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For the Supply of Drawing Coordination and Bid Preparation


Collaboration System
Sl No Basic
Requirement

Eligibility Criteria

Document To be
Submitted

Legal Entity

The Bidder should be Certificate


of
registered
under
the Incorporation
/
Companies Act, 1956, and Registration
should be in existence in
India for at least for the
last 15 years in India as on
date of submission of the
bid.

Turnover

The
Product
vendor
should
have
average
turnover of Rs 500 Crores
globally in last three
financial years (FY-13-14,
FY-14-15, FY 15-16 ) from
the sale of IT products

Copy
of
the
audited Profit &
Loss Statement
of the company
duly certified by
statutory auditor

Technical
Capability

The Bidder should be


a
provider
for
Engineering
Document
management,
Project management
, PLM
in a single
platform
Web Architected
:
should be able to
access
through
internet browser like
Chrome,
IE,firefox
etc
The software vendor
should be reputed
global
software
technology solution
provider
in
Engineering , PLM
and should have a
clear road map or
products to support
Tata power DDC in
future
technology
requirements.
The software should
be capable of being
accessed
through
thin clients.
Database
requirements
:
should be able to
support Oracle / MS
SQL/DB2
Scalability : should
be able to scalable
for future increase in
no of users
Interoperability
:
should be able to
connect to various
external systems like

Copy of Work
Order & Project
Completion
Certificate
should
be
attached

ERP etc
Licensing options on
premise
,
subscription or on
cloud

Blacklisting

The Bidder should not


debarred/ blacklisted
any Government/PSU
India as on date
submission of the Bid.

be
by
in
of

Support / Offices

The vendor should have


offices in Delhi and should
have
Software
Development center and
support
infrastructure
based in India

Of
the
solution

box The product should be able


to
address
the

A
self-certified
letter signed by
the
Authorized
Signatory of the
Bidder.

requirements through out


of the box solutions for
Eng
document
management and Project
management

Document
&
Drawing
Coordination
Management System Specification

and

Bid

The drawing Coordination system should be the single source of truth


for TATA POWER. It should hold the final set of content related to
projects while it supports prior workflows towards producing final set of
delivery. The system should hold the Content in an organized manner
with proper taxonomy/classification definition. These contents would
have been created within the IROCON entity or received from other
external parties. The system should be web based and user friendly. It
should be capable of supporting number of users.
The key features of the system should be
1. The system will be a centralized repository for all Documents,
Drawings, Reports, and Manuals etc across the organization.
1.
Role based access control integrated with Enterprise Identity
management system LDAP.
2.
System should allow version controlling of the documents with
both minor and major version.
3.
Able to support the content of multiple formats. The content to
be classified based on TATA POWER.
4.
Specific review and approval process for each classified content
based on IROCON requirement.
5.
Should be able to make a full text, index and parametric search
6.
Should have version control & revision management
7.
Should be able to track status of the document throughout the
lifecycle.
8.
Should support integrate with other enterprise systems
such as ERP, project management systems, Engineering
design tools, document collaboration tools.
9.
System should allow search based on different parameters like
file name, folder name, project name, index fields, Full text &
Wild card search
10.
Should enable integrating with productivity tools like Outlook to
help
avoiding
content
storage
at
personal
desktops/laptops/devices
11.
Should be highly available, fault tolerant, no data/content loss
when failed.
12.
Should be highly responsive for user actions.
13.
System shall provide the standard file hierarchy structure of
folders and subfolders to allow users and groups of users to
manage and organize their documents.
14.
Should support multiple devices (IOS, Android, and
Windows)/channels (web, mobile etc.)
15.
Should be able to access/export all traceability on users
actions at any time.
16.
Should be able to provide tools to automatically attach file
templates to newly created MS document
17.
The Management console must be able to administer the

following:
I. Adding/deleting users
II. Adding/deleting authentication mechanisms
III. Policies
IV. Administering logs
V. Delegated Administration
18.
Should provide the capability to associate access rules with
restricted objects and users, groups, roles, and domains.
19.
Should provide policy based content and access control
20.
Should Provide users with a collaborative, internet based
interface that is universally accessible, easy to use and easily
adaptable to the requirements of sharing the documents and
managing project correspondence.
21.
Should
be
able
to
retrieve,
search
and
upload
documents securely and seamlessly
22.
Should have integrated discussion forum for each content
created , inviting participants , Subscription of discussion ,
summarize the discussion with time stamp as *.PDF and *.CSV
file.
23.
Consultants to review, who will then forward it to the
management team for approval through pre-defined workflow
process
24.
Should have an integrated on-line viewer with mark-up
capabilities to handle common Drawing 2D CAD files formats
25.
Should be able to view, upload/download, access and provide
integrated commenting/redlining capabilities.
26.
Should be able to uniquely identify each document with
Numbering .
27.
Should be able to create content structure to link all the related
content. Should able to show affected related items when one
on the document in the structure being modified.
28.
When superseding documents, previous versions will not be
deleted
29.
Should have Check in/check out or locking of files to
eliminate simultaneous edits and duplicate work.
30.
Should have Complete audit log on who did what and when.
31.
Should be able to to store email communication and able to
track .
32.
Should have dedicated monitoring server.
33.
OEM of solution to provide 24 x 5 Web Support.
34.
Service company should provide both On-site and Web
Support.
35.
*.DWG and *DGN file types has be published automatically on
Check-in and available for collaboration.
36.
Online / Web Based Markup Facility should be available for
*.DWG and *DGN file.
Drawing coordination solution should enable transparent
exchange of information between parties on continuous & real time
basis.
Drawing coordination is a continuous process throughout the
lifecycle. The drawing exchange happens between the parties should

be governed by the contract terms. Information security is of


paramount importance as leaked information between competing
players may lead to penalty & reputation. File naming, file storage
areas, approval workflows for each type of content, metadata
collection have to be standardized. All the information exchanged
should be traced back to track the progress against actual and report it
to the concerned. It should be possible to define any exceptions to the
pre-defined process so that such deviation can be reported for
corrective actions.
The tool should be scalable, secured, and flexible to tailor as
per custom requirements. The solution should have inbuilt capabilities
to run on cloud as well as hosted model. The solution should be
enabled on the end user devices like smartphones (IOS) , tablets (IOS),
laptops or desktops.
The solution should support automated integration between
source & target systems. The source systems can provide the
document feed through a shared folder/file feed or through manual
upload. The drawing could get rejected with notification if the
document is not compliant to the policies, procedures and set of predefined rules. The successful uploads will have a dynamic workflow
defined. Every stage of workflow steps should have the ability to
handle time bound notifications & reminders along with handling
exceptions if there are any. Any failed documents flow needs to be
resend by the sender or handled by the business admin . The workflow
may involve multiple parties for reviews /approvals. The observations
from the workflow participants should be captured in a tool so that it
can be addressed through a set of actions. Upon successful execution
of workflow the content have to be placed in the appropriate location
drawing management system along with set of metadata. The drawing
coordination system should allow quick document search.
Drawing Coordination tool should support visualization of
engineering drawings created out of varieties of tools that
owner/operators and contractors companies may use. In fact, any
changes on the design should create an automated workflow for
approval & publishing the changed design model.
The content collected during the development lifecycle should
be able to get linked to the systems used during the operations. For
example engineering specification document, manuals, Standard
Operating Procedures, etc for equipment should be made available to
maintenance engineers who would use systems like ERP, PM System.
Bid Preparation Collaboration System

1.System should help the align plan , resources , delivery and approval
of contents required for the Bid submission.
2.For automating the generation and dispatch of all correspondences.
3.The system shall have the workflow capability to route the
notes/responses/files for approval electronically. The routing can be
either sequential or adhoc.
4. Enabling the enforcement of the protocols, delegation of the
authority in a controlled and transparent manner.
5.To create correspondences with unique number for reference.
6.To enable collaborative drafting of the correspondences by validating
facts and taking inputs from all concerned.
7.Ensure that all correspondences and their responses are available in
the central, searchable web-based repository for future use including
for claim settlement etc.
8.Able to subscribe to the content delivery & management.
9.Able to create adhoc action items and mange as part of Bid
Coordination.
10.OEM of solution to provide 24 x 5 Web Support.
11.Service company should provide both On-site and Web Support.

Workflow Management
The System should include automatic workflow processes with
predefined rules, which will comprise information as due dates,
participants, documents status, etc.
The workflow management
1.Workflow management system should be build using Business
Process management framework. W
2.Workflow management system shall support Inbuilt Graphical
workflow designer for modeling complex Business Processes using
drag and drop facilities.
3.Create as many workflows as needed by TATA POWER.
4.Automatically associate content with relevant workflow.
5.System should have inbuilt Rule Engine for defining rules.
6.Allow for as many stops as required.
7.Allow serial or parallel steps or combination of both.
8.Manage due dates, participants.
9.Manage transition from one workflow step to another and send
notifications to the relevant users.
10.Manage the possible changes in document status, and document
rights according to set rules.
11.Workflow management system shall be able to keep track of the
work item status, the date/time the jobs are started and ended, the
creation and archival date of the documents.
1
OEM of solution to provide 24 x 5 Web Support.
12.Service company should provide both On-site and Web Support.

Software

Support

1) Software OEM should provides guidelines for customizing and


implementing Solutions.
2) Customer can customize your deployment of the Solution to best
suit their needs. Customer can create an infinite number of
customizations for the Solutions based on OEM Guidelines.
3) OEM to ship the customization toolkit . Toolkit should based on open
source Java.
4) OEM Technical Support can track those software errors found in the
core Solution software.
5) System should support Virtual Environments.
6) It is possible to create custom reports and SQL queries to extract
information regarding objects / contents in the system.
7) OEM to provide Support for products and applicable third-party
applications via the following release vehicles:
Maintenance releases
Temporary patches
8) Regular maintenance releases provide code corrections for critical
issues. They contain fixes for SPRs (Software Performance Reports)
that have been reported to OEM. Customer can order these
updates in CD-ROM, or you can download them from the Support
Website.
9) OEM Support Desk Availability 24 hours x 5 days
10) Support Desk Response Time 2 hours *
11) Authored Knowledge base 24 x 7
12) Download New Software or Maintenance Releases 24 x 7
13) Proactive Support Alerts

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