RFP Three PDF

BIDDING DOCUMENT (SINGLE-STAGE)
Issued on: 28 May 2019
for
Selection of
System Integrator for Integrated Financial
Management Information System (IFMIS) and
Revenue Management System (RMS)
for
Nepal Electricity Authority
IFB No: NIETTP-AF-ISP-NCS-IFMIS-075/76-01

Project: Nepal India Electricity Transmission and
Trade Project (NIETTP)
Sub-Project: Institutional Strengthening Project (ISP)
Purchaser: Nepal Electricity Authority, Nepal
3
CONTENTS
Section I. Instructions to Bidders (ITB)................................................................................6
Table of Clauses ...................................................................................................................6
Section II. Bid Data Sheet (BDS) .........................................................................................41
Section III. Eligible Countries for the Provision of Goods, Works, and Services in
Bank-Financed Procurement ................................................................................................60
Section IV. General Conditions of Contract.......................................................................61
Table of Clauses .................................................................................................................61
Section V. Special Conditions of Contract (SCC) ............................................................133
Table of Clauses ...............................................................................................................133
Section VI. Technical Requirements (including Implementation Schedule) .................161
Table of Contents: Technical Requirements ...................................................................161
Section VII. Sample Forms ................................................................................................510
Table of Sample Forms ....................................................................................................510
Section I. Instructions to Bidders (ITB) 4
Invitation for Bids (IFB)

NEPAL ELECTRICITY AUTHOR ITY
(A Government of Nepal Undertaking)
FINANCE DIRECTORATE
Invitation for Bids (IFB)
28 May 2019
Country: Nepal
Project: Nepal India Electricity Transmission and Trade Project (NIETTP)
Sub-Project: Institutional Strengthening Project (ISP)
Assignment Title: Supply, Installation and Implementation of Integrated Financial Management Information
System (IFMIS) and Revenue Management System (RMS)
IFB Number: NIETTP-AF-ISP-NCS-IFMIS-075/76-01
1. The Nepal Electricity Authority (NEA) has received a credit from the International Development
Association toward the cost of Nepal-India Electricity Transmission and Trade Project (NIETTP),
and it intends to apply part of the proceeds of this credit to payments under the agreement(s)
resulting from this IFB: NIETTP-AF-ISP-NCS-IFMIS-075/76-01
2. NEA serves as the implementing agency for the project and now invites sealed bids from eligible
Bidders for Supply, Installation and Implementation of Integrated Financial Management
Information System (IFMIS) and Revenue Management System (RMS). The project is to be executed
in following two stages:
• Stage 1: Supply, Installation, Customisation and Operational Acceptance/Go-Live of the
System (both IFMIS and RMS). Estimated time duration of this stage is 12 calendar months
from effective date of Contract.
• Stage 2: Post Go-Live Operational & Maintenance Support- The estimated time duration of this
stage is 24 calendar months from date of Operational Acceptance of System.
In case Operational Acceptance is achieved separately for IFMIS and RMS, contract period for the
stage 2 will be upto 24 calendar months from date of Operational Acceptance/Go-Live of IFMIS or
RMS, whichever is earlier. However, in such case, second system must be operational within 24
weeks from date of Operational Acceptance of first system to avoid the penalty towards delay in
implementation.
3. Bidding will be conducted using the International Competitive Bidding (ICB) procedures specified
in the World Bank’s Guidelines: Procurement under IBRD Loans and IDA Credits, edition of
January 2011, revised July 2014, and is open to all Bidders eligible as defined in these Guidelines,
that meet the minimum qualification criteria as specified in ITB Clause 6.1 (a) of bidding document.
Key qualification criteria for bidders include:
• Bidder must be registered entity, be in business of Information Technology from last 5 years,
must have SEI CMMi level 3 or higher certificate, and at least 100 personnel working in area
of ERP implementation; and
• Bidder must have average annual turnover of at least US$ 20 million for the last 3 audited
financial years.
• During last 10 (ten) years, the Bidder must have implemented at least three (3) projects with
ERP COTS product being offered, and one (1) project covering scope of metering, billing &
collection;
4. Interested eligible Bidders may obtain further information from Nepal Electricity Authority and
inspect the bidding documents at the address given below from 10:00 to 17:00 hours (NEA office
is closed on Saturday, and is open upto 15:00 hours on Friday). A pre-bid meeting, which potential
bidders may attend, will be held at 11:00 hours on 19 June 2019.
5. A complete set of bidding documents in English may be purchased within office hours up to 8 July
2019 by interested Bidders on the submission of a written application to the address below and upon
payment of a nonrefundable fee of NPR 20,000 (Nepalese Rupees Twenty Thousand only) or USD
200 (US Dollar Two Hundred only) deposited in the NEA Account provided below or in the form
of bank draft drawn in favor of the “NEA Institutional Strengthening Project” or through online
bank transfer to the above account. The document will be handed over to the bidder after producing
evidence of payment of the fee.
The Bidders, who wish to receive the bidding document by post/courier, may send a request to the
Employer with a payment of additional fee of NPR 15,000 (Nepalese Rupees Fifteen Thousand
only) or USD 150 (US Dollar One Hundred Fifty only) in a form of bank draft in favor of “NEA
Institutional Strengthening Project”, or through online bank transfer to the above bank account. If
so requested, NEA will send the document to the address requested by them. However, the
Employer will not be responsible for delayed or non-delivery of the documents so sent.
The Bidding documents are also available in the E-procurement section of PPMO’s Web Site
http://www.bolpatra.gov.np/egp. Bidders may choose to download the bidding documents, prepare
their bids and submit bids in hard copy of the downloaded bidding documents, as specified in the
Instructions to Bidders. In case the Bidder chooses to submit bid using the downloaded copy of the
bidding documents, the bidder shall be required to deposit the nonrefundable fees for the purchase
of bidding document in the Purchaser’s account as described above. Bids cannot be submitted
electronically.
6. Bids must be delivered in hard copy only to the address below at or before 14:00 hours NST on 9
July 2019. Bids need to be secured by a Bid Security. The amount of Bid Security required is NPR
12,000,000/- (Nepalese Rupees Twelve Millions only) or an equivalent amount in a freely
convertible currency. The Bidder has the option to submit the bid security in the form of either a
certified check, letter of credit, or a bank guarantee from a banking institution. Late bids will be
rejected. Bids will be opened in the presence of Bidders’ representatives who choose to attend at
the address below at 16:00 hours on 9 July 2019.
7. The attention of prospective Bidders is drawn to (i) the fact that they will be required to certify in
their bids that all software is either covered by a valid license or was produced by the Bidder and
(ii) that violations are considered fraud, which can result in ineligibility to be awarded World Bank-
financed contracts.
Address:
Project Manager
Institutional Strengthening Project Telephone: +977-1-4153200/ 4153201
Finance Directorate Fax: +977-1-4153118
Nepal Electricity Authority E-mail: ispnea@gmail.com
Durbar Marg, Kathmandu, Nepal
Purchaser’s Account Details:

Name: NEA Institutional Strengthening Project
Account Number at Kumari Bank Limited: 0010041864800001
Bank Name and Address in Nepal:
Kumari Bank Limited
Kathmandu, Nepal
SWIFT Code: KMBLNPKA
(Via: SWIFT MT 103 Message)
SECTION I. INSTRUCTIONS TO BIDDERS (ITB)

(Single-Stage Bidding)
Table of Clauses
A. General ................................................................................................................................8
1. Scope of Bid and Bidding Process ..............................................................................8
2. Source of Funds ..........................................................................................................8
3. Fraud and Corruption ..................................................................................................9
4. Eligible Bidders ........................................................................................................11
5. Eligible Goods and Services .....................................................................................12
6. Qualifications of the Bidder ......................................................................................13
7. Cost of Bidding .........................................................................................................16
8. Site Visit....................................................................................................................16
B. The Bidding Documents...................................................................................................16
9. Content of Bidding Documents ................................................................................16
10. Clarification of Bidding Documents and Pre-bid Meeting .......................................17
11. Amendment of Bidding Documents .........................................................................17
C. Preparation of Bids ..........................................................................................................18
12. Language of Bid ........................................................................................................18
13. Documents Comprising the Bid ................................................................................18
14. Bid Prices ..................................................................................................................20
15. Bid Currencies ..........................................................................................................23
16. Documents Establishing the Conformity of the Information System to the Bidding
Documents ................................................................................................................23
17. Securing the Bid ........................................................................................................24
18. Period of Validity of Bids .........................................................................................26
19. Format and Signing of Bid ........................................................................................27
D. Submission of Bids ...........................................................................................................27
20. Sealing and Marking of Bids ....................................................................................27
21. Deadline for Submission of Bids ..............................................................................28
22. Late Bids ...................................................................................................................28
23. Withdrawal, Substitution, and Modification of Bids ................................................28
E. Bid Opening and Evaluation ...........................................................................................29
24. Opening of Bids by Purchaser ..................................................................................29
25. Clarification of Bids ..................................................................................................30
26. Preliminary Examination of Bids..............................................................................31
27. Conversion to Single Currency .................................................................................32
28. Evaluation and Comparison of Bids .........................................................................32
29. Domestic Preference .................................................................................................37
30. Contacting the Purchaser ..........................................................................................37
F. Post-qualification and Award of Contract .....................................................................38

31. Postqualification .......................................................................................................38
32. Award Criteria ..........................................................................................................38
33. Purchaser’s Right to Vary Quantities at Time of Award ..........................................38
34. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids ......................39
35. Notification of Award ...............................................................................................39
36. Signing of Contract ...................................................................................................40
37. Performance Security ................................................................................................40
38. Adjudicator ...............................................................................................................40
Instructions to Bidders
A. GENERAL
1. Scope of Bid 1.1 The Purchaser named in the BDS and the SCC for GCC Clause
and Bidding 1.1 (b) (i), or its duly authorized Purchasing Agent if so specified
Process in the BDS (interchangeably referred to as “the Purchaser” in
these Bidding Documents), invites bids for the supply and
installation of the Information System (IS), as briefly described
in the BDS and specified in greater detail in these Bidding
Documents.
1.2 The title and identification number of the Invitation for Bids (IFB)
and resulting Contract(s) are provided in the BDS.
1.3 Throughout the Bidding Documents, the term "in writing" means
communicated in written form (e.g. by mail, e-mail, fax, telex)
with proof of receipt, and the term "days" means calendar days
unless a different meaning is evident from the context.
1.4 If the BDS so provides, alternative procedures forming part or all
of what is commonly known as e-Tendering are available to the
extent specified in, or referred to by, the BDS.
2. Source of 2.1 The Borrower named in the BDS has applied for or received a
Funds loan or credit (as identified in the BDS, and called a “loan” in
these Bidding Documents) from the International Bank for
Reconstruction and Development or the International
Development Association (called “the Bank” in these Bidding
Documents) equivalent to the amount indicated in the BDS
toward the cost of the Project specified in the BDS. The Borrower
intends to apply a portion of the proceeds of this loan to eligible
payments under the Contract for which these Bidding Documents
are issued.
2.2 Payment by the Bank will be made only at the request of the
Borrower, or the Borrower’s executing agency, and upon
approval by the Bank in accordance with the terms and conditions
of the Loan Agreement, and will be subject in all respects to the
terms and conditions of that agreement. The Loan Agreement
prohibits a withdrawal from the loan account for the purpose of
any payment to persons or entities, or for any import of goods, if
such payment or import, to the knowledge of the Bank, is
prohibited by a decision of the United Nations Security Council
taken under Chapter VII of the Charter of the United Nations. No
party other than the Borrower shall derive any rights from the
Loan Agreement or have any claim to the loan proceeds.
3. Fraud and 3.1 It is the Bank’s policy to require that Borrowers (including
Corruption beneficiaries of Bank loans), as well as bidders, suppliers, and
contractors and their subcontractors under Bank-financed
contracts, observe the highest standard of ethics during the
procurement and execution of such contracts.1 In pursuance of
this policy, the Bank:
(a) defines, for the purposes of this provision, the terms set
forth below as follows:
(i) “corrupt practice”2 is the offering, giving, receiving or
soliciting, directly or indirectly, of anything of value
to influence improperly the actions of another party;
(ii) “fraudulent practice”3 is any act or omission,
including a misrepresentation, that knowingly or
recklessly misleads, or attempts to mislead, a party to
obtain a financial or other benefit or to avoid an
obligation;
(iii) “collusive practice”4 is an arrangement between two
or more parties designed to achieve an improper
purpose, including to influence improperly the
actions of another party;
(iv) “coercive practice”5 is impairing or harming, or
threatening to impair or harm, directly or indirectly,
any party or the property of the party to influence
improperly the actions of a party;
(v) “obstructive practice” is
(aa) deliberately destroying, falsifying, altering or
concealing of evidence material to the
investigation or making false statements to
1
In this context, any action taken by a bidder, supplier, contractor, or a sub-contractor to influence the
procurement process or contract execution for undue advantage is improper.
2
“Another party” refers to a public official acting in relation to the procurement process or contract
execution]. In this context, “public official” includes World Bank staff and employees of other
organizations taking or reviewing procurement decisions.
3
A “party” refers to a public official; the terms “benefit” and “obligation” relate to the procurement process
or contract execution; and the “act or omission” is intended to influence the procurement process or
contract execution.
4
“Parties” refers to participants in the procurement process (including public officials) attempting to
establish bid prices at artificial, non-competitive levels.
5
A “party” refers to a participant in the procurement process or contract execution.
investigators in order to materially impede a

Bank investigation into allegations of a corrupt,
fraudulent, coercive or collusive practice;
and/or threatening, harassing or intimidating
any party to prevent it from disclosing its
knowledge of matters relevant to the
investigation or from pursuing the investigation;
or
(bb) acts intended to materially impede the exercise
of the Bank’s inspection and audit rights
provided for under sub-clause 3.1 (e) below.
(b) will reject a proposal for award if it determines that the
bidder recommended for award has, directly or through an
agent, engaged in corrupt, fraudulent, collusive, coercive or
obstructive practices in competing for the contract in
question;
(c) will cancel the portion of the loan allocated to a contract if
it determines at any time that representatives of the
Borrower or of a beneficiary of the loan engaged in corrupt,
fraudulent, collusive, or coercive practices during the
procurement or the execution of that contract, without the
Borrower having taken timely and appropriate action
satisfactory to the Bank to address such practices when they
occur;
(d) will sanction a firm or individual, including declaring
ineligible, either indefinitely or for a stated period of time,
to be awarded a Bank-financed contract if it at any time
determines that the firm has, directly or through an agent,
engaged in corrupt, fraudulent, collusive, coercive or
obstructive practices in competing for, or in executing, a
Bank-financed contract; and
(e) will have the right to require that a provision be included in
bidding documents and in contracts financed by a Bank
loan, requiring bidders, suppliers, and contractors and their
sub-contractors to permit the Bank to inspect their accounts
and records and other documents relating to the bid
submission and contract performance and to have them
audited by auditors appointed by the Bank.
3.2 Furthermore, Bidders shall be aware of the provision stated in
Clause 9.8 and Clause 41.2 of the General Conditions of Contract.
3.3 Any communications between the Bidder and the Purchaser

related to matters of alleged fraud or corruption must be made in
writing.
3.4 By signing the Bid Submission Form, the Bidder represents that
it either is the owner of the Intellectual Property Rights in the
hardware, software or materials offered, or that it has proper
authorization and/or license to offer them from the owner of such
rights. For the purpose of this Clause, Intellectual Property Rights
shall be as defined in GCC Clause 1.1 (c) (xvii). Willful
misrepresentation of these facts shall be considered a fraudulent
practice subject to the provisions of Clauses 3.1 through 3.4
above, without prejudice of other remedies that the Purchaser may
take.
4. Eligible 4.1 A Bidder, and all parties constituting the Bidder, may have the
Bidders nationality of any country, subject to the restrictions specified in
Section III, Eligible Countries. A Bidder shall be deemed to have
the nationality of a country if the Bidder is a citizen or is
constituted, incorporated, or registered and operates in conformity
with the provisions of the laws of that country.
4.2 If a prequalification process has been undertaken for the
Contract(s) for which these Bidding Documents have been issued,
only those Bidders may participate that had been prequalified and
continue to meet the eligibility criteria of this Clause. A
prequalified Joint Venture may not change partners or its structure
when submitting a bid.
4.3 A firm may be excluded from bidding if:
(a) it was engaged by the Purchaser to provide consulting
services for the preparation of the design, specifications, or
other documents to be used for the procurement of the
Information System described in these Bidding Documents;
or
(b) it is a government-owned enterprise in the Borrower’s
country, unless it can establish that it (i) is legally and
financially autonomous and (ii) operates under commercial
law. No dependent agency of the Borrower or Sub-
Borrower shall be permitted to bid.
4.4 A firm that has been determined to be ineligible by the Bank in
relation to the Bank Guidelines On Preventing and Combating Fraud
and Corruption in Projects Financed by IBRD Loans and IDA
Credits and Grants shall be not be eligible to be awarded a contract.
4.5 A firm or individual is or will be disqualified from participation

in this bidding if, at any time from advertisement of the bidding
until and including contract award, the firm or individual is under:
(a) a suspension by the Purchaser agreed by the Bank as a result
of execution of a Bid-Securing Declaration pursuant to ITB
Clause 17.6 in another Bank-financed procurement, or
under a suspension by the Purchaser for other reasons that
have been agreed by the Bank; or
(b) a declaration of ineligibility by the Bank in accordance with
ITB Clause 3.1 (d). The list of individuals and firms
debarred from participating in World Bank projects is
available at http://www.worldbank.org/debarr/, or
(c) a sanction imposed by the United Nations Security Council,
as mentioned in ITB Clause 2.2.
4.6 A firm or other entity that is ineligible according to any of the
above provisions of this Clause, may also not participate as a Joint
Venture partner, or as Subcontractor for or supplier of goods,
works or services. If a bid becomes materially incomplete after
removing ineligible entities, the bid may be disqualified.
4.7 Bidders shall provide such evidence of their continued eligibility
satisfactory to the Purchaser, as the Purchaser shall reasonably
request.
5. Eligible Goods 5.1 For the purposes of these Bidding Documents, the Information
and Services System means all:
(a) the required information technologies, including all
information processing and communications-related
hardware, software, supplies, and consumable items that the
Supplier is required to supply and install under the Contract,
plus all associated documentation, and all other materials
and goods to be supplied, installed, integrated, and made
operational (collectively called “the Goods” in some clauses
of the ITB); and
(b) the related software development, transportation, insurance,
installation, customization, integration, commissioning,
training, technical support, maintenance, repair, and other
services necessary for proper operation of the Information
System to be provided by the selected Bidder and as
specified in the Contract.
5.2 Funds from Bank loans are disbursed only for expenditures for an
Information System made up of goods and services provided by
nationals of, and produced in or supplied from, eligible source

countries as defined in Section III, Eligible Countries. An
Information System is deemed to be produced in a certain country
when, in the territory of that country, through software
development, manufacturing, or substantial and major assembly
or integration of components, a commercially recognized product
results that is substantially different in basic characteristics or in
purpose or utility from its components.
5.3 For purposes of this clause, the nationality of the Bidder is distinct
from the country in which the Information System and its goods
components are produced or from which the related services are
supplied.
6. Qualifications 6.1 By submission of documentary evidence in its bid, the Bidder

of the Bidder must establish to the Purchaser’s satisfaction:
(a) that it has the financial, technical, and production capability
necessary to perform the Contract, meets the qualification
criteria specified in the BDS, and has a successful
performance history. If a prequalification process has been
undertaken for the Contract(s) for which these Bidding
Documents have been issued, the Bidder shall, as part of its
bid, update any information submitted with its application
for prequalification;
(For the purposes of establishing a Bidder’s qualifications,
and unless stated to the contrary in the BDS, the experience
and / or resources of any Subcontractor will not contribute
to the Bidder’s qualifications; only those of a Joint Venture
partner will be considered.)
(b) that, in the case of a Bidder offering to supply key goods
components of the Information System, as identified in the
BDS, that the Bidder does not itself produce, the Bidder is
duly authorized by the producer to supply those components
in the Purchaser’s country under the Contract(s) that may
result from this bidding; (This will be accomplished by
including Manufacturer’s Authorizations in the bid, based
on the sample found in Section VII.)
(c) that, if a Bidder proposes Subcontractors for key services if
and as identified in the BDS, these Subcontractors have
agreed in writing to serve for the Bidder under the
Contract(s) that may result from this bidding; and
(d) that, in the case of a Bidder not doing business within the
Purchaser’s country, the Bidder is or will be (if awarded the
Contract) represented by an Agent in that country who is

equipped and able to carry out the Bidder’s maintenance,
technical support, training, and repair obligations
prescribed in the General and Special Conditions of
Contract, and/or Technical Requirements.
6.2 Bids submitted by a Joint Venture of two or more firms as partners
shall also comply with the following requirements:
(a) the bid shall be signed so as to be legally binding on all
partners;
(b) one of the partners shall be nominated as being in charge,
and this nomination shall be evidenced by submitting a
power of attorney signed by legally authorized signatories
of all the partners;
(c) the partner in charge shall be authorized to incur liabilities
and receive instructions for and on behalf of any and all
partners of the Joint Venture, and the entire execution of the
Contract, including payment, shall be done exclusively
with the partner in charge;
(d) the partner or combination of partners that is responsible
for a specific component of the Information System must
meet the relevant minimum qualification criteria for that
component;
(e) a firm may submit bids either as a single Bidder on its own,
or as partner in one, and only one, Joint Venture. If, as a
result of the bid opening pursuant to ITB Clause 24, this
requirement is not met, all bids involving the firm as a
single Bidder or Joint Venture partner will be disqualified;
(f) all partners of the Joint Venture shall be liable jointly and
severally for the execution of the Contract in accordance
with the Contract terms, and a statement to this effect shall
be included in the authorization mentioned under ITB
Clause 6.2 (b) above, in the bid as well as in the Contract (in
case of a successful bid).
6.3 If a Bidder intends to subcontract major items of supply or
services, it shall include in the bid details of the name and
nationality of the proposed Subcontractor for each of those items
and shall be responsible for ensuring that any Subcontractor
proposed complies with the requirements of ITB Clause 4, and
that any Goods or Services components of the Information
System to be provided by the Subcontractor comply with the
requirements of ITB Clause 5 and the related evidence required

by ITB Clause 13.1 (e) (iii) is submitted. Bidders are free to list
more than one Subcontractor against each item. Quoted rates and
prices will be deemed to apply, whichever Subcontractor is
appointed, and no adjustment of the rates or prices will be
permitted. The Purchaser reserves the right to delete any
proposed Subcontractor from the list. This shall be done prior to
Contract signature, by deleting such unacceptable Subcontractors
from Appendix 3 to the Contract Agreement, which shall list the
approved Subcontractors for each item prior to Contract
signature. Subsequent additions and deletions from the list of
approved Subcontractors shall be performed in accordance with
GCC Clause 20 (as revised in the SCC, if applicable) and
Appendix 3 to the Contract Agreement.
For the purposes of these Bidding Documents, a Subcontractor is
any vendor or service provider with whom the Bidder contracts
for the supply or execution of any part of the Information System
to be provided by the Bidder under the Contract (such as the
supply of major hardware, software, or other components of the
required Information Technologies specified, or the performance
of related Services, e.g., software development, transportation,
installation, customization, integration, commissioning, training,
technical support, maintenance, repair, etc.).
6.4 A firm which is a Bidder, whether as a single Bidder or as a
partner in a Joint Venture, cannot be a Subcontractor in other bids,
except for the supply of commercially available hardware or
software by the firm, as well as purely incidental services such as
installation/configuration, routine training, and ongoing
maintenance/support. If the BDS for ITB Clause 6.1 (a) allows
the qualification of Subcontractors nominated for certain
components to be taken into account in assessing the Bidder’s
overall qualifications, any Subcontractor so nominated by any
Bidder is automatically disqualified from being a Bidder itself or
a partner in a Joint Venture. The same will normally apply to
firms that have provided Subcontractor agreements for certain
services pursuant to ITB Clause 6.1 (c). Non-compliance may
result in the rejection of all bids in which the affected firm
participates as Bidder or as partner in a Joint Venture. As long as
in compliance with these provisions, or as long as unaffected by
them due to not participating as Bidder or as partner in a Joint
Venture, a firm may be proposed as a Subcontractor in any
number of bids. If the BDS for ITB 28.1 permits the submission
of bids for Subsystems, lots, or slices, then the provisions of this
Clause 6.4 apply only to bids for the same Subsystem(s), lot(s), or
slice(s);
7. Cost of 7.1 The Bidder shall bear all costs associated with the preparation and
Bidding submission of its bid, and the Purchaser will in no case be
responsible or liable for those costs.
8. Site Visit 8.1 The Bidder may wish to visit and examine the site or sites of the
Information System and obtain for itself, at its own responsibility
and risk, all information that may be necessary for preparing the
bid and entering into the Contract. The costs of visiting the site
or sites shall be at the Bidder’s own expense.
8.2 The Purchaser will arrange for the Bidder and any of its personnel
or agents to gain access to the relevant site or sites, provided that
the Bidder gives the Purchaser adequate notice of a proposed visit
of at least fourteen (14) days. Alternatively, the Purchaser may
organize a site visit or visits concurrently with the pre-bid
meeting, as specified in the BDS for ITB Clause 10.2. Failure of
a Bidder to make a site visit will not be a cause for its
disqualification.
8.3 No site visits shall be arranged or scheduled after the deadline for
the submission of the Bids and prior to the award of Contract.
B. THE BIDDING DOCUMENTS

9. Content of 9.1 The contents of the Bidding Documents are listed below and
Bidding should be read in conjunction with any addenda issued in
Documents accordance with ITB Clause 11:
Section I Instructions to Bidders (ITB)
Section II Bid Data Sheet (BDS)
Section III Eligible Countries for the Provision of Goods,
Works, and Services in Bank-Financed
Procurement
Section IV General Conditions of Contract (GCC)
Section V Special Conditions of Contract (SCC)
Section VI Technical Requirements (including
Implementation Schedule)
Section VII Sample Forms
9.2 Bidders are expected to examine all instructions, forms, terms,
specifications, and other information in the Bidding Documents.
Failure to furnish all information required by the Bidding

Documents or to submit a bid not substantially responsive to the
Bidding Documents in every respect will be at the Bidder’s risk
and may result in the rejection of its bid.
9.3 The Invitation for Bids is not formally part of the Bidding
Documents and is included for reference only. In case of
inconsistencies, the actual Bidding Documents shall prevail.
10. Clarification of 10.1 A prospective Bidder requiring any clarification of the Bidding
Bidding Documents may notify the Purchaser in writing at the Purchaser’s
Documents address and by one of the means indicated in the BDS. Similarly,
and Pre-bid if a Bidder feels that any important provision in the documents
Meeting will be unacceptable, such an issue should be raised as soon as
possible. The Purchaser will respond in writing to any request for
clarification or modification of the Bidding Documents that it
receives no later than twenty-one (21) days prior to the deadline
for submission of bids prescribed by the Purchaser. Copies of the
Purchaser’s response (including an explanation of the query but
not identifying its source) will be sent to all prospective Bidders
that received the Bidding Documents from the Purchaser.
10.2 When specified in the BDS, the Purchaser will organize and
Bidders are welcome to attend a pre-bid meeting at the time and
place indicated in the BDS. The purpose of the meeting will be
to clarify issues and answer questions on any matter that may be
raised at this stage, with particular attention to issues related to
the Technical Requirements. Bidders are requested to submit any
questions in writing to reach the Purchaser not later than one week
before the meeting. Questions and answers will be transmitted in
accordance with ITB Clause 10.1. Minutes of the meeting,
including the questions raised and responses given, together with
any responses prepared after the meeting, will be transmitted
without delay to all those that received the Bidding Documents
from the Purchaser. Any modification to the Bidding Documents
listed in ITB Clause 9.1, which may become necessary as a result
of the pre-bid meeting, shall be made by the Purchaser exclusively
by issuing an Addendum pursuant to ITB Clause 11 and not
through the minutes of the pre-bid meeting.
11. Amendment of 11.1 At any time prior to the deadline for submission of bids, the
Bidding Purchaser may, for any reason, whether at its own initiative or in
Documents response to a clarification requested by a prospective Bidder,
amend the Bidding Documents. Later amendments on the same
subject modify or replace earlier ones.
11.2 Amendments will be provided in the form of Addenda to the
Bidding Documents, which will be sent in writing to all
prospective Bidders that received the Bidding Documents from

the Purchaser. Addenda will be binding on Bidders. Bidders are
required to immediately acknowledge receipt of any such
Addenda. It will be assumed that the amendments contained in
such Addenda will have been taken into account by the Bidder in
its bid.
11.3 In order to afford prospective Bidders reasonable time in which to
take the amendment into account in preparing their bids, the
Purchaser may, at its discretion, extend the deadline for the
submission of bids, in which case, the Purchaser will notify all
Bidders in writing of the extended deadline.
C. PREPARATION OF BIDS
12. Language of 12.1 The bid prepared by the Bidder and all correspondence and
Bid documents related to the bid exchanged by the Bidder and the
Purchaser shall be written in the language specified in the BDS,
or, if the BDS so provides, in either one of two languages
specified there. Any printed literature furnished by the Bidder as
part of its bid may be in a language not specified in the BDS, as
long as such literature is accompanied by a translation of its
pertinent passages into the language of the bid, in which case, for
purposes of interpretation of the bid, the translation shall govern.
13. Documents 13.1 The bid submitted by the Bidder shall comprise:
Comprising
the Bid (a) Bid Submission Form completed and signed by a person or
persons duly authorized to bind the Bidder to the Contract;
(b) all Price Schedules duly completed in accordance with ITB
Clauses 14, 15, and 18 and signed by a person or persons
duly authorized to bind the Bidder to the Contract;
(c) if required, Bid-securing Declaration or Bid Security
furnished in accordance with ITB Clause 17;
(d) written confirmation authorizing the signatory of the bid to
commit the Bidder, in accordance with ITB Clause 19.2;
(e) Attachments:
(i) Attachment 1: Bidder’s Eligibility
In the absence of prequalification, documents
establishing to the Purchaser’s satisfaction the
Bidder’s eligibility to bid, including but not limited to
documentary evidence that the Bidder is legally
incorporated in a territory of an eligible source country

as defined under ITB Clause 4;
(ii) Attachment 2: Bidder’s Qualifications
Documentary evidence establishing to the Purchaser’s
satisfaction, and in accordance with ITB Clause 6, that
the Bidder is qualified to perform the Contract if its
bid is accepted. In the case where prequalification of
Bidders has been undertaken, and pursuant to ITB
Clause 6.1 (a), the Bidder must provide evidence on
any changes in the information submitted as the basis
for prequalification or, if there has been no change at
all in said information, a statement to this effect;
Any Manufacturer’s Authorizations and Subcontractor
agreements specified as required in the BDS for ITB
Clauses 6.1 (b) and 6.1 (c);
(iii) Attachment 3: Eligibility of Goods and Services
Documents establishing, to the Purchaser’s
satisfaction, that the Goods and Services components
of the Information System to be supplied, installed,
and/or performed by the Bidder are eligible Goods and
Services as defined under ITB Clause 5. If awarded
the Contract, the Bidder shall submit for such
components of the Information System evidence of
eligibility, which shall be confirmed by a certificate of
origin issued at the time of shipment;
(iv) Attachment 4: Conformity of the Information System
to the Bidding Documents
Documentary evidence establishing to the Purchaser’s
satisfaction, and in accordance with ITB Clause 16,
that the Goods and Services components of the
Information System to be supplied, installed, and/or
performed by the Bidder conform to the Bidding
Documents;
(v) Attachment 5: Proposed Subcontractors
A list of all major items of Goods or Services that the
Bidder proposes to purchase or subcontract from
others, and the name and nationality of the proposed
Subcontractor, including vendors, for each of those
items;
(vi) Attachment 6: Intellectual Property
A list of:
(1) all Software included in the Bidder’s bid,
assigning each item to one of the software
categories defined in GCC Clause 1.1 (c):
(A) System, General Purpose, and Application
Software; and
(B) Standard and Custom Software.
(2) all Custom Materials, as defined in GCC Clause
1.1 (c), included in the Bidder’s bid.
All Materials not identified as Custom Materials shall
be deemed Standard Materials, as defined in GCC
Clause 1.1 (c).
Re-assignments among the Software and Materials
categories, if necessary, will be made during the
implementation of the Contract according to GCC
Clause 39 (Changes to the System).
14. Bid Prices 14.1 All Goods and Services identified in the Supply and Installation
Cost Sub-Table and the Recurrent Cost Sub-Table in Section VII
(Forms 2.5 and 2.6), and all other Goods and Services proposed
by the Bidder to fulfill the requirements of the Information
System, must be priced separately in the format of the same tables
and summarized in the corresponding Cost Summary Tables in
the same Section. Prices must be quoted in accordance with the
instructions provided in Section VII for the various cost tables, in
the manner specified below.
14.2 The price of items that the Bidder has left blank in the cost tables
provided in Section VII shall be assumed to be included in the
price of other items. Items omitted altogether from the cost tables
shall be assumed to be omitted from the bid and, provided that
the bid is substantially responsive, an adjustment to the bid price
will be made during evaluation in accordance with ITB
Clause 28.6 (c) (iii).
14.3 Unit prices must be quoted at a level of detail appropriate for
calculation of any partial deliveries or partial payments under the
contract, in accordance with the Implementation Schedule in
Section VI, and with GCC and SCC Clause 12 – Terms of
Payment. Bidders may be required to provide a breakdown of any
composite or lump-sum items included in the Cost Tables.
14.4 The prices for Goods components of the System are to be

expressed and shall be defined and governed in accordance with
the rules prescribed in the edition of Incoterms specified in the
BDS, and quoted in the appropriate columns of the cost tables of
Section VII as follows:
(a) Goods supplied from outside the Purchaser’s country:
Unless otherwise specified in the BDS, the prices shall be
quoted on a CIP (named place of destination) basis,
exclusive of all taxes, stamps, duties, levies, and fees
imposed in the Purchaser’s country. The named place of
destination and special instructions for the contract of
carriage are as specified in the BDS. In quoting the price,
the Bidder shall be free to use transportation through carriers
registered in any eligible countries. Similarly, the Bidder
may obtain insurance services from any eligible source
country.
(b) Locally supplied Goods:
Unit prices of Goods offered from within the Purchaser’s
Country, shall be quoted on an EXW (ex factory, ex works,
ex warehouse or off-the-shelf, as applicable) basis,
including all customs duties, levies, fees, sales and other
taxes incurred until delivery of the Goods, but excluding all
VAT or sales and other taxes and duties/fees incurred for the
Goods at the time of invoicing or sales transaction, if the
Contract is awarded.
(c) Inland transportation:
Unless otherwise stated in the BDS, inland transportation,
insurance and related local costs incidental to the delivery
of the Goods to the designated Project Sites must be quoted
separately as a Service item in accordance with ITB Clause
14.5, whether the Goods are to be supplied locally or from
outside the Purchaser’s country, except when these costs are
already included in the price of the Goods, as is, e.g., the
case, when ITB Clause 14.4 (a) specifies CIP, and the named
places of destination are the Project Sites.
14.5 The price of Services shall be quoted in total for each service
(where appropriate, broken down into unit prices), separated into
their local and foreign currency components. Prices must include
all taxes, duties, levies and fees whatsoever, except only VAT or
other indirect taxes, or stamp duties, that may be assessed and/or
apply in the Purchaser’s country on/to the price of the Services
invoiced to the Purchaser, if the Contract is awarded. Unless
otherwise specified in the BDS, the prices must include all costs
incidental to the performance of the Services, as incurred by the
Supplier, such as travel, subsistence, office support,
communications, translation, printing of materials, etc. Costs
incidental to the delivery of the Services but incurred by the
Purchaser or its staff, or by third parties, must be included in the
price only to the extent such obligations are made explicit in these
Bidding Documents (as, e.g., a requirement for the Bidder to
include the travel and subsistence costs of trainees).
14.6 Prices for Recurrent Costs beyond the scope of warranty services
to be incurred during the Warranty Period, defined in SCC Clause
29.4 and prices for Recurrent Costs to be incurred during the Post-
Warranty Period, defined in SCC Clause 1.1. (e) (xii), shall be
quoted as Service prices in accordance with ITB Clause 14.5 on
the Recurrent Cost Sub-Table in detail, and on the Recurrent Cost
Summary Table in currency totals. Recurrent costs are all-
inclusive of the costs of necessary Goods such as spare parts,
software license renewals, labor, etc., needed for the continued
and proper operation of the System and, if appropriate, of the
Bidder’s own allowance for price increases.
14.7 Unless otherwise specified in the BDS, prices quoted by the
Bidder shall be fixed during the Bidder’s performance of the
Contract and not subject to increases on any account. Bids
submitted that are subject to price adjustment will be rejected.
15. Bid Currencies 15.1 Prices shall be quoted in the following currencies:
(a) The Bidder may quote its prices for all Information
Technologies, associated Goods, and Services to be
supplied from outside the Purchaser’s Country in the
currencies of countries eligible according to Section III. If
the Bidder wishes to be paid in a combination of different
currencies, it must quote unit prices accordingly, but no
more than three foreign currencies may be used.
(b) Unless otherwise specified in the BDS, the Bidder shall
express its prices for such Information Technologies,
associated Goods, and Services to be supplied locally (i.e.,
from within the Purchaser’s Country) in the currency of the
Purchaser’s Country.
16. Documents 16.1 Pursuant to ITB Clause 13.1 (e) (iv), the Bidder shall furnish, as
Establishing part of its bid, documents establishing the conformity to the
the Conformity Bidding Documents of the Information System that the Bidder
of the proposes to supply and install under the Contract.
Information
System to the 16.2 The documentary evidence of conformity of the Information
Bidding System to the Bidding Documents shall be in the form of written
Documents descriptions, literature, diagrams, certifications, and client
references, including:
(a) the Bidder’s technical bid, i.e., a detailed description of the
Bidder’s proposed technical solution conforming in all
material aspects with the Technical Requirements (Section
VI) and other parts of these Bidding Documents, overall as
well as in regard to the essential technical and performance
characteristics of each component making up the proposed
Information System;
(b) an item-by-item commentary on the Purchaser’s Technical
Requirements, demonstrating the substantial responsiveness
of the Information System offered to those requirements. In
demonstrating responsiveness, the commentary shall
include explicit cross references to the relevant pages in the
supporting materials included in the bid. Whenever a
discrepancy arises between the item-by-item commentary
and any catalogs, technical specifications, or other
preprinted materials submitted with the bid, the item-by-
item commentary shall prevail;
(c) a Preliminary Project Plan describing, among other things,
the methods by which the Bidder will carry out its overall
management and coordination responsibilities if awarded
the Contract, and the human and other resources the Bidder
proposes to use. The Plan should include a detailed Contract
Implementation Schedule in bar chart form, showing the
estimated duration, sequence, and interrelationship of all
key activities needed to complete the Contract. The
Preliminary Project Plan must also address any other topics
specified in the BDS. In addition, the Preliminary Project
Plan should state the Bidder’s assessment of what it expects
the Purchaser and any other party involved in the
implementation of the Information System to provide during
implementation and how the Bidder proposes to coordinate
the activities of all involved parties;
(d) a written confirmation that the Bidder accepts responsibility
for the successful integration and inter-operability of all
components of the Information System as required by the
Bidding Documents.
16.3 For purposes of the commentary to be furnished pursuant to ITB
Clause 16.2 (b), the Bidder shall note that references to brand
names or model numbers or national or proprietary standards
designated by the Purchaser in its Technical Requirements are
intended to be descriptive and not restrictive. Except where
explicitly prohibited in the BDS for specific items or standards,
the Bidder may substitute alternative brand/model names or
standards in its bid, provided that it demonstrates to the
Purchaser’s satisfaction that the use of the substitute(s) will result
in the Information System being able to perform substantially
equivalent to or better than that specified in the Technical
Requirements.
17. Securing the 17.1 The BDS for this Clause specifies whether bids must be secured,
Bid and if so, whether by a Bid-Securing Declaration or by a Bid
Security. If a Bid Security is required or optional, the BDS also
specifies the amount.
17.2 Securing the bids shall be substantially in accordance with the
related sample forms included in Section VII or other forms
approved by the Purchaser prior to bid submission. Bids must
remain secured for a period of 28 days beyond the validity period
of the bids, as extended, if applicable, in accordance with ITB
Clause 18.2. In case of a Bid Security, it shall also:
(a) at the Bidder’s option, be in the form of either a certified
check, letter of credit, or a bank guarantee from a banking
institution, or a bond issued by a surety;
(b) be issued by a reputable institution selected by the Bidder

and located in any eligible country; if the institution issuing
the security is located outside the Purchaser’s Country, it
shall have a correspondent financial institution located in
the Purchaser’s Country to make the security enforceable;
(c) be payable promptly upon written demand by the Purchaser
in case any of the conditions listed in ITB Clause 17.6 is/are
invoked;
(d) be submitted in its original form; copies will not be
accepted.
17.3 The Bid-Securing Declaration or the Bid Security of a Joint
Venture shall be issued in the name of the Joint Venture
submitting the bid provided the Joint Venture has legally been
constituted, or else it shall be issued in the name of all partners
proposed for the Joint Venture in the bid. Sanctions due to a
breach of the terms of a Bid-Securing Declaration pursuant to ITB
Clause 17.6 will apply to all partners to the Joint Venture.
17.4 If a Bid-Securing Declaration or Bid Security is required in
accordance with ITB Clause 17.1, any bid not accompanied by a
substantially acceptable Bid-Securing Declaration or Bid Security
in accordance with ITB Clauses 17.2 and 17.3, shall be rejected
by the Purchaser as non-responsive.
17.5 Unless executed or forfeited pursuant to ITB Clause 17.6, Bid-
Securing Declarations, if any, will expire for, or Bid Securities, if
any, will be returned as promptly as possible to,
(a) all Bidders upon annulment of the bidding pursuant to ITB
Clause 34;
(b) Bidders refusing a request to extend the period of validity
of their bids pursuant to ITB Clause 18.2;
(c) the successful Bidder once it has signed the Contract
Agreement and furnished a valid Performance Security as
required;
(d) the unsuccessful Bidders at the same time as in (c), that is,
when they are informed about the successful establishment
of the contract with the successful Bidder.
17.6 The Bid-Securing Declaration, if any, may be executed, or the Bid

Security, if any, may be forfeited:
(a) if a Bidder withdraws its bid during the period of bid validity
specified by the Bidder on the Bid Submission Form or any
extension of validity the Bidder has agreed to pursuant to
ITB Clause 18.2; or
(b) in the case of the successful Bidder, if the Bidder fails to:
(i) sign the Contract Agreement in accordance with ITB
Clause 36; or
(ii) furnish the Performance Security in accordance with ITB Clause
37.
17.7 If a bid security is not required in the BDS, and
(a) if a Bidder withdraws its bid during the period of bid
validity specified by the Bidder on the Letter of Bid Form,
except as provided in ITB 18.2, or
(b) if the successful Bidder fails to: sign the Contract in
accordance with ITB 36; or furnish a performance security
in accordance with ITB 37;
the Borrower may, if provided for in the BDS, declare the
Bidder disqualified to be awarded a contract by the Employer for
a period of time as stated in the BDS.
18. Period of 18.1 Bids shall remain valid, at a minimum, for the period specified in
Validity of the BDS after the deadline date for bid submission prescribed by
Bids the Purchaser, pursuant to ITB Clause 21. A bid valid for a shorter
period shall be rejected by the Purchaser as non-responsive. For
the convenience of Bidders, the BDS spells out the minimal
original expiration dates for the validity of the bid and, if
applicable pursuant to ITB Clause 17.1, for securing the
bid. However, Bidders are responsible for adjusting the dates in
the BDS in accordance with any extensions to the deadline date
of bid submission pursuant to ITB Clause 21.2.
18.2 In exceptional circumstances, prior to expiry of the bid validity
period, the Purchaser may request that the Bidders extend the
period of validity for a specified additional period. The request
and the responses to the request shall be made in writing. A Bidder
may refuse the request without risking execution of the Bid-
Securing Declaration or forfeiting the Bid Security, but in this
case the bid will be out of the competition for the award. Except
as provided in ITB Clause 18.3, a Bidder agreeing to the request
will not be required or permitted to modify its bid, but will be

required to ensure that the bid remains secured for a
correspondingly longer period, pursuant to ITB Clause 17.2.
18.3 In the case of fixed price contracts, if the award is delayed by a
period exceeding fifty-six (56) days beyond the expiry of the
initial bid validity, the contract price will be adjusted as specified
in the request for extension. Bid evaluation will be based on the
bid prices without taking into consideration the above correction.
19. Format and 19.1 The Bidder shall prepare an original and the number of copies/sets
Signing of Bid of the bid specified in the BDS, clearly marking each one as
“ORIGINAL BID,” “COPY NO. 1,” “COPY NO. 2,” etc., as
appropriate. In the event of any discrepancy between them, the
original shall govern.
19.2 The original and all copies of the bid, each consisting of the
documents listed in ITB Clause 13.1, shall be typed or written in
indelible ink and shall be signed by a person or persons duly
authorized to sign on behalf of the Bidder. The authorization must
be in writing and included in the bid pursuant to ITB
Clause 13.1 (d). The name and position held by each person
signing the authorization must be typed or printed below the
signature. All pages of the bid, except for unamended printed
literature, shall be initialed by the person or persons signing the
bid.
19.3 The bid shall contain no interlineations, erasures, or overwriting,
except to correct errors made by the Bidder, in which case such
corrections shall be initialed by the person or persons signing the
bid.
19.4 The Bidder shall furnish in the Bid Submission Form (a sample
of which is provided in the Sample Forms Section of the Bidding
Documents) information regarding commissions or gratuities, if
any, paid or to be paid to agents relating to this procurement and
to the execution of the Contract should the Bidder be successful.
D. SUBMISSION OF BIDS
20. Sealing and 20.1 The Bidder shall seal the original and each copy of the bid in
Marking of separate envelopes, duly marking the envelopes as “ORIGINAL
Bids BID” and “COPY NO. [number].” The envelopes shall then be
sealed in an outer envelope.
20.2 The inner and outer envelopes shall
(a) be addressed to the Purchaser at the address given in the

BDS, and
(b) bear the loan/Project name indicated in the BDS for ITB
Clause 2.1, the Invitation for Bids title and number, and the
Contract name(s), as indicated in the BDS for ITB
Clause 1.2, and the statement “DO NOT OPEN BEFORE
[ time and date],” to be completed with the time and date
specified in the BDS for ITB Clause 24.1.
20.3 The inner envelopes shall also indicate the name and address of
the Bidder so that the bid can be returned unopened in case it is
declared “late.”
20.4 If the outer envelope is not sealed and marked as required by ITB
Clause 20.2 above, the Purchaser will assume no responsibility
for the bid’s misplacement or premature opening. If the outer
envelope discloses the Bidder’s identity, the Purchaser will not
guarantee the anonymity of the bid submission, but this disclosure
will not constitute grounds for bid rejection.
21. Deadline for 21.1 Bids must be received by the Purchaser at the address specified in
Submission of the BDS for ITB Clause 20.2 no later than the time and date stated
Bids in the BDS.
21.2 The Purchaser may, at its discretion, extend this deadline for
submission of bids by amending the Bidding Documents in
accordance with ITB Clause 11.3, in which case all rights and
obligations of the Purchaser and Bidders will thereafter be subject
to the deadline as extended.
22. Late Bids 22.1 Any bid received by the Purchaser after the bid submission
deadline prescribed by the Purchaser in the BDS for ITB Clause
21, will be rejected and returned unopened to the Bidder.
23. Withdrawal, 23.1 The Bidder may withdraw, substitute, or modify its bid after
Substitution, submission, provided that written notice of the withdrawal,
and substitution, or modification is received by the Purchaser prior to
Modification of the deadline prescribed for bid submission. All notices must be
Bids duly signed by an authorized representative and shall include a
copy of the authorization (the power of attorney) in accordance
with ITB Sub-Clause 19.2.
23.2 All notices of withdrawal, substitution, or modification shall
(a) be addressed to the Purchaser at the address named in the
BDS for ITB Clause 20.2 (a), and
(b) bear the Contract name, the IFB Title and IFB Number, and
the words “BID WITHDRAWAL NOTICE”, BID SUBSTITUTION
NOTICE”, or “BID MODIFICATION NOTICE”.
23.3 A notice may also be sent by electronic means such as fax or e-
mail, but in this case must include a scan of the mailing receipt
showing both the sender's and receiver's addresses for the signed
hardcopy of the notice, and a scan of the power of attorney.
23.4 Bids requested to be withdrawn in accordance with ITB 23.1 shall
be returned unopened to the Bidders. Bid withdrawal notices
received after the bid submission deadline will be ignored, and the
submitted bid will be deemed to be a validly submitted bid.
23.5 The substitution or modification of the bid shall be prepared,
sealed, marked, and dispatched as follows:
(a) The Bidders shall provide an original and the number of
copies specified in the BDS for ITB Clause 19.1 of any
substitution or modification to its bid, clearly identified as
such, in two inner envelopes duly marked “BID
SUBSTITUTION -- ORIGINAL” or “BID MODIFICATION --
ORIGINAL” and “BID SUBSTITUTION -- COPIES” or “BID
MODIFICATION -- COPIES.” The inner envelopes shall be
sealed in an outer envelope, which shall be duly marked
“BID SUBSTITUTION” or “BID MODIFICATION”.
(b) Other provisions concerning the marking and dispatch of a
bid substitution or modification shall be in accordance with
ITB Clauses 20.2, 20.3, and 20.4.
23.6 No bid may be withdrawn, substituted, or modified in the interval
between the bid submission deadline and the expiration of the bid
validity period specified by the Bidder in the Bid Submission
Form, or any extension thereof agreed to by the Bidder.
Withdrawal of a bid during this interval may result in the
execution of the Bid-Securing Declaration, if any, or forfeiture of
the Bid Security, if any, pursuant to ITB Clause 17.6.
E. BID OPENING AND EVALUATION

24. Opening of 24.1 The Purchaser will open all bids, including withdrawals,
Bids by substitutions, and modifications, in public, in the presence of
Purchaser Bidders’ representatives who choose to attend, at the time, on the
date and at the place specified in the BDS. Bidders’
representatives shall sign a register as proof of their attendance.
24.2 First, envelopes marked “BID WITHDRAWAL NOTICE” shall be

opened and read out and the envelope with the corresponding bid
shall not be opened, but returned to the Bidder. No bid
withdrawal shall be permitted unless the corresponding
withdrawal notice contains a valid authorization to request the
withdrawal and is read out at bid opening. Next, envelopes
marked “BID SUBSTITUTION NOTICE” shall be opened and read out
and exchanged with the corresponding bid being substituted, and
the substituted bid shall not be opened, but returned to the Bidder.
No bid substitution shall be permitted unless the corresponding
substitution notice contains a valid authorization to request the
substitution and is read out at bid opening. Envelopes marked
“BID MODIFICATION NOTICE” shall be opened and read out with
the corresponding bid. No bid modification shall be permitted
unless the corresponding modification notice contains a valid
authorization to request the modification and is read out at bid
opening. Only bids that are opened and read out at bid opening
shall be considered further.
24.3 Bids shall be opened one at a time, reading out: the name of the
Bidder and whether there is a modification; the total bid price
including any unconditional discounts, and, if applicable, the
prices and unconditional discounts for Subsystems, lots, or slices;
the presence or absence of a Bid-Securing Declaration or a Bid
Security if one was required; any conditional discounts offered
for the award of more than one Subsystem, lot, or slice, if the BDS
for ITB Clause 28.1 permits such discounts to be considered in
the bid evaluation; and any other such details as the Purchaser
may consider appropriate.
24.4 Bids and modifications that are not opened and read out at bid
opening shall not be considered for further evaluation,
irrespective of the circumstances. These bids, including any bids
validly withdrawn in accordance with ITB Clause 24.2, will
promptly be returned, unopened, to their Bidders.
24.5 The Purchaser will prepare minutes of the bid opening, including
the information disclosed to those present in accordance with ITB
Clause 24.3. The minutes will promptly be distributed to all
Bidders that met the deadline for submitting bids.
25. Clarification of 25.1 During the bid evaluation, the Purchaser may, at its discretion, ask
Bids the Bidder for a clarification of its bid. The request for
clarification and the response shall be in writing, and no change
in the price or substance of the bid shall be sought, offered, or
permitted.
26. Preliminary 26.1 The Purchaser will examine the bids to determine whether they
Examination are complete, whether any computational errors have been made,
of Bids whether required sureties have been furnished, whether the
documents have been properly signed, and whether the bids are
generally in order. In the case where a prequalification process
has been undertaken for the Contract(s) for which these Bidding
Documents have been issued, the Purchaser will ensure that each
bid is from a prequalified Bidder, and in the case of a Joint
Venture, that partners and structure of the Joint Venture are
unchanged from those in the prequalification.
26.2 Arithmetical errors will be rectified on the following basis. If
there is a discrepancy between the unit price and the total price,
which is obtained by multiplying the unit price and quantity, or
between added or subtracted subtotals and totals, the unit or
subtotal price shall prevail and the total price shall be corrected,
unless in the opinion of the Purchaser there is an obvious
misplacement of the decimal point in the unit or subtotal prices,
in which case the line item total as quoted shall govern and the
unit price or sub-total shall be corrected. If there is a discrepancy
between words and figures, the amount in words will prevail,
unless the discrepancy is the result of a typo/error for which the
correction is self-evident to the Purchaser. If the Bidder with the
Lowest Evaluated Bid does not accept the correction of errors, the
bid shall be rejected.
26.3 The Purchaser may waive any minor informality, nonconformity,
or irregularity in a bid that does not constitute a material
deviation, provided such waiver does not prejudice or affect the
relative ranking of any Bidder.
26.4 Prior to the detailed evaluation, the Purchaser will determine
whether each bid is of acceptable quality, is complete, and is
substantially responsive to the Bidding Documents. For purposes
of this determination, a substantially responsive bid is one that
conforms to all the terms, conditions, and specifications of the
Bidding Documents without material deviations, exceptions,
objections, conditionalities, or reservations. A material deviation,
exception, objection, conditionality, or reservation is one: (i) that
limits in any substantial way the scope, quality, or performance
of the Information System; or (ii) that limits, in any substantial
way that is inconsistent with the Bidding Documents, the
Purchaser’s rights or the successful Bidder’s obligations under the
Contract; or (iii) the acceptance of which would unfairly affect
the competitive position of other Bidders who have submitted
substantially responsive bids.
26.5 If a bid is not substantially responsive, it will be rejected by the

Purchaser and may not subsequently be made responsive by the
Bidder by correction of the nonconformity. The Purchaser’s
determination of bid responsiveness will be based on the contents
of the bid itself.
27. Conversion to 27.1 For evaluation and comparison purposes, the Purchaser shall
Single convert all bid prices expressed in various currencies and amounts
Currency into a single currency specified in the BDS, using the selling
exchange rate established by the source and on the date also
specified in the BDS.
28. Evaluation and 28.1 The Purchaser will evaluate and compare the bids that have been
Comparison of determined to be substantially responsive, pursuant to ITB Clause
Bids 26. The evaluation will be performed assuming either that:
(a) the Contract will be awarded to the lowest evaluated Bidder
for the entire Information System; or
(b) if specified in the BDS, Contracts will be awarded to the
Bidders for each individual Subsystem, lot, or slice defined
in the Technical Requirements whose bids result in the
lowest combined evaluated price for the entire System.
In the latter case, discounts that are conditional on the award of
more than one Subsystem, lot, or slice may be offered in bids.
However, such discounts will only be considered in the price
evaluation if so confirmed in the BDS.
28.2 To be considered for Contract award, Bidders must have
submitted bids
(a) for which detailed bid evaluation using the same standards
for compliance determination as listed in ITB Clauses 26.3
and 26.4 confirms that the bids are commercially and
technically responsive, and include the hardware, Software,
related equipment, products, Materials, and other Goods
and Services components of the Information System in,
substantially, the full required quantities for the entire
Information System or, if allowed in the BDS for ITB
Clause 28.1, the individual Subsystem, lot or slice bid on;
and
(b) that offer Information Technologies that are proven to
perform up to the standards promised in the bid by having
successfully passed the performance, benchmark, and/or
functionality tests the Purchaser may require, pursuant to
ITB Clause 31.2.
28.3 The Purchaser’s evaluation of a bid will be made on the basis of

prices quoted in accordance with ITB Clause 14 (Bid Prices).
28.4 If indicated by the BDS, the Purchaser’s evaluation of
responsive bids will take into account technical factors, in
addition to cost factors. An Evaluated Bid Score (B) will be
calculated for each responsive bid using the following formula,
which permits a comprehensive assessment of the bid price and
the technical merits of each bid:
𝑃𝑙𝑜𝑤 𝑇
B= 𝑃
𝑋 + 𝑇ℎ𝑖𝑔ℎ (1 − 𝑋)
where
P = Evaluated Bid Price
Plow = the lowest of all Evaluated Bid Prices among
responsive bids
T = the total Technical Score awarded to the bid
Thigh = the Technical Score achieved by the bid that was
scored highest among all responsive bids
X = weight for the Price as specified in the BDS
The bid with the highest Evaluated Bid Score (B) among
responsive bids shall be termed the Lowest Evaluated Bid and is
eligible for Contract award, provided the Bidder was prequalified
and/or it was found to be qualified to perform the Contract in
accordance with ITB Clause 31 (Postqualification).
28.5 If, in addition to the cost factors, the Purchaser has chosen to give
weight to important technical factors (i.e., the price weight, X, is
less than 1 in the evaluation), that cannot be reduced to life-cycle
costs or pass/fail criteria, the Total Technical Points assigned to
each bid in the Evaluated Bid Formula will be determined by
adding and weighting the scores assigned by an evaluation
committee to technical features of the bid in accordance with the
criteria set forth below.
(a) The technical features to be evaluated are generally defined
below and specifically identified in the BDS:
(i) Performance, capacity, or functionality features that
either exceed levels specified as mandatory in the
Technical Requirements; and/or influence the life-
cycle cost and effectiveness of the Information

System.
(ii) Usability features, such as ease of use, ease of
administration, or ease of expansion, which influence
the life-cycle cost and effectiveness of the
Information System.
(iii) The quality of the Bidder’s Preliminary Project Plan
as evidenced by the thoroughness, reasonableness, and
responsiveness of: (a) the task and resource schedules,
both general and specific, and (b) the proposed
arrangements for management and coordination,
training, quality assurance, technical support,
logistics, problem resolution, and transfer of
knowledge, and other such activities as specified by
the Purchaser in Section VI (Technical Requirements)
or proposed by the Bidder based on the Bidder’s
experience.
(b) Feature scores will be grouped into a small number of
evaluation categories, generally defined below and
specifically identified in the BDS, namely:
(i) The technical features that reflect how well the
Information System meets the Purchaser’s Business
Requirements (including quality assurance and risk-
containment measures associated with the
implementation of the Information System).
(ii) The technical features that reflect how well the
Information System meets the System’s Functional
Performance Standards.
(iii) The technical features that reflect how well the
Information System meets the General Technical
Requirements for hardware, network and
communications, Software, and Services.
(c) As specified in the BDS, each category will be given a
weight and within each category each feature may also be
given a weight.
(d) During the evaluation process, the evaluation committee
will assign each desirable/preferred feature a whole number
score from 0 to 4, where 0 means that the feature is absent,
and 1 to 4 either represent predefined values for desirable
features amenable to an objective way of rating (as is the
case for, e.g., extra memory, or extra mass storage capacity,

etc., if these extras would be conducive for the utility of the
system), or if the feature represents a desirable functionality
(e.g., of a software package) or a quality improving the
prospects for a successful implementation (such as the
strengths of the proposed project staff, the methodology, the
elaboration of the project plan, etc., in the bid), the scoring
will be 1 for the feature being present but showing
deficiencies; 2 for meeting the requirements; 3 for
marginally exceeding the requirements; and 4 for
significantly exceeding the requirements.
(e) The score for each feature (i) within a category (j) will be
combined with the scores of features in the same category
as a weighted sum to form the Category Technical Score
using the following formula:
k
S j   t ji  w ji
i 1
where:
tji = the technical score for feature “i” in category “j”
wji = the weight of feature “i” in category “j”
k = the number of scored features in category “j”
k
and w
i 1
ji 1
(f) The Category Technical Scores will be combined in a

weighted sum to form the total Technical Bid Score using
the following formula:
n
T   S j Wj
j 1
where:
Sj = the Category Technical Score of category “j”
Wj = the weight of category “j” as specified in the BDS
n = the number of categories
n
and W
j 1
j 1
28.6 The Evaluated Bid Price (C) for each responsive bid will be
determined as the sum of the Adjusted Supply and Installation
Costs (P) plus the Recurrent Costs (R);
where the Adjusted Supply and Installation Costs (P) are
determined as:
(a) The price of the hardware, Software, related equipment,
products, Materials and other Goods offered from within or
from outside the Purchaser’s Country, in accordance with
ITB 14.4; plus
(b) The total price for all software development, transportation,
insurance, installation, customization, integration,
Commissioning, testing, training, technical support, repair,
and other Services, in accordance with ITB 14.5;
(c) with adjustments for:
(i) Deviations proposed to the Implementation Schedule
in the Technical Requirements resulting in delayed
completion of the entire Information System, if
permitted in the BDS and provided they do not
exceed the maximum permissible delay period
specified in the BDS. For evaluation purposes, a pro
rata increase of the total Supply and Installation Costs
will be added using the percentage(s) specified in the
BDS for each week of delay. Bids offering deliveries
beyond the maximum permissible delay specified may
be rejected.
(ii) Deviations taken to the Contract payment schedule
specified in the SCC. If deviations are permitted in
the BDS, for evaluation purposes the total Supply and
Installation Costs will be increased pro rata by the
amount of interest that could otherwise be earned on
the amount of any payments that would fall due under
the proposed schedule earlier than the schedule
stipulated in the SCC, at the interest rate specified in
the BDS.
(iii) Goods and Services that are required for the
Information System but have been left out or are
necessary to correct minor deviations of the bid will
be added to the total Supply and Installation Costs
using costs taken from the highest prices from other
responsive bids for the same Goods and Services, or
in the absence of such information, the cost will be
estimated at prevailing list prices. If the missing

Goods and Services are a scored technical feature, the
relevant score will be set at zero.
(iv) Corrections to errors in arithmetic, in accordance with
ITB Clause 26.2.
(v) Any discounts offered for the award of more than one
Subsystem, lot, or slice, if the BDS for ITB Clause
28.1 permits the consideration of discounts in the price
evaluation.
(d) The Recurrent Costs (R) are reduced to net present value
and determined using the following formula:
NM R
R  x
x  1 1  I 
x
where
N = number of years of the Warranty Period, defined in
SCC Clause 29.4
M = number of years of the Post-Warranty Services
Period, as defined in SCC Clause 1.1.(e) (xii)
x = an index number 1, 2, 3, .. N + M representing each
year of the combined Warranty Service and Post-
Warranty Service Periods.
Rx = total Recurrent Costs for year “x,” as recorded in the
Recurrent Cost Sub-Table.
I = discount rate to be used for the Net Present Value
calculation, as specified in the BDS.
29. Domestic 29.1 No margin of domestic preference will apply.

Preference
30. Contacting the 30.1 From the time of bid opening to the time of Contract award, if any
Purchaser Bidder wishes to contact the Purchaser on any matter related to
the bid, it should do so in writing.
30.2 If a Bidder tries to directly influence the Purchaser or otherwise
interfere in the bid evaluation process and the Contract award
decision, its bid may be rejected.
F. POST-QUALIFICATION AND AWARD OF CONTRACT

31. Post- 31.1 The Purchaser will determine at its own cost and to its satisfaction
qualification whether the Bidder (including Joint Venture Partners, and any
Subcontractors for which the BDS for ITB Clause 6.1 (a) permits
that their qualifications count towards the required Bidder
qualifications) that is selected as having submitted the Lowest
Evaluated Bid is qualified to perform the Contract satisfactorily,
in accordance with ITB Clause 6. If a prequalification process
was undertaken for the Contract(s) for which these Bidding
Documents were issued, the Purchaser will determine in the
manner described above that no material changes have occurred
after the prequalification that negatively affect the ability of the
Bidder that has submitted the Lowest Evaluated Bid to perform
the Contract.
31.2 Pursuant to ITB Clauses 6 and 16, and as additionally may be
specified in the BDS, the determination will evaluate the
Bidder’s financial, technical, design, integration, customization,
production, management, and support capabilities and will be
based on an examination of the documentary evidence of the
Bidder’s qualifications, as well as other information the Purchaser
deems necessary and appropriate. This determination may
include visits or interviews with the Bidder’s clients referenced in
its bid, site inspections, and any other measures. If so specified
in the BDS, at the time of post-qualification the Purchaser may
also carry out tests to determine that the performance or
functionality of the Information System offered meets those
stated in the Technical Requirements.
31.3 An affirmative post-qualification determination will be a
prerequisite for award of the Contract to the Lowest Evaluated
Bidder. A negative determination will result in rejection of the
Bidder’s bid, in which event the Purchaser will proceed to the
next lowest evaluated Bidder to make a similar determination of
that Bidder’s capabilities to perform satisfactorily.
32. Award 32.1 Subject to ITB Clause 34, the Purchaser will award the Contract
Criteria to the Bidder whose bid has been determined to be substantially
responsive and the Lowest Evaluated Bid, provided further that
the Bidder has been determined to be qualified to perform the
Contract satisfactorily, pursuant to ITB Clause 31.
33. Purchaser’s 33.1 The Purchaser reserves the right at the time of Contract award to
Right to Vary increase or decrease, by the percentage(s) indicated in the BDS,
Quantities at any of the following:
Time of Award
(a) the quantity of substantially identical Subsystems; or

(b) the quantity of individual hardware, Software, related
equipment, Materials, products, and other Goods
components of the Information System; or
(c) the quantity of Installation or other Services to be
performed,
from that originally specified in the Technical Requirements (as
amended by any Addenda issued pursuant to ITB Clause 11),
without any change in unit prices or other terms and conditions.
34. Purchaser’s 34.1 The Purchaser reserves the right to accept or reject any bid or to
Right to annul the bidding process and reject all bids at any time prior to
Accept Any Contract award, without thereby incurring any liability to the
Bid and to Bidders.
Reject Any or
All Bids
35. Notification of 35.1 Prior to the expiration of the period of bid validity, the Purchaser
Award shall notify the successful Bidder, in writing, that its bid has been
accepted.
35.2 Until a formal Contract is prepared and executed, the notification
of award shall constitute a binding Contract.
35.3 The Purchaser shall promptly publish in UNDB online and in
dgMarket the results, identifying the bid and lot numbers and the
following information: (i) name of each Bidder who submitted a
bid; (ii) bid prices as read out at bid opening; (iii) name, evaluated
price and, if the bidding conditions included scoring for technical
quality, the technical score of each bid that was evaluated; (iv)
name of Bidders whose bids were rejected and the reasons for
their rejection; and (v) name of the winning Bidder, the price it
offered, as well as the duration and summary scope of the contract
awarded. After publication of the award, unsuccessful Bidders
may make a request in writing to the Purchaser for a debriefing
seeking explanations on the grounds on which their bids were not
selected. The Purchaser shall promptly respond in writing to any
unsuccessful Bidder who, after publication of contract award,
requests a debriefing.
35.4 Upon the successful Bidder furnishing the signed Contract
Agreement and the Performance Security pursuant to ITB Clause
37, the Purchaser will promptly notify each unsuccessful Bidder,
and will discharge all remaining Bid Securities, if any, as
provided in ITB Clause 17.5 (c) and (d).
36. Signing of 36.1 At the same time as the Purchaser notifies the successful Bidder
Contract that its bid has been accepted, the Purchaser will send the Bidder
the Contract Agreement provided in the Bidding Documents,
incorporating all agreements between the parties.
36.2 As soon as practically possible, but no more than twenty-eight
(28) days following receipt of the Contract Agreement, the
successful Bidder shall sign and date it, and return it to the
Purchaser.
37. Performance 37.1 As soon as practically possible, but no more than twenty-eight
Security (28) days following receipt of notification of award from the
Purchaser, the successful Bidder shall furnish the Performance
Security in accordance with the GCC, using the Performance
Security form provided in the Bidding Documents or another
form acceptable to the Purchaser.
37.2 Failure of the successful Bidder to comply with the requirements
of ITB Clause 36 or ITB Clause 37.1 shall constitute sufficient
grounds for the annulment of the award and, if and as applicable,
execution of the Bid-Securing Declaration or forfeiture of the Bid
Security, in which event the Purchaser may make the award to the
next lowest evaluated bid submitted by a qualified Bidder or call
for new bids.
38. Adjudicator 38.1 Unless otherwise stated in the BDS, the Purchaser proposes that
the person named in the BDS be appointed as Adjudicator under
the Contract to assume the role of informal Contract dispute
mediator, as described in GCC Clause 6. In this case, a résumé
of the named person is attached to the BDS. The proposed
hourly fee for the Adjudicator is specified in the BDS. The
expenses that would be considered reimbursable to the
Adjudicator are also specified in the BDS. If a Bidder does not
accept the Adjudicator proposed by the Purchaser, it should state
its non-acceptance in its Bid Submission Form and make a
counterproposal of an Adjudicator and an hourly fee, attaching a
résumé of the alternative. If the successful Bidder and the
Adjudicator nominated in the BDS happen to be from the same
country, and this is not the country of the Purchaser too, the
Purchaser reserves the right to cancel the Adjudicator nominated
in the BDS and propose a new one. If by the day the Contract is
signed, the Purchaser and the successful Bidder have not agreed
on the appointment of the Adjudicator, the Adjudicator shall be
appointed, at the request of either party, by the Appointing
Authority specified in the SCC clause relating to GCC Clause
6.1.4, or if no Appointing Authority is specified there, the
Contract will be implemented without an Adjudicator.
41
SECTION II. BID DATA SHEET (BDS)
Bid Data Sheet

The following specific information relating to the System to be procured and the procurement
procedures that will be used shall complement, supplement, or amend the provisions in the
Instructions to Bidders (ITB). Whenever there is a conflict, the provisions in the Bid Data
Sheet (BDS) shall prevail over those in the ITB.
A. GENERAL
ITB 1.1 Name of Purchaser: Nepal Electricity Authority
Name of authorized Purchasing Agent: None
Description of the System for which bids are invited: Supply,
Installation and Implementation of Integrated Financial
Management Information System (IFMIS) and Revenue Management
System (RMS).
Refer Section V of this document for more details.
Contract Period: Contract shall have two stages:
 Stage 1: Supply, Installation, Customisation and
Operational Acceptance/Go-Live of the System (both
IFMIS and RMS). Estimated time duration of this stage is
12 calendar months from effective date of Contract
 Stage 2: Post Go-live Operational & Maintenance for a
period of 24 calendar months from date of Operational
Acceptance of system.
In case Operational Acceptance is achieved separately for IFMIS and
RMS then contract period for the stage 2 will be upto 24 months from
Operational Acceptance/Go-Live of IFMIS or RMS, whichever is
earlier. However, in such case, second system must be operational
within 24 weeks from date of Operational Acceptance of first System
to avoid the penalty towards delay in implementation.
ITB 1.2 Title of IFB: Supply, Installation and Implementation of Integrated
Financial Management Information System (IFMIS) and
Revenue Management System (RMS)for Nepal Electricity
Authority
Section II. Bid Data Sheet (BDS) 42
Number of IFB: NIETTP-AF-ISP-NCS-IFMIS-075/76-01

Name of resulting Contract(s): Supply, Installation and
Implementation of Integrated Financial Management
Information System (IFMIS) and Revenue Management
System (RMS)
ITB 1.4 Alternative e-Tendering procedures are not available in this

procurement.
ITB 2.1 Name of the Borrower: Government of Nepal

Loan or credit number: IDA-CR-5263-NP
Loan or credit Amount: US$ 37 Million
Grant No: IDA-GR-H8580-NP
Grant Amount is US$ 2 Million
Name of Project: Nepal India Electricity Transmission and Trade
Project
Name of Sub-Project: Institutional Strengthening Project (ISP)
ITB 6.1 (a) Bidder/ Joint Venture (including all its partners) must be eligible in
accordance to ITB Clause 4.
Qualification criteria for COTS (Commercial off-the-shelf) ERP

OEM (Original Equipment Manufacturer) and COTS ERP
product being proposed in bid
A. ERP OEM should have presence in ERP Business for more than
15 Years as on submission of bid
Document required (a. Certification of
Incorporation/Registration and b. copy of wok/ purchase
order/Self Certificate for being in ERP business)
B. ERP OEM should have at least average annual turnover for last
three audited financial years of US$ 200 Million. Average
Annual Turnover of registered firm of OEM will be considered.
Turnover of Parent or Subsidiary firms will not be considered.
Document required - Certificate for Average Annual Turnover
(from Statutory Auditor)
C. ERP OEM should have more than 3 partners who are

authorized by OEM to implement the proposed ERP Product
Document required - Self Certificate with name of partners
D. ERP Product being offered should confirm to Service Oriented
Architecture (SOA) and Open Standards
Document required- Self Certificate
E. During last 5 years, proposed ERP product should have been
implemented in at least three (3) Government organisations/
PSUs/ Companies.
Document required (Client certificate for successful
implementation or work order )
Format: Use Format 3.1.5 of Section VII
Note: For above E criteria, project either should have been

completed or must have achieved operational acceptance by
purchaser as on date of submission of bid
Qualification criteria for Bidder/ Lead Partner of JV are as

follows:
A. Be an organization (i.e. companies, partnership, limited
liability partnership and societies) registered under the
respective Act of origin Country.
Document Required: Copy of Certificate of Registration/
Incorporation
B. Be in Information Technology business for more than last 5

(five) years as on the date of submission of the Bid.
Document Required: Certificate of being in business
operation (from Statutory Auditor)
C. Shall have an Average Annual Turnover of at least US$ 20

million for the last 3 (three) audited financial years. In case
of JV, Lead partner mush have Average Annual Total
Turnover of at least US$ 8 million for the last 3 (three)
audited financial years. Total Average Annual Turnover of
all members of JV must be at least US$ 20 million for the
last 3 (three) audited financial years.
In any case, turnover of Parent or Subsidiary firms will not

be considered.
Document Required:
• Copy of Audited Balance Sheet and profit & loss
statement
• Certificate for Average Annual Turnover (from Statutory
Auditor)
D. Shall have on its payroll at least 100 personnel working in

the area of ERP implementation
Document Required: Certificate on number of ERP
implementation Personnel working on payroll (from HR
Head)
E. Shall be SEI CMMi (Capability Maturity Model) Level 3 or

higher certified.
Document Required: Copy of the certificate. If the
certification is under audit, provide the letter from the
auditor along with the last certificate
F. During last 10 (ten) years from date of submission of bid,

Bidder must have implemented (as on date of submission of
bid) at least 3 projects with ERP product (covering at least
Finance, Inventory & HRMS modules) being offered in
Government bodies/PSUs/Companies.
G. During last 10(ten) years from date of submission of bid,

Bidder or any partner in case of JV must have implemented
(as on date of submission of bid) at least 1 project covering
Metering, billing and collection being offered in
Governmentorganisations/PSUs/Companies for minimum 1
million consumers.
Note: for above F & G criteria, project either should have

been completed or must have achieved operational
acceptance (or go-live) by purchaser as on date of
submission of bid. Refer table of reference sites for past

experience as mentioned in G: Technical Responsiveness
Checklist of section VI.
Qualification criteria for each partner (other than Lead

Partner) of JV are:
A. Be an organization (i.e. companies, partnership, limited
liability partnership and societies) registered under the
respective Act of origin Country.
Document Required: Copy of Certificate of

Registration/Incorporation
B. Be in continuous business operations for more than last 3

(three) years as on the date of submission of the Bid.
Document Required: Certificate of being in business

operation (from Statutory Auditor)
Format: Use Format 3.1.2 of Section VI
C. Shall have Average Annual Turnover of at least US$ 5

million for the last 3 (three) audited financial years. Total
Average Annual Turnover of all JV members must be at
least US$ 20 million for the last 3 (three) audited financial
years.
In any case, turnover of Parent or Subsidiary firms will not
be considered.
Document Required:
• Copy of Audited Balance Sheet and profit & loss
statement
• Certificate for Average Annual Turnover (from Statutory
Auditor)
ITB 6.1 (b) Manufacturer's Authorizations for Information Technologies - except
for those technologies which the Bidder itself manufactures -
are required for the following types/categories:
“All hardware and software items specified in Attachment 6
of Section VI, excluding passive cabling, electrical cabling
and components”
ITB 6.1 (c) Bidder can propose to use Subcontractors for the provision of
following types/categories of services:
 Post go-live operation & maintenance for hardware and
standard software (except maintenance of IFMIS and RMS
Application)
 Training
 Hardware procurement, delivery, installation&
commissioning
 Data Migration
For each of above services, written agreements by the proposed sub-
contractors to provide these services in case of contract(s) resulting
from this bidding shall be submitted as attachments in the Technical
Submission separately.
Total sub-contract value should not exceed 20% of total contract

value.
Bidders shall provide the details of the sub-contractors in the format
specified in Form 3.2 in Section VII- Sample Forms.
Bidders may also provide profile of key staff of the sub-contractors
along with profile of its own personnel as per format given in 3.5.6
and 3.5.6a in Section VII- Sample Forms.
B. THE BIDDING DOCUMENTS

ITB 10.1 Purchaser’s address:
Project Manager
NEA Institutional Strengthening Project (NEA-ISP)
Nepal-India Electricity Transmission and Trade Project (NIETTP)
Finance Directorate
Telephone: +977 1 4153200/4153201
Fax: +977-1-4153118
E-mail: ispnea@gmail.com
ITB 10.2 Details for pre-bid meeting:
Date : 19 June 2019
Time: 11:00 hours (NST)
Address: Conference Room, 1st Floor
Opp. to MD Office
Telephone: +977 1 4153200/4153201

Fax: +977-1-4153118
Bidders must sent pre-bid queries in below prescribed format to

Purchaser at address mentioned in BDS for ITB clause 10.1 or
through email at ispnea@gmail.com on or before 12 June
2019.
S. No. Reference Page No Existing Query
of clause of Clause of
bid bid
document document
e.g.
1. Section V1, 284 ….. …
attachment
1, bullet
point 1 a
2.
C. PREPARATION OF BIDS
ITB 12.1 The language of the bid and of all correspondence and documents
related to it is: English.
ITB 14.1 Recurrent cost items are required.
Bidder shall quote the price for recurrent cost items as per format 2.4
and 2.6 of Price Schedule Forms in Section VII.
Where bidder has quoted for additional items in the template in 2.3
and 2.4, it is necessary to provide the breakdown for those additional
items in the Forms 2.5 and 2.6 respectively.
ITB 14.4 The Incoterms edition is “Incoterms 2000 — ICC Official Rules for
the Interpretation of Trade Terms” published in September
1999 by the International Chamber of Commerce, 38 Cours
Albert 1er, 75008 Paris, France”.
ITB 14.4 (a) For foreign goods priced on a CIP (named place of destination) basis:
(i) The contract of carriage shall include the cost of
unloading the goods at destination, as well as payment
by the Supplier towards the cost of custom formalities,
duties, taxes or other charges payable on the foreign
Goods for their transit through any country other than

the Purchaser's country.
(ii) The prices shall also include all taxes, stamps, duties,
levies, and fees imposed in the Purchaser’s country
except VAT payable in Purchaser’s country.
(iii) The named place of destination shall be Kathmandu,
Nepal.
a. Head Office, NEA.
b. LDC Office, NEA.
ITB 14.7 Prices quoted by the Bidder shall be “fixed;”
ITB 15.1 (b) The currency to be used for quoting prices of the Goods and Services
components of the System offered locally (i.e., from within the
Purchaser’s Country), as well as local currency expenditures
for local technical support, training, maintenance,
transportation, insurance, and other local services incidental to
delivery, installation and operation of the System, is: NPR
(Nepalese Rupees).
ITB 16.2 (c) In addition to the topics described in ITB Clause 16.2 (c), the
Preliminary Project Plan must address the following topics:
Project Organization and Management Plan
Procurement Plan
Delivery and Installation Plan
Product Update, Upgrade and Support Plan
Quality Assurance Plan
Measurement Tools & Processes proposed for monitoring
performance of the system and service performance level
 Risk Management Plan
 Capacity Building Plan
 Communication Plan
 Change Management Plan
 Operational Acceptance Testing Plan
 Project Work Plan
 Resource Schedule
 Operation & Maintenance Plan
ITB 16.3 In the interest of effective integration, cost-effective technical
support, and reduced re-training and staffing costs, Bidders are
required to offer specific brand names and models for the
following limited number of specific items: None
ITB 17.1 Bids need to be secured by a Bid Security.

The amount of Bid Security required is: Nepalese Rupees

12,000,000/- (Nepalese Rupees Twelve Millions) or an
equivalent amount in a freely convertible currency.
ITB 17.7 Not Applicable
ITB 18.1 The bid validity period shall be 120 calendar days after the deadline
for bid submission, as specified below in reference to ITB
Clause 21. Accordingly, each bid shall be valid through 06
November 2019 (i.e., the date that happens to be 120 days
after the date of bid opening).
Accordingly, a bid with a Bid Security that expires before 4
December 2019 i.e., twenty-eight (28) days after the end of
the bid validity period shall be rejected as non-responsive.
ITB 19.1 Required number of bid copies, besides the original:
Technical Bid: Two (2) hard copies and One (1) Soft copy on a read
only compact disc (No Financial Information should be
included in the technical bid and compact disk)
Financial Bid: None other than original bid
Envelopes
E: Outer Envelope (This will have one original bid and two copies of
bid in separate envelopes- E1, E2 and E3)
E1: ORIGINAL BID (This envelope will have two envelopes-
E11 and E12)
E11:Technical bid including soft copy on a
read-only-compact disc
E12:Financial bid
E2: Technical Bid- COPY NO. 1
E3: Technical Bid- COPY NO. 2
D. SUBMISSION OF BIDS
ITB 20.2 (a) The address for bid submission is:
Mrs. Chandha Neupane
Project Manager
Institutional Strengthening Project
Finance Directorate
ITB 21.1 Deadline for bid submission is:14:00 hours NST on 9 July 2019
E. BID OPENING AND EVALUATION

ITB 24.1 Time, date, and place for bid opening are: 16:00 hours NST on 9 July
2019 at Address given below:
Conference Room, 1stFloor

Opp. to MD Office
Telephone: +977 1 4153200/4153201
Fax: +977-1-4153118
ITB 27.1 The currency chosen for the purpose of converting to a common
currency is: Nepalese Rupees.
The source of exchange rate is: Nepal Rastra Bank.
The date of exchange rate determination is: 11 June 2019 i.e. 28
days prior to the date of bid submission deadline. In case
that no exchange rates are available on this date from the
source indicated above, the latest available exchange rates
from the same source prior to this date will be used.
ITB 28.1 Bids for Subsystems, lots, or slices of the overall Information System
will not be accepted.
Discounts for the award of multiple Subsystems, lots, or slices will
not be considered in bid evaluation.
ITB 28.4 The bid evaluation will take into account technical factors in addition
to cost factors.
The weight of the Price (“X” multiplied by 100 in the Evaluated Bid
Score formula) = 50 percentage
A technical bid must obtain minimum 70% marks in technical
evaluation to be qualified for financial evaluation.
ITB 28.5 Bids will be evaluated on the basis of:
1. Qualifications on a “Must Comply” basis –Refer BDS for

ITB Clause 6.1(a).
2. Evaluated Bid Score (B) as per formula given in ITB

Clause 28.4
The technical/quality evaluation parameters and scoring scheme
are provided below:
# Description Points
(i) Organisation Profile 10
Number of years operating in

Information Technology business
such as ERP implementation as on
a) the date of submission of the Bid 3
 >=5 and <10 - 2 marks
 >=10 and <=15 - 2.5 marks
 More than 15 - 3 marks
Number of professionals for the
ERP Product, being offered.
b)  >=100 and <150 - 2 marks 3
 >=150 and <=200 - 2.5 marks
 More than 200 - 3 marks
CMMi (Capability Maturity Model)

certification of the bidder.
c)  Level 3 Certificate- 2 marks 4
 Level 4 Certificate- 3 marks
 Level 5 Certificate- 4 marks
(ii) Past Experience 25
During last 10 years, Bidder or any partner in case of JV must have
implemented (as on date of submission of bid)
Format: Use Format 3.1.5 of Section VII for providing project
details
COTS ERP Product, being offered,
in Government organisation/Public
Sector Undertaking (PSU) having
200 or more ERP users and project
a) value more than USD 1 million or 6
equivalent.
 Each project will carry
maximum 3 marks
(Maximum 2 projects to be
considered)
COTS ERP Product, being offered,

in Government organisation/Public
Sector Undertaking
(PSU)/Companies in Power Sector
with at least 3 similar modules (out
of offered IFMIS modules such as
b) 6
Finance, Inventory, Asset, HRMS,
Project Accounting modules )
maximum 3 marks
considered)
At least one project covering post
go-live support, for not less than 1
c) 3
year, on the implemented COTS
ERP Product, being offered
Metering, Billing & Collection
Software, being offered, in
Government organisation/ Public
Sector Undertaking (PSU)/
Companies in Power Sector with
 >=1 million consumer and <2
million consumers - 2 marks
d) 8
maximum 4 marks
considered)
At least one project covering Energy
Audit Module, being offered, in
e) Government body/Public Sector 2
Undertaking (PSU)/ Companies in
Power Sector
Adequacy and quality of the
proposed methodology, and work
(iii) 40
plan in responding to the Terms of
Reference (TORs):
Understanding of project objectives

a) 5
and scope of work
Approach & Methodologies (A&M)
to be followed covering entire scope
of work
{including criteria such as A&M for
 Project Plan including
implementation timelines
 Blueprint /SRS design
 Solution customization and
testing
b)  Data migration, pilot and 10
roll out
 Capacity building and
change management
 Quality Assurance
 Escalation Management
(Internal & External)
 Compliance with CMMi and
ERP COTS OEM
implementation
methodology
Service Level Monitoring
Methodology including aspects like
c) 4
providing online access of a
tool/dashboard/reports to client
Proposed Solution for IFMIS and
RMS
{ Includes criteria such as
 Percentage of availability of
FRS as ‘Standard’ feature of
product being proposed
 Solution architecture 15
d)
 Integration methodology
(including integration
between IFMIS and RMS
modules)
 Mobile solution including
features over & above RFP
requirements
 Helpdesk Solution
 Solution for offline work by

end-users such as payment
collection
 Security solution
 Business continuity plan
 Use of advanced
technologies
 User friendliness features
 Additional features over and
above RFP requirements,
}
Work plan and Staffing
{ Includes criteria such as
 Comprehensive and realistic
work plan
 No. of resources/person
months proposed in excess to
minimum requirement
e)  Proposing onsite deployment 6
of resources in excess of
minimum requirement
 Commitment of senior
members/leaders for project
supervising and quality
review
 Escalation mechanism, etc.
}
Key Experts’ qualifications and
(iv) 15 (200 points)
competence for the Assignment:
{Notes to Bidder: Bidder will propose CVs of resources in the
format provided in Section 3.5.6 of Section VII
Evaluation of key resources will consider their qualification,
certification, relevant experience in implementation of ERP and
Revenue Management System for Govt./PSU organizations and
power sector.}
a) Project Manager/ Team Leader 30
b) Finance Expert 20
Finance & Asset Management
c) Module Lead 20
d) Material Management Module Lead 20
Human Resource Management

e) Module Lead 20
f) Power Sector Domain Expert 20
Metering, Billing and Collection
g) Module Lead 20
h) Infrastructure Expert 20
i) System Administrator 15
j) Database Administrator 15
The number of points to be assigned
to each of the above positions shall
be determined considering the
following two sub-criteria and
relevant percentage weightage:
1) General qualifications (general
30%
education, training, and experience):
2) Adequacy for the Assignment
(relevant education, training,
70%
experience in the sector/similar
assignments ) :
Total weightage: 100%
Transfer of knowledge (training)
program (relevance of approach
(v) 10
and methodology; involvement of
local experts; etc.)
Total points: 100
The Technical Response of bidder should include, but not limited to,
following:
(i) Understanding of project objectives and scope of work
(ii) Clarity and coverage of each item of scope of work in
proposed approach, work plan and staffing
(iii) Tools & Methodologies to be followed for
implementation services
(iv) Duly filled-in Technical Responsiveness Checklist as
given in sub-section G of Section VI
(v) Envisaged solution Architecture including
 Deployment Architecture
 Application Architecture
 Database Architecture
 Network Architecture
 Solution Integration Architecture
 Integration with all internal and external stakeholders
 IT Risk Assessment
 Undertaking to comply with Functional Requirements
(Form: Use Form 3.6.1)
 Undertaking to comply with Technical Requirements
 Undertaking on Resource Deployment (Form: Use
Form 3.6.3)
 Undertaking on Compliance and Sizing of
Infrastructure (Form: Use Form 3.6.4)
 Undertaking on Service Level Compliance (Form:
Use Form 3.6.5)
(vi) Security Architecture
 Understanding of the security requirements with
respect to Database, Application, Network, and End
User Infrastructure
 Standards to be followed
 List of all tools & technologies proposed for ensuring
security of the entire solution
 List of products and features of such products which
the bidder intends to implement for attaining security
 Standard methods and procedures and their adherence
to international standards ISO/IEC 27001
 Capability of tools proposed to perform Single Sign-
On, Integrated User Management and other SOA
standards.
(vii) Hardware Infrastructure- Bill of Material (as per format
provided in this bidding document)
(viii) Recommended minimum technical specification of ICT
infrastructure (such as desktop, laptop, printer and
scanner) required for smooth operations of application at
end user locations/offices.
(ix) Mechanism for SLA Monitoring & Reporting
 Quality Assurance Plan
 List of all tools & technologies proposed to be used
 Mechanism planned for adoption including various
input parameters generated from the IT systems, the
tools used to capture those input parameters, the logic
applied over them for calculating the actual SLAs and
others.
 Mechanism to ensure correctness of the SLA data
 Mechanism to escalate non-conformance to SLAs
 Capability of the proposed tool to perform advanced

notification before breach of SLAs
 Mechanism in tools proposed to ensure non-
tampering of the SLA data
 Infrastructure administration and health monitoring
mechanism proposed
 Standards to be followed, if any
(x) Helpdesk & Service Management
 List and details of all tools and templates proposed for
use in the management of Helpdesk
 Detailed roles & responsibilities, including the
escalation matrix based upon issue severity, defined
for this activity
 Mechanism for providing access to knowledge
management services for technicians
 Key capabilities of the proposed tools
 Standards to be followed, if any
(xi) Back Up, Restoration and Business Continuity
Planning
 Detailed plan for taking regular backup on an hourly/
daily/ weekly basis
 Suggested tools and templates for using in backup and
restoration
 Mechanism proposed for ensuring security of backed-
up data files
 Policies and plans proposed for adoption for ensuring
implementation of business continuity as per the
technical requirements
 Detailed Plan for performing restoration drills
 Standards to be followed, if any.
(xii) Training and Capacity Building
 Mechanism proposed for comprehensive training
needs analysis
 Mechanism proposed for designing training program
 Proposed modes of training e.g. classroom, web-
based, to all users of system
 List of proposed training materials
(xiii) Change Management
 Documented Change Control & Communication
Procedures
 List and details of all Tools & templates proposed for
use in the change management process
 Procedure for managing incremental changes which
are highlighted during the entire project lifecycle;
 Comprehensive Exit Management Plan including

handholding of overall system (in line with the
requirements as detailed out in the IN THIS
BIDDING DOCUMENT);
(xiv) Project Work Plan: Proposed Project work plan would
address following in detail :
 Work Schedule (Form: Use Form 3.7.1)
 Internal & external project dependencies;
 List and details of all tools & techniques applied
during project planning and management;
 List of all documents and deliverables to be produced
at each project stage;
 List of all risks identified, their possible impact and
the measures planned for adoption
(xv) Non-functional requirements
 COTS OEM support
 Scalability and interoperability
 Browser based User interface
 Flexibility for future customizations and
enhancements
 Future roadmap for envisaged solution in terms of
O&M support, upgrades, new functionalities, etc.
 Technology Optimization
 Application Optimization methodology
 Data Base Access methodology for query/
reports etc.
 Risk Mitigation strategy for data
inconsistency
 Data Growth Archiving strategy &
Availability of tools for Database
administration
 Application Performance and bottleneck
analysis methodology
(xvi) CV of Proposed Key Personnel
(xvii) Activity-wise Resource Deployment Plan including
 Project team structure and size
 Roles and responsibility of project team members
 Escalation Matrix
 Mechanism adopted for performing efforts estimation
and how does it bridge the gap between estimated
effort and actual effort spent
 Involvement of Local Resources
 Resource Deployment Plan fully mapped with Project
Work Plan
 Undertaking on Resource Deployment

For the evaluation criteria mentioned above, the bidders have to

provide substantial evidence, including engagement letters, project
completion certificates, CVs of proposed resources, data sheets of
products proposed, OEM authorization and others.
ITB 28.6 I (i) The Purchaser will not accept deviations in the schedule of
installation and commissioning specified in the
Implementation Schedule.
ITB 28.6 (c) (ii) The Purchaser will not accept deviations in the payment schedule in
the SCC.
ITB 28.6 (d) Interest Rate (I) for net present value calculations of recurrent costs =
5 percent per annum.
For the financial evaluation purpose, recurrent cost of 7 years (2
years of Phase 1 and 5 years of Phase 2) will be converted to Net
Present Value at the above interest rate.
F. POST QUALIFICATION AND AWARD OF CONTRACT

ITB 31.2 As additional post qualification measures, the Information System (or
components/parts of it) offered by the Successful Bidder may
be subjected to the following tests and performance
benchmarks prior to Contract award:
a. Reference checks from the organization where similar
information system have been installed;
b. Site visit and demonstration of the solution deployed earlier
successfully by the System Integrator.
c. Information Security & Confidentiality
d. Verification of data/information submitted as part of bid
ITB 33.1 Percentage for quantity increase or decrease: upto 15% of total
Contract Value.
ITB 38.1 Name of adjudicator shall be finalized at the time of contract
finalization based on mutual consent between Purchaser and
Successful Bidder.
Section III. Eligible Countries for the Provision of Goods, Works, and Services in Bank-Financed
Procurement 60
SECTION III. ELIGIBLE COUNTRIES FOR THE PROVISION OF

GOODS, WORKS, AND SERVICES IN BANK-FINANCED
PROCUREMENT
Eligible Countries for the Provision of Goods, Works, and Services in

Bank-Financed Procurement
As of September 2007
1. Eligible for this procurement are firms of, and goods manufactured in, all countries
except countries, if any, listed in the following restrictions.
2. In accordance with para. 1.8 (a) of the Guidelines: Procurement under IBRD Loans and
IDA Credits, firms of a Country or goods manufactured in a Country may be excluded if
(i) as a matter of law or official regulation, the Borrower’s Country prohibits
commercial relations with that Country, provided that the Bank is satisfied that
such exclusion does not preclude effective competition for the supply of the
goods or works required, or
(ii) by an Act of Compliance with a Decision of the United Nations Security Council
taken under Chapter VII of the Charter of the United Nations, the Borrower’s
Country prohibits any import of goods from that Country or any payments to
persons or entities in that Country
3. For the information of borrowers and bidders, at the present time firms, goods and
services from the following countries are excluded from this bidding:
With reference to paragraph (i) above: None
With reference to paragraph (ii) above: None
The organization whose names are mentioned in black list as published on
http://ppmo.gov.np by Public Procurement Monitoring Office are ineligible for the
participation for this bid.
61
SECTION IV. GENERAL CONDITIONS OF CONTRACT
Table of Clauses
A. Contract and Interpretation ...........................................................................................63
1. Definitions.................................................................................................................63
2. Contract Documents..................................................................................................71
3. Interpretation .............................................................................................................71
4. Notices ......................................................................................................................73
5. Governing Law .........................................................................................................74
6. Settlement of Disputes ..............................................................................................74
B. Subject Matter of Contract .............................................................................................77
7. Scope of the System ..................................................................................................77
8. Time for Commencement and Operational Acceptance ...........................................77
9. Supplier’s Responsibilities........................................................................................78
10. Purchaser’s Responsibilities .....................................................................................80
C. Payment.............................................................................................................................81
11. Contract Price............................................................................................................81
12. Terms of Payment .....................................................................................................82
13. Securities ...................................................................................................................83
14. Taxes and Duties .......................................................................................................84
D. Intellectual Property ........................................................................................................85
15. Copyright ..................................................................................................................85
16. Software License Agreements ..................................................................................86
17. Confidential Information ..........................................................................................88
E. Supply, Installation, Testing, Commissioning, and Acceptance of the System ..........89
18. Representatives .........................................................................................................89
19. Project Plan ...............................................................................................................91
20. Subcontracting ..........................................................................................................92
21. Design and Engineering ............................................................................................93
22. Procurement, Delivery, and Transport ......................................................................95
23. Product Upgrades ......................................................................................................98
24. Implementation, Installation, and Other Services .....................................................99
25. Inspections and Tests ................................................................................................99
26. Installation of the System........................................................................................100
27. Commissioning and Operational Acceptance .........................................................101
F. Guarantees and Liabilities .............................................................................................105
28. Operational Acceptance Time Guarantee ...............................................................105
Section IV. General Conditions of Contract 62
29. Defect Liability .......................................................................................................106

30. Functional Guarantees ............................................................................................108
31. Intellectual Property Rights Warranty ....................................................................109
32. Intellectual Property Rights Indemnity ...................................................................109
33. Limitation of Liability.............................................................................................112
G. Risk Distribution ............................................................................................................113
34. Transfer of Ownership ............................................................................................113
35. Care of the System ..................................................................................................113
36. Loss of or Damage to Property; Accident or Injury to Workers; Indemnification .114
37. Insurances ...............................................................................................................116
38. Force Majeure .........................................................................................................118
H. Change in Contract Elements .......................................................................................120
39. Changes to the System ............................................................................................120
40. Extension of Time for Achieving Operational Acceptance ....................................123
41. Termination .............................................................................................................124
42. Assignment .............................................................................................................132
General Conditions of Contract

A. CONTRACT AND INTERPRETATION
1. Definitions 1.1 In this Contract, the following terms shall be interpreted as
indicated below.
(a) contract elements
(i) “Contract” means the Contract Agreement
entered into between the Purchaser and the
Supplier, together with the Contract Documents
referred to therein. The Contract Agreement and
the Contract Documents shall constitute the
Contract, and the term “the Contract” shall in all
such documents be construed accordingly.
(ii) “Contract Documents” means the documents
specified in Article 1.1 (Contract Documents) of
the Contract Agreement (including any
amendments to these Documents).
(iii) “Contract Agreement” means the agreement
entered into between the Purchaser and the
Supplier using the form of Contract Agreement
contained in the Sample Forms Section of the
Bidding Documents and any modifications to this
form agreed to by the Purchaser and the Supplier.
The date of the Contract Agreement shall be
recorded in the signed form.
(iv) “GCC” means the General Conditions of
Contract.
(v) “SCC” means the Special Conditions of Contract.
(vi) “Technical Requirements” means the Technical
Requirements Section of the Bidding Documents.
(vii) “Implementation Schedule” means the
Implementation Schedule Sub-section of the
Technical Requirements.
viii) “Contract Price” means the price or prices
defined in Article 2 (Contract Price and Terms of
Payment) of the Contract Agreement.
(ix) “Procurement Guidelines” refers to the edition
specified in the SCC of the World Bank
Guidelines: Procurement under IBRD Loans and

IDA Credits.
(x) “Bidding Documents” refers to the Collection of
documents issued by the Purchaser to instruct and
inform potential suppliers of the processes for
bidding, selection of the winning bid, and
Contract formation, as well as the contractual
conditions governing the relationship between
the Purchaser and the Supplier. The General and
Special Conditions of Contract, the Technical
Requirements, and all other documents included
in the Bidding Documents reflect the
Procurement Guidelines that the Purchaser is
obligated to follow during procurement and
administration of this Contract.
(b) entities
(i) “Purchaser” means the entity purchasing the
Information System, as specified in the SCC.
(ii) “Project Manager” means the person named as
such in the SCC or otherwise appointed by the
Purchaser in the manner provided in GCC
Clause 18.1 (Project Manager) to perform the
duties delegated by the Purchaser.
(iii) “Supplier” means the firm or Joint Venture whose
bid to perform the Contract has been accepted by
the Purchaser and is named as such in the
Contract Agreement.
(iv) “Supplier’s Representative” means any person
nominated by the Supplier and named as such in
the Contract Agreement or otherwise approved
by the Purchaser in the manner provided in GCC
Clause 18.2 (Supplier’s Representative) to
perform the duties delegated by the Supplier.
(v) “Subcontractor” means any firm to whom any of
the obligations of the Supplier, including
preparation of any design or supply of any
Information Technologies or other Goods or
Services, is subcontracted directly or indirectly
by the Supplier.
(vi) “Adjudicator” means the person named in

Appendix 2 of the Contract Agreement,
appointed by agreement between the Purchaser
and the Supplier to make a decision on or to settle
any dispute between the Purchaser and the
Supplier referred to him or her by the parties,
pursuant to GCC Clause 6.1 (Adjudication).
(vii) “The World Bank” (also called “The Bank”)
means the International Bank for Reconstruction
and Development (IBRD) or the International
Development Association (IDA).
(c) scope
(i) “Information System,” also called “the System,”
means all the Information Technologies,
Materials, and other Goods to be supplied,
installed, integrated, and made operational
(exclusive of the Supplier’s Equipment), together
with the Services to be carried out by the Supplier
under the Contract.
(ii) “Subsystem” means any subset of the System
identified as such in the Contract that may be
supplied, installed, tested, and commissioned
individually before Commissioning of the entire
System.
(iii) “Information Technologies” means all
information processing and communications-
related hardware, Software, supplies, and
consumable items that the Supplier is required to
supply and install under the Contract.
(iv) “Goods” means all equipment, machinery,
furnishings, Materials, and other tangible items
that the Supplier is required to supply or supply
and install under the Contract, including, without
limitation, the Information Technologies and
Materials, but excluding the Supplier’s
Equipment.
(v) “Services” means all technical, logistical,
management, and any other Services to be
provided by the Supplier under the Contract to
supply, install, customize, integrate, and make
operational the System. Such Services may
include, but are not restricted to, activity

management and quality assurance, design,
development, customization, documentation,
transportation, insurance, inspection, expediting,
site preparation, installation, integration,
training, data migration, Pre-commissioning,
Commissioning, maintenance, and technical
support.
(vi) “The Project Plan” means the document to be
developed by the Supplier and approved by the
Purchaser, pursuant to GCC Clause 19, based on
the requirements of the Contract and the
Preliminary Project Plan included in the
Supplier’s bid. The “Agreed and Finalized
Project Plan” is the version of the Project Plan
approved by the Purchaser, in accordance with
GCC Clause 19.2. Should the Project Plan
conflict with the Contract in any way, the
relevant provisions of the Contract, including
any amendments, shall prevail.
(vii) “Software” means that part of the System which
are instructions that cause information
processing Subsystems to perform in a specific
manner or execute specific operations.
(viii) “System Software” means Software that provides
the operating and management instructions for the
underlying hardware and other components, and is
identified as such in Appendix 4 of the Contract
Agreement and such other Software as the parties
may agree in writing to be Systems Software.
Such System Software includes, but is not
restricted to, micro-code embedded in hardware
(i.e., “firmware”), operating systems,
communications, system and network
management, and utility software.
(ix) “General-Purpose Software” means Software
that supports general-purpose office and
software development activities and is identified
as such in Appendix 4 of the Contract
Agreement and such other Software as the
parties may agree in writing to be General-
Purpose Software. Such General-Purpose
Software may include, but is not restricted to,
word processing, spreadsheet, generic database

management, and application development
software.
(x) “Application Software” means Software
formulated to perform specific business or
technical functions and interface with the
business or technical users of the System and is
identified as such in Appendix 4 of the Contract
parties may agree in writing to be Application
Software.
(xi) “Standard Software” means Software identified
as such in Appendix 4 of the Contract
parties may agree in writing to be Standard
Software.
(xii) “Custom Software” means Software identified as
such in Appendix 4 of the Contract Agreement and
such other Software as the parties may agree in
writing to be Custom Software.
(xiii) “Source Code” means the database structures,
dictionaries, definitions, program source files,
and any other symbolic representations
necessary for the compilation, execution, and
subsequent maintenance of the Software
(typically, but not exclusively, required for
Custom Software).
(xiv) “Materials” means all documentation in printed
or printable form and all instructional and
informational aides in any form (including
audio, video, and text) and on any medium,
provided to the Purchaser under the Contract.
(xv) “Standard Materials” means all Materials not
specified as Custom Materials.
(xvi) “Custom Materials” means Materials developed
by the Supplier at the Purchaser’s expense under
the Contract and identified as such in Appendix 5
of the Contract Agreement and such other
Materials as the parties may agree in writing to be
Custom Materials. Custom Materials includes

Materials created from Standard Materials.
(xvii) “Intellectual Property Rights” means any and all
copyright, moral rights, trademark, patent, and
other intellectual and proprietary rights, title and
interests worldwide, whether vested, contingent,
or future, including without limitation all
economic rights and all exclusive rights to
reproduce, fix, adapt, modify, translate, create
derivative works from, extract or re-utilize data
from, manufacture, introduce into circulation,
publish, distribute, sell, license, sublicense,
transfer, rent, lease, transmit or provide access
electronically, broadcast, display, enter into
computer memory, or otherwise use any portion
or copy, in whole or in part, in any form, directly
or indirectly, or to authorize or assign others to
do so.
(xviii) “Supplier’s Equipment” means all equipment,
tools, apparatus, or things of every kind required
in or for installation, completion and
maintenance of the System that are to be
provided by the Supplier, but excluding the
Information Technologies, or other items
forming part of the System.
(d) activities
(i) “Delivery” means the transfer of the Goods from
the Supplier to the Purchaser in accordance with
the current edition Incoterms specified in the
Contract.
(ii) “Installation” means that the System or a
Subsystem as specified in the Contract is ready
for Commissioning as provided in GCC Clause
26 (Installation).
(iii) “Pre-commissioning” means the testing, checking,
and any other required activity that may be
specified in the Technical Requirements that are to
be carried out by the Supplier in preparation for
Commissioning of the System as provided in GCC
Clause 26 (Installation).
(iv) “Commissioning” means operation of the System

or any Subsystem by the Supplier following
Installation, which operation is to be carried out
by the Supplier as provided in GCC Clause 27.1
(Commissioning), for the purpose of carrying out
Operational Acceptance Test(s).
(v) “Operational Acceptance Tests” means the tests
specified in the Technical Requirements and
Agreed and Finalized Project Plan to be carried
out to ascertain whether the System, or a specified
Subsystem, is able to attain the functional and
performance requirements specified in the
Technical Requirements and Agreed and
Finalized Project Plan, in accordance with the
provisions of GCC Clause 27.2 (Operational
Acceptance Test).
(vi) “Operational Acceptance” means the acceptance
by the Purchaser of the System (or any
Subsystem(s) where the Contract provides for
acceptance of the System in parts), in accordance
with GCC Clause 27.3 (Operational Acceptance).
(e) place and time
(i) “Purchaser’s Country” is the country named in
the SCC.
(ii) “Supplier’s Country” is the country in which the
Supplier is legally organized, as named in the
Contract Agreement.
(iii) “Project Site(s)” means the place(s) specified in
the SCC for the supply and installation of the
System.
(iv) “Eligible Country” means the countries and
territories eligible for participation in
procurements financed by the World Bank as
defined in the Procurement Guidelines. (Note:
The World Bank maintains a list of countries
from which Bidders, Goods, and Services are not
eligible to participate in procurement financed by
the Bank. The list is regularly updated and can be
obtained from the Public Information Center of
the Bank or its web site on procurement. A copy
of the list is contained in the Section of the
Bidding Documents entitled “Eligible Countries

for the Provision of Goods, Works, and Services
in Bank-Financed Procurement”).
(v) “Day” means calendar day of the Gregorian
Calendar.
(vi) “Week” means seven (7) consecutive Days,
beginning the day of the week as is customary in
the Purchaser’s Country.
(vii) “Month” means calendar month of the Gregorian
Calendar.
(viii) “Year” means twelve (12) consecutive Months.
(ix) “Effective Date” means the date of fulfillment of
all conditions specified in Article 3 (Effective
Date for Determining Time for Achieving
Operational Acceptance) of the Contract
Agreement, for the purpose of determining the
Delivery, Installation, and Operational
Acceptance dates for the System or Subsystem(s).
(x) “Contract Period” is the time period during which
this Contract governs the relations and
obligations of the Purchaser and Supplier in
relation to the System, as specified in the SCC.
(xi) “Defect Liability Period” (also referred to as the
“Warranty Period”) means the period of validity
of the warranties given by the Supplier
commencing at date of the Operational
Acceptance Certificate of the System or
Subsystem(s), during which the Supplier is
responsible for defects with respect to the System
(or the relevant Subsystem[s]) as provided in
GCC Clause 29 (Defect Liability).
(xii) “The Post-Warranty Services Period” means the
number of years defined in the SCC (if any),
following the expiration of the Warranty Period
during which the Supplier may be obligated to
provide Software licenses, maintenance, and/or
technical support services for the System, either
under this Contract or under separate contract(s).
(xiii) “The Coverage Period” means the Days of the
Week and the hours of those Days during which
maintenance, operational, and/or technical

support services (if any) must be available.
2. Contract 2.1 Subject to Article 1.2 (Order of Precedence) of the Contract

Documents Agreement, all documents forming part of the Contract (and
all parts of these documents) are intended to be correlative,
complementary, and mutually explanatory. The Contract
shall be read as a whole.
3. Interpretation 3.1 Governing Language

3.1.1 All Contract Documents and related correspondence
exchanged between Purchaser and Supplier shall be
written in the language specified in the SCC, and the
Contract shall be construed and interpreted in
accordance with that language.
3.1.2 If any of the Contract Documents or related
correspondence are prepared in a language other than
the governing language under GCC Clause 3.1.1 above,
the translation of such documents into the governing
language shall prevail in matters of interpretation. The
originating party, with respect to such documents shall
bear the costs and risks of such translation.
3.2 Singular and Plural
The singular shall include the plural and the plural the
singular, except where the context otherwise requires.
3.3 Headings
The headings and marginal notes in the GCC are included for
ease of reference and shall neither constitute a part of the
Contract nor affect its interpretation.
3.4 Persons
Words importing persons or parties shall include firms,
corporations, and government entities.
3.5 Incoterms
Unless inconsistent with any provision of the Contract, the
meaning of any trade term and the rights and obligations of
parties thereunder shall be as prescribed by the current
Incoterms (“Incoterms 2000” or a more recent version if and
as published). Incoterms are the international rules for
interpreting trade terms published by the International
Chamber of Commerce, 38 Cours Albert 1er, 75008 Paris,

France.
3.6 Entire Agreement
The Contract constitutes the entire agreement between the
Purchaser and Supplier with respect to the subject matter of
Contract and supersedes all communications, negotiations,
and agreements (whether written or oral) of parties with
respect to the subject matter of the Contract made prior to the
date of Contract.
3.7 Amendment
No amendment or other variation of the Contract shall be
effective unless it is in writing, is dated, expressly refers to
the Contract, and is signed by a duly authorized
representative of each party to the Contract.
3.8 Independent Supplier
The Supplier shall be an independent contractor performing
the Contract. The Contract does not create any agency,
partnership, joint venture, or other joint relationship between
the parties to the Contract.
Subject to the provisions of the Contract, the Supplier shall
be solely responsible for the manner in which the Contract is
performed. All employees, representatives, or
Subcontractors engaged by the Supplier in connection with
the performance of the Contract shall be under the complete
control of the Supplier and shall not be deemed to be
employees of the Purchaser, and nothing contained in the
Contract or in any subcontract awarded by the Supplier shall
be construed to create any contractual relationship between
any such employees, representatives, or Subcontractors and
the Purchaser.
3.9 Joint Venture
If the Supplier is a Joint Venture of two or more firms, all
such firms shall be jointly and severally bound to the
Purchaser for the fulfillment of the provisions of the Contract
and shall designate one of such firms to act as a leader with
authority to bind the Joint Venture. The composition or
constitution of the Joint Venture shall not be altered without
the prior consent of the Purchaser.
3.10 Nonwaiver
3.10.1 Subject to GCC Clause 3.10.2 below, no relaxation,
forbearance, delay, or indulgence by either party in
enforcing any of the terms and conditions of the
Contract or the granting of time by either party to the
other shall prejudice, affect, or restrict the rights of
that party under the Contract, nor shall any waiver by
either party of any breach of Contract operate as
waiver of any subsequent or continuing breach of
Contract.
3.10.2 Any waiver of a party’s rights, powers, or remedies
under the Contract must be in writing, must be dated
and signed by an authorized representative of the
party granting such waiver, and must specify the right
and the extent to which it is being waived.
3.11 Severability
If any provision or condition of the Contract is prohibited or
rendered invalid or unenforceable, such prohibition,
invalidity, or unenforceability shall not affect the validity or
enforceability of any other provisions and conditions of the
Contract.
3.12 Country of Origin
“Origin” means the place where the Information
Technologies, Materials, and other Goods for the System
were produced or from which the Services are supplied.
Goods are produced when, through manufacturing,
processing, Software development, or substantial and major
assembly or integration of components, a commercially
recognized product results that is substantially different in
basic characteristics or in purpose or utility from its
components. The Origin of Goods and Services is distinct
from the nationality of the Supplier and may be different.
4. Notices 4.1 Unless otherwise stated in the Contract, all notices to be

given under the Contract shall be in writing and shall be sent,
pursuant to GCC Clause 4.3 below, by personal delivery,
airmail post, special courier, cable, telegraph, telex,
facsimile, electronic mail, or Electronic Data Interchange
(EDI), with the following provisions.
4.1.1 Any notice sent by cable, telegraph, telex, facsimile,
electronic mail, or EDI shall be confirmed within two
(2) days after dispatch by notice sent by airmail post or

special courier, except as otherwise specified in the
Contract.
4.1.2 Any notice sent by airmail post or special courier shall
be deemed (in the absence of evidence of earlier
receipt) to have been delivered ten (10) days after
dispatch. In proving the fact of dispatch, it shall be
sufficient to show that the envelope containing such
notice was properly addressed, stamped, and conveyed
to the postal authorities or courier service for
transmission by airmail or special courier.
4.1.3 Any notice delivered personally or sent by cable,
telegraph, telex, facsimile, electronic mail, or EDI shall
be deemed to have been delivered on the date of its
dispatch.
4.1.4 Either party may change its postal, cable, telex,
facsimile, electronic mail, or EDI addresses for receipt
of such notices by ten (10) days’ notice to the other
party in writing.
4.2 Notices shall be deemed to include any approvals, consents,
instructions, orders, certificates, information and other
communication to be given under the Contract.
4.3 Pursuant to GCC Clause 18, notices from/to the Purchaser
are normally given by, or addressed to, the Project Manager,
while notices from/to the Supplier are normally given by, or
addressed to, the Supplier's Representative, or in its absence
its deputy if any. If there is no appointed Project Manager or
Supplier's Representative (or deputy), or if their related
authority is limited by the SCC for GCC Clauses 18.1 or
18.2.2, or for any other reason, the Purchaser or Supplier may
give and receive notices at their fallback addresses. The
address of the Project Manager and the fallback address of
the Purchaser are as specified in the SCC or as subsequently
established/amended. The address of the Supplier's
Representative and the fallback address of the Supplier are
as specified in Appendix 1 of the Contract Agreement or as
subsequently established/amended.
5. Governing Law 5.1 The Contract shall be governed by and interpreted in

accordance with the laws of the country specified in the SCC.
6. Settlement of 6.1 Adjudication
Disputes
6.1.1 If any dispute of any kind whatsoever shall arise

between the Purchaser and the Supplier in connection
with or arising out of the Contract, including without
prejudice to the generality of the foregoing, any
question regarding its existence, validity, or
termination, or the operation of the System (whether
during the progress of implementation or after its
achieving Operational Acceptance and whether before
or after the termination, abandonment, or breach of the
Contract), the parties shall seek to resolve any such
dispute by mutual consultation. If the parties fail to
resolve such a dispute by mutual consultation within
fourteen (14) days after one party has notified the other
in writing of the dispute, then, if the Contract
Agreement in Appendix 2 includes and names an
Adjudicator, the dispute shall, within another fourteen
(14) days, be referred in writing by either party to the
Adjudicator, with a copy to the other party. If there is
no Adjudicator specified in the Contract Agreement,
the mutual consultation period stated above shall last
twenty-eight (28) days (instead of fourteen), upon
expiry of which either party may move to the
notification of arbitration pursuant to GCC Clause
6.2.1.
6.1.2 The Adjudicator shall give his or her decision in
writing to both parties within twenty-eight (28) days of
the dispute being referred to the Adjudicator. If the
Adjudicator has done so, and no notice of intention to
commence arbitration has been given by either the
Purchaser or the Supplier within fifty-six (56) days of
such reference, the decision shall become final and
binding upon the Purchaser and the Supplier. Any
decision that has become final and binding shall be
implemented by the parties forthwith.
6.1.3 The Adjudicator shall be paid an hourly fee at the rate
specified in the Contract Agreement plus reasonable
expenditures incurred in the execution of duties as
Adjudicator, and these costs shall be divided equally
between the Purchaser and the Supplier.
6.1.4 Should the Adjudicator resign or die, or should the
Purchaser and the Supplier agree that the Adjudicator
is not fulfilling his or her functions in accordance with
the provisions of the Contract, a new Adjudicator shall
be jointly appointed by the Purchaser and the Supplier.
Failing agreement between the two within twenty-eight

(28) days, the new Adjudicator shall be appointed at the
request of either party by the Appointing Authority
specified in the SCC, or, if no Appointing Authority
is specified in SCC, the Contract shall, from this point
onward and until the parties may otherwise agree on an
Adjudicator or an Appointing Authority, be
implemented as if there is no Adjudicator.
6.2 Arbitration
6.2.1 If
(a) the Purchaser or the Supplier is dissatisfied with
the Adjudicator’s decision and acts before this
decision has become final and binding pursuant to
GCC Clause 6.1.2, or
(b) the Adjudicator fails to give a decision within the
allotted time from referral of the dispute pursuant
to GCC Clause 6.1.2, and the Purchaser or the
Supplier acts within the following fourteen (14)
days, or
(c) in the absence of an Adjudicator from the Contract
Agreement, the mutual consultation pursuant to
GCC Clause 6.1.1 expires without resolution of
the dispute and the Purchaser or the Supplier acts
within the following fourteen (14) days,
then either the Purchaser or the Supplier may act to give
notice to the other party, with a copy for information to
the Adjudicator in case an Adjudicator had been
involved, of its intention to commence arbitration, as
provided below, as to the matter in dispute, and no
arbitration in respect of this matter may be commenced
unless such notice is given.
6.2.2 Any dispute in respect of which a notice of intention to
commence arbitration has been given, in accordance
with GCC Clause 6.2.1, shall be finally settled by
arbitration. Arbitration may be commenced prior to or
after Installation of the Information System.
6.2.3 Arbitration proceedings shall be conducted in
accordance with the rules of procedure specified in the
SCC.
6.3 Notwithstanding any reference to the Adjudicator or

arbitration in this clause,
(a) the parties shall continue to perform their respective
obligations under the Contract unless they otherwise
agree;
(b) the Purchaser shall pay the Supplier any monies due the
Supplier.
B. SUBJECT MATTER OF CONTRACT

7. Scope of the 7.1 Unless otherwise expressly limited in the SCC or Technical
System Requirements, the Supplier’s obligations cover the provision
of all Information Technologies, Materials and other Goods
as well as the performance of all Services required for the
design, development, and implementation (including
procurement, quality assurance, assembly, associated site
preparation, Delivery, Pre-commissioning, Installation,
Testing, and Commissioning) of the System, in accordance
with the plans, procedures, specifications, drawings, codes,
and any other documents specified in the Contract and the
Agreed and Finalized Project Plan.
7.2 The Supplier shall, unless specifically excluded in the
Contract, perform all such work and / or supply all such items
and Materials not specifically mentioned in the Contract but
that can be reasonably inferred from the Contract as being
required for attaining Operational Acceptance of the System
as if such work and / or items and Materials were expressly
mentioned in the Contract.
7.3 The Supplier’s obligations (if any) to provide Goods and
Services as implied by the Recurrent Cost tables of the
Supplier’s bid, such as consumables, spare parts, and
technical services (e.g., maintenance, technical assistance,
and operational support), are as specified in the SCC,
including the relevant terms, characteristics, and timings.
8. Time for 8.1 The Supplier shall commence work on the System within the
Commencement period specified in the SCC, and without prejudice to GCC
and Operational Clause 28.2, the Supplier shall thereafter proceed with the
Acceptance System in accordance with the time schedule specified in the
Implementation Schedule in the Technical Requirements
Section and any refinements made in the Agreed and Finalized
Project Plan.
8.2 The Supplier shall achieve Operational Acceptance of the

System (or Subsystem(s) where a separate time for
Operational Acceptance of such Subsystem(s) is specified in
the Contract) within the time specified in the SCC and in
accordance with the time schedule specified in the
Implementation Schedule in the Technical Requirements
Section and any refinements made in the Agreed and Finalized
Project Plan, or within such extended time to which the
Supplier shall be entitled under GCC Clause 40 (Extension of
Time for Achieving Operational Acceptance).
9. Supplier’s 9.1 The Supplier shall conduct all activities with due care and
Responsibilities diligence, in accordance with the Contract and with the skill
and care expected of a competent provider of information
technologies, information systems, support, maintenance,
training, and other related services, or in accordance with best
industry practices. In particular, the Supplier shall provide
and employ only technical personnel who are skilled and
experienced in their respective callings and supervisory staff
who are competent to adequately supervise the work at hand.
9.2 The Supplier confirms that it has entered into this Contract on
the basis of a proper examination of the data relating to the
System provided by the Purchaser and on the basis of
information that the Supplier could have obtained from a
visual inspection of the site (if access to the site was available)
and of other data readily available to the Supplier relating to
the System as at the date twenty-eight (28) days prior to bid
submission. The Supplier acknowledges that any failure to
acquaint itself with all such data and information shall not
relieve its responsibility for properly estimating the difficulty
or cost of successfully performing the Contract.
9.3 The Supplier shall be responsible for timely provision of all
resources, information, and decision making under its control
that are necessary to reach a mutually Agreed and Finalized
Project Plan (pursuant to GCC Clause 19.2) within the time
schedule specified in the Implementation Schedule in the
Technical Requirements Section. Failure to provide such
resources, information, and decision making may constitute
grounds for termination pursuant to GCC Clause 41.2.
9.4 The Supplier shall acquire in its name all permits, approvals,
and/or licenses from all local, state, or national government
authorities or public service undertakings in the Purchaser’s
Country that are necessary for the performance of the
Contract, including, without limitation, visas for the
Supplier’s and Subcontractor’s personnel and entry permits

for all imported Supplier’s Equipment. The Supplier shall
acquire all other permits, approvals, and/or licenses that are
not the responsibility of the Purchaser under GCC Clause 10.4
and that are necessary for the performance of the Contract.
9.5 The Supplier shall comply with all laws in force in the
Purchaser’s Country. The laws will include all national,
provincial, municipal, or other laws that affect the
performance of the Contract and are binding upon the
Supplier. The Supplier shall indemnify and hold harmless the
Purchaser from and against any and all liabilities, damages,
claims, fines, penalties, and expenses of whatever nature
arising or resulting from the violation of such laws by the
Supplier or its personnel, including the Subcontractors and
their personnel, but without prejudice to GCC Clause 10.1.
The Supplier shall not indemnify the Purchaser to the extent
that such liability, damage, claims, fines, penalties, and
expenses were caused or contributed to by a fault of the
Purchaser.
9.6 The Supplier shall, in all dealings with its labor and the labor
of its Subcontractors currently employed on or connected with
the Contract, pay due regard to all recognized festivals,
official holidays, religious or other customs, and all local laws
and regulations pertaining to the employment of labor.
9.7 Any Information Technologies or other Goods and Services
that will be incorporated in or be required for the System and
other supplies shall have their Origin, as defined in GCC
Clause 3.12, in a country that shall be an Eligible Country, as
defined in GCC Clause 1.1 (e) (iv).
9.8 The Supplier shall permit the Bank and/or persons appointed
by the Bank to inspect the Supplier’s offices and/or the
accounts and records of the Supplier and its sub-contractors
relating to the performance of the Contract, and to have such
accounts and records audited by auditors appointed by the
Bank if required by the Bank. The Supplier’s attention is
drawn to Sub-Clause 41.2.1(c), which provides, inter alia, that
acts intended to materially impede the exercise of the Bank’s
inspection and audit rights provided for under Sub-Clause 9.8
constitute a prohibited practice subject to contract termination
(as well as to a determination of ineligibility under the
Procurement Guidelines)
9.9 Other Supplier responsibilities, if any, are as stated in the

SCC.
10. Purchaser’s 10.1 The Purchaser shall ensure the accuracy of all information
Responsibilities and/or data to be supplied by the Purchaser to the Supplier,
except when otherwise expressly stated in the Contract.
10.2 The Purchaser shall be responsible for timely provision of all
resources, information, and decision making under its control
that are necessary to reach an Agreed and Finalized Project
Plan (pursuant to GCC Clause 19.2) within the time schedule
specified in the Implementation Schedule in the Technical
Requirements Section. Failure to provide such resources,
information, and decision making may constitute grounds for
Termination pursuant to GCC Clause 41.3.1 (b).
10.3 The Purchaser shall be responsible for acquiring and providing
legal and physical possession of the site and access to it, and for
providing possession of and access to all other areas reasonably
required for the proper execution of the Contract.
10.4 If requested by the Supplier, the Purchaser shall use its best
endeavors to assist the Supplier in obtaining in a timely and
expeditious manner all permits, approvals, and/or licenses
necessary for the execution of the Contract from all local,
state, or national government authorities or public service
undertakings that such authorities or undertakings require the
Supplier or Subcontractors or the personnel of the Supplier or
Subcontractors, as the case may be, to obtain.
10.5 In such cases where the responsibilities of specifying and
acquiring or upgrading telecommunications and/or electric
power services falls to the Supplier, as specified in the
Technical Requirements, SCC, Agreed and Finalized Project
Plan, or other parts of the Contract, the Purchaser shall use its
best endeavors to assist the Supplier in obtaining such services
in a timely and expeditious manner.
10.6 The Purchaser shall be responsible for timely provision of all
resources, access, and information necessary for the
Installation and Operational Acceptance of the System
(including, but not limited to, any required
telecommunications or electric power services), as identified
in the Agreed and Finalized Project Plan, except where
provision of such items is explicitly identified in the Contract
as being the responsibility of the Supplier. Delay by the
Purchaser may result in an appropriate extension of the Time

for Operational Acceptance, at the Supplier’s discretion.
10.7 Unless otherwise specified in the Contract or agreed upon by
the Purchaser and the Supplier, the Purchaser shall provide
sufficient, properly qualified operating and technical
personnel, as required by the Supplier to properly carry out
Delivery, Pre-commissioning, Installation, Commissioning,
and Operational Acceptance, at or before the time specified in
the Technical Requirements Section’s Implementation
Schedule and the Agreed and Finalized Project Plan.
10.8 The Purchaser will designate appropriate staff for the training
courses to be given by the Supplier and shall make all
appropriate logistical arrangements for such training as
specified in the Technical Requirements, SCC, the Agreed
and Finalized Project Plan, or other parts of the Contract.
10.9 The Purchaser assumes primary responsibility for the
Operational Acceptance Test(s) for the System, in accordance
with GCC Clause 27.2, and shall be responsible for the
continued operation of the System after Operational
Acceptance. However, this shall not limit in any way the
Supplier’s responsibilities after the date of Operational
Acceptance otherwise specified in the Contract.
10.10 The Purchaser is responsible for performing and safely
storing timely and regular backups of its data and Software in
accordance with accepted data management principles, except
where such responsibility is clearly assigned to the Supplier
elsewhere in the Contract.
10.11 All costs and expenses involved in the performance of the
obligations under this GCC Clause 10 shall be the
responsibility of the Purchaser, save those to be incurred by
the Supplier with respect to the performance of the
Operational Acceptance Test(s), in accordance with GCC
Clause 27.2.
10.12 Other Purchaser responsibilities, if any, are as stated in the
SCC.
C. PAYMENT
11. Contract Price 11.1 The Contract Price shall be as specified in Article 2 (Contract
Price and Terms of Payment) of the Contract Agreement.
11.2 The Contract Price shall be a firm lump sum not subject to
any alteration, except:
(a) in the event of a Change in the System pursuant to GCC
Clause 39 or to other clauses in the Contract;
(b) in accordance with the price adjustment formula (if any)
specified in the SCC.
11.3 The Supplier shall be deemed to have satisfied itself as to the
correctness and sufficiency of the Contract Price, which shall,
except as otherwise provided for in the Contract, cover all its
obligations under the Contract.
12. Terms of 12.1 The Supplier’s request for payment shall be made to the
Payment Purchaser in writing, accompanied by an invoice describing,
as appropriate, the System or Subsystem(s), Delivered, Pre-
commissioned, Installed, and Operationally Accepted, and by
documents submitted pursuant to GCC Clause 22.5 and upon
fulfillment of other obligations stipulated in the Contract.
The Contract Price shall be paid as specified in the SCC.
12.2 No payment made by the Purchaser herein shall be deemed to
constitute acceptance by the Purchaser of the System or any
Subsystem(s).
12.3 Payments shall be made promptly by the Purchaser, but in no
case later than forty five (45) days after submission of a valid
invoice by the Supplier. In the event that the Purchaser fails to
make any payment by its respective due date or within the
period set forth in the Contract, the Purchaser shall pay to the
Supplier interest on the amount of such delayed payment at
the rate(s) specified in the SCC for the period of delay until
payment has been made in full, whether before or after
judgment or arbitration award.
12.4 All payments shall be made in the currency(ies) specified in
the Contract Agreement, pursuant to GCC Clause 11. For
Goods and Services supplied locally, payments shall be made
in the currency of the Purchaser’s Country, unless otherwise
12.5 Unless otherwise specified in the SCC, payment of the
foreign currency portion of the Contract Price for Goods
supplied from outside the Purchaser’s Country shall be made
to the Supplier through an irrevocable letter of credit opened
by an authorized bank in the Supplier’s Country and will be
payable on presentation of the appropriate documents. It is
agreed that the letter of credit will be subject to Article 10 of

the latest revision of Uniform Customs and Practice for
Documentary Credits, published by the International Chamber
of Commerce, Paris.
13. Securities 13.1 Issuance of Securities

The Supplier shall provide the securities specified below in
favor of the Purchaser at the times and in the amount, manner,
and form specified below.
13.2 Advance Payment Security
13.2.1 As specified in the SCC, the Supplier shall provide a
security equal in amount and currency to the advance
payment, and valid until the System is Operationally
Accepted.
13.2.2 The security shall be in the form provided in the
Bidding Documents or in another form acceptable to
the Purchaser. The amount of the security shall be
reduced in proportion to the value of the System
executed by and paid to the Supplier from time to time
and shall automatically become null and void when the
full amount of the advance payment has been recovered
by the Purchaser. The way the value of the security is
deemed to become reduced and, eventually, voided is
as specified in the SCC. The security shall be returned
to the Supplier immediately after its expiration.
13.3 Performance Security
13.3.1 The Supplier shall, within twenty-eight (28) days of the
notification of Contract award, provide a security for
the due performance of the Contract in the amount and
currency specified in the SCC.
13.3.2 The security shall be a bank guarantee in the form
provided in the Sample Forms Section of the Bidding
Documents, or it shall be in another form acceptable to
the Purchaser.
13.3.3 The security shall automatically become null and void
once all the obligations of the Supplier under the
Contract have been fulfilled, including, but not limited
to, any obligations during the Warranty Period and any
extensions to the period. The security shall be returned
to the Supplier no later than twenty-eight (28) days after

its expiration.
13.3.4 Upon Operational Acceptance of the entire System, the
security shall be reduced to the amount specified in the
SCC, on the date of such Operational Acceptance, so
that the reduced security would only cover the
remaining warranty obligations of the Supplier.
14. Taxes and Duties 14.1 For Goods or Services supplied from outside the Purchaser’s
country, the Supplier shall be entirely responsible for all taxes,
stamp duties, license fees, and other such levies imposed
outside the Purchaser’s country. Any duties, such as
importation or customs duties, and taxes and other levies,
payable in the Purchaser’s country for the supply of Goods
and Services from outside the Purchaser’s country are the
responsibility of the Purchaser unless these duties or taxes
have been made part of the Contract Price in Article 2 of the
Contract Agreement and the Price Schedule it refers to, in
which case the duties and taxes will be the Supplier’s
responsibility.
14.2 For Goods or Services supplied locally, the Supplier shall be
entirely responsible for all taxes, duties, license fees, etc.,
incurred until delivery of the contracted Goods or Services to
the Purchaser. The only exception are taxes or duties, such as
value-added or sales tax or stamp duty as apply to, or are
clearly identifiable, on the invoices and provided they apply
in the Purchaser’s country, and only if these taxes, levies
and/or duties are also excluded from the Contract Price in
Article 2 of the Contract Agreement and the Price Schedule it
refers to.
14.3 If any tax exemptions, reductions, allowances, or privileges
may be available to the Supplier in the Purchaser’s Country,
the Purchaser shall use its best efforts to enable the Supplier
to benefit from any such tax savings to the maximum
allowable extent.
14.4 For the purpose of the Contract, it is agreed that the Contract
Price specified in Article 2 (Contract Price and Terms of
Payment) of the Contract Agreement is based on the taxes,
duties, levies, and charges prevailing at the date twenty-eight
(28) days prior to the date of bid submission in the Purchaser’s
Country (also called “Tax” in this GCC Clause 14.4). If any
Tax rates are increased or decreased, a new Tax is introduced,
an existing Tax is abolished, or any change in interpretation
or application of any Tax occurs in the course of the
performance of the Contract, which was or will be assessed

on the Supplier, its Subcontractors, or their employees in
connection with performance of the Contract, an equitable
adjustment to the Contract Price shall be made to fully take
into account any such change by addition to or reduction from
the Contract Price, as the case may be.
D. INTELLECTUAL PROPERTY
15. Copyright 15.1 The Intellectual Property Rights in all Standard Software and
Standard Materials shall remain vested in the owner of such
rights.
15.2 The Purchaser agrees to restrict use, copying, or duplication
of the Standard Software and Standard Materials in
accordance with GCC Clause 16, except that additional copies
of Standard Materials may be made by the Purchaser for use
within the scope of the project of which the System is a part,
in the event that the Supplier does not deliver copies within
thirty (30) days from receipt of a request for such Standard
Materials.
15.3 The Purchaser’s contractual rights to use the Standard
Software or elements of the Standard Software may not be
assigned, licensed, or otherwise transferred voluntarily except
in accordance with the relevant license agreement or as may
be otherwise specified in the SCC.
15.4 As applicable, the Purchaser’s and Supplier’s rights and
obligations with respect to Custom Software or elements of
the Custom Software, including any license agreements, and
with respect to Custom Materials or elements of the Custom
Materials, are specified in the SCC. Subject to the SCC, the
Intellectual Property Rights in all Custom Software and
Custom Materials specified in Appendices 4 and 5 of the
Contract Agreement (if any) shall, at the date of this Contract
or on creation of the rights (if later than the date of this
Contract), vest in the Purchaser. The Supplier shall do and
execute or arrange for the doing and executing of each
necessary act, document, and thing that the Purchaser may
consider necessary or desirable to perfect the right, title, and
interest of the Purchaser in and to those rights. In respect of
such Custom Software and Custom Materials, the Supplier
shall ensure that the holder of a moral right in such an item
does not assert it, and the Supplier shall, if requested to do so
by the Purchaser and where permitted by applicable law,

ensure that the holder of such a moral right waives it.
15.5 The parties shall enter into such (if any) escrow arrangements
in relation to the Source Code to some or all of the Software
as are specified in the SCC and in accordance with the SCC.
16. Software License 16.1 Except to the extent that the Intellectual Property Rights in the
Agreements Software vest in the Purchaser, the Supplier hereby grants to
the Purchaser license to access and use the Software, including
all inventions, designs, and marks embodied in the Software.
Such license to access and use the Software shall:
(a) be:
(i) nonexclusive;
(ii) fully paid up and irrevocable (except that it shall
terminate if the Contract terminates under GCC
Clauses 41.1 or 41.3);
(iii) valid throughout the territory of the Purchaser’s
Country (or such other territory as specified in the
SCC); and
(iv) subject to additional restrictions (if any) as
(b) permit the Software to be:
(i) used or copied for use on or with the computer(s)
for which it was acquired (if specified in the
Technical Requirements and/or the Supplier’s
bid), plus a backup computer(s) of the same or
similar capacity, if the primary is(are) inoperative,
and during a reasonable transitional period when
use is being transferred between primary and
backup;
(ii) as specified in the SCC, used or copied for use on
or transferred to a replacement computer(s), (and
use on the original and replacement computer(s)
may be simultaneous during a reasonable
transitional period) provided that, if the Technical
Requirements and/or the Supplier’s bid specifies a
class of computer to which the license is restricted
and unless the Supplier agrees otherwise in
writing, the replacement computer(s) is(are)

within that class;
(iii) if the nature of the System is such as to permit such
access, accessed from other computers connected
to the primary and/or backup computer(s) by
means of a local or wide-area network or similar
arrangement, and used on or copied for use on
those other computers to the extent necessary to
that access;
(iv) reproduced for safekeeping or backup purposes;
(v) customized, adapted, or combined with other
computer software for use by the Purchaser,
provided that derivative software incorporating
any substantial part of the delivered, restricted
Software shall be subject to same restrictions as
are set forth in this Contract;
(vi) as specified in the SCC, disclosed to, and
reproduced for use by, support service suppliers
and their subcontractors, (and the Purchaser may
sublicense such persons to use and copy for use the
Software) to the extent reasonably necessary to the
performance of their support service contracts,
subject to the same restrictions as are set forth in
this Contract; and
(vii) disclosed to, and reproduced for use by, the
Purchaser and by such other persons as are
specified in the SCC (and the Purchaser may
sublicense such persons to use and copy for use the
Software), subject to the same restrictions as are
set forth in this Contract.
16.2 The Standard Software may be subject to audit by the
Supplier, in accordance with the terms specified in the SCC,
to verify compliance with the above license agreements.
17. Confidential 17.1 Except if otherwise specified in the SCC, the "Receiving
Information Party" (either the Purchaser or the Supplier) shall keep
confidential and shall not, without the written consent of the
other party to this Contract (“the Disclosing Party”), divulge
to any third party any documents, data, or other information
of a confidential nature (“Confidential Information”)
connected with this Contract, and furnished directly or
indirectly by the Disclosing Party prior to or during
performance, or following termination, of this Contract.
17.2 For the purposes of GCC Clause 17.1, the Supplier is also
deemed to be the Receiving Party of Confidential Information
generated by the Supplier itself in the course of the
performance of its obligations under the Contract and relating
to the businesses, finances, suppliers, employees, or other
contacts of the Purchaser or the Purchaser’s use of the System.
17.3 Notwithstanding GCC Clauses 17.1 and 17.2:
(a) the Supplier may furnish to its Subcontractor
Confidential Information of the Purchaser to the extent
reasonably required for the Subcontractor to perform its
work under the Contract; and
(b) the Purchaser may furnish Confidential Information of
the Supplier: (i) to its support service suppliers and their
subcontractors to the extent reasonably required for
them to perform their work under their support service
contracts; and (ii) to its affiliates and subsidiaries,
in which event the Receiving Party shall ensure that the person
to whom it furnishes Confidential Information of the
Disclosing Party is aware of and abides by the Receiving
Party’s obligations under this GCC Clause 17 as if that person
were party to the Contract in place of the Receiving Party.
17.4 The Purchaser shall not, without the Supplier’s prior written
consent, use any Confidential Information received from the
Supplier for any purpose other than the operation,
maintenance and further development of the System.
Similarly, the Supplier shall not, without the Purchaser’s prior
written consent, use any Confidential Information received
from the Purchaser for any purpose other than those that are
required for the performance of the Contract.
17.5 The obligation of a party under GCC Clauses 17.1 through

17.4 above, however, shall not apply to that information
which:
(a) now or hereafter enters the public domain through no
fault of the Receiving Party;
(b) can be proven to have been possessed by the Receiving
Party at the time of disclosure and that was not
previously obtained, directly or indirectly, from the
Disclosing Party;
(c) otherwise lawfully becomes available to the Receiving
Party from a third party that has no obligation of
confidentiality.
17.6 The above provisions of this GCC Clause 17 shall not in any
way modify any undertaking of confidentiality given by either
of the parties to this Contract prior to the date of the Contract
in respect of the System or any part thereof.
17.7 The provisions of this GCC Clause 17 shall survive the
termination, for whatever reason, of the Contract for three (3)
years or such longer period as may be specified in the SCC.
E. SUPPLY, INSTALLATION, TESTING,

COMMISSIONING, AND ACCEPTANCE OF THE SYSTEM
18. Representatives 18.1 Project Manager
If the Project Manager is not named in the Contract, then
within fourteen (14) days of the Effective Date, the Purchaser
shall appoint and notify the Supplier in writing of the name of
the Project Manager. The Purchaser may from time to time
appoint some other person as the Project Manager in place of
the person previously so appointed and shall give a notice of
the name of such other person to the Supplier without delay.
No such appointment shall be made at such a time or in such
a manner as to impede the progress of work on the System.
Such appointment shall take effect only upon receipt of such
notice by the Supplier. Subject to the extensions and/or
limitations specified in the SCC (if any), the Project Manager
shall have the authority to represent the Purchaser on all day-
to-day matters relating to the System or arising from the
Contract, and shall normally be the person giving or receiving
notices on behalf of the Purchaser pursuant to GCC Clause 4.
18.2 Supplier’s Representative

18.2.1 If the Supplier’s Representative is not named in the
Contract, then within fourteen (14) days of the
Effective Date, the Supplier shall appoint the Supplier’s
Representative and shall request the Purchaser in
writing to approve the person so appointed. The
request must be accompanied by a detailed curriculum
vitae for the nominee, as well as a description of any
other System or non-System responsibilities the
nominee would retain while performing the duties of
the Supplier’s Representative. If the Purchaser does not
object to the appointment within fourteen (14) days, the
Supplier’s Representative shall be deemed to have been
approved. If the Purchaser objects to the appointment
within fourteen (14) days giving the reason therefor,
then the Supplier shall appoint a replacement within
fourteen (14) days of such objection in accordance with
this GCC Clause 18.2.1.
18.2.2 Subject to the extensions and/or limitations specified in
the SCC (if any), the Supplier’s Representative shall
have the authority to represent the Supplier on all day-
to-day matters relating to the System or arising from the
Contract, and shall normally be the person giving or
receiving notices on behalf of the Supplier pursuant to
GCC Clause 4.
18.2.3 The Supplier shall not revoke the appointment of the
Supplier’s Representative without the Purchaser’s prior
written consent, which shall not be unreasonably
withheld. If the Purchaser consents to such an action,
the Supplier shall appoint another person of equal or
superior qualifications as the Supplier’s
Representative, pursuant to the procedure set out in
GCC Clause 18.2.1.
18.2.4 The Supplier’s Representative and staff are obliged to
work closely with the Purchaser’s Project Manager and
staff, act within their own authority, and abide by
directives issued by the Purchaser that are consistent
with the terms of the Contract. The Supplier’s
Representative is responsible for managing the
activities of its personnel and any subcontracted
personnel.
18.2.5 The Supplier’s Representative may, subject to the
approval of the Purchaser (which shall not be
unreasonably withheld), at any time delegate to any

person any of the powers, functions, and authorities
vested in him or her. Any such delegation may be
revoked at any time. Any such delegation or revocation
shall be subject to a prior notice signed by the
Supplier’s Representative and shall specify the powers,
functions, and authorities thereby delegated or revoked.
No such delegation or revocation shall take effect
unless and until the notice of it has been delivered.
18.2.6 Any act or exercise by any person of powers, functions
and authorities so delegated to him or her in accordance
with GCC Clause 18.2.5 shall be deemed to be an act
or exercise by the Supplier’s Representative.
18.3 Objections and Removals
18.3.1 The Purchaser may by notice to the Supplier object to
any representative or person employed by the Supplier
in the execution of the Contract who, in the reasonable
opinion of the Purchaser, may have behaved
inappropriately, be incompetent, or be negligent. The
Purchaser shall provide evidence of the same,
whereupon the Supplier shall remove such person from
work on the System.
18.3.2 If any representative or person employed by the
Supplier is removed in accordance with GCC Clause
18.3.1, the Supplier shall, where required, promptly
appoint a replacement.
19. Project Plan 19.1 In close cooperation with the Purchaser and based on the
Preliminary Project Plan included in the Supplier’s bid, the
Supplier shall develop a Project Plan encompassing the
activities specified in the Contract. The contents of the Project
Plan shall be as specified in the SCC and/or Technical
Requirements.
19.2 The Supplier shall formally present to the Purchaser the
Project Plan in accordance with the procedure specified in the
SCC.
19.3 If required, the impact on the Implementation Schedule of
modifications agreed during finalization of the Agreed and
Finalized Project Plan shall be incorporated in the Contract by
amendment, in accordance with GCC Clauses 39 and 40.
19.4 The Supplier shall undertake to supply, install, test, and

commission the System in accordance with the Agreed and
Finalized Project Plan and the Contract.
19.5 The Progress and other reports specified in the SCC shall be
prepared by the Supplier and submitted to the Purchaser in the
format and frequency specified in the Technical
Requirements.
20. Subcontracting 20.1 Appendix 3 (List of Approved Subcontractors) to the Contract

Agreement specifies critical items of supply or services and a
list of Subcontractors for each item that are considered
acceptable by the Purchaser. If no Subcontractors are listed
for an item, the Supplier shall prepare a list of Subcontractors
it considers qualified and wishes to be added to the list for
such items. The Supplier may from time to time propose
additions to or deletions from any such list. The Supplier shall
submit any such list or any modification to the list to the
Purchaser for its approval in sufficient time so as not to
impede the progress of work on the System. The Purchaser
shall not withhold such approval unreasonably. Such
approval by the Purchaser of a Subcontractor(s) shall not
relieve the Supplier from any of its obligations, duties, or
responsibilities under the Contract.
20.2 The Supplier may, at its discretion, select and employ
Subcontractors for such critical items from those
Subcontractors listed pursuant to GCC Clause 20.1. If the
Supplier wishes to employ a Subcontractor not so listed, or
subcontract an item not so listed, it must seek the Purchaser’s
prior approval under GCC Clause 20.3.
20.3 For items for which pre-approved Subcontractor lists have not
been specified in Appendix 3 to the Contract Agreement, the
Supplier may employ such Subcontractors as it may select,
provided: (i) the Supplier notifies the Purchaser in writing at
least twenty-eight (28) days prior to the proposed mobilization
date for such Subcontractor; and (ii) by the end of this period
either the Purchaser has granted its approval in writing or fails
to respond. The Supplier shall not engage any Subcontractor
to which the Purchaser has objected in writing prior to the end
of the notice period. The absence of a written objection by the
Purchaser during the above specified period shall constitute
formal acceptance of the proposed Subcontractor. Except to
the extent that it permits the deemed approval of the Purchaser
of Subcontractors not listed in the Contract Agreement,
nothing in this Clause, however, shall limit the rights and
obligations of either the Purchaser or Supplier as they are

specified in GCC Clauses 20.1 and 20.2, in the SCC, or in
Appendix 3 of the Contract Agreement.
21. Design and 21.1 Technical Specifications and Drawings

Engineering
21.1.1 The Supplier shall execute the basic and detailed design
and the implementation activities necessary for
successful installation of the System in compliance
with the provisions of the Contract or, where not so
specified, in accordance with good industry practice.
The Supplier shall be responsible for any discrepancies,
errors or omissions in the specifications, drawings, and
other technical documents that it has prepared, whether
such specifications, drawings, and other documents
have been approved by the Project Manager or not,
provided that such discrepancies, errors, or omissions
are not because of inaccurate information furnished in
writing to the Supplier by or on behalf of the Purchaser.
21.1.2 The Supplier shall be entitled to disclaim responsibility
for any design, data, drawing, specification, or other
document, or any modification of such design,
drawings, specification, or other documents provided
or designated by or on behalf of the Purchaser, by
giving a notice of such disclaimer to the Project
Manager.
21.2 Codes and Standards
Wherever references are made in the Contract to codes and
standards in accordance with which the Contract shall be
executed, the edition or the revised version of such codes and
standards current at the date twenty-eight (28) days prior to
date of bid submission shall apply unless otherwise specified
in the SCC. During Contract execution, any changes in such
codes and standards shall be applied after approval by the
Purchaser and shall be treated in accordance with GCC Clause
39.3.
21.3 Approval/Review of Technical Documents by the Project
Manager
21.3.1 The Supplier shall prepare and furnish to the Project
Manager the documents as specified in the SCC for the
Project Manager’s approval or review.
Any part of the System covered by or related to the

documents to be approved by the Project Manager shall
be executed only after the Project Manager’s approval
of these documents.
GCC Clauses 21.3.2 through 21.3.7 shall apply to those
documents requiring the Project Manager’s approval,
but not to those furnished to the Project Manager for its
review only.
21.3.2 Within fourteen (14) days after receipt by the Project
Manager of any document requiring the Project
Manager’s approval in accordance with GCC Clause
21.3.1, the Project Manager shall either return one copy
of the document to the Supplier with its approval
endorsed on the document or shall notify the Supplier
in writing of its disapproval of the document and the
reasons for disapproval and the modifications that the
Project Manager proposes. If the Project Manager fails
to take such action within the fourteen (14) days, then
the document shall be deemed to have been approved
by the Project Manager.
21.3.3 The Project Manager shall not disapprove any
document except on the grounds that the document
does not comply with some specified provision of the
Contract or that it is contrary to good industry practice.
21.3.4 If the Project Manager disapproves the document, the
Supplier shall modify the document and resubmit it for
the Project Manager’s approval in accordance with
GCC Clause 21.3.2. If the Project Manager approves
the document subject to modification(s), the Supplier
shall make the required modification(s), and the
document shall then be deemed to have been approved,
subject to GCC Clause 21.3.5. The procedure set out
in GCC Clauses 21.3.2 through 21.3.4 shall be
repeated, as appropriate, until the Project Manager
approves such documents.
21.3.5 If any dispute occurs between the Purchaser and the
Supplier in connection with or arising out of the
disapproval by the Project Manager of any document
and/or any modification(s) to a document that cannot
be settled between the parties within a reasonable
period, then, in case the Contract Agreement includes
and names an Adjudicator, such dispute may be
referred to the Adjudicator for determination in
accordance with GCC Clause 6.1 (Adjudicator). If

such dispute is referred to an Adjudicator, the Project
Manager shall give instructions as to whether and if so,
how, performance of the Contract is to proceed. The
Supplier shall proceed with the Contract in accordance
with the Project Manager’s instructions, provided that
if the Adjudicator upholds the Supplier’s view on the
dispute and if the Purchaser has not given notice under
GCC Clause 6.1.2, then the Supplier shall be
reimbursed by the Purchaser for any additional costs
incurred by reason of such instructions and shall be
relieved of such responsibility or liability in connection
with the dispute and the execution of the instructions as
the Adjudicator shall decide, and the Time for
Achieving Operational Acceptance shall be extended
accordingly.
21.3.6 The Project Manager’s approval, with or without
modification of the document furnished by the
Supplier, shall not relieve the Supplier of any
responsibility or liability imposed upon it by any
provisions of the Contract except to the extent that any
subsequent failure results from modifications required
by the Project Manager or inaccurate information
furnished in writing to the Supplier by or on behalf of
the Purchaser.
21.3.7 The Supplier shall not depart from any approved
document unless the Supplier has first submitted to the
Project Manager an amended document and obtained
the Project Manager’s approval of the document,
pursuant to the provisions of this GCC Clause 21.3. If
the Project Manager requests any change in any already
approved document and/or in any document based on
such an approved document, the provisions of GCC
Clause 39 (Changes to the System) shall apply to such
request.
22. Procurement, 22.1 Subject to related Purchaser's responsibilities pursuant to

Delivery, and GCC Clauses 10 and 14, the Supplier shall manufacture or
Transport procure and transport all the Information Technologies,
Materials, and other Goods in an expeditious and orderly
manner to the Project Site.
22.2 Delivery of the Information Technologies, Materials, and
other Goods shall be made by the Supplier in accordance with
the Technical Requirements.
22.3 Early or partial deliveries require the explicit written consent

of the Purchaser, which consent shall not be unreasonably
withheld.
22.4 Transportation
22.4.1 The Supplier shall provide such packing of the Goods
as is required to prevent their damage or deterioration
during shipment. The packing, marking, and
documentation within and outside the packages shall
comply strictly with the Purchaser’s instructions to the
Supplier.
22.4.2 The Supplier will bear responsibility for and cost of
transport to the Project Sites in accordance with the
terms and conditions used in the specification of prices
in the Price Schedules, including the terms and
conditions of the associated Incoterms.
22.4.3 Unless otherwise specified in the SCC, the Supplier
shall be free to use transportation through carriers
registered in any eligible country and to obtain
insurance from any eligible source country.
22.5 Unless otherwise specified in the SCC, the Supplier will
provide the Purchaser with shipping and other documents, as
specified below:
22.5.1 For Goods supplied from outside the Purchaser’s
Country:
Upon shipment, the Supplier shall notify the Purchaser
and the insurance company contracted by the Supplier to
provide cargo insurance by telex, cable, facsimile,
electronic mail, or EDI with the full details of the
shipment. The Supplier shall promptly send the
following documents to the Purchaser by mail or
courier, as appropriate, with a copy to the cargo
insurance company:
(a) two copies of the Supplier’s invoice showing the
description of the Goods, quantity, unit price, and
total amount;
(b) usual transportation documents;
(c) insurance certificate;
(d) certificate(s) of origin; and
(e) estimated time and point of arrival in the

Purchaser’s Country and at the site.
22.5.2 For Goods supplied locally (i.e., from within the
Purchaser’s country):
Upon shipment, the Supplier shall notify the Purchaser
by telex, cable, facsimile, electronic mail, or EDI with
the full details of the shipment. The Supplier shall
promptly send the following documents to the Purchaser
by mail or courier, as appropriate:
(a) two copies of the Supplier’s invoice showing the
Goods’ description, quantity, unit price, and total
amount;
(b) delivery note, railway receipt, or truck receipt;
(c) certificate of insurance;
(d) certificate(s) of origin; and
(e) estimated time of arrival at the site.
22.6 Customs Clearance
(a) The Purchaser will bear responsibility for, and cost of,
customs clearance into the Purchaser's country in
accordance the particular Incoterm(s) used for Goods
supplied from outside the Purchaser’s country in the
Price Schedules referred to by Article 2 of the Contract
Agreement.
(b) At the request of the Purchaser, the Supplier will make
available a representative or agent during the process of
customs clearance in the Purchaser's country for goods
supplied from outside the Purchaser's country. In the
event of delays in customs clearance that are not the fault
of the Supplier:
(i) the Supplier shall be entitled to an extension in the
Time for Achieving Operational Acceptance,
pursuant to GCC Clause 40;
(ii) the Contract Price shall be adjusted to compensate
the Supplier for any additional storage charges
that the Supplier may incur as a result of the
delay.
23. Product 23.1 At any point during performance of the Contract, should
Upgrades technological advances be introduced by the Supplier for
Information Technologies originally offered by the Supplier
in its bid and still to be delivered, the Supplier shall be
obligated to offer to the Purchaser the latest versions of the
available Information Technologies having equal or better
performance or functionality at the same or lesser unit prices,
pursuant to GCC Clause 39 (Changes to the System).
23.2 At any point during performance of the Contract, for
Information Technologies still to be delivered, the Supplier
will also pass on to the Purchaser any cost reductions and
additional and/or improved support and facilities that it offers
to other clients of the Supplier in the Purchaser’s Country,
pursuant to GCC Clause 39 (Changes to the System).
23.3 During performance of the Contract, the Supplier shall offer
to the Purchaser all new versions, releases, and updates of
Standard Software, as well as related documentation and
technical support services, within thirty (30) days of their
availability from the Supplier to other clients of the Supplier
in the Purchaser’s Country, and no later than twelve (12)
months after they are released in the country of origin. In no
case will the prices for these Software exceed those quoted by
the Supplier in the Recurrent Costs tables in its bid.
23.4 During the Warranty Period, unless otherwise specified in the
SCC, the Supplier will provide at no additional cost to the
Purchaser all new versions, releases, and updates for all
Standard Software that are used in the System, within thirty
(30) days of their availability from the Supplier to other clients
of the Supplier in the Purchaser’s country, and no later than
twelve (12) months after they are released in the country of
origin of the Software.
23.5 The Purchaser shall introduce all new versions, releases or
updates of the Software within eighteen (18) months of receipt
of a production-ready copy of the new version, release, or
update, provided that the new version, release, or update does
not adversely affect System operation or performance or
require extensive reworking of the System. In cases where the
new version, release, or update adversely affects System
operation or performance, or requires extensive reworking of
the System, the Supplier shall continue to support and
maintain the version or release previously in operation for as
long as necessary to allow introduction of the new version,
release, or update. In no case shall the Supplier stop
supporting or maintaining a version or release of the Software

less than twenty four (24) months after the Purchaser receives
a production-ready copy of a subsequent version, release, or
update. The Purchaser shall use all reasonable endeavors to
implement any new version, release, or update as soon as
practicable, subject to the twenty-four-month-long stop date.
24. Implementation, 24.1 The Supplier shall provide all Services specified in the
Installation, and Contract and Agreed and Finalized Project Plan in accordance
Other Services with the highest standards of professional competence and
integrity.
24.2 Prices charged by the Supplier for Services, if not included in
the Contract, shall be agreed upon in advance by the parties
(including, but not restricted to, any prices submitted by the
Supplier in the Recurrent Cost Schedules of its Bid) and shall
not exceed the prevailing rates charged by the Supplier to
other purchasers in the Purchaser’s Country for similar
services.
25. Inspections and 25.1 The Purchaser or its representative shall have the right to
Tests inspect and/or test any components of the System, as specified
in the Technical Requirements, to confirm their good working
order and/or conformity to the Contract at the point of delivery
and/or at the Project Site.
25.2 The Purchaser or its representative shall be entitled to attend
any such inspections and/or tests of the components, provided
that the Purchaser shall bear all costs and expenses incurred in
connection with such attendance, including but not limited to
all inspection agent fees, travel, and related expenses.
25.3 Should the inspected or tested components fail to conform to
the Contract, the Purchaser may reject the component(s), and
the Supplier shall either replace the rejected component(s), or
make alterations as necessary so that it meets the Contract
requirements free of cost to the Purchaser.
25.4 The Project Manager may require the Supplier to carry out any
inspection and/or test not specified in the Contract, provided
that the Supplier’s reasonable costs and expenses incurred in
the carrying out of such inspection and/or test shall be added
to the Contract Price. Further, if such inspection and/or test
impedes the progress of work on the System and/or the
Supplier’s performance of its other obligations under the
Contract, due allowance will be made in respect of the Time
for Achieving Operational Acceptance and the other

obligations so affected.
25.5 If any dispute shall arise between the parties in connection
with or caused by an inspection and/or with regard to any
component to be incorporated in the System that cannot be
settled amicably between the parties within a reasonable
period of time, either party may invoke the process pursuant
to GCC Clause 6 (Settlement of Disputes), starting with
referral of the matter to the Adjudicator in case an Adjudicator
is included and named in the Contract Agreement.
26. Installation of the 26.1 As soon as the System, or any Subsystem, has, in the opinion
System of the Supplier, been delivered, Pre-commissioned, and made
ready for Commissioning and Operational Acceptance
Testing in accordance with the Technical Requirements, the
SCC and the Agreed and Finalized Project Plan, the Supplier
shall so notify the Purchaser in writing.
26.2 The Project Manager shall, within fourteen (14) days after
receipt of the Supplier’s notice under GCC Clause 26.1, either
issue an Installation Certificate in the form specified in the
Sample Forms Section in the Bidding Documents, stating that
the System, or major component or Subsystem (if Acceptance
by major component or Subsystem is specified pursuant to the
SCC for GCC Clause 27.2.1), has achieved Installation by the
date of the Supplier’s notice under GCC Clause 26.1, or notify
the Supplier in writing of any defects and/or deficiencies,
including, but not limited to, defects or deficiencies in the
interoperability or integration of the various components
and/or Subsystems making up the System. The Supplier shall
use all reasonable endeavors to promptly remedy any defect
and/or deficiencies that the Project Manager has notified the
Supplier of. The Supplier shall then promptly carry out
retesting of the System or Subsystem and, when in the
Supplier’s opinion the System or Subsystem is ready for
Commissioning and Operational Acceptance Testing, notify
the Purchaser in writing, in accordance with GCC
Clause 26.1. The procedure set out in this GCC Clause 26.2
shall be repeated, as necessary, until an Installation Certificate
is issued.
26.3 If the Project Manager fails to issue the Installation Certificate
and fails to inform the Supplier of any defects and/or
deficiencies within fourteen (14) days after receipt of the
Supplier’s notice under GCC Clause 26.1, or if the Purchaser
puts the System or a Subsystem into production operation,
then the System (or Subsystem) shall be deemed to have

achieved successful Installation as of the date of the Supplier’s
notice or repeated notice, or when the Purchaser put the
System into production operation, as the case may be.
27. Commissioning 27.1 Commissioning

and Operational
Acceptance 27.1.1 Commissioning of the System (or Subsystem if
specified pursuant to the SCC for GCC Clause 27.2.1)
shall be commenced by the Supplier:
(a) immediately after the Installation Certificate is
issued by the Project Manager, pursuant to GCC
Clause 26.2; or
(b) as otherwise specified in the Technical
Requirement or the Agreed and Finalized Project
Plan; or
(c) immediately after Installation is deemed to have
occurred, under GCC Clause 26.3.
27.1.2 The Purchaser shall supply the operating and technical
personnel and all materials and information reasonably
required to enable the Supplier to carry out its
obligations with respect to Commissioning.
Production use of the System or Subsystem(s) shall not
commence prior to the start of formal Operational
Acceptance Testing.
27.2 Operational Acceptance Tests
27.2.1 The Operational Acceptance Tests (and repeats of such
tests) shall be the primary responsibility of the
Purchaser (in accordance with GCC Clause 10.9), but
shall be conducted with the full cooperation of the
Supplier during Commissioning of the System (or
major components or Subsystem[s] if specified in the
SCC and supported by the Technical Requirements), to
ascertain whether the System (or major component or
Subsystem[s]) conforms to the Technical Requirements
and meets the standard of performance quoted in the
Supplier’s bid, including, but not restricted to, the
functional and technical performance requirements.
The Operational Acceptance Tests during
Commissioning will be conducted as specified in the
SCC, the Technical Requirements and/or the Agreed

and Finalized Project Plan.
At the Purchaser’s discretion, Operational Acceptance
Tests may also be performed on replacement Goods,
upgrades and new version releases, and Goods that are
added or field-modified after Operational Acceptance
of the System.
27.2.2 If for reasons attributable to the Purchaser, the
Operational Acceptance Test of the System (or
Subsystem[s] or major components, pursuant to the
SCC for GCC Clause 27.2.1) cannot be successfully
completed within the period specified in the SCC,
from the date of Installation or any other period agreed
upon in writing by the Purchaser and the Supplier, the
Supplier shall be deemed to have fulfilled its
obligations with respect to the technical and functional
aspects of the Technical Specifications, SCC and/or the
Agreed and Finalized Project Plan, and GCC Clause
28.2 and 28.3 shall not apply.
27.3 Operational Acceptance
27.3.1 Subject to GCC Clause 27.4 (Partial Acceptance)
below, Operational Acceptance shall occur in respect
of the System, when
(a) the Operational Acceptance Tests, as specified in
the Technical Requirements, and/or SCC and/or
the Agreed and Finalized Project Plan have been
successfully completed; or
(b) the Operational Acceptance Tests have not been
successfully completed or have not been carried
out for reasons that are attributable to the
Purchaser within the period from the date of
Installation or any other agreed-upon period as
specified in GCC Clause 27.2.2 above; or
(c) the Purchaser has put the System into production
or use for sixty (60) consecutive days. If the
System is put into production or use in this
manner, the Supplier shall notify the Purchaser and
document such use.
27.3.2 At any time after any of the events set out in GCC
Clause 27.3.1 have occurred, the Supplier may give a
notice to the Project Manager requesting the issue of an

Operational Acceptance Certificate.
27.3.3 After consultation with the Purchaser, and within
fourteen (14) days after receipt of the Supplier’s notice,
the Project Manager shall:
(a) issue an Operational Acceptance Certificate; or
(b) notify the Supplier in writing of any defect or
deficiencies or other reason for the failure of the
Operational Acceptance Tests; or
(c) issue the Operational Acceptance Certificate, if the
situation covered by GCC Clause 27.3.1 (b) arises.
27.3.4 The Supplier shall use all reasonable endeavors to
promptly remedy any defect and/or deficiencies and/or
other reasons for the failure of the Operational
Acceptance Test that the Project Manager has notified
the Supplier of. Once such remedies have been made
by the Supplier, the Supplier shall notify the Purchaser,
and the Purchaser, with the full cooperation of the
Supplier, shall use all reasonable endeavors to promptly
carry out retesting of the System or Subsystem. Upon
the successful conclusion of the Operational
Acceptance Tests, the Supplier shall notify the
Purchaser of its request for Operational Acceptance
Certification, in accordance with GCC Clause 27.3.3.
The Purchaser shall then issue to the Supplier the
Operational Acceptance Certification in accordance
with GCC Clause 27.3.3 (a), or shall notify the Supplier
of further defects, deficiencies, or other reasons for the
failure of the Operational Acceptance Test. The
procedure set out in this GCC Clause 27.3.4 shall be
repeated, as necessary, until an Operational Acceptance
Certificate is issued.
27.3.5 If the System or Subsystem fails to pass the Operational
Acceptance Test(s) in accordance with GCC
Clause 27.2, then either:
(a) the Purchaser may consider terminating the
Contract, pursuant to GCC Clause 41.2.2;
or
(b) if the failure to achieve Operational Acceptance
within the specified time period is a result of the
failure of the Purchaser to fulfill its obligations

under the Contract, then the Supplier shall be
deemed to have fulfilled its obligations with
respect to the relevant technical and functional
aspects of the Contract, and GCC Clauses 30.3
and 30.4 shall not apply.
27.3.6 If within fourteen (14) days after receipt of the
Supplier’s notice the Project Manager fails to issue the
Operational Acceptance Certificate or fails to inform
the Supplier in writing of the justifiable reasons why
the Project Manager has not issued the Operational
Acceptance Certificate, the System or Subsystem shall
be deemed to have been accepted as of the date of the
Supplier’s said notice.
27.4 Partial Acceptance
27.4.1 If so specified in the SCC for GCC Clause 27.2.1,
Installation and Commissioning shall be carried out
individually for each identified major component or
Subsystem(s) of the System. In this event, the provisions
in the Contract relating to Installation and
Commissioning, including the Operational Acceptance
Test, shall apply to each such major component or
Subsystem individually, and Operational Acceptance
Certificate(s) shall be issued accordingly for each such
major component or Subsystem of the System, subject to
the limitations contained in GCC Clause 27.4.2.
27.4.2 The issuance of Operational Acceptance Certificates for
individual major components or Subsystems pursuant to
GCC Clause 27.4.1 shall not relieve the Supplier of its
obligation to obtain an Operational Acceptance
Certificate for the System as an integrated whole (if so
specified in the SCC for GCC Clauses 12.1 and 27.2.1)
once all major components and Subsystems have been
supplied, installed, tested, and commissioned.
27.4.3 In the case of minor components for the System that by
their nature do not require Commissioning or an
Operational Acceptance Test (e.g., minor fittings,
furnishings or site works, etc.), the Project Manager
shall issue an Operational Acceptance Certificate
within fourteen (14) days after the fittings and/or
furnishings have been delivered and/or installed or the
site works have been completed. The Supplier shall,
however, use all reasonable endeavors to promptly
remedy any defects or deficiencies in such minor

components detected by the Purchaser or Supplier.
F. GUARANTEES AND LIABILITIES

28. Operational 28.1 The Supplier guarantees that it shall complete the supply,
Acceptance Time Installation, Commissioning, and achieve Operational
Guarantee Acceptance of the System (or Subsystems, pursuant to the
SCC for GCC Clause 27.2.1) within the time periods specified
in the Implementation Schedule in the Technical
Requirements Section and/or the Agreed and Finalized Project
Plan pursuant to GCC Clause 8.2, or within such extended
time to which the Supplier shall be entitled under GCC Clause
40 (Extension of Time for Achieving Operational
Acceptance).
28.2 If the Supplier fails to supply, install, commission, and achieve
Operational Acceptance of the System (or Subsystems pursuant
to the SCC for GCC Clause 27.2.1) within the time for achieving
Operational Acceptance specified in the Implementation
Schedule in the Technical Requirement or the Agreed and
Finalized Project Plan, or any extension of the time for achieving
Operational Acceptance previously granted under GCC Clause
40 (Extension of Time for Achieving Operational Acceptance),
the Supplier shall pay to the Purchaser liquidated damages at the
rate specified in the SCC as a percentage of the Contract Price,
or the relevant part of the Contract Price if a Subsystem has not
achieved Operational Acceptance. The aggregate amount of
such liquidated damages shall in no event exceed the amount
specified in the SCC (“the Maximum”). Once the Maximum is
reached, the Purchaser may consider termination of the Contract,
pursuant to GCC Clause 41.2.2.
28.3 Unless otherwise specified in the SCC, liquidated damages
payable under GCC Clause 28.2 shall apply only to the failure
to achieve Operational Acceptance of the System (and
Subsystems) as specified in the Implementation Schedule in
the Technical Requirements and/or Agreed and Finalized
Project Plan. This Clause 28.3 shall not limit, however, any
other rights or remedies the Purchaser may have under the
Contract for other delays.
28.4 If liquidated damages are claimed by the Purchaser for the
System (or Subsystem), the Supplier shall have no further
liability whatsoever to the Purchaser in respect to the
Operational Acceptance time guarantee for the System (or
Subsystem). However, the payment of liquidated damages

shall not in any way relieve the Supplier from any of its
obligations to complete the System or from any other of its
obligations and liabilities under the Contract.
29. Defect Liability 29.1 The Supplier warrants that the System, including all
Information Technologies, Materials, and other Goods
supplied and Services provided, shall be free from defects in
the design, engineering, Materials, and workmanship that
prevent the System and/or any of its components from
fulfilling the Technical Requirements or that limit in a
material fashion the performance, reliability, or extensibility
of the System and/or Subsystems. Exceptions and/or
limitations, if any, to this warranty with respect to Software
(or categories of Software), shall be as specified in the SCC.
Commercial warranty provisions of products supplied under
the Contract shall apply to the extent that they do not conflict
with the provisions of this Contract.
29.2 The Supplier also warrants that the Information Technologies,
Materials, and other Goods supplied under the Contract are
new, unused, and incorporate all recent improvements in
design that materially affect the System’s or Subsystem’s
ability to fulfill the Technical Requirements.
29.3 In addition, the Supplier warrants that: (i) all Goods
components to be incorporated into the System form part of
the Supplier’s and/or Subcontractor’s current product lines,
(ii) they have been previously released to the market, and (iii)
those specific items identified in the SCC (if any) have been
in the market for at least the minimum periods specified in
the SCC.
29.4 The Warranty Period shall commence from the date of
Operational Acceptance of the System (or of any major
component or Subsystem for which separate Operational
Acceptance is provided for in the Contract) and shall extend
for the length of time specified in the SCC.
29.5 If during the Warranty Period any defect as described in GCC
Clause 29.1 should be found in the design, engineering,
Materials, and workmanship of the Information Technologies
and other Goods supplied or of the Services provided by the
Supplier, the Supplier shall promptly, in consultation and
agreement with the Purchaser regarding appropriate
remedying of the defects, and at its sole cost, repair, replace,
or otherwise make good (as the Supplier shall, at its discretion,
determine) such defect as well as any damage to the System
caused by such defect. Any defective Information

Technologies or other Goods that have been replaced by the
Supplier shall remain the property of the Supplier.
29.6 The Supplier shall not be responsible for the repair,
replacement, or making good of any defect or of any damage
to the System arising out of or resulting from any of the
following causes:
(a) improper operation or maintenance of the System by the
Purchaser;
(b) normal wear and tear;
(c) use of the System with items not supplied by the Supplier,
unless otherwise identified in the Technical
Requirements, or approved by the Supplier; or
(d) modifications made to the System by the Purchaser, or a
third party, not approved by the Supplier.
29.7 The Supplier’s obligations under this GCC Clause 29 shall not
apply to:
(a) any materials that are normally consumed in operation or
have a normal life shorter than the Warranty Period; or
(b) any designs, specifications, or other data designed,
supplied, or specified by or on behalf of the Purchaser or
any matters for which the Supplier has disclaimed
responsibility, in accordance with GCC Clause 21.1.2.
29.8 The Purchaser shall give the Supplier a notice promptly
following the discovery of such defect, stating the nature of
any such defect together with all available evidence. The
Purchaser shall afford all reasonable opportunity for the
Supplier to inspect any such defect. The Purchaser shall afford
the Supplier all necessary access to the System and the site to
enable the Supplier to perform its obligations under this GCC
Clause 29.
29.9 The Supplier may, with the consent of the Purchaser, remove
from the site any Information Technologies and other Goods
that are defective, if the nature of the defect, and/or any
damage to the System caused by the defect, is such that repairs
cannot be expeditiously carried out at the site. If the repair,
replacement, or making good is of such a character that it may
affect the efficiency of the System, the Purchaser may give the
Supplier notice requiring that tests of the defective part be
made by the Supplier immediately upon completion of such

remedial work, whereupon the Supplier shall carry out such
tests.
If such part fails the tests, the Supplier shall carry out further
repair, replacement, or making good (as the case may be) until
that part of the System passes such tests. The tests shall be
agreed upon by the Purchaser and the Supplier.
29.10 If the Supplier fails to commence the work necessary to
remedy such defect or any damage to the System caused by
such defect within the time period specified in the SCC, the
Purchaser may, following notice to the Supplier, proceed to
do such work or contract a third party (or parties) to do such
work, and the reasonable costs incurred by the Purchaser in
connection with such work shall be paid to the Purchaser by
the Supplier or may be deducted by the Purchaser from any
monies due the Supplier or claimed under the Performance
Security.
29.11 If the System or Subsystem cannot be used by reason of such
defect and/or making good of such defect, the Warranty
Period for the System shall be extended by a period equal to
the period during which the System or Subsystem could not
be used by the Purchaser because of such defect and/or
making good of such defect.
29.12 Items substituted for defective parts of the System during the
Warranty Period shall be covered by the Defect Liability
Warranty for the remainder of the Warranty Period applicable
for the part replaced or three (3) months, whichever is greater.
29.13 At the request of the Purchaser and without prejudice to any
other rights and remedies that the Purchaser may have against
the Supplier under the Contract, the Supplier will offer all
possible assistance to the Purchaser to seek warranty services
or remedial action from any subcontracted third-party
producers or licensor of Goods included in the System,
including without limitation assignment or transfer in favor of
the Purchaser of the benefit of any warranties given by such
producers or licensors to the Supplier.
30. Functional 30.1 The Supplier guarantees that, once the Operational
Guarantees Acceptance Certificate(s) has been issued, the System
represents a complete, integrated solution to the Purchaser’s
requirements set forth in the Technical Requirements and it
conforms to all other aspects of the Contract. The Supplier
acknowledges that GCC Clause 27 regarding Commissioning
and Operational Acceptance governs how technical

conformance of the System to the Contract requirements will
be determined.
30.2 If, for reasons attributable to the Supplier, the System does not
conform to the Technical Requirements or does not conform
to all other aspects of the Contract, the Supplier shall at its
cost and expense make such changes, modifications, and/or
additions to the System as may be necessary to conform to the
Technical Requirements and meet all functional and
performance standards. The Supplier shall notify the
Purchaser upon completion of the necessary changes,
modifications, and/or additions and shall request the
Purchaser to repeat the Operational Acceptance Tests until the
System achieves Operational Acceptance.
30.3 If the System (or Subsystem[s]) fails to achieve Operational
Acceptance, the Purchaser may consider termination of the
Contract, pursuant to GCC Clause 41.2.2, and forfeiture of the
Supplier’s Performance Security in accordance with GCC
Clause 13.3 in compensation for the extra costs and delays
likely to result from this failure.
31. Intellectual 31.1 The Supplier hereby represents and warrants that:
Property Rights
Warranty (a) the System as supplied, installed, tested, and accepted;
(b) use of the System in accordance with the Contract; and
(c) copying of the Software and Materials provided to the
Purchaser in accordance with the Contract
do not and will not infringe any Intellectual Property Rights
held by any third party and that it has all necessary rights or at
its sole expense shall have secured in writing all transfers of
rights and other consents necessary to make the assignments,
licenses, and other transfers of Intellectual Property Rights
and the warranties set forth in the Contract, and for the
Purchaser to own or exercise all Intellectual Property Rights
as provided in the Contract. Without limitation, the Supplier
shall secure all necessary written agreements, consents, and
transfers of rights from its employees and other persons or
entities whose services are used for development of the
System.
32. Intellectual 32.1 The Supplier shall indemnify and hold harmless the Purchaser
Property Rights and its employees and officers from and against any and all
Indemnity losses, liabilities, and costs (including losses, liabilities, and
costs incurred in defending a claim alleging such a liability),

that the Purchaser or its employees or officers may suffer as a
result of any infringement or alleged infringement of any
Intellectual Property Rights by reason of:
(a) installation of the System by the Supplier or the use of
the System, including the Materials, in the country
where the site is located;
(b) copying of the Software and Materials provided the
Supplier in accordance with the Agreement; and
(c) sale of the products produced by the System in any
country, except to the extent that such losses, liabilities,
and costs arise as a result of the Purchaser’s breach of
GCC Clause 32.2.
32.2 Such indemnity shall not cover any use of the System,
including the Materials, other than for the purpose indicated
by or to be reasonably inferred from the Contract, any
infringement resulting from the use of the System, or any
products of the System produced thereby in association or
combination with any other goods or services not supplied by
the Supplier, where the infringement arises because of such
association or combination and not because of use of the
System in its own right.
32.3 Such indemnities shall also not apply if any claim of
infringement:
(a) is asserted by a parent, subsidiary, or affiliate of the
Purchaser’s organization;
(b) is a direct result of a design mandated by the Purchaser’s
Technical Requirements and the possibility of such
infringement was duly noted in the Supplier’s Bid; or
(c) results from the alteration of the System, including the
Materials, by the Purchaser or any persons other than the
Supplier or a person authorized by the Supplier.
32.4 If any proceedings are brought or any claim is made against
the Purchaser arising out of the matters referred to in GCC
Clause 32.1, the Purchaser shall promptly give the Supplier
notice of such proceedings or claims, and the Supplier may at
its own expense and in the Purchaser’s name conduct such
proceedings or claim and any negotiations for the settlement
of any such proceedings or claim.
If the Supplier fails to notify the Purchaser within twenty-

eight (28) days after receipt of such notice that it intends to
conduct any such proceedings or claim, then the Purchaser
shall be free to conduct the same on its own behalf. Unless
the Supplier has so failed to notify the Purchaser within the
twenty-eight (28) days, the Purchaser shall make no admission
that may be prejudicial to the defense of any such proceedings
or claim. The Purchaser shall, at the Supplier’s request, afford
all available assistance to the Supplier in conducting such
proceedings or claim and shall be reimbursed by the Supplier
for all reasonable expenses incurred in so doing.
32.5 The Purchaser shall indemnify and hold harmless the Supplier
and its employees, officers, and Subcontractors from and
against any and all losses, liabilities, and costs (including
losses, liabilities, and costs incurred in defending a claim
alleging such a liability) that the Supplier or its employees,
officers, or Subcontractors may suffer as a result of any
infringement or alleged infringement of any Intellectual
Property Rights arising out of or in connection with any
design, data, drawing, specification, or other documents or
materials provided to the Supplier in connection with this
Contract by the Purchaser or any persons (other than the
Supplier) contracted by the Purchaser, except to the extent that
such losses, liabilities, and costs arise as a result of the
Supplier’s breach of GCC Clause 32.8.
32.6 Such indemnity shall not cover
(a) any use of the design, data, drawing, specification, or
other documents or materials, other than for the purpose
indicated by or to be reasonably inferred from the
Contract;
(b) any infringement resulting from the use of the design,
data, drawing, specification, or other documents or
materials, or any products produced thereby, in
association or combination with any other Goods or
Services not provided by the Purchaser or any other
person contracted by the Purchaser, where the
infringement arises because of such association or
combination and not because of the use of the design,
data, drawing, specification, or other documents or
materials in its own right.
32.7 Such indemnities shall also not apply:
(a) if any claim of infringement is asserted by a parent,

subsidiary, or affiliate of the Supplier’s organization;
(b) to the extent that any claim of infringement is caused by
the alteration, by the Supplier, or any persons contracted
by the Supplier, of the design, data, drawing,
specification, or other documents or materials provided
to the Supplier by the Purchaser or any persons
contracted by the Purchaser.
the Supplier arising out of the matters referred to in GCC
Clause 32.5, the Supplier shall promptly give the Purchaser
notice of such proceedings or claims, and the Purchaser may
at its own expense and in the Supplier’s name conduct such
proceedings or claim and any negotiations for the settlement
of any such proceedings or claim. If the Purchaser fails to
notify the Supplier within twenty-eight (28) days after receipt
of such notice that it intends to conduct any such proceedings
or claim, then the Supplier shall be free to conduct the same
on its own behalf. Unless the Purchaser has so failed to notify
the Supplier within the twenty-eight (28) days, the Supplier
shall make no admission that may be prejudicial to the defense
of any such proceedings or claim. The Supplier shall, at the
Purchaser’s request, afford all available assistance to the
Purchaser in conducting such proceedings or claim and shall
be reimbursed by the Purchaser for all reasonable expenses
incurred in so doing.
33. Limitation of 33.1 Provided the following does not exclude or limit any liabilities
Liability of either party in ways not permitted by applicable law:
(a) the Supplier shall not be liable to the Purchaser, whether
in contract, tort, or otherwise, for any indirect or
consequential loss or damage, loss of use, loss of
production, or loss of profits or interest costs, provided
that this exclusion shall not apply to any obligation of
the Supplier to pay liquidated damages to the Purchaser;
and
(b) the aggregate liability of the Supplier to the Purchaser,
whether under the Contract, in tort or otherwise, shall
not exceed the total Contract Price, provided that this
limitation shall not apply to any obligation of the
Supplier to indemnify the Purchaser with respect to
intellectual property rights infringement.
G. RISK DISTRIBUTION
34. Transfer of 34.1 With the exception of Software and Materials, the ownership
Ownership of the Information Technologies and other Goods shall be
transferred to the Purchaser at the time of Delivery or
otherwise under terms that may be agreed upon and specified
in the Contract Agreement.
34.2 Ownership and the terms of usage of the Software and
Materials supplied under the Contract shall be governed by
GCC Clause 15 (Copyright) and any elaboration in the
Technical Requirements.
34.3 Ownership of the Supplier’s Equipment used by the Supplier
and its Subcontractors in connection with the Contract shall
remain with the Supplier or its Subcontractors.
35. Care of the 35.1 The Purchaser shall become responsible for the care and
System custody of the System or Subsystems upon their Delivery.
The Purchaser shall make good at its own cost any loss or
damage that may occur to the System or Subsystems from any
cause from the date of Delivery until the date of Operational
Acceptance of the System or Subsystems, pursuant to GCC
Clause 27 (Commissioning and Operational Acceptance),
excepting such loss or damage arising from acts or omissions
of the Supplier, its employees, or subcontractors.
35.2 If any loss or damage occurs to the System or any part of the
System by reason of:
(a) (insofar as they relate to the country where the Project
Site is located) nuclear reaction, nuclear radiation,
radioactive contamination, a pressure wave caused by
aircraft or other aerial objects, or any other occurrences
that an experienced contractor could not reasonably
foresee, or if reasonably foreseeable could not
reasonably make provision for or insure against, insofar
as such risks are not normally insurable on the insurance
market and are mentioned in the general exclusions of
the policy of insurance taken out under GCC Clause 37;
(b) any use not in accordance with the Contract, by the
Purchaser or any third party;
(c) any use of or reliance upon any design, data, or
specification provided or designated by or on behalf of
the Purchaser, or any such matter for which the Supplier
has disclaimed responsibility in accordance with GCC

Clause 21.1.2,
the Purchaser shall pay to the Supplier all sums payable in
respect of the System or Subsystems that have achieved
Operational Acceptance, notwithstanding that the same be
lost, destroyed, or damaged. If the Purchaser requests the
Supplier in writing to make good any loss or damage to the
System thereby occasioned, the Supplier shall make good the
same at the cost of the Purchaser in accordance with GCC
Clause 39. If the Purchaser does not request the Supplier in
writing to make good any loss or damage to the System
thereby occasioned, the Purchaser shall either request a
change in accordance with GCC Clause 39, excluding the
performance of that part of the System thereby lost, destroyed,
or damaged, or, where the loss or damage affects a substantial
part of the System, the Purchaser shall terminate the Contract
pursuant to GCC Clause 41.1.
35.3 The Purchaser shall be liable for any loss of or damage to any
Supplier’s Equipment which the Purchaser has authorized to
locate within the Purchaser's premises for use in fulfillment of
Supplier's obligations under the Contract, except where such
loss or damage arises from acts or omissions of the Supplier,
its employees, or subcontractors.
36. Loss of or 36.1 The Supplier and each and every Subcontractor shall abide by
Damage to the job safety, insurance, customs, and immigration measures
Property; prevalent and laws in force in the Purchaser’s Country.
Accident or
Injury to 36.2 Subject to GCC Clause 36.3, the Supplier shall indemnify and
Workers; hold harmless the Purchaser and its employees and officers
Indemnification from and against any and all losses, liabilities and costs
(including losses, liabilities, and costs incurred in defending a
claim alleging such a liability) that the Purchaser or its
employees or officers may suffer as a result of the death or
injury of any person or loss of or damage to any property
(other than the System, whether accepted or not) arising in
connection with the supply, installation, testing, and
Commissioning of the System and by reason of the negligence
of the Supplier or its Subcontractors, or their employees,
officers or agents, except any injury, death, or property
damage caused by the negligence of the Purchaser, its
contractors, employees, officers, or agents.
the Purchaser that might subject the Supplier to liability under
GCC Clause 36.2, the Purchaser shall promptly give the
Supplier notice of such proceedings or claims, and the

Supplier may at its own expense and in the Purchaser’s name
conduct such proceedings or claim and any negotiations for
the settlement of any such proceedings or claim. If the
Supplier fails to notify the Purchaser within twenty-eight (28)
days after receipt of such notice that it intends to conduct any
such proceedings or claim, then the Purchaser shall be free to
conduct the same on its own behalf. Unless the Supplier has
so failed to notify the Purchaser within the twenty-eight (28)
day period, the Purchaser shall make no admission that may
be prejudicial to the defense of any such proceedings or claim.
The Purchaser shall, at the Supplier’s request, afford all
available assistance to the Supplier in conducting such
proceedings or claim and shall be reimbursed by the Supplier
36.4 The Purchaser shall indemnify and hold harmless the Supplier
and its employees, officers, and Subcontractors from any and
all losses, liabilities, and costs (including losses, liabilities,
and costs incurred in defending a claim alleging such a
liability) that the Supplier or its employees, officers, or
Subcontractors may suffer as a result of the death or personal
injury of any person or loss of or damage to property of the
Purchaser, other than the System not yet achieving
Operational Acceptance, that is caused by fire, explosion, or
any other perils, in excess of the amount recoverable from
insurances procured under GCC Clause 37 (Insurances),
provided that such fire, explosion, or other perils were not
caused by any act or failure of the Supplier.
the Supplier that might subject the Purchaser to liability under
GCC Clause 36.4, the Supplier shall promptly give the
Purchaser notice of such proceedings or claims, and the
Purchaser may at its own expense and in the Supplier’s name
conduct such proceedings or claim and any negotiations for
the settlement of any such proceedings or claim. If the
Purchaser fails to notify the Supplier within twenty-eight (28)
days after receipt of such notice that it intends to conduct any
such proceedings or claim, then the Supplier shall be free to
conduct the same on its own behalf. Unless the Purchaser has
so failed to notify the Supplier within the twenty-eight (28)
days, the Supplier shall make no admission that may be
prejudicial to the defense of any such proceedings or claim.
The Supplier shall, at the Purchaser’s request, afford all
available assistance to the Purchaser in conducting such
proceedings or claim and shall be reimbursed by the Purchaser

36.6 The party entitled to the benefit of an indemnity under this
GCC Clause 36 shall take all reasonable measures to mitigate
any loss or damage that has occurred. If the party fails to take
such measures, the other party’s liabilities shall be
correspondingly reduced.
37. Insurances 37.1 The Supplier shall at its expense take out and maintain in
effect, or cause to be taken out and maintained in effect,
during the performance of the Contract, the insurance set forth
below. The identity of the insurers and the form of the policies
shall be subject to the approval of the Purchaser, who should
not unreasonably withhold such approval.
(a) Cargo Insurance During Transport
as applicable, 110 percent of the price of the Information
Technologies and other Goods in a freely convertible
currency, covering the Goods from physical loss or
damage during shipment through receipt at the Project
Site.
(b) Installation “All Risks” Insurance
as applicable, 110 percent of the price of the Information
Technologies and other Goods covering the Goods at the
site from all risks of physical loss or damage (excluding
only perils commonly excluded under “all risks”
insurance policies of this type by reputable insurers)
occurring prior to Operational Acceptance of the
System.
(c) Third-Party Liability Insurance
On terms as specified in the SCC, covering bodily
injury or death suffered by third parties (including the
Purchaser’s personnel) and loss of or damage to property
(including the Purchaser’s property and any Subsystems
that have been accepted by the Purchaser) occurring in
connection with the supply and installation of the
Information System.
(d) Automobile Liability Insurance
In accordance with the statutory requirements prevailing
in the Purchaser’s Country, covering use of all vehicles
used by the Supplier or its Subcontractors (whether or
not owned by them) in connection with the execution of

the Contract.
(e) Other Insurance (if any), as specified in the SCC.
37.2 The Purchaser shall be named as co-insured under all
insurance policies taken out by the Supplier pursuant to GCC
Clause 37.1, except for the Third-Party Liability, and the
Supplier’s Subcontractors shall be named as co-insured under
all insurance policies taken out by the Supplier pursuant to
GCC Clause 37.1 except for Cargo Insurance During
Transport. All insurer’s rights of subrogation against such co-
insured for losses or claims arising out of the performance of
the Contract shall be waived under such policies.
37.3 The Supplier shall deliver to the Purchaser certificates of
insurance (or copies of the insurance policies) as evidence that
the required policies are in full force and effect.
37.4 The Supplier shall ensure that, where applicable, its
Subcontractor(s) shall take out and maintain in effect adequate
insurance policies for their personnel and vehicles and for
work executed by them under the Contract, unless such
Subcontractors are covered by the policies taken out by the
Supplier.
37.5 If the Supplier fails to take out and/or maintain in effect the
insurance referred to in GCC Clause 37.1, the Purchaser may
take out and maintain in effect any such insurance and may
from time to time deduct from any amount due the Supplier
under the Contract any premium that the Purchaser shall have
paid to the insurer or may otherwise recover such amount as a
debt due from the Supplier.
37.6 Unless otherwise provided in the Contract, the Supplier shall
prepare and conduct all and any claims made under the
policies effected by it pursuant to this GCC Clause 37, and all
monies payable by any insurers shall be paid to the Supplier.
The Purchaser shall give to the Supplier all such reasonable
assistance as may be required by the Supplier in connection
with any claim under the relevant insurance policies. With
respect to insurance claims in which the Purchaser’s interest
is involved, the Supplier shall not give any release or make
any compromise with the insurer without the prior written
consent of the Purchaser. With respect to insurance claims in
which the Supplier’s interest is involved, the Purchaser shall
not give any release or make any compromise with the insurer
without the prior written consent of the Supplier.
38. Force Majeure 38.1 “Force Majeure” shall mean any event beyond the reasonable
control of the Purchaser or of the Supplier, as the case may be,
and which is unavoidable notwithstanding the reasonable care
of the party affected and shall include, without limitation, the
following:
(a) war, hostilities, or warlike operations (whether a state of
war be declared or not), invasion, act of foreign enemy,
and civil war;
(b) rebellion, revolution, insurrection, mutiny, usurpation of
civil or military government, conspiracy, riot, civil
commotion, and terrorist acts;
(c) confiscation, nationalization, mobilization,
commandeering or requisition by or under the order of
any government or de jure or de facto authority or ruler,
or any other act or failure to act of any local state or
national government authority;
(d) strike, sabotage, lockout, embargo, import restriction,
port congestion, lack of usual means of public
transportation and communication, industrial dispute,
shipwreck, shortage or restriction of power supply,
epidemics, quarantine, and plague;
(e) earthquake, landslide, volcanic activity, fire, flood or
inundation, tidal wave, typhoon or cyclone, hurricane,
storm, lightning, or other inclement weather condition,
nuclear and pressure waves, or other natural or physical
disaster;
(f) failure, by the Supplier, to obtain the necessary export
permit(s) from the governments of the Country(s) of
Origin of the Information Technologies or other Goods,
or Supplier’s Equipment provided that the Supplier has
made all reasonable efforts to obtain the required export
permit(s), including the exercise of due diligence in
determining the eligibility of the System and all of its
components for receipt of the necessary export permits.
38.2 If either party is prevented, hindered, or delayed from or in
performing any of its obligations under the Contract by an
event of Force Majeure, then it shall notify the other in writing
of the occurrence of such event and the circumstances of the
event of Force Majeure within fourteen (14) days after the

occurrence of such event.
38.3 The party who has given such notice shall be excused from
the performance or punctual performance of its obligations
under the Contract for so long as the relevant event of Force
Majeure continues and to the extent that such party’s
performance is prevented, hindered, or delayed. The Time for
Achieving Operational Acceptance shall be extended in
accordance with GCC Clause 40 (Extension of Time for
Achieving Operational Acceptance).
38.4 The party or parties affected by the event of Force Majeure
shall use reasonable efforts to mitigate the effect of the event
of Force Majeure upon its or their performance of the Contract
and to fulfill its or their obligations under the Contract, but
without prejudice to either party’s right to terminate the
Contract under GCC Clause 38.6.
38.5 No delay or nonperformance by either party to this Contract
caused by the occurrence of any event of Force Majeure shall:
(a) constitute a default or breach of the Contract;
(b) (subject to GCC Clauses 35.2, 38.3, and 38.4) give rise
to any claim for damages or additional cost or expense
occasioned by the delay or nonperformance,
if, and to the extent that, such delay or nonperformance is
caused by the occurrence of an event of Force Majeure.
38.6 If the performance of the Contract is substantially prevented,
hindered, or delayed for a single period of more than sixty (60)
days or an aggregate period of more than one hundred and
twenty (120) days on account of one or more events of Force
Majeure during the time period covered by the Contract, the
parties will attempt to develop a mutually satisfactory
solution, failing which, either party may terminate the
Contract by giving a notice to the other.
38.7 In the event of termination pursuant to GCC Clause 38.6, the
rights and obligations of the Purchaser and the Supplier shall
be as specified in GCC Clauses 41.1.2 and 41.1.3.
38.8 Notwithstanding GCC Clause 38.5, Force Majeure shall not
apply to any obligation of the Purchaser to make payments to
the Supplier under this Contract.
H. CHANGE IN CONTRACT ELEMENTS

39. Changes to the 39.1 Introducing a Change
System
39.1.1 Subject to GCC Clauses 39.2.5 and 39.2.7, the
Purchaser shall have the right to propose, and
subsequently require, the Project Manager to order
the Supplier from time to time during the
performance of the Contract to make any change,
modification, addition, or deletion to, in, or from the
System (interchangeably called “Change”), provided
that such Change falls within the general scope of the
System, does not constitute unrelated work, and is
technically practicable, taking into account both the
state of advancement of the System and the technical
compatibility of the Change envisaged with the
nature of the System as originally specified in the
Contract.
A Change may involve, but is not restricted to, the
substitution of updated Information Technologies
and related Services in accordance with
GCC Clause 23 (Product Upgrades).
39.1.2 The Supplier may from time to time during its
performance of the Contract propose to the Purchaser
(with a copy to the Project Manager) any Change that
the Supplier considers necessary or desirable to
improve the quality or efficiency of the System. The
Purchaser may at its discretion approve or reject any
Change proposed by the Supplier.
39.1.3 Notwithstanding GCC Clauses 39.1.1 and 39.1.2, no
change made necessary because of any default of the
Supplier in the performance of its obligations under
the Contract shall be deemed to be a Change, and
such change shall not result in any adjustment of the
Contract Price or the Time for Achieving Operational
Acceptance.
39.1.4 The procedure on how to proceed with and execute
Changes is specified in GCC Clauses 39.2 and 39.3,
and further details and sample forms are provided in
the Sample Forms Section in the Bidding Documents.
39.1.5 Moreover, the Purchaser and Supplier will agree,
during development of the Project Plan, to a date prior
to the scheduled date for Operational Acceptance,
after which the Technical Requirements for the

System shall be “frozen.” Any Change initiated after
this time will be dealt with after Operational
Acceptance.
39.2 Changes Originating from Purchaser
39.2.1 If the Purchaser proposes a Change pursuant to GCC
Clauses 39.1.1, it shall send to the Supplier a
“Request for Change Proposal,” requiring the
Supplier to prepare and furnish to the Project
Manager as soon as reasonably practicable a “Change
Proposal,” which shall include the following:
(a) brief description of the Change;
(b) impact on the Time for Achieving Operational
Acceptance;
(c) detailed estimated cost of the Change;
(d) effect on Functional Guarantees (if any);
(e) effect on any other provisions of the Contract.
39.2.2 Prior to preparing and submitting the “Change
Proposal,” the Supplier shall submit to the Project
Manager an “Change Estimate Proposal,” which shall
be an estimate of the cost of preparing the Change
Proposal, plus a first approximation of the suggested
approach and cost for implementing the changes.
Upon receipt of the Supplier’s Change Estimate
Proposal, the Purchaser shall do one of the following:
(a) accept the Supplier’s estimate with instructions to
the Supplier to proceed with the preparation of the
Change Proposal;
(b) advise the Supplier of any part of its Change
Estimate Proposal that is unacceptable and
request the Supplier to review its estimate;
(c) advise the Supplier that the Purchaser does not
intend to proceed with the Change.
39.2.3 Upon receipt of the Purchaser’s instruction to proceed
under GCC Clause 39.2.2 (a), the Supplier shall, with
proper expedition, proceed with the preparation of the
Change Proposal, in accordance with GCC
Clause 39.2.1. The Supplier, at its discretion, may
specify a validity period for the Change Proposal,

after which if the Purchaser and Supplier has not
reached agreement in accordance with GCC
Clause 39.2.6, then GCC Clause 39.2.7 shall apply.
39.2.4 The pricing of any Change shall, as far as practicable,
be calculated in accordance with the rates and prices
included in the Contract. If the nature of the Change
is such that the Contract rates and prices are
inequitable, the parties to the Contract shall agree on
other specific rates to be used for valuing the Change.
39.2.5 If before or during the preparation of the Change
Proposal it becomes apparent that the aggregate
impact of compliance with the Request for Change
Proposal and with all other Change Orders that have
already become binding upon the Supplier under this
GCC Clause 39 would be to increase or decrease the
Contract Price as originally set forth in Article 2
(Contract Price) of the Contract Agreement by more
than fifteen (15) percent, the Supplier may give a
written notice of objection to this Request for Change
Proposal prior to furnishing the Change Proposal. If
the Purchaser accepts the Supplier’s objection, the
Purchaser shall withdraw the proposed Change and
shall notify the Supplier in writing of its acceptance.
The Supplier’s failure to so object to a Request for
Change Proposal shall neither affect its right to object
to any subsequent requested Changes or Change
Orders, nor affect its right to take into account, when
making such subsequent objection, the percentage
increase or decrease in the Contract Price that any
Change not objected to by the Supplier represents.
39.2.6 Upon receipt of the Change Proposal, the Purchaser
and the Supplier shall mutually agree upon all matters
contained in the Change Proposal. Within fourteen
(14) days after such agreement, the Purchaser shall, if
it intends to proceed with the Change, issue the
Supplier a Change Order. If the Purchaser is unable
to reach a decision within fourteen (14) days, it shall
notify the Supplier with details of when the Supplier
can expect a decision. If the Purchaser decides not to
proceed with the Change for whatever reason, it shall,
within the said period of fourteen (14) days, notify the
Supplier accordingly. Under such circumstances, the
Supplier shall be entitled to reimbursement of all

costs reasonably incurred by it in the preparation of
the Change Proposal, provided that these do not
exceed the amount given by the Supplier in its
Change Estimate Proposal submitted in accordance
with GCC Clause 39.2.2.
39.2.7 If the Purchaser and the Supplier cannot reach
agreement on the price for the Change, an equitable
adjustment to the Time for Achieving Operational
Acceptance, or any other matters identified in the
Change Proposal, the Change will not be
implemented. However, this provision does not limit
the rights of either party under GCC Clause 6
(Settlement of Disputes).
39.3 Changes Originating from Supplier
If the Supplier proposes a Change pursuant to GCC
Clause 39.1.2, the Supplier shall submit to the Project
Manager a written “Application for Change Proposal,” giving
reasons for the proposed Change and including the
information specified in GCC Clause 39.2.1. Upon receipt of
the Application for Change Proposal, the parties shall follow
the procedures outlined in GCC Clauses 39.2.6 and 39.2.7.
However, should the Purchaser choose not to proceed or the
Purchaser and the Supplier cannot come to agreement on the
change during any validity period that the Supplier may
specify in its Application for Change Proposal, the Supplier
shall not be entitled to recover the costs of preparing the
Application for Change Proposal, unless subject to an
agreement between the Purchaser and the Supplier to the
contrary.
40. Extension of 40.1 The time(s) for achieving Operational Acceptance specified
Time for in the Schedule of Implementation shall be extended if the
Achieving Supplier is delayed or impeded in the performance of any of
Operational its obligations under the Contract by reason of any of the
Acceptance following:
(a) any Change in the System as provided in GCC Clause 39
(Change in the Information System);
(b) any occurrence of Force Majeure as provided in GCC
Clause 38 (Force Majeure);
(c) default of the Purchaser; or
(d) any other matter specifically mentioned in the Contract;

by such period as shall be fair and reasonable in all the
circumstances and as shall fairly reflect the delay or
impediment sustained by the Supplier.
40.2 Except where otherwise specifically provided in the Contract,
the Supplier shall submit to the Project Manager a notice of a
claim for an extension of the time for achieving Operational
Acceptance, together with particulars of the event or
circumstance justifying such extension as soon as reasonably
practicable after the commencement of such event or
circumstance. As soon as reasonably practicable after receipt
of such notice and supporting particulars of the claim, the
Purchaser and the Supplier shall agree upon the period of such
extension. In the event that the Supplier does not accept the
Purchaser’s estimate of a fair and reasonable time extension,
the Supplier shall be entitled to refer the matter to the
provisions for the Settlement of Disputes pursuant to GCC
Clause 6.
40.3 The Supplier shall at all times use its reasonable efforts to
minimize any delay in the performance of its obligations
under the Contract.
41. Termination 41.1 Termination for Purchaser’s Convenience

41.1.1 The Purchaser may at any time terminate the Contract
for any reason by giving the Supplier a notice of
termination that refers to this GCC Clause 41.1.
41.1.2 Upon receipt of the notice of termination under GCC
Clause 41.1.1, the Supplier shall either as soon as
reasonably practical or upon the date specified in the
notice of termination
(a) cease all further work, except for such work as the
Purchaser may specify in the notice of
termination for the sole purpose of protecting that
part of the System already executed, or any work
required to leave the site in a clean and safe
condition;
(b) terminate all subcontracts, except those to be
assigned to the Purchaser pursuant to GCC
Clause 41.1.2 (d) (ii) below;
(c) remove all Supplier’s Equipment from the site,
repatriate the Supplier’s and its Subcontractors’
personnel from the site, remove from the site any

wreckage, rubbish, and debris of any kind;
(d) in addition, the Supplier, subject to the payment
specified in GCC Clause 41.1.3, shall
(i) deliver to the Purchaser the parts of the
System executed by the Supplier up to the
date of termination;
(ii) to the extent legally possible, assign to the
Purchaser all right, title, and benefit of the
Supplier to the System, or Subsystem, as at
the date of termination, and, as may be
required by the Purchaser, in any
subcontracts concluded between the
Supplier and its Subcontractors;
(iii) deliver to the Purchaser all nonproprietary
drawings, specifications, and other
documents prepared by the Supplier or its
Subcontractors as of the date of termination
in connection with the System.
41.1.3 In the event of termination of the Contract under GCC
Clause 41.1.1, the Purchaser shall pay to the Supplier
the following amounts:
(a) the Contract Price, properly attributable to the
parts of the System executed by the Supplier as of
the date of termination;
(b) the costs reasonably incurred by the Supplier in
the removal of the Supplier’s Equipment from the
site and in the repatriation of the Supplier’s and
its Subcontractors’ personnel;
(c) any amount to be paid by the Supplier to its
Subcontractors in connection with the termination
of any subcontracts, including any cancellation
charges;
(d) costs incurred by the Supplier in protecting the
System and leaving the site in a clean and safe
condition pursuant to GCC Clause 41.1.2 (a); and
(e) the cost of satisfying all other obligations,
commitments, and claims that the Supplier may
in good faith have undertaken with third parties in
connection with the Contract and that are not

covered by GCC Clauses 41.1.3 (a) through (d)
above.
41.2 Termination for Supplier’s Default
41.2.1 The Purchaser, without prejudice to any other rights
or remedies it may possess, may terminate the
Contract forthwith in the following circumstances
by giving a notice of termination and its reasons
therefore to the Supplier, referring to this GCC
Clause 41.2:
(a) if the Supplier becomes bankrupt or insolvent, has
a receiving order issued against it, compounds
with its creditors, or, if the Supplier is a
corporation, a resolution is passed or order is
made for its winding up (other than a voluntary
liquidation for the purposes of amalgamation or
reconstruction), a receiver is appointed over any
part of its undertaking or assets, or if the Supplier
takes or suffers any other analogous action in
consequence of debt;
(b) if the Supplier assigns or transfers the Contract or
any right or interest therein in violation of the
provision of GCC Clause 42 (Assignment); or
(c) if the Supplier, in the judgment of the Purchaser,
has engaged in corrupt, fraudulent, collusive,
coercive or obstructive practices, in competing
for or in executing the Contract, including but not
limited to willful misrepresentation of facts
concerning ownership of Intellectual Property
Rights in, or proper authorization and/or licenses
from the owner to offer, the hardware, software,
or materials provided under this Contract.
For the purposes of this Clause:
(i) “corrupt practice”1 is the offering, giving,
receiving or soliciting, directly or
indirectly, of anything of value to
1
“Another party” refers to a public official acting in relation to the procurement process or contract
execution]. In this context, “public official” includes World Bank staff and employees of other
organizations taking or reviewing procurement decisions.
influence improperly the actions of another

party;
(ii) “fraudulent practice”1 is any act or
omission, including a misrepresentation,
that knowingly or recklessly misleads, or
attempts to mislead, a party to obtain a
financial or other benefit or to avoid an
obligation;
(iii) “collusive practice”2 is an arrangement
between two or more parties designed to
achieve an improper purpose, including to
influence improperly the actions of another
party;
(iv) “coercive practice”3 is impairing or
harming, or threatening to impair or harm,
directly or indirectly, any party or the
property of the party to influence
improperly the actions of a party;
(v) “obstructive practice” is
(aa) deliberately destroying, falsifying,
altering or concealing of evidence
material to the investigation or
making false statements to
investigators in order to materially
impede a Bank investigation into
allegations of a corrupt, fraudulent,
coercive or collusive practice; and/or
threatening, harassing or intimidating
any party to prevent it from disclosing
its knowledge of matters relevant to
the investigation or from pursuing the
investigation; or
(bb) acts intended to materially impede the
exercise of the Bank’s inspection and
audit rights provided for under Sub-
Clause 9.8.
1
A “party” refers to a public official; the terms “benefit” and “obligation” relate to the procurement process
or contract execution; and the “act or omission” is intended to influence the procurement process or
contract execution.
2
“Parties” refers to participants in the procurement process (including public officials) attempting to
establish bid prices at artificial, non-competitive levels.
3
A “party” refers to a participant in the procurement process or contract execution.
41.2.2 If the Supplier:

(a) has abandoned or repudiated the Contract;
(b) has without valid reason failed to commence
work on the System promptly;
(c) persistently fails to execute the Contract in
accordance with the Contract or persistently
neglects to carry out its obligations under the
Contract without just cause;
(d) refuses or is unable to provide sufficient
Materials, Services, or labor to execute and
complete the System in the manner specified in
the Agreed and Finalized Project Plan furnished
under GCC Clause 19 at rates of progress that
give reasonable assurance to the Purchaser that
the Supplier can attain Operational Acceptance of
the System by the Time for Achieving
Operational Acceptance as extended;
then the Purchaser may, without prejudice to any
other rights it may possess under the Contract, give a
notice to the Supplier stating the nature of the default
and requiring the Supplier to remedy the same. If the
Supplier fails to remedy or to take steps to remedy the
same within fourteen (14) days of its receipt of such
notice, then the Purchaser may terminate the Contract
forthwith by giving a notice of termination to the
Supplier that refers to this GCC Clause 41.2.
41.2.3 Upon receipt of the notice of termination under GCC
Clauses 41.2.1 or 41.2.2, the Supplier shall, either
immediately or upon such date as is specified in the
notice of termination:
(a) cease all further work, except for such work as the
Purchaser may specify in the notice of
termination for the sole purpose of protecting that
part of the System already executed or any work
required to leave the site in a clean and safe
condition;
assigned to the Purchaser pursuant to GCC
Clause 41.2.3 (d) below;
(c) deliver to the Purchaser the parts of the System

executed by the Supplier up to the date of
termination;
(d) to the extent legally possible, assign to the
Purchaser all right, title and benefit of the
Supplier to the System or Subsystems as at the
date of termination, and, as may be required by
the Purchaser, in any subcontracts concluded
between the Supplier and its Subcontractors;
(e) deliver to the Purchaser all drawings,
specifications, and other documents prepared by
the Supplier or its Subcontractors as at the date of
termination in connection with the System.
41.2.4 The Purchaser may enter upon the site, expel the
Supplier, and complete the System itself or by
employing any third party. Upon completion of the
System or at such earlier date as the Purchaser thinks
appropriate, the Purchaser shall give notice to the
Supplier that such Supplier’s Equipment will be
returned to the Supplier at or near the site and shall
return such Supplier’s Equipment to the Supplier in
accordance with such notice. The Supplier shall
thereafter without delay and at its cost remove or
arrange removal of the same from the site.
41.2.5 Subject to GCC Clause 41.2.6, the Supplier shall be
entitled to be paid the Contract Price attributable to
the portion of the System executed as at the date of
termination and the costs, if any, incurred in
protecting the System and in leaving the site in a clean
and safe condition pursuant to GCC Clause 41.2.3
(a). Any sums due the Purchaser from the Supplier
accruing prior to the date of termination shall be
deducted from the amount to be paid to the Supplier
under this Contract.
41.2.6 If the Purchaser completes the System, the cost of
completing the System by the Purchaser shall be
determined. If the sum that the Supplier is entitled to
be paid, pursuant to GCC Clause 41.2.5, plus the
reasonable costs incurred by the Purchaser in
completing the System, exceeds the Contract Price,
the Supplier shall be liable for such excess. If such
excess is greater than the sums due the Supplier under
GCC Clause 41.2.5, the Supplier shall pay the
balance to the Purchaser, and if such excess is less

than the sums due the Supplier under GCC
Clause 41.2.5, the Purchaser shall pay the balance to
the Supplier. The Purchaser and the Supplier shall
agree, in writing, on the computation described above
and the manner in which any sums shall be paid.
41.3 Termination by Supplier
41.3.1 If:
(a) the Purchaser has failed to pay the Supplier any
sum due under the Contract within the specified
period, has failed to approve any invoice or
supporting documents without just cause
pursuant to the SCC, or commits a substantial
breach of the Contract, the Supplier may give a
notice to the Purchaser that requires payment of
such sum, with interest on this sum as stipulated
in GCC Clause 12.3, requires approval of such
invoice or supporting documents, or specifies the
breach and requires the Purchaser to remedy the
same, as the case may be. If the Purchaser fails to
pay such sum together with such interest, fails to
approve such invoice or supporting documents or
give its reasons for withholding such approval,
fails to remedy the breach or take steps to remedy
the breach within fourteen (14) days after receipt
of the Supplier’s notice; or
(b) the Supplier is unable to carry out any of its
obligations under the Contract for any reason
attributable to the Purchaser, including but not
limited to the Purchaser’s failure to provide
possession of or access to the site or other areas
or failure to obtain any governmental permit
necessary for the execution and/or completion of
the System;
then the Supplier may give a notice to the Purchaser
of such events, and if the Purchaser has failed to pay
the outstanding sum, to approve the invoice or
supporting documents, to give its reasons for
withholding such approval, or to remedy the breach
within twenty-eight (28) days of such notice, or if the
Supplier is still unable to carry out any of its
obligations under the Contract for any reason
attributable to the Purchaser within twenty-eight (28)
days of the said notice, the Supplier may by a further

notice to the Purchaser referring to this GCC
Clause 41.3.1, forthwith terminate the Contract.
41.3.2 The Supplier may terminate the Contract
immediately by giving a notice to the Purchaser to
that effect, referring to this GCC Clause 41.3.2, if the
Purchaser becomes bankrupt or insolvent, has a
receiving order issued against it, compounds with its
creditors, or, being a corporation, if a resolution is
passed or order is made for its winding up (other than
a voluntary liquidation for the purposes of
amalgamation or reconstruction), a receiver is
appointed over any part of its undertaking or assets,
or if the Purchaser takes or suffers any other
analogous action in consequence of debt.
41.3.3 If the Contract is terminated under GCC
Clauses 41.3.1 or 41.3.2, then the Supplier shall
immediately:
(a) cease all further work, except for such work as
may be necessary for the purpose of protecting
that part of the System already executed, or any
work required to leave the site in a clean and safe
condition;
assigned to the Purchaser pursuant to
Clause 41.3.3 (d) (ii);
(c) remove all Supplier’s Equipment from the site
and repatriate the Supplier’s and its
Subcontractor’s personnel from the site.
(d) In addition, the Supplier, subject to the payment
specified in GCC Clause 41.3.4, shall:
(i) deliver to the Purchaser the parts of the
System executed by the Supplier up to the
date of termination;
(ii) to the extent legally possible, assign to the
Purchaser all right, title, and benefit of the
Supplier to the System, or Subsystems, as of
the date of termination, and, as may be
required by the Purchaser, in any
subcontracts concluded between the

Supplier and its Subcontractors;
(iii) to the extent legally possible, deliver to the
Purchaser all drawings, specifications, and
other documents prepared by the Supplier or
its Subcontractors as of the date of
termination in connection with the System.
41.3.4 If the Contract is terminated under GCC
Clauses 41.3.1 or 41.3.2, the Purchaser shall pay to
the Supplier all payments specified in GCC
Clause 41.1.3, and reasonable compensation for all
loss, except for loss of profit, or damage sustained by
the Supplier arising out of, in connection with, or in
consequence of such termination.
41.3.5 Termination by the Supplier pursuant to this GCC
Clause 41.3 is without prejudice to any other rights or
remedies of the Supplier that may be exercised in lieu
of or in addition to rights conferred by GCC
Clause 41.3.
41.4 In this GCC Clause 41, the expression “portion of the System
executed” shall include all work executed, Services provided,
and all Information Technologies, or other Goods acquired (or
subject to a legally binding obligation to purchase) by the
Supplier and used or intended to be used for the purpose of
the System, up to and including the date of termination.
41.5 In this GCC Clause 41, in calculating any monies due from
the Purchaser to the Supplier, account shall be taken of any
sum previously paid by the Purchaser to the Supplier under
the Contract, including any advance payment paid pursuant
to the SCC.
42. Assignment 42.l Neither the Purchaser nor the Supplier shall, without the
express prior written consent of the other, assign to any third
party the Contract or any part thereof, or any right, benefit,
obligation, or interest therein or thereunder, except that the
Supplier shall be entitled to assign either absolutely or by way
of charge any monies due and payable to it or that may
become due and payable to it under the Contract.
Section V. Special Conditions of Contract 133
SECTION V. SPECIAL CONDITIONS OF CONTRACT (SCC)

Table of Clauses
A. Contract and Interpretation .........................................................................................135
1. Definitions (GCC Clause 1) ....................................................................................135
2. Contract Documents (GCC Clause 2) .....................................................................136
3. Interpretation (GCC Clause 3) ................................................................................136
4. Notices (GCC Clause 4)..........................................................................................136
5. Governing Law (GCC Clause 5).............................................................................137
6. Settlement of Disputes (GCC Clause 6) .................................................................137
B. Subject Matter of Contract ...........................................................................................137
7. Scope of the System (GCC Clause 7) .....................................................................137
8. Time for Commencement and Operational Acceptance (GCC Clause 8) ..............138
9. Supplier’s Responsibilities (GCC Clause 9) ...........................................................139
10. Purchaser’s Responsibilities (GCC Clause 10).......................................................139
C. Payment...........................................................................................................................139
11. Contract Price (GCC Clause 11) .............................................................................139
12. Terms of Payment (GCC Clause 12) ......................................................................141
13. Securities (GCC Clause 13) ....................................................................................149
14. Taxes and Duties (GCC Clause 14) ........................................................................149
D. Intellectual Property ......................................................................................................150
15. Copyright (GCC Clause 15)....................................................................................150
16. Software License Agreements (GCC Clause 16)....................................................151
17. Confidential Information (GCC Clause 17) ............................................................152
E. Supply, Installation, Testing, Commissioning, and Acceptance of the System ........152
18. Representatives (GCC Clause 18) ..........................................................................152
19. Project Plan (GCC Clause 19) ................................................................................152
20. Subcontracting (GCC Clause 20)............................................................................154
21. Design and Engineering (GCC Clause 21) .............................................................155
22. Procurement, Delivery, and Transport (GCC Clause 22) .......................................155
23. Product Upgrades (GCC Clause 23) .......................................................................155
24. Implementation, Installation, and Other Services (GCC Clause 24) ......................155
25. Inspections and Tests (GCC Clause 25) .................................................................155
26. Installation of the System (GCC Clause 26) ...........................................................156
27. Commissioning and Operational Acceptance (GCC Clause 27) ............................156
F. Guarantees and Liabilities .............................................................................................156
28. Operational Acceptance Time Guarantee (GCC Clause 28) ..................................156
29. Defect Liability (GCC Clause 29) ..........................................................................156
30. Functional Guarantees (GCC Clause 30) ................................................................157
31. Intellectual Property Rights Warranty (GCC Clause 31) .......................................157

32. Intellectual Property Rights Indemnity (GCC Clause 32) ......................................157
33. Limitation of Liability (GCC Clause 33) ................................................................157
G. Risk Distribution ............................................................................................................157
34. Transfer of Ownership (GCC Clause 34) ...............................................................157
35. Care of the System (GCC Clause 35) .....................................................................158
36. Loss of or Damage to Property; Accident or Injury to Workers; Indemnification
(GCC Clause 36) .....................................................................................................158
37. Insurances (GCC Clause 37) ...................................................................................158
38. Force Majeure (GCC Clause 38) ............................................................................159
H. Change in Contract Elements .......................................................................................159
39. Changes to the System (GCC Clause 39) ...............................................................159
40. Extension of Time for Achieving Operational Acceptance (GCC Clause 40) .......159
41. Termination (GCC Clause 41) ................................................................................159
42. Assignment (GCC Clause 42) .................................................................................159
Special Conditions of Contract

The following Special Conditions of Contract (SCC) shall supplement or amend the General
Conditions of Contract (GCC). Whenever there is a conflict, the provisions of the SCC shall
prevail over those in the General Conditions of Contract. For the purposes of clarity, any
referenced GCC clause numbers are indicated in the left column of the SCC.
A. CONTRACT AND INTERPRETATION
1. Definitions (GCC Clause 1)

GCC 1.1 (a) (ix) The applicable edition of the Procurement Guidelines is:
Procurement under IBRD Loans and IDA Credits, January 2011, Revised
July 2014.
GCC 1.1 (b) (i) The Purchaser is: Nepal Electricity Authority, Government of Nepal
The Project is: Nepal India Electricity Transmission and Trade Project
(NIETTP)
The Sub-Project is: Institutional Strengthening Project (ISP)
GCC 1.1 (b) (ii) The Project Manager is:
Ms. Chandha Neupane
Finance Directorate
GCC 1.1 (e) (i) The Purchaser’s Country is: Nepal.
GCC 1.1 (e) (iii) The Project Site(s) are
 NEA Head Office, Kathmandu

 LDC Office, Kathmandu
 All NEA offices/project offices including subsidiary companies
of NEA, but not limited to, as specified in Attachment 5 of
Section VI
GCC 1.1 (e) (x) Contract shall have two stages:

 Stage 1: Implementation till the date of operational acceptance
of the system. Estimated time duration of this stage is 12 calendar
months.
 Stage 2: Post go-live operational & maintenance for a period
of 24 months from date of Operational Acceptance of system.
In case Operational Acceptance is achieved separately for IFMIS and RMS

then contract period for the stage 2 will be upto 24 months from
Operational Acceptance/Go-Live of IFMIS or RMS, whichever is earlier.
However, in such case, second system must be operational within 24 weeks
from date of Operational Acceptance of first system to avoid the penalty
towards delay in implementation.
GCC 1.1. (e) (xii) The Post-Warranty Services Period of this contract will be 12 months
starting with the completion of the Warranty Period.
However, the contract may be extended for Phase-2 for a period of 5 years
based on satisfactorily performance of Supplier and on sole discretion of
NEA. Supplier shall have to execute Phase-2 as per scope mentioned in
Section VI of this document, if contract is extended by NEA.
For the financial evaluation purpose, recurrent cost of 7 years (2 years of

Phase 1 and 5 years of Phase 2) will be considered and converted to Net
Present Value according to ITB clause 28.6 (d).
2. Contract Documents (GCC Clause 2)

GCC 2 There are no Special Conditions of Contract applicable to GCC Clause
2.
3. Interpretation (GCC Clause 3)

GCC 3.1.1 The Contract's governing language is English.
4. Notices (GCC Clause 4)

GCC 4.3 Address of the Project Manager:
Project Manager
Finance Directorate
Telephone: +977 1 4153200/4153201
Fallback address of the Purchaser:
Deputy Managing Director,

Finance Directorate
Telephone: +977 1 4153116/4153117
5. Governing Law (GCC Clause 5)

GCC 5.1 The Contract shall be interpreted in accordance with the laws of Nepal
6. Settlement of Disputes (GCC Clause 6)

GCC 6.1.4 The Appointing Authority for the Adjudicator is: Nepal Council of
Arbitration (NEPCA)
GCC 6.2.3 If the Supplier (System Integrator) is foreign (including a Joint Venture
when at least one partner is foreign), the Contract shall contain the
following provision: Arbitration proceedings shall be conducted in
accordance with the rules of arbitration of UNCITRAL (United Nations
Commission on International Trade Law).These rules, in the version in
force at the time of the request for arbitration, will be deemed to form part
of this Contract.
B. SUBJECT MATTER OF CONTRACT
7. Scope of the System (GCC Clause 7)

GCC 7.3 The Supplier’s obligations under the Contract will include the following
recurrent cost items, as identified in the Recurrent Cost tables in the
Supplier’s Bid: Refer to Form 2.4 and 2.6 of Section VII
The Supplier agrees to supply spare parts required for the operation and
maintenance of the System for the Warranty and Post-Warranty period.
Moreover, the price of such spare parts shall be specified in the Recurrent
Cost Table 2.4 and 2.6 submitted by the Supplier as part of its bid. These
prices shall include the purchase price for such spare parts and other costs
and expenses (including the Supplier’s fees) relating to the supply of spare
parts.
8. Time for Commencement and Operational Acceptance (GCC Clause 8)

GCC 8.1 The Supplier shall commence work on the System within 28 days from
the Effective Date of the Contract.
Confirmation of Key Experts’ availability to start the Assignment shall be

submitted to the Client in writing as a written statement signed by each
Key Expert.
GCC 8.2 Operational Acceptance will be provided by the Purchaser on successful

completion of all the activities carried out by the System Integrator as per
the Scope of Work and Deliverables specified in Section VI. Technical
Requirements, including but not limited to the following:
 Completion of User Acceptance Testing (UAT)
 Certificate of go-ahead from Third Party Security Auditor, if
applicable
 Approval of Pilot Completion Report
 Delivery of training materials
 Completion of Trainings
 Completion of Data Migration
 Delivery of all licenses
 Readiness of data center (Installation and Configuration of
hardware & Software)
 Readiness of backup site (testing of SAN to SAN data replication)
 Establishment of help desk
 Approval of all deliverables from S. No. 1 to S. No. 15 mentioned
in the table under E. Implementation Schedule
Operational Acceptance may be provided by the client separately for

IFMIS and RMS, if desired so.
During the Operational Acceptance test period, the system or subsystem

should operate smoothly (trouble-free i.e. no performance and/or
blocking issue) and all relevant documentations/plans should be available
with NEA.
System Integrator shall ensure to meet following timeline for Operational

Acceptance:
 12 months from the Effective Date of contract

9. Supplier’s Responsibilities (GCC Clause 9)

GCC 9.9 The Supplier shall have the following additional responsibilities:
 To perform tasks which may be necessary to achieve the end

objectives of NEA as and when required during the contract and
taking on board any changes that may occur at operational or policy
level.
10. Purchaser’s Responsibilities (GCC Clause 10)

GCC 10.12 The Purchaser shall have the following additional responsibilities:
 Provision of required office space during the implementation of the

project for sitting of Key Experts. However, the System Integrator,
Sub-contractor and other Key experts should use its IT equipment
such as laptops and printers.
 Supervision of project and approval for deliverables and milestones
 Coordination and facilitation with the stakeholders for various
tasks of projects.
C. PAYMENT
11. Contract Price (GCC Clause 11)

GCC 11.2 (b) Adjustments to the Contract Price shall be as follows:
The price adjustment shall be applicable only

 Table B3: Post Go-Live Support Services
 Table C3: Post Go-Live Support Services (Extension)
of 2.6: Recurrent Cost Sub-Table of Section VII sub-section 2: Price
Schedule Forms.
Payments for remuneration made in [foreign and/or local] currency shall

be adjusted as follows:
(i) Remuneration paid in foreign currency on the basis of the rates

set forth in the above referred Table B3 and C3 of Price Schedule
Forms shall be adjusted every 12 months (and, the first time, with
effect for the remuneration earned in the 13th calendar month after
the date of the Contract Effectiveness date) by applying the

following formula:
or
where
Rf is the adjusted remuneration;
Rfo is the remuneration payable on the basis of the remuneration

rates (in above referred Table B3 and C3 of price schedule
forms) in foreign currency;
If is the official index for salaries in the country of the foreign

currency for the first month for which the adjustment is supposed
to have effect; and
Ifo is the official index for salaries in the country of the foreign
currency for the month of the date of the Contract.
Name, source institution, and any necessary identifying

characteristics of the official index for salaries corresponding to If
and Ifo in the adjustment formula for remuneration paid in foreign
currency: “Consumer Price Index for all Urban Consumers (CPI-
U), not seasonally adjusted; U.S. Department of Labor, Bureau of
Labor Statistics; OR official index for salaries published by Apex
Government Authority/Institution in country of foreign currency”
(ii) Remuneration paid in local currency pursuant to the rates set

forth in (Price Schedule – Table C3) shall be adjusted every 12]
months (and, for the first time, with effect for the remuneration
earned in the 13th calendar month after the date of the Contract) by
applying the following formula:
or
where
Rl is the adjusted remuneration;
Rlo is the remuneration payable on the basis of the remuneration

rates (Price Schedule – Table C3)) in local currency;
Il is the official index for salaries in the Client’s country for the first
month for which the adjustment is to have effect; and
Ilo is the official index for salaries in the Client’s country for the
month of the date of the Contract.
Name, source institution, and any necessary identifying

characteristics of the official index for salaries corresponding to Il
and Ilo in the adjustment formula for remuneration paid in local
currency: Salary index published by Nepal Rastra Bank.
(iii) Any part of the remuneration that is paid in a currency different

from the currency of the official index for salaries used in the
adjustment formula, shall be adjusted by a correction factor
X0/X. X0 is the number of units of currency of the country of the
official index, equivalent to one unit of the currency of payment on
the date of the contract. X is the number of units of currency of the
country of the official index, equivalent to one unit of the currency
of payment on the first day of the first month for which the
adjustment is supposed to have effect.
12. Terms of Payment (GCC Clause 12)

GCC 12.1 Subject to the provisions of GCC Clause 12 (Terms of Payment), the
Purchaser shall pay the Contract Price to the Supplier according
to the categories and in the manner specified below. Within each
category or sub-category of payment, the Contract
Implementation Schedule may trigger pro-rata payments for the
portion of the total Price for the category corresponding to the
goods or services actually Delivered, Installed, or Operationally
Accepted, at unit prices and in the currencies specified in the Price
Schedules of the Contract Agreement.
(a) Advance Payment

(1) An advance payment of 10% of category-3: ‘Implementation
Services’, as mentioned in A3 in Table A: Summary Supply and
Installation Cost, shall be made within 28 (twenty-eight) days after
the receipt of an advance payment security by the Client. The
advance payment will be set off by the Client against subsequent
payment milestones under category-3: ‘Implementation Services’.
(2) The advance payment security shall be in the amount and in the
currency of the advance payment.
(3) The bank guarantee of advance payment security will be released
when the advance payment has been fully set off.
(b) The payment schedule:
Refer table under E. Implementation Schedule for Deliverables and
Supporting documents mentioned below. The amount payable is
applicable to each currency quoted by the bidder.
Payment
Payment Milestones Reference
Amount to financial
S. No. (Category/sub- Payable forms
category/item) (Section
VII)
(1) Supply and Installation of Hardware
Supply of Hardware at NEA {Refer
office amount A1
mentioned
(Hardware should not be
in Table A:
supplied before completion of
Summary
UAT of IFMIS or RMS
Supply and
whichever is earlier- refer
Installation
implementation schedule.
75% of Cost for
1 However, Hardware required
A1 each
for development & testing
currency}
purpose may be procured by
the bidder.)
Supporting Document:
Hardware delivery document
along with receipt
acknowledge from NEA.
On Operational Acceptance
of IFMIS or RMS, whichever
is earlier. 20% of
2
Supporting Document: A1
Operational Acceptance
Certificate issued by NEA
On completion of warranty
period (Refer SCC for GCC
Clause 29.4 for warranty
3 period) 5% of A1
Operational Acceptance
Certificate issued by NEA
(2) Supply and Installation of Software (NEA will
decide when the order for procurement of required
licenses will be placed depending on the progress of
the project and lead time for delivery of licenses)
Delivery of IFMIS ERP
License
(The bidder needs to provide
the details of delivery of
application license in their
technical bid including date of 70% of {Refer
delivery of application respective amount in
licenses from the “Effective module Sl. No 1 of
Date of Contract”. Also, post cost Table A2:
1
commencement of the Project mentioned Cost of
and before procurement of in Sl. No 1 Software for
application license, the of Table each
Supplier needs to take the A2 currency}
required approval from NEA)
1.Proof for Software License
Purchasing in the name of
NEA
Delivery of RMS Software {Refer
70% of
(The bidder needs to provide amount
respective
the details of delivery of mentioned
2 module
application in their technical in Sl. No 2
cost
bid including date of delivery of Table A2:
mentioned
of application from the Cost of
in Sl. No 2
“Effective Date of Contract”. Software for
In case of COTS for RMS, the of Table each

Supplier needs to take the A2 currency}
required approval from NEA
before procurement of
application license)
Supporting Document: 1.
UAT Completion Report
issued by NEA, 2. Software
License Purchasing/Delivery
Document
IFMIS ERP License (on 30% of {Refer
Operational Acceptance of respective amount in
IFMIS) module Sl. No 2 of
Supporting Document: 1. cost Table A2:
3
Operational Acceptance for mentioned Cost of
IFMIS issued by NEA, 2. in Sl. No 1 Software for
Software License Purchasing of Table each
Document A2 currency}
{Refer
RMS Software for Rollout (on
30% of amount
Operational Acceptance of
RMS) respective mentioned
module in Sl. No 2
Supporting Document: 1. cost of Table A2:
4 Operational Acceptance of mentioned Cost of
RMS issued by NEA, 2. in Sl. No 2 Software for
Software License of Table each
Purchasing/Delivery A2 currency}
Document
{Refer
Other standard software 100% of amount -
license (on Operational sum of
sum of
Acceptance of IFMIS or RMS items of
other
whichever is earlier) Table A2
software
5 except for
Supporting Document: 1. costs
Sl. No 1 &
Operational Acceptance mentioned
2: Cost of
issued by NEA, 2. License in Table Software for
Purchasing Document A2
each
currency}
(3) Implementation Services
Advance Payment on receipt

of an advance payment
security by the Client. 10% of
1
(It will be set off against A3
subsequent payment milestone
under this category)
On Approval of
Deliverable #1: Project Plan,
Deliverable #2: Exit
Management Plan,
Deliverable #5: Business
Blueprint Detail Design 30% i.e.
{Refer
Document for IFMIS and (40%-
2 amount A3
RMS, 10%) of
mentioned
A3
Deliverable #6: Data in Table A:
Migration Plan for IFMIS and Summary
RMS, and Supply and
Installation
Deliverable #7: SRS Cost for
Document for IFMIS and each
RMS currency}
On Operational Acceptance of
IFMIS
Supporting Document: 1. 30% of
3
Operational Acceptance A3
Certificate for IFMIS issued
by NEA
On Operational Acceptance of
RMS modules
Supporting Document: 1. 30% of
4
Operational Acceptance A3
Certificate for RMS issued by
NEA
(4) Capacity Building
On approval of {Refer
1 Deliverable #3: Capacity 20% of A4 amount A4
Building and Change mentioned
Management Plan in Table A:
Deliverable #4: Change Summary

Management Workshop Supply and
Completion Report Installation
Cost for
Completion of Training for
each
IFMIS (on approval of
currency}
Deliverable #10: Training
2 Handouts and e-contents for 40% of A4
IFMIS
Completion Report for IFMIS)
Completion of Training for
RMS (on approval of
3 Handouts and e-contents for 40% of A4
RMS
Completion Report for RMS)
(5) Operation & Maintenance
Annual Maintenance Cost- {Refer
Hardware and Networking for amount B1
the post warranty period mentioned
B1*1/4 in Table B:
(at the end of quarter)
1 Recurrent
Supporting Document from Cost
respective OEMs for Summary
providing Annual Technical for each
Support (every quarter) currency}
Annual Maintenance Cost-
Software
a) IFMIS Refer
b) RMS amount B2
(Annual payment in advance 100% of
mentioned
respective
from the date of operational in Table B:
acceptance of respective AMC cost
2 Recurrent
system) for
Cost
respective
Supporting document from modules Summary
respective OEMs for for each
providing Annual Technical currency
Support (ATS) every year.
Before commencing AMC of
respective software, prior
written approval from NEA

must be taken by the Supplier.
Annual Maintenance Cost
a) other Standard
Software
(Annual payment in advance
from the operational
3 acceptance of IFMIS or RMS
whichever is earlier)
Supporting document from
respective OEMs for
providing Annual Technical
Support every year
Post Operational Acceptance (Go-Live)
Support Services
Post operational acceptance
(Go-Live) support for IFMIS
(At the end of each quarter for Refer
maximum 8 quarters) 7% of B3 amount B3
mentioned
Deliverable #16: Project
in Table B:
Progress Reports (all monthly
4 Recurrent
reports for concerned quarter)
Cost
Post operational acceptance Summary
(Go-Live) support for RMS for each
(At the end of each quarter for currency
5.5% of
maximum 8 quarters)
B3
Deliverable #16: Project
Progress Reports (all monthly
reports for concerned quarter)
*Duration of Post operational acceptance (Go-Live)
support will start from operational acceptance of IFMIS or
RMS, whichever is earlier, for a period of 2 years. Payment
towards post operational acceptance (Go-Live) support for
the system (say, IFMIS), achieving go-live first, will be
paid in 8 equal quarterly installments over 2 years of
support period.
In case of delay in go-live of second system (say, RMS),
payment towards post go-live support for second system
will be made for the duration from operation acceptance of
second system until completion of 2 years from
operational acceptance of first system. In such case
payment for Post operational acceptance (Go-Live)

support of second system for duration of delay in
operational acceptance (Go-Live) of second system will
not be paid.
For example, IFMIS achieves go-live in 15 October 2019
and RMS achieves go-live in 15 February 2020, then post
operational acceptance (go live) period for the project will
be 2 years from 15 October 2019. In this case, payment for
IFMIS post operational acceptance (go live) support will
be paid for 8 quarters while payment for RMS post
operational acceptance (go live) support will be paid only
for remaining 6 quarters and 2 months (i.e. from 15
February 2020 to 14 October 2021).Payment of RMS post
operational acceptance (go live) support for 4 months
(from 15 October 2019 to 14 February 2020) will not be
paid on account of delay in go-live of RMS).
However, in such case, second system (RMS, in the above

illustration) must be operational within 24 weeks from date
of operational acceptance of first system (IFMIS) to avoid
the penalty towards delay in implementation.
Payments to the System Integrator are linked to the compliance with the
Service Levels provided in Attachment 1 of Section VI: Service
Performance Levels. The penalties will be computed and calculated as
per the computation explained. During the contract period, it is
envisaged that there could be changes to the SLA, in terms of addition,
alteration or deletion of certain parameters, based on mutual consent of
both the parties i.e. the NEA and System Integrator.
GCC 12.3 The Purchaser shall pay to the Supplier interest on the delayed payments
at a rate of: 3% per annum for foreign currency and 8% per annum for
local currency
GCC 12.4 There are no Special Conditions of Contract applicable to GCC Clause
12.4
12.5
13. Securities (GCC Clause 13)

GCC 13.2.1 The Supplier shall provide within twenty-eight (28) days of the
notification of Contract award an Advance Payment Security in
the amount and currency of the Advance Payment specified in
SCC for GCC Clause 12.1 above.
GCC 13.2.2 The entire advance payment will be set off by the Client against below
payment milestones under category-3: ‘Implementation Services’;
Milestone 2;
On Approval of
 Deliverable #1: Project Plan,
 Deliverable #2: Exit Management Plan,
 Deliverable #5: Business Blueprint Detail Design Document for
IFMIS and RMS,
 Deliverable #6: Data Migration Plan for IFMIS and RMS, and
 Deliverable #7: SRS Document for IFMIS and RMS
GCC 13.3.1 The Performance Security shall be for an amount equal to 10 percent of
the Contract Price, excluding any Recurrent Costs. In case of
multiple contract currencies, performance security shall be for
each contract currency of amount equal to 10% of contract price
(excluding any recurrent costs) in that currency
GCC 13.3.4 There are no Special Conditions of Contract applicable to GCC Clause
13.3.4
After completion of warranty period (i.e. start of post warranty period)
amount of performance security may be reduced to 50% of its original
amount.
14. Taxes and Duties (GCC Clause 14)

GCC 14 The Contract is subject to imposition of taxes as per the applicable law
of the Purchaser’s country.
D. INTELLECTUAL PROPERTY
15. Copyright (GCC Clause 15)

GCC 15.3 The Purchaser may assign, license, or otherwise voluntarily transfer its
contractual rights to use the Standard Software or elements of the
Standard Software, without the Supplier’s prior written consent,
under the following circumstances:
In case of termination, abandonment, or breach of the Contract, the
Supplier should provide the updated source codes (excluding
source codes for commercial off the shelf software packages) for
the proposed solution. The client reserves the rights to re-use and
or modify the source codes.
GCC 15.4 The Purchaser’s and Supplier’s rights and obligations with respect to
Custom Software/ Custom Material or elements of the Custom
Software / Custom Material are as follows;
These rights and obligations of the purchaser include: (i) duplicating and
using the software on different equipment, such as back-ups, additional
computers, replacements, upgraded units, etc. (ii) transferring the license
or sub-licensing the software for other entities (e.g. NEA subsidiaries,
entities/ organisations set up by Govt. of Nepal relating to the business of
electricity generation, transmission and distribution) to use, modify,
develop, commercialize, etc., (iii) sharing proprietary information
regarding the Custom Software with entities referred above.
These rights and obligations of the supplier include: (i) duplicating the
software and use for other entities to use, modify, develop,
commercialize, etc.
GCC 15.5 Maximum within 30 days of Operational Acceptance a separate escrow
contract must be agreed upon with a reputable escrow agent.
(i) the Supplier is required to deliver the Source Code to the

escrow agent and make replacement deposits to ensure
that the Source Code is up to date;
(ii) the Supplier shall ensure that the Source Code is at all
times capable of being used to generate the latest version
of the executable code to the relevant Software in use by
the Purchaser and suitable to enable the Purchaser to
support and develop the Software;
(iii) The Supplier shall be responsible to make the payment of

the escrow agent’s fee;
16. Software License Agreements (GCC Clause 16)

GCC 16.1 (a) The Standard Software license shall be valid throughout the territory of
(iii) the Purchaser’s Country
GCC 16.1 (a) (iv) Use of the software shall be subject to the following additional restrictions
: none
GCC 16.1 (b) (ii) The Software license shall permit the Software to be used or copied for use
or transferred to a replacement computer provided the replacement
computer falls within approximately the same class of machine
and maintains approximately the same number of users, if a
multi-user machine.
GCC 16.1 (b) The Software license shall permit the Software to be disclosed to and
(vi) reproduced for use (including a valid sublicense) by support
service suppliers or their subcontractors, exclusively for such
suppliers or subcontractors in the performance of their support
service contracts, subject to the same restrictions set forth in this
Contract.
GCC 16.1 (b) In addition to the persons specified in GCC Clause 16.1 (b) (vi), the
(vii) Software may be disclosed to, and reproduced for use by, any entity
authorized by the Purchaser subject to the same restrictions as are
set forth in this Contract.
NEA is already in the process for unbundling and companies are being
created by NEA. While purchasing the licenses, it must be
considered that NEA may get unbundled in any number of
companies (e.g. Generation, Distribution, Transmission
companies) and/or create companies as and when required. In case
of unbundling or creation of companies by NEA, the licenses
procured by NEA will be used by all unbundled/new companies of
NEA at no additional cost to NEA, provided that total number of
users will not exceed the number of users for which licenses are
procured.
GCC 16.2 The Supplier’s right to audit the Standard Software will be subject to the
following terms: Not Applicable
This is Supplier’s responsibility to ensure that the Standard Software are
used as per the license agreement and requirements given in this bidding
document. Supplier shall intimate, in written, to Purchaser if it is found

by Supplier that Standard Software are not used as per the license
agreement and requirements given in this bidding document.
17. Confidential Information (GCC Clause 17)

GCC 17.1 There are no modifications to the confidentiality terms expressed in
GCC Clause 17.1.
GCC 17.7 The provisions of this GCC Clause 17 shall survive the termination, for
whatever reason, of the Contract for the period specified in the
GCC.
E. SUPPLY, INSTALLATION, TESTING, COMMISSIONING, AND

ACCEPTANCE OF THE SYSTEM
18. Representatives (GCC Clause 18)

GCC 18.1 The Purchaser’s Project Manager shall have the following additional
powers and / or limitations to his or her authority to represent the
Purchaser in matters relating to the Contract: no additional powers
or limitations.
GCC 18.2.2 The Supplier’s Representative shall have the following additional powers
and / or limitations to his or her authority to represent the Supplier
in matters relating to the Contract: no additional powers or
limitations.
19. Project Plan (GCC Clause 19)

GCC 19.1 Bidders should submit a project plan describing, among other things, the
methods to carry out overall management and co-ordination
responsibilities if awarded the contract, and the human and other
resources the bidders propose to use. The project plan shall also
include a training plan. The plan must include a detailed
implementation schedule in a Gantt chart, showing the estimated
duration, sequence, and inter-relationship of all key activities
needed to complete the contract. Mention must be made of the
number of person months employed for completion of contract.
Chapters in the Project Plan shall address the following subject:

 Project Organization and Management Plan

 Procurement Plan
 Delivery and Installation Plan
 Product Update, Upgrade and Support Plan
 Quality Assurance Plan
 Measurement Tools & Processes proposed for monitoring
performance of the system and service performance level
GCC 19.2 Within Fourteen (14) days from the Effective Date of the Contract, the
Supplier shall present a Project Plan to the Purchaser. The
Purchaser shall, within fourteen (14) days of receipt of the
Project Plan, notify the Supplier of any respects in which it
considers that the Project Plan does not adequately ensure that the
proposed program of work, proposed methods, and/or proposed
Information Technologies will satisfy the Technical
Requirements and/or the SCC (in this Clause 19.2 called “non-
conformities” below). The Supplier shall, within Three (3) days
of receipt of such notification, correct the Project Plan and
resubmit to the Purchaser. The Purchaser shall, within three
(3) days of resubmission of the Project Plan, notify the Supplier
of any remaining non-conformities. This procedure shall be
repeated as necessary until the Project Plan is free from non-
conformities. When the Project Plan is free from non-
conformities, the Purchaser shall provide confirmation in writing
to the Supplier. This approved Project Plan (“the Agreed and
Finalized Project Plan”) shall be contractually binding on the
Purchaser and the Supplier.
GCC 19.5 The Supplier shall submit to the Purchaser the following reports:
(a) Monthly progress reports during implementation phase,
summarizing:
(i) results accomplished during the prior period;
(ii) cumulative deviations to date from schedule of
progress milestones as specified in the Agreed and
Finalized Project Plan;
(iii) corrective actions to be taken to return to planned

schedule of progress; proposed revisions to planned
schedule;
(iv) other issues and outstanding problems; proposed
actions to be taken;
(v) resources that the Supplier expects to be provided by
the Purchaser and/or actions to be taken by the
Purchaser in the next reporting period;
(vi) other issues or potential problems the Supplier
foresees that could impact on project progress and/or
effectiveness.
(vii) SLA monitoring Data sheet/ reports
(viii) inspection and quality assurance reports
(ix) training participants test results
(b) Monthly Reports as per details given above during operations
and maintenance phase of the Project along with log of
service calls and problem resolutions
(c)Self-certification report for every payment milestone
showcasing the completion of all obligations as under the
Contract for that particular milestone
All final versions of reports/deliverables shall be delivered in CD
ROM in addition to the two (2) sets of hard copies to be
submitted to Project Manager, NEA.
20. Subcontracting (GCC Clause 20)

GCC 20 There are no Special Conditions of Contract applicable to GCC
Clause 20.
21. Design and Engineering (GCC Clause 21)

GCC 21.2 The Contract shall be executed in accordance with the edition or the
revised version of all referenced codes and standards current at the
date as specified in the GCC
GCC 21.3.1 The Supplier shall prepare and furnish to the Project Manager the
following documents for which the Supplier must obtain the Project
Manager’s approval before proceeding with work on the System or
any Subsystem covered by the documents.
Refer Section VI, Technical Requirements.
22. Procurement, Delivery, and Transport (GCC Clause 22)

GCC 22.4.3 The Supplier shall be free to use transportation through carriers registered
in any eligible country and shall obtain insurance from any eligible
source country.
22.5.
23. Product Upgrades (GCC Clause 23)

GCC 23.4 The Supplier shall provide the Purchaser with all new versions, releases,
and updates to all Standard Software during the Warranty
Period, at no additional cost, as specified in the GCC.
24. Implementation, Installation, and Other Services (GCC Clause 24)

24.
25. Inspections and Tests (GCC Clause 25)

GCC 25 The Purchaser along with the Supplier will perform user and operational
acceptance of the Hardware & Software delivered with a view to
commissioning the system.
26. Installation of the System (GCC Clause 26)

26.
27. Commissioning and Operational Acceptance (GCC Clause 27)

GCC 27.2.1 Operational Acceptance Testing shall be conducted in accordance with
Section D: Testing and Quality Assurance Requirements, where
acceptance testing details are given.
GCC 27.2.2 If the Operational Acceptance Test of the System, or Subsystem(s), cannot
be successfully completed within one hundred eighty (180) days
from the date of delivery of IFMIS or RMS product license
(whichever is supplied earlier) or any other period agreed upon by
the Purchaser and the Supplier, then GCC Clause 27.3.5 (a) or (b)
shall apply, as the circumstances may dictate.
F. GUARANTEES AND LIABILITIES
28. Operational Acceptance Time Guarantee (GCC Clause 28)

GCC 28.2 Liquidated damages shall be assessed at 0.5 percent of Contract Price per
week. The maximum liquidated damages are 10percent of the
Contract Price, or relevant part of the Contract Price if the
liquidated damages apply to a Subsystem.
GCC 28.3 Liquidated damages shall be assessed only with respect to achieving
Operational Acceptance and achieving respective milestones as
defined under the implementation schedule.
29. Defect Liability (GCC Clause 29)

GCC 29.1 For Software, exceptions or limitations to the Supplier’s warranty
obligations shall be as follows: None
GCC 29.3 The Supplier warrants that the following items have been released to the
market for the following specific minimum time periods:
All Standard Software must have been commercially available in the market
for at least three months and should not be reaching end of life
within next three years.
GCC 29.4 Warranty Period (N) will start from the date of operational acceptance of
IFMIS or RMS, whichever is earlier, by NEA. Warranty period will
extend for 12 months from date of its start.
GCC 29.10 During the Warranty Period, the Supplier must commence the work
necessary to remedy defects or damage as per the service levels defined in
this bidding document.
30. Functional Guarantees (GCC Clause 30)

GCC 30 IFMIS and RMS modules should be integrated to ensure seamless data
exchange among stakeholders, data processing and reporting in order to
meet all the functional and technical requirements as specified in this bid
document.
31. Intellectual Property Rights Warranty (GCC Clause 31)

31.
32. Intellectual Property Rights Indemnity (GCC Clause 32)

32.
33. Limitation of Liability (GCC Clause 33)

33.
G. RISK DISTRIBUTION
34. Transfer of Ownership (GCC Clause 34)

34.
(a) At the end of the specified Operations and Maintenance period, the
Purchaser may exercise its option to renew the contract with the existing
Implementation Vendor or decide to undertake these activities on its
own. In case the Purchaser decides to continue with the existing

Implementation Vendor, Purchaser will have the option to renew the
contract for Operations and Maintenance annually for a maximum
period of 3 (Three) years based on mutually agreed terms & conditions.
(b) If Handover is required to the Purchaser / any other vendor at the end
of the Project or otherwise, the Implementation Vendor would be
responsible for handing over the complete know-how, documentation
records, software logs, source code and all such relevant items that may
be necessary for the transition process in line with agreed Exit
Management Plan.
35. Care of the System (GCC Clause 35)

35.
36. Loss of or Damage to Property; Accident or Injury to Workers; Indemnification

(GCC Clause 36)
36.
37. Insurances (GCC Clause 37)

GCC 37.1 (c) The Supplier shall obtain Third-Party Liability Insurance amounting to
15% of the contract value, excluding any recurrent cost.
The third party liability insurance must cover injury, death, and/or
property damage caused to a third party in the event of an accident caused
by or arising out of the supplier’s (including all members of JV, in case
of a JV and sub-contractors, as applicable) services mentioned in the
contract.
The Insurance shall cover the period from the Effective Date of the
Contract until expiration or termination of the Contract.
GCC 37.1 (e) There are no Special Conditions of Contract applicable to GCC Clause
37.1 (e)
38. Force Majeure (GCC Clause 38)

38.
H. CHANGE IN CONTRACT ELEMENTS
39. Changes to the System (GCC Clause 39)

39.
40. Extension of Time for Achieving Operational Acceptance (GCC Clause 40)
40.
41. Termination (GCC Clause 41)

GCC 41 Upon termination of the contract, the System Integrator would be required
to follow the Exit Management requirements as per exit
management plan approved by Purchaser.
42. Assignment (GCC Clause 42)

42.
Section VI. Technical Requirements 161
SECTION VI. TECHNICAL REQUIREMENTS (INCLUDING

IMPLEMENTATION SCHEDULE)
Table of Contents: Technical Requirements
A. Background.....................................................................................................................163
0.1 The Purchaser..........................................................................................................163
0.2 Business Objectives of the Purchaser .....................................................................165
0.3 Acronyms used in these Technical Requirements ..................................................165
B. Business Function and Performance Requirements ...................................................167
1.1 Current State of NEA ..............................................................................................167
1.1.1 Current ICT Status ..................................................................................................167
1.1.2 Current Hardware & Network Infrastructure ..........................................................168
1.2 Project Governance Structure & Institutional Framework .....................................168
1.2.1 Roles & Responsibilities .........................................................................................169
1.3 Envisaged Solution .................................................................................................172
1.4 Methodology ...........................................................................................................177
1.5 Scope of Work ........................................................................................................177
1.6 Team Composition & Qualification Requirements ................................................198
1.7 Reporting Requirements .........................................................................................199
1.7.1 Project Plan .............................................................................................................199
1.7.2 Monthly Status Report ............................................................................................200
1.7.3 Draft Final Report ...................................................................................................200
1.7.4 Final Report ............................................................................................................200
1.8 Relevant Legal Codes and Regulations ..................................................................200
C. Technical Specifications ................................................................................................201
2.0 General Technical Requirements ............................................................................201
2.1 Computing Hardware Specifications ......................................................................201
2.2 Network and Communications Specifications ........................................................202
2.3 Documentation Requirements .................................................................................202
2.4 Consumables and Other Recurrent Cost Items .......................................................203
D. Testing and Quality Assurance Requirements ............................................................204
3.1 Inspections ..............................................................................................................204
3.2 Pre-commissioning Tests ........................................................................................204
3.3 Operational Acceptance Tests.................................................................................205
3.4 Regular Third Party Audits .....................................................................................206
E. Implementation Schedule ..............................................................................................207
4. Implementation Schedule Table .............................................................................207
F. Required Format of Technical Bids..............................................................................213
5.1 Description of Information Technologies, Materials, Other Goods, and Services .213
5.2 Item-by-Item Commentary on the Technical Requirements ..................................213
5.3 Preliminary Project Plan .........................................................................................213

5.4 Confirmation of Responsibility for Integration and Interoperability of Information
Technologies ...........................................................................................................214
G. Technical Responsiveness Checklist.............................................................................215
6.1 Technical Responsiveness Checklist .........................................................................215
6.2 IT Security Consideration Table ................................................................................217
6.3 Reference Sites for Past Experience ..........................................................................228
6.4 Resource Qualification and Experience Requirement ...............................................229
6.5 Minimum Technical Specifications- Hardware & Networking ..............................233
6.5.1 Integrated Data Centre Rack Solution (for Data Centre) ........................................233
6.5.2 Integrated Data Centre Rack Solution (for Backup Site)........................................235
6.5.3 Data Base Servers and BI/Reporting Server ...........................................................237
6.5.4 Servers- Other Servers ............................................................................................238
6.5.5 SAN Storage ...........................................................................................................240
6.5.6 Server Load Balancer ..............................................................................................243
6.5.7 Router......................................................................................................................245
6.5.8 Firewall ...................................................................................................................248
6.5.9 IPS ...........................................................................................................................250
6.5.10 Core Switch ........................................................................................................252
6.5.11 LAN Switch ( L3 Switch 48-port) .....................................................................255
6.5.12 LAN Switch ( L2 Switch 24-port) .....................................................................259
6.5.13 DMZ Switch.......................................................................................................260
6.5.14 KVM Switch ......................................................................................................262
6.5.15 Hardware Security Module (HSM) ....................................................................263
6.5.16 Display LED 42" for NOC.................................................................................264
6.5.17 Directory Software .............................................................................................264
6.5.18 Enterprise Service Bus (ESB) ............................................................................266
6.5.19 Enterprise Portal Server ...................................................................................269
6.5.20 Mobile Application Framework .........................................................................271
6.5.21 Operating System ...............................................................................................274
6.6 Minimum Technical Requirement Specification .......................................................275
6.7 Other Requirements ...................................................................................................281
H. Attachments ....................................................................................................................283
Attachment 1. Service Performance Levels .....................................................................284
Attachment 2. Detailed As Is Process Maps ....................................................................295
Attachment 3. Current Hardware & Network Infrastructure ...........................................346
Attachment 4. Pilot Locations for IFMIS and RMS Implementation ..............................370
Attachment 5. Indicative assessment for offices and user for IFMIS and RMS..............371
Attachment 6. Minimum Bill of Material ........................................................................385
Attachment 7.Indicative To-Be Process ..........................................................................387
Attachment 8. Functional Requirement Specifications of IFMIS and RMS ...................405
Attachment 9. Existing Functionalities in the mPower System .......................................496
Attachment 10. Details on Smart Metering Project .........................................................508
Technical Requirements
A. BACKGROUND
0.1 The Purchaser
Nepal Electricity Authority (NEA) was created on August 16, 1985 (Bhadra 1, 2042)
under the Nepal Electricity Authority Act, 1984. NEA is engaged in the business of
generation, transmission & distribution of power throughout Nepal. NEA is also a
holding company to Upper Tamakoshi Hydropower Limited and Chilime Hydropower
Company Limited.
NEA is organized into various business groups comprising of Generation (O&M and
construction), Transmission (grid development and transmission & systems operation),
Distribution and Consumer Services (DCS) and Engineering Services. Further, to
support these groups, NEA has corporate functions comprising of Finance,
Administration, Internal Audit, Planning & Monitoring and Information Technology
An overall organization structure of NEA is given in Exhibit 1.
Exhibit-1
Through this bidding process, NEA is willing to identify a System Integrator/ Supplier for
supply, installation and implementation of Integrated Financial Management Information
System (IFMIS), and Revenue Management System (RMS).
0.2 Business Objectives of the Purchaser

The main objectives of this assignment are to enhance NEA’s operational efficiency and
effectiveness through the implementation of Integrated Financial Management Information
System (IFMIS) and Revenue Management System (RMS).
NEA has set a vision to establish a computerized system that enhances:

 Efficiency in NEA system
 Effectiveness in Control
 Transparency in operations
 Accountability at all levels and
 Convenience to stakeholders
0.3 Acronyms used in these Technical Requirements

Term Explanation
bps bits per second
COTS Commercial off-the-shelf
cps characters per second
DBMS Database Management System
DOS Disk Operating System
dpi dots per inch
Ethernet IEEE 802.3 Standard LAN protocol
GB Gigabyte
Hz Hertz (cycles per second)
IEEE Institute of Electrical and Electronics Engineers
ISO International Standards Organization
KB Kilobyte
KVA Kilovolt ampere
LAN Local area network
lpi lines per inch
lpm lines per minute
MB Megabyte
MTBF Mean time between failures
NIC Network interface card
NOS Network operating system
ODBC Open Database Connectivity
Term Explanation
OLE Object Linking and Embedding
OS Operating system
PCL Printer Command Language
ppm pages per minute
PS PostScript -- Adobe page description language
RAID Redundant array of inexpensive disks
RAM Random access memory
RISC Reduced instruction-set computer
RSM Revenue Management System
SCSI Small Computer System Interface
SNMP Simple Network Management Protocol
SQL Structured Query Language
TCP/IP Transmission Control Protocol / Internet Protocol
V Volt
WLAN Wireless Local Area Network
B. BUSINESS FUNCTION AND PERFORMANCE REQUIREMENTS

1.1 Current State of NEA
The Current State at NEA is described as under:-
 Current ICT Status
 Current Hardware & Network Infrastructure
 Current State Processes
1.1.1 Current ICT Status

NEA has developed many application systems over a period of time to meet its requirements
in the areas of financial accounting, HR and materials management. These applications
systems have been developed discretely at a different point of time. This has led to sub-optimal
automation of accounting process.
The main application systems in use include:
Back Office
 Customized Accounting and Inventory System (CAIS)- being used for accounts
and inventory management
 Payroll and eAttendance System - being used for payroll management
 Fixed Asset Management System
 Pension Management System - being used for pension management
 Darbandi Management System - being used to track staff positions of different
offices
 PMIS - being used for capturing and processing of records and information of NEA
employees
 Power House Maintenance & EPR System - being used for various parameters for
preventive maintenance of power house and EPR calculation payable to employees
 GIS- Pilot has been completed and rollout for around 30 DCS offices is in-progress
Consumer Facing
 MPower - being used for power billing and Collections, processing of new
connections, etc. and for maintaining consumer ledgers
 Customer Complaint handling system – No Lite
 PSI-COBS - being used earlier for power billing and Collections and for
maintaining consumer ledgers
All users have access to Desktops/Laptops/Printers with power backup. A LAN and WAN has
been established across NEA.
Most of the application systems lack vendor/ customization support due to which, systems
have not been upgraded as per the need of NEA.
1.1.2 Current Hardware & Network Infrastructure

Details of existing ICT Infrastructure (including model, version, purchasing year etc.)
are provided in Attachment 3, Section-VI of this bidding document for sample user
location.
1.1.3 Current State Processes

NEA has prepared As-Is process maps for all major functions under IFMIS. Major
Processes and associated Sub-Processes as mentioned below. Detailed As-Is Map is
mentioned at Attachment 2, Section-VI of this bidding document.
1.2 Project Governance Structure & Institutional Framework

For the success of the project, it is imperative to put an appropriate Governance
Structure in place. The roles and responsibilities of Governance & implementation are
identified to ensure clarity of strategic control through the project implementation and
beyond. This would ensure adequate buy in for the project across all levels/
stakeholders of NEA. The below 3-tier project governance structure has been envisaged
to monitor and control the project implementation.
1.2.1 Roles & Responsibilities
Steering Committee
Steering Committee would guide and oversee the assignment. The responsibility of the
Steering Committee would include reviewing the reports submitted by the consultants /
supplier and make recommendations and suggestions. This Committee should include, inter
alia, representatives from;
 Managing Director as Chairman
 Directors of NEA
 Project Managers of IFMIS and RMS
 PMU (Program Leader from Consulting and Implementation Team)
 Representatives of other Stakeholders (as applicable)
The key objectives of Committee are:

 To provide regular and consistent oversight of the program/project at the executive
level
 To recommend policy level decision
 To help track, monitor and mitigate risk
 To remove project obstacles such as personnel, budget and facility issues
 To ensure decisions are “value-managed” – aligned with the approved business case
Steering committee meeting should happen at least every month.
Project Management Team
To ensure the success of the project, Project Management Team should be formed. This team
shall be responsible for end-to-end management of project. The Board will have senior
members from NEA, supervisory team members including full time Program Leaders from
Consulting and Implementation teams, and senior members from other stakeholders.
The key objectives of the team are:
 To oversee the progress of the project and timely provide suggestions to the
implementation team on resolving the issues/challenges.
 To identify policy level interventions
 To take process level decision
 To track, monitor and mitigate risks
The indicative members and their responsibilities include follows:

Project Manager - NEA

 Overall supervision of the entire project
 Conducting monthly review meetings
 Keep the key stakeholders of the Project, fully informed of key project issues on a
fortnightly basis.
 Assist in resolving critical issues.
 Organize Steering Committee meetings as per the agreed frequency.
 Attend all Steering Committee meetings and present an executive summary on the
Project
 Resource Planning
 Risk Management pertaining to risk affecting the project progress
 Policy level inputs
 NEA Counterpart Team Management
Project Management Consultant

 Key interface between NEA and SI
 Initiate engagement between NEA and SI
 Conduct meetings with NEA team members and SI to discuss about the project
progress, issues to be addressed, way forward, review the project milestones, etc.
 Assist NEA in conducting meetings, preparing progress reports, review of the
deliverables submitted by SI, monitor project progress, quality monitoring, etc.
 Assist in work plan management
 Assist in scope management
 Assist in project governance and issue management
 Assist in addressing the issues affecting the project progress
Project Manager/Team Leader – Supplier / System Integrator

 Resource mobilization, planning and deployment
 Participation in the regular meetings including steering committee meeting, meetings
with the project management team, etc.
 Keep the project on track
 Ensuring timely and quality deliverables
 Making client presentations on these deliverables
 Co-ordinate with NEA for delivery, testing and acceptance schedules for solution
 Planning and responding to contingencies
 Monitoring/ review project progress and its team members work
 Managing the entire project end to end.
Project Management team should meet on a weekly basis to oversee the project.
Implementation Team
The project would be implemented by the implementation team that shall comprise of
resources from NEA, PMU and other stakeholders, as applicable
We propose that NEA will identify a nodal office for the project who will be single point of
contact from NEA supported by core team of NEA. Core team should be deployed on the
project dedicatedly and have adequate knowledge of business functions of NEA. Core team
can be assisted by the support team of NEA. This support team will assist core team on various
aspects such as coordination with other stakeholders. In addition, each location should
constitute a nodal person from NEA who would report to core team at Head office. Nodal
officer from location will monitor the project activities carried out at respective locations as
applicable.
The key activities to be performed include the following;

Project Team
 Analyze the technical and functional requirements
 Design & Customize the solution in line with requirements
 Prepare/Develop the project deliverables
 Impart training and conduct change management workshop
 Implement the project
 Provide operation & Maintenance support
 Escalate to project steering committee, if any issue, in project execution & delivery.
1.3 Envisaged Solution

NEA has envisioned an IT enabled transformation of entire organization. Accordingly,
it has been considered to implement Commercial off-the-shelf (COTS) Enterprise
Resource Planning (ERP) based systems at NEA.
NEA has developed a System Requirement Study Report, which describes the overall
solution framework of NEA as shown in exhibit 2.
Exhibit 2
NEA has identified 36 modules for entire NEA including Generation, Distribution and
Transmission.
NEA has also prepared ERP Strategy covering fitment analysis of ERP products with respect
to all business areas (i.e. Generation, Distribution and Transmission) and back office functions.
This ERP Strategy also defines an implementation roadmap for identified 36 modules in
multiple phases (each phase include modular as well as geographical phasing). The distribution
of these modules in multiple phases/waves is represented in Exhibit 3.
Exhibit-3
The proposed project involves Supply, Installation, testing, training, customization,

commissioning and implementation of IFMIS (Financial Management, Inventory
Management, Asset Management, Human Resource Management (including payroll and
employee claims & retirement benefits) and MS (Metering, Billing & Collection and Energy
Audit) Solution.
As NEA plans to implement other modules in subsequent phases/ waves which will be
integrated with IFMIS and RMS. There may arise issue of integration of modules under these
phases with subsequent modules if implemented on different ERPs. Thus, proposed products
by bidder should consider all integration aspects to avoid any such issues in future.
The proposed product implementation shall consist of pilot implementation of IFMIS and RMS
at select NEA office locations as specified in Attachment 4, Section VI of this bidding
document. Thereafter on completion of Pilot implementation, the roll out of the IFMIS and
RMS shall be undertaken in all NEA offices as specified in Attachment 5, Section VI of this
bidding document.
1.3.1 Implementation Approach
1. For deployment and accessibility prospective, a Centralized Approach would be

adopted.
The Centralized Approach is characterized by storing data, maintaining associated ICT

Infrastructure and executing the implementing business requirements at/from one
central location requiring a specialized team to manage the centralized computing
environment. The client requests are sent to the systems, located in a central place, for
processing. The users access the application/data through local or remote terminals.
The information available would always be current and accessible to all (ensuring a
single data source).
The broad networking framework adopted for this project is illustrated in figure below:
2. From operational and business prospective, a Transformational Approach would be

followed wherein an enterprise wide solution (ERP System) would be customized
and implemented.
The transformation approach is characterized by developing a new blueprint to be
adopted by the concerned entity and builds/deploy industry proven product/workflow
incorporating within it the best practices identified during the pre-development studies
undertaken by the entity to satisfy the needs and expectations of NEA.
1.3.2 Solution Framework

The overall solution architecture provides the building blocks of the IFMIS and RMS
solution catering to the requirements of NEA. Indicative solution architecture has been
designed based on the adoption of an enterprise wide centralized architecture approach.
The multiple layers of solution architecture are shown in the below exhibit.
(A) Interface Layer

The interface layer commonly referred to as the data link layer, is the
physical interface between the host system and the network hardware. It defines
how data packets are to be formatted for transmission and routings.
(B) Guidelines/Framework Layer
The entire solution would be supported by the Rules/Guidelines layer that
provides the NEA Guidelines /Rules which would be built into the business logic
of the IFMIS. These rules include NEA Rules/Policies/Codes/Manuals like Nepal
Electricity Authority Act, 1984, NEA Employees Rules and Regulations, NEA
Financial Administration Rules and Regulations, Electricity Act,1992, Nepal
Accounting Standards/ IFRS, etc. Any amendments to these rules would be
updated/ changed in the rules engine, which would automatically reflect in the
IFMIS and RMS application.
(C) Network Infrastructure Layer
Network Infrastructure layer above the base layer of Rules/Guidelines, forms the
backbone of system meeting the infrastructural requirements like Data Centre,
facilitation centers and the networking solution.
(D) Database Layer

Above the Network Infrastructure Layer will be database layer used for handling
the centralized integrated database, comprises of both core database and integrated
databases.
(E) Application Layer
Application layer consists of IFMIS and RMS applications including the rules
engine and system administration, to exchange data with one another as they
participate in various business processes like Management, Operational or other
Supporting Processes.
(F) Channel Management Layer
Above the Application layer is the channel management layer that provides a
common portal for all applications under IFMIS and RMS.
(G) Delivery Channels/ Location layer
Channel Management layer is followed by a delivery channel/location layer
representing the different modes of service delivery channels available accessing
the services of the IFMIS and RMS solution.
(H) Users Layer
Finally, the top layer is of users of IFMIS and RMS (both internal and external)
who would access the services available.
Above the Application layer is the channel management layer that represents the
different modes of service delivery channels available accessing the services of the
NEA solution and finally the stakeholders/ Users layer (both internal and
external) who would access the services available.
The entire solution would be supported by the Rules/Guidelines layer that
provides the Government Guidelines /Rules which would be built into the business
logic of the NEA application. System Integrator should ensure that solution to be
implemented at NEA should be in line with prevailing Government Guidelines/
Rules. For details on Rules/Guidelines, please refer Clause 1.8: “Relevant Legal
Codes and Regulations associated with NEA” of Section VI.
Change Management: System Integrator shall be required to prepare change
management strategy to manage changes keeping in mind the changes and
implications likely to happen at NEA after the implementation of the system.
1.4 Methodology
The System Integrator should follow standard methodologies of proposed products
Implementation. The overall methodology, to be adopted by System Integrator for
proposed products implementation, is illustratively depicted below:
Pilot Roll Out, Operation

Blueprinting Realization Build Realization Test Final Preparation
Implementation & Maintenance
System Integrator should also follow the standard methodologies for Assessment,
developing, SRS/Blueprint/Design Documents, customization, testing, supporting
system audit, pilot run, rollout (to identified location), operation & maintenance,
backup & restoration, quality management, risk/mitigation management, capacity
building and change management.
System Integrator is requested to prepare a detailed description of how they propose to
deliver the project outputs in the “Approach and Methodology” section of their
proposal. In this narrative, System Integrator should be explicit in explaining how they
will achieve the outputs, and include any information on their existing activities upon
which they may eventually build as well as the details of what staff will comprise the
project team.
1.5 Scope of Work

1.5.1 Summary of Scope of Work
The Nepal Electricity Authority (NEA) intends to implement an Integrated Financial
Management Information System (IFMIS) and Revenue Management System (RMS)
which fulfills all the functional requirements as detailed out in this document for
strengthening of operations of NEA.
Project will be implemented in 2 phases; Phase-I will be for 3 years and include design,
customization, testing, pilot, rollout in all offices and post go-live operation and
maintenance support of 2 years. Phase-2 will be extension of Phase-I for next 5 years.
Phase-2 will include AMC for hardware and software (including ATS of software
licenses), fixing of bugs in application, integration of solution with forthcoming
software applications and onsite support for project.
Phase 2 may be awarded after successful completion of Phase 1 on sole discretion of
NEA (on yearly basis or as decided by NEA). However, bidder has to quote cost for
phase 1 & phase 2 together at the time of this bidding.
Project Duration of phase I shall be for 3 years; 1 year for implementation, and 2 years
for post go-live operation and maintenance support.
Broad Components of Scope of Work (Phase 1)

The proposed system shall be implemented as per the overall functional requirements
detailed out in this document. The key components of implementation include:
Stage1
 Component 1: Supply & Installation of Hardware
 Component 2: Supply & Installation of Software
 Component 3: Implementation Services for IFMIS and RMS
 Component 4: Capacity Building and Change Management
Stage 2
 Component 5: Post Operational Acceptance/Go-Live, Operation & Maintenance
Support
Activities to be carried out by System Integrator is as mentioned below;
Component Key Activities
Component 1: Supply & Supply & Installation of Hardware at locations as
Installation of Hardware mentioned in this document
Component 2: Supply & Supply & Installation of Software at locations as
Installation of Software mentioned in this document
Customization of IFMIS (including Finance
Management, Asset Management, Inventory
Management, Human Resource Management System,
Project Accounting) and RMS(including Metering,
Component 3: Billing and Collection and Energy Audit) Solution
Implementation Services Data Migration
Implementation of IFMIS and RMS Solution at Pilot
Locations
Roll-Out of IFMIS and RMS Solution
Component 4: Capacity  Trainings
Building & Change  Change Management Strategy
Management  Change Management Workshops
Component 5: Operation & Post Operational Acceptance/Go-Live, Operation &

Maintenance Maintenance Support
Broad Components of Scope of Work (Phase 2)

The key components of implementation include
 AMC for hardware and software (including ATS of software)
 Fixing of bugs in application
 Integration with forthcoming software applications
1.5.2 Phase 1: Detailed Scope of Work

System Integrator shall be required to supply, install, configure, Customize,
commission and maintain Integrated Financial Management Information System
(IFMIS) and Revenue Management System (RMS) for NEA as per ‘Envisaged
Solution’ described in above heading 1.3 of this Section.
Bidders should submit a project plan as per GCC clause 19 and should describe, among
other things, the methods to carry out overall management and co-ordination
responsibilities if awarded the contract, and the human and other resources, the
bidders propose to use. The project plan shall also include a training plan.
The following outlines the detailed scope of work and key activities for the System
Integrator for Phase-I.
1.5.2.1 Component 1: Supply & Installation of Hardware
The System Integrator (SI) is required to supply and install the requisite software,
hardware and networking infrastructure for the proposed IFMIS and RMS including
setting-up the supplied hardware at NEA’s server room.
Primarily, the essential incremental hardware necessary for implementation of IFMIS
and RMS shall be procured under the project. To the extent possible, existing ICT
Infrastructure of NEA shall be used (e.g. server room, optical fiber network,
PCs/Laptops for users, etc.). The envisaged network diagram highlighting the
components to be supplied under this project is provided below:
System Integrator will supply the required hardware for creating the development
environment at the start of the project and subsequently supply remaining hardware, as
required after the successful UAT acceptance of IFMIS & RMS.
System Integrator shall supply the hardware based on its own assessment of the
hardware requirements for the solution proposed for IFMIS and RMS, provided the
proposed solution meets all requirements as provided in this bidding document.
However, System Integrator needs to supply minimum hardware as mentioned in
Attachment 6 of Section VI, Technical Requirements of bidding document.
The hardware provided must meet specifications as defined in G: Technical
Responsiveness Checklist of Section VI of this bidding document. All hardware &
networking components should be procured by System Integrator with1 year warranty.
NEA will provide space/power/cooling and other basic requirements for servers,
storage and peripherals within NEA Head office or at NEA office within Katmandu.
Data center is likely to be setup at NEA LDC office; however, location for data center
within Kathmandu will be finalized at a later stage.
Scalability Requirements of the System

The Applications/ Modules to be implemented must meet the scalability requirements
as given below:
 Support current work load of 1600 IFMIS users which should be scalable to 2000
in the next three years.
 System should support 3,500,000 consumers including smart meter and other
conventional meter users and increase of 10% in next three years.
 Support 10% addition to transaction volume over next three years based on
expansion plans of NEA.
A sizing report vetted by the proposed product OEM should be provided by the firm
for the hardware specification suggested as per Format-3.6.4 of Section VII, Sample
Forms.
System Integrator should provide the authorization of ERP Product, being offered, to
supply customize, implement and support ERP solutions in the as per Format-3.1.7 of
Section VII, Sample Forms.
The indicative user load assessment for IFMIS and RMS is provided in Attachment 5,
Section VI of this bidding document.
Installation & Commissioning of Hardware

After supplying the hardware at NEA’s site, System Integrator will need to perform
(but not limited to) the following activities:
 Prepare the hosting site and deploy hardware (modular integrated data centre
solution with all required ICT infrastructure).
 Setup the separate development, QA and production environment.
 Install the supplied hardware as per configuration agreed with NEA.
 Ensure security of entire solution as per contract and update solution with latest
security updates as and when required.
 Perform Health Checking (CPU, RAM, Disk) and Threshold monitoring.
 Monitor and maintain system error logs for Hardware & software and respond
accordingly.
 Control logical access to servers.
Expected Output/Reports
The System Integrator shall provide to the Client the following
1. Supply of Hardware
2. Hardware Specification Document/Manuals
3. Installation Report of Hardware
1.5.2.2 Component 2: Supply & Installation of Software

The System Integrator is required to supply licenses of proposed COTS ERP product,
database and all other Software (viz. Software for Backup, Storage, operating systems,
firewall, virtualization, cluster, etc.) as required for the successful implementation of
IFMIS and RMS.
The application module wise breakup of users for IFMIS and RMS is provided in
Attachment 5, Section VI of this bidding document.
System Integrator shall supply, but not limited to, the following software:
1. IFMIS Software- COTS ERP product for Financial Management, Asset
Management, Inventory Management, Project Accounting and Human
Resource Management System modules (IFMIS Modules).
2. RMS Software-Product (may or may not be COTS ERP) for Metering, Billing
and Collection, and Energy Audit (RMS Modules). This product may be an
a. in-house developed software by bidder (by any member of JV, in case
of JV) or its sub-contractor OR
b. a COTS product
However, the proposed RMS software must have been implemented at least
once in other Government organisations/PSU/Companies as per BDS for ITB
clause 6.1 a.
However, if bidder proposes IFMIS and RMS software products from different OEMs
it is bidder’s responsibility to ensure smooth integration between IFMIS modules and
RMS modules
ERP product/OEM for IFMIS should meet the ERP qualification criteria mentioned in
ITB 6.1(a) of Section II Bid Data Sheet. Supplier shall supply enterprises level licenses
only. All the users should be allowed to access multiple modules based on their access.
A total of 1600 licenses for IFMIS shall be procured. RMS Software (Metering, Billing
and Collection and Energy Audit modules) shall be procured for 3,500,000 consumers.
An indicative user list is mentioned in the Attachment 5 of Section VI for the number
of users with IFMIS and RMS.
All licenses (including RMS, if COTS product) procured should be of full use,
enterprise, perpetual, unrestricted and irreversible.
In case RMS software is not the COTS product, it must be delivered with full rights of
enterprise version of software, perpetual, unrestricted and irreversible.
System Integrator shall be responsible to procure and supply any additional software
license, if required, for successful implementation (including integration) of project.
Installation & Management

System Integrator will be required to carry out the following activities:
 Install & Configure of application software (IFMIS and RMS)
 Install & Configure Operating Systems
 Install & Configure all other required software (viz. for backup, storage
management, etc.)
 User Management
 Disk management
 OS Level Security
 Upgrade/Patch management
 Cluster Management
RDBMS Software
System Integrator should ensure that RDBMS software to be supplied along with
proposed product should have the following support and capability:
 Support Operating Systems like UNIX, Windows and Linux on 64-bit platform.
 Support Unicode character sets
 Support for JDBC & ODBC.
 Should have the capability to store data types, like ASCII, Hexadecimal, Binary,
Geo Spatial, etc.
 Support Schemas, Roles Based Access & Authentication.
 Provide a clustered environment with load sharing, so as the nodes in the cluster
are able to perform all the read-write operations on the centralized database
simultaneously with automatic load balancing feature. In case of failure of one
server, the other server/s are able to perform all the operations seamlessly to provide
a highly available system.
 Support for dynamic scalability, to add server/node in the cluster with system
availability.
 Provide centrally browser based GUI Administration Tool to Create, Delete &
Manipulate different Database Objects.
 Provide Server Configuration Tools to automatically configure clients, network etc.
 Provide auto-tuning facilities to manage the database objects & resources
dynamically.
 Provide High availability.
 Support Online Backup.
 Should able to handle the human errors (viz. accidental deletion of data, instance
crash, etc.).
System Integrator shall provide CDs, Related Documents and License Certificates for all
the software (wherever applicable) to NEA.
Procurement of Licenses
Licenses shall be in the name of Nepal Electrical Authority (NEA). NEA is already in the
process for unbundling and companies are being created by NEA. While purchasing the
licenses, it must be considered that NEA may get unbundled in any number of companies
(e.g. Generation, Distribution, Transmission companies) and/or create companies as and
when required. In case of unbundling or creation of companies by NEA, the licenses
procured by NEA will be used by all unbundled/new companies of NEA at no additional
cost to NEA.
Proposed product, being procured, should have provision to capture all financial
transactions between NEA and subsidiary companies such as investment and return on
investment.
Since the functional requirements of various modules for subsidiary companies may differ
from functional requirements of NEA, proposed product will be initially implemented in
NEA. Post its successful implementation at NEA, bidder may be asked to implement same
proposed product in the subsidiary companies by procuring additional licenses of proposed
product as required, with change request in line with provisions of Contract. NEA will
conduct study and prepare functional requirements for IFMIS modules (e.g. Finance,
Assets, Inventory and HRMS) for subsidiary companies.
However, other ICT infrastructure procured under this project should be available for use
by subsidiary companies also, if this project is implemented in subsidiary companies at a
later stage.
The indicative technical requirements for proposed IFMIS and RMS solutions are
provided in Section G, Technical Responsive Checklist of Section VI. The detailed
functional requirements for IFMIS and RMS solution are provided in Attachment 8 of
this Section.
Expected Output/Reports
The System Integrator shall provide to the Client the following
1. Supply of licenses including License Certificates/CDs/related documents
2. Installation Report
1.5.2.3 Component 3: Implementation Services
System Integrator shall be required to customize and configure proposed product. System
Integrator is required to propose different activities as deemed necessary for successful
deployment of IFMIS and RMS.
IFMIS and RMS solutions should have following key modules:
1. Financial Management
2. Asset Management
3. Inventory Management
4. Human Resource Management System
5. Project Accounting
6. Metering, Billing and Collection
7. Energy Audit
The main objective of this component is to design, develop and deploy a centralized
integrated financial management information system and revenue management system
The System Integrator is expected to perform and deliver the following services during the
system implementation phase. Please note that the services mentioned below are the
minimum services that the System Integrator needs to provide. The System Integrator
however is not expected to limit its services to the below mentioned scope only and may
require to perform activities which are deemed appropriate by NEA in order to meet the
expectations & goals of the Project which includes implementation of IFMIS and RMS
solution.
a) Requirement gathering and analysis of project requirements.
b) Prepare System Requirement Specification (SRS) document based on
requirement gathering and assessment of project documents.
c) Develop Business Blueprint/ Design Documents Including Design of Solution
Architecture, Application Architecture, Security Architecture and Network
Architecture; Design of Server Room/Data Center, Mapping of Functional
Requirements to proposed products System functionalities.
d) Customization and configuration of proposed products based on approved
solution blueprint/system design for IFMIS and RMS solutions.
e) Testing & User Acceptance of IFMIS and RMS solutions.
f) Migrate Data from existing distributed application systems to new IFMIS and
RMS.
g) Pilot Implementation of IFMIS and RMS solutions.
h) Operational Acceptance of IFMIS and RMS solutions.
i) Rollout of IFMIS and RMS solutions.
j) Third Party Audit Support of IFMIS and RMS solutions.
k) Risk Management and Compliance.
l) Relevant Legal Codes and Regulations.
The various tasks/activities to be performed under this component of scope of

services are described in detail as below.
1.5.2.3.1 Requirement Gathering & Analysis

(a) The System Integrator must clearly understand the requirements of the NEA
through extensive requirement gathering. Requirement gathering must be done
through interaction with officials at both NEA Head Office and field offices. Before
moving to the requirement gathering for Software System, the System Integrator
must capture in detail, the Business Processes of all the functions at NEA. The
requirements must be validated by the Client.
Functional requirement specifications (FRS) as mentioned in this bidding
document are only indicative in nature. It is expected that the System Integrator
may be required to include additional functional requirements, which may come up
during period of its self-assessment to arrive at an appropriate design of the
solution. The Business Processes captured by the System Integrator, FRS and
formats captured shall be the basis of Implementation of IFMIS and RMS solutions.
(b) The System Integrator must analyze the skill set possessed by the intended users
and the skill set required by those users to work on the proposed system efficiently.
This would be required for development of Change Management Plan and Training
Plan.
1.5.2.3.2 Prepare System Requirement Specification (SRS)

Based on the above assessment and analysis, System Integrator shall prepare
detailed System requirement Specification (SRS) Document. The SRS document
should be accompanied with a detailed use case document of all functions of the
IFMIS and RMS solutions, in line with the minimum requirements specified in the
FRS.
The SRS should have the following minimum details:
a. List of all forms, registers and reports with their contents;
b. List of all validations/ internal controls applicable;
c. List & format of reports to be generated;
d. List of Standards followed or to be followed;
e. Detailed process flow of the entire Business Logic;
f. List of all data elements and database requirements;
g. Details of interfaces/ integration, both external & internal, hardware &
software;
h. System and processes for capturing attributes of Service Level Agreement
(SLA) measurements;
i. Various attributes of the application and the mechanism to manage those;
j. Details of all tools & technologies to be used;
k. Integration/ interface requirement;
l. Assumptions, dependencies & constraints.
System Integrator must obtain signoff on SRS before proceeding with the Design,
Development, Customization and Implementation of the IFMIS and RMS.
1.5.2.3.3 Design of Business Blueprint/Design Document

System Integrator must prepare Business Blueprint/Design Documents of the
Solution demonstrating Availability, Scalability, Security, Interoperability,
Maintainability, Performance, Low Cost of Ownership, Extendibility and
Reliability. System Integrator must obtain sign-off on the Business
Blueprint/Design Document from NEA.
System Integrator should keep the following in consideration, while preparing
Business Blueprint:
(a) System Integrator must implement the infrastructure so as to meet the NEA
current requirements as specified in this document as well as projected
requirement for next 3 years.
(b) IFMIS and RMS is to be implemented at all offices of NEA as specified in
(c) System Integrator should create a backup site at Load Dispatch Centre
(LDC Office) at Siuchatar substation, Kathmandu Area of NEA that is
connected through optical fiber (Dark Fiber) network to NEA Head Office
at Kathmandu. The system integrator should supply the necessary hardware
and software for keeping entire SAN-to-SAN replication. System Integrator
must ensure to take the backups as per backup policy prepared by System
Integrator and as finalized by NEA.
System Integrator must note that NEA can add processes/ modules/ functionalities/
items/ sub-items before or during blueprint finalization to achieve the overall goal
the Project. The System Integrator will develop the following deliverables
(indicative but not exhaustive) during blueprint phase of project to ensure
comprehensive coverage of the system. Blueprint prepared by System Integrator
should comprise of the following:
o Design of Solution Architecture, Application Architecture, Security
Architecture and Network Architecture
o Design of Server Room/Data Center
o Mapping of Functional Requirements to proposed product System
functionalities
System Integrator must note that NEA is already in the process for unbundling and
companies are being created by NEA. While designing solution, it must be
considered that NEA may get unbundled in any number of companies (e.g.
Generation, Distribution, Transmission companies) and/or create companies as and
when required. In case of unbundling or creation of companies by NEA, software
design should permit capturing, processing and reporting of data considering
requirement of un-bundled companies and consolidated reports for whole NEA.
1.5.2.3.4 Customisation and Configuration of IFMIS, Metering, Billing and Collection,

and Energy Audit solution
System Integrator (Supplier) must customize the product to proposed IFMIS and
RMS solution.
The envisaged IFMIS and RMS solution shall comprise of the following
modules:
 Financial Management (Budgeting, treasury and cash management, accounts
payable, accounts receivable, revenue accounting, final accounts, cost
accounting)
 Fixed Assets (fixed assets register, depreciation accounting, fixed assets
movement, etc.)
 Materials Management (purchasing and inventory management)
 Human Resource Management System (Organization Management, Man-
Power Planning, Recruitment, Selection, Transfer Posting & Deputation,
Employee Self Service, Expense Management, Leave & Attendance
Management, Travel Management, Training & Career Development
Management , Loans & Advances Management, Pay Fixation & Provision for
pay fixation on new recruitment, Arrears Management, Performance
Management & Appraisals, Departmental/ Disciplinary Actions, Employee
Grievance Redressal, Employee Exit Management, Payroll and Retirement
Benefits, Employee Claims/ employee reimbursements)
 Project Accounting (Capital projects, work in progress, project budget, cost
monitoring, milestone monitoring, conversion of WIP into asset, etc.)
 Metering, Billing and Collection (Meter Reading, Tariff & billing rule
management, Bill Generation, Payment Collection, Default Management,
Disconnection and Reconnection Management System, New Connection
Management System and Customer care)
 Energy Audit (Feeder-wise and DT-wise loss analysis, Revenue leakages, Total
energy accounting, Energy losses at various levels, Merging of feeders Splitting
of feeders based on the input file provided)
Envisaged IFMIS and RMS Solution shall have Modules with functionalities as
per Attachment 8, Section VI of this bidding document.
The broad To-Be processes for each of the above IFMIS modules are provided in
System Integrator shall provide all required output/reports directly from the system
in multiple formats (Excel/PDF/Word, etc.) in line with the forms and formats, as
specified in NEA Manuals and decided during the course of implementation.
1.5.2.3.5 Integration of Systems

With respect to integration of the system, the System Integrator needs to ensure the
following, including but not limited to:
 Ability to interface with Handheld devices used for meter reading
 Flexible Interface through API
 Customizable adapters and interfaces to integrate
 RESTful API for Smart Metering, Payment Systems
NEA is in process of designing, installing and commissioning a separate MDM
system along with the AMR/RMR capability for approx. 10,000 Industrial
metering points, the System Integrator shall carry out the integration of AMI
system along with the proposed AMR/RMR system to generate any outputs as
sought by the utility.
NEA is also in process of implementing End-to-End Integrated AMI solution and
architecture clearly depicting integration between Electricity Meters, Data
Concentrators, Head-End System (HES), Meter Data Management System (MDM)
and other Distribution applications. NEA has already finalized the implementation
vendor for implementation of Smart Meter Project. System Integrator needs to
integrate with Meta Data Management of Smart Metering Project. Details of Smart
Metering Project is provided in Attachment- 10: Details of Smart Metering
Project.
The Proposed system and overall software solution should be capable of SOA or
any other open source integration methodology based integrating with external
systems (BI, Reporting System, Other MDM/RMR etc.). The integrated systems
should be capable of communicating and sharing data with each other or any other
external system as required by NEA to generate the following benefits:
 Data Analytics
 Alert and Alarm
 Dashboard
 BI Reports
 Any other external system
NEA has started the modernization of Distribution network of Kathmandu Valley.
Under this new system, NEA has planned to implement Distribution Management
system (DMS), Outage Management system (OMS). The new system is planned
with RTUs with FRTUs and Motorized SCADA enabled GO switches, which will
be connected through the Fiber optics backbone network.
 NEA will also implement other smart grid solution in coming future.
 Therefore, the proposed system and overall solution shall be capable to
support the vision of modern/ smart grid. It shall be capable to integrate with
modern distribution center and support latest grid automation technologies as
well.
1.5.2.3.6 Testing & User Acceptance of IFMIS and RMS

The System Integrator must deliver an overall plan for testing and acceptance of
IFMIS and RMS, in which specific methods and steps should be clearly indicated.
The System Integrator should design and submit adequate number of Test Cases
for each item of the scope. The acceptance test plan will be defined by the System
Integrator, agreed and approved by NEA and will include all the necessary steps
to ensure complete functionality, operation, security and performance of the IFMIS
and RMS solution system, either individually (i.e. specific module wise/
component-wise) or collectively as a whole, whichever would be appropriate to
such an exercise.
It is System Integrator’s responsibility during the tests to evaluate and incorporate
any further changes to the infrastructure & application, at no extra cost to Client.
Any recommendations for change by System Integrator will be discussed with
Client.
The System Integrator must:

- Outline the testing methodology that will be used for testing
- Define the various levels or types of testing that will be performed
- Provide necessary checklist/documentation that will be required for testing.
System Integrator must describe how the testing methodologies will conform
to the requirements
- Indicate how one will demonstrate to Client that all functions in the new system
installed have been tested
1.5.2.3.7 Data Migration

During the Phase I implementation of the Project, System Integrator will assess
the requirement for migration of data from existing databases (Central and unit
databases) and prepare the mechanism for data migration to new IFMIS and RMS.
Followings, but not limited to, are the key information/data to be migrated from
existing system:
# Information/Data Indicative No.

1. Employee details 10,000 employees
2. Supplier/Contractor details 10,000 Supplier/Contractor
3. Item Master 10,000 items
4. Employee Balances As Actual
5. Supplier/Contractor Balances
6. Financial Balances
7. Metering Billing and Collection All data related to Distribution

and Energy Audit solution Centres
Data Migration requirement of HRMS
Name of Application Indicative size of Database Indicative number of
Database records
Pay roll and Pension 500MB Oracle database 15,000,000
Management system centralized server,
different schema
for different
offices.
e-attendance 1800MB Mysql, local 19,600,000
server in different
offices
PDB (personal data 25 MB Mysql Centralized 360,000
bank)
Darbandi 5 MB Mysql Centralized 10,000
Management System
System Integrator must undertake all necessary data migration for the proper functioning of
the solution. System Integrator is required to conduct all cleansing activities, if required, for
data migration
1.5.2.3.8 Pilot Implementation of IFMIS and RMS Solution

The System Integrator shall carry out the pilot of the customized IFMIS and RMS
Application at selected locations identified by the NEA, as mentioned in Attachment
4, Section VI of this bidding document.
During pilot implementation, System Integrator will run the full functional IFMIS
and RMS at above identified locations and support the users to enter 1 month
transactions and generate all monthly reports as specified in functional requirement
specifications and additional reports, as required by user/management.
System Integrator to ensure that all the bugs and defects identified should be fixed
during pilot implementation phase itself before going for rollout of IFMIS and RMS
at all locations as identified in Attachment 4, Section VI of this bidding document.
At the end of Pilot Phase, System Integrator shall submit the “Pilot Implementation
Report” including:
 User feedback
 Problems identified and resolution there of etc.
 Pilot Lesson Learnt
1.5.2.3.9 Operational Acceptance of IFMIS and RMS Solution

The Operational Acceptance test shall be conducted by the Client/ any other person
nominated by the Client, at its discretion. There shall be no malfunction, partial or
complete failure of any part of hardware or bugs in the software. The ERP modules/
software should be complete and should not have any missing modules/sections.
The System Integrator shall maintain necessary log in respect of the results of the
tests to establish a complete satisfaction to the Client for the successful completion
of the test specified. The minimum requirements to provide the Operational
Acceptance is described in SCC for GCC clause 8.2. The System Integrator has to
adhere to Service Performance Levels as described in Attachment 1 of this
bidding document as well as adhere to the technical requirements and functional
requirements specified in this Document.
1.5.2.3.10 Rollout of IFMIS and RMS Solution

After successful pilot completion, necessary changes in the System, IFMIS and
RMS applications shall be rolled out in NEA as specified in Attachment 4 and 5
of this bidding document. System Integrator shall submit the Rollout Report to
NEA.
1.5.2.3.11 Third Party Audit Support of IFMIS and RMS Solution

NEA may engage a Third Party Audit of entire IFMIS and RMS. System Integrator
shall facilitate and co-ordinate with Third Party Auditor (TPA) for the audit.
In case of any changes suggested by Third Party Auditor, the System Integrator
shall implement the changes in consultation with the Client. System Integrator will
submit compliance report of Third Party Audit.
Selection of TPA will be based on NEA’s governance and regulation policies.
1.5.2.3.12 Risk Management and Compliance

System Integrator shall be responsible for the overall risk management and
compliance functions related to IFMIS and RMS. System Integrator will ensure
compliance to comprehensive framework for risk management broadly covering:
 Application controls and security, data security, IT infrastructure controls and
security.
 Data capture, integration and access: All processes compliance associated with
data capture, data migration and data conversion.
 Data management plan, business continuity (BC) processes.
 Security management: Security plan, processes
 Risk identification through continuous control/process monitoring and
implementing mitigation plan across IFMIS and RMS during the customization
and deployment phase and after Go- live.
1.5.2.3.13Relevant Legal Codes and Regulations

System Integrator should ensure the compliance of following while implementing
the solution:
 Nepal Electricity Authority Act, 1984
 NEA Employees Rules and Regulations
 NEA Financial Administration Rules and Regulations
 Electricity Act, 1992
 Nepal Accounting Standards and IFRS/NFRS
 Guidelines issued by NEA/ GoN from time to time
Expected Outputs/Reports
The System Integrator shall prepare and furnish to the Client the following
documents for which the System Integrator must obtain the Client’s approval before
proceeding with work on the System or any Subsystem covered by the documents.
1. System Requirement Specification Document (including gap analysis, Use
cases, Output Reports, etc.)
2. Business Blueprint/Design Documents covering design of Overall Solution
Architecture, Application Architecture, Network Architecture and Server
room/Data Centre; Security Policy; and data migration strategy,
3. Inspection Report/ Certificate for hardware delivered
4. Installation Report (for entire data centre setup)
5. Test Plan & Cases for testing of application
6. Supporting User acceptance
7. Pilot Implementation Report
8. Rollout Report
9. Operational Acceptance Plan
10. All project documents viz. User Manuals, Administration/Technical Manuals,
etc.
1.5.2.4 Component 4: Capacity Building and Change Management

The main objective of capacity building and change management is to build the
capacity of NEA personnel to make them capable of using the IFMIS and RMS in
their day-to-day activities and smooth and effective implementation of IFMIS and
RMS.
The System Integrator shall prepare capacity building plan, which includes the
methodologies adopted by System Integrator to build the capacity of NEA for
successful implementation of IFMIS and RMS, training schedule (including duration,
batches, number of participants, type of training, brief training content, etc.). System
Integrator must submit this capacity building plan to NEA. System Integrator must
execute capacity building exercises based on signed-off capacity building plan.
The minimum training to be provided by System Integrator for IFMIS and RMS
Modules are given below:
Training Type Participants No. of Participants

Sensitization Training Senior Officials 30
On-the-Job training for Users 2,000
IFMIS
Application IT Team 10
administration training
On-the-Job training for Users 1,260
RMS
The System Integrator must develop a change management strategy to manage

changes keeping in mind the changes and implications likely to occur at NEA after
the implementation of the IFMIS and RMS.
Followings are the minimum training to be provided by System Integrator:
 Management training
 Application user training
 Technical user training
(a) Management Training: The System Integrator shall conduct Management
Training for senior officials of NEA as nominated by departments. These sessions
will be primarily focused on monitoring and reporting features provided by the
System.
(b) Application User Training: The System Integrator shall provide training to
users, as nominated by the departments of NEA, for operation of various services
and software applications incorporated in the system.
It may be brought to the attention of the System Integrator that the serving manpower
at NEA is moderately IT literate with fair knowledge of common office software (like
MS office, Adobe, etc.) and common Internet services etc. Hence, the System
Integrator may not require planning for any basic level of training for the users.
It may be recommended to conduct these trainings in batches classifying them in to
different groups.
The training would be designed and developed by the System Integrator to help end
users understand how effectively usage of IT will facilitate delivery of their work in
the shortest time possible. The training should propose to bring in detailed
understanding of revised processes and procedures for the various business
functionalities, as covered under the project.
The process training should detail out the steps of the process along with the roles and
responsibilities to the concerned end users and acquaint them with the revised
processes.
The training should be proposed to acquaint and train the users with IFMIS and RMS
thus giving the end users the skill to conduct their work through the new applications.
Contents of the Training must be prepared by System Integrator in consultation with
NEA.
(c) Technical and Administration Training: The System Integrator must conduct
separate technical training courses to train the technical/administration staffs of
NEA. The System Integrator shall provide training about operation &
maintenance of IFMIS and RMS. System Integrator shall provide ERP application
administration training about user management, role definition, access
management, etc.
Change Management
System Integrator shall be required to prepare change management strategy and
conduct change management workshops as detailed in subsequent paragraphs.
Change Management Strategy
The System Integrator must develop a change management strategy to manage
changes keeping in mind the changes and implications likely to occur at NEA after
the implementation of the IFMIS and RMS. NEA will take all necessary steps to
facilitate the organization wide role out of the strategy, once approved. It is expected
that the Change Management Plan proposed by the System Integrator clearly defines
the following:
 Communication plan that will help in managing perceptions of all the
stakeholders and creating awareness about the dimensions of change
 Operational plan that will help in developing change management team and
implementing the overall change management strategy in a phased approach
 Risk mitigation plan that will help in identifying and developing risk contingency
plans
Change Management Workshop

The objective of the Change Management Workshop would be to generate awareness
about the project and acquaint the staff at NEA with the new changes that would take
place as a part of IFMIS and RMS Implementation. Its aim would be to address the
attendees with a formal introduction to the project and address their fears,
If any that they might have of the new system. The emphasis of the Orientation-cum-
Workshop would lie on getting the user acceptance for the project from the end users
of the system and making them comfortable with the change with the implementation
of IFMIS and RMS.
System Integrator would be required to conduct minimum 10 such Workshops
(Within the Country) during the performance of the Contract.
Expected Outcomes and Deliverables

1. Capacity Building Plan
2. Trainings
3. Change Management Strategy
4. Change Management Workshops
1.5.2.5 Component 5: Operation & Maintenance Support

The objective of Operation & Maintenance (O&M) support is to ensure the smooth
implementation of IFMIS and RMS and establishing the stability of the system.
Overall Scope of work during O&M support
The System Integrator shall be responsible for Operational and Maintenance (O&M)
support for IFMIS and RMS for a period as mentioned in BDS.
The System Integrator shall ensure that the entire solution shall have no defect arising
from the design or installation or configuration of hardware and software. System
Integrator must ensure the full time availability of all required resources (as specified
in format- 3.7.2, Section VII of this bidding document) at NEA Head office for first
year of O&M Support. Thereafter O&M support for second and third year may be
onsite/offsite, provided no compromise on quality of support to NEA.
System Integrator shall provide all support as may be required for ensuring smooth
implementation of IFMIS and RMS (including change management, trainings, system
administration, troubleshooting, bug fixing, performance tuning, etc.). The indicative
activities to be undertaken by the System Integrator during the operation and
maintenance support (all three years of O&M support) are described as below:
 Technical assistance for the supplied hardware, network and peripheral
 Technical assistance for the supplied software.
 Install all required Upgrades, Updates, and patches release by OEM vendors for
proposed product and other software. System Integrator shall include the details
of upgrades/updates/patches installed in Monthly status report. System Integrator
must interact with OEM for any support / management related issues
 Operational support for IFMIS and RMS
 Database Management including backup & restoration.
 Additional reports as required
 SLA Monitoring - System Integrator shall provide automated tool based
monitoring of all performance indices and online reporting system for SLAs
defined in Attachment 1, Section VI of this bidding document. The tools
should have the capability for the Client to log in anytime to see the status.
Additionally, System Integrator should also prepare and submit the Daily,
Weekly, Monthly and Quarterly SLA report during this support period based on
the SLAs provided in the Attachment 1, Section VI of this bidding document.
 Incident Reporting and Management- System Integrator must establish

incident reporting mechanism to cater to the end-user complaints of IFMIS and
RMS Modules users. A help desk along with required software and call
management service, is required that will automate processes to consolidate, log,
track, manage and escalate incidents and problems. The Service will act as a
single point of contact for NEA users who will record an incident. It will help to
accelerate detection and problem resolution, maintain accurate configuration
details, and minimize the risk caused by any change. System Integrator is
required to set up, operationalize and run this centralized helpdesk, accessible
through telephone, the Local Government web `portal, mobile phone where the
user can call to register complaints and/or make suggestions.
System Integrator shall provide toll-free number for helpdesk and will pay
directly to Service Provider the cost towards its usage. System Integrator shall
check and verify the usage of toll-free number and submit a verification note
every month.
System Integrator shall be responsible for arranging necessary space, power,
infrastructure, etc. for helpdesk to be set up. System Integrator must ensure to
maintain user’s queries (i.e. details of username, date & time of user query, query
description, priority assigned, immediate action, time for resolution, date & time
of resolution, final resolution, status of query, etc.) along with the respective
resolutions made by System Integrator. System Integrator will register all the
queries under at least following three categories and resolve them as per priority
and SLAs as specified in Attachment 1, Section VI of this bidding document:
Level Description
Priority-1 Affecting the Business (e.g. 1. Loss or damage of Infrastructure
component at Server Room -> leading system unavailability. 2.
Bug in the application causing wrong calculation/interpretation of
information captured)
Priority-2 Affecting a single location/user (e.g. 1. Loss of Infrastructure
component at location -> leading to disconnection from central
system.
2. User account related issue-> unable to login by that user
Priority-3 User specific minor concerns (e.g. 1. Incompatible view of
application 2. Unable to generate report by one user.)
Expected Output and Deliverable

 Implemented & smoothly running IFMIS.
 SLA Monitoring Reports
 Project management report
1.6 Team Composition & Qualification Requirements

To meet the implementation and operational requirements as laid down in this bidding
document, the System Integrator would be required to deploy adequate, experienced
and trained manpower for smooth functioning of the project.
In case of international bidder, it is mandatory to have strong local support in
Nepal for prompt and effective service and issue resolution.
The minimum qualification and experience requirements for the key resources of team
are provided in ‘G: Technical Responsiveness Checklist’ of Section V, for which bidder
will be required to provide compliance. The table below summarizes the resource
requirements with expected and minimum time input for Phase-I.
Minimum Minimum Minimum

S. No. Positions/Experts no. of Man Onsite Man
resources Months Months
Key Experts
1. Project Manager/ Team Leader 1 30 24
2. Finance Expert 1 15 12
Finance & Asset Management 1 30 24
3. Module Lead
Material Management Module 1 30 24
4.
Lead
Human Resource Management 1 30 24
5.
Module Lead
6. Power Sector Domain Expert 1 15 12
Billing and Collection Module 1 30 24
7.
Lead
8. Infrastructure Expert 1 36 30
9. System Administrator 1 36 30
10. Database Administrator 1 36 30
Total (Key Experts) 10 288 234
Non-Key Experts
Rollout and Handholding 5 60 60
Support staff (for a period of
11.
12 months from date of
Operational Acceptance)
Helpdesk Staff (During 4 96 96
12. Operation & Maintenance
period)
Total (Non-Key Experts) 9 156 156
Position No. 1-10 shall be evaluated as part of technical proposal evaluation. The
System Integrator should propose their team keeping in mind the total project
requirements and can include additional roles/positions. NEA expects around a total of
288 person month efforts for key experts and a total of 444 man month efforts including
non-key experts (such as support team and roll out and handholding team)and
excluding Helpdesk Team for the project.
System Integrator should provide breakup of home/field man month inputs for each
resource. It should be noted that onsite deployment of resources over the TOR
requirements will be one of the technical proposal evaluation parameter.
All positions under the scope of services, both key and non-key experts, must be
included and budgeted for in the financial proposal in accordance with the person-
month allocation required for each as defined by the proposing System Integrator.
Proposed team shall be required to deploy and function based on working days of NEA.
1.7 Reporting Requirements

The general reports to be submitted by the System Integrator are as given below:
1.7.1 Project Plan
The System Integrator must prepare and submit Project Plan to the Client. Chapters in
the Project Plan shall address the following subjects:
 Project Organization and Management Plan
 Procurement Plan
 Delivery and Installation Plan
 Quality Plan
 Measurement Tools & Processes proposed for monitoring performance of the
system and service performance level
Within Fourteen (14) days from the date of Commencement of Services, the System
Integrator shall present a Project Plan to the Client. The Client shall notify the System
Integrator of any respects in which it considers that the Project Plan does not adequately
ensure that the proposed program of work, proposed methods, and/or proposed
Information Technologies will satisfy the Technical. The System Integrator shall,
within three (3) days of receipt of such notification, correct the Project Plan and
resubmit to the Client. The Client shall notify the System Integrator of any remaining
non-conformities. This procedure shall be repeated as necessary until the Project Plan
is free from non-conformities. When the Project Plan is free from non-conformities,
the Client shall provide confirmation in writing to the System Integrator. This approved
Project Plan (“the Agreed and Finalized Project Plan”) shall be contractually binding
on the Client and the System Integrator.
1.7.2 Monthly Status Report

System Integrator shall submit Monthly Status Report at the end of each calendar
month. The report should include at least:
 Status of the assignment
 Activities behind / ahead of schedule
 Bottlenecks if any
 Assistance required from the Department
 Key issues requiring correction in the data/information maintained by the
IFMIS and RMS
 Performance metrics
 SLA monitoring data sheet/reports
1.7.3 Draft Final Report

System Integrator shall submit all the deliverables as specified in implementation
schedule in form of Draft Final Report.
1.7.4 Final Report
System Integrator shall submit final deliverables as Final Report within one week of
receiving comments on Draft Final Report. This Report should include all chapters of
draft report with Client’s Comments/Suggestions.
All final versions of reports/deliverables shall be delivered in CD ROM in addition to
the two (2) sets of hard copies to be submitted to Project Manager, NEA.
1.8 Relevant Legal Codes and Regulations
System Integrator should ensure the compliance of following while implementing the
solution:
 Nepal Electricity Authority Act, 1984
 NEA Employees Rules and Regulations
 NEA Financial Administration Rules and Regulations
 Electricity Act, 1992
 Nepal Accounting Standards and IFRS/NFRS
 Guidelines issued by NEA/ GoN from time to time
C. TECHNICAL SPECIFICATIONS
2.0 General Technical Requirements
2.0.1 Language Support: All information technologies must provide support for the
English Language. Specifically, all display technologies and software must
support the ISO/ IEC 10646 character set.
2.0.2 DATES: All information technologies MUST properly display, calculate, and
transmit date data, including, but not restricted to 21st-Century date data.
2.0.3 Electrical Power: All active (powered) equipment must operate on 220v +/-
20v, 50Hz +/-2Hz. All active equipment must include power plugs standard in
Nepal.
2.0.4 Environmental: Unless otherwise specified, all equipment must operate in
environments of 1-30 degrees centigrade, 20-80 percent relative humidity, and
0-40 grams per cubic meter of dust.
2.0.5 Safety:
2.0.5.1 Unless otherwise specified, all equipment must operate at noise levels no
greater than 55 decibels.
2.0.5.2 All electronic equipment that emits electromagnetic energy must be certified as
meeting US FCC class B or EN 55022 and EN 50082-1, or equivalent, emission
standards.
2.1 Computing Hardware Specifications

Hardware infrastructure is categorized into Server Room/ Data Centre Infrastructure
and Backup site Infrastructure based on many business and technical factors like
availability, serviceability etc.
To the extent possible existing infrastructure of NEA shall be used (e.g. server room,
optical fiber network, etc.).
are provided in Attachment 3 of this bidding document. Primarily the essential
incremental hardware necessary given at Attachment 6, shall be procured under the
project for the centralized infrastructure and backup site.
Bidder should propose the necessary hardware and networking equipment requirement
of the end user location and provide the specification for the same as part of technical
proposal.
Some of the key business and technical factors considered for the hardware
specifications of envisaged solution are as under:
 Business Factors
o Availability
o Investment Protection
 Technical Factors
o Reliability (System with high fault tolerance)
o Serviceability (including the maintenance/warranty support)
o Adequate server recovery processes/disaster recovery procedures
It is to be emphasized that NEA, through this Project, is seeking a complete set of

integrated and comprehensive services to be provided by the System Integrator and is
not merely looking for a supplier of hardware & software. Bidder is advised to propose
items that are equivalent or better in terms of technical specifications and performance
taking into consideration the nature, size, criticality, scalability, security, etc. The
proposed solution should enable achieving the objectives and service level
requirements. Bidders are encouraged to propose latest technology addressing all the
requirements as given in Bill of Materials. Bidder should make necessary arrangement
for use of virtual machines and its optimization instead of physical server based
deployment.
2.2 Network and Communications Specifications

To the extent possible existing infrastructure of NEA shall be used (e.g. server room,
optical fiber network, PCs/Laptops for users, etc.).
are provided in Attachment 3 of this bidding document. Primarily the essential
incremental hardware necessary given at Attachment 6, shall be procured under the
project.
The Current Network Architecture of NEA is provided in Section 1.1.2, Section VI,
Technical Requirement of this bidding document.
It will be the responsibility of the System Integrator to assess the existing connectivity
and make necessary recommendations to meet the requirements of their proposed
solution.
2.3 Documentation Requirements

The selected bidder will be required to provide procedure documentation for all
operations procedures, and SLA’s (based on ITIL best practices) for all the hardware
and applications provided, such as, backup procedures, system update procedures,
security procedures, failure recovery procedures, upgrade procedures, remote access
procedures, etc. All such procedures and documents must be submitted for review and
approval by NEA prior to adoption.
The overall project documentation including the System Requirement Specification,

Software Design Documents, Test Plans etc. should be prepared in conformity with the
respective IEEE standards.
The documents to be submitted by the System Integrator are specified in
Implementation Schedule of Section V of this document. All documents should be
submitted in both hard and soft copy.
The documents should also be provided by System Integrator for all software
supplied by System Integrator and updated and/or upgraded version of software.
2.4 Consumables and Other Recurrent Cost Items

The System Integrator shall supply consumables required for day-to-day operations of
the Data Centre and other locations covered under the project. These consumables
include, but not limited to, storage media, data cables, UPS batteries etc. During the
warranty and post-warranty period, System Integrator shall not charge any additional
cost to the NEA for replacement of these consumables. The consumables for end user
operations such as CD’s, printer cartridges, paper, etc. shall be procured by NEA.
D. TESTING AND QUALITY ASSURANCE REQUIREMENTS

3.1 Inspections
3.1.1 Factory Inspections: All the hardware, software, Non-IT equipment etc.
should have gone through appropriate factory acceptance test procedures. The
System Integrator would be required to furnish certificates from OEM in this
regard.
3.1.2 Inspections following delivery: All the hardware all software will be inspected
for compliance with the functional and technical requirements as mentioned in
the Bidding Document and as agreed between the Purchaser and the System
Integrator through contract. The System Integrator would provide a
comprehensive list of all the items supplied in accordance with the
implementation schedule.
3.2 Pre-commissioning Tests
3.2.0 In addition to the System Integrator’s standard check-out and set-up tests, the
System Integrator (with the assistance of the Purchaser) must perform the
following tests on the System and its Subsystems before Installation will be
deemed to have occurred and the Purchaser will issue the Installation
Certificate(s) (pursuant to GCC Clause 26 and related SCC clauses).
3.2.1 Functional Requirements Review: The Application developed/customized by
System Integrator shall be reviewed and verified against the Functional
requirements signed-off between the NEA and System Integrator. Any gaps,
identified as a severe or critical in nature, shall be addressed by System
Integrator immediately prior to Go-live of the solution. One of the key inputs
for this testing shall be the traceability matrix to be developed by the System
Integrator for NEA solution. Apart from Traceability Matrix, agency may
develop its own testing plans for validation of compliance of system against the
defined requirements. The acceptance testing w.r.t. the functional requirements
shall be performed by independent third party agency as well as the select
internal department users (User Acceptance Testing) and system has to satisfy
both third party acceptance testing and internal user acceptance testing, upon
which only the system shall go-live.
For conducting the User Acceptance Testing, NEA shall identify the employees
from respective divisions, who shall be responsible for day-to-day operations
of the functions automated through the NEA solution. The system, during the
functional requirements review, shall necessarily satisfy the user acceptance
testing process
3.2.2 Infrastructure Compliance Review: NEA or any other agency on behalf of NEA
shall perform the Infrastructure Compliance Review to verify the conformity of
the Infrastructure supplied by the System Integrator against the requirements
and specifications provided in this bidding document and/or as proposed in the
proposal submitted by System Integrator. Compliance review shall not absolve
System Integrator from ensuring that proposed infrastructure meets the SLA
requirements.
3.2.3 The software developed/customized for NEA shall be audited by the Third
Party Agency (“Agency”) from a security and controls perspective complying
ISO 27001 control objectives. Such audit shall also include the IT infrastructure
and network deployed under this Project. Such independent IT Security Audit
is an important activity to be conducted before the Go-live of NEA solution.
The Purchaser will appoint an independent auditor for the conduct of an IT

Security Audit exercise prior to the solution implemented going live. The
System Integrator will be required to provide all relevant information that
would be required for conducting IT Security Audit exercise limited to Process
Audit and identification of vulnerable security threats. The System Integrator
will be required to implement the recommendations of the IT Security Audit
exercise prior to the solution going live at no additional cost.
There will be a third party audit for IFMIS and RMS solution application prior
to its go-live.
Both audits may cover audit of infrastructure, infrastructure services, application,

security aspects for entire solution, quality and more.
3.3 Operational Acceptance Tests
3.3.1 Pursuant to GCC Clause 28 and related SCC clauses, the Purchaser (with the
assistance of the System Integrator will perform the Operational Acceptance
Tests, against the requirements detailed in the Technical Requirements Section,
on the System and its Subsystems following Installation to determine whether
the System and the Subsystems meet all the requirements mandated for
Operational Acceptance. The Operational Acceptance Test involves user
feedback and acceptance also.
3.3.2 Operational Acceptance will be provided by the Purchaser on successful
completion of all the activities carried out by the system integrator as per the
Scope of Work and Deliverables specified in Section VI. Technical
Requirements, including but not limited to the following:
 Completion of User Acceptance Testing (UAT)
 Certificate of go-ahead from Third Party Security Auditor
 Approval of Pilot Completion Report
 Delivery of training materials
 Completion of Trainings
 Completion of Data Migration for pilot locations

 Delivery of licenses
 Readiness of data center (Installation and Configuration of hardware &
Software)
 Readiness of backup site (testing of SAN to SAN data replication)
 Establishment of help desk
 Approval of all deliverables from S. No. 1 to S. No. 15 mentioned in the
table under E. Implementation Schedule
Operational Acceptance may be provided by the client separately for IFMIS and
RMS, if desired so.
3.3.3 Based on the above and only after being completely satisfied that all the
concerned users of System have access to the System and are using the System
for the respective functional areas, the Purchaser shall issue Operational
Acceptance (Go-Live) for the System.
3.3.4 The System Integrator must agree to above criteria for operational acceptance
and further agree that in order to accept the System, Purchaser must be satisfied
that all of the work has been completed and delivered to Purchaser’s complete
satisfaction and that all aspects of the System perform acceptably. The
operational acceptance of the System shall only be certified when the proposed
system is installed and configured at the sites according to the design and that
all the detailed procedures of operating them have been carried out by the
System Integrator in the presence of Purchaser staff.
3.4 Regular Third Party Audits

3.4.1 During post Go-Live operation & maintenance period, the Purchaser (with the
assistance of the System Integrator may conduct complete or partial audit
through a third party.
3.4.2 During the maintenance and operation period, the NEA will decide on when to
conduct IT Security Audits and the Audit may be assigned to another contractor.
The System Integrator will however be required to provide support as required
to the Independent Third Party Auditor.
3.4.3 This audit may cover audit of infrastructure, infrastructure services, application,
security aspects for entire solution, quality and more.
E. IMPLEMENTATION SCHEDULE
4. Implementation Schedule Table
System Integrator has to ensure the timely delivery of all deliverables of the project including, though not limited to, the following:
Weeks from Effective Date

Activities/Deliverables to (as per Article 3 of this bidding document)
be carried out by System
Integrator (except To
Installation/ Deliverable Remarks
specifically mentioned to From (Delivery/
be carried out by Commissionin Acceptance
(Start) Submission
Purchaser/User) g
)
IMPLEMENTATION
Project Plan as per Deliverable #1:
0 2 - 6
GCC19.1 Project Plan
Deliverable #2: Exit
Exit Management Plan 3 4 6
Management Plan
Deliverable #3:
Capacity Building and Capacity Building
3 4 6
Change Management Plan and Change
Management Plan
Gather User Requirements 3 5 - -
Deliverable #4:
Change Management
Change Management
Workshops (Outside 7 10 12
Workshop
country)
Completion Report
Prepare & Submit Business Deliverable #5:
5 12 - 14
Blueprint Detail Design Business Blueprint

(Start) Submission
Purchaser/User) g
)
Document for IFMIS and Detail Design
RMS Document for IFMIS
and RMS
Deliverable #6: Data
Data Migration Plan for
11 12 14 Migration Plan for
IFMIS & RMS
IFMIS & RMS*
Deliverable #7: SRS
Prepare & Submit detailed
12 16 - - Document for IFMIS
SRS Document
and RMS*
Customization, Deliverable #8: RTM
Configuration and System &UAT Test Cases
13 24 - -
Testing of IFMIS and RMS for IFMIS and RMS*
Modules
Deliverable #9:
Report for Readiness
Report for Readiness of
25 26 - of IFMIS and RMS
IFMIS and RMS solution
solution*
Deliverable #10:
Submission of Project (For IFMIS and
25 26 -
Documents RMS)*
 User Manuals

(Start) Submission
Purchaser/User) g
)
 Technical/Admin
Manuals
 Training
Handouts
 Training e-
Contents
 Any other
documents
User will execute
UAT based on
UAT of IFMIS and RMS 25 - - 28 Test Cases
Submitted by
System Integrator
NEA will hire
Support during Third Party
services of Third
Audit until issue of go-
29 32 - 32 Party Auditor
ahead certificate by Third
separately at its
Party Auditor
own cost
Deliverable #11:
Data Migration
Data Migration of IFMIS
25 32 - 34 Completion Report
and RMS for pilot locations
for pilot locations for
IFMIS and RMS*

(Start) Submission
Purchaser/User) g
)
Deliverable #12:
Capacity building and
Training Completion
training on for pilot 33 36 - 38
report for IFMIS and
locations user
RMS*
Pilot Run of IFMIS and
37 50 -
RMS modules
Incorporation of feedback Deliverable #13:
Operational
during Pilot Implementation Pilot Completion
Acceptance by
and Ready for Go-Live/ 51 52 - 52 Report for IFMIS
client
Operational Acceptance of and RMS*
IFMIS and RMS modules
Deliverable
#14Monthly Project
Progress Report with
Progress Updates 0 52
compliance to SCC
applicable to GCC
clause 19.5
HARDWARE
Hardware & Networking Deliverable#15: Supporting
Components Hardware Installation Document:
(Hardware, except as and Commissioning Delivery Challan
29 32 34 36
required for development & Report &receipt
testing, should be supplied acknowledgement
only after completion of from NEA

(Start) Submission
Purchaser/User) g
)
UAT of IFMIS or RMS,
whichever is earlier, by
NEA)
SOFTWARE
IFMIS, RMS and other
standard software
(Software, except as
required for development &
testing, should be procured Supporting
only after completion of document: License
29 32 36 -
UAT of IFMIS or RMS, Purchasing
whichever is earlier, by Document
NEA- before procuring the
software licenses written
approval from NEA is
required)
OPERATION AND MAINTENANCE
Deliverable #16:
Roll-out of IFMIS and RMS Data Migration
across all locations Completion Report
53 74 - 76
including data migration for IFMIS*
and training Deliverable #17:
Training Completion

(Start) Submission
Purchaser/User) g
)
Report for IFMIS
and RMS*
System Integrator
will also be
Deliverable
required to
#18Monthly Project
Post Go-Live O&M support provide any other
53 208 Progress Report with
(Refer Section VI for details project related
compliance to SCC
on scope) documents, which
applicable to GCC
would be
clause 19.5
identified at a later
stage.
Warranty Period 53 104
Post-Warranty Period 105 156
*In case deliverable is submitted separately for IFMIS and RMS, mention same deliverable number with name of system (i.e.
IFMIS or RMS)
F. REQUIRED FORMAT OF TECHNICAL BIDS

5.1 Description of Information Technologies, Materials, Other Goods, and Services
5.1.1 The Bidder must provide detailed descriptions of the essential technical,
performance, or other relevant characteristics of all key Information
Technologies, Materials, other Goods, and Services offered in the bid (e.g.,
version, release, and model numbers). Without providing sufficient clear detail,
Bidders run the risk of their bids being declared non-responsive.
5.1.2 To assist in the bid evaluation, the detailed descriptions should be organized
and cross referenced in the same manner as the Bidder’s item-by-item
commentary on the Technical Requirements described in Section 5.2 below.
All information provided by cross reference must, at a minimum, include clear
titles and page numbers.
5.2 Item-by-Item Commentary on the Technical Requirements
5.2.1 The Bidder must provide an item-by-item commentary on the Purchaser’s
Technical Requirements, demonstrating the substantial responsiveness of the
overall design of the System and the individual Information Technologies,
Goods, and Services offered to those Requirements, see ITB Clause 16.2 (b)
(ITB Clause 14.2 (b) in the two-stage SBD).
5.2.2 In demonstrating the responsiveness of its bid, the Bidder is strongly urged to
use the Technical Responsiveness Checklist provided in Section G and provide
compliance to all specification requirements as mentioned in Section C and
Attachment 6 & 8 of the Section VI: Technical Requirements. Failure to do
so, increases significantly the risk that the Bidder’s Technical Bid will be
declared technically non-responsive. Among other things, the checklist should
contain explicit cross references to the relevant pages in the Bidder’s Technical
Bid.
5.3 Preliminary Project Plan
5.3.1 The Bidder must prepare a Preliminary Project Plan describing, among other
things, the methods and human and material resources that the Bidder proposes
to employ in the design, management, coordination, and execution of all its
responsibilities, if awarded the Contract, as well as the estimated duration and
completion date for each major activity. The Preliminary Project Plan must also
address the topics and points of emphasis specified in
“SCC Clause 19” including any additional items stated in the Bid Data Sheet
for ITB Clause 16.2 (c). The Preliminary Project Plan should also state the
Bidder’s assessment of the major responsibilities of the Purchaser and any other
involved third parties in System supply and installation, as well as the Bidder’s
proposed means for coordinating activities by each of the involved parties to
avoid delays or interference.
5.3.2 In addition to the topics and points of emphasis, the Preliminary Project Plan
MUST address Data Migration Plan, Business Continuity Plan, Risk
Management Plan and Exit transition Plan for handover of Infrastructure/
Services.
5.3.3 The Preliminary Project Plan, must it be submitted in a specific word processing
format (.mpp or .xls or any other compatible format) in addition to hard copy.
5.4 Confirmation of Responsibility for Integration and Interoperability of
Information Technologies
5.4.1 The Bidder must submit a written confirmation that, if awarded the Contract, it
shall accept responsibility for successful integration and interoperability of all
the proposed Information Technologies included in the System, as further
specified in the Bidding Document.
G. TECHNICAL RESPONSIVENESS CHECKLIST
6.1 Technical Responsiveness Checklist
Note to Bidders: The following Checklist is provided to help the Bidder organize and
consistently present its Technical Bid. For each of the following Technical Requirements,
the Bidder must describe how its Technical Bid responds to each Requirement. In addition,
the Bidder must provide cross references to the relevant supporting information, if any,
included in the bid. The cross reference should identify the relevant document(s), page
number(s), and paragraph(s). The Technical Responsiveness Checklist does not supersede
the rest of the Technical Requirements (or any other part of the Bidding Documents). If a
requirement is not mentioned in the Checklist that does not relieve the Bidder from the
responsibility of including supporting evidence of compliance with that other requirement
in its Technical Bid. One- or two-word responses (e.g. “Yes,” “No,” “Will comply,” etc.)
are normally not sufficient to confirm technical responsiveness with Technical
Requirements.
Bidder’s
Bidder’s cross
Tech.
technical references to
Requir
Technical Requirement Mandatory reasons supporting
ement
supporting information
No.
compliance in Technical
Bid
1. Certificate of Incorporation/ Yes
Registration
2. Certificate of being in business Yes
operation
3. Balance sheets and Profit & Loss Yes
statement for last three consecutive
years
4. Certificate for Average Annual Yes
Turnover
5. Certificate for Net worth Yes
6. Certificate on number of IT Yes
Personnel working on payroll
7. Past Seven Experience Details Yes
8. Form for Signature Authorisation Yes
9. Manufacturer’s Authorization Yes
Form
10. List of Proposed Subcontractors Yes
11. Software List Yes
12. List of Custom Materials Yes
Bidder’s
Bidder’s cross
Tech.
technical references to
Requir
Technical Requirement Mandatory reasons supporting
ement
supporting information
No.
compliance in Technical
Bid
13. General Information Form Yes
14. General Information Systems Yes
Experience Record
15. Joint Venture Summary Yes
16. Particular Information Systems Yes
Experience Record
17. Details of Contracts of Similar Yes
Nature and Complexity
18. Summary Sheet: Current Contract Yes
Commitments / Work in Progress
19. Litigation History Yes
20. Undertaking to comply with the Yes
functional requirement
specifications
21. Undertaking to comply with the Yes
technical requirements
22. Undertaking on Resource Yes
Deployment
23. Work Schedule and planning for Yes
deliverables
24. Team Composition, Assignment, Yes
and Resources’ inputs
25. Undertaking on Compliance and Yes
Sizing of Infrastructure
26. Compliance on qualification and Yes
experience requirements for each
key resource
27. Undertaking on Service Level Yes
Compliance
28. Specifications for End-user Yes
desktops, laptops, printers and
scanners for using IFMIS and RMS
system
6.2 IT Security Consideration Table

Bidder must provide the compliance against following security feature:
IT Security Considerations Table
Details of
Required Compliance non-
S No Features
(Yes/No) compliance if
applicable
1 Operating Systems Hardening
1.1 Install all the latest patches and Yes
updates for the OS.
1.2 Install only required services and Yes
applications as per user
requirements.
1.3 Close all unnecessary network ports. Yes
1.4 Remove all guest and unnecessary Yes
account for login to the OS.
1.5 Enable logs to record all Yes
logins/logout from the OS.
1.6 User ID to be of a minimum of 7 Yes
alphanumeric characters.
1.7 User accounts that have been Yes
inactive for more than 60 days
should be disabled.
1.8 Shared user IDs should not be issued Yes
to multiple users when it is
technically feasible to provide
individual IDs.
1.9 Five successive failures should result Yes
in a user’s account being locked;
they should not be able to login until
their account is unlocked and the
password is reset.
1.10 Password to be of a minimum of 8 Yes
alphanumeric characters and should
not contain the user name or user ID.
Password should be able to accept
special characters such as ! @ # $ %
?
1.11 Passwords should be configured to Yes
expire after a maximum of 60 days
and a new password created.

Details of
S No Features
applicable
1.12 Initial password provided to any user Yes
and on any password reset request,
should be a one-time password (user
is forced to change the password on
first log in).
1.13 Document all measures taken for Yes
1.1 to 1.12
2 Audit Trail and Logs
2.1 An audit trail module should be Yes
available and accessible to
authorised users only.
2.2 Auditing of all user logins to the Yes
system.
2.3 Auditing of all unsuccessful login Yes
attempts.
2.4 Auditing of all user Yes
action/operations within the system
so as to capture and preserve all
information associated with the
creation, update and deletion of data
within the system.
2.5 Auditing of all changes done on a Yes
user profile and access rights.
2.6 Authorised users should be able to Yes
search audit trail information via a
user-friendly search facility and by
filtering fields such as User ID,
Transaction Date and Time,
Operation Type, Activity amongst
others.
Authorised users should be able to
print the resulting view.
2.7 Audit trail data must be stored in a Yes
secured manner and must not be
editable by any user
2.8 Archiving of audit trails data and Yes
logs to be available in the system.
2.1 to 2.8
3 Error Handling

Details of
S No Features
applicable
3.1 An appropriate error-handling Yes
mechanism should be devised. For
all errors encountered in the
application, the user should be
directed to an appropriate error
message/page that does not disclose
technical details like error codes,
hosting platform details, software
version details, or database records
information.
3.2 Appropriate logs should be Yes
generated for all application errors
that allow identification and source
of the error. These logs should be
accessible to authorized users only.
3.3 All application failures and Yes
exceptions should be handled in a
secure way.
3.1 to 3.3
4 Database Hardening
4.1 Install all the latest patches for the Yes
database.
4.2 Install only required services as per Yes
user requirements.
4.3 Remove all unnecessary accounts for Yes
login to the database.
4.4 All default passwords should be Yes
changed upon installation and null
passwords should not be used for any
account.
not contain the user name or user ID.
special characters such as ! @ # $ %
? as may be applicable for the
specific database being used.
4.6 Enable logs to record all Yes
logins/logout from the database.

Details of
S No Features
applicable
4.7 All access to the database should be Yes
secured and encrypted.
4.8 Database component/tool to control Yes
access of privileged database
account.
4.9 Document all measures taken for 4.1 Yes
to 4.8
5 Networking Equipment
5.1 Authentication mechanism to Yes
restrict access only to authorized
personnel
5.2 Implementation of a complex Yes
SNMP community string for each
network device
5.3 Implement a preset maximum Specify
invalid logon attempt
5.4 Availability of automatic close- Specify
down feature of communication
after lapse of idle time
5.5 Shutdown the Telnet service or Yes
restrict telnet to only secured
terminals and allow SSH. Use SSH
to manage the Network Devices
(Switch/Router).
5.6 For L3 switch, bind all ports to Yes
respective devices and disabled
unused ports.
5.7 Features to customize a banner on Yes
every network device
5.8 “Password Encryption Service” Yes
features in all the routers and other
relevant network devices.
5.9 Install all the latest patches and Yes
update for the network equipment
OS
5.10 Ability of critical network Yes
equipment to operate in a fail over
mode
5.11 MAC address based security Specify
(802.1x)

Details of
S No Features
applicable
5.12 Ability to support RADIUS Specify
protocol.
5.1 to 5.12
6. Security Infrastructure
6.1 Provide mechanism to prevent Specify
malware threats in the NEA system
6.2 Set up of VLANs where required Specify
for segregating the networks
6.1 to 6.2
7 IT Security Policy
7.1 Elaboration of an IT security policy Yes
for the system
7.2 The IT Security Policy will include Yes
procedures/guidelines in line with
the policies, which will be reviewed
with User representatives.
8 ISO 27001
8.1 Implementation of applicable ISO Yes
27001 standards
9 Independent IT Security Audit
9.1 Support to IT Security Auditor to be Yes
appointed by NEA
9.2 Implementation of Yes
recommendations of the IT Security
Audit exercise
10 Other IT Security Deliverables
10.1 Submission of test scripts and test Yes
results for IT Security measures
implemented in the system
10.2 Elaborate an IT Risk Assessment Yes
document for the system.
10.3 The system to abide with the Nepal Yes
IT security policy and any other
systems security policies with which
it will be interfacing.

Details of
S No Features
applicable
10.4 Implement the recommendations Yes
made by the independent third party
IT Security auditor at no additional
cost.
10.5 Submission of Status report on Yes
Implementation of the NEA System
Security Consideration
11 Access Control for ALL
Components/Systems which are
customised
11.1 All access to the application should Yes
be according to role-based model.
11.2 All access roles defined should be Yes
implemented via a centralized
access control matrix module with
ability to restrict access at the level
of menu/function.
characters. Upon creation of a User
ID, the system must accept both
alphabetical and numeric characters.
11.4 User accounts that have been Yes
inactive for a predefined number of
days should be disabled. The
predefined number of days should
be a parameter available only to the
system administrator.
11.5 Unnecessary user accounts (e.g. test Yes
or guest accounts) must be disabled.
passwords should not be used for
any account.
11.7 The application should not allow a Specify
user to have more than one active
session.
11.8 Upon login, the user should be Yes
presented with date and time of last
login and logout, along with contact
information of the system
administrator.

Details of
S No Features
applicable
11.9 A predefined number of successive Yes
authentication failures should result
in a user’s account being locked; the
user should not be able to login until
the account is unlocked and the
password reset.
An account unlocking mechanism
will be reviewed by the user
representatives and other
stakeholders prior to
implementation. The predefined
number of authentication failures
should be a parameter available
only to the system administrator.
not contain the user name or user
ID.
special characters such as ! @ #
$%?
11.11 Passwords must be encrypted prior Yes
to storage and saved in an encrypted
format.
11.12 Initial password provided to any Yes
user and on any password reset
request should be an auto generated
one-time password.
11.13 Passwords should be configured to Yes
expire after a predefined number of
days with prior notifications to the
user.
The predefined number of days
A password resetting mechanism
implementation.

Details of
S No Features
applicable
11.14 Availability of an interface for users Yes
to change their password (after
authentication). Users should be
prompted to enter the current
password. The system should not
allow users to retain their current
password as their new password.
11.15 After authenticating with an initial Yes
or a one-time password the user
should be automatically forced to
change the password.
11.16 User access to application will be Yes
locked after an agreed idle time and
user will be required to re-
authenticate to access the system.
11.17 All user access to the system should Yes
be encrypted via TLS.
11.18 CAPTCHA feature to be Yes

implemented for all user registration
to prevent automated scripts from
creating fake users.
12 Access Control for ALL
Commercial Off-the-Shelf
Systems/Components
12.1 Only authorised users should be Yes
able to access the system via an
authentication mechanism.
12.2 All access to the application should Yes
be according to role-based model.
12.3 All access roles defined should be Specify
implemented via a centralized
access control matrix module with
ability to restrict access at the level
of menu/function.
characters. Upon creation of a User
ID, the system must accept both
alphabetical and numeric characters.

Details of
S No Features
applicable
12.5 User accounts that have been Specify
inactive for a predefined number of
days should be disabled. The
predefined number of days should
be a parameter available only to the
system administrator.
12.6 Unnecessary user accounts (e.g. test Yes
or guest accounts) must be disabled.
passwords should not be used for
any account.
12.8 The application should not allow a Specify
user to have more than one active
session
12.9 Upon login, the user should be Specify
presented with date and time of last
login and logout, along with contact
information of the system
administrator
12.10 A predefined number of successive Specify
authentication failures should result
in a user’s account being locked; the
user should not be able to login until
the account is unlocked and the
password reset.
An account unlocking mechanism
implementation. The predefined
number of authentication failures

Details of
S No Features
applicable
not contain the user name or user
ID.
special characters such as ! @ #
$%?
12.12 Passwords must be encrypted prior Yes
to storage and saved in an encrypted
format.
12.13 Initial password provided to any Specify
user and on any password reset
request should be an auto generated
one-time password.
12.14 Passwords should be configured to Specify
expire after a predefined number of
days with prior notifications to the
user.
The predefined number of days
A password resetting mechanism
implementation.
12.15 Availability of an interface for users Yes
to change their password (after
authentication). Users should be
prompted to enter the current
password. The system should not
allow users to retain their current
password as their new password.
12.16 After authenticating with an initial Yes
or a one-time password the user
should be automatically forced to
change the password.

Details of
S No Features
applicable
12.17 User access to application will be Yes
locked after an agreed idle time
(configurable) and user will be
required to re-authenticate to access
the system.
12.18 All user access to the system should Yes
be encrypted
12.20 CAPTCHA feature to be Yes
implemented for all user registration
to prevent automated scripts from
creating fake users.
6.3 Reference Sites for Past Experience
Bidders should mandatorily submit all information on customer reference sites as per
Tables for Reference sites. Incomplete or non-submission may entail rejection of
proposal.
Details of
Compliance of
non-
Reference Sites Required Specification
Compliance if
Offered
applicable
Solution
No. of reference site where At least Three (3) sites
bidder has successfully together with testimonials
implemented ERP product from customers as
(covering at least Finance, evidence of satisfactory
Inventory & HRMS modules) performance. In case of
being offered in Government non-submission of
bodies/PSUs/Companies on or testimonials, reference
after January 2009. sites may not be
considered.
No. of reference site where At least One (1) sites
bidder has successfully together with testimonials
implemented covering Metering, from customers as
billing and collection being evidence of satisfactory
offered in Government performance. In case of
bodies/PSUs/Companies for non-submission of
minimum 1 million consumers testimonials, reference
on or after January 2009. sites may not be
considered.
6.4 Resource Qualification and Experience Requirement

Details of Non-
Position Compliance
Key Experts Qualification & Skills Experience compliance if
No. (Yes / No)
applicable
1. Project Manager/  Post Graduate with  Experience serving as a
Team Leader minimum one year Project Manager for a large
Diploma in IT OR Post and complex public sector
Graduate in IT system implementation project
 Minimum 15 years of  Experience in system
total experience out of implementation in power
which 5 years of sector
experience as Project  Experience working with
Manager/Team Lead senior management in an
 ERP module advisory capacity
Certification.  Experience in managing end-
to-end large-scale system
implementations for
ERP/COTS product being
proposed
2. Finance Expert  Post Graduate in Finance  Experienced in integrated
or Chartered Accountant financial systems and skilled
or equivalent in defining best practices in
 Minimum 7 years of total financial management
experience out of which 5  Breadth of knowledge in
years of relevant financial processes and
experience systems
 Depth of knowledge in the
areas of General Ledger, Chart
of Accounts, government
financial processes
 Experience in Business
Analysis & requirements
Details of Non-
Position Compliance
No. (Yes / No)
applicable
definition, Financial Control
processes and methodologies,
Organization Planning,
development and staffing
training
 Experience working in
financials on a large-scale
public sector implementation
project
 Experience in customizing any
Financial Accounting/
Financial Management System
(for ERP product being
proposed)
3. Finance & Asset  Post Graduate in Finance  Experience as an Application
Management or Chartered Accountant lead on a large and complex
Module Lead or equivalent public sector project
 Minimum 7 years of total  Experience in customization
experience out of which 5 of Finance & Asset Module
years of relevant for ERP product being
experience proposed
 ERP module Certification
in Finance & Accounts
4. Material  Post Graduate in IT/  Experience as an Application
Management Engineering/Management lead on a large and complex
Module Lead or equivalent public sector project
experience out of which 5 of Material Management
years of relevant Module for ERP product being
experience proposed
Details of Non-
Position Compliance
No. (Yes / No)
applicable
in Material Management
5. Human Resource  Post Graduate in IT/HR/  Experience as an Application
Management Engineering/Management lead for a large and complex
Module Lead or equivalent public sector system
experience out of which 5 of Human Resource
years of relevant Management Module for ERP
experience product being proposed
in HR
6. Power Sector  Post Graduate in Power  Depth of knowledge in the
Domain Expert /Electrical/ Engineering areas of Power Utilities from
or equivalent smart metering,, Billing and
 Minimum 7 years of total Collection and Energy Audit
experience out of which 5  Experience in area of Power
years of relevant Utilities from smart metering,,
experience Billing and Collection and
Energy Audit
7. Metering, Billing  Post Graduate in  Experience as an Application
and Collection IT/Power/ lead on a large and complex
Module Lead Engineering/Management public sector project
or equivalent  Experience in customization
 Minimum 7 years of total of Metering, Billing and
experience out of which 5 Collection product being
years of relevant proposed
experience
in Metering, Billing and
Collection
Details of Non-
Position Compliance
No. (Yes / No)
applicable
8. Infrastructure  Post Graduate in IT/  Experience in ICT
Expert Engineering infrastructure projects of
/Management or similar scale
equivalent  Experience in implementing
 Minimum 7 years of total large ICT projects
experience out of which 5
years of relevant
experience.
9. System  Post Graduate in IT/  Experience in solution being
Administrator Engineering proposed for this project
/Management or  Experience in monitoring of
equivalent the health of the systems to
 Minimum 7 years of total ensure optimum performance
experience out of which 5 of system
years of relevant  Experience in implementing
experience similar projects
 Certification in offered
technology is preferable
10. Database  Post Graduate in IT/  Experience in managing
Administrator Engineering Database being proposed for
/Management or this project
equivalent
 Minimum 7 years of total
experience out of which 5
years of relevant
experience
 Database Certification
6.5 Minimum Technical Specifications- Hardware & Networking
6.5.1 Integrated Data Centre Rack Solution (for Data Centre)
Details of Non-
S. Compliance
Specification- Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1 42U Rack -02 numbers: 42 U racks of dimension 800 mm x 1000 mm,
Intelligent Integrated Infrastructure with inbuilt hot and cold aisle containment of 2
racks should cater IT load up to 15 KVA.
2 Inbuilt PAC - Rack based Air Cooling in each set or Rack (02 Nos.) should be of
7kW capacity N+N topology
 Cooling System should be DX type in N+N Topology
 Split indoor & Outdoor unit design
 Capacity modulation system to work on variable load.
3 UPS - Should be of 20 kVA in N+ N topology (Total 40KVA), rack mountable with
pf up to 0.9 and efficiency at least 92%. Other features of UPS system are as follows:
 True On-line UPS with Widest input range (228V-478V) Single Phase/
Three Phase
 Double conversion and IGBT technology: Full IGBT Rectifier /Battery
Charger and IGBT based Inverter
 Facility for remote monitoring
 N+N redundancy should be provided.
 30 minutes backup time
4 PDU - Standard Rack PDU (Vertical) - with 16 sockets (12 IEC C13 & 4 IEC C19)-
02 Nos. for each Rack with 2.5 meter power chord (each rack is having two PDU's).
5 Fire detection and suppression system: Fire detection and suppression system
should be rack mounted. It should have Fire alarm and fire suppression unit and the
fire suppression agent should be NOVEC 1230 Gas as per NFPA 2001 guidelines
Details of Non-
S. Compliance
Specification- Compliance if
No. (Yes/ No)
applicable
6 Environmental Monitoring - Each set of intelligent rack (02 Nos.) should include
basic environmental system to check below parameters -
 Smoke Detector
 Water Leak Detection system
 Rodent Repellant System
 Temperature/ Humidity Sensor
 Door Sensor
 Alarm beacon
 Email notifications
7 The Intelligent integrated infrastructure would provide much functionality and some
of the key functionalities are - Cold Contained Front Aisle & Rear Contained Hot
Aisle, insulation, remote management and single point of service.
8 Biometric access control system provided should be controlled by access control
panel
9 Components like Rack, Cooling, UPS and monitoring system should be from same
OEM.
10 UPS, PAC, Environmental Monitoring controllers, Rack PDU’s and other power
and cooling proposed systems should be provided with any of the communication
protocols like: SNMP/Modbus/Modbus RS485/Bacnet over IP to integrate with the
upcoming centralized data centre monitoring and management solution
6.5.2 Integrated Data Centre Rack Solution (for Backup Site)
Specification- Details of Non-

S. Compliance
Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1 42U Rack -01 number: 42 U rack of dimension 800 mm x 1000 mm,
Intelligent Integrated Infrastructure with inbuilt hot and cold aisle containment of 1
rack should cater IT load up to 7 KVA.
2 Inbuilt PAC - Rack based Air Cooling in each set or Rack (01 Nos.) should be of 7kW
capacity
 Cooling System should be DX type
 Split indoor & Outdoor unit design
 Capacity modulation system to work on variable load.
3 UPS - Should be of 10 kVA in N+ N topology (Total 20KVA), rack mountable with pf
up to 0.9 and efficiency at least 92%, Other features of UPS system are as follows:
 True On-line UPS with Widest input range (228V-478V) Single Phase/ Three
Phase
 Double conversion and IGBT technology: Full IGBT Rectifier /Battery Charger
and IGBT based Inverter
 Facility for remote monitoring
 N+N redundancy should be provided.
 30 minutes backup time
4 PDU - Standard Rack PDU (Vertical) - with 16 sockets (12 IEC C13 & 4 IEC C19).
With 2.5 meter power cord – Rack will have two PDU's).
5 Fire detection and suppression system: Fire detection and suppression system should
be rack mounted. It should have Fire alarm and fire suppression unit and the fire
suppression agent should be NOVEC 1230 Gas as per NFPA 2001 guidelines
Specification- Details of Non-

S. Compliance
Compliance if
No. (Yes/ No)
applicable
6 Environmental Monitoring - should include basic environmental system to check
below parameters -
 Smoke Detector
 Water Leak Detection system
 Rodent Repellant System
 Temperature/ Humidity Sensor
 Door Sensor
 Alarm beacon
 Email notifications
7 The Intelligent integrated infrastructure would provide much functionality and some of
the key functionalities are - Cold Contained Front Aisle & Rear Contained Hot Aisle,
insulation, remote management and single point of service.
8 Biometric access control system provided should be controlled by access control panel
9 Components like Rack, Cooling, UPS and monitoring system should be from same
OEM.
10 UPS, PAC, Environmental Monitoring controllers, Rack PDU’s and other power and
cooling proposed systems should be provided with any of the communication protocols
like: SNMP/Modbus/Modbus RS485/Bacnet over IP to integrate with the upcoming
centralized data centre monitoring and management solution
6.5.3 Data Base Servers and BI/Reporting Server

Details of Non-
Compliance
S. No. Specification - Database Server Compliance if
(Yes/ No)
applicable
A Offered Make
B Model
1 64 Bit RISC/x86 Processor
2 Two number of latest generation processors with minimum 32 cores scalable to 48 cores
5 Blade/ Rack form factor
Server should be configured with Minimum 256 GB DDR4 memory scalable up to 512
6
GB memory
Min 2 x 10 Gigabit Ethernet ports on-board or via one or more full bandwidth PCI-E
7
card(s)
8 Two Nos. of 8 Gbps FC HBA ports to be provided.
Should be configured with minimum 4 x dual ported 300 GB, 10K rpm, latest
9
SAS/SCSI/FC/SSD Hot pluggable hard drives.
10 Server should be supplied with OEM Server Management software
Servers shall be provided with the capability of being partitioned. In case of partitioning,
each partition shall have its own operating system instance, host name and IP address.
11
Server should be configured with necessary and all virtualization software to create
partitions and manage these partitions
Operating system should be included with server with the following features:
Volume management to allow the creation, expansion and shrinking of volumes and
dynamically mirrored volumes
Journalized file systems with an encryption option and snapshot capability to create
13
snapshots without un mounting the file system.
Workload management
Patch management system
Dynamic multipath I/O for fiber channel and SCSI I/O paths for disk and tape devices
14 Dedicated 10/100 Ethernet port for Web based remote interface and remote console
All the necessary tools, licenses, connectors for Ethernet / Fibre / USB / Power etc. required
15
for making the system operational shall be provided by the SI/IP.
6.5.4 Servers- Other Servers
Compliance Details of Non-

S. No. Specification - Other Server Compliance if
(Yes/ No) applicable
A Offered Make
B Model
1 64 Bit RISC/x86 Processor
Minimum two number of latest generation processors with minimum 16 cores
2
scalable to 32 cores
5 Blade/ Rack form factor
Server should be configured with Minimum 128 GB DDR4 memory scalable
6
up to 512 GB memory
Min 2 x 10 Gigabit Ethernet ports on-board or via one or more full bandwidth
7
PCI-E card(s)
8 Two Nos. of 8 Gbps FC HBA ports to be provided.
Should be configured with minimum 2 x dual ported 300 GB, 10K rpm, latest
9
SAS/SCSI/FC/SSD Hot pluggable hard drives.
10 Server should be supplied with OEM Server Management software
Servers shall be provided with the capability of being partitioned. In case of
11 partitioning, each partition shall have its own operating system instance, host
name and IP address.
Server should be configured with necessary and all virtualization software to
12
create partitions and manage these partitions
13 Operating system should be included with server with the following features:
Volume management to allow the creation, expansion and shrinking of volumes
14
and dynamically mirrored volumes
Compliance Details of Non-

S. No. Specification - Other Server Compliance if
(Yes/ No) applicable
Journalized file systems with an encryption option and snapshot capability to
15
create snapshots without un mounting the file system.
16 Workload management
17 Patch management system
Dynamic multipath I/O for fiber channel and SCSI I/O paths for disk and tape
18
devices
Dedicated 10/100 Ethernet port for Web based remote interface and remote
19
console
All the necessary tools, licenses, connectors for Ethernet / Fiber / USB / Power
20
etc. required for making the system operational shall be provided by the SI/IP.
6.5.5 SAN Storage

Details of Non-
S. Compliance
Specifications- SAN Storage Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
Active-active RAID controllers with Cluster Failover.
Storage Controller Should support non-disruptive replacement/repair of
1
Architecture failed controller or any component and redundancy of
Power supplies, Battery systems & Fan subsystems
The storage array should support industry-leading
Operating System & Operating System platforms including: Windows
2
Clustering Support Server 2008, Windows 2012, Vmware, Sun Solaris,
HP-UX, IBM-AIX, and Linux.
The Storage Array shall be offered with Minimum
4 usable 40 TB Capacity in RAID 1+0 using Minimum
300 GB 10K RPM drives.
Capacity & Scalability Storage shall be scalable to minimum of 60 TB using
5
300GB drives.
Array shall support SSD drives to boost IOPS
6
performance.
The Storage system shall be configured with minimum
of 16 GB usable First Level read / write data cache per
controller (32 GB total usable read / write data cache for
7 Cache controller pair). Cache should be implemented in the
storage controllers and Cache shall be mirrored across
both controllers. Cache shall be dynamically managed
for both Read and Write operations.
8 Throughput End - to- End throughput should be minimum 8 Gbps
The storage sub system to be quoted shall be configured
9 Performance: to deliver minimum 8000 Disk IOPS with 15ms
response time or less. If meeting this requirement
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
requires additional disk and cache, controller ports etc.,
the same shall be configured. The Bidder is required to
submit performance certification from the storage
OEMs in this regard.
Offered Storage Array shall be configured in a No
Single Point of configuration including Array
10 No Single point of Failure
Controller card, Cache memory, FAN, Power supply
etc.
Offered Storage Array shall support 6Gbps dual-ported
300 / 450 / 900GB hot-pluggable Enterprise SAS hard
11 Disk Drive Support
drives, 100 / 200 / 400 GB SLC SSD Drives along with
SAS MDL 2TB / 3TB drives.
Offered Storage Subsystem shall support Raid 0, 1, 1+0,
5 and Raid 6.
Raid Support &
12 The Storage system shall support intelligent hardware
Virtualization
RAID controllers to implement hardware mirroring at
storage controller level.
All software licenses (Storage Management, Full
volume copy and point-in- time copy software required)
should be for the total configured capacity in the SAN
Storage System.
Offered storage shall support storage tiering i.e.
dynamic migration of Volume from one Raid set to
13 Storage Software another set while keeping the application online. For
effective data tiering, Storage subsystem shall support
automatically Policy based Sub-Lun Data Migration
from one Set of drive Tier to another set of drive tier.
Bidder shall offer the license of all the storage software
based on the overall usable capacity configured in the
array.
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
In case of Power failure, Storage array shall have de-
14 Data Protection
stage feature to avoid any data loss.
Offered Storage shall have minimum of 4 host ports for
connectivity to servers running at 8Gbps speed scalable
up to 12 host ports.
Host Ports & Back-end
18 Offered storage shall have two additional IP ports for
Ports
the storage-based replication.
Offered storage shall have 16 number of SAS Back-end
lanes running at 6Gbps speed.
Global hot spare shall be configured as per industry
19 Global Hot Spare
practice.
The storage array should support hardware based data
replication at the array controller level. The replication
20
software shall support both Asynchronous and
DR/Replication Synchronous.
The licenses for the replication will be array based.
21 Required licenses will be configured as future
requirement of this project.
Offered storage array shall be supplied with Thin
22 Thin Provisioning
provisioning for complete array supported raw capacity.
Offered storage shall support online non-disruptive
23 Maintenance
firmware upgrade for both Controller and disk drives.
6.5.6 Server Load Balancer

Details of Non-
S. Compliance
Specification- Server Load Balancer Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1 Able to synchronize configurations, connection-states and persistence to provide stateful-
failover of applications.
2 Shall support Fast Ethernet IEEE 802.3u) and Gigabit Ethernet ports (IEEE 802.3ab or
802.3z).
3 Should be high performance purpose built hardware with multicore CPU support. The
appliance should support GSLB across 2 or more Locations
4 The appliance should have 16 GB RAM and up to 10Gbps of system throughput to support
multiple load balancing features and functions.
5 Supports both CLI via SSH and web-based GUI configuration and administration.
6 Able to support links aggregation (802.3ad) and LACP (Link Aggregation Control
Protocol)
7 Should able to load balancer both TCP and UDP based applications with layer 2 to layer
7 load balancing support.
8 Able to support dynamic load-balancing algorithms such as fastest-response, least-
connections, combinations of fastest-response and least-connections, and based on
specific server resources (such as CPU, memory, network utilization etc.).
9 The appliance should support wide range of server load balancing algorithms such as
round robin, weighted round robin, least connection shortest response, proximity, SNMP,
SIP session ID, hash header etc.
10 Should support Multi-level policy routing for intelligent traffic distribution to backend
servers.
11 Support for policy nesting at layer7 and layer4, solution should able to combine layer4
and layer7 policies to address the complex application integration.
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
12 Should support algorithms for Traffic load balancing such as round robin, least
connections, shortest response and SNMP.
13 Should provide performance optimization using TCP connection multiplexing, TCP
buffering and IEEE 802.3ad link aggregation. Support for TCP optimization options
including windows scaling, timestamp & Selective.
14 Should provide advanced high performance memory/packet based reverse proxy Web
cache; fully compliant with HTTP1.1 to enhance the speed and performance of web
servers.
15 Should provide support for cache rules/filters to define granular cache policies based on
cache-control headers, host name, and file type.
16 Should support OCSP protocol to check the validity of the certificates online. Certificate
bases access control, CRL's (HTTP, FTP, and LDAP) support.
17 Able to support IPv6-IPv4 and IPv4-IPv6 translations.
18 Able to support a mixed combination of IPv6 and IPv4 virtual addresses and nodes.
19 IPv6 gateway should provide compressive support for IPv6 functions to help with ipv4-
to-ipv6 transition without business disruption and should provide support for dual stack,
DNS64, NAT 64, DNS 46, NAT 46, IPv6 NAT.
20 Should support various deployment modes for seamless integration including reverse
proxy (IPv6 to IPv4, IPv4 to IPv6) and IPv6 to IPv6 transparent and reverse proxy mode.
21 Should support advance ACL's to protect against network based flooding attacks.
Administrator should able to define ACL’s rules based on connections per second (CPS)
and concurrent connections (CC), cookie value.
22 Appliance should have security features like reverse proxy firewall, Syn-flood and dos
attack protection features from the day of installation.
23 Proposed solution should provide integrated WAF functionality to protect against layer7
attacks and should support deep packet inspection
24 Able to support DoS mitigation through connection proxy.
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
25 Able to perform 1st level client authentication (based on LDAP, RADIUS, TACACS or
client-side certificate), independently of the servers.
26 Supports FIPS (Federal Information Processing) and AES (Advanced Encryption
Standard) encryption.
27 Should provide comprehensive and reliable support for high availability with Active-
active & active standby unit redundancy mode.
28 Should support built in failover decision/health check conditions (both hardware and
software based).
29 Able to detect system failure or shutdown/reboot, and perform failover to ensure high
availability, by using network and serial-connection based heartbeat.
30 Supports SOAP/XML messages from third party applications or devices to modify
configuration of the load balancer.
31 Able to support content based application monitoring, such as HTTP/HTTPS, FTP
(passive/active), POP3, IMAP, SIP, SMTP, telnet, RADIUS, LDAP (with TLS or over
SSL), Oracle, MySQL and SOAP.
32 Able to support external customized monitors to perform extended health-checks on the
servers and other devices.
33 Capable to be integrated with latest NMS/EMS platforms
6.5.7 Router
Details of Non-
S. Compliance
Specification- Router Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. Router Architecture: The router architecture should have following features
2. The router architecture should have Modular Chassis with following features
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
3. The router architecture should have Ethernet LAN Ports -> 4 x 10/100/1000 Mbps. It
must have additional 4 x Gigabit Ethernet modules SFP type
4. The router architecture should have E1 V.35/G.703 Ports ->1 port with MLPPP support
5. Console Port -> 1
6. Memory Required: Minimum RAM Required -> 1GB
7. Minimum Flash Memory Required -> 1GB
In case proposed Router does not match the Flash memory requirement, Supplier shall
ensure to provide adequate memory to accommodate all OS features required at present
or in future.
8. Performance Requirements for 64 byte packet -> Minimum 1000 Kpps
9. QoS ->ToS, CoS, Queuing, prioritizing, Resource Reservation Protocol (RSVP)
10. Should support multiple levels of access control for the management and troubleshooting
11. RIP, BGP4, Policy based Routing, PPP, OSPF Version 2 as per RFC 1583 / RFC 1793,
and should have Support for IPV6.
12. Re-distribution of routes from on Routing protocol should not be a bottleneck. All the
above features should be provisioned in the router from day 1.
13. Router should support features like MPLS, L2 VPN, L3 VPN etc.
14. Congestion Management:
15. The router should have proper congestion management to eliminate Network congestion
when the link is overloaded.
16. Random Early Detection, Weighted Fair/priority Queuing,
17. IP precedence or DSCP.
18. IP Multicasting: Type Forwarding -> MBGP/PIM-DM/PIM-SM
19. The following accounting features should be supported:
20. Packet & Byte Counts
21. Start Time Stamp & End Time Stamps.
22. Network Time Protocol
23. Input & Output interface ports.
24. Type of service, TCP Flags & Protocol
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
25. Source & Destination IP addresses
26. Source & Destination TCP/UDP ports
27. The offered router should have following security features:
28. Support for Standard Access Lists to provide supervision and control.
29. SNMP Access through implementation of Access Lists on the router to ensure SNMP
access only to the SNMP manager or the NMS workstation
30. SNMP access through the use of SNMP with MD5 authentication.
31. Multiple Privilege Levels for managing & monitoring
32. Support for Remote Authentication User Service (RADIUS) and AAA
33. The offered router should have the following Management Features:
34. The Router shall support Telnet, SSH, Console access.
35. The router shall support FTP or TFTP for easy software upgrades over the network.
36. Network Management services shall be provided using open standards based protocols
like SNMP V2/V3
37. Configuration Management: The Router shall support configuration management
through the command line interface. GUI based software configuration utility shall be
provided. Support of configuration on web interface shall be available.
38. Event and System logging: Event and system history logging functions shall be
available. The Router shall generate system alarms on events. Facility to put selective
logging of events onto a separate hardware where the analysis of log shall be available.
39. Pre-planned scheduled Reboot Facility: The Router shall support the preplanned timed
reboot to upgrade their hardware to a new software feature and plan the rebooting as an
off-peak time.
40. Power: Internal Redundant Power supply 230 V AC 50 Hz,
41. The offered router should be 19" rack mountable
42. Should come with all necessary power cords, adapters, data cables, connectors, CDs,
manuals, brackets accessories, wire managers, etc., required for installation and
commissioning of the equipment.
43. The routers should be either EAL2/EAL3 or NDPP certified by Common criteria lab
44. The routers should be RoHS compliant
6.5.8 Firewall
S. Specification- Firewall Compliance Details of Non-
No. (Yes/ No) Compliance if
applicable
A Offered Make:
B Model:
1. The Firewalls should be Hardware based, Reliable, purpose-built security appliance with
6 Nos. of 10/100/1000 Base Tx interfaces and 10G & 1G fibre connectivity.
2. Should be redundant supporting Active/Active & Active/Standby Firewall for High
Availability & Scalability
3. Firewall Throughput of minimum 7 Gbps
4. IPSEC 3DES Throughput of Up to 1400 Mbps
5. Concurrent Sessions of at least 4,50,000
6. IPSec VPN Peers of up to 2500
7. Virtual Interfaces (VLANs) support for at least 200 VLANs for forming Secure server
Farms and DMZs
8. The Firewall should have Integrated specialized inspection engines for protocols like
HTTP, FTP, DNS, SNMP, ICMP, NFS, H.323, SIP, RTSP and many more
9. The Firewall should provide advanced inspection services to detect and optionally block
instant messaging, peer-to-peer file sharing, and other applications tunneling through
Web application ports
10. Inspection or through ALG for H.323, SIP based voice and multimedia streams
11. To provide TCP stream reassembly and analysis services to help detect attacks that are
spread across a series of packets
12. Inbound and outbound access control lists (ACLs) for interfaces, time-based ACLs, and
per-user or -group policies for improved control over network and application usage
13. Powerful reporting and troubleshooting capabilities that help enable collection of detailed
statistics on which ACL entries are triggered by network traffic attempting to traverse a
security appliance in integration with an external NMS
14. Rich dynamic, static, and policy-based NAT and PAT services
15. IPSec VPN services for up to hundreds of simultaneous remote devices
S. Specification- Firewall Compliance Details of Non-

applicable
16. Support for Internet Key Exchange (IKE) and IPsec VPN standards.
17. Support for Active/Active & Active/Standby failover.
18. Support for bidirectional state sharing between Active/Active failover pair members for
support of advanced network environments with asymmetric routing (PBR) topologies,
allowing flows to enter through one Firewall appliance and exit through the other, if
required
19. Support for Synchronizing all security association state information and session key
material between failover pair members
20. Support to perform software maintenance release upgrades on the Firewall failover pairs
without affecting network uptime or connections
21. Support for multiple virtual interfaces on a single physical interface
22. Comprehensive OSPF dynamic routing services
23. Capability to forward DHCP requests from internal devices to an administrator-specified
DHCP server, helping enable centralized distribution, tracking, and maintenance of IP
addresses
24. Support for NTP to provide convenient method for synchronizing the clock on the
firewall appliance with other devices on a network
25. Support for Built-in Management Software for simple, secure remote management of the
security appliances through integrated, Web-based GUI
26. Should provide a wide range of informative, real-time, and historical reports that give
critical insight into usage trends, performance baselines, and security events in integration
with external NMS.
27. Accessible through variety of methods, including console port, Telnet, and SSHv2
28. Strong authentication of users through the Firewall appliance through a local user
database or through integration with enterprise databases, either directly using RADIUS
and TACACS+ or indirectly with AAA Server
29. The firewall should be either EAL2/EAL3 or NDPP certified by Common criteria lab
30. The firewall should be RoHS compliant
6.5.9 IPS
S. Details of Non-
Compliance
No Specification- IPS Compliance if
(Yes/ No)
. applicable
A Offered Make:
B Model:
1. IPS should be available as a plug-n-play appliance.
2. IPS should support open source as the underlying operating system
3. Monitoring interfaces operate at layer 2, thus requiring no IP address or network
reconfiguration.
4. The appliance have inspected throughput of 2 Gbps for all kinds of ecommerce and web
traffic.
5. The appliance monitors upto 4 inline segment and has 8 10/100/1000 interfaces for the
same.
6. The appliance should have separate dedicated 10/100/1000 Mbps interface for
management console. None of the monitoring ports should be used for this purpose.
7. The IPS should be deployable in the following modes: Passive or IDS mode, Inline
Protection Inline Simulation
8. IPS vendor should have its own original threat intelligence analysis center and is not
overly dependent on information available in the public domain.
9. IPS should detect and block all known, high-risk exploits along with their underlying
vulnerability (not just one exploit of that vulnerability).
10. IPS should detect and block zero-day attacks without requiring an update.
11. IPS should employ full seven-layer protocol analysis of over 150-internet protocols and
data file format.
12. IPS should operate effectively and protect against high risk, high impact malicious traffic
via default out of box configuration, should be able to block more than 1100 attacks by
default.
13. IPS should perform stateful packet inspection
14. IPS should detect and block malicious web traffic on any port.
15. Does TCP stream reassembly?
16. Does IP defragmentation.
S. Details of Non-
Compliance
(Yes/ No)
. applicable
17. Does Protocol anomaly detection
18. Does Bi- directional inspection
19. Detects attacks within protocols independent of port used
20. Does Heuristics
21. Does RFC Compliance
22. Does Protocol tunneling
23. IPS should do attack recognition inside IPv6 encapsulated packets
24. IPS should do active blocking of traffic based on pre-defined rules to thwart attacks before
any damage is done.
25. Accurately detects intrusion attempts and discerns between the various types and risk
levels including unauthorized access attempts, pre-attack probes, suspicious activity, DoS,
DDoS, vulnerability exploitation, brute force, hybrids, and zero-day attacks.
26. Allows full policy configuration and IPS sensor control via encrypted communications
with remote management system.
27. Can enable/disable each individual signature.
28. Supports assigning of ports to custom applications.
29. Filters traffic based on IP address or network range, protocol, and service in support of
organizational security policy to allow/disallow specific types of activity between hosts.
30. Should support Active/Passive OR Active/Active for the appliance, the HA should be out
of the box solution and should not requires any third party or additional software for the
same
31. IPS should notify console of unit interruption. The console should receive alert and/or
provide additional notification to administrator should any component become non-
operational or experience a communications problem.
32. IPS Management console should support high availability.
33. IPS should support granular management. Should allow policy to be assigned per device,
port ,VLAN tag, IP address/range
34. IPS centralized management console should manage all the IPS solution components
35. Management Console should be able to integrate and correlate with vulnerability
assessment solution of the same brand/ third party.
S. Details of Non-
Compliance
(Yes/ No)
. applicable
36. IPS should offer variety of built-in responses including console alerts, database logging,
email notifications, SNMP traps, offending packet captures, and packet captures.
37. IPS should offer Includes built-in reports. The console should be capable of producing
graphical metrics and time-based comparison reporting.
38. IPS vendor should have 24/7 security service update and should support real time
signature update.
39. IPS vendor product models should have been tested/certified for EAL/NSS/ Tolly/ICSA.
6.5.10 Core Switch

S. Specification- Core Switch Compliance Details of Non-
applicable
A Offered Make:
B Model:
1. Hardware
2. Core switch should have features as under:
3. High back plane speed (700 Gbps or more) and should have non-blocking wire rate
architecture
4. Active switching bandwidth should be 700 Gbps with offered modules/platform.
5. The forwarding rate should be scalable to 390 Mpps for both IP V4 and IP V6
6. Should have 8 X 10 Gig SR distributed across over 2 line cards/modules.
Should have 80 x 10/100/1000 Mbps Ethernet ports Should have 48 x 1000 BaseSX ports
& 48 x GigByte SFP ports.
7. Should have at least two spare slots after fully populating as per the requirement
8. Should have redundancy at various levels:
9. Should have redundant Power Supply
10. Should have redundant Switching engine. The required switching & routing performance
should not degrade with failure of primary switching and routing
11. Chassis should support 10G Technology

applicable
12. Support for 30,000 MAC addresses and 100K IP routes and 1000 multicast routes.
13. Layer 2 Features:
14. Layer 2 switch ports and VLAN trunks
15. IEEE 802.1Q VLAN encapsulation
16. Support for at least 4000 Active VLANs.
17. Dynamic Trunking Protocol (DTP) or equivalent
18. VLAN Trunking Protocol or equivalent
19. 802.1s,802.1w,IGMP snooping v1/v2/v3
20. Port trucking technology across line cards
21. Layer 3 Features from day 1
22. RIPv1, v2, OSPF, BGP-4, IGMP v3, PIM, SSM, DHCP relay, HSRP/VRRP,IGMP
filtering on access and trunk ports, UDLD or equivalent, Spanning Tree protocol 802.1s,
Spanning-tree root guard,802.1w, 802.3ad, IPv4 & IPv6 in hardware
23. Standards
24. Ethernet : IEEE 802.3, 802.3u.803.3z,802.ab,802.3ae
25. IEEE 802.1D,802.1w,802.1s,802.1p,802.1Q,803.ad
26. RMON I standards
27. High Availability
28. Shall support On-line insertion and removal for cards
29. Shall support fast reboot for minimum network downtime
30. Shall support stateful switch-over so that CPU forwarding is not impacted on account of
active CPU failure
31. Shall support storage of multiple images and configurations
32. Shall support link aggregation using LACP as per IEEE 802.3ad
33. Shall support VRRP or equivalent
34. On power up the platform should use built-in system monitoring & diagnostics before
going online to detect failure of hardware.
35. Protocol Support
36. Shall support IPv6 features

applicable
37. Shall support RIPng and OSPFv3 for IPv6
38. Shall support Routing protocols like RIP ver1 (RFC1058)&2 (RFC 1722 and 1723),
OSPF ver2 (RFC2328), BGP4 (RFC1771)
39. Multicast routing protocols support : IGMPv1,v2 (RFC 2236), PIM-SM (RFC2362) and
PIM-DM
40. QoS
41. 802.1p class of service (CoS) and differentiated services code point (DSCP) field
classification
42. Switch should support priority queuing, WRED, Packet classification, marking etc.
43. Should support 8 queues per port in hardware
44. Security Features:
45. Shall support multi-level of access
46. SNMPv3 authentication
47. SSHv2
48. AAA support using RADIUS and/or TACACS, which enable centralized control of the
switch and restrict unauthorized users from altering the configuration
49. Per port broadcast, multicast and unicast storm control to prevent faulty end
stations from degrading overall system performance.
50. Private VLANs (PVLANs) or equivalent
51. IP Access list to limit Telnet and SNMP access to router
52. Multiple privilege level authentication for console and telnet access
53. Dynamic Host Configuration Protocol (DHCP) snooping
54. Standard and extended ACLs on all ports or equivalent
55. Switch Management
56. Shall have support for Web based management, CLI, Telnet and SNMPv1, 2c,v3
57. Imbedded RMON support for four groups – history, statistics, alarms and events
58. Should support AAA features through RADIUS and TACACS+
59. Should support multiple levels of administration roles to manage and monitor the device.
60. Should support Network Time Protocol.
61. Should be able to send and receive syslog and SNMP traps from devices.

applicable
62. Should support pre-scheduled system reboot facility for management ease.
63. Shall support Out of band management through Console
65. The appliance should be RoHS compliant
6.5.11 LAN Switch ( L3 Switch 48-port)

Details of Non-
S. Compliance
Specification- LAN Switch (L3 Switch 48 Port) Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. Architecture
2. Shall be 1RU, 19" Rack Mountable
3. 48 RJ-45 autosensing 10/100/1000 ports with 4 dual-personality ports, auto-sensing
10/100/1000Base-T or SFP
4. The switch shall support up to four 10-Gigabit ports and stacking module/ports in addition
to the above ports
5. The switch shall support SFP+ (Fibre) and Copper (10G-Base T, UTP) 10G capability to
allow customer to choose based on the backbone cabling design
6. 1 RJ-45 (serial RS-232C) or USB micro-B console port
7. 1 RJ-45 Ethernet out-of-band management port
8. 512 MB SDRAM and 1 GB flash memory
9. Packet buffer size of minimum 10 MB to support video/streaming traffic
10. Shall have switching capacity of 128 Gbps for providing non-blocking performance on 24
x Gigabit and four 10-Gigabit ports
11. Shall have up to 95 million pps switching throughput to achieve wire-speed forwarding on
24 x Gigabit and four 10-Gigabit ports
12. Shall provide Gigabit (1000 Mb) Latency of < 4 µs and 10 Gbps Latency of < 3.5 µs
13. Resiliency
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
14. Shall have the capability to make multiple switch units into a single virtual device using
stacking technology
15. The modules/cables to create stack shall be included along with the switches
16. Shall support up to 80 Gbps (bi-directional) stacking bandwidth in a resilient stacking
configuration
17. Shall have modular, removable power Supply
18. Shall support internal or external redundant power supply
19. IEEE 802.1D Spanning Tree Protocol, IEEE 802.1w Rapid Spanning Tree Protocol and
IEEE 802.1s Multiple Spanning Tree Protocol
20. IEEE 802.3ad Link Aggregation Control Protocol (LACP) up to eight links (ports) per
group
21. Layer 2 Features
22. MAC address table size of 16000 entries
23. Shall support up to IEEE 802.1Q (4,094 VLAN IDs) and 256 VLANs simultaneously
24. Shall support GARP VLAN Registration Protocol or equivalent feature to allow automatic
learning and dynamic assignment of VLANs
25. Shall have the capability to monitor link connectivity and shut down ports at both ends if
uni-directional traffic is detected, preventing loops
26. Shall support Jumbo frames to improve the performance of large data transfers
27. Internet Group Management Protocol (IGMP)
28. Multicast Listener Discovery (MLD) snooping
29. IEEE 802.1AB Link Layer Discovery Protocol (LLDP) and LLDP-MED (Media Endpoint
Discovery)
30. IPv6 host and Dual stack (IPv4/IPv6) support to provide transition mechanism from IPv4
to IPv6
31. Layer 3 Features (any additional licenses required shall be included)
32. Static Routing for IPv4
33. Static Routing for IPv6
34. Shall include Equal-cost Multipath (ECMP) capability
35. RIPv1 and RIPv2 routing
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
36. DHCP, DHCPv6 (client and relay)
37. QoS and Security Features
38. Access Control Lists for traffic filtering
39. Source-port filtering or equivalent feature to allow only specified ports to communicate
with each other
40. Traffic prioritization based on IP address, IP Type of Service (ToS), Layer 3 protocol,
TCP/UDP port number, source port, DiffServ etc.
41. Shall support traffic classification into eight priority levels mapped to eight queues
42. Shall support traffic rate-limiting per port
43. Shall support selecting the number of queues and associated memory buffering to meet the
requirements of the network applications
44. IEEE 802.1x to provide port-based user authentication with multiple 802.1x
authentication sessions per port
45. Media access control (MAC) authentication to provide simple authentication based on a
user's MAC address
46. Web-based authentication to provide a browser-based environment to authenticate clients
that do not support the IEEE 802.1X supplicant
47. Dynamic Host Configuration Protocol (DHCP) protection to block DHCP packets from
unauthorized DHCP servers
48. Port security to allow access only to specified MAC addresses
49. STP BPDU port protection to prevent forged BPDU attacks
50. STP Root Guard to protect the root bridge from malicious attacks or configuration
mistakes
51. Dynamic ARP protection blocking ARP broadcasts from unauthorized hosts
52. Management Features
53. Configuration through the CLI, console, Telnet, SSH and browser-based management
GUI (SSL)
54. SNMPv1, v2, and v3 and Remote monitoring (RMON) support
55. sFlow (RFC 3176) or equivalent for traffic analysis
56. TFTP and Secure FTP support
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
57. Dual flash images to provide independent primary and secondary operating system files
58. Multiple configuration files to allow multiple configuration files to be stored to a flash
image
59. RADIUS/TACACS+ for switch security access administration
60. Simple Network Time Protocol (SNTP) or equivalent support
61. Shall have Digital optical monitoring of transceivers to allow detailed monitoring of the
transceiver settings and parameters
62. Software Defined Networking (SDN) Capability
63. OpenFlow 1.3 protocol capability to enable software-defined networking
64. Allows the separation of data (packet forwarding) and control (routing decision) paths, to
be controlled by an external SDN Controller, utilizing Openflow protocol
65. Environmental Features
66. Shall be RoHS Compliant
67. Shall support IEEE 802.3az Energy-efficient Ethernet (EEE) to reduce power
consumption
68. Maximum power consumption of 70 Watts
69. Operating temperature of 0°C to 50°C
70. Safety and Emission standards including EN 60950; IEC 60950; VCCI Class A; FCC part
15 Class A
71. Warranty and Support
72. The below Warranty shall be offered directly from the switch OEM
73. Five Year warranty with advance replacement and next-business-day delivery
74. Software upgrades/updates shall be included as part of the warranty
6.5.12 LAN Switch ( L2 Switch 24-port)

24x10/100/1000 T –Base Port + 4 x 100/1000 SFP Port Managed Switch/LAN Switch
Details of Non-
S. Compliance
Specification- LAN Switch (L2 Switch 24 Port Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
56 Gbps switching capacity
40 Mpps forwarding performance
Technical Min. 256MB RAM and sufficient flash for effective functioning
1.
capability of the device
Configurable up to 8000 MAC addresses,
255 VLAN, IPv6 Support
2. Management SNMP V2/V3 ,SSHv2, Telnet ,Radius, RSPAN,RMON,NTP
Port based ACL, DHCP snooping ,Port Security, spanning tree
3. Security
Root Guard, BPDU guard, IGMPv3 snooping
IEEE 802.1x
IEEE 802.3x full duplex on 10BASE-T and
100BASE-TX ports
IEEE 802.1D Spanning-Tree Protocol
IEEE 802.1p class-of-service (CoS)
4. Standards Prioritization
IEEE 802.1Q VLAN
IEEE 802.1s
IEEE 802.1w
IEEE 802.3 10BASE-T specification
IEEE 802.3u 100BASE-TX specification
24 Ports 10/100/1000 Mbps with active 2 uplink of
5. Interfaces 10/100/1000baseT + 4 x 1 Gig SFP
Switch should have static route and RIP.
Switch should support stacking.

6. Power The internal power supply supporting 230 Volt 50Hz input
The Switch should be either EAL2/EAL3 or NDPP certified by
7.
Common criteria lab
6.5.13 DMZ Switch

S. No. Specification-DMZ Switch Compliance Details of Non-
(Yes/ No) Compliance if
applicable
A Offered Make:
B Model:
1. Hardware Multiple traffic services (Data, voice, video)
Architecture Internal/External Redundant Power Supply
1 x 24 Ports GE (10/100/1000Mbps)
Switch should support 2 X 10 Gig ports for uplink
High back plane speed minimum 120 Gbps
Forwarding rate should be minimum 65 Mpps
2. L2 Features Layer 2 switch ports and VLAN trunks
IEEE 802.1Q VLAN encapsulation
Support for at least 300 VLANs.
Dynamic Trunking Protocol (DTP) or equivalent
VLAN Trunking Protocol or equivalent
802.1s, 802.1w
Minimum 12 K Mac addresses
IGMP snooping v1 and v2, v3
3. IP Routing Static IP Routing
Protocols OSPF
RIP
Hot Standby Routing Protocol/VRRP
4. L3 features ICMP support, IPv6 Support
Security Standard and extended ACLs on all ports
S. No. Specification-DMZ Switch Compliance Details of Non-

(Yes/ No) Compliance if
applicable
5. Dynamic Host Configuration Protocol (DHCP) snooping
AAA and RADIUS authentication enable centralized control of the
switch and restrict unauthorized users from altering the configuration.
Secure Shell (SSH) Protocol and Simple Network Management
Protocol Version 3 (SNMPv3) to provide network security by
encrypting administrator traffic during Telnet and SNMP sessions.
6. Manageability Switch needs to have console port for administration & management
& Upgradation Must have support SNMP v1, v2, v3
Management using CLI, GUI using Web interface
FTP/TFTP for upgrading the operating System
Minimum 32 supplicant of 802.1x per port
7. Standards IEEE 802.1x support
IEEE 802.3x full duplex on 10BASE-T and 100BASE-TX ports
IEEE 802.1D Spanning-Tree Protocol
IEEE 802.1p class-of-service (CoS) prioritization
IEEE 802.1Q VLAN
IEEE 802.3 10BASE-T specification
IEEE 802.3u 100BASE-TX specification
8. Physical 19” Rack mountable with support for stacking for upto 2 switches
with minimum stack bandwidth of 64 Gbps and single IP
management.
All necessary power cords, adapters, data cables, connectors, CDs,
manuals, brackets accessories, wire managers, etc. should be provided
10. The routers should be RoHS compliant
6.5.14 KVM Switch

S. Specification- KVM Switch Compliance Details of Non-
applicable
A Offered Make:
B Model:
1. Type Digital (Over IP capability)
2. Display Minimum 17” TFT
3. Max. Resolution Support Full HD
4. Form Factor 1U
5. KVM Cable Combo KVM cable and/or DVI cable
6. Keyboard/Mouse 104 keyboard/Touch pad
7. Operation Temperature 0-40 degree Celsius
6.5.15 Hardware Security Module (HSM)

S. Specification - HSM Compliance Details of Non-
No. (Yes/No) Compliance if
applicable
A Offered Make:
B Model:
1. Should support Windows/Linux/Unix
2. TCP/IP Network based appliance
3. Should comply to standards like FIPS 140-2 Level-3, CC EAL4+,ROHS,FCC part 15
4. Key Length Supported (1024 to 4096)
5. Public Key Algorithm RSA encrypt/decrypt, RSA sign/verify, ECC ( Electric Curve
cryptography)
6. Key Exchange Mechanism: DES / Triple DES, AES Algorithm
7. Hash/HMAC algorithm: MD5, SHA 1/ SHA 2/ SHA 256
8. Symmetric Algorithm : AES, DES, Triple DES
9. Compatibility: PKCS#11 , CAPI, OpenSSL, JCE/JCA
10. Private key generation and import: Archival and duplication mechanism to be specified.
Give the procedure for key transportation from one HSM card to other HSM card.
11. EC Brainpool Curves (named and user-defined), Suite B
12. Algorithm Support and ARIA support
13. Published API for various above functionalities for integrating with the Application
software
14. Signing speed : 5000 S/S
15. Remote Support for Authentication
16. Contents can be securely stored on Backup Tokens to simplify backup, cloning, and
disaster recovery
17. Onboard key generation, Digital Signing & Verification process to be done inside the
HSM only for better performance and security
6.5.16 Display LED 42" for NOC

Details of Non-
S. Compliance
Specification- Display LED 42’’ For NOC Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. Full HD Yes and Specify
2. 2 x HDMI, 2 x USB Yes and Specify
3. Viewing Angle: 178 degree Yes and Specify
6.5.17 Directory Software

Details of Non-
S. Compliance
Specification –Directory Server Compliance if
No. (Yes/No)
applicable
A Offered Make:
B Model:
1. Should provide support for X.500 naming standards and should support PKI for logon and
authentication.
2. Support for integrated LDAP compliant directory services to store information about
users,
3. Should support features for health monitoring and verifying replication.
4. Should provide support for modifiable and extensible schema.
5. Should support multi-master directory service replication features, Directory Server
should be scalable and should have multi-master & multi-site capabilities.
6. Should support security features, such as support for smart cards, public key infrastructure
(PKI), and x.509 certificates.
7. The Object types supported should include: Users Object Type; Groups (Security &
Distribution Groups which can be static or dynamic); Foreign Users (Non-
employees/Business partners etc.); Printers, Containers for purposes of grouping,
administration and policy control
8. Search capability to query all directory objects.
Details of Non-
S. Compliance
Specification –Directory Server Compliance if
No. (Yes/No)
applicable
9. Should support recovery of a Single Object as well as the entire directory.
10. Loss of a single directory server should not affect ability for users to logon.
11. Should support that password reset capabilities for a given group or groups of users can be
delegated to any nominated user.
12. Should support that user account creation/deletion rights within a group or groups can be
delegated to any nominated user.
13. Should support that group membership management within a group can be delegated to
any nominated user.
14. Should support multiple password and account lockout policies for different set of users.
15. Should be extensible & should have capability to be extended for custom development.
16. Support for integrated LDAP compliant directory services to store information about
users,
17. Object types supported should include: Users Object Type; Groups (Security &
Distribution Groups which can be static or dynamic),
18. Should provide the audit capability to log old and new values when changes are made to
objects and their attributes; should provide delete protection for directory objects.
19. Should support the deployment of a read only additional directory server, which may be
deployed in a different location so as to prevent any changes from the other location.
20. Directory Architecture: should have at least 2 servers for load balancing and ensuring high
availability.
6.5.18 Enterprise Service Bus (ESB)

Details of
S. Compliance Non-
Specification – SOA/ESB
applicable
A Offered Make:
B Model:
1. General
2. ESB shall be able to run on a 64-bit platforms like Linux/Unix/ Windows etc.
3. ESB should be built on top of reliable messaging solution with integrated managed file
transfer support
4. The ESB occupy smaller memory and disk footprint and should be easier to install and
configure
5. The ESB be PaaS enabled and support private/public cloud configurations
6. Integration
7. ESB support leading database
8. The ESB should support sensor & Integration
9. Mediation and Transformation
10. The ESB shall allow logical definition and operation on the message content
11. The ESB should not be dependent on the database for processing of the messages
12. The ESB should provide a diverse protocol support including JMS 1.1, TCP, SSL, UDP,
STOMP, NMS, MQTT, AMQP 1.0
13. The ESB product should be able to process raw binary formats like ISO8583
14. The ESB should support industry standard Data Format Description Language for non-
XML message modelling.
Details of
S. Compliance Non-
applicable
15. The ESB should not mandate transform of the messages to XML format for its processing
16. The ESB should support Data Format Description Language an open- standards language
for modelling text and binary data
17. THE ESB shall at least support XSLT, XQUERY/XPATH based message enrichment.
18. THE ESB shall support message mapping without the need for coding and shall support
visual mapping.
19. THE ESB shall handle static, content-based and rule-based message routing
20. ESB should be able to handle poison message as the processing is failed the message
should be declared as poison message
21. ESB should support various messaging patterns e.g. synchronous, asynchronous, pub/sub,
multicast, etc.
22. Administration
23. THE ESB shall support exporting and storing of the configuration and deployment
artefacts in a third party Version Control tool.
24. THE ESB shall provide web based graphical user interface for administration and
configuration.
Development
25. THE ESB shall provide accounting and statistics data information that can be collected to
record performance and operating details of the integration components‟ execution.
26. The ESB should provide development and testing of the flows in the IDE
27. The ESB should provide eclipse based single integrated development environment for
development, test and deployment and debug.
Details of
S. Compliance Non-
applicable
28. The ESB should provide access to database via ODBC and JDBC
29. THE ESB shall support logging of messages without the need for coding.
30. The ESB should provide Prebuilt developer patterns to simplify the provision of
integration services
31. High Availability
32. The ESB should support failover without any 3rd party OS clustering technologies
33. Quality Of Service
34. The ESB should support workload management including traffic shaping for protecting
backend resources
35. The ESB product should provide Transaction support natively without the need for any
other external product
36. The ESB should provide robust transaction control capabilities
37. THE ESB shall support automatic restart and recovery
38. The messaging component within THE ESB shall have the ability to persist and retransmit
data in case of a failed transaction.
39. Security
40. THE ESB shall support these aspects of security: Authentication and Authorization
41. THE ESB shall support access to specific functionality, restricted by user roles or
identities.
42. THE ESB shall support encrypted transmission of messages
43. The ESB web graphical interface should support role based access control mechanism.
6.5.19 Enterprise Portal Server

Details of Non-
S. Compliance
Specification-Enterprise Portal server Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. Support for Web-based administration that can monitor portal components such as
HTTP /HTTPS server, Portal Cache, etc. and maintain portal configuration files.
2. Should provide single information view of the data coming from multiple sources
such as web service, XML, MS-SQL source, Web Pages and Spreadsheets. This
would need ability to connect to multiple sources, defining rules and filtering
conditions
3. Should provide ability to clip any website to encourage re-use of already available
content.
4. Should have support for centralized, web-based user provisioning ensuring single
definition of users, roles, groups and access rights.
5. Architecture should support either.NET or Java platform or both.
6. Should deliver content based on user attributes or preferences
7. Should have support for Personalization of home page using drag & drop
functionality
8. Portal solution should be based on next generation Web 2.0 portal framework built
specifically for componentized Web 2.0 services. It can be easily integrated with
other web 2.0 services like wikis, blogs and other Collaboration functionalities like
Communities, Project-based tasks (Creation & Management) etc.
9. Portal Solution should be able to manage portal content using web content
management from common content management repository.
10. Search should support content, keywords, Full text & people search.
11. Should provide or easily integrable with other BI or analytics offerings to track
portal/community traffic, searched keywords, system response time, document
downloads, user turnover, visit duration, etc.
12. Should provide ability to surface data provided by packaged and custom
applications like ERP.
Details of Non-
S. Compliance
Specification-Enterprise Portal server Compliance if
No. (Yes/ No)
applicable
13. Should provide support for Digital certificates and Secure Interface for confidential
transactions as required.
14. The Solution should provide aggregation features to integrate various
portlets/webparts/ adapters.
15. Should support multiple languages.
16. Should provide browser-based tools that would let business-level portal managers
intelligently assemble, configure, and manage enterprise portals. The
administration tools should provide granular control
17. Should provide the ability to change a site's user interface. Users shall be able to
customize the placement of books, pages and portlets /webparts, or the look and
feel of their personal pages.
6.5.20 Mobile Application Framework

Details of Non-
S. Compliance
Specification-Mobile Application Framework Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. Platform/technology Support
2. Shall support all versions/platforms/technologies/devices as per mGov Standards
of Government of India
3. Should support the target packaging components like
@ Mobile Website
@ Hybrid App
@ Web App
4. Application Development
5. Should support Eclipse tooling platforms
6. Should support the ability to write code once and deploy on multiple mobile
operating systems
7. Should support drag-and-drop editor for building mobile UI applications
8. Should support integration with 3rd party UI and form-based libraries
9. Should support integration with native device API
10. Should support utilization of all native device features
11. Should support development of applications in a common programing language
12. Should support integration with mobile vendor SDKs for app development and
testing
13. Should support tooling environment on
14. @Windows
15. @Macintosh environments
16. Should support HTML5, CSS3, JS features for smartphone devices (mainly
applicable for hybrid framework since they have a browser of their own)
17. Server
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
18. Should support common protocol adapters for connection to back office systems
(i.e. HTTP, HTTPS, SOAP, XML for format)
19. Should support JSON to XML or provide XHTML message transformations
20. Should support native push notifications for multiple mobile service providers
21. Should support encrypted messaging between server and client gateways
22. Should support the ability to log all messages that pass through the server
23. Should support integration with backend server components on standard protocols
like REST, SOAP, Web Services
24. Should support multi-lingual and language internalization
25. Should support clustering at the application level for high-availability and load-
balancing
26. Should support disaster recovery mechanisms for data recovery and business
continuity
27. Mobile Security
28. Should support enterprise-wide SSO authentication with 3rd party LDAP
repositories - for example like LTPA , SAML, Kerberos tokens
29. Should support on-device encryption storage using AES256 and PCKS #5 -
generated encryption keys
30. Should provide facility to authenticate the user offline to provide security to data.
31. Should support user authentication through 3rd party LDAP repositories
32. Should support user role authorization to provide specific access rights to execute
sensitive transactions with enterprise identity and access management solutions
33. Should support client to middleware server over HTTPS communication channel
to prevent data leakage and maintain information integrity and privacy
34. Should support authentication tokens as HTTP headers or cookies
35. Should support data encryption for on-device data storage
36. Messaging with Device Client
37. Should support messaging with server for multiple mobile operating systems
38. Should support encrypted messaging between server and client components
Details of Non-
S. Compliance
No. (Yes/ No)
applicable
39. Should support encrypted storage of applications and application data
40. Should support flexible API framework to build offline apps and enable offline
usage
41. Application Management
42. Should support remote disabling and removal of applications
43. Should support remote application distribution
44. Should support remote application updates for the web HTML resources
45. Should support silent direct updates for the web HTML resources
46. Should support customization of user notifying messages when app versions are to
be disabled in the future
6.5.21 Operating System

Details of Non-
S. Compliance
Specification-Operating System Compliance if
No. (Yes/ No)
applicable
A Offered Make:
B Model:
1. The operating system of the server shall be 64 Bit. The Operating System shall be
of the latest version released by the OS vendor. The OS shall be supplied with
media and complete documentation shall be provided for each server. The OS
license shall be provided for each partition with separate independent instances of
the OS in the server.
2. The OS shall have standard features and networking support i.e. TCP/IP, NFS,
NIS, CDE, BSD tools etc. Disk mirroring & stripping support shall be included.
OS shall be given with the latest patches as applicable and OS should have
minimum features like full binary compatibility across versions, online OS
upgrades and online kernel patching/upgrades, standard GUI utilities for system
administration, virtualization using soft partitioning with minimal or no
performance overhead, online error detection and prevention of critical hardware
components, provision to analyze system performance bottleneck in real-time,
security features like built-in firewall, Role based access, Access control list,
Process based privileges, TCP wrappers, IPSec, Smart card support, Pluggable
Authentication modules and more. Vendor should provide clear reference to these
features.
6.6 Minimum Technical Requirement Specification

Priority – (C=Critical, E=Essential, D=Desirable)
Whether meets requirement - Response from SI- Yes/ No
S. Compliance Details of Non

Technical Requirement Specifications Priority
No. (Yes/ No) Compliance if any
General
1. The Solution Architecture should support the Single sign-on feature C
2. The solution should have Production, Development and Quality C
Assurance/ test environments
3. The solution shall be Unicode compliant C
4. The solution shall be supported on TCP/ IP network C
5. The Solution should be scalable and flexible based on future C
requirements or requirements not met by standard functionality
6. The solution should be natively built based on 64 bit operating system C
7. Support load balancing of the application, presentation and the data C
layers of the system
8. Ability to utilize workflow capabilities for routing, knowing status and E
be able to view the document flow with duration at each level.
9. Support Devanagari script in printing C
10. Support multi-currency operations including country currency C
(Nepali) and United States Dollar (US$)
11. Ability to support remote operation of System administration E
12. Ability to ship bug and modification patches on CD media D
Reporting Capabilities
13. Role based access to data and report C
14. User friendly interfaces for transactions, screen navigation, query, E
generation of reports, data exports, etc.
15. Capability to be interfaced to printers for printing documents (e.g. E
invoice voucher, payment voucher, GRN etc.) to facilitate transaction
processing

16. Ability to print reports directly through networked printer at client site C
such as (Dot Matrix, Ink-jet or Desk-jet, Laser, Line printer etc.)
17. Ability to generate report output directly in excel, pdf, text, XML or E
such other file types
18. The solution should support various display formats in report such as E
sections, tables, pivots, charts etc.
19. The user should be able to browse through metadata for detailed E
information on objects of ERP to build adhoc reports
20. The solution should have a GUI tool with drag and drop features to
build reports
21. The user should be able to create custom objects / formulas for E
repeated use in reporting tool
22. The solution should provide standard report templates E
23. Ability to allow users the following for creating their own views or E
reports with ease:
- Select column
- Apply filters and sort orders,
- Summation
- Drill down / drill up
- Averaging
24. Ability of reporting both at unit level and company level E
25. Ability to provide dashboards for senior management E
26. Ability for conditional formatting, based on thresholds or data ranges D
for any cell in the report
User Friendly Capabilities
27. Ability to set up business rules like threshold limits (delivery E
schedules, shipment dates, customer payment, Tender opening, BG
expiry, etc.) and notifies exceptions / alert / reminders to users.
28. Ability to attach soft copy of documents to master and transaction E
records
29. Ability to display multiple result sets in the same document E

30. Workflow
31. Workflow should be an integral part of ERP software C
32. Ability to support standard work flow languages E
33. Ability to create generalized workflow (Non-ERP) E
Data Migration
34. Ability to import data from various formats (text, excel, CSV, XML E
etc.)
35. Ability to import data from various databases E
36. Ability to import data from formatted emails of Outlook and Outlook D
Express
Integration
37. Ability to interface with RF devices E
38. Ability to interface with EDI Support E
39. Ability to provide standard adapters to interface with industry s/w like E
CRM, SCM, SRM, etc. are available
40. Ability to integrate with third party DW/BI/portal products and Tools E
41. Ability to interface with Bar Code, QR code Systems C
Production Infrastructure
42. Support current work load as per IFMIS and RMS users and scalability C
requirements as specified in this bidding document
43. The sizing should be vetting by the ERP vendor for the hardware C
specification suggested and this should be incorporated in the bid.
Development Infrastructure
44. Development infrastructure will be needed to support ongoing C
development/upgrade needs during and post implementation. The
Bidder will recommend the development infrastructure framework and
details. Approximately 20-25 users may use the development
infrastructure. A sizing report vetted by the ERP Vendor should be
provided by the Supplier for the hardware specification suggested.
Quality / Training Infrastructure

45. Quality Assurance (QA) infrastructure will be needed for conducting C
tests and trainings during and post implementation. The Supplier
should recommend appropriate QA infrastructure framework and
details. Approximately 20-25 users may use the QA Infrastructure. A
sizing report vetted by the ERP Vendor will be provided by the
Supplier for the hardware specification suggested.
User Access and Security
46. To ensure rationalization and standardization of NEA IT C
infrastructure, implement identity management, access management
(SSO) and directory services as per NEA's enterprise wide security
plan/strategy by leveraging the appropriate tools used for
authentication and authorization
47. Ability to integrate with directory services for authentication and C
authorization and support the following features
48. Support of LDAP (Lightweight Directory Access Protocol) to allow C
systems access to the directory.
49. Ability to allow definition of rules for password composition and C
password encryption
50. Ability to define rules for passwords. C
51. Ability to configure session settings based on user roles. These session C
settings are, but not limited to, the following:
a. timeouts;
b. automatic logout feature for non-active sessions;
c. invalid attempts to login before being locked-out; and
d. limit number of sessions for a single user ID.
52. Ability to handle data updation/deletion/creation only through C
application layer.
53. Users should not be allowed to access the database directly. C
54. Ability to provide a complete audit trail of transactions with time C
stamp and user ID stamp.
55. Ability to support role based access control C

56. Ability to provide access level security for Entry forms at Field level - C
allow, Read only, Hide
57. Ability providing access level security for Entry forms at Transaction C
level - allow / deny
58. Allow providing access level security for reports at Field level - show C
/ hide
59. Allow providing access level security for reports at Transaction level C
- allow / deny
60. Ability to provide authorization by transaction type C
61. Ability to provide authorization by user name C
62. Ability to provide automatic time out for entry transaction C
63. Ability to encrypt password while passing on wire C
64. Ability to provide automatic time out (log out) for user C
65. Centralized repository of all identification and access control data E
66. Support access control to individual or groups of applications. E
67. Ability to provide multiple roles for one user E
68. The Solution should be able to cater to BS7799 / ISO 27001 E
requirements
69. Ability to support remote operation of Security Management E
70. Ability to support remote operation of Diagnostic and Fine tuning tools E
Backup and Restoration
71. The Solution should provide both on-line and off-line data backup and C
restoration capabilities
72. The on line back up facility should be possible with all clients working C
73. The Supplier will design and implement appropriate IT security policy C
as detailed in “Terms of reference”.
74. The solution shall have in built source / application code control C
program
75. Ability to allow fresh login to ERP during online data back up E

76. The solution shall have a built in software to manage application E
software backups and restore Source Control
Platforms
77. The proposed ERP solution should support Multiple Operating System C
(OS) viz. Unix/Linux/Windows, etc.
CIM Standards
78. IEC 61970 – A comprehensive standard for power system modelling D
and utility energy system data exchange
79. IEC 61968 – A comprehensive standard for utility distribution system D
modelling and messaging data exchange
80. IEC 61970 Companion Standards – A set of Generic Interface D
Definition (GID) Services and Component Interface Specifications
that provide a framework for integration including:
• Generic Data Access (GDA) – 61970-403
• High Speed Data Access (HSDA) – 61970-404
• Generic Eventing and Subscription (GES) – 61970-405
• Time Series Data Access (TSDA) – 61970-407
6.7 Other Requirements

Compliance of Details of
Specification non-
Technical Specification Required
Offered compliance if
applicable
Supply, install and commission the Yes
proposed system.
Updated and latest working version of Yes
complete source code (excluding source
codes for commercial off-the-shelf software
packages) and all dependencies (software
components, utilities, tools, etc.) for the
proposed system to be provided to the client
prior to acceptance of the system.
The client reserves the rights to re-use
and/or modify the source codes.
System Integrator must provide adequate Yes
number of valid licenses and certificate of
authenticity (where applicable) for each
software proposed (as appropriate) and
must explain clearly its licensing policy.
Licenses should cover all servers, Virtual
machines and Production and Test
environments.
Bidders should include any cost associated
with the licensing policy in the Price
Schedule.
All software licenses proposed should be Yes
able to cater for previous versions of the
software at no additional cost. Bidder has
to submit relevant evidence to this effect.
System Integrator should provide the latest Yes
version of all software proposed (including
full documentation) at the time of delivery
without any change in cost.
Bidder will have to quote for the
appropriate licenses, stating the number of
user licenses proposed for any required
software. All software licenses proposed
should be able to cater for previous version
of the software at no additional cost.
Compliance of Details of
Specification non-
Technical Specification Required
Offered compliance if
applicable
Relevant technical brochure (Original Yes
documentation) for all items proposed to be
submitted.
Bidder undertakes to maintain the system Yes
and equipment for a period of 3 years as per
conditions mentioned in this bidding
document.
The maintenance charges quoted in the
Price Schedule should include labour, parts
& transport for 3 years (inclusive of
warranty).
Maintenance support services for the Yes and
System to be ensured by qualified staff provide
present locally details
Software upgrade, virus definition upgrade Yes
should be delivered to the purchaser by the
Bidder
Software Documentation Yes
Full documentation/ manual (hard copy)
and original copies of each and every
quoted software (including System
Software) in the English Language.
User Manual for each component of the

system.
Technical Manual for each and all aspects

of the system.
Documentation that is clear, concise, and

presented in a professional manner both in
hard copy and in electronic format.
In case of changes to the system during

maintenance phase, relevant documentation
should be updated accordingly and
submitted to the Purchaser.
H. ATTACHMENTS
ATTACHMENT 1. Service Performance Levels

ATTACHMENT 2. Detailed As Is Process Maps
ATTACHMENT 3. Current Hardware & Network Infrastructure
ATTACHMENT 4. Pilot Locations for IFMIS and RMS implementation
ATTACHMENT 5. Indicative assessment for offices and user for IFMIS and RMS
ATTACHMENT 6. Minimum Bill of Material
ATTACHMENT 7. Indicative To-Be Process
ATTACHMENT 8. Functional Requirement Specifications (IFMIS and RMS
Modules)
ATTACHMENT 9. Existing functionalities of mPower system
ATTACHMENT 10. Details on Smart Metering Project
Attachment 1. Service Performance Levels

Service Level Agreement (SLA) is the agreement between the Employer and the Supplier submitting
bid for the project. Employer would monitor Supplier’s compliance of the SLA. SLA defines the
responsibility of the Supplier in ensuring the performance of the IFMIS and RMS Project based on the
agreed performance Indicators as detailed in the Agreement. This section defines Service Level
Agreement for IFMIS and RMS Project.
The purpose of this SLA is to clearly define the levels of service to be provided by Supplier to Employer
for the duration of the contract.
Description of services to be provided by the Supplier is mentioned in Section VI of this bidding

document. In regards to the Requirements, General & special condition of the contract the Supplier has
to work in accordance to the Service levels defined in this section.
1. Definitions: Below is explained the definition of critical terms used in service level requirements.
(a) “Scheduled Maintenance Time” shall mean the time that the System is not in service due to a
scheduled activity as defined in this SLA. The scheduled maintenance time would not be during
12X6 timeframe. Further, scheduled maintenance time is planned downtime with the prior
permission of Purchaser.
(b) “Scheduled Operation Time” means the scheduled operating hours of the System for the
month. All scheduled maintenance time on the system would be deducted from the total
operation time for the month to give the scheduled operation time. The total operation time for
the systems and applications will be 24X7X365.
(c) “System or Application downtime” means accumulated time during which the System is
totally inoperable within the Scheduled Operation Time but outside the scheduled maintenance
time and measured from the time the Purchaser and/or its employees log a call with the Helpdesk
team of the failure or the failure is known to the Supplier from the availability measurement
tools to the time when the System is returned to proper operation.
(d) “Availability” means the time for which the services and facilities are available for conducting
operations on the System including application and associated infrastructure. Availability is
defined as:
{(Scheduled Operation Time – System Downtime) / (Scheduled Operation Time)} * 100%
(e) “Helpdesk Support” shall mean the support center, which shall handle fault reporting, trouble
shooting, ticketing, related enquiries and other tasks.
(f) “Incident” refers to any event / abnormalities in the functioning of the System/Services that
may lead to disruption in normal operations of the System including Application and other
services as per scope of Implementation Vendor.
(g) “Recovery Time Objective (RTO)” refers to the maximum duration of time and a service level
within which a business application/process must be restored after a disaster (or disruption) in
order to avoid unacceptable consequences associated with a break in business continuity.
(h) “Recovery Point Objective (RPO)” refers to maximum interval of time during a disaster (or
disruption), the quantity of data lost pertaining to that period is acceptable.
2. Interpretations: Interpretation of some important functionalities, activities and terms are explained
below.
(a) The working/Business hours are 9:00AM to 6:00PM on all working days (Sunday to Friday)
excluding public holidays or any other holidays observed by Purchaser or concerned Office.
However, Supplier recognizes the fact that it may require to work beyond the working hours on
need basis or on Saturday/Sunday.
(b) "Non-Working/Non-Business Hours" shall mean hours excluding “Working/Business Hours”.
(c) 12x6 shall mean hours between 08:00 AM -8.00 PM on six days of week (Saturday excluded).
(d) If the operations at DC are not restored from backup site within the stipulated timeframe
(Recovery Time Objective), it will be added to the system downtime.
(e) The SLA parameters shall be monitored on a monthly basis as per the individual SLA parameter
requirements. However, if the performance of the system/services is degraded significantly at
any given point in time during the contract and if the immediate measures are not implemented
and issues are not rectified to the complete satisfaction of Purchaser or an agency designated by
them, then the Purchaser will have the right to take appropriate disciplinary actions including
termination of the contract.
(f) A Service Level violation will occur if the Supplier fails to meet Minimum Service Levels, as
measured on a quarterly basis, for a particular Service Level. Overall Availability and
Performance Measurements will be on a monthly basis for the purpose of Service Level
reporting. An “Availability and Performance Report” will be provided by the Supplier on
monthly basis in the Purchaser’s suggested format and a review shall be conducted based on this
report. A monthly Availability and Performance Report shall be provided to the Purchaser at the
end of every month containing the summary of all incidents reported and associated Supplier’s
performance measurement for that period.
(g) Where required, some of the Service Levels will be assessed through audits or reports e.g.
utilization reports, measurements reports, etc., as appropriate to be provided by the
Implementation Vendor on a monthly basis, in the formats as required by the Purchaser. The
tools to perform the audit will need to be provided by the Supplier. Audits will normally be done
on regular basis or as required by the Purchaser and will be performed by the Purchaser or the
any third party agencies appointed/designated by Purchaser.
(h) From date of Operational acceptance of phase-I pilot, SLAs pertaining to Operations and
Maintenance Phase shall be observed. Ideally, all the modules should be implemented for
operational acceptance, however due to any implementation challenges from purchaser/NEA,
department/purchaser may decide to accept the system. The SLAs may be reviewed on a
quarterly year basis as the Purchaser decides after taking the advice of the Supplier, PMU and
other agencies. All the changes would be made by the Purchaser in consultation with the
Supplier.
(i) A period of 3 months from date of operational acceptance of IFMIS or RMS (whichever is
earlier) is proposed as stabilization period. During this period SLAs, which are not affecting
availability & operation of solution, will not be considered for any deduction in payment
pertaining to stabilization period.
(j) The Supplier is expected to provide the following service levels. In case these service levels
cannot be achieved at service levels defined in the tables below, it shall result in a breach of
contract and invoke the penalty clause. Payments to the Supplier are linked to the compliance
with the SLA metrics laid down in the tables below. The penalties will be computed and
calculated as per the computation explained. During the contract period, it is envisaged that there
could be changes to the SLA, in terms of addition, alteration or deletion of certain parameters,
based on mutual consent of both the parties i.e. the Purchaser and the Supplier.
3. Duration of the Service Level Agreement (SLA)
The service levels described in this section shall remain valid for the entire tenure of the contract or
until such time the SLA have been reviewed and revised by Employer.
4. SLA Monitoring
The SLA parameters shall be measured on a daily/monthly basis through appropriate SLA Measurement
tools to be designed by the Supplier. For monthly SLA, monitoring average of the day wise availability
shall be taken for arriving at the monthly score for the concerned parameter. However, if there is a
breach of two days in a month, then the entire parameter for that month would be taken as breached.
Supplier shall ensure that all relevant events are logged and such logs are made accessible to the NEA
for review/ report through SLA monitoring tool in a readable format.
If the performance of the system/services is degraded significantly at any given point in time during the
contract and if the immediate measures are not implemented and issues are not rectified to the complete
satisfaction of NEA, then NEA shall have the right to take appropriate corrective actions including
termination of the contract.
The SLAs defined, shall be reviewed periodically at the option of NEA after taking the advice of the
Supplier. The revised SLAs shall not have any financial implications on the NEA or financial advantage
to the Supplier.
Following tables outlines the key service level requirements for the system, which needs be ensured
by the Supplier:
Service Levels Requirements during Implementation and Operation & Maintenance Period
1. Resource Availability
This service level shall be based on the availability of the resources to be deployed on-site for the
project as per agreed & finalised project plan.
Leaves / Absence per month per

S. No. Deductions per resource
resource
1. 1 day Nil (One Leave allowed per month)
2. From 2 to 5 days NPR 5000 per day
3. More than 5 days NPR 10000 per day (effecting from 2nd day
of absence considering entitlement of one
leave per month)
 The above penalties would be deducted from the amount payable to the Supplier for the
concerned month. For instance, one of the deployed resource is absent for a period of 7
working days in a month of January, a sum of NPR 60,000 will be deducted from invoice for
month of January.
 The penalties shall not include Saturdays except for the ones specifically instructed by
Purchaser in writing or through email.
 The penalties shall not be applicable if a temporary replacement is deployed for the days the
resource is not present. However, penalties as given above shall be applicable if the temporary
replacement is provided for more than 5 days in a month. In cases, wherever
absence/temporary replacement exceeds 5 days in a month, prior written approval of
Purchaser will be required. In case of any other emergency prior approval of Purchaser needs
to be taken for the waiver of deduction under this penalty if the replacement needs to be
provided more than 5 days. In such cases Purchaser may ask for necessary documentary proof
(if required).
2. Submission of documents
Service Level
Measurement
Description
As per timeline approved in project plan
Severity of Violation: Medium
This service level will be monitored and measured every month based on
Submission of agreed and finalized Project plan
Documents Each week of delay in submission of document will be treated as one (1)
violation.
The total number of violations will be the cumulative number of violations in
the payment period.
3. Capacity Building
Service Level
Measurement
Description
At least 80% of the trainees within the training program should give a top 3
rating on a scale of 5 level rating
Severity of Violation: High
Capacity This service level will be monitored and measured through feedback survey to
be provided to each attendee within the program.
Building
If the training quality in the program falls below the minimum service level, it
will be treated as one (1) violation.
The total number of violations for the payment period will be the cumulative
number of violations across all the programs in the payment period.
4. Data Migration
Service Level
Measurement
Description
Error rate in a batch should be less than 1%.
Data Migration This service level will be measured on a monthly basis. If the data migration
service level falls below the minimum service level (i.e. 99% success rate in a
batch), it will be treated as one (1) violation for the month.
5. Delay in Operational Acceptance
Service Level
Measurement
Description
Operational Delay in sending intimation, in written, to NEA for completing all
Acceptance of activities/compliances as necessary, according to criteria specified for
providing operational acceptance goes beyond 52 weeks from effective date
entire System OR
of start of project.
first system if
operational
acceptance is to be This service level will be measured on a weekly basis. If delay is due to
achieved separately Supplier, it will be treated as one (1) violation for the week.
for IFMIS and For instance, if intimation by Supplier to NEA is sent in 59th week, it will
RMS treated as 7 violations of high severity.
Operational Delay in sending written intimation to NEA for completing all
Acceptance of activities/compliances as necessary, according to criteria specified for
second system providing operational acceptance of second system goes beyond 24 weeks
(applicable only if from date of operational acceptance of first system.
operational Severity of Violation: High
acceptance is to be
achieved separately This service level will be measured on a weekly basis. If delay is due to
Service Level
Measurement
Description
for both IFMIS and Supplier, it will be treated as one (1) violation for the week.
RMS) For instance, if written intimation by Supplier to NEA for second system
(say, RMS) is sent in 31st week from date of operational acceptance of first
system (say IFMIS), it will treated as 7 violations of high severity.
Violations and Associated Penalties (From S. No. 2 to 5)
(a) The primary intent of Penalties is to ensure that the system performs in accordance with the defined
service levels. Penalties are not meant to be punitive or, conversely, a vehicle for additional fees.
(b) Penalty Calculations: The framework for Penalties, as a result of not meeting the Service Level
Targets are as follows:
(i) The performance will be measured for each of the defined service level metric against the
minimum / target service level requirements and the violations will be calculated accordingly.
(ii) The number of violations in the reporting period for each level of severity will be totaled and
used for the calculation of Penalties.
(iii)Penalties applicable for each of the high severity violations is 0.1% of total contract price
excluding recurrent and reimbursable cost.
(iv) Penalties applicable for each of the medium severity violations is 0.05% of total contract price
excluding recurrent and reimbursable cost.
Service Level Requirements during Operation and Maintenance Period

The Supplier Vendor shall adhere to all the project timelines for the implementation phase as defined
above in this bidding document. Failure to complete any project activity as per the agreed upon timelines
may result in Liquidated Damages as defined in this bidding document.
1. System Infrastructure and Application Availability and Performance:
(a) System Infrastructure- This includes but not limited to:-

(i) Hardware/virtual machines, software, networking & security components supplied by Supplier
at Data Centre
(ii) Helpdesk infrastructure & applications
(b) Application- This includes but not limited to:-

(i) Application covering all modules
(ii) Interfaces and integration
(iii)Mobile Application
(c) These service levels will be monitored on a monthly basis.

(d) The below tables gives details on the Service Levels the Supplier should maintain.
Service Level
Measurement
Description
System Availability of System Infrastructure shall be at least 99.5%
Infrastructure
Availability
Availability over the quarterly Violations for calculation of
(This
period penalty
availability is
applicable on < 99.5% &>= 99% 1
all ICT
< 99% &>= 98% 2
components of
Data Centre < 98% 3
and Backup RTO shall be less than or equal to three (3) hours.
site as
proposed by Severity of Violation: High
Supplier) Each instance of non-meeting this service level will be treated as two (2) violation.
It will be measured during drill and/or actual case.
RPO (Recovery Point Objective)
Should be zero data loss in case of synchronous mode of replication between DC
and BCP and less than 15 minutes in case of asynchronous replication)
Each instance of non-meeting this service level will be treated as three (3)
violations.
It will be measured during drill and/or actual case.
Application Availability of Application shall be at least 99.9%
Availability Severity of Violation: High
Service Level
Measurement
Description
This service level will be monitored on a monthly basis.
Availability over the quarterly Violations for calculation
Period of penalty
< 99.9% &>= 99.5% 1
< 99.5% &>= 99% 2
< 99% 3
Application Average application response time (excluding uploading/downloading of file)
Performance during peak usage hours as measured from a user terminal at DC premises (tested
on a speed of 2Mbps) shall not exceed 4 seconds.
The list of critical business functions and peak usage hours will be identified by the
Purchaser during the design/implementation Phase.
Average application response time Violations for calculation of
over the quarterly period penalty
> 4 sec &<= 5 sec 1
> 5 sec &<= 6 sec 2
> 6 sec 3
Application Average application response time for report generation/document upload (5MB
Performance size)/ document download (5MB size) during peak usage hours as measured from
a user terminal at Data Centre premises (with dedicated bandwidth of 2Mbps) shall
not exceed 10 seconds.
The list of critical business functions and peak usage hours will be identified by the
Purchaser during the design/implementation Phase.
Average application response time Violations for calculation of
over the quarterly period penalty
> 10 sec &<= 15 sec 1
> 15 sec &<= 20 sec 2
> 20 sec 3
CPU CPU utilization of any server/virtual machine during peak usage hours shall not
Utilisation for exceed 70%.
each Severity of Violation: High
server/virtual
machine This service level will be monitored on a monthly basis for each server/virtual
machine individually.
CPU utilization Violations for calculation of
penalty
Service Level
Measurement
Description
> 70% <= 80% 1
> 80% <= 90% 2
> 90% 3
DC-Backup Quarterly Drill from DC to backup site during planned downtime.
site Drill Severity of Violation: High
This service level will be monitored on a quarterly basis.
Description Violations for calculation of
penalty
No Drill 5
Drill Failure 5
2. Handholding Support: Helpdesk
(a) Level 1 Calls. The failure to fix has an immediate impact on the Purchaser’s ability to provide
services, inability to perform critical service delivery and/or back-office functions or a direct
impact on the organization.
(b) Level 2 Calls. The failure to fix has an impact on the Purchaser’s ability to service public, can
cause service to degrade if not resolved within reasonable time frames.
(c) Level 3 Calls. The failure to fix has no direct impact on the Purchaser’s ability to serve its offices,
or perform critical back-office functions.
(d) This service level will be monitored on a monthly basis.
(e) The below tables gives details on the Service Levels the Implementation Vendor should maintain.
Service Level
Measurement
Description
Helpdesk 95% of the calls shall be answered within 45 seconds.
Performance Severity of Violation: High
Performance over the quarterly Violations for calculation
Period of penalty
< 95% &>= 90% 1
< 90% &>= 80% 2
< 80% 3
Helpdesk 95% of the non-Implementation Vendor supported incidents shall be routed to the
Performance appropriate service provider within 30 minutes.
Service Level
Measurement
Description
Period of penalty
< 95% &>= 90% 1
< 90% &>= 80% 2
< 80% 3
Helpdesk 90% of the Level 1 calls shall be resolved within 4 working hours from call received
Performance / logged whichever is earlier. However, the maximum resolution time for any
incident of this nature shall not exceed 12 hours.
Period of penalty
< 90% &>= 80% 1
< 80% &>= 70% 2
< 70% 3
Helpdesk 90% of the Level 2 calls shall be resolved within 8 working hours from call received
Performance / logged whichever is earlier. However, the maximum resolution time for any
incident of this nature shall not exceed 48 hours.
Period of penalty
< 90% &>= 80% 1
< 80% &>= 70% 2
< 70% 3
Helpdesk 90% of the Level 3 calls shall be resolved within 16 working hours from call
Performance received / logged whichever is earlier. However, the maximum resolution time for
any incident of this nature shall not exceed 72 hours.
Severity of Violation: Low
Performance over the quarterly Period Violations for calculation of penalty
< 90% &>= 80% 1

< 80% &>= 70% 2
< 70% 3
Violations and Associated Penalties (For S. No. 1&2)
(a) The primary intent of Penalties is to ensure that the system performs in accordance with the
defined service levels. Penalties are not meant to be punitive or, conversely, a vehicle for
additional fees.
(b) A quarterly performance evaluation will be conducted using the quarterly reporting periods of
that period.
(c) Penalty Calculations: The framework for Penalties, as a result of not meeting the Service Level
Targets are as follows:
(i) The performance will be measured for each of the defined service level metric against the
minimum / target service level requirements and the violations will be calculated
accordingly.
(ii) Penalties applicable for each of the high severity violations are two (2) % of respective
quarterly payment to the Supplier.
(iii)Penalties applicable for each of the medium severity violations are one (1%) of respective
quarterly payment to the Supplier.
(iv) Penalties applicable for each of the low severity violations is half percentage (0.5%) of
respective quarterly payment to the Implementation Vendor.
(v) Penalties applicable for not meeting a high (H) critical performance target in two
consecutive quarters on same criteria shall result in additional deduction of 5% of the
respective quarterly payment to the Implementation Vendor. Penalty shall be applicable
separately for each such high critical activity
(vi) Penalties applicable for not meeting a medium (M) critical performance target in two
consecutive quarterly periods on same criteria shall result in additional deduction of 3% of
the respective quarterly payment to the Implementation Vendor. Penalty shall be applicable
separately for each such medium critical activity.
(vii) In case total of all penalties for not meeting any performance target exceeds more than
20% of respective quarterly payment in two consecutive quarters then Purchaser may
terminate the Contract.
Attachment 2. Detailed As Is Process Maps

NEA has prepared As-Is process maps for all major functions under IFMIS. Detailed description of
these processes is provided below:
Financial Management
1. Budgeting
Budget Preparation and Approval

Sub-process
NEA prepares budget for O&M expenses and capital expenditure on an annual basis. NEA takes into
consideration the budget of GoN for NEA for specific projects approved by GoN. The CFD, HO is
mainly responsible for managing the budget preparation and approval process. Every year it prepares
a budget format and instructions note for O&M and capital budget and sends to each of the GM
offices. Further, GM office through RO provides budget format and instructions to each of the Budget
Centre to provide budget estimates in the prescribed manner.
The budget estimates is prepared at the ground level by every Budget Centre considering historical
cost of 9 months and projected for 3 months for the current year. The projects under construction and
new projects are considered for preparation of capital budget estimates. The revenue budget targets
are sent by DCS Budget Centres. The budget for materials is prepared considering the stock in hand
and additional materials required to be procured next year.
The budget estimates are prepared by the Budget Centre in consultation with the Unit Head and
forwarded to the RO (in case of DCS)/ GM office. The RO (in case of DCS)/ GM office discusses
the budget figures and asks Budget Centre to send the final figures of the budget estimates. In case of
DCS, RO sends the compiled budget estimates for its Budget Centres to GM Office.
After the budget estimates are received from Budget Centre/ RO, the GM office compiles and
consolidates the budget estimates and forwards it to CFD. The CFD compiles and consolidates the
budget estimates after due discussion with GM offices. Subsequently, the budget is discussed by
Director Finance with DMD and then with MD for finalization. The budget estimates are then
presented to Budget Committee for review and finalization. Based on the comments of Budget
Committee the budget estimates are revised.
In case of generation, transmission the budget centres (projects) also provide the physical and
financial progress for the previous financial year along with the activity wise works to be undertaken
during the budget period. Based on it, the Corporate Planning and Monitoring Department prepares
a budget proposal and submits it to GoN for approval and its inclusion in GoN budget. Parallel, this
budget proposal is also provided to CFD, HO for inclusion in the overall cash flow budget. In case,
the GoN budget is approved before NEA budget, then approved budget component is included in
NEA budget for the above; otherwise provisional budget shall be included. Similar process is
followed for rural electrification projects budget, which is managed by GM, DCS.
Subsequent to the above, the budget is presented to the BoD for approval and finalization. The
finalized budget is printed in two books – O&M budget and Capital budget and intimated to GM
offices, which further intimates to RO/ Budget Centre. The budget book consists of overall cash flow
statement, overall financial statement, overall GL head wise budget, office wise GL head wise budget
for O&M work, GL head wise office wise budget and NEA’s funding for capital budget. The project
funded by GoN is included in the overall projected cash flow statement only.
At Budget Centre level, the budget is loaded in CAIS for the purpose of analysis of actual expenditure
incurred against budgeted.
IT application being used
MS Excel for preparation, compilation and consolidation of budget estimates CAIS for loading
budget.
Flow chart for the sub-process
Budget Release for Employee and Admin Expenses

Sub-process
The CFD, HO releases budget for expenses related to employee’s benefits and administration. It
identifies monthly budget and prepares a Payment Voucher and transfers funds to GM office along
with fund transfer advice. Similarly, GM office releases the budget to the Budget Centre. In case of
DCS, the budget release from GM office is routed through RO. The Payment Voucher and Receipt
Voucher is prepared at each office transferring fund and receiving fund respectively.

Accounting Module of CAIS for the purpose of accounting.
Budget Release for O&M (other than Employee & Admin Expenses) and Capital Expenditure
Sub-process
The Budget Centre prepares Monthly Requisition Slip for requesting fund against budget for the
forthcoming month and submits to RO (in case of DCS)/ GM office along with the TB for the period
up to previous month. In case of RO, the consolidated Monthly Requisition Slip is submitted to GM
office. The GM office then compiles and consolidates the Monthly Requisition Slip for the group and
demands fund from CFD. The budget is released for O&M expenses as well as capital expenditure
by CFD to GM office. The GM office releases the budget to Budget Centre directly and in case of
DCS through RO.
The CFD based on the availability of fund and transfers lump sum fund to the GM office. The GM
office receives the fund and allocates and transfers the fund to RO (in case of DCS)/ Budget Centre.
The Payment Voucher and Receipt Voucher are prepared at each office transferring fund and
receiving fund respectively. Further, the transferor of the fund also provides fund transfer advice to
the transferee Budget Centre.
2. Treasury and Cash Management
Revenue Collection Transfer – Unit to HO

Sub-process
This sub-process details out the process for transfer of Collections made by DCS Budget Centre/
Collection Centre against sale of power, other income pertaining to power, miscellaneous income,
etc. The Collections are made by the Budget Centre/ Collection Centre of DCS on a daily basis in the
form of cash/ DD/ cheque received from consumers.
NEA has an arrangement with the bankers in most of the DCS offices, where in bankers visits the
Collection Centre to collect the cash/ DD/ cheque and issues a Collection receipt against it. These
funds are credited to the Collection bank account. On a weekly basis banker transfers the Collections
in the form of call deposit to CFD, HO.
Alternatively, where the above arrangement is not prevalent, the Budget Centre deposits the
Collections with the bank and prepares DD, which is sent to CFD, HO.
The transfer of funds results in IUT where in the fund transfer advice is given to CFD by the Budget
Centre.
Year End Fund Transfer – Unit to HO

Sub-process
The Budget Centres are required to transfer unutilized funds at the year-end to HO, as per the
instructions/ guidelines of NEA. The Budget Centre identifies the unutilized balance lying in the bank
at the year-end and with the approval of Unit Head, transfers the fund to the CFD, HO. For transfer
of funds, Payment Voucher is prepared by the Budget Centre. The CFD, HO prepares the Receipt
Voucher on receipt of intimation of fund transfer.
The transfer of funds results in IUT where in the fund transfer advice is given to CFD by the Budget
Centre.
Borrowings – Long Term Government of Nepal

Sub-process
NEA receives funds from GoN every year based on the fund budgeted by GoN in its annual budget.
For this purpose, NEA prepares a project proposal for the projects to be executed under which it
details out the technical areas of the project, proposed funding arrangement, funds expected from
GoN, etc. Based on the discussion and review of project proposal, GoN may approve the proposal
and finalize its funding. This funding is normally in the form of loans and on approval of funding,
loan agreement is executed with NEA. GoN incorporates the loan amount in its annual budget based
on the schedule of funds provided in the loan agreement.
NEA prepares the demand letter for loan installment disbursement to GoN. On receipt of funds,
Receipt Voucher is prepared and accounted for in CAIS.
NEA also updates its loan register maintained incorporating details like terms of loan, interest rate,
repayment schedule, receipt of installments, repayments made, etc.
MS Excel for maintaining Loan Register.
Borrowings – Long Term from GoN – direct payment by Funding Agencies to third parties
Sub-process
GoN receives loan/ grant from funding agency (World Bank, ADB, etc.) for the purpose of
strengthening power sector in Nepal. GoN based on back-to-back loan agreement with Funding
Agency, provides funds to NEA in the form of loan. GoN signs MoU with NEA defining the terms
and conditions of loan, loan scheduling, payment mode, installment amount, etc.
In one of the arrangements of borrowings, the expenditure incurred by NEA, under the project, is
directly paid by the Funding Agency to the third party. These payments are the borrowings for NEA
from GoN through Funding Agency.
NEA incurs the expenditure including hiring of contractor, purchase of materials from supplier, etc.
On delivery of goods/ services, the Project Budget Centre receives supplier/ contractor bill, which is
reviewed and passed based on the contract with supplier/ contractor.
Subsequently, the Budget Centre prepares a JV to account for the expenses and also prepares a letter
requesting for payment to the Project Coordinator Section. Based on the letter Project Coordinator
writes a letter to the Funding agency, requesting for payment to third party, providing details like
quantum of payment, payment mode, payment currency, etc. Based on the above-referred letter, the
Funding Agency makes direct payment to the supplier/ contractor and intimates to the Project
Coordinator Section of NEA. The intimation includes information about the payment made, mode of
payment, payment currency, exchange rate, etc. The Project Coordinator Section updates its loan
records and forwards the intimation to Project Budget Centre.
The Project Budget Centre prepares JV to account for borrowings that arose on payment to third
party. The Loan Register is also updated based on the above intimation. The Project Accounts
Section, HO also receives the intimation of payments made directly by Funding Agency to third party,
which it uses to update its loan register.
Borrowings – Long Term from GoN – recoupment by Funding Agency

Sub-process
As discussed above, all the funds received by NEA from Funding Agency is based on the back-to-
back loan/ grant agreement of GoN with Funding Agency. All these borrowings made by NEA are
repayable to GoN. Over and above payments made by Funding Agency directly to third party on
behalf of NEA, there is also an arrangement wherein the Funding Agency provides a certain lump
sum advance to NEA, which is recouped every 90 days, based on the expenditure incurred during that
period. The recoupment of advance is the borrowings for NEA from GoN through Funding Agency.
The Project Budget Centre incurs the expenditure based on the MoU signed by NEA with GoN. It
passes the bill for expenditure incurred and accounts it in CAIS. Subsequently, it prepares and submits
a letter to Project Coordinator Section requesting for payment to the supplier/ contractor. Based on
the letter, the Project Coordinator Section makes payment to supplier/ contractor (intimating the
Nepal Rastra Bank to transfer funds to the payee’s account) and intimates to Project Budget Centre
and Project Accounts Section. The above payment leads to IUT transaction.
The Project Budget Centre prepares JV to account for payments made and corresponding increase in
the borrowings. The Loan Register is also updated based on the above intimation. The Project
Accounts Section, HO update its loan register based on the intimation.
On completion of period of 90 days, the Project Coordinator Section claims the above payments with
Funding Agency, which is recouped by the Funding Agency by credit to the bank account held with
Nepal Rastra Bank.
MS Excel for maintaining books of account by Project Coordinator Section.
# Issues Impact
Refer issues provided in process B-040
Borrowings – Short Term, Interest and Repayment

Sub-process
NEA borrows short-term loans from banks to bridge its working capital requirements. The periodicity
of these loans ranges from three months to nine months and is repaid at the end of the period.
CFD estimates the funding requirement and its periodicity, after consulting with DMD Finance and
MD, and puts up the proposal to BoD for approval. Based on the approval by BoD, it calls for tenders/
bids from banks. The bids are evaluated and the bank is selected. NEA executes the necessary
documentation based on which the bank disburses the funds as loan for utilization by NEA. On receipt
of funds, CFD prepares a Receipt Voucher for accounting for loan.
Normally the interest accrue on the above loan on monthly basis and is paid by cheque/ fund transfer
to the Bank. A JV is prepared for interest accrued and Payment Voucher is prepared for interest
payment. At the end of the loan period, Payment Voucher is prepared and the entire loan amount is
paid by cheque/ fund transfer to the Bank.
Repayment of Borrowings to GoN – Principal and Interest

Sub-process
The Project Budget Centre, at the end of completion of the project, transfers its borrowings account
to Central Payment Section after freezing the borrowings agreed with GoN. The Project Accounts
Section assists in execution of loan agreement with NEA including details of repayment schedule,
interest, etc. based on which the repayment shall be made to GoN.
Subsequent to execution of loan agreement with GoN, the Project Accounts Section shall intimate
Central Payment Section before due date about the payment to be made as per repayment schedule.
Based on it the Central Payment Section shall make the payment to GoN through cheque/ fund
transfer through bank.
Interest Payment on Power Bonds

Sub-process
NEA has issued power bonds of NRs. 1.5 billion to general public and financial institutions for the
purpose of execution of NEA Projects. These bonds issue were managed by a bank and the records
pertaining to the bondholders are also maintained by the bank. The bond bears an interest payable on
six monthly basis to the bond holders and the principal amount is to be repaid at the end of five years.
The managing bank intimates to CFD of NEA about the interest due on the bonds on the forthcoming
due date along with the list of bond holders. The CFD calculates and verifies the interest payable on
due date. Based on it, the payment is made to the managing bank for disbursing interest to the bond
holders and accounted for accordingly.
# Issues Impact
NEA has not set aside any fund to be utilized It may result in deficit in servicing the debt
for repayment of power bonds. on maturity.
Security Deposit Transfer – Unit to HO to Unit

Sub-process
The funds collected on account of security deposit from third party viz. supplier/ contractor by the
Budget Centre is required to be sent to HO at the year end. As and when it becomes due for payment,
the fund is demanded from the HO.
On Collection of cheque/ DD from third party, Receipt Voucher is prepared and the amount is
deposited in the deposit bank account of the Unit. At the year end, the fund lying in the Collection
bank account is transferred to HO through cheque/ DD/ bank transfer and Payment Voucher is
prepared. The transfer of funds results in IUT for which fund transfer advice is sent by Budget Centre
to HO and vice versa. The HO in turn receives the Receipt Voucher to account for receipt of funds.
At certain Budget Centres, the security deposit transferred to HO is transferred from Security Deposit
account to Unit Deposit Account through JV.
The third party viz. supplier/ contractor gives an application to the Budget Centre for refund of
security deposit as and when due. Based on the application, the Budget Centre sends a requisition to
HO against which HO transfers funds to the Budget Centre. It results in IUT for which fund transfer
advice is sent by HO to Budget Centre. The Budget Centre makes a Payment Voucher and obtains
acknowledgement of supplier/ contractor on payment.
3. Revenue Accounting
Sale of Power Accounting

Sub-process
The main income from operations of NEA is sale of power. NEA sells power within and outside
Nepal (to state electricity boards of India viz. UPSEB and BSEB). The broad categories of sale of
power to consumers within Nepal includes domestic, commercial, non-commercial, industrial, street
light, irrigation, drinking water, transportation, temple, temporary connection, community and
internal consumption. Over and above income from sale of power, NEA also charges penalty/ fine
for electricity theft/ misuse identified by the officials along with the consumption charges for the
estimated power consumed.
The consumers are billed on a monthly basis. In most of the DCS offices the billing is done on the
spot based on the current meter readings. However, in certain DCS offices, there is a one month lag
in the billing.
The Billing Section based on the previous month’s readings generates pre-printed bills for every
consumer which includes details like consumer name and no., previous reading, month of reading,
etc. These pre-printed bills are majorly generated through the computerized systems except 10-15
branches where the billing process is manually undertaken.
These pre-printed bills are sent to Meter Reading Section and meter readers visit consumer’s place to
undertake the meter readings. The meter readers visit the consumer’s place based on the route already
scheduled for each day and record the current reading to identify the no. of units to be billed. The bill
amount is then calculated considering the prevalent tariff charges. In case where the transformer has
been allotted to the consumer, an additional 3% equivalent transformer loss charges is also charged
in the bill. The calculation of bill amount may be done manually or through hand held terminal
devices. These terminal devices already have pre-stored consumer data, automatically calculates the
bill amount based on the reading and generates the bill slip to be attached with the pre-printed bills.
There are certain cases wherein rebilling is done in case the current month’s power consumed is
abnormally varying the previous three months average consumption.
The bill is issued to the consumer after meter reading. The copy of all the bills raised on the consumers
by the meter reader is sent to Revenue Section for processing bills and accounting. The Revenue
Section processes the bill by entering the current meter readings into the system. The processed bills
are tallied with the bills raised and if any errors are found in bills raised, then the current meter reading
is adjusted to tally with the bill raised. The closing meter so adjusted shall form the basis for the next
month billing. Subsequently, all the bills processed in the Revenue Section are entered into the
computerized revenue module and duly accounted.
At the month end, the sales report is generated by Revenue Section for the bills raised during the
month and sent to the Accounts Section. Based on the sales report, Accounts Section prepares a JV
and posts it in CAIS.
The sales and Collection report is sent by the Budget Centre to RO who consolidates the sales and
Collection report of its Budget Centres and submits it to the GM DCS.
MPower, PSICOBs, etc. – revenue modules for billing, processing, consumer wise accounting, etc.
Misc. Income Accounting and Collection pertaining to Power

Sub-process
NEA earns income from consumers on various accounts which are ancillary to power. This income
includes application fee, sale of meter, meter connection charges, meter disconnection/ reconnection
charges, meter testing charges, charge for name/ place change of consumer.
In case of new connection, consumer applies to NEA along with application charges. The NEA
representative submits a cost estimate for connection against which consumers pays the connection
charges. The consumer also pays to get the meter issued from NEA for installation purpose.
In case of delay in payment of power bills by consumers, NEA disconnects the connections of the
consumer. In such case, consumer applies for reconnection and pays disconnection/ reconnection
charges.
At times on consumer complaints, the meters are tested by NEA for which consumer has to pay meter
testing charges.
In case the meter is burnt at the fault of consumer, then consumer has to pay meter burnt charges to
NEA.
In case of the misuse identified by NEA a notice is issued to the consumer to pay the estimated misuse
of power consumed and penalty on it.
In all the above cases, the consumer visits the Collection Centre along with the source documents
explained above and pays the necessary fees/ charges/ penalty. The counter clerk issues the cash
receipt to the consumer and distributes the application/ notice/ estimates etc. to the concerned section.
At the month end, the revenue report is generated by Revenue Section for the above Collections made
during the month and sent to the Accounts Section. Based on this report, the Accounts Section
prepares a JV and posts it in CAIS.
MPower, PSICOBs, etc. – revenue modules for consumer wise accounting, Collection of fees/
charges, etc.
Accounting Module of CAIS for the purpose of accounting of monthly sales.
Rectification on Erroneous Billing

Sub-process
As discussed above, the bills are processed and updated in the computerized systems like MPower,
PSICOBS, etc. In any case, the bill raised is identified to be erroneous, the errors are rectified at the
time of processing the bill in the system. However, there are cases where the bill is erroneous and has
not been rectified in the consumer ledger and the consumer has complained for erroneous billing.
In that case, when the consumer comes with the complaint at the Collection Centre, the counter clerk
receives the bill and checks the bill amount outstanding as per the application system. If an error is
identified, it is forwarded to Meter Reading Section. In case, the Sales and Collection Report for the
corresponding month is sent to Accounts Section, then the Amendment letter is prepared, otherwise
Unit Adjustment Form is prepared by Meter Reading Section. The Unit Adjustment Form is signed
by the consumer and Meter Reading Section. In case of amendment letter, the Meter Reading Section
prepares it and is signed by the meter reader, supervisor and section in-charge and approval of the
Unit Head is obtained. Based on the Unit Adjustment Form/ amendment letter the bill is rectified in
the system and the adjustment entry is passed in the system. Subsequently based on the rectification
made in the bill, the Collections are made from the consumer. The intimation, about the adjustment,
is made to Accounts Section along with the amendment letter on a monthly basis. Based on the
intimation received, Accounts Section prepares a JV and post it in CAIS.
charges, etc.
4. Accounts Receivable
Collection from Sale of Power – Collection Centre

Sub-process
NEA’s major accounts receivable consists of Collections from sale of power and ancillary revenue.
The Collections pertaining to sale of power and ancillary revenue are made at DCS Collection
Centres. The consumer makes the payment by cash/ cheque/ DD to the counter clerk. As informed,
only the cheque which have been marked as good for payment by the bank are accepted. The
consumer also submits the bill and consumer card along with the payment.
On receipt of bill and payment, the counter clerk calculates the surcharge/ rebate on the payment. The
surcharge is charged for payments made after due date whereas rebate is allowed to the consumer on
early payments as per the prescribed slab. The counter clerk adjusts the payment received against the
bill amount and surcharge/ rebate. In case the consumer has made shorter payment, then the surcharge
and bill amount is proportionately adjusted. These adjustments are made in the Collection module
and then the cash receipt generated is issued to the consumer.
All the Collections made during the day pertaining to power and ancillary Collections are accounted
for in the Collection module as and when the transaction has occurred. There are certain offices where
the application system processes the Collections in the batch mode for the purpose of accounting.
Further, there are few remote locations where the entire Collection accounting is done manually.
A Daily Collection Report is prepared/ generated by counter clerk based on all the Collections made
during the day providing details of account code wise receipts. This Collection report along with cash/
cheque/ DD is submitted to Head Cashier of Revenue Section. The Head Cashier physically counts
the cash and its denominations and compares with the Daily Collection Report. In case if any cash
shortage is identified, it is debited to the account of counter clerk which is ultimately recovered
through Collection of cash/ salary from counter clerk.
The entire cash collected during the day is casted & cross casted and deposit receipt is prepared
providing denomination wise cash and cheque/ DD details. The Banker visits the Collection Centre
to collect the cash and cheque/ DD. The banker calculates the cash/ cheque/ DD amount received,
acknowledges the deposit receipt. This amount is credited to the Collection bank account of the
Budget Centre.
At the month end, the Revenue Section generates the Collection Report along with Sales Report and
submits to Accounts Section. The Accounts Section prepares Receipt Voucher to account for the
Collections made during the month. The bank reconciliation of the Collection account is undertaken
by Revenue Section. Accordingly, the bank balance as per Accounts Section is reconciled.
charges, etc.
Accounting Module of CAIS for the purpose of accounting for Collections at the month end.
Collection from Sale of Power to Government Offices – payment by GoN

Sub-process
The bills for power consumption raised by NEA on Government offices are paid by GoN centrally.
These payments are received at HO providing details of office wise period wise payments made.
Based on the Collections made and information available, HO through GM office/ RO intimates the
DCS Budget Centre about the Collections made. The Accounts Section of DCS Budget Centre
prepares a JV for Collections made through IUT and intimates the government consumer office wise
revenue collected to Revenue Section. The Revenue Section based on the information, adjusts the
consumer ledger of each Government consumer offices for Collections made.
MPower, PSICOBs, etc. – revenue modules for consumer wise accounting and Collection.
Collection from Sale of Power – at Mobile Collection Centre

Sub-process
At various DCS offices, NEA has created Mobile Collection Centres, which collects the revenue from
consumers at a pre-designated location. These centres are operated by counter clerk, who issues the
manual receipt to the consumer and collects cash/ cheque. The cash/ cheque received are collected by
the Bank at the Mobile Collection Centre and deposit receipt is issued to the Mobile Collection
Centre. Further, the counter clerk at the Mobile Collection Centre submits to the Head Cashier the
cash receipts issued to the consumer and the deposit receipt issued by the bank.
The Head Cashier reconciles the cash Collection with the cash receipts as well as deposit receipts and
identifies shortages if any and account for accordingly. The counter clerks of the Mobile Collection
Centre update the consumer wise Collection details in the Collection module of the computerized
system.
charges, etc.
5. Accounts Payable
Bill Passing
Sub-process
NEA incurs revenue expenses as well as capital expenditure during the course of O&M and capital
project execution. Mainly, the expenses are incurred for hiring contractor for various works/ services
purposes and for purchase of materials from suppliers. The supplier/ contractor are appointed
generally through work order/ contract/ PO. Hence, all the bills are passed as per the terms and
conditions agreed in the work order/ contract/ PO. Further, NEA’s employee also incurs expenses for
official purpose including travelling expenses, petty expenses, etc. All these expenses incurred are
supported by bills e.g. supplier bill, contractor bill, travelling bill/ expense bill, etc.
On completion of a milestone by the contractor, contractor submits the bill for payment. These bills
are reviewed by the concerned Section which supervises contractor’s work and if found satisfactory
a work completion certificate is prepared and measurement is noted in MB. These documents along
with bills are submitted to the Accounts Section, which verifies the rate, quantum of work undertaken,
etc. along with the contract/ work order issued.
Similarly, in case of delivery of materials by supplier, supplier submits the bill for payment, which is
reviewed by the Accounts Section along with the GRV, materials inspection note, contract/ PO, etc.
It also verifies the rate, no. of units supplied, etc. along with the contract/ PO issued.
In case of employee travel for official purpose or expenses incurred by employee for NEA, employee
submits pre-approved travel form/ prior approval for expenses incurred, etc. along with the expense
bills to the concerned Section Head for approval. The approved expenses bills along with supporting
are submitted to Accounts Section for the purpose of bill passing.
The Accounts Section passes the bill if found to be satisfactory and prepares a bill approval form
mentioning details of amount to be paid, deduction to be made, etc. All these documents are then
forwarded to Unit Head for Final Approval.
Bill Payment
Sub-process
Subsequent to bill passing of the supplier/ contractor/ employee’s bills, the payment is done by the
Accounts Section. There are certain project expenditure payments for which bill payment is made by
the Project Coordinator Section or by Funding Agency directly to the third party (this process has
been discussed above in the relevant sections).
Other than the above, the payments are directly made at the Budget Centre level. The Accounts
Section prepares the Payment Voucher and attaches all the supporting (mentioned in bill passing
process above) to it. The Payment Voucher is verified by the Accountant and approved by the
Accounts Chief. Based on the approval, cheque is prepared and signed by the Accounts Chief and
Unit Head. The acknowledgement of the receiver is obtained on the Payment Voucher for payment
disbursed and posted in CAIS.
6. Final Accounts
Business Group wise Consolidation

Sub-process
The books of accounts are maintained by each of the Budget Centre of NEA. At NEA, Budget Centre
is the office for which the budget is prepared and allocated. The consolidation of these Budget Centres
is done by each business group viz. generation, transmission and system operation, DCS, engineering.
Each business group has a GM office under which all the Budget Centres operate directly. However,
in case of DCS, the RO has been created based on the geography and the DCS Budget Centre operates
under a particular RO. These ROs operate under DCS GM office.
The books of account are maintained in CAIS accounting module by most of the Budget Centres.
There are certain sub-accounting units which maintain their books of account manually or in MS
Excel sheet for its final consolidation in the Budget Centre. The key vouchers being used are Payment
Voucher, Receipt Voucher and Journal Voucher. On posting of these Vouchers the GLs and SLs are
updated into the system. The TB can be generated in CAIS for a given period based on the above
including/ excluding unapproved Vouchers.
The Central Accounts Department issues instructions/ guidelines/ formats at the yearend, which is to
be followed by the Budget Centres at various levels including GM office, RO and Branches. As per
the instructions/ guidelines, all the Budget Centres are required to close financial operations by Ashad
25 to ensure timely closure of books of account. All the expenses pertaining to the year has to be
accounted before Ashad 25. As per the instructions, post Ashad 25, there should be no issue of cheque,
no store movement and hence no corresponding voucher entries. Further, as informed, there is also
an instruction that the Central Accounts Department/ RO/ other Budget Centre representative shall
visit other Budget Centre and sign the counterfoil of the last cheque issued from every bank account
for the year, last payment voucher issued, last journal voucher, last GRV and Goods Issue Voucher
prepared for the year.
The Budget Centre is required to provide information in the prescribed format pertaining to closing
balance as per bank/ cash book, information on liabilities and security deposits received, contingent
liabilities, closing stock of store items. The Budget Centre is also required to transfer the unutilized
funds available at the yearend as well as the security deposit balance to CFD, HO.
The Budget Centre provides the following information in its annual reporting to the RO/ GM office:
TB with annexures covering Group wise GLs and GL wise SLs, if any
FA Schedule, FA wise balances and their details in MS Excel sheet
Copy of bank statement along with bank reconciliation statement generated from CAIS
Physical Verification Report

Tax audit sheet providing tax payment details for salary, TDS return filed including transactions
information voucher details, employee tax calculation sheet, contractor/ supplier tax deposit (all in
MS Excel sheet)
IUT Transaction Schedule providing IUT GL balances, GL wise Unit wise balances, Unit wise IUT
transactions which is yet to be reconciled.
Based on the above the GM office compiles and consolidates the TBs of all the Budget Centres in
MS Excel sheet and submits the consolidated TB along with supporting documents received from
Budget Centres to Central Accounts Department for O&M office and Project Accounts Section for
Project offices.
MS-Excel for the purpose of relevant data to be provided along with TB.
Head Office Consolidation

Sub-process
The consolidation of TBs and preparation of financial statements for NEA is done by Central
Accounts Department at HO. The GM office forwards the consolidated TB for all the Budget Centres
in hard copy/ MS Excel sheet under its purview to Central Accounts Department for O&M offices
and Project Accounts Section for Project offices. It provides the FA Schedule to Fixed Accounts
Section for cross-checking of overall opening balances of FA and IUT Transaction Schedule to
Reconciliation Unit at HO for the purpose of IUT Reconciliation. The Project Accounts Section
consolidates the TBs of all the projects and submits it to Central Accounts Department.
During the above process, there are various discussions, queries and clarifications taken by Central
Accounts Department to Project Accounts Section/ GM office to RO to Budget Centre level for the
purpose of finalization of TB.
The Central Accounts Department also handles the audit queries of the Statutory Auditor during the
course of finalization. The Central Accounts Department consolidates the TB for all the business
groups and the projects to form the TB for NEA. The balances as per consolidated TBs of the business
groups for O&M Budget Centre and consolidated TB of Project Budget Centre are entered into CAIS
through a JV for the purpose of consolidation in CAIS.
Subsequently, the Central Accounts Department passes the year end JVs for the purpose of provisions
pertaining to retirement benefits (gratuity, medical reimbursement, life insurance, leave encashment,
pension, etc. based on actuarial valuation), Insurance fund (to create a fund to meet out losses on
destruction/ damage to FA), provision for debtors for sale of power unbilled in the last month of the
year, provision for doubtful debtors, provision for loss and obsolesce on inventory, provision for
doubtful advances, provision for obsolesce of FA, provision for loss of FA, provision for loss in lieu
of shortage, allocation of HO overheads pertaining to staff expenses and administrative expense to
Project and O&M offices, etc. The above entries are passed based on the information received from
various Budget Centres.
After passing the year end JVs, the TB of NEA is finalized. Based on this TB the financial statements
comprising of balance sheet, profit and loss account, corresponding schedules, notes to accounts and
significant accounting policies are prepared. The financial statements are prepared in MS Excel based
on the TB.
Subsequent to finalization, Budget Centres are intimated about its revised opening balances to be
carried forward for the next year.
MS-Excel for the purpose of compilation and consolidation of TB and preparation of financial
statements.
Inter Unit Transactions Reconciliation

Sub-process
The IUT occurs between two Budget Centres of NEA on account of various reasons including
materials transfer, FA transfer, funds transfer, employee transfer, etc.
In all the above cases, the intimation/ source document itself becomes an IUT advice e.g. In case of
materials, Transfer Issue Voucher is the IUT advice, in case of fund transfer, intimation of fund
transfer is an IUT advice, in case of employee transfer Ravana issued becomes an IUT advice. All
these IUTs raised are accounted through JV in case of non-cash transactions and Payment Voucher/
Receipt Voucher in case of cash transactions.
Every Budget Centre maintains in MS Excel sheet, a Transaction Schedule for IUT transactions
occurred and unreconciled as on date in MS Excel. This Transaction Schedule is basically a Budget
Centre wise transaction level breakup of IUT account balances lying in books of account.
Each Budget Centre does not reconcile the transactions occurred and to be reconciled as on date, with
the other Budget Centre. Instead there is a central reconciliation of the IUT transactions done by the
Reconciliation Unit of Central Accounts Department at HO. Each Budget Centre sends a Transaction
Schedule of unreconciled transactions to the Reconciliation Unit in hard copy. The Reconciliation
Unit ticks in hard copy of Transaction Schedule all the transactions between two units that are
reconciled based on description of transactions and its corresponding amount. Subsequently all these
Transaction Schedules are entered in MS Excel sheet including the reconciled transactions. Based on
the ticks the reconciled transactions are deleted in MS Excel to derive the list of unreconciled
transactions and IUT balances to remain in the books of account. The revised Transaction Schedule
for each Budget Centre is prepared and submitted to the Budget Centres for the purpose of accounting
the reconciled transactions (the reconciled transactions are required to be transferred to Central Office
account from the relevant IUT account heads balances).
Based on the revised account balances, the Budget Centre passes the JV for accounting the above
difference.

MS Excel for the purpose of reconciliation.
Inventory Management
1. Purchase
Centralised Purchase
The centralised purchase of materials is undertaken in case of DCS. The MM Division at GM DCS,
HO handles the central purchase of materials in consultation with GM office. The MM division
annually issues the letter to the DCS Budget Centre to provide their materials item wise annual
requirements, which are procured centrally. In response to the above letter, the DCS Budget Centre
based on the requirement of materials for the projects in pipeline/ to be implemented/ already under
O&M phase provides items wise annual requirement. At the time of estimation it also considers the
stock lying in stores, if any.
The annual requirement for materials item for all the concerned DCS Budget Centres is consolidated
at RO and sent to MM division. In case of certain material, the centralised purchase is also done by
RO for its Budget Centres.
Based on the above, the MM division also requisites the stock position of the Central Stores for each
materials item. After considering the stock position, the MM division estimates the consolidated
annual purchase quantity for each materials item and prepares a purchase plan. The purchase plan is
submitted to BoD for approval and based on the approval the purchase process is initiated involving
issue of international competitive bidding/ local bidding, receipt and evaluation of bids and short
listing of the vendors. The tender process for purchases at NEA is governed by the Financial
Management Byelaws of NEA.
Subsequent to the selection of vendors, the contract is executed providing terms and conditions
pertaining to supply scheduling, rate, transportation, payment terms, payment mode, destination of
supply, etc. The contract itself becomes the PO for the supplier to supply materials.
MS Excel for preparing purchase plan.
Decentralised Purchase
Sub-process
The Budget Centre procures certain materials for its own office. The User Department provides
Materials Requisition Form to Stores. The Stores checks the materials stock position and provides
the indent to the Procurement Section for the purchase. Sometimes, in case of certain materials, the
Materials Requisition Form itself becomes an indent for the purchase.
Based on the indent received, the Procurement Section prepares and finalizes the list of item wise
quantity to be procured and submits it to Unit Head for approval. Based on the approval, the
Procurement Section goes for issue of tender/ single party selection, as per the Financial Management
Byelaws of NEA. e.g. As informed, purchase below NRs. 1 lakh can be made on single party basis.
Based on the purchase process the supplier is selected and contract is executed or purchase order with
terms and conditions is issued as per the Financial Management Byelaws of NEA. The above contains
the schedule of supply, quality specifications, quantity and rate of supply, payment terms, etc.
MS Excel for preparing list of item wise quantity to be procured.
2. Inventory and Materials Management
Receipt of Materials
Sub-process
The Materials is received either from the supplier or transfer of materials from other Budget Centre.
The process pertaining to receipt from transfer of materials has been separately discussed.
The materials received from supplier are generally inspected at site by NEA officials before dispatch
to NEA office. Subsequently, the Stores receives the materials along with delivery challan from the
supplier. On receipt, it intimates the Quality Section for materials inspection, which after due
checking issues Materials Inspection Note to the Stores providing details of materials item to be
accepted/ rejected.
In case materials item are rejected, then Gate Pass is prepared and materials are returned to the
supplier. In case materials are accepted, the Stores receive PO, supplier bill and Material Requisition
Form along with Materials Inspection Note. Based on the above, the Stores In-charge prepares a
manual GRV. At the month end, all the GRVs for the month are entered into the inventory module
of CAIS. Further, a monthly report of materials received during the month is generated and forwarded
to Accounts Section along with GRV. The Accounts Section checks the monthly report with GRV
and prepares a JV for materials receipt during the month and posts it in CAIS.
Inventory Module and Accounting Module of CAIS for the purpose of accounting.
Issue of Materials
Sub-process
The Materials is issued either to user within Budget Centre or transfer of materials to other Budget
Centre. The process pertaining to issue on transfer of materials has been separately discussed.
The User department prepares and provides Goods Requisition Form duly approved by the Section/
Unit Head and submits it to Stores. Based on the approved Goods Requisition Form, the Stores issues
materials to the receiver. The Stores prepares the Goods Issue Voucher and Gate Pass manually and
obtains the signature of the receiver.
At the month end, all the Goods Issue Vouchers for the month is entered into the inventory module
of CAIS. Further, a monthly report of materials issued during the month is generated and forwarded
to Accounts Section with Goods Issue Voucher. The Accounts Section checks the monthly report
with Goods Issue Vouchers and prepares a JV for materials issued during the month and posts it in
CAIS.
Transfer of Materials
Sub-process
The materials required at one Unit of NEA and available at another Unit are transferred. Further, in
case of DCS there is certain centralized purchase undertaken at GM office level/ RO level, which is
received at Central Store/ RO Store and subsequently transferred to the Budget Centre Stores.
The transferee Budget Centre prepares a Goods Requisition cum Issue Form and submits it to the
transferor Budget Centre after approval of the Unit Head e.g. in case of DCS Budget Centre, the DCS
Budget Centre head is the Unit Head.
The transferor Budget Centre’s Stores checks the availability of stock and, after obtaining approval
of the Unit Head, issues the stock to the transferee e.g. in case of Central Stores, approval is provided
by the GM office. Subsequently, the Stores prepares the Transfer Issue Voucher and Gate Pass, and
obtains signature of the receiver. At the month end, all the Transfer Issue Vouchers for the month are
entered into the inventory module of CAIS. Further, a monthly report of materials transferred during
the month is generated and forwarded to Accounts Section with Transfer Issue Voucher. The
Accounts Section checks the monthly report with Transfer Issue Vouchers and prepares a JV for
materials transferred during the month and posts it in CAIS. It results in IUT for which Transfer Issue
Voucher acts as a transfer advice from transferor Budget Centre to transferee Budget Centre.
On receipt of materials, the Store In-charge prepares a GRV and other accounting is similar to that of
receipt of materials from supplier.
Physical Verification of Materials

Sub-process
The PV of materials is undertaken on an annual basis. The Budget Centre forms a PV Committee,
where in the representatives of Accounts Section, Stores, Procurement Section, etc. are the committee
members.
At the year end the PV is conducted at the Stores and based on it PV Report is prepared providing
quantity as per stock records, actual quantity, shortage/ surplus quantity, status of quantity (non-
moving, slow-moving, obsolete, etc.).
Subsequently to PV, shortage/ excess materials identified is accounted for as pending investigation
and a file is prepared to designated authority for approval of write-offs. The PV Report is submitted
along with the Annual TB to the RO/ GM office.
MS Excel for preparing PV Report.
Human Resource Management
1. Payroll and Retirement Benefits

Generation of Pay Bill

Sub-process
The pay bill is generated every month for the purpose of payment of salaries to the employees of
NEA. The process of generation of pay bill starts around 28th of every month based on the attendance
record provided by the Administration Section and the overtime/ tiffin allowance related records
provided by the concerned Section Heads.
The pay bill includes employee benefits such as basic salary, grade, allowances, earned leave salary,
medical expenses, tiffin allowance, overtime allowance, uniform allowance, vehicle facility, quarter
facility, staff loan recovery, PF deduction, etc. There are certain allowances, which are payable once
in a year, normally claimed/ paid during the festival of Dashain. The other allowances are payable on
a monthly basis. The recovery of principal amount of staff loan is undertaken in 10 out of 12 months
of the year.
The pay bill is generated out of computerized system, where in the data pertaining to pay has already
been entered as master data. The transaction data pertains to no. of attendance days and no. of hours
for overtime/ for tiffin allowance, which is required to be entered on a monthly basis. Based on these
data payroll is processed and pay bill is generated. The pay bill is verified by Accounts Chief and
Unit Head. Subsequently, JV is prepared by posting the pay bill into CAIS. The JV along with pay
bill is approved by the Unit Head. This pay bill forms the basis of payment of salaries to the
employees, issue of pay slips and payment of deductions made from employee’s salary to the
concerned Office within/ outside NEA.
Payroll module of HRMS for generation of pay bill.
Generation of Pension Bill

Sub-process
The pension payments are made from the NEA office requested by the pensioner. The process of
approval of the pension order on retirement/ death has been discussed separately.
In case of new pensioner, a letter is received from the Record Section providing details about the new
pensioner and the amount of the pension payable to him on a monthly basis. In case of a death of
pensioner, the Record Section issues the letter providing name of the nominee and the amount to be
paid to the nominee as family pension. In case the pensioner has opted to obtain the pension from the
office other than the existing office, the transferee office shall receive a letter providing details of the
pensioner and intimation that from the cutoff date the pension shall be paid by the transferee office.
Based on the above letters, pensioner details like name, address, nominee, pension amount, etc. are
entered in the computerized pension system for the first time. Subsequently, every month a program
is run to generate the pension bill after considering income tax deduction, if any. The pension bill is
verified by Accounts Chief and Unit Head. Subsequently, JV is prepared by posting pension bill into
CAIS. The JV along with pension bill is approved by the Unit Head. This pension bill forms the basis
of pension payment.
Pension module of HRMS for generation of pay bill
# Issues Impact
Refer issues provided in process E-010
Payment of Salary and deposit of deductions made

Sub-process
The Accounts Section prepares a Payment Voucher along with the cheque which is signed by
Accounts Chief and Unit Head, based on the approved pay bill. A letter is also issued to the bank
along with the cheque, providing details of employee wise bank account number for transfer of
salaries. In case where salaries are paid by cash then cash is withdrawn from bank and payment is
made to employees after taking acknowledgement on the pay bill. Pay slip is also issued to employees
on disbursement of salary providing their monthly salary break-up, deduction details, net salary
payable, etc.
The Accounts Section also prepares Payment Vouchers for the payment of the following:
Employer’s and employee’s contribution towards PF to PF authority
Gratuity to Citizen Investment Trust through HO
Staff loan recoveries to Personnel Welfare Section at HO
Income tax deducted at source to Inland Revenue Department’s office.
Payroll module of HRMS for generation of Pay slips.
Payment of Pension
Sub-process
The Accounts Section prepares a Payment Voucher along with the cheque which is signed by
Accounts Chief and Unit Head, based on the approved pension bill. Subsequently, the cash is
withdrawn from bank and payment is made to pensioner after obtaining acknowledgement on the
pension bill. In case payment is collected by a person other than the pensioner, the recipient shall be
required to bring authority letter from the pensioner. The recipient (pensioner/ authorized
representative) of the pension has to bring the pension passbook for updation. Subsequent to payment,
pension passbook is updated providing details of pension payment made.
Loans and Advances to Employees - Disbursement and Recovery

Sub-process
The employee prepares an application for loan and forwards it to Personnel Welfare Section at HO
through the concerned Budget Centre providing details about nature of loan, quantum of loan, reason
for loan, etc. Normally, the nature of loan includes one-time housing loan, one-time natural disaster
loan, house repairs and maintenance loan, social loan and medical loan. The nature and limits of these
loans are governed by Employee Service Rules, 2062 Bikram Sambat of NEA.
The Personnel Welfare Section reviews the application and checks the eligibility of the employee to
avail loan. If the employee is found eligible and the funds for issue of loan is available, then the
documentation of loan and Collection of security against loan is undertaken. In absence of collateral
security, an undertaking is obtained from employee to adjust the loan from gratuity or pension in case
of default in payment. The number of installments is defined keeping in view the balance service
period of the employee.
Subsequent to the completion of documentation, a Payment Voucher is prepared and fund is disbursed
to the concerned Budget Centre through cheque/ letter for fund transfer. The Budget Centre prepares
Receipt Voucher for the funds received and creates loan records in the Loan Register. Further, it
prepares Payment Voucher and disburses loan to the employee by cheque. The Personnel Welfare
Section maintains the employee loan history file including the loan documentation.
The recovery of loan installment includes principal and interest component. The principal loan
installment amount is not recovered in two months in a year during the festival of Dashain. The
recovery is done through monthly payroll.
In case employee is transferred, then the transferor Budget Centre shall prepare a Ravana mentioning
loan wise dues recoverable, quantum of installments, installment amount, etc. and send it to transferee
Budget Centre. Based on Ravana, transferor Budget Centre closes the loan account of employee and
transfers it to IUT related Account; whereas transferee Budget Centre updates employee’s loan record
in its Loan Register and creates loan account. The transfer of employee leads to IUT wherein Ravana
acts as an IUT advice.
Life Insurance of employees

Sub-process
NEA provides life insurance for the regular employees (i.e. excluding muster roll employees), which
is equivalent to 36 months’ salary (i.e. basic plus grade). NEA makes payment of insurance premium
based on the above to the insurance company (Rashtriya Bima Sansthan) for the period of twenty
years. Subsequently, on death or completion of 20 years of insurance premium whichever is earlier,
the insurance money is paid to employees through NEA. The difference between 36 months
equivalent salary and claim received on maturity/ death is paid on retirement/ death by NEA.
The Personnel Welfare Section provides information about employees to the insurance company
based on which, the insurance company intimates the employee wise estimated insurance premium
due for the year. The Personnel Welfare Section requests the Central Payment Section, HO to make
the insurance premium payment and accordingly the payment is made.
On maturity of insurance claim, the Personnel Welfare Section puts up employee wise claim to
insurance company. The insurance company processes and makes the payment of insurance claim
including bonus accrued, if any. The claim is received by Personnel Welfare Section, which is
disbursed to the Budget Centre for payment to employee/ nominee. The Personnel Welfare Section
maintains employee wise SL to keep a track on insurance claim received and paid to Budget Centre
for further payment to employees/ nominees.
On retirement, the Personnel Welfare Section calculates the insurance coverage payable to employee
and the total payment made earlier on maturity. The difference of it is paid on retirement by Personnel
Welfare Section to the employee through the Budget Centre.
Medical Insurance
Sub-process
NEA has undertaken a medical insurance covering accident insurance and health related insurance of
the employees and immediate family members.
The Personal Welfare Section undertakes selection of insurance company for medical insurance every
year through open bidding process. Based on it the insurance company is selected and insurance
premium is finalized. The Central Payment Section makes the payment to the insurance company on
the request of Personnel Welfare Section.
On hospitalization/ accident, the employee prepares and puts up a claim to Personnel Welfare Section
through the Budget Centre. Personnel Welfare Section forwards it to the insurance company for
processing the claim and receives the payment against the claim. This payment is made to the
employee through the Budget Centre.
Settlement on Retirement/ Resignation/ Death and Approval of Pension

Sub-process
NEA provides certain benefits to the employees on retirement, resignation or death of the employee
subject to completion of certain years of services. These payments are guided by the Employee
Service Rules, 2062 Bikram Sambat. These retirement benefits include employee medical
reimbursement balance, accumulated leave, gratuity and pension, if applicable.
The employee fills up a Retirement Form where in certain rows and columns has to be filled by the
concerned section/ authority of the Budget Centre/ HO. Administrative Section has to provide
information of accumulated leaves viz. sick leave and house leave, last date of attendance in the
office, consumer no. for power connection, name of the consumer, name of the concerned DCS
Centre, etc. Accounts Section has to provide information on amount paid to employee for medical
reimbursement till date, regular per month salary, grade and total amount, outstanding liabilities (if
any), other loans (if any), staff loans, etc. In case of death, the Accounts Section also mentions
whether the employee’s advances has been deducted on regular basis or not. Stores provides
information on whether any asset in cash or kind is lying with employee or not and if yes, the
description of quantity and amount. Finally the Unit Heads signs and seals the Retirement form.
The employee provides birth certificate, appointment letter, nature of employment, original identity
card and other necessary certified documents along with Retirement Form. In case employee dies
during the course of the official work then the nominee has to also provide the original accident report,
postmortem report, police report, death certificate, citizenship certificate, citizenship certificate of
nominee or birth certificate if nominee is minor, etc.
The employees are also entitled to electricity subsidy, which is discontinued from the last date of
service. If the employee was getting electricity subsidy then he has to ensure cancellation of such
facility as well as return the original card of such facility.
The duly approved Retirement Form by the Unit Head along with supporting documents is submitted
to the Record Section at HO for calculation of retirement benefits dues. The Record Section calculates
the entitlement of employee pertaining to medical reimbursement, accumulated leave encashment,
gratuity and calculates it. It also checks the eligibility of employee for the pension and calculates the
monthly pension amount payable to employee.
The Record Section submits the calculation sheet of the employee’s retirement benefits to HRD for
approval. HRD reviews the calculation and approve it accordingly and forward it to Record Section.
The Record Section intimates approval of the retirement benefits to Retiring office, Internal Audit
office and concerned GM office. Subsequently, it issues a letter for release of outstanding retirement
benefits along with the head wise breakup. This letter is also marked to concerned GM office, Internal
Audit office, CFD, Personnel Welfare Section, Personnel Administration Section, DCS office (for
converting electricity subsidy facility into normal facility), PDB Section, PF Office, employee/
nominee (in case of death).
Based on the above letter, the Budget Centre i.e. Retiring office from where employee retires/ resigns/
dies makes the payment to employee/ nominee (in case of death).
The employee/ nominee (in case of death) are required to fill up the Pension Requisition Form to
Personnel Administration Section. After review of the form, it issues Pension Order to Record
Section. The Record Section provides one copy of Pension Order and obtains acknowledgement of
the pensioner/ nominee and also issues Pension Pass Book. The Pension Pass Book is required to be
provided every time pensioner/ nominee comes to the NEA office for collecting pension. The Record
Section also issues copy of the Pension Order to the Budget Centre from where the pensioner has
opted to receive the pension. Subsequently this Budget Centre updates its Pension Records for
generation of monthly pension bill and payment of pension thereon.

HRMS Disciplinary action & reward Procedure
1) Disciplinary action for rewards and penalty

a) Penalty/punishment
 As in the documents mentioned charge sheet as per the NEA by laws is initiated as the
following processes :
 If there is notice of charge from any formal and informal source, the investigation
committee investigates about the issues and gives report. The report that the
committee provide should be verified by the concerned authority.
 As per the report the charge sheet is generated.
 According to the charge sheet there are various types of penalty and punishment as
NEA by laws
i) Counsel
ii) Stop or decrement grade
iii) Stop 5 years of promotion
iv) Fired as they may be fit for the future
v) Fired as the unfit for the future
 For the above mentioned punishment there is the punishment authority as NEA
clause and suspend by the clarification of authorities
b) Rewards
 As the excellent/outstanding job performance
 Fluent work process
 Regulating work process on time in remote areas
There are two types of rewards as
a) Monetary
b) Non-monetary (Special training, national /International visit, transfer in selected
area)
Accounting
1. Fixed Assets and Project Accounting
Purchase of Fixed Assets

Sub-process
The FA is procured based on the requisition by the concerned Authority. The requisition is reviewed
and approved by the Designated Authority based on which purchase is done through international
competitive bidding/ local tenders/ limited tenders. The bids received are processed and the supplier
is finalized. A PO/ contract is executed with the supplier for supply of FA. The FA to be supplied are
inspected by NEA representatives and then accepted.
Based on the above, the FA are received and updated in FA Register as well as JV is prepared for
accounting.
MS Excel for maintaining FA Register.
Capitalisation of Expenditure
Sub-process
NEA has projects having long gestation period and are capitalised over a span for more than 1-3
years. Mainly the expenses involved in these projects can be categorized into employee expenses,
capital stores, repairs and maintenance, vehicle expenses, admin expenses, interest during
construction phase, financial charges, etc.
All the above expenses are incurred and accounted for during the year in the corresponding account
head and taken to the CWIP head at the year end. The expenses are capitalized when the asset is ready
to use based on the project completion certificate issued by contractor and NEA.
Subsequent to the above FA Register is updated.
MS Excel for the purpose of maintaining FA Register.
Transfer of Assets
Sub-process
The FA required at one Budget Centre of NEA and lying idle at another Budget Centre, or required
in emergency, are transferred on request. The transferee Budget Centre prepares a requisition for
transfer of FA and after taking approval of designated authority submits it to the transferor Budget
Centre.
The Transferor Budget Centre checks the availability of FA and based on the requirement the Unit
Head provides approval for transfer. Subsequently, the FA is issued and Gate Pass is prepared for
transfer on which the signature of the receiver is obtained. The transferor Budget Centre also issues
an IUT advice for transfer of FA to the transferee Budget Centre providing details of gross block and
accumulated depreciation for the purpose of IUT accounting. On receipt of assets and IUT advice,
the transferee Budget Centre updates its FA Register and accounts for FA.
Depreciation Accounting
Sub-process
The FA Registers maintained forms the basis for calculation of depreciation. All the FAs are
depreciated at the applicable rate. In case of the asset procured/ capitalized during the year or in case
of the last depreciable year of the asset, asset is depreciated at 50% of the applicable rate. Based on
the above, depreciation is calculated and JV is prepared for the purpose of depreciation accounting.
Deferred revenue Expenditure

Sub-process
There is a concept of accounting of certain expenses as DRE. NEA incurs certain expenditure to
assess the technical as well as commercial pre-feasibility/ feasibility of certain projects. These
expenditures are accounted for as DREs. DRE is capitalised to CWIP in case project materializes or
amortized over a period of five years.
Attachment 3. Current Hardware & Network Infrastructure

(A) Hardware Infrastructure
Total Computer Distributed (For CAIS)
Computers
S. Computer
Office Code Name of Office Printer UPS Modem for EPR
No. Acc. Inv.
1. 252529 Bhairahawa Distribution Centre 1 1 1 1 1
2. 252521 Baneswore DCS 1 1 1 1 1
3. 311411 Soil Rock Concrete Lab 1 1 1 1 1
4. 251611 Bagmati Regional Office Kathmandu 2 1 1 1 1
5. 251615 Kirtipur Branch 1 1 1 1 1
6. 252525 Pulchok Distribution Centre 2 2 1 1 1
7. 252522 Maharajgunj DCS 1 1 1 1 1
8. 311811 Training Center Department 1 1 1 1 1
9. 252514 Janakpur DCS 1 1 1 1 1
10. 252523 Ratnapark Distribution Center (DCS) 2 1 1 1 1
11. 252518 Bhaktapur DCS 1 1 1 1 1
12. 252519 Thimi DCS 1 1 1 1 1
13. 252526 Lalitpur DCS 1 1 1 1 1
14. 252524 Kuleshwor DCS 1 1 1 1 1
15. 252515 Birgunj DCS 1 1 1 1 1
16. 151412 Trishuli Hep 1 1 1 1 1 1
17. 151213 Marsyandi Division 2 1 1 1 1
18. 251616 Rasuwa Nuwakot Branch 2 1 1 1 1
19. 151413 Devighat Hep 1 1 1 1 1 1
20. 311111 Engineering (GM Office) 1 1 1 1 1
21. 211414 Bagmati Transmission Division 1 1 1 1 1
22. 251612 Sindhu Branch 1 1 1 1 1
23. 251614 Kabhre DCS 1 1 1 1 1
24. 151414 Sunkoshi Hep 1 1 2 1 1 1
25. 151111 Generation (GM Office) 2 1 1 1 1 1
26. 211111 Transmission Grid (GM Office) 1 1 1 1 1

Computers
S. Computer
No. Acc. Inv.
27. 252411 Rural Electrification& Shp Department 1 0 1 1 1
28. 251212 Ilam Branch 1 1 2 1 1
29. 151419 Puwakhola (Ilam) Hep 1 1 1 1 1 1
30. 251111 DCS (GM Office) 2 2 1 1 1
31. 252215 Surkhet Branch 1 1 1 1 1
32. 252531 Nepalgunj DCS 1 1 1 1 1
33. 151613 Hetauda Diesel Center 1 1 1 1 1 1
34. 151214 Kulekhani I Division 1 1 1 1 1 1
35. 151215 Kulekhani II Division 1 1 1 1 1 1
36. 311112 Central Workshop, Hetauda 1 1 1 1 1
37. 211413 Tran. Mid Division, Hetauda 1 1 1 1 1
38. 251218 Duhabi Branch 1 1 1 1 1
39. 252513 Itahari DCS 1 1 1 1 1
40. 252512 Biratnagar DCS 2 1 1 1 1
41. 251418 Simara Branch 1 1 1 2 1
42. 252533 Rajbiraj DCS 1 1 1 1 1
43. 251417 Kalaiya Branch 1 1 1 1 1
44. 151612 Multifuel Power Plant 1 1 1 1 1
45. 251216 Dharan Branch 1 1 2 1 1
46. 211412 Trans. Grid East Branch 1 1 1 1 1
47. 251214 Damak Branch 1 1 2 1 1
48. 251211 Koshi Mechi Regional Office Biratnagar 2 1 1 1 1
49. 252527 Pokhara DCS 2 1 1 2 1
50. 252517 Bharatpur DCS 1 1 1 1 1
51. 252532 Tandi DCS 1 1 1 1 1
52. 251221 Lahan DCS 1 1 2 1 1
53. 252118 Palpa Branch 1 1 2 2 1
54. 251213 Bhadrapur Branch 1 1 2 1 1

Computers
S. Computer
No. Acc. Inv.
55. 211416 Tran. Grid Mid & Far Western Attariya 1 1 1 1 1
56. 252528 Butawal DCS 1 1 1 1 1
57. 252218 Mahendra Nagar Branch 1 1 1 1 1
58. 252112 Kawasoti Branch 1 1 1 1 1
59. 252117 Taulihawa Branch 1 1 1 1 1
60. 252111 Western Reg. Office, Butawal 2 1 1 1 1
61. 252116 Krishna Nagar Branch 1 1 1 1 1
62. 252113 Parasi Branch 1 1 2 2 1
63. 252217 Dhangadi Branch 1 1 1 1 1
64. 252211 Mid-Western Reg. Office, Nepgj 2 1 1 1 1
65. 151212 Kalig‘n’ai 'A' Hep 1 1 1 1 1 1
66. 252516 Hetauda DCS 1 1 1 1 1
67. 151415 Gandak Hep 1 1 1 1 1 1
68. 252216 Gulariya DCS, Bardiya 2 1 1 1 0
69. 251411 Narayeni Regional Office 2 2 2 2 0
70. 211417 Tran. Grid North West Branch, Pokhara 1 1 0 0 0
71. 151418 Modikhola Hep 1 1 1 1 1 1
72. 211415 Transmission Grid West Division Butwal 1 1 1 0 0
73. 251613 Dolakha Branch 1 1 1 1 0
74. 252212 Ghorahi Branch 1 1 0 0 0
75. 251618 Gorkha Branch 1 1 0 0 0
76. 311611 Environment And Social Study Dept. 1 1 0 0 0
77. 252611 Rural Electrification Co Operative Dept. 1 0 0 0 0
78. 311211 Project Development Department 1 1 1 1 0
79. 311113 Concrete Pole Plant Amalekhgunj 1 1 0 0 0
80. 151416 Seti Phewa Hydro Power Project 1 1 1 1 0 1
81. 251413 Jaleshwor Branch 1 1 1 1 -
82. 251415 Malongawa Branch 1 1 - - -

Computers
S. Computer
No. Acc. Inv.
83. 251414 Sindhuli Branch 1 1 1 - -
84. 251215 Dhankuta Branch 1 1 - 1 -
85. 251617 Dhading Branch 1 1 1 1 0
86. 251421 Palung Branch 1 1 - -
87. 251619 Tanahu Damauli Distribution Centre 1 1 - -
88. 251416 Gaur Branch 1 1 1 1 0
89. 252119 Syangja Branch 2 1 - 0 0
90. 251621 Gagangauda Branch 1 1 1 0 0
91. 252219 Dadeldhura Branch 1 1 1 0 0
92. 311114 Kotre Pole Plant Pokhara 1 0 1 1 0
93. 251227 Udyapur Branch 1 1 1 0 0
94. 252221 Pyuthan Branch 1 1 1 1 0
95. 252223 Dailekh Branch 1 1 1 1 0
96. 252222 Rolpa Branch 1 1 1 1 0
97. 252214 Baitadi Branch 1 0 1 1 0
98. 151421 Panauti Hydro Power 1 0 1 0 0
99. 111211 MIS Department 0 1 1 0 1
100. 111614 Central Payment Section 1 1 1 1 0
101. 111812 Corporate Finance Department 1 1 1 0 0
102. 112113 Employee Welfare Section 1 0 1 1 0
103. 351414 Kailali Kanchanpur Rural Electrification 1 0 0 0 0
104. 251223 Diktel Branch 1 0 1 1 0
105. 151417 Chatara Hydropower 1 0 1 1 0 1
106. 252121 Arghakhachi Branch 1 1 1 1 0
107. 252122 Parbat Branch 1 0 1 1 0
108. 351112 Madhyamarsyandi Hydro Power Project 1 1 0 0 0 1
109. 351116 Chamelia Hydro Power Project 1 1 1 1 0
110. 351411 Rural Electrification And Reinfo Project 1 0 1 1 0

Computers
S. Computer
No. Acc. Inv.
111. 351117 Kulekhani ii Hydropower Project 1 0 1 1 0
112. 271232 Doti Branch 1 0 1 1 0
113. 252123 Gulmi Branch 1 0 1 1 0
114. 271239 Khadabari Branch 1 0 0 0 0
115. 271215 Terathum Branch 1 0 0 0 0
116. 252213 Salyan Branch 1 0 0 0 0
117. 351114 Heldung Shp 1 0 0 0 0
118. 271217 Ramechap Shp 1 0 0 0 0
119. 271218 Helambu Shp 1 0 0 0 0
120. 271227 Gamgadh Shp Project 1 0 0 0 0
121. 351212 Thankot Chapgau 132 Kv Transmission Project 1 0 0 0 0
122. 351213 Hetauda Bharapur 220 K.V Transmission Project 2 0 0 0 0
123. 351129 Upper Trishuli 3 A Hydro-Elec. Project 1 0 0 0 0
124. 252315 Tikapur Branch 1 1 0 0 0
125. 271241 Myagdi Branch 1 0 1 1 0
126. 251318 Siraha Branch 1 0 1 0 0
127. 271223 Baglung Branch 1 0 0 0 0
128. Rural Electrification Co-ordinator Office 1 0 0 0 0
129. 271222 Tatopani Myagdi Shp 1 0 0 0 0
130. 271228 Kalikot Shp 1 0 0 0 0
131. 351134 Rahughat Hydro Electric Project 1 0 0 0 0
132. 351247 Singati Lamosanghu Corridor Transmission Project 1 0 0 0 0
133. 252225 Tulsipur Branch 1 0 0 0 0
134. 252311 Far Western Regional Office Attaria 1 1 0 0 0
135. 251300 Janakpur Sagarmatha Regional Office Janakpur 1 1 0 0
Total 150 105 110 99 69 15
Configuration of Desktops and Laptops used for CAIS, EPR and in general use
Configuration and Make
Warranty/AMC
Computers for
Used for CAIS
Year of Purchase
Capacity (in GB)
General Use
Component
RAM (in MB)

Hardware
Hard Disk
Period
Processor
S. No.
/Upgrade
EPR
256 MB SD RAM
Intel Pentium PIV 2 40 GB ATA/100
2003 Expandable to 2 1 Year 80 32
GHz Processor HDD
GB
Intel Pentium PIV 3.0
2004 512 MB RAM 60 GB HDD 1 Year 90 60
GHz Processor
Desktop
Intel Pentium PIV 3.0 80 GB ATA/100
1 Personal 2006 512 MB RAM 1 Year 30 20
GHz Processor HDD 7200 rpm
Computer
1 GB DDR2 120 GB SATA
2007 Intel Dual core 2.8 Ghz 1 Year 3 12
SDRAM Hard Disk
Intel Core 2 Duo
2 GB DDR II RAM 250 GB SATA,
2008 Processor Min. 2.66 1 Year 52 15 18
upgradable to 4 GB 7200 Rpm
GHz
256MB DDR
Intel Pentium IV 40.0 GB Hard
2004 SDRAM 1 Year 3
2 Processor 2.66 GHz Disk Drive
Laptop (266MHz)
2
Intel Pentium PIV 3.0 60 GB HDD
2006 512 MB RAM 1 Year 2 1
GHz Processor (5400 rpm)
Configuration of Desktops and Laptops used for CAIS, EPR and in general use
Warranty/AMC
Computers for
Used for CAIS
Year of Purchase
Capacity (in GB)
General Use
Component
RAM (in MB)

Hardware
Hard Disk
Period
Processor
S. No.
/Upgrade
EPR
1 GB DDR2
Intel Pentium PIV 2.0 SDRAM
2007 80 GB Hard disk 1 Year 2 1
GHz Processor Expandable up to 4
GB
Intel core 2 duo 2.4 160 GB SATA
2008 2 GB DDR II Ram 1 Year 3 1
GHz HDD
Total 265 15 145
Configuration of other Hardware used for CAIS and in general use

S. Units
No. Hardware Device Name Currently In Units Not In use Used for CAIS General Use
Use
1 Printers Dot Matrix 80 Col. Printer 64 50 14
Dot Matrix 132 Column
77 60 17
Printer
Laser Printer 10 10
2 Scanner 2 1 1
3 UPS ( DB Power-BNT1000 AP ) 30 30
4 3 KVA UPS (APC MX3000W With extra
70 69 1
battery packs)
5 Projector 2
6 Switch (24 port) 29 29
7 Switch (16 port) 25 25
8 VLAN Switch 3 1
9 Modem 75 69 6
Configuration of other Hardware used for CAIS and in general use

S. Units
No. Hardware Device Name Currently In Units Not In use Used for CAIS General Use
Use
10 DSL Modem 2 2
11 Hard Disk (Hot Pluggable) 10 4 6
12 Media Converter 28 25 3 16
Router Fortigate 200A 1 1
Fortigate 200B 1 1
Fortigate 80B 2 1 1
13 Fortigate 60B 5 1 5
CISCO 2621 1 1
CISCO 1721 4 4
CISCO 1841 1 1
14 RAS Server CISCO 2509 4 4
15 Network Analyzers (Fluke) 2 2
16 Forth EPABX System D-400 CID 1 1
17 DVR with Camera 1 1
18 Any Other (Please Mention)
Configuration of server used for CAIS

Network
Type: Mini Configuration Year of RAM Hard Disk
Hardware Component Operating Units
Computer, PC Purchase/ Processor (in Capacity (in
Tower, Rack, System
Server Upgrade MB) GB)
Blade, others
2X49.0 GB
Database Server (CAIS Intel Pentium
Server Tower 512MB Hot Plug Fedora 1
Oracle Server) PIII 550 MHz.
HDD
Intel Xeon 3.2 2 X 72 GB

Dial In Servers (CAIS
Server Tower 2007 GHz 2GB hot- RHLE5 1
Data Collection), Intranet
processor pluggable
Configuration of server used for CAIS

Network
Type: Mini Configuration Year of RAM Hard Disk
Hardware Component Operating Units
Computer, PC Purchase/ Processor (in Capacity (in
Tower, Rack, System
Server Upgrade MB) GB)
Blade, others
Web servers (nea.org),
DNS Server
Employee Retirement
Fund Application,
Document Management
System, CAIS
Server
Centralization Intel® Xeon® Windows
(CISCO 832.25 GB
Development Servers (2 CPU E5-2630 16308. Server 2003,
SYSTEMS, Blade Hot Plug 1
VM’s for Retirement Fund v2 @ 36 Windows 7,
UCSC-C220- HDD
Application and DMS and 2.60GHz. Oracle Linux
M3S)
other 2 VMs are for
Development server of
Centralization of CAIS,
Payroll)
RHEL4,
Server Intel® Xeon® 552.75 GB
CAIS, FTP, vCenter, NEA 32762. Windows
(PowerEdge Blade CPU X7350 Hot Plug 1
intranet site (4 VMs) 25 Server 2003,
R900) @ 2.93GHz. HDD
RHEL5
Details of other server at HQ

Network
Hardware Type: Mini Configuration Year of RAM Hard Disk Number of
Operating
Component Computer, PC Purchase/ Processor Capacity (in Units
Tower, Rack, Blade, System
Server Upgrade (in MB) GB)
others
Intel
Application 512 MB 39 GB Windows
PC Tower 2003 Pentium 1
Server (PDB ) RAM HDD Server 2003
PIV 3.0

Network
Operating
others
GHz
Processor
Intel Xeon 2 X 72 GB
Server Tower 2007 3.2 GHz 2 GB hot- RHEL5 1
Internets Web processor pluggable
Server (E- 2009©te©)
bidding Server, Xeon(R)
Chilime’s Server Tower CPU 4 GB 500 GB RHEL5 1
Server and NEA E5430 @
‘s Server) 2.66GHz
Towe©00©ntel(R) Xeon(R) CPU E5430 @
Server 4 GB 500 GB RHEL5 1
2.66GHz
Intel®
Chilime, Old
Xeon® 832.25 GB
Ebidding Server Server (System RHEL5,
Blade CPU E5- 16357.04 Hot Plug 1
as archive, and x3650 M4) RHEL6
26400 @ HDD
NEA (3 VMs )
2.50GHz.
Intel(R)
Mail servers
Server (NEC Xeon(R)
(NEA, Chilime,
Express5800/R120a- Rack 2010 CPU 4 GB 1 TB RHEL5 1
RGHPCL,
2) E5504 @
THL, NEAEC)
2.00GHz
2 X 36 GB
hot-
Back up servers Xeon
pluggable
(FTP ) & Proxy Server Tower 2003 2.4GHz 512MB RHEL4 1
Ultra 3
Server processor
SCSI Hard
Disk

Network
Operating
others
Intel
Pentium Windows
Print servers Server Tower 2003 256 MB 40 GB 1
PIV 2 GHz Server 2003
Processor
Database
Server,
Intel®
Webserver and Windows
Xeon® 832.25 GB
Application Server (IBM x3650 Server
Blade CPU E5- 32739 Hot Plug 1
Server (3 VM’s M4) 2012,
2630 v2 @ HDD
of DCS EPR, Ubuntu
2.60GHz.
NEA Website,
Payroll)
Total 7
Servers used for MPOWER

Network
Type: Mini Year of Hard Disk No. of
Hardware Component Configurati RAM Operating
Computer, PC Purchase/ Processor Capacity (in Units
on System
2x Quad Core 8*300 Gb
Dell Poweredge R900 (for
Server Rack 2008 Intel Xeon 32 GB 15K RPM RHEL5 10
Centralized Database Server)
2.93 Ghz SAS HDD
Poweredge 2900 2x Quad Core
5*146GB
Database/Application /Web Server Tower 2008 Intel Xeon 4 GB RHEL5 60
15K RPM
Server) 2.66 Ghz
Poweredge 2800 Server Tower 2006 2 GB RHEL4 6
Servers used for MPOWER

Network
Type: Mini Year of Hard Disk No. of
Hardware Component Configurati RAM Operating
Computer, PC Purchase/ Processor Capacity (in Units
on System
(Database/ Application /Web Intel Xeon 3.4 4*73GB 10K
Server) Ghz RPM
Poweredge 1800 (Database/ Intel Xeon 3.0 2*73GB 10K
Server Tower 2006 2 GB RHEL4 36
Application /Web Server) Ghz RPM
Total 112
Desktop and laptops used for MPOWER

Warranty/AMC
Year of Hard Disk Number of
Hardware Component RAM (in Period
Purchase/ Processor Capacity (in Units
MB)
Upgrade GB)
Desktop (Dell Optiplex GX 520 SD) 2006 Intel 3.2 GHz 512 MB 80 GB 3 Years 90
Desktop (Acer Veriton M265) 2007 1 GB 80 GB 1 year 64
Intel Core 2 Duo
Desktop (Dell Optiplex 755 DT) 2008 1 GB 160 GB 2 Years 360
2.66 Ghz
Intel Core 2 Duo
Desktop (Acer Veriton M670) 2010 2 GB 320 GB 1 Year 215
3.0 Ghz
Intel Pentium 1.86
Laptop (Dell Latitude D810) 2006 1 GB 80 GB 3 Years 5
GHz
Intel Core 2 Duo
Laptop (Dell Latitude D830) 2008 2 GB 160 GB 2 Years 6
2.4 Ghz
Total 740
HHT/IVR under MPOWER

Hard Disk Number of
Hardware Component Year of Purchase/ RAM (in Warranty/AMC Period
Processor Capacity (in Units
Upgrade MB)
GB)
Handheld Meter Reading Device 2009 40 GHZ 4 MB X 2 Years 600
HHT/IVR under MPOWER

Hard Disk Number of
Hardware Component Year of Purchase/ RAM (in Warranty/AMC Period
Processor Capacity (in Units
Upgrade MB)
GB)
Interactive Voice Response
2008 X X X 2 years 60
System (IVR)
Printers used for MPOWER

Component Make & Model Year of Purchase Quantity Warranty/AMC Period
Printer (FX 2175) Epson 2006 40 3 years
Printer (LQ 590) Epson 2006 34 3 years
Printer (LaserJet 2420) HP 2006 44 3 years
Printer (LX 300+) Epson 2007 65 1 year
Printer (LQ 590) Epson 2008 360 2 years
Printer (NPL 3000) Epson 2008 30 2 years
Printer (LQ 590) Epson 2010 360 1 year
Total 933
UPS used for MPOWER

Component Make & Model Year of Purchase Quantity Configuration/Capacity
Offline UPS OPTI 2007 47 3 KVA
Online OPTI 2008 50 3 KVA
Online OPTI 2008 40 6 KVA
Total 137
Air conditioner under MPOWER

Make &
Component Year of Purchase Quantity Configuration/Capacity Warranty/AMC Period
Model
Air Conditioner GREE 2009 42 1 Ton 1 year
Air Conditioner GREE 2009 50 1.5 Ton 1 year
Total 92
Location wise list of IT hardware used for MPOWER

Air Handheld Laser
Location Collection Center Server Desktop Printers Switch IVR
Conditioner Device Printer
Poweredge Dell (15 Epson Gree 1 1
Dharan Dell 12 Units
(2900) Units) (12units) (1 ton)
Itahari Dell 21 Units
(2900) Units) (15units) (1.5 ton)
Bhadrapur Dell 12 Units
Koshi Mechi Regional (2900) Units) (10units) (1.5 ton)
Office Poweredge Dell (15 Epson Gree 1 1
Anarmani Dell 12 Units
(2900) Units) (8units) (1.5 ton)
Duhabi Dell 15 Units
Damak Dell 12 Units

Janakpur DC Dell 25 Units
(2900) Units) (12units) (1.5 ton)
Mahendranagar Poweredge Dell (15 Epson Gree 1 1
Dell 12 Units
Branch (2900) Units) (10units) (1.5 ton)
Janakpur Sagarmatha
Sindhuli Branch Dell 7 Units
Bhiman Sub Poweredge Dell (5 Epson 1 1
Dell 6Units
Branch (2900) Units) (4units)

Hetauda DC Dell 15 Units
(2900) Units) (10units) (1.5 ton)
Bharatpur DC Dell 22 Units
Narayani (2900) Units) (16units) (1.5 ton)
Ratnanagar Tandi Poweredge Dell (20 Epson Gree 1 1
Dell 21 Units
DC (2900) Units) (15units) (1.5 ton)
Simara DC Dell Gree 12 Units

Air Handheld Laser
Poweredge Dell (15 Epson 1 1
(1.5 ton)
(2900) Units) (10units)
Nijgadh Sub Poweredge Dell (3 Epson Gree 1 1
Dell 6Units
Branch (2900) Units) (2units) (1 ton)
Palung Branch Dell 8 Units

KTM East DC Dell 20 Units
KTM Mid DC Dell 45Units
Naxal Sub Branch Dell 5 Units
Poweredge Dell Epson Gree 1 1
KTM West DC Dell 12 Units
(2900) (25Units) (15units) (1 ton)
Kathmandu North Poweredge Dell (18 Epson Gree 1 1
Dell 18 Units
DC (2900) Units) (15units) (1 ton)
Budhanilkantha Poweredge Dell (8 Epson Gree 1 1
Dell 6 Units
Bagmati Sub Branch (2900) Units) (10units) (1 ton)
Pulchowk DC Dell 15Units
Lalitpur DC Dell 21 Units
(2900) Units) (20units) (1.5 ton)
Lubhu Sub Branch Dell 5 Units
Chapagaon Sub Poweredge Dell (12 Epson Gree 1 1
Dell 8 Units
Badegaon Sub Poweredge Dell (6 Epson Gree 1 1
Dell 7 Units
Dell Gree 12 Units

Air Handheld Laser
Rasuwa-Nuwakot Poweredge Dell (15 Epson 1 1
(1 ton)
Branch (2900) Units) (13units)
Dhading Branch Dell 8 Units
Gajuri Sub Branch Dell 5 Units
Dharke Sub Poweredge Dell (7 Epson Gree 1 1
Dell 3 Units
KTM East North Poweredge Dell (12 Epson Gree 1 1
Dell 15 Units
DC (2900) Units) (12units) (1 ton)
Sindhu Branch Dell 8 Units
Barabise Sub Poweredge Dell (7 Epson Gree 1 1
Dell 10 Units
Dolkha Branch Dell 8 Units
Amuwa Sub Poweredge Dell (8 Epson Gree 1 1

Dell 8 Units
Butwal DC Dell 15Units
(2900) Units) (16units) (1.5 ton)
Pokhara DC Dell 15 Units
(2900) Units) (15units) (1.5 ton)
Western Gramin Sub Poweredge Dell (8 Epson Gree 1 1
Dell 5 Units
Palpa DC Dell 8 Units
Arghakhachi Poweredge Dell (9 Epson Gree 1 1
Dell 8 Units
Syangja Branch Dell Gree 6 Units

Air Handheld Laser
Poweredge Dell (7 Epson 1 1
(1 ton)
(2900) Units) (10units)
Parbat Branch Dell 7 Units
Gaidakot Sub Poweredge Dell (5 Epson Gree 1 1
Dell 4Units
Bardghat Sub Poweredge Dell (9 Epson Gree 1 1
Dell 6 Units
Branch (2900) Units) (10units) (1.5 ton)
Gagangauda DC Dell 9 Units
Tanahu DC Dell 8 Units
Gorkha Branch Dell 7 Units
Majuwa Sub Poweredge Dell (6 Epson Gree 1 1
Dell 5 Units
Information of hardware infrastructures used in Ratnapark DCS and Maharajgunj DCS for mPower Billing System.
Server count Desktop count UPS count Switch count Dot count Laser count HHD count
Matrix Printer Device
Printers
Ratnapark DCS
Dell Power Edge 1 Acer (2 20 (OS as Opti (Line 1 Dell 1 Epson 17 HP 1 Handheld 36
R900 (Min. of 3Tb Gb Win XP Interactive (24 (LQ 310, Meter R–
storage, 32 Gb RAM, and UPS ports) LX 300) ading
RAM, 10*300 Gb 500 GB Windows 5KVA) Device
15K rpm SAS SATA 7 32 bit) (40 - 60
HDD), RHEL 5.0 HDD) MHz,
(Operating 4Mb to
System, Web 8Mb
Service and Memory)
Database System
residing in the
same single
Server)
Dell T310 (Min. 1 Dell Cisco 2 Canon 1
of 584Gb storage, (512 Mb (24
8 Gb RAM, 4*146 to 1 GB ports)
Gb 15K rpm SAS RAM, 80
HDD), RHEL 5.5 Gb to
(Operating 160 Gb
System, Web HDD)
Service and
Database System
residing in the
same single
Server)
Server count Desktop count UPS count Switch count Dot count Laser count HHD count
Matrix Printer Device
Printers
Maharajgunj DCS
Dell Power 1 Acer (2 17 (OS as Opti (Line 1 Dell 1 Epson 12 Canon 1 Handheld 24
Edge2900 (Min. Gb Win XP Interactive (LQ 310, Meter R–
of 584Gb storage, RAM, and UPS LX 300) ading
8Gb RAM, 5*146 500 GB Windows 5KVA) Device
Gb 15K rpm SAS SATA 7 32 bit) (40 - 60
HDD), RHEL 5.0 HDD) MHz,
(Operating Dell 4Mb to
System, Web (512 Mb 8Mb
Service and to 1 GB Memory)
Database System RAM,
residing in the 80 Gb to
same single 160 Gb
Server) HDD)
Servers used for PSI-COBS

Make & Model Year of Purchase Quantity Configuration/Capacity Warranty/AMC Period
Compaq Xeon 2.4GHz processor ,2 X 36 GB hot- pluggable
Proliant 1600 2003 29* Ultra 3 SCSI Hard Disk, 512 MB SD ECC DIMM 1 Year
Server Ram, expandable to 3 GB, 512 KB L2 Cache
* the IT department had purchased 29 ML 350 servers out of which 6 along with other hardware were handed to the billing project, four are being used at
the IT department and the rest were transferred to the billing centers for running PSICOBS
(B) Network Infrastructure

VPN Connection Fiber Connection Mobile Counter (Dialup VPN)
S.N. Distribution Private
NEA NEA Discontinued
Centre Private (Bank ) (SUBISU) NEA DC Counter Counter
Anarmani CITY Old
Jorpati DCS
1 DCS EXPRESS Bhaktapur DCS Koteshwor (Discontinued) Baneshwor Gothatar 2

2 Belauri DCS Himalayan Bank Balaju DCS Pulchowk (Discontinued) Jorpati DCS Dachi 1
Bhairawa DCS Bhainsipati Branch Sakhu Pulchowk
3 (Not Used) MBBL Bank Balaju Grid (Discontinued.) Branch DCS Bhainsipati 2
Budhalinkantha Chapali Maharajganj DCS LDC Maharjgunj
4 DCS NIBL Bank Substation (Discontinued. ) Suichatar DCS Tokha 1
Chapagaun Bhaktapur Minbhavan Grid Kuleshwor Kirtipur
5 Branch NTC Substation (Discontinued.) DCS DCS Pharping 2
Lainchaur Old Baneshwor DCS Janakpur
6 Dolkha DCS Prabhu Bank Workshop (Discontinued.) Naxal Branch DCS Yedukuwa 3
Netfinit Pvt. Chabahil Branch DCS
7 Dhunche DCS Ltd. Lagankhel DCS (Discontinued.) Matihani 1
Computerized Kharipati Training Center Jaleshwor
8 Jaleshwor DCS Paypoint Billing Project (Discontinued) DCS Ramgopalpur 1
eSEWA Pvt. Lagankhel DCS
9 Janakpur DCS Ltd. Ratnapark DCS (Discontinued.) ekadarabela 1
Yedukuha
Branch (On Lubhu branch
Belauri
10 Process ) Kulekhani I (Discontinued.) --CBP Bhaluwang 1
DCS
Kulekhani I Badegaun branch
11 Kirtipur DCS Quarter (Discontinued. ) --CBP Mainapokhari 1
Koteshwor Hetauda DCS
12 Branch Kulekhani I (Discontinued.) japhe 1
Kulekhani I
Quarter & Dolakha
Lahan DCS Office (Fiber Hetauda Regional Office DCS
13 (On Process ) Breakage) (Discontinued.) Singati 1
Hetauda Workshop
14 Lamahi DCS Hetauda Grid (Discontinued.) Dolkha 1
Malangwa Pathalaya Sakhauwa
15 DCS Substation DCS Sabaila 1

Parwanipur
Substation (MC
Mahendranagar damaged due to Rukkum
16 DCS HV) DCS chaurjahari 1
Birgunj DCS
Okhaldhunga (MC damaged Anarmani
17 DCS due to HV) DCS charali 1
Chapur
18 Pulchowk DCS Substation Dhunche kalikasthan 3
Rumjhatar Dhalkebar DCS
19 DCS Substation 1
Lahan
20 Rukkum DCS Substation CBP 1
21 Sakhauwa DCS Duhabi Grid dodhara 1
Tikapur
Damak
DCS
22 Thimi DCS Substation chahare 1
Anarmani Dhangadhi
23 Tikapur DCS Substation DCS 3
Trishuli
Dhangadhi Hydropower Trishuli
24 DCS Office DCS 1
25 Trishuli DCS
Total
: 24 DCS 9 Banks 25 Offices Total 33
Network Connectivity (Central Office)
From To Connectivity Capacity Device /QTY QTY Configuration
XDK MC 2 1 port, 10/100 Mbps

IT Building MD Building Optical Fiber 100 Mbps Switch 2 24 port, 10/100 Mbps
VLAN Switch 1 24 port, 10/100 Mbps

Charkhal Building Digicom MC 2 1 port, 10/100 Mbps
IT Building Optical Fiber 100 Mbps
Old LDC Building Dlink Switch 1 24 port, 10/100 Mbps
XDK MC 2 1 port, 10/100 Mbps

IT Building DCS Building Optical Fiber 100 Mbps
Dlink Switch 1 24 port,10/100 Mbps
Network nodes to Two hundred and fifty workstations in the corporate office is available
Network connectivity done by IT

From : To : Connectivity Capacity Device QTY Configuration
DSL Modem 2 256 Kbps
Compaq PC 1 128 MB RAM, Pentium IV
Fortigate (Router,
Fortigate 200A
Central Firewall) 1
Lagankhel DCS Leased Line 256 Kbps
Office CISCO 2621, CISCO 1841
Router 2 (Spare)
VLAN Switch 1 DELL Power connect 2724
Switch 5 10/100 Mbps
Fortigate (Router,
Fortigate 60B
Firewall) 1
Central
Nepalgunj Regional Office VPN 128 Kbps HP SERVER 1
Office
Router 1 CISCO 1721 (Not in Use)
Switch 1 24 port

RAS SERVER 1 CISCO 2509 (Not in Use)
Fortigate (Router,
Fortigate 80B
Firewall) 1
Central HP SERVER 1
Hetauda Regional Office VPN 128 Kbps
Office Router 1 CISCO 1721 (Not in Use)
Switch 1 24 port
RAS SERVER 1 CISCO 2509(Not in Use)
Fortigate( Router,
Fortigate 60B
Firewall) 1
Central HP SERVER 1
Butwal Regional Office VPN 128 Kbps
Office Router 1 CISCO 1721 (Not in Use)
Switch 1 24 port
Fortigate( Router,
Fortigate 60B
Firewall) 1
Central Koshi Mechi Regional HP SERVER 1
VPN 128 Kbps
Office Office Router 1 CISCO 1721 (Not in Use)
Switch 1 24 port
Lagankhel 4 port
100 Mbps
DCS Lagankhel Grid CAT 5 Normal Switch 1
DIGICOM Media 10/100 Mbps
Lagankhel
Bhaktapur Grid Optical Fiber 100 Mbps Converter 2
Grid
Normal Switch 1 4 port
DIGICOM Media 10/100 Mbps
Lagankhel Converter 2
Pulchowk DCS Optical Fiber 100 Mbps
Grid Normal Switch 1 4 port
HP PC 1 256 MB RAM, Pentium IV
DIGICOM Single 10/100 Mbps
Pulchowk core Media
Bhaisipati branch Optical Fiber 100 Mbps
DCS Converter 2

DIGICOM Single 10/100 Mbps
Bhaktapur core Media
Bhaktapur DCS Optical Fiber 100 Mbps
Grid Converter 2
XDK Media 10/100 Mbps
Bhaktapur
MinBhavan Grid Optical Fiber 100 Mbps Converter 2
Grid
MinBhavan
Old Baneswor DCS Optical Fiber 100 Mbps Converter 2
Grid
Old XDK Media 10/100 Mbps
Baneswor Chabel DCS Optical Fiber 100 Mbps Converter 2
DCS Normal Switch 1 4 port
Bhaktapur
Balaju Substation Optical Fiber 100 Mbps Converter 2
Grid
Balaju
LDC Suichatar Optical Fiber 100 Mbps Converter 2
Substation
Normal Router 1 4 port
LDC
Hetauda Grid Optical Fiber 100 Mbps Converter (60 Km
Suichatar
supported) 2
Hetauda Grid Hetauda Workshop Optical Fiber 100 Mbps
Converter 2
Hetauda Grid Hetauda DCS Optical Fiber 100 Mbps Converter 2
HP Server 1
Attachment 4. Pilot Locations for IFMIS and RMS Implementation

Locations and user details for Pilot of IFMIS
Number of Users
S.
Name of Office Finance Asset Project Material Common
No. HRMS
Management Management Accounting Management Users
1 Ratnapark Distribution Center 3 1 0 2 2 2

2 Kulekhani First Hydro Power Center 3 1 0 2 2 2
3 Kathmandu Grid Division 3 1 0 2 2 2
4 Central office (Central Payment Section, ISP) 3 1 2 2 2 2
5 Distribution System Re-rehabilitation Project 3 1 1 2 0 2
Total 15 5 3 10 8 10
Location of Pilot for Metering, Billing and Collection and Energy Audit
S. No. Name of Office Number of Users for MBC Indicative No. of Consumers Type of Consumers
1 Ratnapark Distribution Center 12 55,000 Smart Meter
2 Baneshwor Distribution Center 12 65,000 Other meter types
Attachment 5. Indicative assessment for offices and user for IFMIS and RMS
Total number of offices covered under IFMIS and RMS modules:
S No Name of System Total Number of offices
1 IFMIS Around 220 offices
2 RMS Around 120 DCS, 60 branch
offices, and 1 NEA head
office
Summary of total number of users

S No Name of Module Indicative number
of users
1 Finance Management 486
2 Asset management 220
3 Project Accounting 59
4 Material Management 440
5 HRMS 438
6 Billing, Collection & Metering 1344
7 Energy Audit 15
8 Common Users 442
Grand Total 3444
Indicative number of users at various locations

Indicative number of Users
S. Metering, Comm
Name of Office Finance Asset Project Material Energy
No. HRMS Billing and on
Management management Accounting Management Audit
Collection Users
1. Distribution & Consumer Service Directorate 3 1 0 2 2 0 0 2

2. Transformer Workshop 3 1 0 2 2 0 0 2
3. Community Electrification Department 3 1 0 2 2 0 0 2
4. Computerized Billing Project 0 1 1 2 2 0 0 2
Kathmandu Valley Distribution System Planning
5. Project 0 1 1 2 2 0 0 2
Rasuwa Nuwakot Distribution System Planning
6. Project 0 1 1 2 2 0 0 2
Kathmandu Valley Distribution System Planning
7. Project 0 1 1 2 2 0 0 2
Kathmandu Birjunj Simara Koshi Distribution
8. System Planning Project 0 1 1 2 2 0 0 2
9. Biratnagar Regional Office 3 1 0 2 2 0 0 2
10. Biratnagar Distribution Center 3 1 0 2 2 12 0 2
11. Itahari Distribution Center 3 1 0 2 2 12 0 2
12. Inaruwa Distribution Center 3 1 0 2 2 12 0 2
13. Ilam Distribution Center 3 1 0 2 2 12 0 2
14. Bhadrapur Distribution Center 3 1 0 2 2 12 0 2
15. Anarmani Distribution Center 3 1 0 2 2 12 0 2
16. Damak Distribution Center 3 1 0 2 2 12 0 2
17. Urlabari Distribution Center 3 1 0 2 2 12 0 2
18. Dharan Distribution Center 3 1 0 2 2 12 0 2
19. Duhabi Distribution Center 3 1 0 2 2 12 0 2
20. Dhankuta Distribution Center 3 1 0 2 2 12 0 2
21. Belbari Distribution Center 3 1 0 2 2 12 0 2
S. Metering, Comm
Collection Users
22. Rangeli Distribution Center 3 1 0 2 2 12 0 2

23. Teharathum Distribution Center 3 1 0 2 2 12 0 2
24. Khadbari Distribution Center 3 1 0 2 2 12 0 2
25. Bhojpur Distribution Center 3 1 0 2 2 12 0 2
26. Taplejung Distribution Center 3 1 0 2 2 12 0 2
27. Panchthar Distribution Center 3 1 0 2 2 12 0 2
28. Gauradaha Distribution Center 3 1 0 2 2 12 0 2
29. Janakpur Regional Office 3 1 0 2 2 0 0 2
30. Janakpur Distribution Center 3 1 0 2 2 12 0 2
31. Jaleshwor Distribution Center 3 1 0 2 2 12 0 2
32. Sankhuwa Distribution Center 3 1 0 2 2 12 0 2
33. Mangalawa Distribution Center 3 1 0 2 2 12 0 2
34. Sindhuli Distribution Center 3 1 0 2 2 12 0 2
35. Okhaldunga Distribution Center 3 1 0 2 2 12 0 2
36. Rajbiraj Distribution Center 3 1 0 2 2 12 0 2
37. Lahan Distribution Center 3 1 0 2 2 12 0 2
38. Mirchaiya Distribution Center 3 1 0 2 2 12 0 2
39. Siraha Distribution Center 3 1 0 2 2 12 0 2
40. Diktel Distribution Center 3 1 0 2 2 12 0 2
41. Udayapur Distribution Center 3 1 0 2 2 12 0 2
42. Lalbandi Distribution Center 3 1 0 2 2 12 0 2
43. Gaushala Distribution Center 3 1 0 2 2 12 0 2
44. Kanchanpur Distribution Center 3 1 0 2 2 12 0 2
45. Yedukuwa Distribution Center 3 1 0 2 2 12 0 2
46. Hetauda Regional Office 3 1 0 2 2 0 0 2
47. Birgunj Distribution Center 3 1 0 2 2 12 0 2
S. Metering, Comm
Collection Users
48. Hetauda Distribution Center 3 1 0 2 2 12 0 2

49. Bharatpur Distribution Center 3 1 0 2 2 12 0 2
50. Tandi Distribution Center 3 1 0 2 2 12 0 2
51. Kalaiya Distribution Center 3 1 0 2 2 12 0 2
52. Gaur Distribution Center 3 1 0 2 2 12 0 2
53. Simara Distribution Center 3 1 0 2 2 12 0 2
54. Palung Distribution Center 3 1 0 2 2 12 0 2
55. Chandranigahapur Distribution Center 3 1 0 2 2 12 0 2
56. Pokhariya Distribution Center 3 1 0 2 2 12 0 2
57. Kathmandu Regional Office 3 1 0 2 2 0 0 2
58. Ratnapark Distribution Center 3 1 0 2 2 12 0 2
59. Baneshwor Distribution Center 3 1 0 2 2 12 0 2
60. Jorpati Distribution Center 3 1 0 2 2 12 0 2
61. Lagankhel Distribution Center 3 1 0 2 2 12 0 2
62. Kuleshwor Distribution Center 3 1 0 2 2 12 0 2
63. Maharajgunj Distribution Center 3 1 0 2 2 12 0 2
64. Kirtipur Distribution Center 3 1 0 2 2 12 0 2
65. Bhaktapur Distribution Center 3 1 0 2 2 12 0 2
66. Pulchowk Distribution Center 3 1 0 2 2 12 0 2
67. Thimi Distribution Center 3 1 0 2 2 12 0 2
68. Kavre Distribution Center 3 1 0 2 2 12 0 2
69. Dolakha Distribution Center 3 1 0 2 2 12 0 2
70. Nuwakot Distribution Center 3 1 0 2 2 12 0 2
71. Dhunche Distribution Center 3 1 0 2 2 12 0 2
72. Dhading Distribution Center 3 1 0 2 2 12 0 2
73. Sindhupalchok Distribution Center 3 1 0 2 2 12 0 2
S. Metering, Comm
Collection Users
74. Ramechap Distribution Center 3 1 0 2 2 12 0 2

75. Melamchi Distribution Center 3 1 0 2 2 12 0 2
76. Balaju Distribution Center 3 1 0 2 2 12 0 2
77. Butwal Regional Office 3 1 0 2 2 0 0 2
78. Butwal Distribution Center 3 1 0 2 2 12 0 2
79. Bhairahawa Distribution Center 3 1 0 2 2 12 0 2
80. Parasi Distribution Center 3 1 0 2 2 12 0 2
81. Palpa Distribution Center 3 1 0 2 2 12 0 2
82. Krishnanagar Distribution Center 3 1 0 2 2 12 0 2
83. Taulihawa Distribution Center 3 1 0 2 2 12 0 2
84. Argakhachi Distribution Center 3 1 0 2 2 12 0 2
85. Gulmi Distribution Center 3 1 0 2 2 12 0 2
86. Kawasoti Distribution Center 3 1 0 2 2 12 0 2
87. Nayamill Distribution Center 3 1 0 2 2 12 0 2
88. Pokhara Regional Office 3 1 0 2 2 0 0 2
89. Pokhara Distribution Center 3 1 0 2 2 12 0 2
90. Lekhnath Distribution Center 3 1 0 2 2 12 0 2
91. Tanahun Distribution Center 3 1 0 2 2 12 0 2
92. Gorkha Distribution Center 3 1 0 2 2 12 0 2
93. Syanja Distribution Center 3 1 0 2 2 12 0 2
94. Parbat Distribution Center 3 1 0 2 2 12 0 2
95. Baglung Distribution Center 3 1 0 2 2 12 0 2
96. Myagdi Distribution Center 3 1 0 2 2 12 0 2
97. Tatopani Dhap Distribution Center 3 1 0 2 2 12 0 2
98. Aarughat Distribution Center 3 1 0 2 2 12 0 2
99. Lamjung Distribution Center 3 1 0 2 2 12 0 2
S. Metering, Comm
Collection Users
100. Nepalgunj Regional Office 3 1 0 2 2 0 0 2

101. Nepalgunj Distribution Center 3 1 0 2 2 12 0 2
102. Gulariya Distribution Center 3 1 0 2 2 12 0 2
103. Gorahi Distribution Center 3 1 0 2 2 12 0 2
104. Tulsipur Distribution Center 3 1 0 2 2 12 0 2
105. Surkhet Distribution Center 3 1 0 2 2 12 0 2
106. Salyan Distribution Center 3 1 0 2 2 12 0 2
107. Pyuthan Distribution Center 3 1 0 2 2 12 0 2
108. Dailekh Distribution Center 3 1 0 2 2 12 0 2
109. Rolpa Distribution Center 3 1 0 2 2 12 0 2
110. Rukum Distribution Center 3 1 0 2 2 12 0 2
111. Kohalpur Distribution Center 3 1 0 2 2 12 0 2
112. Dolpa Distribution Center 3 1 0 2 2 12 0 2
113. Gamgadh Distribution Center 3 1 0 2 2 12 0 2
114. Kalikot Distribution Center 3 1 0 2 2 12 0 2
115. Heldung Distribution Center 3 1 0 2 2 12 0 2
116. Jajarkot Distribution Center 3 1 0 2 2 12 0 2
117. Attariya Regional Office 3 1 0 2 2 0 0 2
118. Dhangadi Distribution Center 3 1 0 2 2 12 0 2
119. Tikapur Distribution Center 3 1 0 2 2 12 0 2
120. Mahendranagar Distribution Center 3 1 0 2 2 12 0 2
121. Dadeldhura Distribution Center 3 1 0 2 2 12 0 2
122. Doti Distribution Center 3 1 0 2 2 12 0 2
123. Baitadi Distribution Center 3 1 0 2 2 12 0 2
124. Darchula Distribution Center 3 1 0 2 2 12 0 2
125. Aachham Distribution Center 3 1 0 2 2 12 0 2
S. Metering, Comm
Collection Users
126. Bhajani Distribution Center 3 1 0 2 2 12 0 2

127. Bhajang Distribution Center 3 1 0 2 2 12 0 2
128. Bajura Distribution Center 3 1 0 2 2 12 0 2
129. Generation Directorate 3 1 0 2 2 0 0 2
130. Kaligandaki A Hydro Power Center 3 1 0 2 2 0 0 2
131. Middle Marsyandi Hydro Power Center 3 1 0 2 2 0 0 2
132. Marsyandi Hydro Power Center 3 1 0 2 2 0 0 2
133. Kulekhani First Hydro Power Center 3 1 0 2 2 0 0 2
134. Kulekhani Second Hydro Power Center 3 1 0 2 2 0 0 2
135. Multifuel Power Plant 3 1 0 2 2 0 0 2
136. Trishuli Hydro Power Center 3 1 0 2 2 0 0 2
137. Devighat Hydro Power Center 3 1 0 2 2 0 0 2
138. Gandaki Hydro Power Center 3 1 0 2 2 0 0 2
139. Sunkoshi Hydro Power Center 3 1 0 2 2 0 0 2
140. Modi Khola Hydro Power Center 3 1 0 2 2 0 0 2
141. Puwa Khola Hydro Power Center 3 1 0 2 2 0 0 2
142. Chatara Hydro Power Center 3 1 0 2 2 0 0 2
143. Setifewa Hydro Power Center 3 1 0 2 2 0 0 2
144. Panauti Hydro Power Center 3 1 0 2 2 0 0 2
145. Hetauda Diesel Center 3 1 0 2 2 0 0 2
146. Trishuli 3A Hydro Power Project 0 1 1 2 2 0 0 2
147. Rahughat Hydro Power Project 0 1 1 2 2 0 0 2
148. Chameliya Hydro Power Project 0 1 1 2 2 0 0 2
149. Kulekhani Third Hydro Power Project 0 1 1 2 2 0 0 2
150. Sundarijal Strengthening Project 0 1 1 2 2 0 0 2
151. Kaligandaki A Hydro Power Center Rehab Project 0 1 1 2 2 0 0 2
S. Metering, Comm
Collection Users
152. Transmission Directorate 3 1 0 2 2 0 0 2

153. Kathmandu Grid Division 3 1 0 2 2 0 0 2
154. Hetauda Grid Division 3 1 0 2 2 0 0 2
155. Butawal Grid Division 3 1 0 2 2 0 0 2
156. Duhabi Grid Section 3 1 0 2 2 0 0 2
157. Pokhara Grid Section 3 1 0 2 2 0 0 2
158. Atteriya Grid Section 3 1 0 2 2 0 0 2
Kushaha Kataiya 132 kVA Transmission Line
159. Project 0 1 1 2 2 0 0 2
Khimti Dalkebar 220 kVA Transmission Line
160. Project 0 1 1 2 2 0 0 2
Singati Lamosanghu 132 kVA Transmission Line
161. Project 0 1 1 2 2 0 0 2
162. Rupani 132 kVA Sub-Station Project 0 1 1 2 2 0 0 2
Madya Marsyandi Dumre Damauli 132 kVA
163. Transmission Line Project 0 1 1 2 2 0 0 2
Bharatapur Bardaghat 220 kVA Transmission
164. Line Project 0 1 1 2 2 0 0 2
165. Chapali 132 kVA Sub-Station Project 0 1 1 2 2 0 0 2
Kushaha Biratnagar 132 kVA Transmission Line
166. Project 0 1 1 2 2 0 0 2
Hetauda Birgunj 66kVA Transmission Line
167. Project 0 1 1 2 2 0 0 2
Thankot Chapagaon Bhaktapur 132 kVA
Hetauda Bharatpur 220 kVA Transmission Line
169. Project 0 1 1 2 2 0 0 2
S. Metering, Comm
Collection Users
170. Solu Koshi 132 kVA Transmission Line Project 0 1 1 2 2 0 0 2

Mirchaiya Katari 132 kVA Transmission Line
171. Project 0 1 1 2 2 0 0 2
172. Kabeli koshi 132 kVA Transmission Line Project 0 1 1 2 2 0 0 2
Kushum Hapure 132 kVA Transmission Line
173. Project 0 1 1 2 2 0 0 2
Kamane Hetauda 132 kVA Transmission Line
174. Project 0 1 1 2 2 0 0 2
Lamahi Gorahi 132 kVA Transmission Line
175. Project 0 1 1 2 2 0 0 2
Chilime Trisuli 220 kVA Transmission Line
176. Project 0 1 1 2 2 0 0 2
Ramechap Garjyang Khimti 132 kVA
Hetauda Kulekhani Syuchatar Second Circuit
Butawal Gorusinghe Lumbini 132 kVA
Bardaghat Sardi 132 kVA Transmission Line
180. Project 0 1 1 2 2 0 0 2
181. Koshi 220 kVA Transmission Line Project 0 1 1 2 2 0 0 2
Bhulbhule Middle Marsyandi 132 kVA
Lekhanath Damauli 220 kVA Transmission Line
183. Project 0 1 1 2 2 0 0 2
Modi Lekhanath 132 kVA Transmission Line
184. Project 0 1 1 2 2 0 0 2
185. Syaule 132 kVA Transmission Line Project 0 1 1 2 2 0 0 2
S. Metering, Comm
Collection Users
186. Butawal Kohalpur 132 kVA Bal Circuit Project 0 1 1 2 2 0 0 2

Kohalpur Mahendranagar 132 kVA Bal Circuit
187. Project 0 1 1 2 2 0 0 2
Gorusinghe Arghakhachi Burtiwa 132 kVA
Tamakoshi Kathmandu 220 kVA Transmission
189. Line Project 0 1 1 2 2 0 0 2
Bharatpur Bardaghat 220 kVA Transmission Line
190. Project 0 1 1 2 2 0 0 2
Hetauda Dalkebar Inaruwa 400 kVA Sub-Station
191. Strength Project 0 1 1 2 2 0 0 2
New Modi Lekhnath 132 kVA Transmission Line
192. Project 0 1 1 2 2 0 0 2
Dumre Damauli 132 kVA Transmission Line
193. Project 0 1 1 2 2 0 0 2
194. Trisuli 3 B Hub Sub-Station Project 0 1 1 2 2 0 0 2
195. Project Management Directorate 3 1 0 2 2 0 0 2
Samundratar Trishuli 3 B Hub 132 kVA
Marsyandi Kathmandu 220 kVA Transmission
197. Line Project 0 1 1 2 2 0 0 2
Kaligandaki Koshi 220 kVA Transmission Line
198. Project 0 1 1 2 2 0 0 2
Marsyandi Koshi 220 kVA Transmission Line
199. Project 0 1 1 2 2 0 0 2
200. Grid Sub-Station Capacity Strength Project 0 1 1 2 2 0 0 2
201. Lapsiphedi Chagunarayan Sub-Station Project 0 1 1 2 2 0 0 2
202. Distribution System Re-rehabilitation Project 3 1 1 2 0 0 0 2
S. Metering, Comm
Collection Users
203. Kohalpur Surkhet 132 kVA Transmission Line

Project 0 1 1 2 2 0 0 2
204. Engineering Service Directorate 3 1 0 2 2 0 0 2
205. Environment and Social studies Department 3 1 0 2 2 0 0 2
206. Soil, Rock and Concrete Laboratory 3 1 0 2 2 0 0 2
207. Central Workshop 3 1 0 2 2 0 0 2
208. Concrete Pole Plant 3 1 0 2 2 0 0 2
209. Kotre Pole Plant 3 1 0 2 2 0 0 2
210. Training Central 3 1 0 2 2 0 0 2
211. Dhodhkoshi Storage Project 0 1 1 2 2 0 0 2
212. Upper Arun Hydropower Project 0 1 1 2 2 0 0 2
213. Tamakoshi V Hydropower Project 0 1 1 2 2 0 0 2
214. Upper Modi Hydropower Project 0 1 1 2 2 0 0 2
215. Central office, Central Payment Section 3 1 0 2 2 0 0 2
216. Central office, Employee welfare Section 3 1 0 2 2 0 0 2
Central office, Account Department, Project
217. Account 3 1 0 2 2 0 0 2
Central office, Account Department, Central
218. Account 3 1 0 2 2 0 0 2
Central office, Corporate finance Department,
219. Budget 3 1 0 2 2 0 0 2
Central office, Corporate finance Department,
220. Treasury 3 1 0 2 2 0 0 2
221. Central office, Internal Audit Department 0 0 0 0 0 0 15 2
Total 486 220 59 440 438 1344 15 442
Grand Total 3444
Computerised Billing and Network Division (Revenue Collection Centers)

Attaria Regional Nepalgunj Biratnagar Hetauda Regional Pokhara Kathmandu
Office Regional Office Regional Office Office Regional Office Regional Office
Branch=9 Branch= 15 Branch= 16 Branch= 10 Branch= 11 Branch= 19
Sub Branch=8 Sub Branch=6 Sub Branch=11 Sub Branch=1 Sub Branch=5 Sub Branch=17
Dhangadhi DC Nepalgunj DC Biratnagar DC Birgunj DC Pokhara DC Ratnapark DC
Attaria Sub Branch Khajura Sub Rani Sub Branch Pokhariya DC Gramin Sub Naxal Sub Branch
Branch Branch
Mahendra Nagar Kohalpur DC Itahari DC Hetauda DC Lekhnath DC Baneshwore DC
DC
Belauri DC Gularia DC Inaruwa DC Bharatpur DC Tanahu DC Chabahil Sub
Branch
Tikapur DC Rajapur Sub Ilam DC Tandi DC Dumre Sub Jorpati DC
Branch Branch
Lamki Sub Branch Bansgari Sub Fikkal Sub Branch Kalaiya DC Abu Khareni Sub Sakhu Sub Branch
Branch Branch
Dadeldhura DC* Bhurigaun Sub Pashupatinagar Sub Gaur DC Gorkha DC Lagankhel DC
Branch Branch
Jogbuda Sub Salyan DC Bhadrapur DC Simara DC Majuwa Sub Chapagaun Sub
Branch* Branch Branch
Doti (Dipayal) DC* Rukum DC Budhabare Sub Nijgadh Sub Branch Syanjgja DC Lubhu Sub Branch
Branch
Pipala Sub Branch* Rolpa DC* Dhulabari Sub Palung DC Mirmi Sub Badegaun Sub
Branch Branch Branch
Silgadi Sub Branch* Dailekh DC Anarmani DC Chandranigapur Parbat DC Kuleshwor DC
DC
Baitadi DC* Ghorahi DC* Surunga Sub Baglung DC Balaju DC

Branch*
Patan Sub Branch* Lamahi Sub Sanischare Sub Janakpur Regional Myagdi DC Maharajgunj DC
Branch* Branch
Office
Darchula DC* Tulsipur DC* Damak DC Branch= 14 Lamjung DC Budhanilkantha
SubBranch
Achham(Safebagar Surkhet DC Gauradaha Sub Sub Branch=7 Tatopani DC* Kirtipur DC
) DC* Branch
Bayalpata Sub Jahare Sub Urlabari DC Janakpur DC Arughat DC* Bhaktapur DC
Branch* Branch
Mangalsen Sub Pyuthan DC Dharan DC Jaleshwor DC Pulchowk DC
Branch*
Dolpa DC* Duhabi DC Gaushala DC Thimi DC
Heldung DC* Dhankuta DC Bardibas Sub Branch Butwal Regional Kavre DC
* Office
Gamgadh DC* Khadbari DC Sakhuwa DC Branch= 9 Panuti Sub Branch
Kalikot DC* Chainpur Sub Malangwa DC Sub Branch=8 Pachkhal Sub
Branch Branch
Tumlingtar Sub Barthawa Sub Butwal DC Dolakha DC
Branch* Branch *
Mudhe Sub Branch * Sindhuli DC Bhairahawa DC Jiri Sub Branch
Bhojpur DC Bhiman Sub Branch Amuwa Sub Kharidhunga Sub
Branch Branch
Belbari DC Okhaldhunga DC Lumbini Sub Maina pokhar Sub
Branch Branch
Rangeli DC Rajbiraj DC Nayamill Sub Nuwakot DC
Branch
Therathum DC Hanumannager Sub Palpa DC Dhunche DC

Branch
Kanchanpur Sub Parasi DC Dhading DC
Branch
Lahan DC Surajpura Sub Gajuri Sub Branch
Branch
Mirchiaya Dc Bardaghat Sub Dharke Sub Branch
Branch
Siraha DC Triveni Sub SindhuPalchowk
Branch DC
Diktel DC * Krishnanager Barhabise Sub
DC Branch
Udaypur DC Taulihawa DC Chautara Sub
Branch
Katari Sub Branch Argakhachi DC Ramechhap DC
Beltar Sub Branch Gulmi DC Manthali Sub
Branch
Lalbandi DC * Ridi Sub Branch Melamchi (
Helambu) DC
Kawasoti DC
Gaidakot Sub
Branch
Attachment 6. Minimum Bill of Material

This attachment provides the minimum bill of materials. However, the Supplier must perform their own
assessment in order to meet NEA’s requirements and successful operation of the system. The following
table provides a snapshot of bill of materials required to be in place for the centralized architecture.
Hardware Requirement
S. Quantity Quantity
Description
No. (DC) (Backup Site)
Integrated Data Centre Rack Solution (Data Centre)- two
1. 1
racks solution
Integrated Data Centre Rack Solution (Backup Site)- one
2. 1
rack solution
3. Database Servers 2
Web & Application Production Server
4. 4
(IFMIS and RMS )
5. Business Intelligence & Reporting Server 2
6. ESB/SOA Server 2
7. Payment & SMS Gateway Server
8. Directory, DNS, DHCP and other Servers 2
9. Mail and Messaging Server
10. Development & QA Server 1
11. SAN Storage with SAN Switch 1 1
12. Server Load Balancer 1
13. Router 2 1
14. Firewall 2 1
15. Intrusion Prevention System (IPS) 2
16. Core Switches 2 1
17. LAN Switches ( L3 Switch 48-port) 2 1
18. LAN Switches ( L2 Switch 24-port) 2
19. DMZ Switches 2
20. KVM Switch 1
21. Hardware Security Module (HSM) 1
22. Display LED 42" for NOC 2
As per As per
23. Passive Cabling, Electrical Cabling & components
requirement requirement
As per As per
24. Any Other Item ( Specify)
requirement requirement
Manpower Requirement
Quantity
S. Quantity
Description ( Backup
No. (DC)
Site)
As per requirement
Please refer Table B3 &
1. Manpower
Clause 1.6 of technical
requirements
Software Requirement
S. No. of Units/
Software Item
No Licenses
COTS ERP for IFMIS Software-1600 user licenses with full use license
1. As per requirement
for database for complete project
2. RMS Software for 3.5 Million Consumers As per requirement
3. Application & Portal Server Software (Enterprise License) As per requirement
4. Mobile Application Tool/Framework As per requirement
5. Payment gateway As per requirement
6. SMS gateway As per requirement
7. Directory, SSO, SOA/ESB As per requirement
8. Virtualization Software As per requirement
9. Operating system As per requirement
10. Any other item (Specify) As per requirement
Attachment 7.Indicative To-Be Process

NEA has prepared Indicative To-Be process maps for all major functions under IFMIS. Detailed
description of these processes is provided below:
Attachment 8. Functional Requirement Specifications of IFMIS and RMS

Bidder is required to provide compliance to below functional requirements in terms of
functionalities with- (1) Standard (STD) feature, (2) Customization Required (CST), (3) with
Third Party Integration (TPS).
Compliance
S. No. Functional Requirements Specifications
(STD / CST / TPS)
F Finance Module
F1 Ability to integrate with Fixed Asset Module, Project
Accounting Module, Finance Module, HRMS Module,
Materials Management Module.
F2 Availability of capturing transactions of government
shares/grands/assistance etc. under prevailing reporting
standards
Budgeting
Revenue Budget
F3 Ability to generate standard templates for budget
preparation
F4 Availability of General Ledger module
F5 Preparation of Final Accounts (Entity level and Group
level as per NFRS / IFRS requirements)
F6 Ability to prepare budget considering activity based/
norm based budget estimation e.g. cadre information,
actuals for previous periods, sensitivity analysis,
materials purchases, etc.
F7 Ability to capture/ comply NEA guidelines for
preparation of budget
F8 Ability to maintain budget at each account code, cost
centre level etc.
F9 Ability to consider seasonal variations while preparing
budgets.
F 10 Ability to automatically generate a budget from previous
years actual or budget with a percentage increase or
decrease
F 11 Ability to capture budget estimates under different heads
by different segments/ departments/ sections for
preparation of operation budget
F 12 Ability to automatically route budgets to necessary
personnel for approvals
F 13 Ability to generate the report stating the PO/ work order/
Service order raised and budget is drawn on the same
without encumbrance/ provisional budget.
F 14 Ability to capture budget estimates/ previous period
actuals and budgeted figures pertaining to stores
consumption, repairs and maintenance, purchase of
materials, administrative expenses.
Section VI. Technical Requirements (including Implementation Schedule) 406
Compliance
(STD / CST / TPS)
F 15 Should be able to incorporate and keep a trail of
subsequent change in budget proposals on real time
basis
F 16 Ability to capture manpower cost details including
scale-wise manpower, basic pay, DA, incentive and
others for budget estimates.
F 17 Ability to forecast gratuity, leave encashment, medical
benefits, pension, etc. required for preparation of budget
considering the actuarial valuation.
F 18 Ability to capture prior period actual into the forecasts
F 19 Produce budget by fixed/ variable or combination of
parameters. Ability to have a flexible budgeting system
F 20 Provide trend analysis over multiple periods for actuals,
budgeted vs. actuals and its variance.
F 21 Link the multiple budgets so that the changes are
updated automatically in all the versions.
F 22 Maintain version control of budgets/ forecasts
F 23 Produce what if scenario and modelling
F 24 Perform the rolling over budget for multiple periods
F 25 Transfer the forecast into the budgeting process
F 26 Update/ input initial budget allocations to different
budget codes
F 27 Provide multiple level of approvals for budget at various
level of offices for final approval/ consolidation at
Budget Division e.g. DCS Regional office to approve
budget for DCS budget centre, DCS GM office to
approve budget for Regional office and its DCS budget
centres, etc.
F 28 Ability to generate Budget books comprising of
budgeted financial statements, GL level budget, cash
flow statements, purchase budget, etc. for each budget
centre, regional office, entire business group and NEA
as a whole.
F 29 Ability to generate budget books business group wise,
region wise, branch wise, cost centre wise, period wise,
etc.
F 30 Ability to generate Budget Centre wise, Regional office
wise, Business Group wise, etc., Period wise, Section
wise budget reports
F 31 Ability to create multiple budgets in same year (Project
wise, sub-project wise, section wise, activity wise, etc.)
F 32 Ability to view budget availability/ utilization on a real-
time basis
F 33 Ability to Maintain original budget, revised budget and
latest forecast for each account
Compliance
(STD / CST / TPS)
F 34 Ability to forecast budgets at semi-monthly, monthly
etc.
F 35 Ability to release/ distribute budget on annual, quarterly,
monthly basis at various level of offices electronically.
F 36 Provide variance analysis of budget v/ s prior period,
previous budget etc.
F 37 System should be able to perform budget monitoring
and control
F 38 System should be able to check the available balance of
expenditure as per grouping of accounts while passing
the expenditure entry level. Prompt the message of
availability of provision or not.
F 39 Ability to control budget at GL level, cost centre/ profit
centre level, etc.
F 40 Link the expenditure/ income with the respective
budgets
F 41 Ability to allow/ control additional budget allocation/
reallocation/ revision of budget, etc.
F 42 Prompt the percentage exhaustion of the budget under
various budgets
F 43 Ability to prepare Budget notification to all concerned
departments
F 44 Ability to prepare Operation Budget
F 45 Ability to prepare Standard Cost
F 46 Ability to generate different types of variance reports
(like actual vs. budget, actual on year to year and month
to month basis etc. as well as yield/ usage reports etc.)
F 47 Ability to prepare highlights of Operation Budget
Capital Budget
F 48 Ability to capture investment in capital projects along
with details like cost of project, expected date of
capitalization etc.
F 49 Ability to create project budget based on task or work
breakdown structure or both.
F 50 Ability to prepare letter to all sections and departments
for Capital Budget preparation
F 51 Ability to prepare the milestone wise (Billing schedule-
wise) budget
F 52 Ability to consider escalated material prices (during the
project period) for budgeting.
F 53 Ability to provide multiple views of the project like
material budget, labour budget, Subcontracting budget
etc.
F 54 Ability to capture different approved proposals by NEA/
GoN for future/ running schemes from Capital Planning
and Monitoring Department.
Compliance
(STD / CST / TPS)
F 55 Should be able to capture GoN funding in terms of
grant/ loan for a particular financial year as per the GoN
budget.
F 56 Ability to provide past & present expenditure collected
for preparation of estimate for budget
F 57 Availability of Contract, Purchase Order & Billing
schedule.
F 58 Ability to capture daily exchange rate for calculation/
evaluation of proposals for imports to be made.
F 59 Ability to aggregate and disaggregate total budget and
balance utilization
F 60 Ability to provide online analysis of Project budget Vs.
Actual. Also the expenses would be booked to the
appropriate project codes.
F 61 Ability to check/ control the budget by automatically
checking the budget limits during the execution.
F 62 Ability to approve budgets, change in budgets etc. as per
the workflow.
F 63 Additionally a variety of different budgets may be
required such as cash and reforecast. It shall be possible
to create and approve these budgets via workflow with
the status of the budget re-forecasted.
F 64 Ability to maintain history/ records of projects budget
and estimate variations with respect to a base-line case
scenario.
F 65 Ability to enable the creation of project budget items to
include the following information: Budget number,
Budget description, Budget amount, Budget status
(approved or budget assigned to any project)
F 66 Ability to allow authorized personnel to generate Project
code. Hierarchy mentioned in the delegation of power or
the Competent Authority for each level needs to be
checked.
F 67 Ability to reject budget request and to track the person
who deleted the budget request and be able to capture
the reason for the deletion/ cancellation.
F 68 Ability to generate the complete capital budget based on
all budget request submission.
F 69 Ability to view budget balance after the closure of a
project; Ability to release this budget to another project
that is seeking additional funds to close. The budget is
only released upon approval of the requested additional
funds.
F 70 Ability to support various analysis options on budgets
and project costs: Budget listing
F 71 Budget and its associated projects with budget balance
Compliance
(STD / CST / TPS)
F 72 Ability to print reports that facilitate checking and
monitoring of budget and project status and detail
information.
Treasury and Cash Management
Cash flow Management
F 73 Flexibility in system to define cash forecasting
templates as per requirement.
F 74 Ability to link cash flow projections to P&L, Budgets,
Purchase Orders, ageing, outstanding Account payables
and payroll, contracts, projects etc.
F 75 Ability to run automated cash forecasting in system
capturing inflows and outflows as per data in system.
F 76 Flexibility to include user entered inflows/ outflows in
the system generated cash forecast.
F 77 Ability to generate the report comparing forecasted
amount with actual.
F 78 Produce cash flow statements as per Accounting
Standards
F 79 Ability to generate Daily and up to date Cash flow
statement
F 80 Ability to monitor & reconcile the Collections made at
field offices with the data received by Head Office.
F 81 Ability to capture the details of various cash
requirement from field offices
F 82 Provide cash holding pattern based on historical data/
user defined criteria
F 83 Provide monthly analysis of current expenditure vis-a-
vis monthly forecasts
F 84 Ability to disburse the funds to various field offices as
per the approval from competent authority.
F 85 Ability to monitor the disbursement of funds from Head
office to various field offices & accounting of the same.
F 86 Ability to generate performance report based on
revenues, expenses & revenue losses
F 87 Ability to allocate the calculated capitalization of
expenses to various expenses.
F 88 Ability to capture the details of the claims by contractor
or supplier in to the system.
F 89 Ability to generate the invoice for payment as per claims
by contractor or supplier
F 90 Ability to collect the claims amount from funding
agencies & disburse the claims to budget centres as per
their requirement
F 91 Ability to monitor/ generate the report for claims paid to
contractor/ supplier and claims received from funding
agencies.
Compliance
(STD / CST / TPS)
F 92 Ability to capture the details of funds received from
funding agencies.
F 93 Ability to integrate with project accounting module to
monitor the material consumption at particular project.
F 94 Ability to handle financial lease as well as operating
lease of asset and their accounting & payments
Banking Operations
F 95 Ability to maintain all the banks master data in the
system.
F 96 Ability to monitor the bank balances (bank wise)
F 97 Automatic reconciliation of transactions in system with
the Bank statement.
F 98 Ability to perform manual bank statement entry
F 99 Ability to perform automatic bank reconciliation for
entry and maintenance of receipt items from
Receivables
F 100 Ability to perform automatic bank reconciliation for
entry and maintenance of payment items from Payables
F 101 Ability to automatically load bank statements for
reconciliation
F 102 Ability to provide standard on-line inquiry features as
well as reports to track and manage all unreconciled
items.
F 103 Ability for correcting entries to be created and posted to
their respective sub-ledger and the general ledger
F 104 Automated cheque payments functionality shall
comprise of:
 Availability of section-wise payment voucher details
of concerned sections for cheque preparation
 System should be able to prepare check in bulk
mode also.
 System should be able to check Party address before
preparation of cheque.
 Ability to prepare cheque containing party’s bank
details
 Ability to transfer of credit to party’s/ employee’s
account through e-payment
 System should be able to generate file as per the
respective bank format for bulk file upload in bank
portal.
 Ability to inform payment details to party through e-
mail
 Auto generation of reminders for replenishment of
cheque stationery
 Ability to cancel and reprint cheque
Compliance
(STD / CST / TPS)
 Ability to provide information to concerned sections
as soon as cheque/ drafts are credited by bank or
cancellation of cheque/ draft/ e-payment mode. Auto
generation of reversal entry by the section along
with online information to cash & Bank section
 Ability to control the limit of issuing cheque as per
delegation of power
 Provision for making a single Cheque to a payee
against multiple payments
 Produce journal entries automatically and post it into
GL.
 Ability to alert in case actual cash holding exceeds
the insurance limit
 Availability of database of employees along with
signature
F 105 Automated receipt of cheque functionality shall
comprise of:
 Availability of section-wise receipt voucher details
of concerned sections for preparation of pay-in slip
 Ability to receive payment from parties through e-
receipt
 Ability to inform receipt details to party through e-
mail
F 106 Ability to manage bank deposits and track bank deposits
for requisite action for renewal, pre-mature liquidation,
interest accrual, etc.
F 107 Ability to prepare cash/ bank book on daily/ monthly
basis with valid accounts codes in local currency/
foreign currency (in case the bank account is a foreign
currency bank account).
F 108 System should have ability for Preparation of online
bank reconciliation by downloading bank statement
electronically and upload in Finance Module through
file upload method.
F 109 Ability to generate budget centre wise cash/ bank book/
ledger as well as consolidated book/ ledger at regional
office/ business group/ head office level.
F 110 Ability to update the GL once any transaction is
triggered
F 111 Ability to generate all unique transaction reports
pertaining to cash bank including daily cheque issue
report, cheque received report, state cheque and bounce
cheque report, cheque cancelled/ revalidated report,
bank wise payment and receipt report, unreconciled
items report, cheque inventory report.
Compliance
(STD / CST / TPS)
Debt Management
F 112 Ability to capture the details of loans/ grants received
from GoN & others sources.
F 113 Ability to generate the receipt for the loan/ grants
received & automated accounting of the same.
F 114 Ability to adjust the amounts received from GoN against
payables to GoN as per the GoN resolution, if any.
F 115 Ability to calculate the interest capitalization amount
based loans received from the GoN/ funding agencies/
financial institutions & execution of loans.
F 116 Ability to capitalize the interest on loan as per the
NEA's requirements.
F 117 Ability to support the letter of credit & Bank guarantees
functionality.
F 118 Ability to capture the details of letter of credit & Bank
guarantees in to the system.
F 119 Ability to generate the report stating the number of LC's
& BG's transactions during the period.
F 120 Ability to generate the reports stating the outstanding
invoice, payments made during the period etc.
F 121 Ability to capture the details of the loan in to the system
F 122 Ability to link the loans information to individual assets
for monitoring purpose.
F 123 Ability to generate the invoice for the payments due
against loans.
F 124 Ability to generate the projections/ analysis report of the
loans.
F 125 Ability to link the loan information to project
accounting module as loan is issued on project basis.
Each project is having many sub-projects.
Accounts Payable
F 126 Ability to comply with financial management rules and
HR rules of NEA.
Vendor Management
F 127 Centralized Vendor Master with appropriate vendor
classification/ categorization flag and provision to
capture PAN, other registration No. etc.
F 128 Availability of Purchase Order/ Contract for bill passing
F 129 Linking of supplier’s payments with receipt of materials
through materials management module.
F 130 Ability to generate prepayment invoice & ability to
track the advances paid to suppliers/ contractors/
employees etc. Generate auto-alerts for unadjusted
advances, for any location for respective vendors.
F 131 Ability to prompt for adjustment of standing advance(s),
if any.
Compliance
(STD / CST / TPS)
F 132 Ability to approve or validate the payables invoice in
system prior to it being available for advance-
adjustment/ payment.
F 133 Ability to generate the transaction history report, like
drilldown report for PO to accounting, vendor-wise
reconciliation across locations etc.
F 134 Ability to generate age wise analysis reports & various
other vendors related reports for a period/ as on date e.g.
Standard, analytical, summary reports, Report on
payments made to the vendor, supplier wise/ PO wise
outstanding, etc.
F 135 Ability to capture the (details of Short term & Long
term agreement) invoices from suppliers.
F 136 Ability to create the invoice as per the suppliers bill
F 137 Ability to capture the details of the units supplied &
adjusted, if any.
F 138 Ability of automated invoice generation with applicable
taxes from accepted material.
F 139 Automated accounting of purchase returns to supplier.
F 140 Ability to generate debit & credit notes item based
F 141 Ability to track over-invoicing, goods return, price
changes etc.
F 142 Ability to automatically check Indents for budget and
facilitate proposing/ generating sanction for capital
items etc.
F 143 Ability to support online financial postings during
receipts, issues, returns, part delivery and adjustments
F 144 Ability to carry out Standard Costing & Average
Costing.
F 145 Ability to provide various standard reports, e.g.
inventory reports, consumption reports, quantitative
reports, etc.
F 146 Ability to link contractor’s payment with certified bills,
billing schedule, approved note sheet, analysis report,
measurement book, BG, Interim Payment Certificate,
for contract works payment processing
F 147 Process payment voucher for payment after deduction of
recoveries as per contract like liquidated damages, hire
charges, material issue , risk cost etc. and recovery
intimation from NEA office/ site, if any.
F 148 Ability to carry out Price Verification, Bill calculation
online.
F 149 Ability to ensure that final bill of Project contract is
passed after receipt and evaluation of previous bills
raised, billing schedule, work completion certificate,
Compliance
(STD / CST / TPS)
commissioning certificate, preliminary/ final acceptance
certificate, no claim certificate, no lien certificate etc.
F 150 System should be able to close works order/ contract.
F 151 Ability to generate bill register for bill passed.
F 152 Ability to generate Report on Work Order wise bills
passed as & when Require
F 153 Ability to create debit notes/ credit notes, and adjust
with invoices etc. based on pre-defined conditions
F 154 Ability to automatically generate letter for balances of
vendors, after proper authorization.
F 155 Ability to calculate taxes (including VAT) in invoices,
either item wise or as a whole
F 156 Ability to specify, if there are any third party payments
involved, in case of PO based invoices
F 157 Ability to incorporate changes in taxes and duties/ tariff
from times to time and make payment as per revised
rates, if any and if applicable.
F 158 Ability to process supplementary bills raised on account
of changes in prices, errors in previous bills, etc.
F 159 Ability to recover withholding tax, other taxes, etc. and
remittance of the same. Ability to generate the tax
deduction certificate for issue to vendor.
F 160 Ability to handle Security Deposit, EMD, BGs,
Performance Bank Guarantees etc. through accounts
payable & make available the Security Deposit details at
other locations for the same vendor, in a multi-location
environment.
F 161 Ability to provide list of the Guarantees, Security
Deposits, bid bonds, etc. and track to monitor claims
against them, expiry of guarantees/ bonds, etc.
F 162 Ability to arrange for release of Security Deposits, bid
bonds, guarantees, etc. at appropriate time by generating
alerts for the Purchase personnel.
F 163 Ability to provide advance ledger, ageing analysis of
advance ledger,
F 164 Ability to allocate expenditure of HO, Work shop,
Stores, Civil and other common service providing
services to other locations.
F 165 Ability to check whether Work Completion Report is
received before final payment is released.
F 166 System control to ensure that Security Deposit is
refunded only after the complete Order and as per the
terms and conditions of Work order.
F 167 System check to ensure Security Deposit from party
exists at the time of approval/ validation of the payables
invoice.
Compliance
(STD / CST / TPS)
F 168 System control to ensure work is executed only against
an open and active Order.
Other Accounts Payable
F 169 Ability to integrate HRMS module with finance module
for processing of employee claims & advances.
F 170 Ability to integrate HRMS module with the finance
module in order get the accounting of employee
contributions by NEA e.g. Gratuity, provident fund, etc.
F 171 Ability to distribute the contribution amount by NEA to
all the employees in HRMS module
F 172 Ability to capture the details of loans in to the system,
Projection of existing Loans availed and related interest
and financial charges
F 173 Ability to calculate the interest on loan as per the terms
and conditions agreed with GoN/ financial institutions
F 174 Ability to generate the recurring invoices for the fixed
payments to GoN during the period e.g. Royalty on
power plants and power generated
F 175 Ability to modify the automated recurring invoice
before the approval.
F 176 Ability to collect the security deposits from the
consumers and ability to calculate interest on security
deposit as per the prescribed rates by NEA on monthly/
quarterly/ yearly basis.
F 177 Automated compliance (including accounting, reporting
and filing) for VAT, Withholding tax, etc. as per
applicable statutory requirements.
F 178 Ability to calculate the TDS & advance tax payable as
per the tax compliance automatically
F 179 Availability of TDS, CIT, PF, Retirement Funds and
other statutory deductions reports on internally designed
format
F 180 Ensure expenditure liability assessment before end of an
accounting period.
F 181 Tracking any expenditure through proper authorization
Revenue Accounting
F 182 Accounting for consumer billing done during the period
F 183 Accounting for ancillary income charged/ collected
during the period
F 184 Accounting for other income accrued/ collected during
the period
F 185 Categorization of revenue Profit centre/ revenue centre
wise
F 186 Multiple revenue analysis in terms of revenue earnings
areas wise, category wise, district wise, region wise, etc.
Compliance
(STD / CST / TPS)
F 187 Ability to undertake revenue adjustment required to be
undertaken for rectification of errors, government
receipts for government power dues, etc.
F 188 Interface with existing Metering, billing and Collection
module.
Accounts Receivable
F 189 Ability to capture the Metering, billing and Collection
information in to the finance module through
integration/ interface with existing Metering, billing and
Collection module
F 190 Ability to monitor the Collections made at various
locations and remitted to banks for Collections,
recording status of realized, unrealized & bounced
Collections, reversing the same in books. Ability to
record type of receipt, whether advance/ invoice/ arrears
etc. Ability to automatically adjust receipts against
invoices/ debit/ credit notes, advances etc. Ability to
also record, details of person receiving cash in receipt.
F 191 Ability to support automatic reconciliation of consumer
ledger in existing Metering, billing and Collection
module with control ledger in finance module by the
system.
F 192 Ability to generate daily Collection & various other
consumer related reports including Collection
realization (instruments collected, deposited, realized,
unrealized and bounced, etc.), Collection categorization
(against current bills, arrears, advance, etc.)
F 193 Ability to adjust the funds received from the
Government with the consumer bills in existing
Metering, billing and Collection module and finance
module.
F 194 Ability to capture the consumer category wise
Collections made against consumer bills.
F 195 Ability to refund the security deposit against bank
guarantee.
F 196 Automated accounting of transactions to control manual
errors
F 197 Ability to integrate store accounting with finance
module
F 198 Ability to capture the details of Collections other than
sale of power with appropriate accounting.
F 199 Ability to account the Collections remitted to respective
banks.
F 200 Ability to integrate Assets module with finance module
& facility to dispose the assets and their accounting
accordingly.
Compliance
(STD / CST / TPS)
F 201 Ability to generate age wise analysis reports & various
other vendor related reports (for e.g. Standard,
analytical, summary reports, Report on payments made
to the vendor etc.)
F 202 Ability to track loans and advances – disbursement,
recovery of advances, interest accrued and due, arrears,
etc. provided to vendors/ third parties/ employees.
Final Accounts
Chart of Accounts
F 203 Facilitate multilevel structuring (nesting and parallel
both) of chart of accounts including:
 Tracking of account codes to financial statements
schedules and groups
 Tracking of general ledger with subsidiary ledger
 Mapping of current chart of accounts with revised
chart of accounts
 Analytical chart of accounts
 Align profit centre/ cost centre with account codes
F 204 Ability to inactivate/ end-date the account code while
maintaining historical transaction.
F 205 Only valid and business relevant account codes shall be
allowed to be created and used; with flexibility to revise
the valid/ permissible account codes description.
F 206 Ability to control access/ usage of account codes based
on roles/ responsibilities.
F 207 Capability to store legacy account code mapping vis-a-
vis the ERP chart of accounts in the system.
F 208 Ability to maintain parameters as mandatory for certain
type of expenses.
Accounts Closing
F 209 Ability to consolidate accounts at Budget Centre,
Regional Office and GM office level. Ability to
Incorporate all the financial transactions from various
locations, at HO, as a periodic or a year-end activity
F 210 Close (Monthly, Quarterly, Annual) periods & generate
relevant reports directly from system, Provisional
closing of the previous financial year and record &
maintain transactions for the current financial year.
F 211 System reports and processes shall facilitate provision
calculation/ determination during closing.
F 212 Ability to auto-reverse specific category of journals
based on select events.
F 213 Ability to maintain all employee related expenses
F 214 Ability to support generating required ratio analysis
(location wise, Regional office wise, GM office wise,
NEA as a whole, etc.).
Compliance
(STD / CST / TPS)
F 215 Ability to generate Cash flow and Funds flow
statements as per IFRS/ NAS. Ability for Projecting the
cash flow based on payment made and credit period.
F 216 Ability to maintain accounts in Nepalese currency &
multiple currencies.
F 217 Ability to provide outstanding liabilities yearly, based
on IFRS/ NAS & carry out period end closing activities.
Generating adjustment entries for period-end closing
during reconciliation of the revenue expenditure with
other accounts balances
F 218 Ability to provide authorization levels, in respect of all
required transactions as applicable across modules, e.g.
General ledger, receivables, payables, Assets,
inventories, etc.
F 219 Ability to maintain different documents numbers, for
different transactions, in each module
F 220 Ability to maintain back dated transactions in any
module, using system parameters
F 221 Ability to associate the proportion in which all the
transaction amounts are to be apportioned
F 222 Ability to cancel printed cheque or bouncing of the
cheque received.
F 223 Ability to support various types of Journal Vouchers
(JV) like regular, reversal, memorandum, etc.
F 224 Ability to automatically consolidate vouchers between
the HO and Regional offices/ Budget Centres
F 225 Ability to create recurring journal vouchers, create
templates for recurring payments or receipts
F 226 Ability for reversal of vouchers in order to
accommodate provisional entries. These can be
automatically reversed in the specified financial period
during the creation of voucher
F 227 Ability for generation of adjustment entries, like interest
earned from bank deposits, service charges deducted by
bank, etc., for information
F 228 Ability for Maintenance of multiple hierarchical
structures for cost-centres/ profit-centres for cost
aggregation and analyses, Defining cost-centres/ profit-
centres according to areas of responsibility. Ability for
accounting for cost elements and charges
F 229 Ability to prepare General Ledger considering cash and
JV transactions
F 230 Ability to prepare budget centre wise/ regional office
wise/ business group wise/ NEA as whole, consolidated
account code-wise trial balance including or excluding
Opening Balance.
Compliance
(STD / CST / TPS)
F 231 Ability to prepare budget centre-wise JV Ledger
F 232 Ability to update general ledger & subsidiary ledger viz.
Sundry Debtors, Sundry Creditors, Advances etc. on
real time basis
F 233 Ability to maintain historical data/ document for
archival purpose as per relevant statute and user defined
period.
F 234 Ability to generate online journal entries for all
processes
F 235 Ability to maintain master code for responsibility,
location, budget centre, regional office, business group,
budget, asset, party, vendor, consumer, employees, chart
of accounts, etc.
F 236 Ability to generate Age-wise Analysis of debtors,
liabilities, Creditors, Advances, Claims etc.
F 237 Ability to avoid duplication of entries
F 238 Ability to analyse various ratios based on user defined
criteria
F 239 Ability to maintain status of contingent liabilities
F 240 Ability to generate customized reports as per user
Requirement
F 241 Ability to allocate expenditure during construction/
interest during construction to respective Projects
F 242 Ability to allow prior period adjustments, with proper
control & authorization
F 243 Ability to allow the user to process the closing of
accounts more than once in the same accounting period
(different stages) as per the audit Requirements
F 244 Ability to allow the users to open the next accounting
year before the closing of current accounting year
F 245 Ability to automatically carry forward of closing
balance of the financial year to opening balance of the
current year, with user defined control & authorization
F 246 Ability to create multiple versions of financial statement
report, customized to user specification with alternative
format
F 247 Support addition/ deletion/ alteration/ modification of
account codes, with proper control & authorization
F 248 Support automatic reversal of JVs
F 249 Support multi-currency transactions
F 250 Support multi profit centres/ cost centre wise accounting
F 251 Ability to support recurring journal entries and
templates, with user defined starting & ending period
F 252 Ability to support the provisional entries (Performa JVs)
F 253 Ability to support user defined accounting year
(calendar/ financial )
Compliance
(STD / CST / TPS)
F 254 Ability to support user defined journal narration.
F 255 Ability to generate report of suspense code balances.
F 256 Ability to generate various MIS on the basis of user
defined parameters
F 257 Provide data for Actuarial Valuation of liability on
account of leave, gratuity, settlement TA, Medical
Benefits & Medi-claim to Actuary through mail/ data
transfer
F 258 Ability to generate accounting entries i.e. liability
provision based on Actuarial Certificate received from
Actuary on real time basis
F 259 Ability to generate age-wise details of: Sundry debtors,
store’s inventory, obsolete/ surplus/ non-moved stores
inventory, Claims recoverable and payable, Loans &
advances, Creditors & liabilities, Idle Assets
F 260 Ability to generate Reports of previous year
comparative claims, loans & advances, sundry debtors,
creditors, liabilities, old liabilities etc. as per user
defined parameters
F 261 Ability to generate Details of various provisions made,
provisions written back and write off
F 262 Ability to generate Details of Prior Period income and
expenditure
Inter-unit Transactions
F 263 Ability to generate the Inter-unit Transaction (IUT)
report to identify the transactional differences between
locations, automatic periodic reconciliation of inter-
branch transactions
F 264 Ability to generate the notification of IUT transaction
and appropriate accounting accordingly.
F 265 Centralization of IUT transactions shall reduce
possibility of manual errors.
F 266 Ability to transfer the assets from one location to
another location. Based on this accounting shall be done
automatically.
F 267 Ability to reconcile the assets transfers in between the
locations.
Financial Reporting
F 268 Availability of Financial Statements for multiple years
& all defined locations, including schedules (all value
details and possible quantity details) from the system in
accordance with IFRS/ NAS and regulatory
requirement.
F 269 Ability to have the reports in spreadsheet also, to
facilitate analysis
Compliance
(STD / CST / TPS)
F 270 Availability to record and report annual tax filing details
under Self Tax Assessment procedure.
F 271 Ability to generate the report of accounts balances on a
particular date.
F 272 Preparation of Tax books of accounts as required by
Income Tax Act 2058 and its amendments
F 273 Ability to have the reports in spreadsheet also, to
facilitate analysis.
F 274 Ability to address the IFRS requirements identified for
NEA's compliance. Also comply with the accounting
policies adopted by NEA as per IFRS/ NAS.
F 275 Ability for providing variance analysis reporting (cost-
centre variance).
F 276 Ability to generate statutory returns, e.g. Withholding
Tax returns etc., Withholding Tax certificates, under all
statutory Acts
F 277 Ability to report (e.g., Balance sheet, Income Statement
and associated schedules), with user defined period
F 278 Ability to generate comparative statements based on
user defined periods and for user defined Requirements
F 279 Ability to provide statutory reports and account balances
as per the statutory Requirements e.g. NEA act,
accounting standards, etc.
F 280 Ability to generate information & reports for Statutory,
supplementary, tax & Internal audit purpose
F 281 Ability to generate JV Book, Cash/ Bank Book, General
Ledger & Trial Balance along with drill down facility,
asset ledger, responsibility code wise expenditure report,
Income statement and Balance Sheet with Schedules,
Cash flow statement, notes to account, management
report, etc.
F 282 Ability to provide previous year figures in current year
financial statements and provision for regrouping of
previous year figures as per the statutory requirement/
accounting standard requirement.
Cost Accounting
F 283 Facilitate expense and income accounting cost centre/
profit centre/ revenue centre wise
F 284 Generate Costing statements for the Capital Works in
Progress (CWIP) projects
F 285 Generate Costing statements for the business groups/
support functions
F 286 Generate various Costing report to calculate per unit
generation cost, transmission cost and distribution cost
F 287 Facilitate apportionment/ allocation of overheads
Compliance
(STD / CST / TPS)
F 288 Facilitate standard costing/ job costing/ activity based
costing/ other costing method
F 289 System should perform allocations for reporting
purposes only.
F 290 System should provide reversal of actual allocation and
spread based on overall rates at the end of the year.
F 291 System should allocate, based on user defined criteria, a
difference between selected revenue and expense
accounts, leaving the corresponding revenue in place.
F 292 System should provide multiple standard cost allocation
reports.
F 293 System accommodates both fixed and variable costs.
F 294 System should allow user to determine which indirect
costs are to be allocated, including the time period in
which those costs occurred (e.g. Effective start and end
dates).
F 295 System should allow for the processing of a preliminary
allocation process for “what if” analysis purposes before
the results of the allocation are officially recorded as
final.
F 296 System maintains cost account financial information
that is consistent and reconcilable with related general
ledger and budget accounts.
F 297 System should report cost information through a set of
predefined parameters (no programming necessary on
part of user) and report formats.
F 298 System should integrate with HRMS to extract actual
payroll costs and codes (including Earnings and Bonus
Codes) by employee, cost centre or position number.
F 299 System should compute and use system-generated rates;
ability to compare and report past actual to standard
allocations, compute the variance, and calculate new
allocation rates; for user-specified categories and
criteria.
F 300 System provides for multiple user defined cost reports.
F 301 System reports expenses, statistics, and revenue by any
element in the chart of accounts.
F 302 System provides departmental reports broken down by
cost accounting codes, fund, department, and
organizational unit.
F 303 System provides a set of system assurance reports and
control totals that reconcile with data source systems.
F 304 System provides user-defined reports showing any of
the labour distribution elements by a user-specified date
range.
Compliance
(STD / CST / TPS)
F 305 System provides a summary report that groups detailed
direct expenditures and indirect (allocated) costs by any
combination of fund, agency, project, grant and
organization.
Financial Intelligence
F 306 The reporting shall have enterprise wide dashboards at
least for revenue management, expense management,
project expenditure, cost of services and fund
management.
F 307 Pre-Built capability to Drill from aggregation to
transaction in the source application
F 308 Provide pre-built ETL to extract data from ERP
operational tables and allow for federated query across
multiple systems
F 309 Easily configurable and extensible
F 310 Pre-built capability to view daily revenue and expense
information at every level of management
F 311 Pre-Built Standardize information at every level in the
organization
F 312 Analysis of financial information
F 313 Pre-Built capability to analyse revenue and expense
information in detail and against budget and forecast
F 314 Perform detailed analysis using several filtering
parameters
F 315 Observe trends over time periods of weekly, monthly,
quarterly or yearly
F 316 Compare current performance with the prior period or
same period year ago
F 317 Monitor information across multiple dimensions like
company, cost centre, manager, line of business,
financial category, or user defined
F 318 Make informed decisions in near real time
F 319 Drill to detail on receivables and payables invoices
F 320 Drill to Purchase Order for payables invoices
F 321 View detail assets information by major and minor asset
categories
F 322 Drill from aggregation to source transaction
F 323 Ability to generate high level aggregated data and drills
into the most granular level i.e. the transaction.
F 324 Identify which specific transactions contributed to the
key performance indicators
F 325 Complete the full cycle from summary to detail
F 326 The following financials key performance measures
shall be monitored: Revenue, Expenses, Budget, % of
Budget, Operating Margin, Operating Margin %, % of
Compliance
(STD / CST / TPS)
forecast, Forecast vs. Budget, Expenses per head, T & E
per head, Headcount
F 327 The following key financial reports shall be generated
by the System:
 Expenses by cost centre
 Revenue by cost centre
 Expenses trend by account detail
 Revenue trend by account detail
 Cumulative expense trend
 Expense summary
 Expense trend
 Expense by category detail
 Expense by journal source
 Expense detail by invoice
 T & E Expense trend
 Expense report listings
 Expense report inquiry
 Expenses per head
 Headcount and expenses trend
 Employee directory
 Expenses by source
 Revenue by source
 Payables invoice
 Journal entry details
 Journal line details
 Depreciation expense major categories
 Depreciation expense minor categories
 Depreciation expense listing
 Open Payables Summary - View unpaid invoices by
operating unit, supplier or supplier across operating
unit.
 Invoices Due Aging Summary - View an aging
summary of unpaid invoices due
 Invoices Past Due Aging Summary - View an aging
summary of unpaid invoices past due
 Paid Invoices - View paid invoices by operating
unit, supplier or supplier across operating unit
F 328 The system should have provision to capture all
financial transactions between NEA and subsidiary
companies such as investment and return on investment
MM Materials Management
MM 1 Ability to integrate with Fixed Asset Module, Project
Accounting Module, Finance Module, HRMS.
Master Maintenance
Compliance
(STD / CST / TPS)
MM 2 Ability to maintain a single Material code and automatic
retrieval of inventory levels for items present in
Materials Master. ERP system shall support validations
which ensure that Material Master is not duplicated.
MM 3 Ability to provide a single Material Master template,
which will including information to existing Material
Bin Location link. item Code, Material Transfers Note
and Stores link, stores parameter, reorder level and
safety stock level, etc.
MM 4 Ability to detect and prevent duplicity in Masters. ERP
shall support validations, which ensure that Masters are
not duplicated.
MM 5 Ability to support authorizations for Masters. ERP shall
ensure that no unauthorized person is allowed to access
or update the masters.
MM 6 Ability to track record of amendments made in material
master e.g. description change, specification change,
parameter change, etc. ERP shall provide version
control support along with records of previous versions
for masters.
MM 7 Ability to maintain single material code for same
material, which is stored at different physical locations,
which are purchased under different budget types
(capital/ revenue). ERP system shall ensure uniform
codification for the same material irrespective of its
physical location, bin location, budget type or variety.
But ERP shall have the provision to display location
wise, bin location, budget type wise and variety wise
stock levels for the same material.
MM 8 Ability to maintain single material code for same
material supplied by different vendors or procured for
different departments or of different asset type or
accounted under different cost centres. ERP shall ensure
uniform codification for the same material irrespective
of its vendor, user department, asset type or cost centre.
But ERP shall have the provision to display vendor
wise, department wise, asset wise and cost centre wise
stock levels for the same material.
MM 9 Ability to provide a single Vendor Master template to
take care of vendor material, vendor work code and
vendor material blacklisting masters. The Vendor master
shall take care of Vendor Managed Inventory (VMI)
Vendors with separate indication as VMI vendor and
their link to materials covered under VMI rate
Contracts.
MM 10 Ability to store unit of measurement for each item.
Compliance
(STD / CST / TPS)
MM 11 Ability to manage of pricing of materials procured
including base prices, taxation, excise and discounts by
directly updating from price records. ERP shall calculate
the final pricing with the option of any manual changes
or by changing the price records. Terms master, Charge
code master and Expression master to be used/
maintained for the purpose.
MM 12 Ability to support stock transfer between Main-Stores
and Sub-Stores. ERP shall support Stock transfers
between multiple offices of NEA.
MM 13 Ability to incorporate codification logic for materials i.e.
Major-group, Sub-group etc. ERP shall support product
hierarchies and material grouping.
MM 14 Ability to migrate the master data from NEA's legacy
system and also maintain records of transactions etc.
wherever required.
MM 15 Ability to maintain links between material code, stock
account code, consumption account code etc.
MM 16 Ability to link material code with relevant work codes
and vice versa.
MM 17 Ability to maintain material wise critical/ other factors
and deviation masters for Vendor Rating etc.
MM 18 Ability to maintain history data of inventories (stock
balances) including all day wise and month wise
transactions for monitoring and trend analysis.
MM 19 Ability to remove or Store old/ redundant records from
current records and store it separately for adding the
same to current data if required i.e. Archiving
functionality shall be supported by the system
Raising of Indent
MM 20 Ability to raise final indent keeping in view available
stock, estimated requirements, budget availability and
estimated price of the item.
MM 21 Ability for raise final indent with bill of material
required to be procured
MM 22 Ability to modify the description of an existing item due
to revision in specifications, design, part number, etc.
MM 23 Ability to track the status of an Final Indent
MM 24 Ability to monitor and control raising of indent for non-
moving/ slow moving items
MM 25 Ability to stop raising of Indent for a particular budget
centre after budget exhaustion.
MM 26 Ability to get approval of the Designated Authority for
raising final indent through the system.
Compliance
(STD / CST / TPS)
MM 27 Ability to support Purchase requisition (PR) generation
by user department in system and get it validated
through Finance Division.
MM 28 Ability to support the monitoring of performance of
NEA Stores section help in making strategic decisions
regarding Inventory levels/ Safety Stock etc.
MM 29 Ability to consolidate indent of multiple Budget Centres
for central purchase.
Purchase Requisitions
MM 30 Ability to initiate an electronic purchase requisition and
online approvals shall be done as per the defined
approval limits
MM 31 Ability to reprocess an unapproved purchase requisition
MM 32 Ability to capture purchase requisitions from multiple
locations to create one purchase order
MM 33 Ability to support an electronic multi-level requisition
approval process
MM 34 Ability to restrict purchases from the approved/
qualified suppliers only
MM 35 Ability to accommodate on-line and batch updating of
requisitions
MM 36 Availability of Critical Item List and their approved
vendor list through system
Purchase Orders & Purchase Agreements
MM 37 Ability to integrate with purchasing to link requisitions/
purchase orders to specific projects and tasks
MM 38 Ability to support method of enquiry based on
Delegation of Power. Ability of the system for Release
procedure based on the Purchase Requisition value and
also Purchase Order value. Workflow shall be supported
to avoid paper work.
MM 39 Ability to support PO processing
MM 40 Ability to support PO processing combining multiple
Purchase Requisitions/ multiple enquiries, etc.,
MM 41 Ability to receive Vendor Registration Application from
vendors online
MM 42 Ability to generate PO based on the approval note and in
case of changes in approval during release of PO the
same shall be handled retrospectively in all transactions
MM 43 Ability to support and process PO/ Work Order (service
order)taking care of duties and taxes with actual and
indicative rates without amendments
MM 44 Ability to support, process Emergency PO's. Ability to
allow the user to create PO without creating a PR and
Ability to provide authorization control to restrict this
Compliance
(STD / CST / TPS)
activity to only specific user and put an upper limit in
terms of value.
MM 45 Ability to support cash purchase transactions
MM 46 Ability to support Purchase order monitoring
MM 47 Ability to support automatic follow up system,
workflow.
MM 48 Ability to support automatic Scheduling based on
Monthly Requisition Plan.
MM 49 Ability to provide Automatic generation of Requisitions
for items falling below minimum stores level-approval
level to be based on menu item or access rights and lead
times.
MM 50 Ability to enter details of purchase orders created
manually.
MM 51 Ability to raise purchase orders in local or foreign
currency
MM 52 Ability to provide multi-currency conversion capability
MM 53 The system should be able to track the items with the
warranty period and indicate if a defective material is
within the warranty period or not
MM 54 Ability to handle price variations and be able to account
it to the material batch supplied by the vendor and make
payments accordingly
MM 55 Ability to accommodate various types of orders (e.g.
Blanket contract- contract agreement, etc.)
MM 56 Able to capture the delivery instruction details including
quantity of material, time targets to be delivered, place
of delivery, etc.
MM 57 Able to allow multiple delivery dates for items in a
purchase order e.g. each line item may have a different
delivery date or multiple line item delivery dates
MM 58 Ability to do repeated purchasing (from the previous
Supplier) and copy previous contract terms and
conditions
MM 59 Ability to change the approval process in the system if
the local policy changes
MM 60 Ability to do unit of measurement conversions in
purchase orders/ contracts
MM 61 Ability to communicate purchase order to supplier by
email.
MM 62 Ability to accept partial shipment within a timeframe
periods
MM 63 Ability to attach text descriptions and drawings to
purchase orders
MM 64 Ability to create automatically numbered purchase order
from a purchase contract
Compliance
(STD / CST / TPS)
MM 65 Ability to show discount/ rebates in the contract
MM 66 Ability to return material and keep the Purchase Order
(contract) open until the returned material is replaced
MM 67 Ability to purchase a material without an item number
(non-stock item)
MM 68 Ability to support centralized purchasing.
MM 69 Ability to check that a Supplier is not on the blacklist
MM 70 Ability to track a purchase order (contract) based on
purchase order (contract) number and title of the
contract, type of materials
MM 71 Ability to generate purchase orders automatically (from
history) as well as manually
MM 72 Ability to support the creation of contracts for purchase
agreements
MM 73 Ability to split purchase order between vendors based
on user defined parameters
MM 74 Ability to handle multiple currencies for purchasing.
MM 75 Ability to send the material directly from the vendor to
the site in case of emergency.
MM 76 Ability to keep track of the local purchases details along
with the audit trails and this must be accessible to the
higher authorities.
MM 77 Ability to capture the delivery instruction details which
include details of the quantity of material, time targets to
be delivered and the place of delivery and all details
MM 78 Ability to raise alert in case delivery has not been made
as per PO schedule
MM 79 Ability to send information to Finance regarding
recovery from a defaulting supplier
MM 80 Ability to ensure that the vendor payment is made only
after the goods is received at the stores in good
condition.
MM 81 Ability to maintain a centrally negotiated blanket
contract and allow individual units to initiate the
delivery time, quantity and unit price.
MM 82 Ability to record amendment to the contract.
MM 83 System should be able to generate following reports :
 Pending requisitions not converted into Purchase
Order
 Lead Time of Purchase Order (Indent to PO
conversion time)
 Pending orders against a supplier
 Payment Status
 Vendor Rating
 Vendor Performance Details
Compliance
(STD / CST / TPS)
 Status of Inventory
 Report on utilization of Procurement Budget
 Quarterly Reports
 Details of Purchase Orders placed valued at prescribed
amount & above
 Vendor History
 List of vendors whose registration validity is to expire
by a given date
 Pending orders: party wise, Dept. Wise, Delivery
Schedule wise, Purchase Section wise
 Purchase Section wise list of materials awaiting
Collection from transporters.
 List of Registered Vendors
Vendor and Supplier Profile
MM 84 Ability to capture vendor information comprising of
items, delivery mode, multiple contact details,
registration no., e-mail address, website, fax number,
etc.
MM 85 Ability to define vendor lead times, bill to entity
information, bank account number, mode of payment,
terms and conditions, currency, applicable taxes to be
paid/ deducted, etc.
MM 86 Ability to store purchases period to date in number and
value.
MM 87 Ability to provide data for items rejects (in number and
value), delivery performance, quality ratings of vendors,
product profit and thereby performance data.
Receiving Process
MM 88 Ability to support Goods receipt
MM 89 Ability to support Tolerance limit in Quantity, Value as
well as Quality including excess/ shortage in supply etc.
MM 90 Ability to get information on dispatch and material
receipt through system
MM 91 Ability to monitor whether vendor is giving the
inspection calls i.e. readiness of materials as per
commencement schedule and completion schedule as
per agreed terms and conditions. For this system alerts
and exception reports are reports are required for default
by suppliers.
MM 92 For inspection calls received, System Alerts/ exception
reports shall be generated on scheduled date of readiness
of materials for arranging the inspector for inspection.
MM 93 After inspection is carried out material is required to be
dispatched by the supplier to different stores as per
agreed terms and conditions, System alerts/ exceptions
Compliance
(STD / CST / TPS)
report for default by suppliers for delivery of materials
to stores within due dates.
MM 94 Ability to record goods received against the purchase
order and highlights any variation in quantity received.
MM 95 Goods received note to be entered into the system
against the purchase order number.
MM 96 Able to create one purchase order receipt from various
consignment receipt
MM 97 Ability to show what was actually ordered in the
specified purchase order
MM 98 Ability to edit actual number received from that
displayed with proper authorization
MM 99 Goods received details to be automatically transferred to
the Accounts Payable module for payment after
approval from the concerned authorities. Payment shall
happen only once the stores acknowledge the receipt of
goods in good condition.
MM 100 Able to store quality inspection details for an item in the
system and subsequent recording of the results of the
inspection to be recorded.
MM 101 Ability to track materials damaged during handling/
transit and this shortfall shall be adjusted in the
inventory.
MM 102 Ability to generate and maintain daily material received
details.
MM 103 Able to reject a consignment receipt yet still enter the
details into the system to enable tracking and capture
vendor performance.
MM 104 Ability to maintain and track the details of the rejected
material.
MM 105 After receipt of materials in Stores, system alerts/
exception reports required for arranging the Quality
inspection for particular items if applicable and its
follow up to receipt of Quality inspection reports.
MM 106 After material acceptance, the material is lifted by user
departments. Here system alerts/ exception reports are
required where the materials are not lifted by user
departments after specified period and material is still
lying in stores.
MM 107 In case of rejected materials, ability to send notice to the
suppliers for lifting of rejected materials/ damage
materials. In this case also system alerts/ exception
reports are required for defaults by suppliers in lifting
rejected materials/ damaged materials. Provision for
recoveries of amounts due from suppliers in such cases
including ground rent.
Compliance
(STD / CST / TPS)
MM 108 A system alert/ exception report for forfeiture of
security deposit/ performance/ bank guarantee/
cancellation of orders/ debarring the supplier etc. in case
of defaulting supplier and storage of their track record.
MM 109 After materials are lifted by field offices from stores,
further tracking for its utilization at budget centres/ Sub-
accounting units is required.
MM 110 Inventory of materials lying at field offices/ stores at all
levels is required. Their consolidation and system alert
to various authorities for materials lying in the field is
also required.
MM 111 Ability to support storage and retrieval of supplier
specification details for future reuse and reference in
system.
MM 112 Ability to track all the details of the materials and track
the guarantee/ warranty period for the same (this is
useful in case the material becomes faulty within the
guarantee period)
MM 113 Ability to alert and monitor in case the rejected/
damaged material is not lifted by the vendor in User
Specified period of time.
MM 114 Ability to alert for recovering cost of equipment/
material that have failed within the guarantee period and
generate accounting entry for the same. Ability to also
allow for monitoring and verifying if the cost of
equipment is recovered.
MM 115 Ability for supporting multiple inventory valuation
techniques (Moving Average, LIFO, FIFO, Standard
Cost, Fixed Cost, Latest Price etc.) & Generating and
maintaining online stock ledgers
Materials Issue
MM 116 Ability to capture Indent information
MM 117 Ability to account/ capture all stores issues and
adjustments with an audit trail.
MM 118 Ability to track and display the status of each Indent vis-
à-vis issue
MM 119 Ability to receive back issued materials not utilized
MM 120 Ability to transfer materials from one store/ sub-store to
another store/ sub-store.
MM 121 Ability to generate alerts of issues which are due
MM 122 Ability to increase stores records by goods received note
and goods returned notes and decrease it by material
transfer notes and by goods issued on temporary basis,
etc.
Physical Verification
Compliance
(STD / CST / TPS)
MM 123 Ability to prepare periodic program for physical
verification
MM 124 Ability to prepare list of stock verifiers/ members of
physical verification committee
MM 125 Ability to prepare stock confirmation and Physical
Verification report for a period (monthly/ quarterly/
annually)
MM 126 Ability to prepare Discrepancy report (shortage/ surplus)
for stores & spares including theft report
MM 127 Ability to prepare list of provisions to be made for
shortage/ provisions/ deterioration in quality, etc.
FA Fixed Asset Module
FA 1 Ability to integrate with Project Accounting Module,
Finance Module, HRMS Module and Materials
Management Module.
FA 2 Ability to integrate existing Assets/ upgrade the assets
system with the finance module. Ability to link
materials management with Fixed Assets Module.
FA 3 Ability to maintain all relevant assets related details &
information from invoices, Maintaining all the insurance
related details of an asset
FA 4 Ability to maintain all pre-procurement details like
proposed cost, cost-centre, name of the proposal,
approving authority, date of approval, etc. before the
procurement of an asset.
FA 5 Ability to record information such as:
 Supplier details
 Purchase/ Installation date
 Serial number against each individual piece of
equipment.
 Equipment/ Asset identification number, Description
 Serial number - Manufacturer - Model number
 Year of manufacturing
 Maintenance history for the equipment
 Cost centre
 Bill of Materials
 Status (e.g. installed, repaired, in store)
 Warranty period
 Location etc.
FA 6 Ability to define different account codes for "Asset –
Group" combination.
FA 7 Ability to generate payment schedules for all types of
assets (leased/ hired/ purchased/ rented/ etc.), including
the insurance payable
Compliance
(STD / CST / TPS)
FA 8 Ability to identify a business entity/ group/ region to
which the equipment/ assets belongs and also shall be
able to reorganize budget centres, office codes, etc. in
the case of organizational changes. Ability to have the
ability to track from fixed assets to movable assets, line
assets (cables, conduits) to underground assets, which
run across business groups.
FA 9 Ability to create and define multiple assets grouping for
each type of asset e.g. poles in a group of LT pole, KV
pole etc. and again PCC Pole, Rail pole etc. The user
shall able to classify the asset as per the defined asset
groups.
FA 10 Ability to allow electronic certification of physical
inventory for locations including, but not limited to GM
office, Regional Office, Budget Centres, sub-accounting
units/ sub stores.
FA 11 Ability to initiate the creation of asset master records
from the process of creating and processing store issue
documents. Ability to identify potential fixed assets
through Store transaction details.
FA 12 Ability to track insurance values (e.g., replacement
value).
FA 13 Ability for the user to make subsequent updates to group
or asset component. (e.g., the user may acquire, retire or
transfer one component of a group of assets). Ability to
provide the capability to update the individual asset
record and to re-group into an existing group or
component structure.
FA 14 Ability to allow the incoming and/ or outgoing Business
Group head to review and approve assets assigned to his
Business Group whenever transfer of personnel takes
place. Ability to support this function with reports of
assets under Business Group Head's control.
FA 15 Ability to maintain the list of spares along with their
part no. for each equipment. Ability to group equipment
of same makes and give rating for the purpose of
assessment of spares requirement. To avoid stock out
situations and ensure minimum inventory carrying costs,
ability to prompt for replenishing of spares, optimal re-
order levels for major assets and also for re-ordering of
daily consumables.
FA 16 Ability to depreciate, retire, revalue, transfer &
maintenance of assets with appropriate accounting and
Write-off an asset below a pre-defined estimated
amount. Ability to project, simulate & compute all post
depreciation scenarios/ details. Ability to also be able to
Compliance
(STD / CST / TPS)
charge depreciation values of the revaluation to the
reserves account, performing an upward or downward
revaluation of an asset. The Asset accounting shall be in
compliance with IFRS/ NAS and statutory requirements.
FA 17 Ability to identify the replacement of Assets as separate
category.
FA 18 Ability to calculate the depreciation of assets as per
NEA accounting policies and in compliance with IFRS/
NAS and other statutory compliances. Ability to record
the retrospective changes in depreciation of an asset
FA 19 Ability to monitor the assets contributed by consumers
after the competent authorities approval
FA 20 Ability to generate all asset relevant reports, including
schedules of depreciation etc. It shall provide all the
information related on an asset, which has been or is due
to retire (partially or fully).
FA 21 Ability to provide the capability to scan their own Bar
Code tags and automatically upload the physical
inventory for review, reconciliation, and approval.
FA 22 Ability to allow utilities to provide a condition of the
asset at the date of physical inventory e.g. New, Good,
Poor, Broken
FA 23 Ability to allow utilities to record a date of physical
inventory when inventory counts of physical assets take
place.
FA 24 Ability to allow utilities to provide mass updates to a
physical inventory date field. This would be required for
agencies that complete their inventory at one time and
wish to update all of their assets with one transaction.
FA 25 Ability to allow utilities to provide the capability to
identify all assets that have been missed and not updated
by the physical inventory process, or to identify all
assets in the following categories: Missing or lost,
Stolen, Destroyed, Under disposal review
FA 26 Ability to provide the capability to identify vehicles and
other assets that have been purchased or leased via
various methods.
FA 27 Ability to provide workflow to identify and route
possible lease renewals to the appropriate user.
FA 28 Ability to allow asset tracking and reporting related to
insurance claims and insurance recoveries.
FA 29 Ability to provide an asset transfer transaction for
collaborative data entry. This shall include the capability
to enter and save partially completed asset transfers.
This could include allowing the transferring agency to
complete their portion of a transfer and to allow the
Compliance
(STD / CST / TPS)
document to be saved. At a later date, the receiving
agency could access the transaction for completion and
posting of the final transfer.
FA 30 Ability to generate reports detailing the cost of new
assets acquired to replace an asset lost, missing, stolen,
or destroyed.
FA 31 Ability to provide the ability to deactivate an asset when
removed for maintenance and allow reactivation based
on proper authorization.
FA 32 Ability to allow and track adjustments to historical cost
e.g. An isolator which was captured as part of the
original cost of the substation is transferred, requiring
the original cost of the Substation to reflect the adjusted
cost base.
FA 33 Ability to contain a population table for the purpose of
identifying ownership and maintenance responsibility
for equipment.
FA 34 Ability to allow different depreciation schedules and
methods for different assets within an asset group.
FA 35 Ability to be capable of tracking an alternate
replacement date besides useful life expiration date.
FA 36 Ability to have the ability to flexibly track assets (parent
to child relationships), to effectively have asset
structures record component and complex assets,
essentially allowing a roll up feature (e.g. the individual
asset values for routers will roll up to the asset value for
the network rack, which is the asset master record).
FA 37 Ability to have the capability to create and maintain
both central and agency dependent coding tables for all
tracking fields (e.g. budget centre, regional office, sub-
accounting units, etc.).
FA 38 Ability to have uniform naming conventions for coding
employees, integrated with the HR employee number,
name, or other unique identifier when assigning an asset
to an employee or custodian.
FA 39 Ability to allow mass adjustment functionality (e.g.
useful life for office building changes from 30 years to
35 years) to update all assets in that category.
FA 40 Ability to track multiple location codes. These codes
would provide Utilities with the ability to identify where
the assets are located, including but not limited to:
Substation, Feeder, Buildings, etc.
FA 41 Ability to provide agencies with multiple identification
codes. These codes would provide agencies with the
ability to identify who is responsible for the asset,
including but not limited to: Department assignment,
Compliance
(STD / CST / TPS)
Organization assignment, Group assignment, Individual
assigned, Project responsible, District responsible, and
Supervisor responsible.
FA 42 Ability to allow for the identification of maintenance or
capital costs performed.
FA 43 Ability to establish an asset record status based on a
level of completeness and update the status and master
record.
FA 44 Ability to provide flexible selection criteria in asset
management reporting (e.g. site locations and vehicles).
FA 45 Ability to have the ability to track and report statistical
information.
FA 46 Ability to calculate replacement costs by tracking
current or forecasted values. The system shall also be
capable of performing life cycle cost analysis to
maintain a balance between system reliability and cost
incurred over the assets life cycle and to facilitate
decision to continue with maintenance of the asset or
replace the same.
FA 47 Ability to produce capital asset activity reports by
agency, asset class and fund source
FA 48 Ability to map chart of accounts for maintenance related
activities to process the work orders & its accounting
FA 49 Ability to create a payable liability for third party based
on work order completion
FA 50 Ability to automatically generate the equipment
numbers from projects accounting module to asset
number of Assets system based on requirements.
FA 51 Ability to generate Asset Register with codification of
assets capturing all asset information including asset
purchase/creation information, depreciation/
amortization/ impairment, asset movement, physical
verification, custodian of asset, asset location, asset
segment, whether asset in transit or under service, etc.
and asset history as a whole,
FA 52 Ability to prepare periodic program for physical
verification
FA 53 Ability to prepare list of stock verifiers/ members of
physical verification committee
FA 54 Ability to prepare asset confirmation and Asset Physical
Verification report for a period (monthly/ quarterly/
annually)
FA 55 Ability to prepare Discrepancy report (shortage/ surplus)
for Assets including theft report
FA 56 Ability to prepare list of provisions to be made for
shortage/ provisions/ damage, etc.
Compliance
(STD / CST / TPS)
PA Project Accounting Module
PA 1 Ability to integrate with Fixed Asset Module, Finance
Module, HRMS Module and Materials Management
Module.
PA 2 Ability to create a Project, Subprojects and Work
Breakdown Structures (WBS) based on type of projects
(i.e. project executed by self, turnkey project, execution
of project with materials procurement etc.)
PA 3 Ability to create a task for WBS.
PA 4 Ability to create Project Specific Material codes,
Equipment and other resources.
PA 5 Ability to assign employees, resources, Equipment to
individual task.
PA 6 Ability to create project extensions (unforeseen work)
PA 7 Ability to approve project and other requests as per the
workflow.
PA 8 Ability to keep project open across multiple accounting
period and year
PA 9 Ability to restrict access to specific projects to specific
users
PA 10 Ability to book activity or WBS progress directly into
the system.
PA 11 Ability to capture all project related communication -
relating to RFI's, Issue's raised, Submittal &
Transmittals
PA 12 Ability to generate project material requirement plan.
PA 13 Ability to generate project resource, equipment, sub-
contracting etc. plans
PA 14 Ability to generate purchase requisition as per the
material and other resources requirement plan.
PA 15 Ability to book the costs based on the execution at the
respective modules like purchase, finance etc. and
capture the same with the time/ milestones achieved
PA 16 Ability to define a project hierarchy in terms of project,
sub projects, Work Orders and tasks.
PA 17 Ability to create projects to include both capital and
operating projects.
PA 18 Ability to create new projects from template models to
allow the use of previously used project structures to
generate a new project.
PA 19 Ability to create an unstructured project (ad-hoc) when a
work breakdown structure is not required
PA 20 Ability to classify and code projects by user defined
categories or analysis codes.
Compliance
(STD / CST / TPS)
PA 21 Ability to set up milestones within the project structure
and estimate task/ project duration to a given project
milestones.
PA 22 Allow the actual complete dates to be entered against
milestones and have completion dates on remaining
milestones recalculated.
PA 23 Ability to produce an overview project plan which
details the tasks to be performed and the duration for
each of the tasks contributing to the completion of the
project, cost and the resources required. The project
details shall include:
 Project Number
 Project Cost (Estimated cost of the project)
 Project description (Project start date, Project end
date)
 Project head/ Manager (name, role, cost centre)
Project Status
 Source of project funds (Loan Amount Sanctioned,
Accrued Interest, Loan Number)
 Project cost centre
 Project function and location
 Budget responsibility
PA 24 Baselines to capture the initial project plan and make the
entire team aware of how the project is performing.
PA 25 Ability to handle Scope Change Management &
Variation Management-Easily merge approved changes
into the current schedule, such as approved changes to
activities and resource assignments since the Baselines
was established
PA 26 All projects must be contained in a centralized database
with a robust security module protecting project data.
PA 27 Interactive resource planning worksheet shall be
available to enable project manager to make resource
requests and staffing decisions.
PA 28 Ability to identify, categorize and prioritize potential
risks associated with specific WBS elements and
resources. It must support the creation of risk
management.
PA 29 Ability to Integrate with accounts payable module to
interface costs being incurred on the project
PA 30 Ability to book other cost directly for the projects
PA 31 Ability to Integrate with the Fixed Asset Module to
assign fixed assets to the project and to capitalize
projects
PA 32 Ability to Integrate with the HRMS and other modules
to projects, to facilitate to execute the project.
Compliance
(STD / CST / TPS)
PA 33 Ability to Integrate with the General Ledger to interface
accounting entries
PA 34 Ability to track materials issued to projects by
maintaining Project Inventory.
PA 35 Ability to track project expenses at the lowest task level
PA 36 Enable project capitalization on completion or in phases
PA 37 Add project created asset to existing fixed asset(s) e.g.
extension to existing building, adding child asset to an
existing machinery
PA 38 Ability to track expenditure in respect of each individual
asset where a single job code is applicable for all such
assets
PA 39 Ability to define, track and report on budget for each
project at the lowest task level
PA 40 Ability to create user defined fields/ free-form text fields
to store additional descriptive details/ narrative
information.
PA 41 Allow project details to be changed to cater for
modification to project details (e.g. The need to modify
project estimates for overspent project).
PA 42 Ability to allow changes to be made to a project
structure, which has been created from a template
model.
PA 43 Ability to allow changes to be made to cost estimates.
PA 44 Ability to incorporate security measures to limit changes
by project heads (respective HoDs) to only their
respective projects and simulations
PA 45 Capable of tracking the person who changed the project
and be able to capture the reason for the changes.
PA 46 Ability to delete/ cancel a project if the authorizer
rejects the project and requests for it to be deleted/
cancelled.
PA 47 Ability to track the person who deleted the project and
be able to capture the reason for the deletion/
cancellation.
PA 48 Capability to assign a Project Head, Project Manager,
Accountable Person and Key Stakeholder to all Projects
and Sub-projects within a Project Structure.
PA 49 Ability to display a project total/ accumulated costs in
terms of Actual, Revenue, Capitalization Costs, Future
Commitments etc.
PA 50 Capable of allowing project heads to view the
availability of materials when creating projects.
PA 51 Allow cost estimates to be stored against each resource
type, which forms part of a task or job.
Compliance
(STD / CST / TPS)
PA 52 Ability to attach a copy of the planning study to the
project.
PA 53 Ability to record the status of the project and update this
status as events occur - this could be done manually or
automatically via workflow technology.
PA 54 Ability to approve the creation of the project and the
project estimate (total spend). It is envisaged that the
approval of the project details and the project estimate
shall be performed as separate events.
PA 55 Ability to record third party information against the
project. This could include financial authority
information, special environmental and/ or operational
requirements etc.
PA 56 Ability to record the contractual status of the project.
This would apply to situations involving external
consumers commencing construction without the
necessary contractual arrangements being in place. In
these circumstances consumers generally provide
construction details.
PA 57 Ability to attach documents including CAD designs,
maps for networks etc. to a project, sub project, Work
Order or Work Order task.
PA 58 Ability to define scope of work for each sub project,
Work Order, Work Order task in terms of: skills/ work
groups and labour hours required; material
requirements; specific contractor requirements;
milestones, dependencies and timing
PA 59 Ability to define work timings/ tasks in terms of: Days,
Hours, Weeks, Months, User defined time period
PA 60 Ability to develop full estimate of project costs and cash
flow based on estimation of resource requirements.
PA 61 Ability to support NPV (Net Present Value) and SVA
(Shareholder Value Added) analysis for projects and
subprojects.
PA 62 Ability to conduct cash flow analysis for a minimum of
a year.
PA 63 Allow for the cash flow to be done either: Monthly,
Quarterly, Yearly, User-defined
PA 64 Ability to revise cash flows for changes to estimated
project expenditure (i.e. quarterly) and be indicative of
the fund requirements for the project for a particular
time period (i.e. second quarter of the year).
PA 65 Ability of approving projects. This shall also include
multi-approval levels.
PA 66 Ability to display the current projects to be approved.
Compliance
(STD / CST / TPS)
PA 67 Ability to monitor external projects (e.g. project done by
external contractors).
PA 68 Ability to track resource usage during the duration of the
project and provide/ displayed up-to-date information
regarding progress of the project. Also the system shall
have the ability to move resources across projects and
track the same
PA 69 Ability to set up a billing plan that allows the release of
payments upon achieving set milestones. Ability to also
trigger alerts on usage of user-defined % portion of
project budget. This shall be compared to the project
milestones and any mismatch in the same shall be
alerted to the competent authority
PA 70 Ability to be flexible to allow for the setting up of
automatic progress payment to contractors in the billing
plan.
PA 71 Ability to maintain project percentage completed status -
based on work to date for a project. This shall not just
look at time based criteria but also work completion
information in terms of Work Order completion details
i.e. resource estimates/ usage etc.
PA 72 Ability to provide a graphical representation of the
project's progress e.g. Bar/ Pie Chart.
PA 73 Ability to automatically update accumulated cost for a
project together with all cost-related details.
PA 74 Ability to review actual costs and resources utilized for
a project on demand/ at designated review periods.
PA 75 Ability to display up-to-date cost and resource
information for the project. This shall be done in a way
that facilitates the efficient and effective review process.
PA 76 Ability of assigning a status of complete/ closed to the
project. Also Ability to have the facility of forced
closure for any project
PA 77 Ability to prevent further transaction processing/
transfers against finalized jobs/ projects.
PA 78 Ability to prevent closing for a project where billing is
incomplete/ there are outstanding matters (e.g. Where a
project is overspent above the allowed limit, it cannot be
closed until additional budget is available).
PA 79 Ability to notify all appropriate personnel that a project
is no longer active.
PA 80 Ability to provide security measures to ensure that
project closure is done by authorized personnel only
PA 81 Ability to integrate project costing to the fixed asset
system In other words, the F&A section will require the
Compliance
(STD / CST / TPS)
ability to review the asset information before it is
updated in the fixed asset register.
PA 82 Ability of Transferring data to Fixed Assets after the
closure of a capital project
PA 83 Ability to print project reports at summary and detail
level.
PA 84 Ability to produce reports on demand for projects
created within the system by:
 project number
 project status
 responsibility centres
 project value
 project head/ manager
 cost incurred to-date
 overdue projects
 commencement
PA 85 Ability to support various analysis options on projects
status and costs (based on Time, Project or Parent
Equipment criteria), e.g. Accumulated cost details for
each project. Completed work report, which lists
projects that were closed.
PA 86 Ability of producing performance reports for: Projects
that were closed within the year and their expenditure
amount, Projects that are on going to show total
approved budget and work-in-progress against the
budget, Project performance review based.
PA 87 Ability to support Drill-down capabilities on ad-hoc
reports. These reports shall be based on user defined
criteria and shall contain filter, sort, query, charting
features etc.
PA 88 Ability to display information in a manner that
facilitates analysis, monitoring and decision-making.
PA 89 Ability of displaying approved/ unapproved projects by
any user defined criteria.
PA 90 Ability to produce reports on demand after the review of
projects to indicate/ display erroneous costs that need to
be transferred to other projects.
PA 91 Ability to select projects for post implementation review
based on user-defined criteria (e.g. Selection criteria
based on value of project, project with similar work
scope).
PA 92 Able to group comments and feedback (e.g. Strengths
and weaknesses, contractor performance, quality, costs,
time) for a particular project entered during Project
Progress Tracking.
Compliance
(STD / CST / TPS)
PA 93 Availability of online Estimation forms or to capture
certain details against all projects or works listed in the
action plans. For example: Names of the personnel
proposing the estimates for the project/ work, Dates of
commencement and completion of project/ work,
Validity period (with flexibility to extend it at a later
point in time), Name of the concerned budget centre/
sub-accounting etc., List of materials/ items of work
required and their estimated quantities, Total estimate
value calculated from the rates captured in the system
etc., Tracking the status of the expenditure sanction
within the respective approval hierarchy for projects/
works
PA 94 Ability to use the preliminary estimates and use them to
revalidate at the time of start of the project
PA 95 Ability to make the project available for funding once it
is appraised or approved. If rejected, reasons for the
same to be notified to the initiators.
PA 96 Ability to prepare standard templates for Feasibility
Report/ Daily Performance Report etc.
PA 97 Ability to generate cost estimates and Bill of Quantities
for the Project Hierarchy
PA 98 Ability to get the technical and commercial approval as
per the delegation of powers
PA 99 Ability for the project to be funded in the following
ways- Single project funded by one award
 Single project funded by more than one award
 Multiple projects funded by single award
 Multiple projects funded by multiple awards
PA 100 Ability to have Detail Schedule and budgets (with all
Work Breakdown structure and all activities and
resources)
PA 101 Ability of generating online the work order application
from a sanction, which further follows an approval
workflow within the department.
PA 102 Ability to budget at Project, Task (WBS), Cost
Category, Expenditure type, Resource Mix
PA 103 Ability to Compare data types, including actual,
forecasts, budgets, etc.
PA 104 Allow user to define and modify logical relationships
among tasks, i.e., start-to-start, start-to-finish, finish-to-
start, finish-to-finish (with programmable lead/ lag time)
and none.
PA 105 Ability to allow users specific defaults and create/
customize project templates.
Compliance
(STD / CST / TPS)
PA 106 Ability to generate Resource Breakdown Structure
(RBS), Cost breakdown structure (CBS), Project
Breakdown Structure (PBS).
PA 107 Ability to perform resource levelling with
programmable options.
PA 108 Ability to provide various what-if scenarios on time and
resources to optimize the schedule
PA 109 Ability to allow user to assign priorities to different
tasks/ projects.
PA 110 Ability to allow user(s) to define and assign constraints
to tasks/ activities and milestones.
PA 111 Ability to set inter- project relationships with real time
updates.
PA 112 Ability for creation of roles with need-to-have rights to
allow set-up of access for different roles.
PA 113 Ability to allow user(s) to specify tasks or milestones to
be rolled-up
PA 114 Ability to facilitate roll-ups of multiple projects into a
master schedule.
PA 115 Ability to facilitate definition of a task with the duration
being automatically calculated based upon its
dependency with another task.
PA 116 Ability to define task start and end dates as fixed,
resource-driven, or effort-driven.
PA 117 Ability to allow grouping activities using activity codes/
ID/ structures.
PA 118 Ability of restricted user access to select data.
PA 119 Ability to drill down and plan/ view parent projects and
multiple child projects attached to it. Ability to view
materials/ resource/ costs associated with aggregation/
disaggregation facilities. A pictorial representation of
the parent-child relationship is also needed.
PA 120 Ability to allow flexible sharing of a resource among
multiple projects on hourly basis.
PA 121 Ability to support and create provision for availing VAT
credits on materials/ works contracts.
PA 122 Ability to support Payment processing
PA 123 Ability to support and monitor the budget provisions
cost centre wise
PA 124 Ability to support Invoice verification
PA 125 Ability to analyse how many early stage projects behind
schedule
PA 126 Ability to analyse how many early stage projects over
budget
PA 127 Ability to analyse what percentage of resources are over
allocated
Compliance
(STD / CST / TPS)
PA 128 Shall have a scorecard of all projects with their strategic
rating, priority, project head, current status (milestone),
cost & schedule variance, likely finish date &
completion cost.
PA 129 Ability to do a portfolio analysis on the basis of
financial v/ s strategic rating
PA 130 Ability to analyse projects on the basis of estimated v/ s
final costs
PA 131 Ability to do an earned value analysis for all projects –
summation, by project manager
PA 132 Ability to analyse delayed critical activities in projects
& its variance on time
PA 133 Ability to do a cost trending on projects – bar chart view
etc.
PA 134 Ability to do a cost breakdown view by region/ location
PA 135 Ability to do a cost breakdown view by labour cost –
actual v/ s at completion v/ s remaining
PA 136 Ability to do a resource analysis on percentage of over-
allocated resources
PA 137 Ability to do a resource analysis on allocation by region
PA 138 Ability to do a staffing analysis on the basis of roles of
people
PA 139 Supplier/ Vendor Management
PA 140 Ability to optimize the procurement processes in the
case of material and services.
PA 141 Ability to support Vendor enlistment process and
Delisting/ blacklisting process
PA 142 Ability to select sources of supply and facilitate the
continual monitoring of existing supply relationships
PA 143 Ability to provide accurate information on prices, and
terms of payment and delivery
PA 144 Ability to support Vendor Payment Reconciliation
BC Billing and Collection
General Requirement
BC 1 The application shall have the most robust, flexible and
configurable billing engine for generation of bills on
various modes and technologies that are adopted
currently by the utilities thus providing the required
flexibility to the NEA in adopting to the latest
technology advancements for effective, transparent and
timely billing.
BC 2 The software shall have provision to calculate part bills
with variable bill period.
BC 3 The software should have provision to define the billing
cycle consumer wise as well as area wise
Compliance
(STD / CST / TPS)
BC 4 The system must be capable of running a single billing
operation with more than 400,000 of bills by reconciling
customer accounts with payments and invoices
BC 5 The system must be able to allow for the billing of
public consumption like public lighting as per
applicable tariff regime
BC 6 The system must enable adjustment of bills even after
the billing/Payment process
BC 7 Subscribers may designate to split charges by different
service offerings i.e. Different Plans and tariff
parameters, and select different prepaid and post-paid
payment methods for each bill. Details on specific
tariff plans to be incorporated in system must be
studied by SI at the time of implementations.
BC 8 If there is any credit on account of prepayment,
adjustment etc., the system should be able to adjust the
credit against the amount payable for the month and
generate a zero or a negative bill.
BC 9 Prorating Charges When a Rate is Applied: It is possible
for some of the prices that appear on a bill segment to
change during the course of the bill period.
There may be a situation of dynamic of floating rate
based on various slabs of consumptions for example unit
rate till 500 units is 5 after 500 units of consumptions
unit rate may increase to 6.
BC 10 In some locales, billing software is required to generate
and store digital signatures for each bill. Digital
signatures are used to secure bills that are stored in the
database, and the digital key for the bill will be known
only to the vendor.
BC 11 "Service credits" is a term used to describe a special
program designed to reward a customer for service
along with benefits related to such a program. For each
program that a customer participates in, there is a
service credit membership record. Service credit events
are used to record the "points" earned and redeemed for
the membership. The topics in this section provide
further details related to the service credit functionality.
BC 12 The system must allow for managing and processing of
consolidated accounts of large consumers such as
government
BC 13 It must be possible to analyse daily records concerning
operations of the whole commercial cycle from meter
reading, through billing to Collection.
BC 14 The system must be able to store billing information for
the previous 36 billing months in active database. This
Compliance
(STD / CST / TPS)
period should be configurable by the administrator Old
billing information should be kept in archive mode and
fetch able to the consumer on required.
Meter Reading
BC 15 The system must allow for capture of meter readings
with the following details:
• Customer name
• Account number
• Meter number
• Reading date
• Capture date
• Previous reading date
• Previous meter reading
• Current meter reading
• Consumption
• Maximum demand
• Name of reader
• Remarks/ Special tags like NORMAL, NOT USED,
Meter NOT FOUND
BC 16 The system must enable decentralized capture of meter
readings from stations
BC 17 The system must allow the entry of meter readings from
the following sources:
• Meter Data Management (Smart-Meter)
• Portable Handheld Reading Terminals (PRTs)
• Automatic meter reading (AMR)
• Manual reading by meter readers
• Customer reading
BC 18 The system must interface with the portable handheld
reading terminals to enable automatic upload of
readings from the handheld devices to the billing
system & vice versa in real time.
BC 19 The system must be able to validate and allow for
correction of meter readings from all sources at any
point of time.
BC 20 The system must be able to flag meter readings that are
lower than the previous meter readings for respective
accounts
BC 21 The system must allow for approval of meter readings at
defined levels before the billing process is run.
BC 22 The system must enable the implementation of reading
routes according to programmed dates and route types
BC 23 The system must be able to capture additional
information about directions for location of customer
premises
Compliance
(STD / CST / TPS)
BC 24 The system must allow amendment of meter reading
details by persons with requisite system permissions at
any point of time.
BC 25 Facility for Net metering: Customers in a distributed
generation energy market may have renewable energy
devices such as solar panels or wind turbines connected
to their meters. The energy generated at this service
point, as well as any energy used, could possibly be
measured by a single meter, with the energy generated
being netted against the energy used. This is called net
energy metering (NEM). The meter records a positive
number when customers use more energy than they
generate, and a negative number when they generate
more than they consume. These customers may owe a
minimum charge each month. Their actual energy
charges and generation credits are accrued until the
account is adjusted at the end of a specified period.
When the account is trued up, the consumption charges
and generation credits for the period are combined to
determine if the customer owes money to the utility.
BC 26 It must be possible to record meters into the inventory
module with details including but not limited to
relevant information related with the meter or its
metering characteristics: units, correction factor, of
difference between readings or other users define fields.
BC 27 The system must enable batch registration of meters in
mass numbers
BC 28 The Revenue module system must enable the
registration into the inventory module, and tracking of
seals with unique seal numbers and colour codes to the
system
BC 29 The meters, once registered in the database, must be
available for attachment to customer accounts in the
customer master file
BC 30 When a meter is assigned to a customer account a seal
must be assigned to it
BC 31 The system must be able to maintain the meter and seal
history of customer accounts
BC 32 When a customer account is closed, the system must be
able to detach the meter(s) from the account and
property so that its available for re-assignment
BC 33 The system must allow for tracking and monitoring
meters through their service life, capturing details like
date of installation, inspection, repair,
decommissioning, etc.
BC 34 Meter Read Snapshot
Compliance
(STD / CST / TPS)
BC 35 Determines the Bill Period and consumption period for
Metered Service
BC 36 Determine the Service Agreement's Billable Service
Points
BC 37 Determine the Service Points' Meters
BC 38 Determine the Meters' Start And Stop Meter Reads
BC 39 Service Quantity Snapshot or the total amount
consumed for each unit of measure referenced on the
bill
Tariff Management
BC 40 The software shall provide a UI based interface for
configuring tariff and business rules.
BC 41 Software shall have a flexible, user configurable tariff/
TCOS and business rule management interface and
almost all the changes can be configured without
changing at the code level. The system shall also allow
and flexible enough to define any new tariff
configurations.
BC 42 The system should link the customer to the rate
applicable to his category. The rate applicable is
calculated on the basis of fixed charges, consumed
energy, capacity (power consumption limit), taxes
applicable, subsidy or support from the government,
etc. This shall also include consumption wise, season
wise tariff configuration options. All such heads should
be administrator configurable.
BC 43 System shall also have provision to account for
retrospective changes in tariff / discount /subsidy
announced by Govt. with effect from back date. In case
of subsidized customer the system should calculate
amount of subsidy payable against each bill and if
utility want the subsidy amount can be printed on the
bill for information of customer.
BC 44 The system must have a highly configurable billing
engine that covers numerous billing tariffs
(commercial, industrial, domestic, etc.) concepts (peak,
off-peak, maximum demand, penalties related to
irregularities), seasonal, subsidies and taxes as per
prevailing regulations, etc.
BC 45 The calculation process must allow amendments in
tariff class of customers without the need to amend the
billing software but rather by amendment of values of
existing parameters
BC 46 The system must be capable of calculating taxes and
levies according to the applicable regulations
Compliance
(STD / CST / TPS)
BC 47 On setting up a customer in the system, system creates a
service agreement for every service that the customer
uses. The most important information specified on a
service agreement is the rate. The rate controls:
• How the service's charges are calculated.
• How the charges are described on the customer's
bills.
• How the general ledger is affected by the
charges.
While most service agreements are associated to a rate,
system may have service agreements that don't use a rate
to calculate their charges; for example, you may have
billable charge service agreements to bill a customer for
charges that have been calculated in an external system.
Whether or not a service agreement uses a rate and the
list of rates that can be specified on a service agreement
are controlled by the service agreement's SA Type.
In addition to calculating charges for service,
implementation can also use rates to calculate
adjustments.
BC 48 A quote allows you to show a customer how their bill
segments will look if a given set of pricing terms is
applied to a given amount of consumption. If the
customer accepts a quote, one or more real service
agreements are created.
Estimation
BC 49 In case of meter data is not available the system should
generate an estimate bill based on the past consumption
pattern of the customer. It shall also be possible to
generate Estimate Bill for theft/ enforcement cases.
BC 50 The system should also provide for change in the
estimation logic that may happen from time to time.
BC 51 The system should incorporate the estimate for
consumption from the metering module. The system
should be able to perform consumption analysis based
on data received from substation, feeder, transformer,
pole, etc.
BC 52 The system should have a list of all standard reasons for
estimate billing.
BC 53 The system must have an estimation capability with
various estimation methods like by historic
consumption, by installed power etc. it must also have
the capability to limit the number of times estimates that
can be done per customer type, voltage, etc.
Bill Generation
Compliance
(STD / CST / TPS)
BC 54 Every bill is uniquely identified by its bill ID. Bill ID is
a random, system-assigned number. In some locales,
bills have an additional identifier known as a "sequential
bill number". Sequential bill numbers are system-
assigned, sequential numbers. An additional requirement
is that no gaps may exist between the sequential bill
numbers.
BC 55 Supports multiple bill segment creation algorithms and
service agreement types
BC 56 A bill segment to be created for each service agreement
linked to the account. The system generates bill
segments in the order of the billing processing sequence
on each service agreement's SA type.
BC 57 The system must be able to compute and maintain the
progressive average consumption of a customer for use
when no actual meter reading is done
BC 58 The system should enable the running of the billing
processes for individual customers, per region, per tariff,
proportionate billing etc.
BC 59 If there is some special scheme for payments (e.g.
Instalments), then the system will generate the bills
taking into account the special scheme provisions. Also,
there would be codes for all the Schemes, so that the
system can track their usage. There would be codes for
all the Schemes so that the system can track their usage.
The system will keep a record, as to who authorized the
scheme (e.g. instalment) and capture the details of the
scheme.
BC 60 As and when the metering data is validated in the
system, it should be capable to generate bill under the
normal billing cycle. There shall be provision to
generate automatic bills as defined by the user.
BC 61 The system shall also allow bill calculation based on
type of meter, for instance same type of meters with
different KWH_MF.
BC 62 The system will allow the bill amount to be modified by
the designate authorities through their login ids only. All
such changes along with the corresponding login ids
will be tracked by the system.
BC 63 The system must be able to automatically generate a
variance report for the month, showing the difference in
consumption per customer of the current billing month
and the previous billing month
BC 64 In any billing cycle the system must enable the carrying
forward of customer balances, whether debit or credit.
Bill Errors
Compliance
(STD / CST / TPS)
BC 65 Supports bill creation error recording and management
for segments and complete bill.
BC 66 Supports bill error correction and regeneration from
multiple causes.
BC 67 Supports bill cancellation and rebilling with credit notes
for correction
BC 68 Supports Cancellation Details on a Separate Bill
BC 69 Supports Correction Details on a Separate Bill
BC 70 Functionality to override the commodity amount in a
bill segment for rare circumstances when, due to
missing or incorrect data, the quantity calculated by the
system is not what you want to charge the customer.
Bill Frequency
BC 71 Supports various non-cyclic billing scenarios
BC 72 Allows service providers to perform billing independent
of the billing cycle.
BC 73 On-Demand Billing. Allows service providers to create
bills and invoice customers automatically at the time of
purchase, enabling the Collection of large purchase
sums without waiting for the end of the billing cycle.
BC 74 Operators can create multiple bills for each account for
the same billing cycle, with each billing level identified
as a bill unit
BC 75 Operators may choose to extend a bill cycle without
finalizing the bill. At the beginning of each cycle,
system creates a new bill for the new period and
finalizes the bill for the old period. If there is no need
to send out a bill for a period, enable the extension of
the existing bill into the next period and continues in
this manner until the bill is finalized.
BC 76 The system will have the capability to change billing
cycle of a consumer. The changes would include -
shifting to another cycle and increasing or decreasing
the frequency of billing.
BC 77 Supports bill cycles of various frequencies i.e. Multiple
options for when the system attempts to create bill
segments for the account's service agreements.
BC 78 The Off Cycle Bill Generator portal may be used to
create an off cycle bill for an account where you control
which financial transactions are linked to the resultant
bill. For example, you can create a bill for a specific
adjustment or billable charge.
BC 79 Functionality to control the dates of a Bill
BC 80 If the system detects a bill segment with a bill date after
the stop date of the service agreement (because the
service agreement was retroactively stopped), the
Compliance
(STD / CST / TPS)
system automatically cancels the bill segment and
creates a new one with an end date equal to the service
agreement's stop date.
BC 81 The software shall have provisions for retrospective and
prospective billing.
Batch Billing
BC 82 System has provision of Confirming A Batch Of Bills
Before Completing Them
BC 83 System has provision of Cancelling A Batch Of Bills
After They're Complete
BC 84 System has provision of Reopening A Batch Of Bills
After They're Complete
BC 85 System has provision of Fixing Errors Detected In Batch
Billing
BC 86 System has provision of Completing Pending Bills in
batches
Printing of Bills
BC 87 Generates invoices—soft or hard copy as configured
BC 88 Invoices can be generated automatically or manually
after a bill run
BC 89 The format of the invoice can be changed using a
custom invoice template.
Generate content-rich invoice documents in various
formats: PDF, RTF, HTML, XML
BC 90 The system should have provision of printing Bar
Code/QR Code on the bills as per the required
configuration and data details.
BC 91 The system must enable the re-printing of historic bills
from its active database. For getting bills more than 36
months older, system should capture its request online.
This request will be sent to corresponding NEA DCS
office user to process and share the bill.
BC 92 The system must be able to label a printed bill as
“original” when its printed for the first time and “copy”
for subsequent printing
BC 93 The system must allow for re-printing of receipts and
electricity tokens
BC 94 System must be able to automatically select and print
those bills together in a desirable sequence for ease of
distribution, which are under same reading cycle/group,
convenient for bill distributors.
BC 95 When a bill is completed, the system creates a bill
routing for each person linked to the account who
receives a copy of the bill. The bill routing record
contains the information that controls how, where and to
whom a bill is sent
Compliance
(STD / CST / TPS)
BC 96 System has functionality for bill route types control the
information merged onto bills
BC 97 System has functionality for technical implementation
of online bill images
BC 98 System has functionality for technical implementation
of printing bills in batch
BC 99 The system must enable printing of re-adjusted bills
BC 100 The system must allow for massive and individual
rebilling if errors are identified
BC 101 The system must be able to print bills on pre-printed
forms
BC 102 The system must enable users to easily specify
messages that can be printed on bills including season’s
greetings and promotions, etc.
BC 103 The system must also enable decentralized printing of
bills at stations
BC 104 The system must be able to generate and enable printing
of an aged customer statement that shows the real time
status at any one point
e-Bill
BC 105 The system should be capable to dispatch the generated
bill electronically to customer.
The bill in actual format must also be available on
utility’s internet portal for customers.
BC 106 System must be able to inform customer regarding new
bill along with due date & amount via SMS
automatically.
Collection Modes
BC 107 Processes payments and payment terms, manages aged
receivables, and provides dunning as well as reversals
and write offs.
BC 108 Supports multiple payment methods including invoice,
credit card, direct debit, voucher top-up, etc. Each
account may have multiple payment methods if multiple
balances and bills are generated for the account.
BC 109 Allows allocation of single payment over multiple open
bill items. Payments may be entered into the system via
an integration with a payment gateway or may be
manually entered.
BC 110 Supports to configure cash counters, cashiers,
transaction types / codes, Banks etc.
BC 111 Unified window for processing of all sorts bill payments
& Miscellaneous payments including New connection
charges / disconnection charges etc.
Compliance
(STD / CST / TPS)
BC 112 Single window processing for single customer or
multiple customer payments with support for multi-
mode payment including group bill payment support
BC 113 Support for Partial, EMI , ECS (Direct debit) and
Advance Payments Multi mode (Cash, Cheque, Credit/
Debit, Online) support Payment Integrated with
Barcode/ QR Code Reader for accepting the Payments
BC 114 Configurable payment offset logic using regular
expressions
BC 115 Cheque Dishonour processing with auto debit of
relevant charges and control the payment through
cheque for specific time period Integration with third
party systems like banks, gateways etc. and provision to
Offline systems / Special Drive Collections
BC 116 Support for remittances to bank and periodic
reconciliation with bank statements
BC 117 Auto generation of daily / monthly cash books and
Integration with internal / external financial accounting
systems. The system must support financial year closing
reports as per NEA requirement.
BC 118 Supports Tender Management and Workstation
Cashiering
BC 119 Supports Exceptions and resolution.
BC 120 Supports Automatic payments
Receipt Preparation
BC 121 The system must enable receipting of customer
payments for electricity including but not limited to the
following details:
 Customer name
 Account number
 Customer type
 Meter number
 Region
 District
 Station
 Consumed Units
 Amount paid
 Outstanding amount
 Revenue source
 Payment reference
 Payment type
 Date
BC 122 Upon capture of a payment by a customer in the system
it must instantly update the customer account balance
with the payment
Compliance
(STD / CST / TPS)
BC 123 The system must assign a date and time stamp on every
Collection registered on the system
BC 124 The system must enable the distribution of payment by
a customer with multiple accounts to all the accounts
by the system
BC 125 The system should be able to print and email a receipt
slip
BC 126 The system must be able to allow different payment
types defined by users e.g. cash, cheque, EFT, debit
card, credit card, etc.
BC 127 The system must allow for charging of different
penalty amounts onto customer accounts e.g. bounced
(RD) cheque penalty, consumption malpractice
penalty, etc.
Collection Management
BC 128 The system must enable the setup of multiple
cashier/agent terminals for Collection of payments
including but not limited to the following details:
 Collection centre/agent number
 Collection centre/agent name
 Collection centre/agent type
 Cashier terminal number
 Cashier number
 Cashier name
BC 129 The system must be able to generate a Collections report
per Collection agent, per cashier, etc.
BC 130 The system must allow partial and advance payments by
customers
BC 131 The system must have the capability of automatically
reconciling customer account balances against newly
captured consumption and payments made by customers
BC 132 The system must enable the monitoring of cash balances
through agents and cash terminals
BC 133 The system must be able to automatically print
cashiers’ closing reports after all Collection centre
cashiers close and balance their terminals
BC 134 The system must store and maintain cashier and agents
login details
BC 135 The system must be able to interface with bank systems
in order to send and receive records or customers that
pay by direct debit
BC 136 The system must allow dealing with different payment
agreements with customers
BC 137 The system must be able to instantly issue an
electricity token for the specific meter captured upon
payment by pre-paid customers
Compliance
(STD / CST / TPS)
BC 138 The system should be able to communicate with
different technologies and accept customer payments
by different methods like mobile money, text
messaging, online/over internet, etc.
BC 139 The system must keep the payment history of a
customer online for at least 3 years (or as defined by
NEA) such that a payment receipt slip or electricity
token can be reprinted if required. This functionality
should be configurable.
BC 140 The system must allow authorized users and terminals
to give free-issue electricity tokens
BC 141 The free issue tokens must be labelled “free issue” by
the system
BC 142 The first receipt slip or electricity token to be printed
must be labelled “original” and the subsequent ones
must be labelled “copy” by the system automatically
BC 143 The system must enable the sending of electricity
tokens for prepaid customers by text messaging and
email for payments by telephone and internet
respectively
BC 144 The system must automatically instantly reconcile any
payment made to the customer account to reflect the
true customer balance, first offsetting any outstanding
amounts.
BC 145 The system must be capable of producing a list of both
post- paid and pre-paid customers
BC 146 The System should have deposit controls exist to give
administrative control over cash drawers (and all other
tender sources) and the subsequent deposit of funds at
banks
BC 147 The system periodically monitors how much customers
owe to ensure they haven't violated Collection criteria.
When a violation is detected, the system generates the
appropriate events (e.g., letters, disconnect field
activities, To Do entries, write-off outstanding debt,
etc.).
BC 148 System should have options for level payments where in
the customer can pay a fixed amount per month. In such
a scheme, system should also provide for balancing the
charges at the end of the year for any variations between
the calculated amounts (Fixed amount) vs. the actual
charges the customer has incurred.
BC 149 Off-line Collection
System should have provision to collect the payment
during non-availability of system (including non-
availability of network connectivity).
Compliance
(STD / CST / TPS)
Offline mechanism should at least have provision of
reading Bar Code/QR Code printed on bills and enter
collection details. These details should be synced with
centralized database at the moment connectivity with
centralized system restores.
Bar Code/QR Code decoder machines, if required, shall
be procured by NEA separately.
Bidder may propose any other solution to meet this
requirement.
BC 150 Financial transaction history at all levels
BC 151 Deposits supporting cash, full and partial refunds,
interest and review
BC 152 Statements allowing to set up a person to receive a
consolidated report of the financial activity for one or
more accounts and/or service agreements. This allows
modelling complex account scenarios
BC 153 An appointment is an agreement with a customer to
perform one or more field activities at a given premise
on a specific date / time band.
Default Management
BC 154 Enables customers to pre-process delinquent accounts
in-house and, as a last resort, to sell the debt to outside
Collections agencies.
BC 155 The system must be able to identify all customers
whose debt exceeds a user defined amount and number
of unpaid bills exceeds a user defined number
BC 156 The system must enable the definition and effective
implementation of rules and related operation to be set
for debt recovery, e.g. type of customer, debt amount,
payment history of customer, etc.
BC 157 The system must be able to generate a customer
statement showing the billing and payment history
details of a customer and this must be available to the
Customer Services Management module through
interface
BC 158 The system must be able to generate a report showing
outstanding balances of customers aged for 30 days, 60
days and 90+days per tariff.
BC 159 The system should be able to send reminder to
consumer on different interval with outstanding dues.
The system should be able to configure the intervals
for the reminders.
BC 160 The system must allow for the control and management
of bad debt
Compliance
(STD / CST / TPS)
BC 161 The system should be able to automatically flag
customers who have outstanding balances for more than
30 days or as defined
BC 162 The system should be able to automatically generate
reminder letters for customers who have defaulted for
more than 30 days or as defined
BC 163 The system should enable the automatic sending of
reminders to defaulting customers by e-mailing and text
messaging
BC 164 The system must automatically generate a disconnection
order for customers who have defaulted for a specified
period
BC 165 The system must enable printing of disconnection
orders to customers
BC 166 The system must automatically charge a reconnection
fee of a user-defined amount against a customer when
a disconnection order is generated.
BC 167 The system must be capable of preventing the charging
of default- related penalties to customers who have
special payment agreements with NEA
BC 168 The system must enable the capture of penalties and
other administrative charges, and keep a history of
these against each customer account
BC 169 When a customer is disconnected for defaulting or
otherwise, the status and reason for disconnection must
be shown against the customer account in the system
BC 170 The status of a customer should be shown on the
customer account in the system, including when the
customer has been disconnected, referred to debt
collectors.
BC 171 The system should have provision for blacklisting a
consumer who has been disconnected for period more
than user specified time duration
BC 172 The system must be able to generate statistics of
service disconnections and reconnections per different
criteria, e.g. region, tariff, etc.
BC 173 The system must be able to analyse different Collection
records, for example, per agent or cash Collection
centre.
Mobile Device Management Information System
BC 174 User Friendly Android Smart Phone device management
module shall facilitate the management, administration,
adding, removing, user management of ANDROID
Based Mobile Devices’. In addition, the software shall
have graphical user interface where the following
features shall be available.
Compliance
(STD / CST / TPS)
BC 175 Device view shall show the live details of the device
indicating the operational hours, signal strength, battery
status, last bill issued GPS location etc.
BC 176 Shall be able to trace the meter readers and monitor
progress on GIS map.
BC 177 The software shall have facility to log all the critical
events of the devices as per the configuration.
BC 178 The Software shall have the facility to monitor the key
parameters like battery, network, and data usages.
BC 179 The software shall monitor the version of the software
that is currently in the device and check for update, tariff
and rule changes and update the same to the device.
BC 180 The software module shall have facility to trace the
device life cycle.
BC 181 Centralized control over user provisioning and
authorization management with activation of the app
with OTP.
BC 182 Online / Offline mode support with store and forward
functionality
BC 183 System should support following functionalities in
offline mode (when no connectivity at end user) as well
a) Collection of payment against bill
Miscellaneous Payment (Other than Bill Payment)
b) Disconnection List Generate
c) Re-connection of disconnected consumer
d) Consumer Ledger Display
In case of no network connectivity, software should

work in offline mode and store data locally in phone
memory and sync the data with central database on
restoration of network connectivity with centralized
server
BC 184 Synchronization of route / schedules, customer
information and billing related information over the air.
BC 185 Application updates over the air or downloadable from
the centralized secured repository
BC 186 Unified engine for both unmetered and metered
consumer billing with support for both KWH and
Demand based billing along with Photographs Support
for billing the out of schedule customers by providing
meter no or consumer number
BC 187 Integrated Collections functionality for handling the
payment by authorized users
BC 188 View customer profile feature for authorized users
Compliance
(STD / CST / TPS)
BC 189 Tracking of meter readers and traversal over Google /
Open street maps. Same can be integrated with any
other GIS maps in the back office system QR code
printing support
BC 190 Generic bluetooth printer API for printer agnostic
support
BC 191 Day end report generation with summary and details of
billing / Collections for proper reconciliation
Customer creation
BC 192 The system must enable the creation of a customer
account including but not limited to following details:
• Customer Account Number (auto-generated)
• Customer Account Title
• Customer ID
• Customer name
• Customer Group
• Customer Type
• Reference Number
• Region
• District
• Station
• Address
• Tariff
• Substation
• Walk
• Supply Connection
• Plot/House number
• GPS Latitude Coordinates
• GPS Longitude Coordinates
• Meter Number
• Seal Number
• Route Number
• Pole Number or ID
• Transformer Number/ID
• Status
• Last billed month
• Description of Premises
• Comments
• Date Registered
• Credit terms
BC 193 The customer group entered (e.g. post-paid, prepaid,
miscellaneous debtor) must trigger fields only relevant
to the specific customer group to appear, concealing the
fields not relevant to the customer group.
BC 194 The system must enable auto generation of customer
account numbers but also incorporating user defined
Compliance
(STD / CST / TPS)
criteria, e.g. the region and station codes within the
account number
BC 195 The customer type field must show whether the
customer is a person or a company.
BC 196 The system must enable the definition of the customer
status field values and must have an option for
suspending an account but not necessarily closing it
BC 197 The system must allow for registration and attachment
of customer payment agreements to the customer
account records
BC 198 The systems must not allow the generation and
assignment of duplicate customer account numbers
Interfacing
BC 199 The billing module must interface with the document
management module such that customer documents
can be uploaded to the document archive for reference.
BC 200 The billing module must be capable of interfacing with
a GIS system to enable graphical representation of
installations like meters at customer premises
BC 201 System must be able to interface seamlessly with other
MIS modules.
Customer Account
BC 202 The system must allow a customer to have multiple
accounts with different meter numbers.
BC 203 The system must enable the transfer of accounts and
payments from one customer to another
Seal Management
BC 204 The system should allow for change of seal numbers
on meters and meter numbers on customer accounts
but should strictly keep the history of the meter
numbers and seal numbers
BC 205 Upon change of meter on a customer account, or seal
on a meter, the system must compel the authorized
user to specify the reasons for change
BC 206 The system must enable authorized users to pre-define
reason codes for change of meters and seals
BC 207 The system must allow for amendment of customer
account details by authorized users
BC 208 Any changes made to the customer account details must
undergo online approval
BC 209 The system must allow for re-assignment of meters
from one customer to another
BC 210 The system must be able to produce a report showing all
unassigned meters
Compliance
(STD / CST / TPS)
BC 211 The system must be able to produce a report showing
all assigned meters, the customers and accounts to
which they have been assigned
the meter history per account
BC 213 The system must be able to generate a report showing
all unassigned seals held in the system
BC 214 The system must be able to produce a report showing all
assigned seals and the meters to which they have been
assigned
the seal history per meter
BC 216 The system must enable the generation of customer
reports
Customer Addition/Deletion
BC 217 Unified module to handle all customer types —
Residential, Agricultural, Commercial and Industrial
and all type of applications like New connections,
Temporary connections, Load enhancements,
curtailment requirements, modification in connection
types, etc.
BC 218 Workflow driven business functionality right from
registration of case to connecting the meter in the
premises
BC 219 Support for delegation of powers and SLA handling /
monitoring at every activity
BC 220 Easy to navigate using one stop Operational dash
boards for effective operations and monitoring
BC 221 Integration with GIS / Inventory Systems / Self Service
/ ERP Systems
BC 222 Work order generation and monitoring inclusive of
third party work orders
BC 223 Out of box Estimations / Costing feature integrated into
the module with an integration to the Inventory / ERP
system. Support for Create Once & Use templates
BC 224 Supports segregation of Utility cost, Utility bought out
items and Customer bought out items.
BC 225 Integration with Messaging systems for escalations &
notifications
BC 226 Generate and Print Input data formats as part of
workflow like feasibility study forms, meter installation
/ Sealing forms
BC 227 Auto ledger creation upon completion of the process
BC 228 Know the status of the application on a click with wild
card search support
Compliance
(STD / CST / TPS)
BC 229 Configurable Charges and Fees involved in establishing
the connection
BC 230 Document retention in an integrated document
management system
Reporting
BC 231 The system must be able maintain the tariff rate history
for the previous 36 billing months in order to facilitate
the recalculation and re-billing at any time
BC 232 The system must be able to generate a report that
displays the trend of billing errors by area, region,
officer, type of errors, etc.
BC 233 The system must be able to generate reports, statistics
and indicators of meter reading and billing processes.
BC 234 The system must be capable of printing, exporting and
sending of reports using diverse methods like e-mail
Customer Care
BC 235 The specification is for establishment of a centralized
and computerized customer care centre with single
window operation equipped with latest technology &
multi skilled customer service representatives. In
addition to Complaints received online through
Telephone, email, fax, letters and IVR system, many
customers may choose a personal visit and therefore the
Customer care Centre set up to address their grievances,
must be equipped with basic amenities, clean
environment and manned by trained personnel, who
should be sensitive to customer needs.
BC 236 There should be unified module for handling both No-
Supply and Commercial Related Complaints/Requests
and should provide single window access to the
consumers.
BC 237 The Customer Care (CC) centre should be linked
through mobile SMS in a “closed user group” to
breakdown / mobile maintenance staff. Immediately
upon receipt of a no-supply complaint, an SMS will be
sent by CC centre to the breakdown/ mobile
maintenance staff for fault restoration. After restoration
of the fault, the breakdown staff will close the complaint
at the CC centre.
BC 238 Operational dash boards for effective operations and
monitoring, Ease of navigation without having to click
on multiple web interfaces
BC 239 Configurable request / complaint type and various
natures with SLA and escalation matrix
BC 240 Workflow driven rectification process for various type
of complaints / commercial requests.
Compliance
(STD / CST / TPS)
BC 241 Integration with Self Service modules for Registering
No supply Related and Commercial Related
Complaints/ Requests
BC 242 Scheduled and unscheduled outage creations including
Roaster plans with integrated SMS / Email notifications
to the connected consumers
BC 243 Integration with GIS should be there for identification of
customer premise.
BC 244 Should be Hot Pluggable with any of the Contact
management systems.
BC 245 Should provide 360 degree details to the customer care
executive as defined by the administrator.
Customer Self-Service
BC 246 Create own login and password feature with activation
link sent to the registered email id
BC 247 Creation of FAQs, wizard based self-service options
BC 248 Add / Delete own accounts to the profile
BC 249 View the summary of all accounts with bill amount, due
date and amount payable at one go
BC 250 View the detailed account information including the
tariff / plan for every account associated with the profile
BC 251 View / Print detailed bill as that of the regular delivered
bill
BC 252 View Consumption history, Bill history and payment
history of last 12 months in both tabular and graphical
format. View Complaint / Commercial request history
along with the details closure details
BC 253 Raise a service request / complaint and view the status
BC 254 Make payments online using integrated payment
gateways as approved by NEA or payment Wallets as
applicable. Subscribe for alerts / notifications.
BC 255 Configurable business rules and onscreen user bound
ageing analysis with various parameters to identify the
defaulter Configurable debt actions for every customer
class like Out bound calling, email notification, manual
notification etc., End to end work flow to handle the
various Disconnection / Debt management processes.
BC 256 Generation of Defaulter notices / Advices in both Nepali
and English languages
BC 257 Mobile Self Service App should be available with all the
features embedded into native app along with online
mobile notifications.
BC 258 On-Request Disconnections / Reconnection request
processing using the pre-built workflows.
BC 259 Workflow driven account closure process on defaulter /
on-request inclusive of final bill creation and payment
Compliance
(STD / CST / TPS)
Auto debit of fee and charges payable to customer
account based on the debt action triggered.
BC 260 Integration with costing and AM/MM systems for
handling the asset devolution process.
System must have support for the following
additional features
BC 261 A non-billed budget (NBB) is a payment plan used to
level out a customer's payments over time. Non-billed
budgets are typically used when your company bills on
an infrequent basis and you want to provide your
customers with a mechanism to make smaller payments
more frequently. For example:
• Rather than receive a bill once a quarter, a customer
could set up an non-billed budget to pay fortnightly
• Rather than pay two large bills a year, the customer
could set up an non-billed budget to pay 10 out of
12 months (sparing themselves during the holiday
season)
Non-billed budgets can cover one or more service
agreements linked to the same account. You can have
multiple active non-billed budgets for an account, but
any given service agreement can only be covered by a
single non-billed budget at any point in time.
BC 262 Case management functionality to manage a variety of
situations, such as:
• a high-bill complaint,
• a bankruptcy,
• an inspection of a premise,
• a customer's request for literature,
• a contractor's request to extend a line,
• a customer's rejection of a quote,
• a customer's request to change information on a
future date,
• the processing of a market message in a deregulated
environment
BC 263 Umbrella agreement functionality to manage many
situations, including (but not limited to) the
following:
• Creating a "negotiated contract" with a large
customer with many sites.
• Creating a "negotiated contract" with all customers
in a common geographic area, for example a
specific city or an apartment complex
• Grouping and managing the proposal service
agreements created during the quoting process
• Managing the renewal process for special contracts
Compliance
(STD / CST / TPS)
• Applying override rate terms to one or more service
agreements for a given effective period
BC 264 Notifications to reference the electronic transactions
that exchange with third parties when:
• They need information about a customer
• They need to change something about a
customer
When a notification is received by the distribution
company, the system responds by creating a workflow
process. The workflow process contains workflow
events. These events perform the processing necessary
to execute the notification.
BC 265 The system periodically monitors how much your
customers owe to ensure they haven't violated overdue
rules. When a violation is detected, the system creates
an overdue process. The overdue process contains the
events meant to prod the customer to pay (e.g., letters,
disconnect field activities, To Do entries, write-off
outstanding debt, etc.).
BC 266 The Rebate Claims feature allows search, view, and
maintaining rebate claims submitted as part of a
conservation program.
BC 267 The interval billing functional area is responsible for
managing the following:
• Collecting interval data. Any time increment can be
supported. For example, electrical meter read data
might be recorded in 10 minute, 15 minute, 30 minute
intervals.
• Maintaining interval prices. Again, any time increment
can be supported.
• Deriving billable interval consumption from multiple
interval consumption sources. For example, actual
interval consumption can be compared against a
customer-specific "maximum demand" profile to
derive an "excess demand" profile.
• Deriving time-of-use consumption by applying time-
of-use maps to a customer's interval consumption
BC 268 The sales and marketing functionality satisfies many
diverse requirements. For example, you can use this
functionality to:
• Enrol new customers using a single transaction (i.e.,
you don't have to use the person, premise, service
point, and start / stop transactions to enrol a new
customer who resides at a new premise).
• Sell new products to existing customers.
Compliance
(STD / CST / TPS)
• Update person, account and premise information
using a single transaction.
• Market your services to prospects from a marketing
list (and measure the success of your efforts). If the
customer responds to your sales efforts, the system
will automatically setup the customer, premise and
related service agreements.
• Setup marketing surveys and record your customers'
responses.
• Quickly create one-time charges.
• Setup proposals for prospective services (and then
send a quotation to the customer for these services).
BC 269 Meter Billing and collection should have feature of
existing mPower system mentioned in the attachment9
BC 270 The solution shall have a feature to capture Building
wise meter data to perform power analysis of buildings
EA Energy Audit
EA 1 With the help of integration with HES module, MDM
system should be able to check energy balance between
HV side and LV side of any substation to ensure all the
meters are working properly and can calculate bus bar
losses and transformation losses in the substation.
System should be able to fetch data from HES & MDM
for calculation of energy consumed vs losses
EA 2 The system should be able to record 11 KV feeder flow
against consumption of High Tension (HT) consumers
and Distribution Transformers (DT’s) in the feeder
through integration with HES module, thereby finding
HT losses and DT losses.
EA 3 The system should be able to add (summate)
consumption of all the consumers connected to a
particular DT.
EA 4 With the help of integration with Network Analysis
module, the system should have be able to calculate the
allowable technical losses in the system from the
power flow data and network data available in the
system.
EA 5 In case of change in power flow logic due to

transmission network reconfiguration the system
should be able to regroup the DT’s / 11 KV feeders
based on changed network reconfiguration. The energy
consumption data at the time of network
reconfiguration should be recorded by system for
energy accounting.
Compliance
(STD / CST / TPS)
EA 6 The energy consumption data at the time of network
reconfiguration should be recorded by system for
energy accounting. In case meters are not recording on
line data, the consumption data of the meters recorded
closest to the reconfiguration time should be taken for
consideration.
EA 7 System should be capable to store the energy audit data
of each month for a period of 5 years. The system
should able to generate report of energy accounting
indicating areas where high technical and high
commercial losses are taking place.
EA 8 The system should have intelligent data analysis
feature to asses & raise alarm/alert against possible
malpractices by comparing with the previous statistics
of consumption.
EA 9 The system should be able to generate graphical
analysis of losses over a period.
EA 10 The system should provide DT wise, Feeder wise, and
substation wise data for generating summary reports,
statistical data, performance indices etc. in user defined
format.
EA 11 The system should be able to capture and maintain the
administrative / regional hierarchy of a utility’s control
area i.e. the tree hierarchy of zones, circles, divisions,
sub divisions and substations constituting a utility.
EA 12 With the help of integration with Network Analysis
module, the system should have be able to calculate the
allowable technical losses in the system from the
power flow data and network data available in the
system.
EA 13 The System shall have features to link the consumer to
DTC, DTC to Feeder and Feeder to Sub Station. The
required coding convention in consultation with the
NEA has to be adopted so that each consumer at a
NEA level have a unique code.
EA 14 The software shall facilitate bulk upload based network
assignment and realignment. That is the data for the
realignment or alignment shall be provided in
spreadsheets and the same shall be uploaded and the
linking should get updated.
EA 15 The system shall be able to abstract Energy sent data
from respective systems and display it on the Dash
Board.
EA 16 The system shall enable capturing of consumption
recorded at DT, Feeder, Sub Station, Boundary meters
Compliance
(STD / CST / TPS)
for arriving at the Total Energy Input at various
hierarchies for calculation of energy loses.
EA 17 The Energy audit reports as per the formulas provided
shall have facility to arrive at the assessed energy if
any as specified by NEA.
EA 18 The Drill Down Energy Dashboard shall facilitate drill
down up to DTC from the Corporate Level.
EA 19 The module shall have various standard and adhoc
reports for displaying the energy losses at various
levels.
EA 20 The module shall facilitate merging of feeders, splitting
of feeders based on the input file provided.
EA 21 The module should be able to import/fetch
consumption related details from existing MDM/
AMI/SCADA systems that may be deployed by NEA.
EA 22 The Software shall facilitate integration with existing
feeder monitoring system of NEA and future systems
that shall be deployed for MDM/AMI.
EA 23 The data obtained for all the monitoring points shall be
consumed for energy audit and the audit details shall be
made available for display of the same in dashboards,
pre-defined reports, graphs, pushed to mobile apps,
published on portals, exchanged with central and other
state agencies as and when authorized and intimated by
NEA.
EA 24 System should be capable of generating real time
report/data like Instantaneous parameters, Cumulative
Energy Readings, Load Survey data, Meter
Programming records. Option should be provided to
view the Load Survey data in both numerical as well as
In Graphical format with selective or composite view of
parameters and in different styles viz. bar and line.
EA 25 The system should be able to scan through meter data
and generate a summary report of demand violation /
peak load violation/ off-days violation for that
particular meter.
EA 26 Menu option shall be given for viewing each data
reports. The options will be enabled based on the
availability of the data for the meter selected for data
viewing. Each report header should give the information
regarding the Meter serial Number, Date and Time of
data Collection, Type of Collection, CT/PT details and
other important consumer details.
EA 27 Reports should be able to generate detailed report on
Load Survey data, Profiles, Programming mode records
and other system
Compliance
(STD / CST / TPS)
EA 28 The module should have a graphical network diagram
indicating schematics of each substation, connected
transformers, incoming & outgoing feeders, and
connected meters. Based on the input from field,
operator should be able to modify the switch position
to represent reconfigured network. The time of
carrying out such operation shall be informed by field
staff (the system should support for input come from
DMS/SCADA automatically, when it is implemented
in the future). From the condition of switches, the
system should be able to understand the power flow
logic at any given point of time.
EA 29 With the help of Integration with meter data acquisition
module, the system should be able to check energy
balance between HV side and LV side of any substation
to ensure all the meters are working properly and can
calculate bus bar losses and transformation losses in the
substation.
EA 30 The system should be able to balance 33/15 KV feeder
flow against consumption of HT consumers and DTs in
the feeder through integration with meter data
acquisition module, thereby finding HT losses and DT
losses.
EA 31 The system should be able to calculate the allowable
technical losses in the system. Tolerance limits
parameters should be reconfigurable
EA 32 It should store the energy audit data of each month for
a period of 5 years. The system should able to generate
report of energy accounting indicating areas where
high technical (& commercial) losses are taking place.
The system should be able to generate graphical
analysis of losses over a period.
EA 33 The system should support to calculate the estimated
technical and commercial losses in every part of the
distribution with respect to Billing module.
EA 34 The system should have intelligent data analysis feature
to detect possible malpractices by comparing previous
statistics of consumption.
HR Human Resource Management System
The objective of a Human Resource Management
System (HRMS) is to maximize the return on
investment from the organization's human capital and
minimize risk.
Core HR
HR 1 HRMS should be designed so as to capture the entire
gamut of Human Resource operations in NEA. HRMS
Compliance
(STD / CST / TPS)
should be highly flexible to accommodate and
incorporate any new policies / procedures / processes
that an organization can put into practice.
HR 2 System should sub-modules to include Manpower
Planning, HR Records and Information Management,
Recruitment and Onboarding, Time & Attendance, Leave
of Absences, Payroll, Compensation & Benefits
Administration, Employee Relations, Performance
Management, Training and Employee Life Cycle
processes (Probation, Confirmation, Transfer,
Promotions, and Separation etc.)
HR 3 System should have integration/interface with other
modules
HR 4 Ability to define organization hierarchy, organization
structure of corporate, Zonal, Area Office, Sub Area
Office & Sub-station
HR 5 Facilitate Advanced search schemes for the employee
data base with categorization
HR 6 Ability to define functions, sub-functions and positions.
Including defining Group/subgroup of employee/
provision of province – For reporting (Hierarchy during
customization)
HR 7 Ability to maintain reporting structure (hierarchy of
positions)
HR 8 Ability to define administrative powers for
organizational units position-wise
HR 9 Ability to tightly integrate administrative power
definitions to work flows and approvals
HR 10 Ability to define all clauses under NEA employees'
service regulations, time to time circulars and office
orders
HR 11 Ability to define all clauses under various laws, rules
and Regulations pertaining to NEA's Employees and
contractual workers
HR 12 Ability to maintain a Master Employee Database
HR 13 The system shall be able to automatically generate the
Employee Code.
The Employee Code will contain a predefined,
scalable, user defined mix of optional number
(numeric), group of letters (alpha characters) or
alphanumeric that must be unique assigned to each
employee.
System shall have the ability to record and capture the
following personnel details but not limited to:
• Name, Former name if any,
Compliance
(STD / CST / TPS)
• Gender,
• Employee ID
• Department code,
• Work Location,
• Home address, Mailing address, E-Mail
address,
• Marital status,
• Religion,
• Nationality,
• Date of birth,
• Dependent Information
• Contact phone numbers,
• Emergency contact information,
• Permanent Account Number(PAN),
• Bank account number,
• Date of appointment
• Passport number,
• Driver’s license number,
• Salary history,
• Declaration of personal assets,
• Educational & Professional qualifications,
• Bilingual skills by language,
• Competencies,
• Pay Periods,
• Job Information
• Employment Status,
• Active
• Terminated
• Leave with and without pay
• Retired
• Voluntary retired
• Workers Compensation
• Disability
• Other user defined criteria
• Pay status: Hourly/Salary,
• Minimum/Maximum pay,
• Pay Rate,
• Overtime pay,
• Allowances,
• Deductions:
• Description
• Frequency
• Amount
• Limit on deduction amount
• Start and ending dates
• Deductions to third parties,
Compliance
(STD / CST / TPS)
• Pension payments,
• Non cash benefits,
• Leave by types and hours,
• Medical plan & coverage,
• Retire date,
• Any other user defined fields or categories.
Man-Power Planning
HR 14 Ability to view vacancy list & status of vacancy
(Filled/vacant/abolished)
HR 15 Capability to automate manpower requirement/planning
based on competencies, skills, experience, qualification
and other criteria
HR 16 Facilitate user to create new posts or modify existing
posts through appropriate approval
HR 17 Capability to make provisions for direct employment/
promotion/ recruitment to specialist categories/ part time
or contractual employees
HR 18 Capability to project and analyse cadre-wise/ grade-wise
manpower requirements for a specified period based on
data relating to new upcoming units/ resignations
/dismissals/ future retirement etc.
HR 19 Capability to generate a consolidated manpower plan
(Department-wise/ Section-wise/ Unit-wise) for
approval through workflow management system
HR 20 Capability to issue alerts before any position falling
vacant due to retirement/term of temporary or
contractual employee
HR 21 Capability to integrate with the recruitment/
performance management module for filling up of
vacancies
Recruitment
HR 22 Facility to capture details of the Recruitment Policy /
Rules and to alert users to check for any violation of the
policy
HR 23 Facility for the office area selection for short listed
candidates
HR 24 Allow user to define positions for internal or external
recruitment (define vacancies based on sanctioned
strength and existing employee strength for each
department/unit/section etc.)
HR 25 System should have ability to capture all data related to
recruitment process starting from application, exam
results till interview and posting although all the written
exam procedure is carried out by public service
commission of Nepal and only interview is carried out
in NEA.
Compliance
(STD / CST / TPS)
HR 26 Facility for Provisioning id card for all the NEA
employee and to provide the same on the day of
induction training for new recruitment
HR 27 System shall allow generation of lists of permanent/
temporary posts at any time. It shall also facilitate in
generating list of contractual/ outsourced employees,
daily wagers etc.
HR 28 Facility to define the specifications of the vacancy in
terms of qualifications, work experience, location
considerations, skills /competencies required, additional
certifications / professional qualifications, etc.
HR 29 Draw recruitment schedule in accordance with the
requirement plan
HR 30 Facility for generating advertisement for recruitment for
internal / external candidates for publication on HRMS
portal, Media and websites
HR 31 Facility to indicate that an applicant has applied for the
post/ vacancy through any source
HR 32 Linkage to resumes received from the extranet (careers
page on websites or homepages on external job sites)
HR 33 Ability to import resumes from external job sites into
the resume database
HR 34 Facility to receive on-line responses
HR 35 Auto generate unique identity number for each new
applicant
HR 36 Create workflow for approval of application through
various levels
HR 37 System shall have the ability to record historical data of
employees from the date of joining / entry into NEA.
System shall have the capability to maintain check list
for authentication and acknowledgement of various
aspects related to joining viz., medical reports,
testimonials, caste certificates, other relevant
certificates, etc.
HR 38 System shall facilitate in maintaining & auto updation of
service records that should contain all details as per the
entries in Service Book, including entries regarding pay
fixation from time to time, grant of annual increments,
nominations made for GPF, Gratuity etc. besides having
provision for verification of service at regular intervals.
HR 39 System shall have the ability to identify employees by
name, part of name, employee code, job position,
organization, project assigned
HR 40 Facility to design tests to be conducted in written or
online modes
Compliance
(STD / CST / TPS)
HR 41 Facility for generation of call letters for written test/
interview with allocation of Roll numbers
HR 42 Facility to create a competency framework (matrix) for
various competency types (functional/ behavioural/
leadership) with desired proficiency levels for each
position/ grade
HR 43 Facility to maintain various types of tests and maintain a
question/answer database of each type of test
(functional, psychometric, analytical etc.) to be
administered as part of the selection process
HR 44 Facility to define the evaluation criteria and generation
of results post evaluation
HR 45 Ability to track interview results / applicant's
progression
HR 46 Generation of merit list of candidates on user
configurable criteria such as category-wise, centre-wise,
alphabetically, roll no.-wise, score-wise etc.
HR 47 Ability to record payments made to the panel members/
invigilators etc.
HR 48 Capability to maintain details of the candidates resorting
to unfair means
HR 49 Provision to record comments of interviewers at various
levels of interviews
HR 50 Generation of system driven regret letters and/ or offer /
appointment
Transfer Posting & Deputation
HR 51 System shall have facility to define Transfer Policy
Parameters in the System
HR 52 Final transfer list should be published by the concerned
authority department wise (MIS Report)
HR 53 System should generate electronic transfer letter with all
relevant fields including latest time stamp value to join
the assign department, however SI will study the
requirement in detail prior to implementation.
HR 54 System shall have facility to define pre-qualification
(academic/ professional/ experience) requirements for
specific posts (usually needed for deputation postings,
etc.)
HR 55 System shall identify vacant posts for transfer & shall
publish transfer posting requirements including approval
process
HR 56 System shall capture details for transfers as demanded
by employees
HR 57 System shall have the provision of matching the position
requirement with the employee profile (skillset
matching)
Compliance
(STD / CST / TPS)
HR 58 System shall match transfer requirement with the
transfer location wish-list of the employees
HR 59 System shall capture transfer requirements on the basis
of administrative action suspension/ DE/ complaint/ etc.
HR 60 System shall allow generating of Transfer Proposals/
Orders for transfer of employees from one location to
another.
HR 61 System shall maintain the relieving & joining details
(date of relieving & joining, passes issued at the current
location of employment) of the transferred employee.
HR 62 System shall publish final transfer list on department’s
website.
HR 63 System shall update the employee master on relocation
or transfer of an employee from one place to another or
one department to another.
HR 64 System shall generate circulars for deputation vacancies
HR 65 System shall receive nominations for deputation
vacancies
HR 66 System shall shortlist nominations for deputation based
on:
 Educational Qualifications
 Current Roles & Responsibilities
 Scale of Pay
 Hierarchical Grouping of Post
HR 67 System shall prepare post-wise seniority list of
employees applying for deputation.
HR 68 System shall allow recording of deputation details such
as: Start date and end date of deputation period
 Post Deputed to
 Office Deputed to
 Section Deputed to
 Deputation Pay Scale
 Deputation Allowance
 Deputation Terms & Conditions
HR 69 System shall issue letters relieving & joining letters to
employees on deputation.
HR 70 System shall have facility to update employee status –
whether on probation / suspension / Termination /
Deputations / Resignations
Employee Self-Service
HR 71 Facilitate employee self-service to enable online
employee interaction with the Department such as:
HR 72 Online view/ print of salary slip
HR 73 Register Employee Grievances
Compliance
(STD / CST / TPS)
HR 74 Online modification in the eligible personal information
fields
HR 75 Apply for loan, advance, imprest, leave, expense
reimbursement, leave encashment, etc.
HR 76 Update any voluntary deduction out of salary
HR 77 Online tax declaration
HR 78 Apply for training and view training calendar
HR 79 Apply for all types of leave (Casual leave, Maternity
leave, Half day leave, etc.)
HR 80 View leave summary and the status of their leave
applications
HR 81 Complete Self-Appraisal
HR 82 On-line application of loans
HR 83 Submission of claims by employees for themselves and
their dependents as per their eligibility
HR 84 View claim balance eligibility and claim summary for
all the categories of claims based on eligibility
HR 85 Facility to remind the employee through self-service/e-
mail/SMS regarding modification or requirement of
additional data
HR 86 Facility to calculate and allow user to view his
retirement benefits (as on date) after completing the
mandatory requirement of service
Expense Management
HR 87 Facility to allow authorized user to define the employee
grade wise eligibility of the claim limits and supporting
documents required (if necessary) for each type of claim
(Travel Request / Medical)
HR 88 Facility to enable analytics on entitlement pay-outs by
cadre / department / position.
HR 89 Facility to submit claim for a single expense as well as
multiple expenses and upload relevant supporting
documents
HR 90 Provision for workflow based review and approval of all
reimbursement claims.
HR 91 Facility to employees to track status of reimbursements
HR 92 Integration of finance and accounting module with
HRMS module for processing of reimbursements.
Leave & Attendance Management
HR 93 Provision to define rules & conditions for leave
encashment, accrual of leave, lapsing of leave, ceilings
for accumulation of leaves, rules for combination of
leave types, minimum and maximum number of days of
leave per spell etc.
HR 94 Provision for e-attendance including
1. Daily attendance
Compliance
(STD / CST / TPS)
2. Overtime calculation
HR 95 Facility to keep track of holidays and to define weekly
holidays and other holidays as per Government
notifications
HR 96 Facility to keep track of holidays and to define weekly
holidays and other holidays as per NEA rules such as
Meter Readers get holidays on 7th, 14th, 21st and 28th
every month instead of Saturdays
HR 97 Provision for specifying leave schemes
HR 98 Provision to define, alter and configure types of leaves.
Currently following types of leaves are used:
1. Casual leave
2. Festival leave
3. Sick leave
4. Unconditional leave
5. Home leave
6. Study leave
7. Maternity leave
8. Maternity care leave(parental )
9. Substitute leave
10. Bereavement Leave
HR 99 Allow automatic credit of leave with provision for
manual credit / debit / modification / cancellation based
on rules etc.
HR 100 Facility to apply for leave, view leaves eligibility and
leaves availed.
HR 101 Provision to define hierarchical workflows for
recommendation and approval of leaves
HR 102 Provision to record the approval/ rejection of applied
leaves and update the employee leave account and
service records accordingly.
HR 103 Provision to allow selection of general reasons of refusal
of leave from a dropdown menu and provide a text box
for inserting other specific reasons
HR 104 Provision for leave cancellation, leave amendments,
extension, advancement or postponement of leave.
HR 105 Ability to trigger alerts & capture required supporting
documentation based on use of leave (e.g. doctor’s
notes, medical leave certificate, fitness certificate etc.)
HR 106 Ability to automatically warn and display messages for
employee leave balance or entitlement when their leave
balance reach a defined threshold value
HR 107 Should manage the leave of the employees, automatic
deduction of the leave, and maintain the carry over leave
for the next year.
Compliance
(STD / CST / TPS)
HR 108 Should be able to define the shift time period for an
employee for a day, week or more as per the rule of
NEA
HR 109 Provision to maintain record of unauthorized absence
HR 110 Provision that salary is automatically stopped if a person
is absent for duration exceeding pre-defined rules
without proper sanction or as per rules and policies.
HR 111 Ability to integrate with data of biometric attendance
from all biometric devices at branch and head office
level. Currently NEA has deployed about 400 biometric
devices in all NEA offices throughout the country. Make
is ZKT (Chinese Company) and the Models are K40 and
IN01.
HR 112 Ability to add /delete the device. (Device and the
software integration)
HR 113 Ability to consolidate attendance data from sub-
branches/branches at branch unit and head office level
HR 114 Provision of Integration /uploading of attendance data
from branches to head office
HR 115 Provision for creating privileges /roles and assigning
corresponding rights to system
HR 116 Able to download/upload the user information and
fingerprint at corresponding unit level and higher
administrative offices
HR 117 Facility to register fingerprint at branch unit and higher
administrative offices
HR 118 Able to download the attendance logs on real time basis
HR 119 Should also able to import the attendance log through
email and USB
HR 120 Should able to define the employee schedule and
maintain the timetables (first half and second half)
HR 121 Should be configurable to comply with employees
attendance regulation approved by NEA management
and amendments thereafter
HR 122 Should be able to calculate over time working period of
the employees
HR 123 Should able to generate daily attendance report, monthly
attendance report, leave report, over time calculation
report.
HR 124 Should able to search and print the attendance record.
There should be the facility of filtering the record by the
exceptions like normal, late, leave early, not in, not out,
absent, scheduled.
HR 125 Facility to individual employee to view their attendance
with their login credential
Compliance
(STD / CST / TPS)
HR 126 Should have the facility of appending employee’s
forgot clock in or clock out (if employee attendance is
missing through finger print by their own can be entered
via the operator as per NEA regulation.
HR 127 The system should have option to add field work related
to office such as training
HR 128 Integration of attendance data with payroll
Travel Management
HR 129 Ability to automate the process of Travel Request
HR 130 Ability to define Travel Request (Rail/Air/Road) Forms
HR 131 Ability to define & select
 Calendar and time schedules for travel planning
 Country/state/city for travel planning
 Type & mode of Travel
(Local/Domestic/International Travel)
HR 132 Ability to raise Travel Requisition for
Local/Domestic/International Travel
HR 133 Ability to select the cost centre while raising travel
requests
HR 134 Ability to define approving authority and reviewing
authority for checking / approving/ declining travel
requests
HR 135 Ability to recommend Train Name & Number, Flight
Number / Name of Carrier
HR 136 Ability to add number, name, age, department, function
of travellers
HR 137 Ability to check status of approval/decline of travel
requests
HR 138 Ability to notify Travel Desk of approved travel
requests submitted
HR 139 Ability to raise request for cancellation of travel tickets
or booking
HR 140 Ability to create, change, display, review and release
travel advances
HR 141 Generation of reminder letters if tours and travels final
bill is not submitted by employee within the prescribed
time
Training & Career Development Management
HR 142 Provision for standard format for proposal creation,
training plan, budget preparation and allocation of
training budget to field units
HR 143 Facility for online uploading of draft, receiving
comments /suggestions on draft training policies and
uploading final Training policy
HR 144 Provision to perform training needs analysis by allowing
employees to fill-up online questionnaires.
Compliance
(STD / CST / TPS)
HR 145 Facility to employees to select optional (professional &
development) training programmes and uploading
request to participate
HR 146 Facility to nominate resources for specific training
requirements.
HR 147 Provision to allow definition of hierarchical workflows
for approvals (plan & budget)
HR 148 Facility to create master of training provider with their
necessary specialization
HR 149 Facility to schedule training & send alerts concerned
officials informing about, location, course details etc.
HR 150 Facility to generate reminders/ escalation reports in case
the training plan is not adhered by the employee
HR 151 Facility to register learners and enrol learners for
specific e-learning events
HR 152 Provision for training catalogue showing details like
learning activity type [Computer Based Training (CBT),
Web based Training (WBT), DVD, classroom, seminar
etc.], curriculum, pre-requisites, certification etc. and
calendar features with search features to query courses
and schedule.
HR 153 Facility to monitor progress of e-learning activity of the
employee & generate reports on learning history, skill
gaps and learning events registered / taken
HR 154 Facility to employees to view the status of employee’s
training requests.
HR 155 Facility to record learner feedback on learning event,
faculty, facilities, course material etc.
HR 156 Provision for online updation of employee records,
service records on the basis of training results.
Performance Management & Appraisals
HR 157 Facility to define/ alter NEA specific relevant promotion
and increment rules & eligibility criteria in the system
HR 158 Provision for system generated timely triggers
indicating the employees due for promotion, increments,
etc. as on prescribed rules and regulation
HR 159 Facility to allow employee to online complete
Performance Self – Appraisal
for processing of appraisals and role based access rights
& strict security control features to safeguard privacy &
confidentiality of appraisal records
HR 161 Provision for online processing for Appraisals and time
bound reminders for disposal of appraisals of all
employees
Compliance
(STD / CST / TPS)
HR 162 Provision for a mandatory checklist such as completion
of defined trainings etc. before allowing promotions/
increments
HR 163 Facility to record details of promotion declined for
employees considered earlier
HR 164 Facility to generate on-line promotion order & have
facility to communicate the same to the relevant
employees.
HR 165 Facility for automatic sanction of increments in case of
promotion of employee based on pre-defined rules and
regulation
HR 166 Facility to process normal increments for each
employee, and special increments (Stagnation
Increments/ Advance Increments, etc.) based on pre-
defined rules and regulation
HR 167 Facility for automatic updation of payroll information &
service records in case of promotion / regularization.
HR 168 Facility to auto-recalculate allowances effected due to
increments
Departmental/ Disciplinary Actions
HR 169 Facility to define/ alter categories of misconducts and
rules under which Departmental/ Disciplinary Enquiry
could be initiated.
HR 170 Facility for Employee asset description from the related
offices and verified by the concerned department
HR 171 Facility to define/ alter the eligible grades, which can
raise file charge-sheet for every grade of employees.
HR 172 Facility to allow authorized users to generate charge-
sheet against an employee
HR 173 Provision for system generated unique ID for each case
and maintenance of case history for every Charge
Sheeted Department Case.
HR 174 Facility to record online case proceeding
HR 175 Facility to employees to submit their responses/ replies
online
HR 176 Facility to generate statement of pending cases on a
periodic basis and generate alerts based on pre-defined
criteria
HR 177 Provision for automatically effect on payroll
compensation/ employee progression based on pending
enquiry/ decision.
HR 178 Facility to allow employees to online file appeal against
the decision of a case
HR 179 Facility to enter Case Decisions such as warnings/
displeasures/ censures communicated to the employee
Compliance
(STD / CST / TPS)
HR 180 Facility to generate letters/ Orders pertaining to
Suspensions/ Revocation of suspensions.
HR 181 Facility to record details of date of Suspensions/ date of
revocation of suspension/ misconduct/ cause of
suspension/ treatment of period of suspension with
communication to related module (i.e. HRMS)
HR 182 Facility for Disciplinary action for rewards and penalty
HR 183 Facility to initiate and record Investigation and
verification of certificates by disciplinary action
department
Employee Grievance Redressal
HR 184 Facility to allow employees to raise their grievances
HR 185 Provision to allocate unique number for grievance
tracking and maintain case history with essential data
HR 186 Provision to generate auto alerts at pre-defined intervals
for all pending grievances to concerned officer
HR 187 Provision to auto escalate the grievance to the higher
officer in case the person to whom the grievance is
marked failed to respond in a pre-defined interval
HR 188 Facility to employees to track the status of his grievance
online
HR 189 In case employee is dissatisfied with the response of his
grievance, facility to allow employee to file appeal
against the response.
HR 190 Provision to generate periodic reports for number/
nature of grievances addressed, Official-wise pending
cases, Delayed responses, etc.
Employee Exit Management
HR 191 Facilitate e-Exit process for employees at the time of
exit. For retirement, send reminder of the retirement
date to the employee one year in advance
HR 192 Ability to fill exit interview form by superior & HR (for
resignation)
HR 193 Ability to process NDC (No Demand Certificate)/
clearance from various departments at the time of Exit
through E-Exit process
HR 194 Ability to notify (flag) individuals of any outstanding
balances from various departments such as payroll, time
office, purchase, establishment procurement- whichever
applicable) when employee exits
HR 195 Ability to generate and print Leaving Certificate /
Experience Certificate once all approvals are granted
HR 196 Ability to maintain case details of the employees
reinstated/reappointed after being terminated
HR 197 Nominee selection provision after the death of employee
Compliance
(STD / CST / TPS)
HR 198 Ability to retrieve details of terminated employees in
case he/she is reinstated or reappointed
HR 199 Ability to calculate entitlements of the exiting/ retiring
employees.
Payroll, Loans and Retirement Benefits
HR 200 Maintenance of employee database
HR 201 Pensioner database
HR 202 System should maintain Pensioner database for all
employees before 2063BS and retirement fund for
others.
HR 203 Generate unique employee identity number
HR 204 Generation of pay bill and pension bill
HR 205 Facilitate tracking and accounting of Medical re-
imbursements, leave encashment, gratuity, other
retirement benefits, etc.
HR 206 Tracking and clearance of employee liabilities
HR 207 Monitoring and recovery of employee advances –
disbursement, recovery, interest, etc.
HR 208 Facilitate leave management
HR 209 Facilitate transfer of employee liability on transfer –
interface with Finance module
HR 210 Generation of pay slips and tax slips
HR 211 Issue of salary certificate for tax purpose
HR 212 Facilitate full and final settlement of employee
HR 213 Issue of pension payment order to manage pension
payments.
Loans & Advances Management
HR 214 Facility to define/ alter multiple types of loans and
Advances as per the applicable rules and regulations.
HR 215 Facility for on-line application of loans, via self-service
functionality
HR 216 Facility to scrutinize of loan applications based on the
checks such as available allocation of funds, Basic Pay
of individual, duration of service, number of times
advance is availed.
HR 217 Facility to calculate instalment /EMI of various types –
simple / compound / monthly reducing and capture
repayment conditions
for approval of loans/advances
HR 219 Provision for integration with HRMS module for
recovery of loan instalment, etc.
HR 220 Facility to change any specific instalment/ EMI and
define the effect on the remaining EMIs on change in
interest rates etc.
Compliance
(STD / CST / TPS)
HR 221 Provision for integration with employee service records
for check of eligibility of loan and loan amount.
HR 222 Provision for employee to submit information of Loans /
Advances from other than Government Agencies
Pay Fixation and Arrear Management
HR 223 Provision for pay revision for annual increment
HR 224 Provision for Pay fixation and revision on promotion/
demotion
HR 225 Provision to process arrear and backdated payment
calculations based on pre-defined criteria
HR 226 Facility to calculate incremental arrears with consequent
tax adjustments
HR 227 Ability to calculate arrears in case promotion is made
with retrospective effect
Employee Claims
HR 228 Facilitate leave encashment form
HR 229 Facilitate allowance claim form
HR 230 Facilitate medical reimbursements, etc. related forms.
Misc.
HR 231 Ability to integrate with Fixed Asset Module, Project
Accounting Module, Finance Module and Materials
Management Module.
Employee Management
HR 232 System should have capability to generate unique
identification number (employee ID) for each employee
in the corporation
HR 233 Ability to automatically monitor dates for HR processes
(e.g. Date of increment, date of joining from leave, etc.)
HR 234 System should be able to maintain service file
documents with all the personal details of the employee
HR 235 System should be able to generate and maintain
employee turnover data and any other reports it may be
Require for official purposes
HR 236 All facilities record like travel/ transportation,
allowance/ conveyance etc.
HR 237 Ability to generate the statements of contributions by
employees and by NEA on Monthly, Quarterly &
Yearly basis e.g. Gratuity, provident fund, etc.
Monthly Payroll
HR 238 Ability to consider all employee income and recoveries
at the time of running payroll.
HR 239 Ability to prepare statutory returns and certificates
pertaining to employee benefits including salary slip, tax
slip, PF, Gratuity, etc.
HR 240 Ability to maintain the employee-wise sub-ledger for
advances & receivables
Compliance
(STD / CST / TPS)
HR 241 Ability to prepare bank payment vouchers for payment
of salary to employees
HR 242 Ability to capture salary details according to cost centre
wise, responsibility centre-wise, element wise, account
code wise, etc. for costing appropriation
HR 243 System should be able to maintain information for all
employees with respect to the payments made against
reimbursement, sick leave, particulars of doctors
sanctioning the same, list of approved hospitals, data of
medical classification (wherever applicable)
HR 244 System should be able to monitor the recurrent
reimbursement per employee per disease.
HR 245 System should be able to produce all medical
reimbursement details for indoor, outdoor and special
diseases every month.
HR 246 System should be able to verify the documents as per
rules for reimbursement.
HR 247 Ability to capture medical bill, hospital bills, etc. for
medical reimbursements.
HR 248 Ability to check eligibility criteria for various loans and
advances. Ability to calculate EMI of the loans and
advances for recovery.
HR 249 Ability to produce TDS certificate for employees
HR 250 Ability to show & print Employees pay-slip at users end
HR 251 Support statutory Compliance with local labour laws.
HR 252 Ability to segregate the employer's contribution towards
PF and distribute to respective authorities.
HR 253 Ability to timely prepare and submit various statutory
returns like withholding tax.
HR 254 Ability to process employee recovery data and payment
to authorities like PF, etc.
HR 255 Ability to generate Overtime & Absenteeism Report
HR 256 Ability to generate deduction report.
HR 257 Ability to generate all Loans & Advances Ledger.
HR 258 Ability to prepare Income Tax salary certificate
HR 259 Ability to prepare PF contribution by employee and
same amount contributed by employer segregated to PF
HR 260 Ability to prepare Loan recovery list
HR 261 Ability to create monthly pension bill for payment to
pensioners.
HR 262 Ability to prepare Annual ledger of each pensioner
HR 263 Provision to define Welfare Schemes. Currently, there
are following welfare schemes
1. Group accidental Insurance
a) Medical insurance
2. Life insurance
Compliance
(STD / CST / TPS)
HR 264 Provision to define types of loans, Currently NEA has
following type of loans:
1) Home and land purchase loan (5,00,000)
2) Natural Hazard Loan (1,00,000)
3) Home maintenance (50,000)
4) Social Activity (Behaviour) (20,000)
5) Medical Loan (10,000)
6) Shramajyoti loan
7) Bidhutkarmi loan
8) Retirement fund loan
9) Provident fund loan
10) Citizen investment trust loan
11) Insurance loan
12) Others as the rule of office as provided by NEA
welfare department
HR 265 Provision to define types of Allowances, Currently NEA
has following type of Allowances
1. Health allowance
Employee get heath allowance as 1 month salary
in each fiscal year
*Employee recruited before 2054/10/03 BS can
get allowance additional as below
 Level 8 and above 15 month salary
 Level 6 and 7 17 month salary
 Level 5 19 month salary
 Level 1 to 4 21 month salary
2. Festival allowance
3. Travel allowance, Daily allowance during field
visit can be taken as advance payment
4. Special travel allowance and sick caring
allowance
5. Strong diseases allowance
6. Accidental allowance while working
7. Local, rent and other allowances
8. Night shift allowance
9. Hardship allowance
10. On call allowance
11. Cash allowance for cashier
12. Electricity subsidy
13. Dress allowance
14. Phone allowances
15. Vehicles subsidy
16. Motivational allowance
BI Business Intelligence
BI 1 Business Intelligence (BI) Dashboards should provide
the GUI for viewing in a portal environment. By
Compliance
(STD / CST / TPS)
delivering key metrics with an intuitive visual interface,
BI Dashboards should deliver the critical information
needed for enhancing business performance.
BI 2 BI Dashboards should be provided within application.
BI 3 Role based differential access should be enabled to BI
Dashboards.
BI 4 BI Dashboards should be integrated with BI Reporting
and BI Analysis so that users can drill to the detail
supporting the dials and charts.
BI 5 BI Dashboards should be integrated with all the
components of application.
BI 6 BI Dashboard should publish formal, web-based reports
with intuitive display of information. These display
should indicate the state of the performance metric,
compared with a goal or target value. There should also
be a provision to define the goal / target values and also
to modify and track deviations.
BI 7 Application should allow to export BI Dashboards as
desired by the user i.e. exporting of Dashboards as
image in different formats such as .jpg, .jpeg, .png, .gif,
.pdf. There should also be an option to export data in
tabular format in spreadsheets.
BI 8 Colour distinction should be supported in application for
different parameters to highlight desired data.
BI 9 Application should support personalization of
Dashboards.
BI 10 The BI Analysis should allow for analysing large
amounts of data with help of search engine without
writing any query. Search engine should be capable to
suggest and assist users based on the keywords searched
earlier on the system. It should be enabled with ‘Type
ahead’ search, ‘Boolean’ search, ‘Wild card’ search,
‘Quoted’ (or phrase) search, search based on
‘Morphology’ etc.
BI 11 The BI Analysis should provide Slice and Dice analysis
of multi-dimensional data structures.
BI 12 The BI Analysis should provide Integrated Charting.
MA Mobile Application
The APPs developed should have the following basic
characteristics and features
MA 1 The platform’s used for development of mobile apps
should support development of Hybrid Applications/
Native Apps.
MA 2 User Interface and User Experience of mobile App is to
be designed to ensure that the service is user friendly.
Compliance
(STD / CST / TPS)
MA 3 Design of consistent visual elements and Web Portal &
Mobile Apps architecture that is scalable and
expandable.
MA 4 Resolution independent Mobile Apps that will
automatically expand/compress itself as per the device
screen resolution and should be as per standards of
W3C.
MA 5 Delivery of consumer App and Officers mobile
applications should be in the form of a published mobile
application on each platform in the market place
(Google/ Android Play store, Apple store and MS
Windows etc.).
MA 6 Integration with any existing applications through SOA
(service oriented architecture) - Web services/ API/
JSON, Social Media platform etc.
MA 7 The solution Framework, tools, technology of mobile
App Development platform should be submitted along
with technical bid and should be able to address the
future scalability requirements, in terms of both
application (to add new services) and infrastructure and
backend.
MA 8 The mobile apps should provide an update feature in
case of newly published version.
MA 9 The mobile applications will be hosted on mobile
applications platforms (App store, Play store, Microsoft
etc.) whereas the web portal/application and services
and related APIs will be hosted on servers.
MA 10 Provide technical documentation, design, architecture,
technology, tools, etc. which will be used to develop
Mobile Apps.
MA 11 Integrate with the backend systems (user profile and
registration, authentication, application processing, push
notifications, etc.).
MA 12 The data must be fetched from predefined data in central
database and all the data should be directly updated to
the central database
MA 13 The complete solution proposed must be SOA compliant
and preferably based on secured open standards
MA 14 Vendor should have experience in hosting the mobile
Apps and updating new versions as and when required.
Vendor should provide all the details and should be part
of technical proposal.
MA 15 Mobile applications developed on development platform
provided by the bidder should run on all types of
handsets/ TAB/ Smart phone existing as well as new
Compliance
(STD / CST / TPS)
handsets coming in the market. The bidder shall provide
upgrades/patches etc.
MA 16 The platform should provide the means to manage
subscriptions of push notification services etc.
MA 17 Mobile applications to be implemented in pursuance to
the International & industry standard implementation
standards and procedure for successful implementation
of the project.
Mobile Apps for Consumers
MA 18 This shall support following features
MA 19 To operate in Android, Windows and iOS operating
systems
MA 20 Access of ‘Quick Bill Pay’ where the consumer may pay
the bill on the go by furnishing only the consumer id;
multiple bills may be paid by this option
MA 21 Consumer may apply for and check the status of New
Connection/ Additional/ reduction load application
MA 22 Consumer may access his personal details like
Assessment, consumption & bill paid for the last 3
years, and so on; more than one customer id (if any)
may be added to a registered account
MA 23 Consumer may access the consumption calculator to
check the energy consumption patterns.
MA 24 Fresh complaints can be lodged and previous complaints
tracked via the app
MA 25 Consumer may also request for:
i. Request Duplicate Bill
ii. Augmentation of load / regularization for
installation of AC
iii. Informing non-usage of electricity during a
certain period of time due to absence
iv. Registration of mobile no., email-id, DOB
v. Energy calculator
vi. e-Bill registration
vii. One touch call / e-mail facility
MA 26 Reporting of cases of theft through the App
MA 27 The consumer can stay updated with regard to the
company, new launches, services, outages, useful tips,
through social media tabs for Facebook, Twitter, and
WhatsApp which are available in the App
MA 28 HT consumers can get the following through the App:
i. A summary of their account details are available
here
ii. Latest Bill along with the amount to be paid and
the due date can be viewed
Compliance
(STD / CST / TPS)
iii. Payment History of the last 12 months are
available in the app
MA 29 Consumption history of the last 12 months are available
in the App
MA 30 All the features of the consumer web self-services shall
be available on the mobile app.
Mobile Apps for Field Work Force
MA 31 The android Smart Phone is expected to be a very
important tool through which various activities of the
utility are expected to be carried out. The proposed app
should be developed with role-based access to users
(Consumers, NEA Official and Feeder In charge &
Meter Reader.
Following features will be required in the Apps system
MA 32 For Consumer- View & Download bill, Billing history,
Bill payment, Receipt & Payment History, Lodge
Complaint, Grievance status tracking
MA 33 For NEA Officials- Monitor billing progress, revenue
realization, consumer billing history, payments and
location on Google map.
MA 34 Instant alerts (Group Messaging) feature to the
individual/group, Supply alerts on selected criteria (33
and 11KV Feeder, Village, Binder, Tariff Category, DTs
etc.)
MA 35 For Feeder In charge & Meter Reader-
i. Data capturing (Feeder wise GPS location of
DTC, Pole, Consumer & indexing with feeders)
ii. Meter Reading directly from Meter through
Optical Port and generation of billing and cash
collection at spot.
iii. On spot updating of activities such as Meter
Change, Disconnection, Reconnection and
photographs as proof of completion of activity
MA 36 Disconnection and reconnection module giving
information about the arrears pending and route map for
tracing the location of consumer premises.
MA 37 Capturing the Disconnection and Reconnection details.
MA 38 Capturing of Field inspection details in new connection
process.
MA 39 Capturing the location wise asset details during asset
replacement/repair for assets like Feeders, Meters,
CT/PT, Transformers, etc.
MA 40 Tracing the location of Meter reader /Feeder In-charge
by sub division officers on real time basis
MA 41 These apps should be capable of display of information
on a Google Map on the Smart Phone.
Compliance
(STD / CST / TPS)
MA 42 Capturing various feeder information: The bidder shall
capture the feeder information in a hierarchal manner as
per the format to be provided by the NEA at the time of
award of contract
MA 43 The app should be able to capture any other information
in the forms published by the MIS reporter enabling the
officers to key in the details and view the same on drill
down formats
Web Based Information / Monitoring Systems with
Mobile App for Officers
MA 44 Agency shall develop an application which include
feature of both Web-App and Native Mobile App for
NEA Officials
MA 45 The Application shall be based on the four pillars:
i. Information provided by the Field Level Officers
through this Application
ii. Information extracted from the existing database
servers of NEA
iii. Information which is provided as targets by the
Corporate Office through this Application
iv. Information which is computed through
information provided in (i), (ii) & (iii) i.e.
analytics through What-If (Scenario Analysis)
MA 46 The mechanism for monitoring of Central and State
Government Schemes shall also have to be done in
discussion of NEA which means formats of these
schemes and filling of information as per point 2 above
for these schemes.
MA 47 The Agency shall develop a feature in Application,
which will enable filling of information in set time
periods for field level officers and target to be filled by
Corporate Office.
MA 48 The agency shall develop a feature in application, which
will enable Fault Rectification Team (FRT) to provide
an input on the complaints received for the resolution.
FRT shall receive the complaints assigned for the
rectification. Each complaint shall have Turn Around
Time (TAT) response.
MA 49 Level of approval shall be added for the information
from the field before being integrated to the total
system.
MA 50 Agency shall have to design the proper analytic
computations for various other fields.
MA 51 The Information shall be compiled at various levels and
adequate dashboard for various levels shall be created.
Compliance
(STD / CST / TPS)
MA 52 The information shall be collated in the intermediate
database server, which shall be taken up by Agency.
Other application required to be loaded on Mobile
Devices
MA 53 Capturing details of asset replacement like Meter,
Transformer, CT/PT etc.
MA 54 Estimation of bill of material during new connection
process.
MA 55 Consumer complaint and theft / un-authorized use,
recording/photography
MA 56 Communication module to exchange real-time messages
between the subdivision and device
MA 57 MIS Information
MA 58 Displaying the information with required functionalities
obtained by integrating with existing systems
MA 59 Vigilance, MRT & Audit Teams.
MA 60 Any other apps relating to IFMIS and RMS as desired
from time to time by NEA shall be developed by the
Supplier as part of this Contract and without any change
request.
Attachment 9. Existing Functionalities in the mPower System

mPower 2.5 has been installed in 2006 and this revenue system software is implemented in
165 location all over Nepal.
The mPower has complete solution for NEA Revenue Department. mPower include these
feature New Service Registration, Customer Complain, Meter reading and stocks, Billing for
consumer, Collection, Debt management, Energy Auditing, Configuration & History and
Security Gateway.
The mPower has following functional specification.
Module 1: New Service Registration.
M1.1. Configuration
1. Category Type Configuration (This link to Add/View/Delete/Update Categories Types)
Ex: categories like Domestic, Commercial, Water Supply, Industrial etc.
2. Add or View or Update Categories (This link to Add/View/Delete/Update Sub Categories)
Ex: categories like Domestic 5AMP, Domestic 15AMP, Commercial, Non-Commercial,
Industrial like Rural & Cottage, Sana etc.)
3. Add or View or Update Appliances (This link to Add/View/Delete/Update Appliances)
Ex: Appliances like Fan, Bulb, Heater etc.,
4.Add or View or Update Units (This link to Add/View/Delete/Update Units)
Ex: categories like watts, kilo watts, KVA,AMPS etc.,
5. Add or View or Update Consumer Statuses (This link to Add/View/Delete/Update
Consumer Statuses.)
Ex: categories like Individual, Public Sector, Government etc.,
6. Add or View or Update Documents (This link to Add/View/Delete/Update Documents)
Ex: categories like Proof of Ownership, Citizenship Card, Map Certificate etc.,
7. Request Document Details (This link to Add/View/Delete/Update Relationship between
Categories and Required Documents)
Ex: categories like Proof of Owner Ship for any Category etc.,
8. Add or View or Update Social Statuses (This link to Add/View/Delete/Update Social
Statuses)
Ex: categories like SC, ST etc.,
9. Add or View or Update Activities (This link to Add/View/Delete/Update Activities.)
Ex: activities like Pending for Dispatch, Pending for Inspection etc.
10. Add or View or Update Load Metrics (This link to Add/View/Delete/Update Metric
Types.)
Ex: metrics like HP, KWH,KVA etc.,
11. Add or View or Update Holidays (This link to Add/View/Delete/Update Holidays) To
Add Government Holiday for Rebate, Penalty Calculation
12.Add or View or Update Material Type (This link to Add/View/Delete/Update Material
Type)
Ex: material types like Materials, Wages etc.,
13. Add or View or Update Materials (This link to Add/View/Delete/Update Materials)
Ex: materials like Poles, Junction Box, Meter Box, MCB etc.,
14. Add or View or Update Connection Type Details (This link to Add/View/Delete/Update
Connection Type Details.)
Ex: New Connection etc.,
15.Add or View or Update District Names (This link to Add/View/Delete/Update District

Names)
Ex: District name etc.,
16.Add or View or Update Municipality Names (This link to Add/View/Delete/Update
Municipality Names)
Ex: Municipality name etc.,
17. Add or View or Update Wire Details (This link to Add/View/Delete/Update Wire
Details.)
Ex: Type of Wire Details, Size of Wire etc.,
18. Add or View or Update Structure of House (This link to Add/View/Delete/Update
Structure of House)
Ex: Tile, Concrete etc.,
1.2. Registration
The New Service Registration module is enables the management of entire cycle of new
services registration process.
- Payment Details
- Personal Details
- Service Details
- Office Details
- Electrical Contractor Details
- Neighbour Details
- Applicant Signature
1.3.Pending Service
1. Inbox (This link to view Inbox Report)
2.Pending for Dispatch Process (This link to view Pending for Dispatch Process Report)
3.Pending for Inspection Process (This link to view Pending for Inspection Process Report)
4.Pending for Load Approval (This link to view Pending for Load Approval Report)
5.Pending for Estimation Process (This link to view Pending for Estimation Process Report)
6. Pending for Estimation Approval (This link to view Pending for Estimation Approval
Report)
7.Pending for Payment Intimation (This link to view Pending for Payment Intimation
Report)
8.Pending for Consumer Payment (This link to view Pending for Consumer Payment Report)
9.Pending for Wiring Inspection (This link to view Pending for Wiring Inspection Report)
10.Pending for Service Release (This link to view Pending for Service Release Report)
1.4. View Status

1.Registration Number (Enter Registration Number and click on 'go' button to view the status
of New Service Request)
2.Registration Fee PR Number (This is useful to generate Registration Fee Receipts
(duplicate) upon customer request)
3.Estimation Fee PR Number (This is useful to generate duplicate Estimation Fee Receipts
upon customer request)
1.5. Reports
1.Office Wise Exceptional (Click on to the above link to view Office Wise Exceptional
Report)
2.New Connection Register Details Report (Click on to the above link to view New
Connection Register Report)
3.New Connection Released (Click on to the above link to view New Connection Released
Report)
4.Pending New Connection Register (Click on to the above link to view Pending New
Connection Register Report)
5.Rejected Connections (Click on to the above link to view Rejected Connections Report)
6.Status Wise Report (Click on to the above link to view Status Report)
7.Documents Pending Report (Click on to the above link to view Documents Pending
Report)
8.Service levels Deviation Report (Click on to the above link to view Service levels
Deviation Report)
9.DTR Load Deviation Report (Click on to the above link to view DTR Load Deviation
Report)
1.6. Released
- To display the number of New consumer released between the given date.
Module 2: Customer Service

- This Module enables them to manage the customer services related processes. It has
following functional Features:
2.1 Configuration
1. Add a new Request/Complaint type or update existing Request/Complaint type details
(Click on the above link for adding new Request/Complaint type or updating or deleting an
existing Request/Complaint type)
Ex: SUPPLY RELATED, BILLING RELATED, METERING RELATED etc.
2. Add a new Request/Complaint or view and update an existing Request/Complaint (Click
on the above link for adding a new Request/Complaint or updating or deleting an existing
Request/Complaint)
Ex: Supply failed- Total area, MCCB Trip, Meter Fuse Off, no power etc.
3. Post Fuse and Seal Charge (Click on the above link for Posting Fuse and Seal Charge)
4. Office, Employee, Area and DTR Configurations (Click link for adding or updating or
deleting an Office, Employee, Area or DTR Details)
- Employee Master (Branch Employee Configuration)
- Designation Master (Branch Employee Designation configure)
- NEA Employee Subsidy Configuration (Employee Subsidy Configuration)
- Office Type (ex: DISTRIBUTION CENTER, REGIONAL OFFICE, BRANCH OFFICE,
SUB-BRANCH etc.)
- Office Master (Ex: WESTERN REGIONAL OFFICE, CENTRELNORTH OFFICE etc.)
- Area Master (Number of Area of Branch Office Configuration)
- Area-DTR Relation (Branch Office Area and DTR relation)
- DTR Master (Branch office Transformer Configuration)
- Pole Master (Branch Office Pole Configuration)
- Feeder Master (Branch Office Feeder Configuration)
5. Status Configurations (To Configure Customer Complain Status )
Ex: PENDING, PAYMENT DUE, INVALID etc.)
6. Consumer Changes
- Category Change Request (Click on the above link updating Consumer Category Change
Request)
- Load Change Request (Click on the above link for updating Consumer Load Change
Request)
- Adjustment Govt. Subsidy (Configure Government Subsidy)

7. Consumer Number Changes (To change consumer area, Route or Serial Number )
8. Consumer Details Changes (To Change LAGAT Details)
Ex: Name Change, Place Change, Address Change, Meter Details Change etc.)
2.2 Registration
- Customer complaints amount Metering, Billing, Power Supply, Power Quality and service
requests can be registered.
- For registering of individual specific requests, enter the Consumer Number /Consumer
Name / Phone Number / House Number.
- Search
- Consumer Details
- Complaint/Request Details
- Office Related
2.3 Pending Request
1. Pending for Dispatch (To view the un-dispatched complaints/requests.)
2. Pending For Estimation Process
3. Pending For Estimation Approval
4. Unresolved Complaints/Requests (To view the unresolved complaints / requests)
5. Complaints/Requests Escalations
6. Payment Due Complaints/Requests (the list of Consumers who failed to pay the payment)
2.4 View Status
- To View the Status of Registered Consumer Complaints)
2.5 Reports
1. Complaint Register Report (Click on the above link to view Duration Wise Complaints
Registered Report)
2. Offices Exceptional (Click on the above link to view All Offices Exceptional Report)
3. Nature Wise Exceptional
4. Date wise Complaints
5. Average Time Taken for Rectification (to view Average Time Taken for Rectified
Complaints Report)
6. Rectified Complaints Consumer Acknowledged
7. Rectified Complaints
8. Consumer Changes (To view report of Consumer Changes like Category Change Request,
Load Change Request, etc.)
9.Daywise Meter Reading Details (to view Meter Reading details for No light)
2.6 Modify & Acknowledge (For modifying the Complaint details, by entering the complaint
no.)
Module 3: Metering & Scheduling

- The Metering & Scheduling module of the mPower enables the management of entire
metering & scheduling process. Following Process is in this Module are:
3.1 Configuration
1. Meter Reader Details (To Configure Branch Office Meter Reader Details)
2. Meter Reader Holidays (To Configure Meter Reader Holidays Ex: 7,14,21,28 days of
every month)
3. Communication Mode Details (To Configure Mode of Communication of Meter Reading)
4. Meter Capacity Details (To Configure Meter Capacity Ex: 2-10 Amps, 5-30 Amps etc.)
5. Meter Make Details (To Configure Meter Manufacture Company name)
6. Observation Details (To Configure Meter Condition Observation Ex: Normal Condition,
Glass Broken, No Meter etc.)
7. Meter Type Details (To Configure Type of Meter Ex: Whole Current, Demand Meter,
TOD Meter etc.)
8. HHT Data configuration (To Configure Handheld Terminal Data Configuration)
9. HHT and Meter Reader Relation (To Configure HHT Device and Meter Reader Relation)
10. Meter Status Details (To Configure Consumer Meter reading Status. Ex: NORMAL,
DOOR Lock, NOT UESD etc.)
11. Common Meter Reader Holidays Entry
3.2 Meter Stock
- This module is used to enter in single or Bulk New Meter in stock for assigning new
consumer.
1. Meter Stock Entry Screen (To enter new meter in single )
2. Consumer Wise / Meter Wise History (To search by consumer wise or Meter wise)
3. Meter Stock Bulk Entry Screen (To enter meter in bulk)
3.3.Routing & Scheduling
-Route Map Creation (To Create Meter reading Route of consumer)
-Assigning Meter Reader (To Assign Route to Meter Reader)
- Meter Reader Walk-Order (To assign Meter reader walk order)
-Area Split (Area has to break down due lot of consumer in one area or one route)
3.4. HHT & Meter Reading
(To enter consumer meter reading, modify consumer reading and data Preparation for HHT
Device)
- Whole Current Meter Reading Entry (To enter Domestic consumer Single Meter Reading
Entry)
- Demand Meter Reading Entry (To enter demand consumer single Meter Reading Entry)
- TOD Meter Reading Entry (To enter TOD Consumer single Meter Reading Entry)
- Whole Current Meter Reading Bulk Entry (Domestic Consumer Bulk Reading entry)
-Demand Meter Reading Bulk Entry (Demand Consumer Bulk Reading Entry)
-Whole Current Meter Reading Modification (Domestic Consumer entered reading
Modification)
- Demand Meter Reading Modification (Demand Consumer entered reading Modification)
-TOD Meter Reading Modification (TOD Consumer entered reading Modification)
- Cancel Meter Reading (cancel reading of Domestic and Demand Consumer)
-HHT Data Preparation (Data Preparation for HHT Device)
-HHT Uploading/downloading (Upload data prepare to HHT Device and Download from
HHT Device for mPower)
3.5 Reports
(To View Report about status of Meter and Meter Reading)
-Metering Reports (To View Meter change, No. of Door Lock, Meter Stocks reports)
3.6. Other Activities
(The consumer Meter change, Meter Details modification and Meter Testing information)
- Meter Change Details (Whole Current, Demand Meter and TOD Meter)
- Meter Change Details Modification.
- Demand Meter Test Details.
- Whole Current Meter Test Details.
- Pole/Consumer Transfer.
- Meter Rent Configuration.
Module 4: Billing
- This Module do the consumer Bill Process, Bill Printing, Bill Preview and to generate
Branch Sales Reports. To setup the Parameter for calculate Consumer BILL.
4.1.Configuration
-Tariff Parameter (To Configure Various Tariff Category Parameter to calculate Bill)
- Tariff Charge (To Configure category wise energy and Demand Charge)
- Tariff Charge Report (To view Tariff Charge Report)
- Other Parameter (To Configure various extra parameter for Bill Calculate)
- Special Charge Configuration (To Configure TELESCOPIC and Non-TELESCOPIC)
- TOD Period Configuration
- Voltage Group Master (To Configure Type Supply Voltage)
- Government Code Master (Govt. Code Configure)
- Bill Printing Message (The Message has to print in Consumer Bill)
- Adjust First Bill
4.2. Bill Process (Consumer Bill Process)
- Reading Checklist (To Check the consumer not entered reading)
- Billing Checklist (To check the bill process )
- Bill Process (To do consumer Bill Process)
- Adjustment Bill (Consumer Bill Adjustment)
- Exception Report after Billing
- Adjust TOD Bill
- Group Billing.
4.3.Bill Preview (To view consumer Calculate Bill)
4.4Bill Printing (To print Consumer Reading Bill)
4.5. Reports
- Billing Reports (To view Sales reports)
- Billing Special Report (To view Consumer Dues Reports)
- Top List Reports (To View top consumer Dues reports)
- Annual Reports.
4.6. Other Activities.
- Nepal Date (To setup Nepal Date)
- Process Configuration. (Transaction Code for Process)
-Behaviour Configuration.
- Process-Behaviour Link Configuration Details.
- Country Currency Configuration.
- Exchange Currency.
- Consumer Group Master
- Consumer Group Details. (Consumer Group Configuration)
- Government Code Master. (Government Ministry Configuration)
- Consumer Government Code Relation. (Government and Consumer relation)
- Devanagari. (Consumer name in Devanagari)
Module 5: Collection
- Consumer Bill payment and Miscellaneous Collection.
5.1. Configuration
- Rebate/Penalty Configuration (Adding New Rebate/Penalty or Updating or Deleting an
Existing Rebate/Penalty Configuration
- Bank Master Configuration (Add New Bank name)

-Miscellaneous Fee Configuration (Add Miscellaneous Fee Configurations or updating or
deleting an existing fee configuration)
- Installment Amount Configuration (To Configure Consumer payment in Installation
Payment)
- Collection Counter Configuration. (adding new Collection Counter Master or updating or
deleting an existing Collection Counter Master Details)
-Counter User Relation Configuration (adding new Counter User Relation or updating or
deleting an existing Counter User Relation Configuration Details)
5.2. Bill Payment
- Consumer Bill payment.
5.3. Miscellaneous payment
- Miscellaneous Collection. (To do Miscellaneous Payment)
- Instalment Payment. (To do Consumer Instalment Payment)
- Bulk Payment Entry (Manual). (To enter Consumer Bill payment made manual )
- Group Collections. (Consumer Bill Payment in Group)
5.4. Transaction
- Bill Collection Receipt Cancellation. (To do Bill Payment Cancellation)
- Miscellaneous Fee Receipt Cancellation. (Miscellaneous Collection Cancellation)
- Cheque Bounce. (To do Cheque Bounce case)
- Payment Mode Modification. (Type of Payment mode modify)
- Installment Configuration Cancellation.
- Third-party Collections Import.
- Adjust Arrears After Legacy System. (Adjust Amount to Bill)
- Block/Unblock Consumer Payments. (Consumer Bill Payment Block/Unblock)
5.5 Reports
- Operator Wise Summary Report
- Date-Operator Wise Summary Report.
- Operator Wise Detail Report.
- U-Payment Detail Report.
- Daily Collection Analysis Report.
- Category Wise Collection Summary Report.
- Category Wise Total Report.
- Area Wise Collection Summary Report.
- Tariff-Area Wise Collection Report.
- Area-Tariff wise Bill-Collection details.
- Tariff-Area wise Bill-Collection details.
- Date Wise Summary Report.
- Installment Summary Report.
- Daily Receipt Collection Report
- Ministry Wise Collection Summary Report.
- Cheque/DD Details Report.
- Cheque Bounce Summary Report.
- Miscellaneous Collection Summary Report.
- Misc. Coll. Cashier Wise Summary Report.
- Miscellaneous Collection Detail Report.
- Mismatch Collections Summary Report.
5.6. Search
- Bill Payment Search. (To search Consumer Bill Payment)

-Miscellaneous Payment Search. (To search Miscellaneous Payment)
-Mismatch Payment Search. (To Search Mismatch Payment).
-Consumer History Search. (To Search Consumer Information)
Module 6: Accounting
- For create All Account Head, Subsidiary Head, to do Adjustment etc.)
6.1. Configuration
- Account Group Head Master (To Create Account Group HEAD)
- Account Head Master (To create NEA Account Head )
- Subsidiary Group Head Master. (To create Subsidiary Group Head)
- Subsidiary Account Head Master (To create Subsidiary Account Head)
- Transaction Type. (To create Transaction name and Code)
- Transaction Account Configuration. (To create Transaction Account Category wise)
- Interest Configuration. (To Create Interest on Deposit)
- Financial Year Configuration.
- Category Accounts Relation. (To Configure Category and Account Relation)
- Other Subsidiary Configuration. (To Configure Cash Book)
6.2. Transaction
- Adjustment. (To do Adjustment for consumer or NEA)
- Bulk Adjustment. (To do Bulk adjustment for similar cases)
- Bulk History Card Adjustment. (History Card adjustment for all consumer )
- Modify Opening Balance. (Break Down OB of consumer )
- Adjust Consumer Bill.
- Black list Consumer Adjustment.
- Transaction Details. (To View Details of Adjustment)
- Cash Book. (To Create Cash Book of Revenue Collection)
- Unit Adjustment.
- Distribution and Consumer Service Adjustment. (Inter Branch Revenue Adjustment)
6.3. Interest Calculation. (To calculate interest on deposit)
6.4. Account Process.
- End of Day Accounting. (To do Accounting of Misc. Payment, Various unposted Bill and
Payment)
- Generate Closing Balance.
- Financial Year Closing.
6.5. Reports
- Accounting Special Reports.
- General Reports. (Trail Balance, Sale of Power, Sundry Debtors, Cash Book etc.)
- Employee Allowance Reports.
- Closing Balance Reports.
- Blacklist Consumer Reports.
- Government Consumer Reports.
- Transaction Reports.
- Subsidiary Account Reports.
6.6. CAIS. (Export revenue data to CAIS)
Module 7: Debt Management.

- This module is use for consumer Disconnection, Reconnection, Blacklist and Close.
7.1. Configuration.
- Debt Action Details. (To Create Debt Action like No Of Days, Priority Level, Debt Action,
Report Type, Effective Date etc.)
- Debt Parameters Details. (To configure Disconnection Period, Min Amount For Debt
Action, Meter Removal Period, Effective Date etc.)
- Grade Configuration Details. (To configure Grade, Grade period, in Arrears, Max Arrears
etc.)
- Grade Debt Mapping Details.
- Debt Consumer Mapping Details. (To map Debt Action Flag, Consumer Type, Consumer
Subtype, Disputed Type, Effective Date etc.)
- Status Configuration. (Consumer and Meter Status type)
- Reasons Configuration Details. (Disconnection request Reasons.)
- Debt Action Letter Configuration Details.
- Consumer Letter Mapping Configuration.
7.2. Debt Processes.
7.3. Disconnection. (Consumer has to disconnect by supply.)
7.4.Reconnection. (Consumer has to reconnect supply after payment.)
7.5. Blacklist. (List consumer has to Blacklist after 6 month disconnection)
7.6. Disable or Close. (Consumer has to close after payment)
7.7. Reports.
- List for to be black listed Consumers
- List for to be Reconnected Consumers
- Cancel Disconnection
- List of Consumers whose Payment is Blocked
- List of Disconnection Consumers
- Consumer wise Debt History
- Reconnections after temporary disconnection
- Payments Made Before Reconnection
- Closed Consumers Details.
Module 8: Energy Auditing System

The energy calculation on pole, Substation Master, Feeder Master, Meter Master, Sub Meter
Master details.
8.1. Configuration
- Pole Master
- Substation Master.
-Feeder Master.
-Meter Master.
-Sub Meter.
8.2. EAS Reading Entry.
8.3. Reports
- Sub Station wise Report.
- DTR wise Reports.
- Category wise Reports
Module 9: Power Utilities

9.1. Power Breakdown Entry
9.2. Load Shedding Entry
9.3. Power Utility Reports

- Breakdown and Shutdown Reports.
- Planned and Unplanned Info.
- Load shedding and System out Info.
- Feeder wise Abstract Reports.
9.4. Power Break Down Info
9.5. Power Theft Entry.
9.6. Power Thefts Report.
Module 10: MBS

Export various Revenue data to MIS for Report Purpose
10.1. Exporting Data For MIS
-NSC Data
- Sales Data
- Area wise sales Data
- Collection Data
- Area wise Collection Data
- Accounting Data.
- TOD Bill Data.
- Miscellaneous Collection Data.
- Month wise Meter Status Data.
10.2. Importing Data To MIS
- NSC Data
- Sales Data
- Collection Data
- Accounting Data
- TOD Bill Data
- Miscellaneous Collection Data.
- Month wise Meter Status Data.
10.3. Reports
- New Connections Report
- Billing Category Wise Report
- Billing Area Wise Report
- Collections Category Wise Report
- Collections Area Wise Report
- Collections Date Wise Report
- Miscellaneous Collections Summary Report
- TOD Detail Report
- Month wise Meter status Summary
- Sale of Power
- Debtors
- Bad Debts
- Rebate
- Penalty
- Employee Facilities
- Miscellaneous
10.4. Scheduler. (Report Generator Scheduler System)
Module 11: Configuration And History.

11.1. XML Log
11.2.Audit Trail
11.3.Product LOG.
11.4.Mail Box
11.5. SMS Box
11.6. CMS Configuration
11.7. DB Configuration
11.8. Backup
Module 12: Security Gateway

To manage Login User, Role, Privilege, Relation
12.1. Object Type
- View Update Object Type Master (Product, Module, Submodule, WebPages, Table etc.)
12.2. Object Master.
- View Update Object Master (CUSTOMER RELATIONSHIPMANAGEMENT,
ACCOUNTS, BILLING AND COLLECTIONS, COLLECTIONS etc.
12.3. Object Relation.
12.4. Role
- View Update Role Master
12.5. Privilege
- View Update Privilege Master
12.6. user Master
- View Update Create User Master
12.7. Grant Privilege
- Granting Privileges to Roles
Offline Functionalities available at present

1) Consumer Reading entry
=> by manual entry
=> by Handheld Terminal Device ( upload/download to server )
=> Online Handheld Terminal Device (Through GPRS system)
2) Consumer Reading Modification.
=> by doing manual only
3) Consumer Bill Payment.
=> direct payment in branch counter.
=> payment through bank counter/bank account
=> by online payment
-> vendor mobile app.(contracted Bank or service provide)
-> vendor counter
4) Miscellaneous Payment (Other than Bill Payment) only on branch counter
5) Disconnection List Generate
The disconnect report who have certain month dues amount

6) Re-connection of disconnected consumer
The disconnected consumer has to pay dues amount in branch counter only and the re-
connection charge has to pay in miscellaneous counter. Then only the disconnected
consumer will be reconnected.
7) Consumer Ledger Display
Consumer ledger is displayed on the request of consumer to know the paid amount and dues
amount.
Attachment 10. Details on Smart Metering Project
Brief About Smart Metering Project

In Phase -I of smart Metering Project of Kathmandu NEA has appointed the System integrator
(Pinggao Wisdom) for implementing the Smart metering solution. The brief scope of work of
this system integrator is to design, supply, establish, install, testing, commissioning, operate
and maintain the Advanced Metering Infrastructure (AMI) for consumers equipped with Single
Phase and Three Phase Whole Current meters. The system integrator is responsible for
deploying the AMI system for all across 2 DCS (Maharajganj and Ratnapark) which shall
include the 98,000 metering.
This project has been awarded to Pinggao & Wisdom JV in the month of April-19 and
completion period is 18 months.
For this phase Pinggao & Wisdom JV has proposed the HES and MDM from Wisdom along
with Middleware and database. From the Infrastructure side Pinggao & Wisdom JV has
proposed blade chassis and blade server for compute infrastructure along with SAN storage
and SAN switches at DC and SAN storage at NLDC, Both DC and NLDC will be connected
of fibre by NEA. Pinggao & Wisdom JV has also proposed firewalls, Load balancers and
Network L2 and L3 switches for connectivity and for management and monitoring of the
Applications, Servers, Storage, Network and Databases proposed under Smart Metering Phase-
I system integrator has also provisioned for EMS software.
Integration scope with other Applications

As per the Smart Metering Phase-I RFP integration point are covered under the scope of the
system integrator and MDM solution is Service Oriented Architecture (SOA) enabled. MDM
integration with other systems shall include but not limited to the following:
 HES for data exchange from other AMI/ AMR solutions
 Utility Administration
 Existing other Data Collection Systems
 IVR system, CRM, Consumer Portal
 Billing and collection system
 GIS/NA Systems integration with CIS and with MDM system including network up
gradation, load change, DT shifting, line shifting, HT consumer feeder shifting, etc.
 Support of interface with Hand Held Units (HHU) or manual reading system etc.
 Provide the ability to interface with a web portal. The interface will show customer
consumption data, historical data and analytical data regarding consumption.
 Bidder should provide suitable number of HHUs to read and update the data in MDM
in case of any communication failure between meter and HES/MDM.
Indicative Solution Architecture

Section VII. Sample Forms 510
SECTION VII. SAMPLE FORMS
Table of Sample Forms

1. Bid Submission Form (Single-Stage Bidding) ..............................................................512
2. Price Schedule Forms .....................................................................................................516
2.1 Preamble .................................................................................................................516
2.2 Grand Summary Cost Table....................................................................................518
2.3 Supply and Installation Cost Summary Table ........................................................519
2.4 Recurrent Cost Summary Table ..............................................................................520
2.5 Supply and Installation Cost Sub-Table .................................................................522
2.6 Recurrent Cost Sub-Table .......................................................................................530
2.7 Country of Origin Code Table ................................................................................545
3. Other Bid Forms and Lists.............................................................................................546
3.1.1 Certificate of Registration/ Incorporation ...............................................................547
3.1.2 Certificate of being in business operation ...............................................................548
3.1.3 Certificate for Average Annual Turnover ...............................................................549
3.1.4 Certificate on number of Personnel working in the area of ERP implementation..550
3.1.5: Past Experience Details .........................................................................................551
3.1.6 Form for Signature Authorisation ...........................................................................553
3.1.7 Manufacturer’s Authorization Form .......................................................................555
3.2 List of Proposed Subcontractors .............................................................................556
3.3 Software List ...........................................................................................................557
3.4 List of Custom Materials ........................................................................................558
3.5.1 General Information Form ......................................................................................559
3.5.6 Personnel Capabilities..........................................................................................560
3.5.6a Candidate Summary .............................................................................................562
3.5.7 Technical Capabilities .............................................................................................564
3.5.8 Litigation History ....................................................................................................565
3.6.1 Undertaking to comply with the functional requirements ......................................566
3.6.2 Undertaking to comply with the technical requirements ........................................567
3.6.3 Undertaking on Resource Deployment ...................................................................568
3.6.4 Undertaking on Compliance and Sizing of Infrastructure ......................................569
3.6.5 Undertaking on Service Level Compliance ...............................................................571
3.7.1 Work Schedule and planning for deliverables ........................................................572
3.7.2 Team Composition, Assignment, and Resources’ inputs ...........................................573
4. Bid-Securing Declaration ...............................................................................................574
4A. Bid Security (Bank Guarantee) ...................................................................................575
4B. Bid Security (Bid Bond) .............................................................................................577
5. Contract Agreement .......................................................................................................578
Appendix 1. Supplier’s Representative...........................................................................582
Appendix 2. Adjudicator .................................................................................................583
Appendix 3. List of Approved Subcontractors ...............................................................584
Appendix 4. Categories of Software ...............................................................................585
Appendix 5. Custom Materials .......................................................................................586

Appendix 6. Revised Price Schedules ............................................................................587
Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to Contract
Amendments ...........................................................................................................588
6. Performance and Advance Payment Security Forms..................................................589
6.1 Performance Security Form (Bank Guarantee).......................................................590
6.2 Advance Payment Security Form (Bank Guarantee) ..............................................591
7. Installation and Acceptance Certificates ......................................................................592
7.1 Installation Certificate .............................................................................................593
7.2 Operational Acceptance Certificate ........................................................................594
8. Change Order Procedures and Forms ..........................................................................595
8.1 Request for Change Proposal Form ........................................................................596
8.2 Change Estimate Proposal Form .............................................................................598
8.3 Estimate Acceptance Form .....................................................................................600
8.4 Change Proposal Form ............................................................................................602
8.5 Change Order Form ................................................................................................604
8.6 Application for Change Proposal Form ..................................................................606
1. BID SUBMISSION FORM (SINGLE-STAGE BIDDING)

(to be included in Financial Bid only)
Date: [ Bidder insert: date of bid ]
Loan/Credit No.: IDA-CR-5263-NP, Grant No: IDA-GR-H8580-NP
IFB: NIETTP-AF-ISP-NCS-IFMIS-075/76-01
Contract: Selection of System Integrator for Implementation of Integrated Financial
Management Information System (IFMIS) and Revenue Management System (RMS)
To:
Project Manager
Finance Directorate
Telephone: +977 1 4153200/4153201
Fax: +977-1-4153118
Dear Sir or Madam:

Having examined the Bidding Documents, including Addenda Nos. [ insert numbers ],
the receipt of which is hereby acknowledged:-
(a) we, the undersigned, offer to supply, install, achieve Operational Acceptance of, and
support the Information System under the above-named Contract in full conformity
with the said Bidding Documents for the sum of:
[ insert: amount of local ([ insert: amount of Nepalese
currency in words ] Rupees in figures from
corresponding Grand Total entry of
the Grand Summary Cost Table ])
plus [ insert: amount of foreign ([ insert: amount of foreign
currency (US $) in words ] currency (US $) in figures from
corresponding Grand Total entry of
the Grand Summary Cost Table ])
or such other sums as may be determined in accordance with the terms and conditions of the
Contract. The above amounts include all the taxes/duties/levis as applicable except Value-
Added Tax (VAT) payable in Nepal, which is paid additionally as per prevailing laws in the
Purchaser’s Country. The above amounts are in accordance with the Price Schedules attached
herewith and made part of this bid.
(b) We undertake, if our bid is accepted, to commence work on the Information System
and to achieve Installation and Operational Acceptance within the respective times
stated in the Bidding Documents.
(c) If our bid is accepted, and if these Bidding Documents so require, we undertake to
provide an advance payment security and a performance security in the form, in the
amounts, and within the times specified in the Bidding Documents.
[ As appropriate, include or delete the following paragraph ]
(d) “We accept the appointment of [ Purchaser insert: name of proposed Adjudicator
from the Bid Data Sheet ]as the Adjudicator.”
(e) “We do not accept the appointment of [ Purchaser insert: name of proposed
Adjudicator from the Bid Data Sheet ]as the Adjudicator, and we propose instead that
[ insert: name ] be appointed as Adjudicator, whose résumé and hourly fees are
attached.”
(f) We hereby certify that the Software offered in this bid and to be supplied under the
Contract (i) either is owned by us, or (ii) if not owned by us, is covered by a valid
license from the proprietor of the Software.
(g) We agree to abide by this bid, which, in accordance with ITB Clauses 13 and 16,
consists of this letter (Bid Submission Form) and the enclosures listed below, for a
period of120calendar days from the date fixed for submission of bids as stipulated in
the Bidding Documents, and it shall remain binding upon us and may be accepted by
you at any time before the expiration of that period.
(h) Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid,
and to Contract execution if we are awarded the Contract, are listed below:
Name and Address Amount and Purpose of

of Agent Currency Commission or
Gratuity
Etc. [if none, state: “none”]

(i) We have taken steps to ensure that no person acting for us or on our behalf will engage
in any type of fraud and corruption as per the principles described hereunder, during
the bidding process and contract execution:
i. We shall not, directly or through any other person or firm, offer, promise or give
to any of the Purchaser’s employees involved in the bidding process or the
execution of the contract or to any third person any material or immaterial benefit
which he/she is not legally entitled to, in order to obtain in exchange any advantage
of any kind whatsoever during the tender process or during the execution of the
contract.
ii. We shall not enter with other Bidders into any undisclosed agreement or
understanding, whether formal or informal. This applies in particular to prices,
specifications, certifications, subsidiary contracts, submission or non-submission
of bids or any other actions to restrict competitiveness or to introduce cartelisation
in the bidding process.
iii. We shall not use falsified documents, erroneous data or deliberately not disclose
requested facts to obtain a benefit in a procurement proceeding.
We understand that transgression of the above is a serious offence and appropriate actions will
be taken against such bidders.
(j) We understand that this bid, together with your written acceptance, shall constitute a
binding contract between us, until a formal contract is prepared and executed.
(k) We understand that you are not bound to accept the lowest or any bid you may receive.
Dated this [ insert: ordinal ] day of [ insert: month ],[ insert: year ].
Signed:
Date:
In the capacity of [ insert: title or position ]
Duly authorized to sign this bid for and on behalf of [ insert: name of Bidder ]
Bid Table of Contents and Checklist

Please refer to Section VI “G: Technical Responsiveness Checklist”.
2. PRICE SCHEDULE FORMS
2.1 Preamble
General
1. The Price Schedules are divided into separate Schedules as follows:
2.2 Grand Summary Cost Table
2.3 Supply and Installation Cost Summary Table
2.4 Recurrent Cost Summary Table
2.5 Supply and Installation Cost Sub-Table(s)
2.6 Recurrent Cost Sub-Tables(s)
2.7 Country of Origin Code Table
2. The Schedules do not generally give a full description of the information technologies to
be supplied, installed, and operationally accepted, or the Services to be performed under
each item. However, it is assumed that Bidders shall have read the Technical
Requirements and other sections of these Bidding Documents to ascertain the full scope
of the requirements associated with each item prior to filling in the rates and prices. The
quoted rates and prices shall be deemed to cover the full scope of these Technical
Requirements, as well as overhead and profit.
3. If Bidders are unclear or uncertain as to the scope of any item, they shall seek clarification
in accordance with the Instructions to Bidders in the Bidding Documents prior to
submitting their bid.
Pricing
4. Prices shall be filled in indelible ink, and any alterations necessary due to errors, etc.,
shall be initialed by the Bidder. As specified in the Bid Data Sheet, prices shall be fixed
and firm for the duration of the Contract.
5. Bid prices shall be quoted in the manner indicated and in the currencies specified in ITB
Clauses 14 and 15 (ITB Clauses 27 and 28 in the two-stage SBD). Prices must
correspond to items of the scope and quality defined in the Technical Requirements or
elsewhere in these Bidding Documents.
6. The Bidder must exercise great care in preparing its calculations, since there is no
opportunity to correct errors once the deadline for submission of bids has passed. A
single error in specifying a unit price can therefore change a Bidder’s overall total bid
price substantially, make the bid noncompetitive, or subject the Bidder to possible loss.
The Purchaser will correct any arithmetic error in accordance with the provisions of ITB
Clause 26.2 (ITB Clause 38.2 in the two-stage SBD).
7. Payments will be made to the Supplier in the currency or currencies indicated under each
respective item. As specified in ITB Clause 15.1 (ITB Clause 28.1 in the two-stage
SBD), no more than three foreign currencies may be used. The price of an item should
be unique regardless of installation site.
Others
8. The bidder should complete all empty cells in the Price Schedule Form, except shaded
ones.
9. As regards to items marked as “OPTIONAL” (wherever applicable), the NEA reserves
the right to decide whether to procure these items or not at the time of award or later.
10. The bidder should mandatorily quote for all items including sub-items.
11. Prices quoted by the bidder should be inclusive of all charges except VAT payable in
Nepal. It is the responsibility of the bidder to include all applicable costs and charges in
the Price Schedule Form. No extra costs and charges will be considered.
2.2 Grand Summary Cost Table

Table below provides summary of total cost of project:
Total Cost including all taxes & duties except VAT payable in Nepal
S.
Category/Sub-Category Nepalese Rupees Foreign Currency 1 Foreign Currency 2 Foreign Currency 3
No.
(NPR) (FC1) (FC2) (FC3)
Supply and Installation Costs
1 (Table A: Supply and Installation
Cost Summary )
Recurrent Costs
2
(Table B: Recurrent Cost Summary)
3 Total Cost of Project (TCP)- Phase-I
Note: Supply and Installation Costs should not exceed 65% of Total Cost of Project (TCP).
Table below provides summary of total cost of extension of post-warranty services, if any, for a period of five years. This cost will be
considered for financial evaluation purpose.
S.
Category/Sub-Category Nepalese Rupees Foreign Currency 1 Foreign Currency 2 Foreign Currency 3
No.
(NPR) (FC1) (FC2) (FC3)
Recurrent Costs
4 (Table C: Recurrent Cost Summary -
Extension)- Phase-II
Note: Recurrent cost quoted for extension of post warranty services i.e. Phase II of project (Fin Form 2.4 table C) should be in proportion
to recurrent cost quoted for the main project i.e. Phase-I (Fin Form 2.4 table B). Cost towards Extension as quoted in above Table C:
Recurrent Cost Summary – Extension will not be part of Contract Price resulting from this bidding. Subject to related clauses mentioned
in this bid document, a separate Contract for extension/phase-2 will be signed after completion of phase-1 successfully.
Name of Bidder:
Authorized Signature of Bidder:

2.3 Supply and Installation Cost Summary Table

Costs MUST reflect prices and rates quoted in accordance with ITB Clauses 14 and 15 (ITB Clauses 27 and 28 in the two-stage SBD).
Table A: Supply and Installation Cost Summary

Total Cost including all taxes & duties except VAT
Supply and payable in Nepal
S.
Installation Locally
No Category/Sub-Category Items Supplied from outside the Purchaser’s
Cost Sub- Supplied
. Country
Table No. Items
NPR NPR FC1 FC2 FC3
1. Hardware for Data Centre & Backup site A1
2. Software for Data Centre & Backup site A2
3. Implementation Service A3
4. Capacity Building and Change Management A4
Total Supply and Installation Cost A
{Amount should tally with cost of S. No. 1 of 2.2 Grand Summary
Cost Table for each currency}
Note: Price quoted must include all the Taxes, Duties or Levis as applicable except VAT payable in Nepal. Refer tax related clauses carefully for
more details.
Name of Bidder:

2.4 Recurrent Cost Summary Table

Costs MUST reflect prices and rates quoted in accordance with ITB Clause 27. Costs should include all the recurrent costs during Post
Operational Acceptance (Go-Live) period of project i.e. Year 1 and 2. Year 1 is 12 months from date of operational acceptance.
Table B: Recurrent Cost Summary
Total Cost including all taxes & duties except VAT
S. Recurrent Cost
Category/Sub-Category payable in Nepal
No. Sub-Table No.
NPR FC1 FC2 FC3
Annual Maintenance Cost-Hardware and
1. B1
Networking
Annual Maintenance Cost-IFMIS, RMS and
2. B2
other Standard Software
Post Operational Acceptance (Go-Live)
3. B3
Support Services
Total Recurrent Costs B
{Amount should tally with cost of S. No. 2 of 2.2
Grand Summary Cost Table for each currency}
Below table reflects prices and rates during extension of post operational acceptance (Go-Live) services of project i.e. Year 3 to Year 7.
Table C: Recurrent Cost Summary-Extension
S. Recurrent Total Cost including all taxes & duties except VAT
No Category/Sub-Category Cost Sub- payable in Nepal
. Table No. NPR FC1 FC2 FC3
Annual Maintenance Cost-Hardware and
4. C1
Networking
Annual Maintenance Cost-IFMIS, RMS and
5. C2
other Standard Software
Post Operational Acceptance Services from
6. C3
Year 3 to Year 7
Total Recurrent Costs- Extension C
{Amount should tally with cost of S. No. 4 of 2.2 Grand
Summary Cost Table for each currency}
Name of Bidder:

2.5 Supply and Installation Cost Sub-Table

Prices, rates, and subtotals MUST be quoted in accordance with ITB Clauses 27 and 28. Unit prices for the same item appearing several
times in the table must be identical in amount and currency.
Bidder’s quote for goods and services mentioned in the sub-section 2.6 of price bid format should be inclusive of cost towards providing
warranty services for a period upto completion of one year from date of operational acceptance by Purchaser.
Table A1: Cost of Hardware at Data Centre (DC) and Backup Site
Unit Price including all taxes & Total Cost including all taxes &
duties except VAT payable in duties except VAT payable in
Countr Quantit Nepal Nepal
S.
y of Quantit y Items Supplied from Supplie Items Supplied from
No Description Supplied
Origin y (DC) (Backu outside the Purchaser’s d outside the Purchaser’s
. Locally
Code p Site) Country Locally Country
NP FC FC FC NP FC FC FC
NPR NPR
R 1 2 3 R 1 2 3
1. Integrated Data Centre Rack Solution (Data 1
Centre)- two racks solution
2. Integrated Data Centre Rack Solution (Backup 1
Site)- one rack solution
3. Database Server 2
4. Web & Application Production Server (IFMIS 4
and RMS )
6. ESB/SOA Server 2
7. Payment & SMS Gateway 2
8. Directory, DNS, DHCP and other Servers
13. Router 2 1
14. Firewall 2 1
17. LAN Switches ( L3 Switch 48-port) 2 1
18. LAN Switches ( L2 Switch 24-port) 2
19. DMZ Switches 2
Unit Price including all taxes & Total Cost including all taxes &
duties except VAT payable in duties except VAT payable in
Countr Quantit Nepal Nepal
S.
y of Quantit y Items Supplied from Supplie Items Supplied from
No Description Supplied
Origin y (DC) (Backu outside the Purchaser’s d outside the Purchaser’s
. Locally
Code p Site) Country Locally Country
NPR NPR
R 1 2 3 R 1 2 3
21. KVM Switch 1
23. Passive Cabling, Electrical Cabling &
components
24. Any other item (Specify)
Total A1
{Amount should tally with cost of S. No. 1 of 2.3 Table A: Supply and Installation Cost Summary for each currency}
Table A2: Cost of Software

Unit Price including all taxes Total Cost including all taxes
Country & duties except VAT payable & duties except VAT payable
S. of No. of Units/ in Nepal in Nepal
Software Item Items Supplied from Items Supplied from
No Origin Licenses Supplied Supplied
outside the Purchaser’s outside the Purchaser’s
Code Locally
Country
Locally
Country
NPR NPR FC1 FC2 FC3 NPR NPR FC1 FC2 FC3
1. IFMIS Software-User As per requirement
ERP Licenses
(Including DB) for
1600 Users
(unit of license should
be such that NEA if
required can procure
additional licenses for
every 100 additional
users)
Module 1 As per requirement
…. As per requirement
… As per requirement
Module n As per requirement
2. RMS Cost (Including As per requirement
DB) (3.5 Million
Consumers)
a) in case of COTS
solution, bidder
shall provide
license cost -unit of
license should be
such that NEA if
required can
Code Locally
Country
Locally
Country
procure additional
licenses for every
0.1 million
additional
consumers)
b) in other cases,
bidder shall
provide cost of
software (not the
license)
…. As per requirement
… As per requirement
Module n As per requirement
3. Application & Portal As per requirement
Server Software
(Enterprise License)
4. Mobile Application As per requirement
Tool/Framework
5. Payment gateway As per requirement
6. SMS gateway As per requirement
7. Directory, SSO, SOA As per requirement
8. Operating system As per requirement
9. Virtualization Software As per requirement
10. Any other items As per requirement
(Specify)
Code Locally
Country
Locally
Country
Total A2
{Amount should tally with cost of S. No. 2 of 2.3 Table A: Supply and Installation Cost
Summary for each currency}
In case of additional license are required to be procured by purchaser, system integrator shall provide the same at the unit rate specified
in the above table. Unit rate will remain unchanged till the end of contract period.
Table A3: Cost of Implementation Service

The bidder should incorporate cost of all the manpower involved in design, development, implementation, integration and data migration
of IFMIS and RMS till the time of Go-Live in the below mentioned table
Unit Price including all taxes & duties Total Cost including all taxes & duties
Country
except VAT payable in Nepal except VAT payable in Nepal
S of
Items Quantity Supplied Items Supplied from outside Supplied Items Supplied from outside
No Origin
Locally the Purchaser’s Country Locally the Purchaser’s Country
Code
Design,
development
1. and pilot
implementation
of IFMIS
Design,
development
2. and pilot
implementation
of RMS
Data Migration
3. for IFMIS and
RMS
Integration
with other
system such as
MDM of smart
4. meter project
and MDM of
AMR/AMI for
industrial
consumers
Any other item
5.
(Specify)
Unit Price including all taxes & duties Total Cost including all taxes & duties
Country
except VAT payable in Nepal except VAT payable in Nepal
S of
Items Quantity Supplied Items Supplied from outside Supplied Items Supplied from outside
No Origin
Locally the Purchaser’s Country Locally the Purchaser’s Country
Code
Total A3
{Amount should tally with cost of S. No. 3 of 2.3 Table A: Supply and Installation Cost
Table A4: Cost of Capacity Building

S No Items
NPR FC1 FC2 FC3
1. Capacity Building Plan
2. User Training (sub-table A42)
Total A4
{Amount should tally with cost of S. No. 4
of 2.3 Table Supply and Installation Cost
Table A42: Training cost

Unit Price including all taxes & duties Total Cost including all taxes &
S Training
Participants Quantity except VAT payable in Nepal duties except VAT payable in Nepal
No Type
NPR FC1 FC2 FC3 NPR FC1 FC2 FC3
1. Sensitization Senior 30
Training Officials
2. On-the-Job Users 2000
training for
IFMIS
3. Application IT Team 10
administration
training
4. On-the-Job Users 1260
training for
RMS
Total A42
{Amount should tally with cost of S. No. 2 of 2.5 Table A4: Cost of Capacity Building
for each currency}
Name of Bidder:

2.6 Recurrent Cost Sub-Table

Costs MUST reflect prices and rates quoted in accordance with ITB Clauses 27 and 28. Unit prices for the same item appearing several
times in the table must be identical in amount and currency.
Bidder shall provide warranty services as per scope defined in this bidding document without any cost to Purchaser. Bidder’s quote for
goods and services mentioned in above table 2.5 of price bid format should be inclusive of cost towards providing warranty services for
a period of one year starting from date of operational acceptance by Purchaser.
Table B1: Annual Maintenance Cost-Hardware and Networking
Total Operational & Maintenance
Charges including all taxes & duties
except VAT payable in Nepal, which
S. Quantity should cover at least the same requirements
Description Quantity (DC)
No. (Backup Site) as mentioned in this bidding document
Year 11 From Year 2
R 1 2 3 R 1 2 3
Integrated Data Centre Rack Solution
1. 1
(Data Centre) - two racks solution
Integrated Data Centre Rack Solution
2. 1
(Backup Site) - one rack solution
Web & Application Production Server
4. 4
(IFMIS and RMS)
6. ESB/SOA Server 2
7. Payment & SMS Gateway
8. Directory, DNS, DHCP and other Servers 2
1
Bidder shall not quote any operation and maintenance charges for Year 1 as all above items are covered under warranty for Year 1.
Year 1 is a period of 12 months from date of Go-Live/ Operational Acceptance of System.
Total Operational & Maintenance

Charges including all taxes & duties
except VAT payable in Nepal, which
S. Quantity should cover at least the same requirements
Description Quantity (DC)
No. (Backup Site) as mentioned in this bidding document
Year 11 From Year 2
R 1 2 3 R 1 2 3
13. Router 2 1
14. Firewall 2 1
17. LAN Switches (L3 Switch 48-port) 2 1
18. LAN Switches (L2 Switch 24-port) 2
19. DMZ Switches 2
21. KVM Switch 1
Passive Cabling, Electrical Cabling & As per As per
23.
components requirement requirement
24. Any other item (Specify)
Total B1
{Amount should tally with cost of S. No. 1 of 2.4 Table B: Recurrent Cost Summary
for each currency}
Table B2: Annual Maintenance Cost- IFMIS, RMS and other Standard Software
Total Annual Maintenance Cost – IFMIS, RMS and other standard
software, including all taxes & duties except VAT payable in Nepal
No. of
S. (labour, parts & transport), which should cover at least the same
Software Item Units/
No requirements as per conditions mentioned in this bidding document
Licenses
Year 1 Year 2
ERP for IFMIS Software- 1600
user licenses with full use
1.
license for database for
complete project
RMS software for 3.5 Million
Consumer
a) in case of COTS
solution, bidder shall
provide license cost -
unit of license should be
such that NEA if
required can procure
2.
additional licenses for
every 0.1 million
additional consumers)
b) in other cases, bidder
shall provide
maintenance cost of
software (not the
license)
Application & Portal Server
3.
Software (Enterprise License)
Mobile Application Tool/
4.
Framework
5. Payment gateway
6. SMS gateway
Total Annual Maintenance Cost – IFMIS, RMS and other standard

software, including all taxes & duties except VAT payable in Nepal
No. of
S. (labour, parts & transport), which should cover at least the same
Software Item Units/
No requirements as per conditions mentioned in this bidding document
Licenses
Year 1 Year 2
7. Directory, SSO, SOA
8. Operating system
9. Virtualization Software
10. Any other items (Specify)
Year Wise Total
Total B2
NPR FC1 FC2 FC3
Table B: Recurrent Cost Summary for each
currency}
Table B3: Post Go-Live Support Services

Total Post Operational Acceptance Support Service Charges including all
Unit Rate taxes & duties except VAT payable in Nepal, which should cover at least the
S Person
Items (Per Person same requirements as mentioned in this bidding document
No Months#
Month) Year 1 Year 2
Project Manager/
1.
Team Leader
2. Finance Expert
Finance & Asset
3. Management
Module Lead
Material
4. Management
Module Lead
Human Resource
5. Management
Module Lead
Power Sector
6.
Domain Expert
Billing and
7. Collection
Module Lead
Infrastructure
8.
Expert
System
9.
Administrator
Database
10.
Administrator
Support Team –
11. Resource 1
<Specify Name>

S Person
No Months#
Support Team –
12. Resource 2
<Specify Name>
Support Team –
13. Resource 3
<Specify Name>
Support Team –
14. Resource 4
<Specify Name>
Rollout and
Handholding
15. Support -
Resource 1
<Specify Name>
Rollout and
Handholding
16. Support -
Resource 2
<Specify Name>
Rollout and
Handholding
17. Support -
Resource 3
<Specify Name>
Rollout and
Handholding
18. Support -
Resource 4
<Specify Name>

S Person
No Months#
Rollout and
Handholding
19. Support -
Resource 5
<Specify Name>
Any Other
20. <<Specify
Name>>
Year Wise Total
Total B3
NPR FC1 FC2 FC3
Table B: Recurrent Cost Summary for each
currency}
# please refer to Clause 1.6 of technical requirements for minimum man months
Below table reflects prices and rates during extension of post operational acceptance (Go-Live) services of project i.e. Year 3 to Year 7.
Table C1: Annual Maintenance Cost-Hardware and Networking (Extension)
Total Annual Maintenance Cost – Hardware & Networking, including
all taxes & duties except VAT payable in Nepal, which should cover at
Quantity least the same requirements as mentioned in this bidding document
S. Quantity
Description (Backup Year 3 Year 4 Year 5 Year 6 Year 7
No. (DC)
Site) N F F F N F F F N F F F N F F F N F F F
P C C C P C C C P C C C P C C C P C C C
R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3
Integrated Data
Centre Rack Solution
1. 1
(Data Centre)- two
racks solution
Integrated Data
Centre Rack Solution
2. 1
(Backup Site)- one
rack solution
Web & Application
4. Production Server 4
(IFMIS and RMS)
Business Intelligence
5. 2
& Reporting Server
6. ESB/SOA Server 2
Payment & SMS
7.
Gateway
Directory, DNS,
8. DHCP and other 2
Servers
Mail and Messaging
9.
Server
Development & QA
10. 1
Server

S. Quantity
No. (DC)
R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3
Server Load
11. 1
Balancer
SAN Storage with
12. 1 1
SAN Switch
13. Router 2 1
14. Firewall 2 1
Intrusion Prevention
15. 2
System (IPS)
LAN Switches (L3
17. 2 1
Switch 48-port)
LAN Switches (L2
18. 2
Switch 24-port)
19. DMZ Switches 2
Display LED 42" for
20. 2
NOC
21. KVM Switch 1
Hardware Security
22. 1
Module (HSM)
Passive Cabling, As per As per
23. Electrical Cabling & requirem requireme
components ent nt
Any other item
24.
(Specify)
Year wise Total Cost
Total C1 NPR FC1 FC2 FC3

S. Quantity
No. (DC)
R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3
Table C: Recurrent Cost Summary- Extension for
each currency}
Note: Bidder shall ensure that quote of any year should not be less than that of preceding year. For instance, quote of Year 4 can’t be
less than quote of Year 3.
Table C2: Annual Maintenance Cost- IFMIS, RMS and other Standard Software (Extension)
Total Operational & Maintenance Charges including all taxes & duties
except VAT payable in Nepal (labour, parts & transport), which should
cover at least the same requirements as per conditions mentioned in this
No. of Units/ bidding document
S. No Software Item
Licenses Year 3 Year 4 Year 5 Year 6 Year 7
N F F F N F F F N F F F N F F F N F F F
R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3
ERP for IFMIS
Software- 1600 user
1. licenses with full use
license for database
for complete project
RMS software for
3.5 Million Consumer
a) in case of COTS
solution, bidder
shall provide
license cost -unit
of license should
be such that NEA
if required can
2. procure additional
licenses for every
0.1 million
additional
consumers)
b) in other cases,
bidder shall
provide cost of
software (not the
license)
Total Operational & Maintenance Charges including all taxes & duties
except VAT payable in Nepal (labour, parts & transport), which should
cover at least the same requirements as per conditions mentioned in this
No. of Units/ bidding document
S. No Software Item
Licenses Year 3 Year 4 Year 5 Year 6 Year 7
N F F F N F F F N F F F N F F F N F F F
R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3 R 1 2 3
Application & Portal
3. Server Software
(Enterprise License)
Mobile Application
4.
Tool/Framework
5. Payment gateway
6. SMS gateway
Directory, SSO and
7.
SOA/ESB
8. Operating system
Virtualization
9.
Software
Any other items
10.
(Specify)
Table C: Recurrent Cost Summary- Extension for
each currency}
Table C3: Post Go-Live Support Services (Extension)

Total Operational & Maintenance Charges
including all taxes & duties except VAT
Unit Rate (Per Person Month) payable in Nepal, which should cover at least the
S Person same requirements as mentioned in this bidding
Items document
No Months#
Year 3 Year 4 Year 5 Year 6 Year 7 Year 3 Year 4 Year 5 Year 6 Year 7
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
Project Manager/
1. Team Leader
2. Finance Expert
Finance & Asset
3. Management Module
Lead
Material Management
4. Module Lead
Human Resource
5. Management Module
Lead
Power Sector Domain
6. Expert
Billing and
7. Collection Module
Lead
8. Infrastructure Expert
9. System Administrator
Database
10.Administrator
Support Team –
11.Resource 1 <Specify
Name>
Support Team –
Name>

Items document
No Months#
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
Support Team –
Name>
Support Team –
Name>
Rollout and
Handholding Support
15.- Resource 1
<Specify Name>
Rollout and
Handholding Support
16.- Resource 2
<Specify Name>
Rollout and
Handholding Support
17.- Resource 3
<Specify Name>
Rollout and
Handholding Support
18.- Resource 4
<Specify Name>
Rollout and
Handholding Support
19.- Resource 5
<Specify Name>
Any Other <Specify
20.Name>

Items document
No Months#
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
NPR
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
FC1
FC2
FC3
{Amount should tally with cost of S. No. 6 of 2.4 Table C: Recurrent Cost Summary- Extension for
each currency}
Name of Bidder:

2.7 Country of Origin Code Table

Country of Origin Country Country of Origin Country Code Country of Origin Country
Code Code
3. OTHER BID FORMS AND LISTS

3.1.1 Certificate of Registration/ Incorporation

Bidder Name:
Registered/Incorporated as ____________________ in year ____________ at
___________________.
Registration Number
Country
Supporting Documents: Copy of Certificate of Registration/ Incorporation.

3.1.2 Certificate of being in business operation
(On Statutory Auditor’s Letter Head)
We hereby certify that the M/s ____________________ (name of the bidder), having
registered office at ---------------------- (address of the registered office) has been continuously
in business operations for more than last ___ years as on the date of submission of the Bid.
(Signature of Statutory Auditor)

Name of Statutory Auditor:
Name of Statutory Auditor Firm:
Seal
3.1.3 Certificate for Average Annual Turnover
(On Statutory Auditor’s Letter Head)
We hereby certify that total average annual turnover of M/s____________________ (name of

the bidder/JV member) during the last three audited financial years is as given below:
Annual turnover<<Specify Currency>> Average Annual

Turnover
<<FY 1____>> <<FY 2____>> <<FY 3____>>
(Signature of Statutory Auditor)

Name of Statutory Auditor:
Name of Statutory Auditor Firm:
Seal
Supporting Documents: Copy of audited balance sheet and profit & loss statement for last 3
(three) financial years.
3.1.4 Certificate on number of Personnel working in the area of ERP

implementation
(On the letter head of the bidder)
We hereby certify that the M/s ____________________ (name of the bidder), having
registered office at ---------------------- (address of the registered office) have -------------------
<<mention the number of personnel>>working in the area of ERP implementation on payroll
of the company as on <<specify date (should not be prior to 31 December 2018)>>.
Yours Sincerely,
(Signature of HR head of the company)

Name of the Signatory:
Seal:
3.1.5: Past Experience Details

The bidder needs to strictly adhere to the formats provided below and provide information
against each of the line items. Any non-conformance shall constitute a deviation from this
bidding document conditions.
The bidder should provide copy of work order, certificate of completion and other documents
certifying the required details for each project.
Name of Bidder or partner of a Joint Venture

Use a separate sheet for each contract.
1. Number of contract
Name of contract
Country
2. Name of Purchaser
3. Purchaser address
4. Nature of Information Systems and special features relevant to the contract for which
the Bidding Documents are issued ( include details of functional modules
implemented – Use separate sheet for more details )
5. Contract role (check one)
Prime Supplier  Management Contractor  Subcontractor  Partner in a
Joint Venture
6. Amount of the total contract/subcontract/partner share (in specified currencies at

completion, or at date of award for current contracts): ___________
Currency: __________________
7. Equivalent amount US$

Total contract: $_______; Subcontract: $_______; Partner share: $_______;
8. Date of award:________
Date of completion:________
Date of Operational Acceptance:________
9. Contract was completed _____ months ahead/behind original schedule (if behind,
provide explanation).
10. Contract was completed US$ _________ equivalent under/over original contract
amount (if over, provide explanation).
11. Special contractual/technical requirements.

12. Indicate the approximate percent of total contract value (and US$ amount) of
Information System undertaken by subcontract, if any, and the nature of such
Information System.
13. Number of ERP user licenses for this project (in case of ERP project citation ):
14. Number of consumers (in case of RMS project citation )
3.1.6 Form for Signature Authorisation

[plus, in the case of a Joint Venture Bidder, list all other authorizations pursuant to ITB
Clause 6.2]
(On Stamp Paper of relevant value)
Know all men by these presents, we (name of the company

and address of the registered office) do hereby appoint and authorize Mr. / Ms.
(full name and residential address) who is presently employed with us and
holding the position of as our attorney, to do in our name
and on our behalf, all such acts, deeds and things necessary in connection with or incidental to
our bid document for the “Supply, Installation and Implementation of Integrated Financial
Management Information System (IFMIS) and Revenue Management System (RMS) ”, in
response to the bids invited by Nepal Electricity Authority (hereinafter referred to as NEA),
including signing and submission of all documents and providing information / responses to
NEA in all matters in connection with our bid.
We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant
to this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney
shall and shall always be deemed to have been done by us.
Dated this _____ day of ____________________ 2019

For
(Signature)
(Name, Designation and Address)
Accepted
(Signature)
(Name, Title and Address of the Attorney)
Note:
1. The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executants and when it is so required the same should be under common seal affixed in
accordance with the required procedure.
2. Also, wherever required, the bidder should submit for verification the extract of the charter
documents and documents such as a resolution / power of attorney in favour of the person
executing this Power of Attorney for the delegation of power hereunder on behalf of the
bidder.
3. In case the bid is signed by an authorized Director / Partner or Proprietor of the bidder, a
certified copy of the appropriate resolution / document conveying such authority may be
enclosed in lieu of the Power of Attorney.
3.1.7 Manufacturer’s Authorization Form
Invitation for Bids Title and No.:

[If applicable:] Lot, Slice, Subsystem No(s).:
To: ________________________________
WHEREAS _______________________________________ who are official producers of

_______________________________________________ and having production facilities at
__________________________________________________________ do hereby authorize
__________________________________________________________________ located at
_____________________________________________________ (hereinafter, the “Bidder”)
to submit a bid and subsequently negotiate and sign a Contract with you for resale of the
following Products produced by us:
We hereby confirm that, in case the bidding results in a Contract between you and the Bidder,
the above-listed products will come with our full standard warranty.
Name In the capacity of
Signed
Duly authorized to sign the authorization for and on behalf of : ________________________
Dated on _______________________________ day of ______________________, ______.
Note: This authorization should be written on the letterhead of the Manufacturer and be
signed by a person with the proper authority to sign documents that are binding on the
Manufacturer.
.
3.2 List of Proposed Subcontractors
Item Proposed Subcontractor Place of Registration &

Qualifications
3.3 Software List
(select one per item) (select one per item)
General-
System Purpose Application Standard Custom
Software Item Software Software Software Software Software
3.4 List of Custom Materials
Custom Materials
3.5.1 General Information Form
All individual firms and each partner of a Joint Venture that are bidding must complete the
information in this form. Nationality information should be provided for all owners or Bidders
that are partnerships or individually owned firms.
Where the Bidder proposes to use named Subcontractors for highly specialized components of
the Information System, the following information should also be supplied for the
Subcontractor(s), together with the information in Forms 3.5.2, 3.5.3, 3.5.3a, 3.5.4, and 3.5.5.
Joint Ventures must also fill out Form 3.5.2a.
1. Name of firm
2. Head office address
3. Telephone Contact
4. Fax Telex
5. Place of incorporation / registration Year of incorporation / registration
Nationality of owners¹
Name Nationality
1.
2.
3.
4.
5.
¹/ To be completed by all owners of partnerships or individually owned firms.
3.5.6 Personnel Capabilities
(Provide details for all 10 resources whose profiles are to be evaluated as per BDS ITB
40.5. Use separate sheets for each resource)
Name of Bidder
Position Title and No. {e.g., PROJECT MANAGER}

Name of Expert: {Insert full name}
Date of Birth: {day/month/year}
Country of
Citizenship/Residence
Education: {List college/university or other specialized education, giving names of

educational institutions, dates attended, degree(s)/diploma(s) obtained}
________________________________________________________________________
________________________________________________________________________
Employment record relevant to the assignment: {Starting with present position, list in
reverse order. Please provide dates, name of employing organization, titles of positions held,
types of activities performed and location of the assignment, and contact information of
previous clients and employing organization(s) who can be contacted for references. Past
employment that is not relevant to the assignment does not need to be included.}
Period Employing organization and Country Summary of

your title/position. Contact activities
info for references performed relevant
to the Assignment
[e.g., May [e.g., Ministry of ……,
2015- advisor/consultant to…
present] For references:
Tel…………/e-mail……; Mr.
_______, deputy minister]
Membership in Professional Associations and Publications:

______________________________________________________________________
Language Skills (indicate only languages in which you can work): ______________
______________________________________________________________________
Adequacy for the Assignment:

Detailed Tasks Assigned on Supplier’s Reference to Prior Work/Assignments
Team of Experts: that Best Illustrates Capability to
Handle the Assigned Tasks
{List all deliverables/tasks as in
Implementation Schedule in which the
resource will be involved)
Resource’s contact information: (e-mail …………………., phone……………)

3.5.6a Candidate Summary

Name of Bidder
Summary {Prepare CV summary for each resource}
{Use below format For Project Manager/ Team Lead, Finance & Asset Management Lead,
Material Management Lead, Project Accounting Lead, Human Resource Management Lead,
Metering, Billing and Collection Lead, System Administrator, Database Administrator,
Infrastructure Lead }
Name Proposed Qualification
Position
Experience (Years) No. of project {e.g. B.E. + MBA (IT) +
in similar role Certification}
S. Organisation Profile No. of No. of Functional Coverage (Yes/No)
No. Users locations
Power
Organisation Govt./PSU
Sector FI MM AM PA HRMS EA MBC
Name (Yes/No)
(Yes/No)
1
2
3
4
{No. of projects to be considered -4 }
FI- Finance Management; MM-Material Management; AM- Asset Management; PA-Project
Accounting, HRMS- Human Resource Management System, EA- Energy Audit, MBC-
{For Finance Expert and Domain Expert}

Name Proposed Qualification
Position
Experience(Years) No. of {e.g. M.Com + Chartered Accountant}
project in
similar role
S. Organization Profile Involved in designing of following Implemented
No. module Through
(Yes/No) ERP/COTS
(Yes/No)
Power
Organization Govt./PSU
Sector FI MM AM PA HRMS EA MBC
Name (Yes/No)
(Yes/No)
1
2
3
4
{No. of projects to be considered - 4 }
FI- Finance Management; MM-Material Management; AM- Asset Management; PA-Project
Accounting, HRMS- Human Resource Management System, EA- Energy Audit, MBC-
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly
describes myself, my qualifications, and my experience, and I am available to undertake the
assignment in case of an award. I understand that any misstatement or misrepresentation
described herein may lead to my disqualification or dismissal by the Client, and/or sanctions
by the Bank.
{day/month/year}
Name of Expert Signature

Date
{day/month/year}
Name of authorized Signature

Date
Representative of the Supplier
(the same who signs the Bid)
3.5.7 Technical Capabilities

Name of Bidder
The Bidder shall provide adequate information to demonstrate clearly that it has the technical
capability to meet the requirements for the Information System. With this form, the Bidder
should summarize important certifications, proprietary methodologies, and/or specialized
technologies which the Bidder proposes to utilize in the execution of the Contract or Contracts.
3.5.8 Litigation History

Name of Bidder or partner of a Joint Venture
Bidders, including each of the partners of a Joint Venture, shall provide information on any
history of litigation or arbitration resulting from contracts executed in the last five years or
currently under execution. A separate sheet should be used for each partner of a Joint Venture.
Year Award FOR Name of client, cause of litigation, and matter in Disputed amount
or AGAINST dispute (current value, US$
Bidder equivalent)
3.6.1 Undertaking to comply with the functional requirements

(on the letterhead of Bidder/Lead member in case of JV)
[Date]
To
<<Insert address>>
Ref: Undertaking to comply with the all the functional requirements for envisaged NEA
solution
Dear Sir,
In response to the IFBNo.________________________ dated _______________________

on behalf of M/s___________________________________________, I/ We hereby declare
that our envisaged solution confirms all the functional requirements in line with the
envisaged NEA solution as specified in this this bidding document. If any module/sub
module does not meet the requirements mentioned in this bidding document, we will
customize it to meet the requirements without any additional financial implications to
Purchaser.
We also confirm to provide any additional functionalities/features not specifically mentioned

in this bidding document but agreed during System Study/Design stage.
Signed
Duly authorized to sign the authorization for and on behalf of:

________________________
Dated on _________ day of ______________

3.6.2 Undertaking to comply with the technical requirements

[Date]
To
<<Insert Address>>
Ref: Undertaking to comply with the technical requirements for proposed NEA solution
Dear Sir,
In response to the IFBNo._________________________dated ______________________

on behalf of M/s___________________________________________, I/ We hereby declare
that our envisaged solution includes all required ICT infrastructure, including hardware,
software, networking and security components, with adequate sizing as per requirements
specified in this bidding document. We also confirm that our envisaged solution confirms
with the technical requirements and Service Levels as specified in this bidding document. If
any component does not meet the requirements, we will replace the component without any
additional financial implications to Purchaser.
We also confirm to provide any additional functionalities/features not specifically mentioned

in this bidding document but agreed during System Study/Design stage.
Signed

________________________
Dated on _________ day of ______________

3.6.3 Undertaking on Resource Deployment

[Date]
To
<<Insert Address>>
Ref: Undertaking on Resource Deployment
Dear Sir,
I/We do hereby undertake that our proposed team composition meets the minimum resource
requirements as specified in this bidding document and all the resources shall be deployed
during the Project as per our Bid submitted in response to your Invitation of Bid.
We undertake that any of the resource proposed shall not be removed or replaced without the
prior written consent of Purchaser.
Under exceptional circumstances (viz. resignation by resource/medical unfitness), if the

resource(s) is(are) to be replaced or removed, we shall submit the profiles of personnel being
proposed as replacements, which will be equivalent or better than the ones being replaced.
The Purchaser will have the right to accept or reject the substitute profiles.
Further, we undertake that we shall deploy adequate number of properly qualified additional
resources (over and above of the minimum resources as specified in this bidding document)
as shall be required for successful and timely completion of the Project.

Signed
________________________
Dated on _________ day of ______________
3.6.4 Undertaking on Compliance and Sizing of Infrastructure

(Company letterhead)
[Date]
To
Project Manager
Finance Directorate
Durbar Marg, Kathmandu,
Nepal
Ref: Undertaking on Compliance and Sizing of Infrastructure
Dear Sir,
I/We do hereby undertake that we have proposed OEM Vetted sizing of hardware and software
(including licenses) based on the functional, technical and user load requirements of NEA as
indicated in this bidding document, our understanding of the IFMIS and RMS Project and in
accordance with the SLAs. We assure NEA that the sizing is done for all the functionality,
expected user and transaction load envisaged in this bidding document for entire project
duration.
Further, I/we do hereby undertake that any custom development carried out for the proposed
IFMIS and RMS solution will come along with the necessary source code. If the NEA wants
to use such custom developed product for further development of their application on top of
the product, it would be able to use the proposed software for such a development work. I/ we
give an undertaking that the source code would be provided to the NEA without any condition.
Any augmentation of the proposed solution or sizing of any of the proposed solutions
(software, hardware etc.) in order to meet the minimum requirements and/or the requisite
Service Level requirements and/ or overall requirements of IFMIS and RMS Project as
specified in this bidding document will be carried out at no additional cost to NEA.
Signed

________________________
Dated on _________ day of ______________
Enclosure: OEM Certificate for vetting the sizing of proposed solution.

3.6.5 Undertaking on Service Level Compliance

(Company letterhead)
[Date]
To
Project Manager
Finance Directorate
Ref: Undertaking on Service Level Compliance
Dear Sir/Madam,
I/We do hereby undertake that we shall monitor, maintain, and comply with the service levels
requirements stated in this bidding document to provide quality service to Nepal Electricity
Authority (NEA).
Further, NEA has the right to make deduction from the payment payable to us in the event of
non-compliance of Service Level requirements.
Signed
Duly authorized to sign the authorization for and on behalf of :

________________________
Dated on _________ day of ______________

3.7.1 Work Schedule and planning for deliverables
Months
N° Deliverables 1 (D-.)
1 2 3 4 5 6 7 8 9 ... n TOTAL
{e.g., Deliverable #1:
D-1
Report A
1) data Collection
2) drafting
3) presentation
4) incorporating
comments
5) .....................
6) delivery of final
report to Client}
{e.g., Deliverable
D-2
#2:........}
D-n
1 List the deliverables with the breakdown for activities required to produce them and other
benchmarks such as the Client’s approvals. For phased assignments, indicate the activities,
delivery of reports, and benchmarks separately for each phase.
2 Duration of activities shall be indicated in a form of a bar chart.
3. Include a legend, if necessary, to help read the chart.
3.7.2 Team Composition, Assignment, and Resources’ inputs
Expert’s input (in person/month) per each Deliverable (listed Total time-input
N° Name in TECH-5) (in Months)
Position D-1 D-2 D-3 .... D-n Home Field Total
RESOURCES AS PER REQUIREMENTS OF THIS BID
DOCUMENT
{e.g., [Home] [2 [1.0] [1.0]
Mr. [Team month]
K-1
Abbb Leader] [Field] [0.5 m] [2.5] [0]
b}
K-2
K-3
K-n
Subtotal
ADDITIONAL RESOURCES, if any
[Home]
N-1
[Field]
N-2
N-n
Subtotal
Total
1 Months are counted from the start of the assignment/mobilization. One (1) month equals twenty
two (22) working days. One working day shall be of eight (8) working hours.
2 “Home” means work in the office in the expert’s country of residence. “Field” work means work
carried out in the Client’s country or any other country outside the expert’s country of residence.
4. BID-SECURING DECLARATION
IFB:[insert: title and number of IFB]
To:[insert: name and address of Purchaser]
We, the undersigned, declare that:
We understand that, according to your conditions, bids must be supported by a Bid-Securing

Declaration.
We accept that we, and in the case of a Joint Venture all partners to it, will automatically be
suspended from being eligible for participating in bidding for any contract with you for the
period of time of [Purchaser insert: number of months or years], in case of, and starting from
the date of, breaching our obligation(s) under the bidding conditions due to:
(a) withdrawing our bid, or any part of our bid, during the period of bid validity specified
in the Bid Submission Form or any extension of the period of bid validity which we
subsequently agreed to; or
(b) having been notified of the acceptance of our bid by you during the period of bid
validity, (i) failing or refusing to execute the Contract Agreement, or (ii) failing or
refusing to furnish the performance security, if required, in accordance with the
Instructions to Bidders.
We understand this Bid-Securing Declaration shall expire if we are not the successful Bidder,
upon the earlier of (i) our receipt of your notification to us of the name of the successful Bidder;
or (ii) twenty-eight days after the expiration of the period of bid validity.
If the submission of alternative bids was permitted, and in case we did submit one or more
alternative bids, this Bid-Securing Declaration applies to these parts of our bid as well.
Signed:[insert: signature of person whose name and capacity are shown below]
Name:[insert: name of person signing the Bid-Securing Declaration], in the capacity of
[insert: legal capacity of person signing the Bid-Securing Declaration]
Duly authorized to sign the bid for and on behalf of: [insert: name of Bidder]
Dated on ____________ day of __________________, 20__
[add Corporate Seal (where appropriate)]
[Note to Bidders: Joint Ventures need to ensure that, their Bid-Securing Declaration meets the requirements for
Joint Ventures as stated in the ITB Clause on "Securing the Bid".]
4A. Bid Security (Bank Guarantee)
________________________________
[insert: Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary:[insert: Name and Address of Purchaser]
Date:[insert: date]
BID GUARANTEE No.:[insert: Bid Guarantee Number]
We have been informed that [insert: name of the Bidder] (hereinafter called "the Bidder") has
submitted to you its bid dated [insert: bid date] (hereinafter called "the Bid") for the execution
of [insert: name of contract] under Invitation for Bids No. [insert: IFB number].
Furthermore, we understand that, according to your conditions, bids must be supported by a

bid guarantee, and that the bid guarantee automatically covers any alternative bids included in
the Bid, if the Bidder is permitted to offer alternatives and does so.
At the request of the Bidder, we [insert: name of Bank] hereby irrevocably undertake to pay
you any sum or sums not exceeding in total an amount of [insert: amount in figures] ([insert:
amount in words]) upon receipt by us of your first demand in writing accompanied by a written
statement stating that the Bidder is in breach of its obligation(s) under the bid conditions,
because the Bidder:
(a) has withdrawn the Bid (or any parts of it) during the period of bid validity specified by
the Bidder in the Bid Submission Form or any extension of the period of bid validity
which the Bidder subsequently agreed to; or
(b) having been notified of the acceptance of the Bid by you during the period of bid
validity, (i) failed or refused to execute the Contract Agreement, or (ii) failed or refused
to furnish the performance security, if required, in accordance with the Instructions to
Bidders.
This guarantee will expire: (a) if the Bidder is the successful bidder, upon our receipt of copies
of the contract signed by the Bidder and the performance security issued to you upon the
instruction of the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of
(i) our receipt of a copy of your notification to the Bidder of the name of the successful bidder;
or (ii) twenty-eight days after the expiration of the Bid's validity.
Consequently, any demand for payment under this guarantee must be received by us at the
office on or before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.
458.
_____________________________
[Signature(s)]
[Note to Bidders: Instructions on amount and currency can be found in the ITB Clause and BDS for "Securing
the Bid." Joint Ventures need to also ensure that their Bank Guarantee meets the requirements for Joint
Ventures as provided in the same Clause.]
4B. Bid Security (Bid Bond)

BOND NO.: ______________________
BY THIS BOND, [insert: name of Bidder] as Principal (hereinafter called “the Principal”),
and [insert: name, legal title, and address of surety], authorized to transact business in[insert:
name of Purchaser's country], as Surety (hereinafter called “the Surety”), are held and firmly
bound unto [insert name of Purchaser] as Obligee (hereinafter called “the Purchaser”) in the
sum of [insert amount of Bond in currency, figures and words], for the payment of which
sum, well and truly to be made, we, the said Principal and Surety, bind ourselves, our
successors and assigns, jointly and severally, firmly by these presents.
WHEREAS the Principal has submitted a written bid to the Purchaser dated the ___ day of
______, 20__, for the execution of [insert: name of contract] (hereinafter called "the Bid”).
If the Principal was permitted by the bidding conditions to submit alternative bid(s) and did
so, then these are deemed part of the Bid and thus covered by this Bond.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the
Principal:
(a) withdraws the Bid (or any parts of it) during the period of the Bid's validity specified
in the Bid Submission Form, or any extension of the period of the Bid's validity the
Principal subsequently agreed to, notice of which to the Surety is hereby waived; or
(b) having been notified of the acceptance of the Bid by the Purchaser during the period
of the Bid's validity, (i) fails or refuses to execute the Contract Agreement, or (ii) fails
or refuses to furnish the performance security, if required, in accordance with the
Instructions to Bidders;
then the Surety undertakes to immediately pay to the Purchaser up to the above amount upon
receipt of the Purchaser's first written demand, without the Purchaser having to substantiate its
demand, provided that in its demand the Purchaser shall state that the demand arises from the
occurrence of any of the above events, specifying which event(s) has/have occurred.
The Surety hereby agrees that its obligation will remain in full force and effect up to and
including the date 28 days after the date of expiration of the Bid's validity.
IN TESTIMONY WHEREOF, the Principal and the Surety have caused these presents to be
executed in their respective names this ____ day of ____________ 20__.
Principal: _______________________ Surety: ______________________________
[add Corporate Seal(s) (where appropriate)]
_______________________________ ____________________________________
[Signature] [Signature]
_______________________________ ____________________________________
[state: printed name and title] [state: printed name and title]
[Note to Bidders: Instructions on amount and currency can be found in the ITB Clause and BDS for "Securing
the Bid." Joint Ventures need to also ensure that their Bid Bond meets the requirements for Joint Ventures as
provided in the same Clause.]
5. CONTRACT AGREEMENT
THIS CONTRACT AGREEMENT is made

the [ insert: ordinal ] day of [ insert: month ], [ insert: year ].
BETWEEN
(1) [ insert: Name of Purchaser ], a [ insert: description of type of legal entity,
for example, an agency of the Ministry of . . . ] of the Government of [ insert:
country of Purchaser ], or corporation incorporated under the laws of [ insert:
country of Purchaser ] and having its principal place of business at [ insert:
address of Purchaser ] (hereinafter called “the Purchaser”), and
(2) [ insert: name of Supplier], a corporation incorporated under the laws of
[ insert: country of Supplier] and having its principal place of business at
[ insert: address of Supplier ](hereinafter called “the Supplier”).
WHEREAS the Purchaser desires to engage the Supplier to supply, install, achieve Operational
Acceptance of, and support the following Information System [ insert: brief description of
the Information System ](“the System”), and the Supplier has agreed to such engagement
upon and subject to the terms and conditions appearing below in this Contract Agreement.
NOW IT IS HEREBY AGREED as follows:
Article 1. 1.1 Contract Documents (Reference GCC Clause 1.1 (a) (ii))
Contract The following documents shall constitute the Contract between

Documents the Purchaser and the Supplier, and each shall be read and
construed as an integral part of the Contract:
(a) This Contract Agreement and the Appendices attached to
the Contract Agreement
(b) Special Conditions of Contract
(c) General Conditions of Contract
(d) Technical Requirements (including Implementation
Schedule)
(e) The Supplier’s bid and original Price Schedules
(f) [ Add here: any other documents ]
1.2 Order of Precedence (Reference GCC Clause 2)
In the event of any ambiguity or conflict between the Contract

Documents listed above, the order of precedence shall be the
order in which the Contract Documents are listed in Article 1.1
(Contract Documents) above, provided that Appendix 7 shall
prevail over all provisions of the Contract Agreement and the
other Appendices attached to the Contract Agreement and all the
other Contract Documents listed in Article 1.1 above.
1.3 Definitions (Reference GCC Clause 1)
Capitalized words and phrases used in this Contract Agreement
shall have the same meanings as are ascribed to them in the
General Conditions of Contract.
Article 2. 2.1 Contract Price (Reference GCC Clause 1.1(a)(viii) and GCC
Clause 11)
Contract Price The Purchaser hereby agrees to pay to the Supplier the Contract
and Terms of Price in consideration of the performance by the Supplier of its
Payment obligations under the Contract. The Contract Price shall be the
aggregate of: [ insert: amount of foreign currency A in
words ],[insert: amount in figures ],plus [ insert: amount of
foreign currency B in words ],[insert: amount in figures ], plus
[ insert: amount of foreign currency C in words ], [insert:
amount in figures ], [ insert: amount of local currency in
words ], [ insert: amount in figures ], as specified in the Grand
Summary Price Schedule.
The Contract Price shall be understood to reflect the terms and
conditions used in the specification of prices in the detailed price
schedules, including the terms and conditions of the associated
Incoterms, and the taxes, duties and related levies if and as
identified.
Article 3. 3.1 Effective Date (Reference GCC Clause 1.1 (e) (ix))
The time allowed for supply, installation, and achieving
Effective Date Operational Acceptance of the System shall be determined from
for the date when all of the following conditions have been fulfilled:
Determining
Time for (a) This Contract Agreement has been duly executed for and
Operational on behalf of the Purchaser and the Supplier;
Acceptance (b) The Supplier has submitted to the Purchaser the
performance security and the advance payment security, in
accordance with GCC Clause 13.2 and GCC Clause 13.3;
(c) The Purchaser has paid the Supplier the advance payment,
in accordance with GCC Clause 12;
(d) [ specify here: any other conditions, for example,

opening/confirmation of letter of credit ].
Each party shall use its best efforts to fulfill the above conditions
for which it is responsible as soon as practicable.
3.2 If the conditions listed under 3.1 are not fulfilled within two (2)
months from the date of this Contract Agreement because of
reasons not attributable to the Supplier, the parties shall discuss
and agree on an equitable adjustment to the Contract Price and
the Time for Achieving Operational Acceptance and/or other
relevant conditions of the Contract.
Article 4. 4.1 The Appendixes listed below shall be deemed to form an integral
part of this Contract Agreement.
Appendixes
4.2 Reference in the Contract to any Appendix shall mean the
Appendixes listed below and attached to this Contract
Agreement, and the Contract shall be read and construed
accordingly.
APPENDIXES
Appendix 1. Supplier’s Representative
Appendix 2. Adjudicator [if there is no Adjudicator, state “not applicable”]
Appendix 3. List of Approved Subcontractors
Appendix 4. Categories of Software
Appendix 5. Custom Materials
Appendix 6. Revised Price Schedules (if any)
Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to Contract
Amendments
IN WITNESS WHEREOF the Purchaser and the Supplier have caused this Agreement to be
duly executed by their duly authorized representatives the day and year first above written.
For and on behalf of the Purchaser
Signed:
in the capacity of [ insert: title or other appropriate designation ]
in the presence of
For and on behalf of the Supplier
Signed:
in the capacity of [ insert: title or other appropriate designation ]
in the presence of
CONTRACT AGREEMENT
dated the [ insert: number ]day of [ insert: month ], [ insert: year ]
BETWEEN
[ insert: name of Purchaser ],“the Purchaser”
and
[ insert: name of Supplier ], “the Supplier”
Appendix 1. Supplier’s Representative
In accordance with GCC Clause 1.1 (b) (iv), the Supplier’s Representative is:
Name: [ insert: name and provide title and address further below, or state “to be
nominated within fourteen (14) days of the Effective Date” ]
Title: [ if appropriate, insert: title ]
In accordance with GCC Clause 4.3, the Supplier's addresses for notices under the Contract
are:
Address of the Supplier's Representative: [ as appropriate, insert: personal delivery,

postal, cable, telegraph, telex, facsimile, electronic mail, and/or EDI addresses. ]
Fallback address of the Supplier: [ as appropriate, insert: personal delivery, postal,

cable, telegraph, telex, facsimile, electronic mail, and/or EDI addresses. ]
Appendix 2. Adjudicator
In accordance with Bid Data Sheet for ITB Clause 38.1, name of adjudicator shall be finalized at
the time of contract finalization abased on mutual consent between Purchaser and Successful
Bidder.
Pursuant to GCC Clause 6.1.4, if at the time of Contract signing, agreement has not been
reached between the Purchaser and the Supplier, an Adjudicator will be appointed by the
Appointing Authority named in the SCC.
Appendix 3. List of Approved Subcontractors
The Purchaser has approved use of the following Subcontractors nominated by the Supplier
for carrying out the item or component of the System indicated. Where more than one
Subcontractor is listed, the Supplier is free to choose between them, but it must notify the
Purchaser of its choice sufficiently in advance of the time when the subcontracted work needs
to commence to give the Purchaser reasonable time for review. In accordance with GCC Clause
20.1, the Supplier is free to submit bids for Subcontractors for additional items from time to
time. No subcontracts shall be placed with any such Subcontractors for additional items until
the Subcontractors have been approved in writing by the Purchaser and their names have been
added to this list of Approved Subcontractors, subject to GCC Clause 20.3.
[ specify: item, approved Subcontractors, and their place of registration that the Supplier
proposed in the corresponding attachment to its bid and that the Purchaser approves that
the Supplier engage during the performance of the Contract. Add additional pages as
necessary. ]
Item Approved Subcontractors Place of Registration

Appendix 4. Categories of Software

The following table assigns each item of Software supplied and installed under the Contract to
one of the three categories: (i) System Software, (ii) General-Purpose Software, or
(iii) Application Software; and to one of the two categories: (i) Standard Software/COTS or
(ii) Custom Software.
(select one per item) (select one per item)
General-
System Purpose Application Standard Custom
Software Item Software Software Software Software/ Software**
COTS*
Note: * Standard Software or Commercial off-the-shelf (COTS) software is a ready-made

software and available for sale, lease, or license to the general public through authorized
implementation partners.
**Custom Software is a software which is not Standard or COTS software. It includes source
code along with necessary documentations. For all custom software, supplier shall provide
source code to NEA.
Appendix 5. Custom Materials
The follow table specifies the Custom Materials the Supplier will provide under the Contract.
Custom Materials
Appendix 6. Revised Price Schedules
The attached Revised Price Schedules (if any) shall form part of this Contract Agreement and,
where differences exist, shall supersede the Price Schedules contained in the Supplier’s Bid.
These Revised Price Schedules reflect any corrections or adjustments to the Supplier’s bid
price, pursuant to the ITB Clauses 18.3, 26.2, and 33.1 (ITB Clauses 30.3, 38.2, and 45.1 in
the two-stage SBD).
Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to

Contract Amendments
The attached Contract amendments (if any) shall form part of this Contract Agreement and,
where differences exist, shall supersede the relevant clauses in the GCC, SCC, Technical
Requirements, or other parts of this Contract as defined in GCC Clause 1.1 (a) (ii).
6. PERFORMANCE AND ADVANCE PAYMENT SECURITY FORMS

6.1 Performance Security Form (Bank Guarantee)
________________________________
Date:[insert: date]
PERFORMANCE GUARANTEE No.:[insert: Performance Guarantee Number]
We have been informed that on [insert: date of award] you awarded Contract No. [insert:
Contract number] for [insert: title and/or brief description of the Contract] (hereinafter
called "the Contract") to [insert: complete name of Supplier] (hereinafter called "the
Supplier"). Furthermore, we understand that, according to the conditions of the Contract, a
performance guarantee is required.
At the request of the Supplier, we hereby irrevocably undertake to pay you any sum(s) not
exceeding [insert: amount(s)1 in figures and words] upon receipt by us of your first demand
in writing declaring the Supplier to be in default under the Contract, without cavil or argument,
or your needing to prove or to show grounds or reasons for your demand or the sum specified
therein.
On the date of your issuing, to the Supplier, the Operational Acceptance Certificate for the
System, the value of this guarantee will be reduced to any sum(s) not exceeding [insert:
amount(s)1 in figures and words]. This remaining guarantee shall expire no later than [insert:
number and select: of months/of years (of the Warranty Period that needs to be covered by
the remaining guarantee)] from the date of the Operational Acceptance Certificate for the
System,2 and any demand for payment under it must be received by us at this office on or
before that date.
458, except that subparagraph (ii) of Sub-article 20 (a) is hereby excluded.
_______________________
[Signature(s)]
1
The bank shall insert the amount(s) specified and denominated in the SCC for GCC Clauses
13.3.1 and 13.3.4 respectively, either in the currency(ies) of the Contract or a freely convertible
currency acceptable to the Purchaser.
2
In this sample form, the formulation of this paragraph reflects the usual SCC provisions for GCC
Clause 13.3. However, if the SCC for GCC Clauses 13.3.1 and 13.3.4 varies from the usual
provisions, the paragraph, and possibly the previous paragraph, need to be adjusted to precisely
reflect the provisions specified in the SCC.
6.2 Advance Payment Security Form (Bank Guarantee)

________________________________
Date:[insert: date]
ADVANCE PAYMENT GUARANTEE No.:[insert: Advance Payment Guarantee

Number]
We have been informed that on [insert: date of award] you awarded Contract No. [insert:
Contract number] for [insert: title and/or brief description of the Contract] (hereinafter
called "the Contract") to [insert: complete name of Supplier] (hereinafter called "the
Supplier"). Furthermore, we understand that, according to the conditions of the Contract, an
advance payment in the sum of [insert: amount in numbers and words, for each currency of
the advance payment]is to be made to the Supplier against an advance payment guarantee.
At the request of the Supplier, we hereby irrevocably undertake to pay you any sum or sums
not exceeding in total the amount of the advance payment referred to above, upon receipt by
us of your first demand in writing declaring that the Supplier is in breach of its obligations
under the Contract because the Supplier used the advance payment for purposes other than
toward the proper execution of the Contract.
It is a condition for any claim and payment to be made under this guarantee that the advance
payment referred to above must have been received by the Supplier on its account [insert:
number and domicile of the account].
For each payment after the advance payment, which you will make to the Supplier under this
Contract, the maximum amount of this guarantee shall be reduced by the ninth part of such
payment.1 At the time at which the amount guaranteed becomes nil, this guarantee shall
become null and void, whether the original is returned to us or not.
458.
______________________
[Signature(s)]
1
7. INSTALLATION AND ACCEPTANCE CERTIFICATES

7.1 Installation Certificate

Date: [ insert: date ]
Loan/Credit Number: [ insert: loan or credit number from IFB ]
IFB: [ insert: title and number of IFB ]
Contract: [ insert: name and number of Contract ]
To: [ insert: name and address of Supplier ]

Dear Sir or Madam:
Pursuant to GCC Clause 26 (Installation of the System) of the Contract entered into
between yourselves and the [ insert: name of Purchaser ](hereinafter the “Purchaser”) dated
[ insert: date of Contract ], relating to the [ insert: brief description of the Information
System ], we hereby notify you that the System (or a Subsystem or major component thereof)
was deemed to have been correctly installed on the date specified below.
1. Description of the System (or relevant Subsystem or major component: [ insert:
description ]
2. Date of Installation: [ insert: date ]
Notwithstanding the above, you are required to complete the outstanding items listed
in the attachment to this certificate as soon as practicable. This letter shall not relieve you of
your obligation to achieve Operational Acceptance of the System in accordance with the
Contract nor of your obligations during the Warranty Period.
Signed:
Date:
in the capacity of: [ state: “Project Manager” or state the title of a higher level authority
in the Purchaser’s organization ]
7.2 Operational Acceptance Certificate

Contract: [ insert: name of System or Subsystem and number
of Contract ]
To: [ insert: name and address of Supplier ]
Dear Sir or Madam:
Pursuant to GCC Clause 27 (Commissioning and Operational Acceptance) of the

Contract entered into between yourselves and the [ insert: name of Purchaser ] (hereinafter
the “Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description
of the Information System ], we hereby notify you the System (or the Subsystem or major
component identified below) successfully completed the Operational Acceptance Tests
specified in the Contract. In accordance with the terms of the Contract, the Purchaser hereby
takes over the System (or the Subsystem or major component identified below), together with
the responsibility for care and custody and the risk of loss thereof on the date mentioned below.
1. Description of the System (or Subsystem or major component): [ insert: description ]
2. Date of Operational Acceptance: [ insert: date ]
This letter shall not relieve you of your remaining performance obligations under the
Contract nor of your obligations during the Warranty Period.
Signed:
Date:
in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s
organization ]
8. CHANGE ORDER PROCEDURES AND FORMS

Contract: [ insert: name or System or Subsystem and number
of Contract ]
General
This section provides samples of procedures and forms for carrying out changes to the
System during the performance of the Contract in accordance with GCC Clause 39
(Changes to the System) of the Contract.
Change Order Log
The Supplier shall keep an up-to-date Change Order Log to show the current status of
Requests for Change and Change Orders authorized or pending. Changes shall be entered
regularly in the Change Order Log to ensure that the log is kept up-to-date. The Supplier
shall attach a copy of the current Change Order Log in the monthly progress report to be
submitted to the Purchaser.
References to Changes
(1) Request for Change Proposals (including Application for Change Proposals) shall
be serially numbered CR-nnn.
(2) Change Estimate Proposals shall be numbered CN-nnn.
(3) Estimate Acceptances shall be numbered CA-nnn.
(4) Change Proposals shall be numbered CP-nnn.
(5) Change Orders shall be numbered CO-nnn.
On all forms, the numbering shall be determined by the original CR-nnn.
Annexes
8.1 Request for Change Proposal Form
8.2 Change Estimate Proposal Form
8.3 Estimate Acceptance Form
8.4 Change Proposal Form
8.5 Change Order Form
8.6 Application for Change Proposal Form
8.1 Request for Change Proposal Form

(Purchaser’s Letterhead)

Contract: [ insert: name of System or Subsystem or number
of Contract ]
To: [ insert: name of Supplier and address ]

Attention: [ insert: name and title ]
Dear Sir or Madam:
With reference to the above-referenced Contract, you are requested to prepare and
submit a Change Proposal for the Change noted below in accordance with the following
instructions within [ insert: number ] days of the date of this letter.
1. Title of Change: [ insert: title ]
2. Request for Change No./Rev.: [ insert: number ]
3. Originator of Change: [ select Purchaser / Supplier (by Application for Change

Proposal), and add: name of originator ]
4. Brief Description of Change: [ insert: description ]
5. System (or Subsystem or major component affected by requested Change): [ insert:

description ]
6. Technical documents and/or drawings for the request of Change:
Document or Drawing No. Description

7. Detailed conditions or special requirements of the requested Change: [ insert:

description ]
8. Procedures to be followed:
(a) Your Change Proposal will have to show what effect the requested Change will
have on the Contract Price.
(b) Your Change Proposal shall explain the time it will take to complete the requested
Change and the impact, if any, it will have on the date when Operational
Acceptance of the entire System agreed in the Contract.
(c) If you believe implementation of the requested Change will have a negative impact
on the quality, operability, or integrity of the System, please provide a detailed
explanation, including other approaches that might achieve the same impact as the
requested Change.
(d) You should also indicate what impact the Change will have on the number and mix
of staff needed by the Supplier to perform the Contract.
(e) You shall not proceed with the execution of work related to the requested Change
until we have accepted and confirmed the impact it will have on the Contract Price
and the Implementation Schedule in writing.
9. As next step, please respond using the Change Estimate Proposal form, indicating how
much it will cost you to prepare a concrete Change Proposal that will describe the
proposed approach for implementing the Change, all its elements, and will also address
the points in paragraph 8 above pursuant to GCC Clause 39.2.1. Your Change Estimate
Proposal should contain a first approximation of the proposed approach, and implications
for schedule and cost, of the Change.
Signed:
Date:
organization ]
8.2 Change Estimate Proposal Form

(Supplier’s Letterhead)

of Contract ]
To: [ insert: name of Purchaser and address ]

Dear Sir or Madam:
With reference to your Request for Change Proposal, we are pleased to notify you of
the approximate cost of preparing the below-referenced Change in accordance with GCC
Clause 39.2.1 of the Contract. We acknowledge that your agreement to the cost of preparing
the Change Proposal, in accordance with GCC Clause 39.2.2, is required before we proceed to
prepare the actual Change Proposal including a detailed estimate of the cost of implementing
the Change itself.
2. Request for Change No./Rev.: [ insert: number ]
3. Brief Description of Change (including proposed implementation approach): [ insert:

description ]
4. Schedule Impact of Change (initial estimate): [ insert: description ]
5. Initial Cost Estimate for Implementing the Change: [insert: initial cost estimate]
6. Cost for Preparation of Change Proposal: [ insert: cost in the currencies of the
Contract ], as detailed below in the breakdown of prices, rates, and quantities.
Signed:
Date:
in the capacity of: [ state: “Supplier’s Representative” or other higher level authority in the
Supplier’s organization ]
8.3 Estimate Acceptance Form


of Contract ]
Attention:[ insert: name and title ]
Dear Sir or Madam:
We hereby accept your Change Estimate and agree that you should proceed with the
preparation of a formal Change Proposal.
2. Request for Change No./Rev.: [ insert: request number / revision ]
3. Change Estimate Proposal No./Rev.: [ insert: proposal number / revision ]
4. Estimate Acceptance No./Rev.: [ insert: estimate number / revision ]
6. Other Terms and Conditions:
In the event that we decide not to order the Change referenced above, you shall be entitled
to compensation for the cost of preparing the Change Proposal up to the amount estimated
for this purpose in the Change Estimate Proposal, in accordance with GCC Clause 39 of
the General Conditions of Contract.
Signed:
Date:
organization ]
8.4 Change Proposal Form


of Contract ]
Dear Sir or Madam:
In response to your Request for Change Proposal No. [ insert: number ],we hereby
submit our proposal as follows:
1. Title of Change: [ insert: name ]
2. Change Proposal No./Rev.: [ insert: proposal number/revision ]
3. Originator of Change: [ select: Purchaser / Supplier; and add: name]
5. Reasons for Change: [ insert: reason ]
6. The System Subsystem, major component, or equipment that will be affected by the
requested Change: [ insert: description ]
7. Technical documents and/or drawings for the requested Change:

Document or Drawing No. Description
8. Estimate of the increase/decrease to the Contract Price resulting from the proposed
Change: [ insert: amount in currencies of Contract ], as detailed below in the
breakdown of prices, rates, and quantities.
Total lump sum cost of the Change:
Cost to prepare this Change Proposal (i.e., the amount payable if the Change is not
accepted, limited as provided by GCC Clause 39.2.6):
9. Additional Time for Achieving Operational Acceptance required due to the Change:
[ insert: amount in days / weeks ]
10. Effect on the Functional Guarantees: [ insert: description ]
11. Effect on the other terms and conditions of the Contract: [ insert: description ]
12. Validity of this Proposal: for a period of [ insert: number ] days after receipt of this
Proposal by the Purchaser
13. Procedures to be followed:

(a) You are requested to notify us of your acceptance, comments, or rejection of this
detailed Change Proposal within [ insert: number ] days from your receipt of this
Proposal.
(b) The amount of any increase and/or decrease shall be taken into account in the
adjustment of the Contract Price.
Signed:
Date:
in the capacity of: [ state: “Supplier’s Representative” or other higher level authority in the
8.5 Change Order Form


of Contract ]
Dear Sir or Madam:
We hereby approve the Change Order for the work specified in Change Proposal No.
[ insert: number ], and agree to adjust the Contract Price, Time for Completion, and/or other
conditions of the Contract in accordance with GCC Clause 39 of the Contract.
2. Request for Change No./Rev.: [ insert: request number / revision ]
3. Change Order No./Rev.: [ insert: order number / revision ]
4. Originator of Change: [ select: Purchaser / Supplier; and add: name ]
5. Authorized Price for the Change:

Ref. No.: [ insert: number ] Date: [ insert: date ]
[ insert: amount in foreign currency A ] plus [ insert: amount in foreign currency B ]

plus [ insert: amount in foreign currency C ] plus [ insert: amount in local currency ]
6. Adjustment of Time for Achieving Operational Acceptance: [ insert: amount and

description of adjustment ]
7. Other effects, if any: [ state: “none” or insert description ]

Signed:
Date:
organization ]
Signed:
Date:
in the capacity of: [ state “Supplier’s Representative” or higher level authority in the
8.6 Application for Change Proposal Form


of Contract ]
Dear Sir or Madam:
We hereby propose that the below-mentioned work be treated as a Change to the

System.
2. Application for Change Proposal No./Rev.: [ insert: number / revision]dated: [ insert:

date ]
4. Reasons for Change: [ insert: description ]
5. Order of Magnitude Estimation: [ insert: amount in currencies of the Contract ]
6. Schedule Impact of Change: [ insert: description ]
7. Effect on Functional Guarantees, if any: [ insert: description ]

8. Appendix: [ insert: titles (if any); otherwise state “none” ]
Signed:
Date:
in the capacity of: [ state: “Supplier’s Representative” or higher level authority in the

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BIDDING DOCUMENT (SINGLE-STAGE)

Issued on: 28 May 2019

IFB No: NIETTP-AF-ISP-NCS-IFMIS-075/76-01

Invitation for Bids (IFB)

Purchaser’s Account Details:

SECTION I. INSTRUCTIONS TO BIDDERS (ITB)

F. Post-qualification and Award of Contract .....................................................................38

investigators in order to materially impede a

3.3 Any communications between the Bidder and the Purchaser

4.5 A firm or individual is or will be disqualified from participation

nationals of, and produced in or supplied from, eligible source

6. Qualifications 6.1 By submission of documentary evidence in its bid, the Bidder

Contract) represented by an Agent in that country who is

requirements of ITB Clause 5 and the related evidence required

B. THE BIDDING DOCUMENTS

Failure to furnish all information required by the Bidding

prospective Bidders that received the Bidding Documents from

incorporated in a territory of an eligible source country

14.4 The prices for Goods components of the System are to be

(b) be issued by a reputable institution selected by the Bidder

17.6 The Bid-Securing Declaration, if any, may be executed, or the Bid

will not be required or permitted to modify its bid, but will be

(a) be addressed to the Purchaser at the address given in the

E. BID OPENING AND EVALUATION

24.2 First, envelopes marked “BID WITHDRAWAL NOTICE” shall be

26.5 If a bid is not substantially responsive, it will be rejected by the

28.3 The Purchaser’s evaluation of a bid will be made on the basis of

cycle cost and effectiveness of the Information

case for, e.g., extra memory, or extra mass storage capacity,

(f) The Category Technical Scores will be combined in a

estimated at prevailing list prices. If the missing

29. Domestic 29.1 No margin of domestic preference will apply.

F. POST-QUALIFICATION AND AWARD OF CONTRACT

(a) the quantity of substantially identical Subsystems; or

SECTION II. BID DATA SHEET (BDS)

Bid Data Sheet

Number of IFB: NIETTP-AF-ISP-NCS-IFMIS-075/76-01

ITB 1.4 Alternative e-Tendering procedures are not available in this

ITB 2.1 Name of the Borrower: Government of Nepal

Qualification criteria for COTS (Commercial off-the-shelf) ERP

C. ERP OEM should have more than 3 partners who are

Note: For above E criteria, project either should have been

Qualification criteria for Bidder/ Lead Partner of JV are as

B. Be in Information Technology business for more than last 5

C. Shall have an Average Annual Turnover of at least US$ 20

In any case, turnover of Parent or Subsidiary firms will not

D. Shall have on its payroll at least 100 personnel working in

E. Shall be SEI CMMi (Capability Maturity Model) Level 3 or

F. During last 10 (ten) years from date of submission of bid,

G. During last 10(ten) years from date of submission of bid,

Note: for above F & G criteria, project either should have

submission of bid. Refer table of reference sites for past

Qualification criteria for each partner (other than Lead

Document Required: Copy of Certificate of

B. Be in continuous business operations for more than last 3

Document Required: Certificate of being in business

C. Shall have Average Annual Turnover of at least US$ 5

Total sub-contract value should not exceed 20% of total contract

B. THE BIDDING DOCUMENTS

Telephone: +977 1 4153200/4153201

Bidders must sent pre-bid queries in below prescribed format to

Goods for their transit through any country other than

ITB 17.1 Bids need to be secured by a Bid Security.