deployment of the modules
mentioned in RFP

During discussion the point was clarified that the

warranty period starts from date of acceptance of
Go-Live.

5.2.7 Warranty

Clause 2.21 (b)

Page
No. 61

Page #
15 of
RFP

Clause 2.21(b) that

b) It has in full force and effect all requisite
clearances, approvals and permits necessary to enter
into the Contract and perform its obligations hereof.

Require clarification.
What types of approvals /
clearance are required.
8

Clause states - The certified

/ certificate by bidder means
the information shall be on
stamp paper dully signed by
the bidder and attested by
the notary public.

Page
36/37/38 No
of RFP

Please confirm if a single

certificate on stamp paper
confirming compliance for
all clauses is enough
9

Statement of deviation from

requirement Specs
Please clarify if the
reference document wrt to
which deviations are
required is page # 61
Clause 5.3 or Annexure A
in the AS-IS provided on
the website.

Appendix F
Statement of
Deviation from
requirement
specs.

Page
#44 of
RFP

Clause 5.3 of RFP

Sr.
No:

Particulars of the query /

clarification

Clause No
Section No

10

Please confirm our

understanding that
Hardware and network
areas mentioned will be
part of Phase 0
deliverables and not to be
quoted / provided as a
response of this RFP.
common characteristics
clause D concurrent users

5.3.6.1 Hardware
Deployment
Layout and
Specifications.
&
5.3.6.2 Network
deployment
Layout
5.3.8.1 clause d

11

RFP
Page
No.

Discussion / Decision
This activity will be performed in Phas-0 by the
successful bidder and after awarding the contract.

Page 63
of RFP

Page 69
of RFP

At page 69 of RFP in 5.3.8.1 clause d

Read the concurrent user as

12

Please clarify concurrent

users. In SAP there is no
concept of current users.
Only named users can be
created.
FESCO
will
not
be Payment schedule Page
responsible for any licenses Clause 1.1
129 of
cost during implementation
RFP
period. Bidders are required
to procure all licenses for
ERP at their own cost till
Go Live
As per End User License
agreement. The Software
will be under use of
FESCO from day one of
Project
implementation
and ownership must lie
with FESCO; if FESCO
wants the contractor to
buy software licenses on
its behalf it needs to
warrant Procurement at
the time of contract and
sign agreements. Please
clarify if FESCO is only
deferring payment of the
licenses and not the
procurement. Point under
consideration is although
payment is not done by
FESCO till Go Live
ownership still lies with
FESCO.
Vender proposed that if
FESCO will agree to pay
the payment of license, the
bidder is ready to submit
Bank Guarantee against
said licensing cost.

Sessions / login User.

FESCO agreed with the proposal of bidder.

Sr.
No:
13

Particulars of the query /

clarification

Clause No
Section No

Clause 1.
Annexure B
Payment shall be made in
Pak. Rupees

RFP
Page
No.
Page
129 of
RFP

Discussion / Decision
All types of Payments shall be made in Pak. Rupees
only

Please clarify if the

quoting currency can be in
foreign currency?
Payment term however
can be in PKR.
(Converted into PKR at
the interbank rate at the
time of payment )

14

Is MOU is sufficient to form

a JV at the time of bid
submission or we need to
have a registered JV partner
at the time of bid?

Page 10

2.2.1 Joint Venture

(1) A Joint Venture shall be a registered Joint
Venture.

15

If bidders forms a JV or Sub Clause 2.14 (3)

contract, which partnership
will have higher score?

Page 13

Only Joint Venture will be assessed.

16

Define no of trainee Key Clause 5.2.1.3

business users and Key IT
staff module wise?

Page 58

It is clear in this clause that bidder must provide a

complete training schedule with no of trainer in
FESCO stakeholder at all level according the usage
of application software.
Vendor should propose that aligned with his
implementation strategy.
Please use the number of users mentioned in
Users Licensing Sheet at Page 138.

17

Seems that Users

overlapping in Users
Licensing Sheet (Tentative)

Page
138

Users Licensing Sheet has been modified and

attached herewith.

18

Please elaborate
Requirements of data
migration?

Clause 5.4.1(xii)

Page 98

Clause 5.4.1(xii) it is clear that

Preparation of data migration strategy and plan and
undertaking data migration activities based on the
plan.
The consolidated financial data will be migrated
of last 5 years.

19

Does Rollout sites of phase

I,II & III are included or
excluded?

Clause 2.30
Form 2

Page 22
& 130

2-Rollout Plan (Tentative) at Page-130

Yes Rollout sites at page 130 are all included for
ERP implementation.

Sr.
No:

Particulars of the query /

clarification

20

Cost Estimates, Ceiling

Amount
An estimate of the cost of
Services payable in the
Local Currency is set forth
in Appendix D.
Appendix D missing in the
RFP

Clause No
Section No
6.2.6.1

RFP
Page
No.
Page #
120 /
107 /132
of RFP

Discussion / Decision
It is just typo mistake. Please follow the Appendices
at page no.106 & 107 having Appendix A- to
Appendix H
Addition of Appendix D in page 132: Breakdown

of Contract Price in Local Currency.

At page 132 Read Appendix D as Appendix E
At page 133 Read Appendix E as Appendix F
At page 134 Read Appendix F as Appendix G
At page 137 Read Appendix G as Appendix H
So after these changes there will be two
Appendices D & E at page 132.

21

Others Clarifications

1) The Partner of SAP raised objection on JBS

participation in this tender. It has been
communicated to PPRA for clarification.
The decision will be conveyed when
received from PPRA.
2) Accounting Manual for reference is also
available on FESCO website.

REVISED FESCO Users Licensing Sheet (Tentative)

Accounting &
Financial
Information
System

Others

Sr.
No.

Function

Location

C.E/
Circle

manager/
Division
Dev.
User

Executive management

ICT / MIS

CFO/FD

Head Office

Head Office

Internal Audit

Head Office

HR Directorate

6
7

Inquiry
Users /
Limited
Professional
User

Techno
Functional

Techno
Functional

End
User

Techno
Functional

FESCO

PMU

Head Office

Material Management

Head Office

GSO Circle / Divisions

S.E GSO
Circle

Operation Circles /
Division

21

10

PD GSC

P.D (GSC)

11

RO Office

RO/CSO

21

12

Civil Division

13

P.D Construction

16

12

18

10
1

3
2

2
1

6
5

21

29
4

1
21

27

4
1

16

Total

Confidential

End
User

Regional / Field Store

End
User

7
2

14

Project
Management
System

Total

Regional
Store

Material
Management
System

RFP Page No. 138

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED

AND IN FULL FORCE AND EFFECT
END OF AMENDMENT NO. 01

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