RFPERP

Munitions India Limited – Request for Proposal for ERP implementation services
MUNITIONS INDIA LIMITED
REQUEST FOR PROPOSAL (RFP)

FOR ERP IMPLEMENTATION SERVICES
CIN No. U29190PN2021GOI203505

पंजीकृ त पता : गोला बारुद निर्ााणी, खड़की, पुणे, र्हाराष्ट्र – 411 003.
निगनर्त कार्ाालर् पता: दूसरी र्ंनजल, न्र्ानत र्ूनिट्री, िगर रोड, र्ेरवडा, पुणे - 411 006
Regd. Address: Ammunition Factory, Khadki, Pune, Maharashtra – 411 003.
Corporate Office Address: 2nd Floor, Nyati Unitree, Nagar Road, Yerwada, Pune – 411 006
दूरभाष सं / PHONE No. 020-67080400, Email: mil-pune@munitionsindia.in
Web Address: https://munitionsindia.in
1
Table of Contents
NOTICE INVITING REQUEST FOR PROPOSAL (RFP) ............................................................................. 6
SECTION I – GENERAL INFORMATION .............................................................................................. 10
SECTION II –ESSENTIAL DETAILS OF ITEMS/SERVICES REQUIRED .................................................... 35
SECTION III- SCOPE OF WORK........................................................................................................... 37
Geographical scope ...................................................................................................................... 37
Functional Scope .......................................................................................................................... 38
Functional scope exclusions ......................................................................................................... 39
Robotic Process Automation (RPA) .............................................................................................. 39
Integration requirements ............................................................................................................. 39
Scope of services .......................................................................................................................... 41
Procurement of ERP and associated software licenses................................................................ 41
ERP related Hardware /Infrastructure specification, estimation & sizing ................................... 43
Application Installation and Support for ERP and associated software tools ............................. 44
ERP Implementation Services till GO LIVE .................................................................................... 45
Post GO LIVE Stabilisation services............................................................................................... 63
Warranty Services......................................................................................................................... 63
ATS Support .................................................................................................................................. 65
O&M SI Support............................................................................................................................ 66
OEM services ................................................................................................................................ 73
Project Management .................................................................................................................... 74
SECTION IV – STANDARD CONDITIONS OF RFP ................................................................................ 84
Other General Conditions............................................................................................................. 91
SECTION V – SPECIAL CONDITIONS OF RFP ...................................................................................... 97
SECTION VI – EVALUATION CRITERIA ............................................................................................. 133
SECTION VII – Annexures ............................................................................................................... 140
Annexure A: Information on MIL .................................................................................................... 141
A1: MIL Organization structure & Functions .............................................................................. 142
A2: Current IT Systems & Network ............................................................................................. 148
A3: Enterprise Resource Planning (ERP) ..................................................................................... 155
A4: Existing network topology .................................................................................................... 160
Annexure B: Functional Requirement Specifications ..................................................................... 161
Annexure C: Blank, Separate Attachment ...................................................................................... 176
Annexure D: Formats for Technical Bid submission ....................................................................... 177
Form 1A: List of Software components ...................................................................................... 178
Form 1B: Unpriced Bid format -................................................................................................. 179
2
Form 1C: Project Personnel Information .................................................................................... 181

Form 2: The deliverables format. ............................................................................................... 182
Form 3: Sample deliverables from actual projects. .................................................................... 183
Form 4: Project Plan and Resource loading. .............................................................................. 184
Form 5: Project Structure and Project governance ................................................................... 185
Form 6 : Summary of Operations and Maintenance .................................................................. 186
Form 7 : OEM Audit Report ........................................................................................................ 187
Form 8 : PATENT RIGHTS CONFIRMATION ................................................................................. 188
Annexure E : Formats for Price Bid submission : Forms ................................................................. 189
Form 9 : Price Bid........................................................................................................................ 189
Annexure F : Formats for General Bidding process ........................................................................ 191
Form 10: Conflict of Interest ...................................................................................................... 191
Form 11 : Request for Clarifications ........................................................................................... 192
Form 12 : Format for Bank Guarantee for Advance Payment .................................................... 193
Form 13 : Format for Integrity Pact Bank Guarantee (IPBG) ...................................................... 195
Form 14 : Performance Bank Guarantee Format ....................................................................... 197
Form 15 : Pre-Contract Integrity Pact......................................................................................... 199
Form 16 : Format for Statement of Compliances and Deviations from the conditions of RFP .. 206
Form 17 : UNDERTAKING ON CLARIFICATION ............................................................................ 207
Form 18 : Proposal Covering Letter ............................................................................................ 208
Form 19 : Litigation Impact Statement....................................................................................... 211
Form 20 : Checklist ..................................................................................................................... 212
Form 21 : Local Content Declaration format .............................................................................. 213
Form 22 : ERP Implementation project Information .................................................................. 214
Form 23 : Format for Malicious Code Certificate ....................................................................... 215
3
1. Overview
MIL is currently transitioning from a Unit under Government Department to a Defence Public
Sector Enterprise (DPSE) - a significant transformation upon corporatisation of the Ordnance
factories. A leadership team has been instituted to chart the create vision, set directions, and
lead the transition into a self-reliant Public Sector Enterprise. The transition journey will
necessitate changes to the current business processes and ways of working. One of the key
identified areas to enable the transition has been “Enterprise-wide Resource Planning (ERP)”
package which can integrate all processes into a single fully integrated system, ensure
standardization, enable seamless flow of materials, money and information to relevant
stakeholders and facilitate governance and effective decisions making. A best fit ERP package
will also help MIL meet some of the statutory compliances in Accounting, Taxation and
Auditing.
MIL has the following distinct needs.
- As part of being a PSU, comply with statutory and regulatory compliances specifically
in Finance & Accounting
- As a self-sustaining organisation, needs to adopt centralisation in planning,
governance and investments.
- Adopt to industry best practices after doing necessary BPR
- Transform the organisation to be able to meet the increasing demands through
Atmanirbhar Bharat.
- Create efficiency and profitability metrics that meet the requirement of the
stakeholders.
- Reduce the Inventory Level
- Use Data analytics to forecast the failure of ammunition at various stages
- Scheduling of the Operations for better efficiency
- Forecast Delivery to Customer while submitting a quote
- Help management of various Export Orders, which is a significant share of revenue
- Create a Performance Management System at corporate, unit and shop level
- Reduce manpower through automatic reporting and MIS
MIL has decided to implement best in breed ERP solution which suites all its business needs.
ERP can help MIL achieve the following objectives.
- Build overall efficiency of processing time and resources.
o Reduction in manual efforts to fulfil any business process.
o Provide better governance and decision making by having validations and
control on data points and value.
o Visibility of resource utilisations and efficiencies
o Execution of business process without manual efforts, with required
approvals.
4
- Improve long term and medium planning processes leading to effective decision
making.
- Provide a platform that can be leveraged to meet the future needs and technologies.
- Aggregated and real time view of the organisation across factories for performance
review and decision making.
- Traceability ability for all levels of users from Sales, production, quality, material.
- Adoption to functional and industry best practices through ERP.
- Standardised procedures, process across organisation
- Single source of truth through Master Data
- Transparent and efficient mode to deploy process changes.
- Provide ease of support interfaces, maintenance and upgradeability of systems.

- Monitor key performance indicators of the organization on a real time basis by
the MIL management.
5
NIT (Notice Inviting Tender)

Munitions India Limited
A 100 % Government Owned Enterprise
Ministry of Defence
2nd Floor Nyati Unitree,
Nagar Road, Yerwada, Pune – 411006.
https://munitionsindia.in
NOTICE INVITING REQUEST FOR PROPOSAL (RFP)
(Through MIL e-procurement mode through CPPP)
1. On behalf of the Chairman and Managing Director, Munitions India Limited (MIL) hereby
invites tenders for “Implementation of an integrated & centralized on-Premises ERP
system across the MIL organization. It includes Procurement of ERP licenses,
implementation of ERP system and 4(Four) years of Operations & Maintenance support
extendable by 1 (One) year”, as per following details:
Office of Issue : Munitions India Limited

A 100 % Government Owned Enterprise
Ministry of Defence
Contact : 020-67080400
mil-pune@munitionsindia.in
Tender (cum RFP) Enquiry No. : Mod/HR(IT)/A/02/2023-24/ADVT/BF, DT-17/07/2023
2. This RFP is issued without any financial commitment. The Buyer reserves the right to
amend or modify any part of the RFP at any stage. Such amendments/modifications to the
RFP, if any, shall be duly notified similarly as the RFP. The buyer reserves the right to
withdraw the RFP at any stage, shall it so become necessary.
3. Effective Date of the Contract: Unless the consequent Contract specifically defines a
different effective date-of-the-contract, the effective date-of-the-contract shall be the
date on which the Parties to the Contract have affixed their respective signatures on the
Contract or the date of Purchase Order. The Contract shall come into effect on the
effective date and remain valid until the completion of the obligations of the Parties under
the Contract. The deliveries, supplies and performance of the services under the Contract
shall commence from the effective date-of-the-contract.
4. The RFP is divided into six parts as follows:

a. Section I – Contains General Information and Instructions for the Bidders about the RFP
such as the date, time, place of submission and opening of tender, Validity period of
tender.
b. Section II – Contains Essential details of the stores/ items/services required, such as
the Schedule of Requirements, Technical Specifications, Delivery Period, Mode of Delivery
and Consignee details, which will form part of the consequent Contract with the successful
Bidder.
6
c. Section III – contains the detailed Scope of work.

d. Section IV – Contains Standard Conditions of RFP, which will form part of the
consequent Contract with the successful Bidder.
e. Section V – Contains Special Conditions applicable to this RFP and which will also form
part of the consequent contract with the successful Bidder.
f. Section VI – Evaluation Criteria
g. Section VII – Annexures & Formats
– Contains formats for – (i) Bidders’ eligibility criteria compliance (ii) Technical
compliance and (iii) Brand/Make/Model details. These templates will be available to the
bidder as dynamic forms on CPP Portal.
– Contains format for submission of Price Bid. The price bid along with itemwise
breakup shall be uploaded in Cover 2. This will be available to the bidder in dynamic
form on CPP Portal. It also contains the uploaded format in Excel file for submitting item
wise unit cost of all items. There shall not be any difference in price quoted in the price
bid template and uploaded price breakup. In case of any variation between item-wise
cost breakup and price quoted in the price bid template, then price quoted in the price
bid template will be treated as final and considered for price bid evaluation.
The Price bid template in Excel format as per CPP portal shall be uploaded. The option from
the dropdown box shall be chosen as Price Bid in the attachment section. IF THE ITEMWISE
COSTBREAKUP.PDF DOCUMENT IS FOUND TO BE PART OF TECHNICAL BID, THE BID WILL BE
REJECTED.
5. The following documents in addition to those mentioned in para 4 above are enclosed
for submission of tenders:
Sl. Nomenclature Details
No.
1 Annexure – A Information about MIL business and Units, Project Overview,
Program objectives and existing legacy system overview
2 Annexure – B Functional Requirement Specifications
3 Annexure – C intentionally Kept Blank
4 Annexure – D Forms for Technical bid Submissions
5 Annexure – E Forms for Price Bid submissions
6. Bidders have to submit their bids through e-Procurement portal (https://etenders.gov.in).

Bids submitted by any other mode shall be treated as invalid. Special instructions for the
bidder are listed in
https://etenders.gov.in/eprocure/app?page=HelpForContractors&service=page.
The bidder shall submit a copy of the RFP (signed in ink on each page)- This ensures that the
bidder is submitting the bid in consonance with the published RFP. The signed and scanned
document needs to be uploaded in the system.
7. Prospective Suppliers have to enroll themselves through the e-procurement portal (CPPP)
of i.e. https://etenders.gov.in. The system is accessible through the internet by (i) Digital
Signature Certificates (ii) user login ID & password. Tender Management activities through
the e-procurement system includes:
7
• Publication of RFP (e-Tender) in CPPP and amendments/ modifications, if any,

thereafter.
• Opening of Technical bids, Comparative Statement of Technical Bids.
• Presentation by SIs on their Approach and Methodology.
• Opening of Price Bid for SIs screened through the Technical Bids.
• Commercial evaluations of the technically qualified Bids
• Ranking of SI based on QCBS.
• Placement of PO after contract evaluation and negotiation as per the Highest
combined score through QCBS.
8. The CPP portal has a centralized Help Desk facility with toll free number, online customer
complaint facilities and full-fledged operational manuals. These operational & procedure
manuals provide requisite information into the procurement procedure followed by the
Ordnance Factory/units Organization.
9. Tender fees shall not be applicable for tenders processed through CPPP.
10. The usage of the term ‘Bid’ in the RFP, unless repugnant to the context, refers to the Bids
(including the documents, financial instruments, required to be submitted) in the e-
procurement as well as the conventional manual system.
11. The usage of the term ‘Seller’ in the RFP, unless repugnant to the context, refers to the
successful Bidder (s) / Tenderer /Respondent / SI (System Integrator) /Prime Vendor in the
RFP on whom the consequent Supply Order/ Contract has been placed.
12. The usage of the term ‘Buyer’ in the RFP, unless repugnant to the context, refers to the
Munitions India Limited (MIL) in the RFP by whom the consequent Supply Order/ Contract
has been placed.
13. The usage of the term ‘Contract’ in the RFP, unless repugnant to the context, refers to the
consequent Purchase Order / Supply Order/ Contract.
14. All dates and times specified in this RFP are in date/month/year (dd/mm/yyyy) and 12
hours format.
15. E procurement means procurement through CPP Portal for this RFP.
16. Bidding Process Schedule
The schedule of key activities and milestones for the purpose of this RFP is outlined below:
Sl. No. Activity/ Milestone Date Time

1 Issuing of RFP 17-07-2023
2 Factory visit - clarification with business functions August - 7th & 8th
3 Last date for Clarification 10-08-2023
4 Response to Clarification sought by bidders 17-08-2023
8
Sl. No. Activity/ Milestone Date Time

5 Last date for submission of Proposals 26-08-2023 05:00 PM
6 Opening of Technical bids 28-08-2023 10:30 AM
7 Technical Presentations 06-09-2023
8 Announcement of Technical Evaluation Results To be announced
9 Opening of Price bid To be announced
10 Contract Finalization and Award To be announced
MIL reserves the right to change/alter the dates with prior intimation to the bidders.
17. Procurement Approach

The procurement of services of the system Integrator to provide the ERP implementation
services to MIL will consist of the following key activities.
a. Release of RFP: An invitation to all the capable System Integrators to participate in
the public tendering process. A notice inviting Request For Proposal (RFP) is published,
as per standard practice of MIL will be made available at https://etenders.gov.in.
b. SI may visit MIL factories or have some further discussion with MIL, for better
clarification/understanding on any functional requirements (if any) as per the bidding
process schedule given in the RFP, for which a request may be sent with detail of
personnel to visit Factory at Pune with their identity proof
c. Receipt of responses: All the responses will be duly signed, scanned and uploaded at
the same site as mentioned in Clause 5 of RFP.
d. Evaluation of response to the invitation for RFP: The information provided by the
respondents to this invitation for RFP will be assessed against the conditions required
to qualify to participate in the subsequent processes of procurement. The short listing
of the SIs will be based on the prequalification conditions.
e. Evaluation of the Proposals: The responses from the SIs who submit their technical
and commercial proposals will be evaluated based on the criteria detailed in the RFP.
MIL would like to adhere strictly to the above schedule. In case there is any extension of any
date by MIL, a revised schedule will be circulated by MIL to the bidders. The details of each
activity, including bid submissions, closing hours, technical presentation and submission of
requests for clarification etc., are given in subsequent sections.
It is requested to fill the Form 20 for checklist of Documents for submission of completeness.
Note: Tenderers are requested to read the enclosed Instructions to Tenderers, Technical
Specifications and General Conditions of Contract carefully before submitting the offer.
-Sd-
GM /Modernization & ERP
For CMD, MIL
9
SECTION I – GENERAL INFORMATION
This part of the RFP contains general information and instructions about the RFP such as the
date, time, and place of submission and opening of tenders, validity period.
1.1. On behalf of the Chairman & Managing Director (CMD), MIL through this RFP. Issued as
open tender, invites Bids, from all eligible Bidders for Implementation of an integrated
& centralized ERP system across the MIL organization at 17 locations. It includes
successful implementation of ERP system including data migration of data from legacy
systems and 4 (Four) years of Operations & Maintenance support, extendable by ONE
year.
1.2. The pre-qualification/eligibility criteria have been prescribed as follows:
1.2.1. SYSTEM INTEGRATOR ELIGIBILITY CRITERIA: PRE-QUALIFICATION
Sl Criteria Documentary Proof

Bidder’s Capability (General)
1) The RFP is for an On Premises ERP software implementation and procurement of ERP
Licenses. The Hardware and Networking infrastructure will be procured by MIL through a
different RFP based on the sizing recommendation of the SI. SI has to provide necessary
hardware for development and testing or till the MIL IT infrastructure is in place. SI can
have a MOU with only one ERP OEM and submit bid for that ERP.
2) To have a better understanding SI may visit MIL units at their cost before bid submission.
1.2. The Bidder shall be an
1.1 organization (i.e., Companies) Copy of Certificate of Registration/Incorporation or
registered under the Indian from MCA.
Companies Act 2013 or Copy of Articles of Association.
Companies Act 1956 or Limited
Liability Partnership Act 2008 as Copy of partnership deeds.
amended and shall have more
than 5 years of operations in (Will be requiring trailing certificates in case of
India as on bid submission end company name changes).
date.
1.2. The Bidder shall be in Certificate of being in IT/ITeS business operation
1.2 Information Technology from company secretary / company Authorised
business for more than last 5 signatories.
(five) years as on the bid
submission end date
1.2. The Bidder shall not have been Notarized Affidavit
1.3 blacklisted by OFB or by any
State/Central Government
institution or any Public Sector
unit at any point of time in last 5
years.
10

1.2. The Bidder must have a positive Certificate from Chartered Accountant/Company
1.4 net worth and an annual Secretary mentioning year-wise turnover, profit
turnover of Rs. 1000 Crores or and net worth for last 03 financial years. Copies of
more in last three audited Annual report for last three years.
financial years (each year). The
bidder may provide provisional
financial statement for 2023
certified by Company secretary /
authorised signatory,
statements for 20-21, 21-22.
alternatively, the last 3 years
audited available 19-20,20-21,
21-22. The bidder net worth
shall be a minimum of Rs 10
crores as on 31st March 2023.
1.2. The Bidder must be certified ERP Self-Certification by authorized signatory of ERP
1.5 Implementation Partner, for at OEM
least 5 years of the proposed
ERP product OEM or the ERP
OEM themselves can bid.
1.2. Client certified Work order (stating implementation
1.6 The Bidder must have combined cost) and ERP GO LIVE certificate / other means of
ERP implementation and verification directly by Buyer.
Integration experience of In case work order is for full ERP without separate
successful GO LIVE during the element of Implementation Services, the bidder is
last TEN years (as on bid required to submit documents along with the work
submission end date) of at least order that facilitates MIL to derive the value of
One project of ERP implementation services cost from the submitted
Implementation value of Rs 12 documents. In such a case this shall be easily
crores (only the SI fees for verifiable
Implementation excluding ATS
and O&M) and above in India of
the proposed ERP product.
1.2. The Bidder must have ERP Client certified Work order and ERP GO LIVE
1.7 implementation and Integration certificate / other means of verification directly by
experience of successful GO Buyer.
LIVE & completed during the
last TEN years (from the date of
publishing of the RFP) in one
project having at least 1000
users with minimum three
locations or two projects of 500
users with minimum three
locations of the proposed ERP
product in India or Globally.
1.2. The Bidder shall have experience Work order and ERP GO LIVE certificate /client
11

1.8 of successfully completing in citation / other means of verification directly by
the last TEN years from the bid Buyer
submission end date three (3)
projects in India or Globally
having proposed ERP modules -
Production Planning and
Scheduling, Materials
Management, Finance, Accounts
& Costing, Sales, Human Capital
Management and Payroll of the
proposed ERP product.
1.2. The Bidder must have a team of Undertaking from SI Certificate from the company
1.9 at least 200 Functional ERP secretary or Authorised signatory specifying the
Professionals on its payroll as on Manpower.
bid submission date, having
experience in implementing all
the major modules like
Production Planning, Material
Management, Finance &
Controlling, and Human Capital
Management & India payroll of
the proposed ERP product.
1.2. The bidder shall be mandatorily Copy of certificates
1.10 certified with all of the
following.
ISO 9001,
ISO 27001
1.2. Compliance of Restrictions Self-certification - from Authorised signatory /
1.11 under Rule 144 (xi) of GFR 2017 Company Secretary
is required as per GeM 4.0
General terms and conditions
(GTC) Sl no. 26.
(https://assets-
bg.gem.gov.in/resources/upload
/shared_doc/gtc/GeM-GTC-40-
1653812115.pdf)
1.2. Local content declaration as Certification as per (Make In India) MII order 2017
1.13 per MII order 2017 and its and its subsequent amendments.
subsequent amendment: https://www.meity.gov.in/writereaddata/files/PPP
a. The Class-I local supplier'/ _MII_Order_dated_16_09_2020.pdf
Class-II local supplier' at the - (Form 21 Attached)
time of tender, bidding or
solicitation shall be required to
indicate percentage of local
12

content and provide self-
certification that the item
offered meets the local content
requirement for 'Class-I local
supplier'/ 'Class-II local
supplier', as the case may be.
They shall also give details of
the location(s) at which the
local value addition is made.
b. In cases of procurement for a
value in excess of Rs. 10 crores,
the Class-I local supplier'/ Class-II
local supplier' shall be required
to provide a certificate from the
statutory auditor or cost auditor
of the company (in the case of
companies) or from a practicing
cost accountant or practicing
chartered accountant (in respect
of suppliers other than
companies) giving the
percentage of local content.
Minimum local content will be as
defined in make in India order
2017 & it’s subsequent
amendment.
All dates are reckoned from the date of opening of RFP.
1.2.2. ERP OEM eligibility criteria, as quoted by the System Integrator

Self-Certification by authorized
signatory of ERP OEM (Will be
requiring trailing certificates in
The company shall be operational in India for at
case of company name
least last ten financial years, having at least 10
1.2.2.1. changes)
years of presence in ERP business as on bid
submission end date. a. Certification of
Incorporation/Registration
b. Self-Certificate for being in
ERP business signed by
13

Authorised signatory
The ERP OEM shall provide support for quoted

ERP product (on premise) for whole contract Self-Certification by authorized
1.2.2.2
period (i.e., Implementation and 4 Years O&M signatory of ERP OEM
extendable by 1 years).
Certificate from Chartered
The ERP OEM shall have a turnover of Rs. 1000 Accountant/Company
Crore or more and positive net worth for each of Secretary mentioning year wise
1.2.2.3
the last three audited financial years (each year) turnover, profit and net worth
in India for last 3 audited financial
years
The ERP OEM shall have minimum 10
signatory of ERP OEM along
1.2.2.4 Implementation partners/System Integrators in
with the list implementation
India who are authorized by OEM
Partners / System Integrators.
Certificate of Incorporation
The ERP OEM shall be a company registered in
and/ or Certificate of
India under the Companies Act, 2013/Limited
1.2.2.5 Commencement of Business
Liability Partnership Act 2008 with a registered
issued by the Registrar of
office and operations in India.
Companies, India.
The proposed ERP product shall have been
implemented in at least three (3) Government
organizations/PSUs/Private companies or
Globally with at least 1000 transactional users in
India during last 10 years from the bid
submission end date. The following functional
areas shall be implemented in each
implementation: Client certificate for successful
1.2.2.6 implementation or work order
i) Finance, Accounts & Costing & completion certificate
ii) Materials Management
iii) Production execution / Production Planning &
scheduling
iv) Project Management
v) HR & Payroll
The ERP OEM support shall be available on
1.2.2.7 24x7x365 in the form of online/telephonic
signatory of the ERP OEM
support along with site support if required
14

The ERP OEM shall have at least one Self-Certification by authorized
own/authorized training facility located across signatory of ERP OEM /
1.2.2.8
India with a training capacity of at least 50 Citation from Authorized
trainees partner
The COTS OEM product must be the country Self-Certifications by the
specific version supporting all statutory and legal authorized signatory of the
requirements of India. OEM
15
1.2.3. ERP Product Prerequisites
Criteria Documentary
Proof
1.ERP for the purpose of this project will be an on-premise COTS

(Commercially off the Shelf) Product with Minimum following closely
integrated modules on a single Inter operable Platform - HR, Payroll,
Finance, Logistics, Materials Management, Project Management,
Production planning, Production execution, Quality Management,
Plant Maintenance, Sales from a single OEM
2. The software offered by the ERP OEM shall be compliant with Ind–
AS (Accounting Standard) provisions and other India specific
statutory / legal requirements.
3. The solution shall be available Commercially Off-The-Shelf (COTS)
which shall be readily deployable with or without configuration to suit
the customer’s specific process requirements and does not involve
developing the application from scratch.
4. COTS software shall be implementable or deployable and
maintainable by any other competent agency other than the
manufacturer or agency which has developed the COTS software.
5. Proposed COTS software solution shall also be available with
complete transparency including operation manuals and help Self-Certification
documents. by authorized
signatory of ERP
6. The ERP solution must be deployed on-premise with a roadmap and OEM
support till 2034.
7. Proposed ERP product shall
• Have inbuilt best business practices as part of the product
design for implementation.
• Have flexible in license regime.
• Have in-built authorizations with Access Control List (ACL) for
data access as well as ERP operational functions.
• Secure Logins across multiple device types like Mobile,
laptops, Desktops as well as remote access (wherever it is
applicable).
• Standard best practices-based Business reports and business
views in each of the business processes shall be available as
built-in set.
• Ease of navigation across the application and its functionalities
• Shall provide easy way (WEB based APIs, WEB services,
Standard secure API sets) to interface with other external
applications and data sets.
• Shall support as a built-in capability data analysis across
multiple business areas and business functions.
16
Criteria Documentary
Proof
• Shall support external data sets to be included – when data
analysis is carried out with ERP based data sets.
• Shall support transactions and report viewing through web
and mobile devices.
• Shall facilitate archival of datasets which are no longer
required for online viewing.
• Shall facilitate and provide APIs for integration with standard
Document Management System Software (Document Trace
related to a transaction needs to be stored and linked to
existing DMS)
• Generate Report output directly in excel, pdf, text, XML or such
other file types and mail to specific mailing lists.
For all details relating to clients Form 22 in Annexure F to be used.
1.3. Scope of work in the Technical Proposal

a. The bidder is required to provide in the Technical Proposal details of how the bidder
proposes to implement the solution components of ERP to cover all the functional
areas and processes of MIL.
b. The bidder is expected to understand the complete solution footprint, the processes
and functions of MIL while preparing the Techno-commercial Proposal. The
proposed solution needs to be from one ERP OEM. The bidder needs to explicitly
mention the On-Premises ERP product being proposed along with the
Brand/Make/Model details.
c. The bidder is expected to bid for the project with a complete understanding that, all
the processes and functions of this RFP need to be implemented using the solution
components of ERP and deliver the services, at a fixed price, without any provisions
for a different interpretation of the specifications in of this RFP and a change in
scope, while executing the project.
d. While the bidder has the freedom in making any assumptions about the processes
and functions of MIL while interpreting the details given in of this RFP, such
assumptions cannot be the basis for any different interpretation. MIL retains the
right of the final say in the interpretation of the scope of the Project in terms of the
interpretation of the functions and processes of MIL.
e. Since a process can be described in different manners, the bidder shall clearly
understand that any possible variations to the processes during the Business Design
phase from the way they are specified in this RFP shall not be considered as
deviations or extensions to the original process specifications.
f. The bidder is to submit the proposal for an on-premise installation and
implementation.
g. THE TECHNICAL PROPOSAL MUST NOT CONTAIN ANY PRICE INFORMATION.
17
1.4. Outline for the Technical Proposal.

The technical proposal shall address the following points. The bidder is requested to
use the Forms provided in the subsequent sections, wherever applicable.
a. The technical proposal shall contain a detailed description of how the bidder will
implement the ERP solution at MIL. It shall articulate in detail how the bidder’s
methodology, technical teams, the management expertise and specific capabilities
required for the project will be deployed to meet the requirements of MIL as
specified in this RFP.
b. The implementation methodology to bring out how the requirements of MIL will be
addressed comprehensively to get the best out of the ERP solution.
c. The bidder is expected to provide a comprehensive understanding of the best
practices related to manufacturing as applied to ammunitions /explosives, and public
sector organizations from their past experiences of ERP implementation.
d. It is expected that the processes of MIL will have to undergo significant changes to
adopt the practices available with the ERP solution. However, such adoption requires
a consultative approach, a great deal of effort to understand the real requirements
of the users, and a creative formulation of solutions around the best practices
available with the ERP solution. How the bidder intends to address the needs for
process redesign is required to be elaborated in the proposal?
e. The Technical proposal shall contain details of the team for implementation, and the
profiles of the experts with highlights of their experience as relevant to this project.
f. The project structure for governance, management, escalation, and issue resolution
needs to be elaborated. The proposal shall also cover the mechanisms for ensuring
the quality of deliverables, the list of individual experts or organizations units which
will review the deliverables produced by the project team.
g. Overview of the project plan, resource loading, the mechanisms for managing the
timelines, the mechanism for change management, scope management, and
configuration control.
h. Provide design and specifications for all IT & Non-IT infrastructure requirements to
run the ERP solution.
i. Bill of services offered by the bidder during implementation.
j. The details of the services offered during the post implementation OEM phase.
k. The mechanism for assessing the scope creep, assessing the effort to address the
changes in scope if any, assessing the expertise required to address these changes.
l. Mechanisms / support for Data migration and post implementation support
m. Format and structure of deliverables to be produced during the project by the
project team.
n. Mechanism to bring in new members to the team due to attrition or any other
reason, instead of the ones suggested in the proposal, judging their competencies
against the ones suggested in the proposal.
o. Commercial terms and conditions like taxes etc.
18
1.5. Technical Proposal Instructions and Conditions

a. The bidder is expected to respond using the specified formats for the response,
wherever applicable.
b. The Technical Proposals must be direct, concise, and complete. Any information not
directly relevant to this RFP shall not be included in the proposal. MIL will evaluate the
bidder’s proposal based upon its clarity and the directness of its response to the
requirements of the project as outlined in this RFP.
c. MIL is also open to any suggestions that the bidder may want to render with respect
to the implementation of the ERP solution at MIL, its coverage, the modules to be
implemented and the best practices to be adopted in the light of their expertise or
experience from similar assignments.
d. In submitting additional information, it must be marked as supplemental to the
required response. If the bidder wishes to propose additional solution components (or
enhanced levels of services) beyond the scope of this RFP, the proposal must include
a description of such services as a separate attachment to the proposal.
e. Wherever the customer’s name is asked for, for experience or deliverables, the bidder
is required to provide the name. Not providing the name of the customer will be
treated as incomplete information and will affect the evaluation process.
f. The bidder is requested to provide documentary evidence of experience,
methodology or any other information provided in the techno-commercial proposal.
The bidders are not expected to attach any promotional material or brochures with
the proposal. Any such information will be treated negatively. However, the bidder is
expected to provide the names of the organizations, only if the organization is the
direct customer (had a direct contract) of the bidder.
g. The bidder shall number all the pages of the Technical Proposal including the
annexure and other attachments.
h. MIL does not mandate that the Technical Proposal be structured in any specific
fashion or sequence. The bidders use their own approach to structure the document
so as to bring out clearly what the organization intends to propose. However, all the
forms listed above shall be in sequence and in place for ease of evaluation of the
Techno-commercial Proposal.
i. THE TECHNICAL PROPOSAL MUST NOT CONTAIN ANY PRICE INFORMATION.
1.6. Specific Requirements of the Technical Proposal:
The technical response of the bidder shall include but not limited to the following:
i. Understanding of the project objectives & scope of work
ii. Tools and methodologies to be followed for implementation services.
iii. Envisaged solution architecture along with software components. (Format for
submission Form 1A)
iv. Detailed Project work plan and Resource loading
19
o including schedule, tools & techniques, testing, documents & deliverables, risk
identification, mitigation plan, responsibility matrix.
v. Expertise in business process design
vi. Project team & Governance structure
a. CV of proposed key personnel
b. Resource deployment plan
vii. Training and Change Management.
viii. O & M support & OEM services.

Understanding of the project objectives & scope of work
The processes and functional requirements of MIL are elaborated in Annexure A & B of this
RFP. How the bidder intends to ensure that MIL will be able to get the best out of the ERP
solution will be the basis for evaluation. How the best practices will be deployed in the core
functional areas, the understanding of best practices and the repository the bidder brings to
table, the mechanisms to educate the users to use them etc. will be the basis of assessment.
The sample deliverables as per Form 3 of ANNEXURE D description if any and the
presentation by the bidder’s team in front of the evaluation committee will be used for
evaluation against this parameter. Along with the above, the Bidder is expected to
demonstrate four scenarios.
a. Complete process from order to production planning to production execution
to dispatch along with scheduling.
b. Explosives management – tracking and controlling the explosives limit and
manpower limit for a production section for safety.
c. Calculation of variable pay for workers basis the volume of production for a
month.
d. Employee lifecycle management from recruitment to retire in a PSU context.
These scenarios may be demonstrated in Cloud environment.
The requirements in the core functional areas

The best practices
The areas to watch for (customization /configuration), etc.
ii. Tools, methodologies and Project management.
Tools, Methodology and Project Management

a. The details of the activities, the resource loading, mechanisms for tracking issues, the
tools used for managing the project etc. will be the basis for evaluation against this
parameter. The description provided by the bidder, and the information in Form 4 of
ANNEXURE D will be used for this evaluation.
The mechanisms to review and assure the quality of deliverables, the mechanisms for
rectification, the role of experts or expertise of the organization in ensuring that all the
20
deliverables produced by the project team adhere to standards etc. will be the basis
for evaluation. The presentation by the project team, the description provided by the
bidder in the Techno-commercial Proposal and the information in Form 5 of
ANNEXURE D, will be used for evaluation.
b. Methodology for Implementation: Although there are standard methodologies for

implementing the ERP solution, how the bidder will deploy such methodology, how the
project risks will be addressed, and how the bidder will ensure that all the processes
and functions of MIL elaborated in Annexure A & B of this RFP will be implemented
without any need for change in scope etc. will be the basis for evaluation. The
presentation by the bidder’s team, the description provided by the bidder and the
information provided in Form 2 of ANNEXURE D will be used for evaluation.
c. The Tools and methodology being deployed to bring out the following factors clearly:
i. The Mechanism to manage the risks of quality and time.
ii. The mechanisms to ensure all the processes of MIL described of this RFP are
implemented without any change in scope of work.
iii. If there is any requirement for additional work or changes in scope, the
mechanism to assess the need for it and mechanisms to estimate the effort
for such work.
iv. Data migration
v. Testing
vi. Project Documentation, Risk identification, mitigation plan, responsibility
matrix.
d. Mechanisms for ensuring the requirements of MIL are addressed comprehensively
without too much customization.
iii. Envisages solution architecture.
iv. Detailed Project Plan and Resource Loading

Detailed Project Plan and Resource loading
a. MIL expects that the bidder has planned the project in detail, adequately loading the
project with requisite resources. The requirement of MIL is that the project is completed
on time to the satisfaction of the users of the ERP solution at MIL.
b. The project plan shall clearly indicate the project mile stones, the deliverables at these
milestones, and exit criteria for the same.
c. The bidder is requested to highlight how they plan to execute the project, the critical
milestones, the deliverables at these milestones, the resource loading at project site. The
bidder is requested to provide these details in Form 4 of ANNEXURE D
d. Project schedule and timelines.
The Format of Deliverables

e. During the course of the project to implement the ERP solution at MIL, the bidder is
21
expected to formulate or produce the deliverables as specified.

f. The bidder is expected to provide details of the formats which will be used by it during
the project to produce these deliverables. The bidder is requested to use Form 2 of
ANNEXURE D for this.

Expertise in business process design
a. As elaborated in this RFP, MIL intends to exploit the best features of ERP software
effectively to meet its process and functional requirements. MIL intends to judge the
expertise of the bidder in the following specific areas:
i. Production Planning and Scheduling for Manufacturing along with advanced
planning techniques like constraint-based planning.
ii. Finance, accounts and costing.
iii. Materials Management and procurement management in a public sector
organization
iv. Human resource management, payroll administration with specific emphasis on
time office, incentives etc. in a public sector organization.
b. The bidder is required to provide business design case studies with the details from its
past projects to bring out the expertise of the organization. The bidder is requested to
use Form 3 of ANNEXURE D for this.
vi. Project Team and Governance Structure

The Project Team
a. The profile of the project team shall meet the requirements in terms of experience,
training and specific project experience elaborated in the Requirements of MIL, to
qualify in the Technical Evaluation. Better quality of experience, training, length of
stay with the bidder etc. of the featured profiles will attract higher scores. The
presentation by the Project Team, personal interviews if any and the information
provided in Form 1C of ANNEXURE D will be used for evaluation of this parameter.
b. The bidder is expected to deploy a team of experts commensurate with the expertise
for which the organization was shortlisted. The ERP implementation will require
specific expertise areas in the following business functions.
i. Production Planning & scheduling
ii. Production execution
iii. Plant maintenance
iv. Finance & Accounts (including fixed assets), Costing, Budgeting
v. Material Management – procurement, inventory and warehouse management
vi. Quality Management
vii. Sales and Distribution
22
viii. Human Resource and Payroll

ix. Projects
x. Business Planning
xi. Analytics and Dashboard Reporting
xii. Identity Management and Access Control
c. To meet the above requirements, the bidder is required to provide the list of ERP /
Functional Leads / experts with names using the formats as in Form 1C of ANNEXURE
D
d. If the bidder is selected to execute the project of ERP solution implementation at MIL,
MIL will insist on deploying the same team with specific names, which was the basis
for assessing the Techno-commercial Proposal of the bidder, for executing the project.
In view of this requirement, the bidder is requested to propose the experts such that
the bidder will be able to deploy the same people as proposed in the Techno-
commercial proposal.
Project Structure and governance

e. MIL expects that the bidder has a robust project structure in place for effective
interface with the senior management, the core project team for implementation of the
ERP solution and the likely users of the system at MIL. The project structure shall also
cater to the following key requirements.
i. Review and quality control of deliverables.
ii. Quality control and testing of the configured system.
iii. Mechanisms for escalation and resolution of issues.
iv. Mechanisms to monitor the project timelines.
f. The bidder is required to provide details of these things in the Techno-commercial

Proposal. The bidder is requested use the Form 5 of ANNEXURE D
vii. Training and Change Management. - Refer to SECTION III, 6.6
viii. O & M support, OEM services - Refer to SECTION III, 10, 11

O & M Support including OEM Services
The services provided during the maintenance period, the mechanisms to source, execute,
and measure them, the escalation process, etc., will be the basis for evaluation. The
information provided by the bidder in Form 6 of ANNEXURE D and the description provided
in the Technical Proposal will be used for evaluation against this parameter.
a. MIL requires the bidder to provide Operations and maintenance (O&M) services for a
period of Four (4) years extendable by One (1) years from the completion of post GO
LIVE Stabilization.
b. The bidder is required to furnish the following details in the Techno-commercial
Proposal, using the Form 6 of ANNEXURE D.
23
i. The list of services to be delivered during the maintenance period.

ii. The mechanisms to source and monitor the services.
iii. The escalation mechanism.
iv. The team structure to deliver the services.
1.7. Validity of Offer

a. Bids shall necessarily remain valid for 180 days from the specified last date for Bid
submission. The period of validity may be extended if required. Bids (including the
related financial instruments) received with a lower validity than that specified in the
RFP can be treated as invalid and may be rejected. The prescribed validity for financial
instruments is given in subsequent parts of the RFP.
b. In exceptional circumstances, at its discretion, MIL may solicit the bidder's consent for
an extension of the validity period with corresponding extension of period in IPBG/
IPBG Guarantee. The request and the responses thereto shall be made in writing or
email.
1.8. Submission of Pre-Contract Integrity pact and Bank Guarantee (IPBG) for Rupees One
crore is an essential requirement to be fulfilled. Technical bid submitted without Pre-
Contract Integrity pact and Bank Guarantee (IPBG) will be summarily rejected without
technical evaluation.
1.9. In e-procurement, the Bidders shall upload along with their Bid, the scanned copies of
the Pre- Contract Integrity Pact along with Bank Guarantee (IPBG) for IPBG and forward
the original Guarantee for IPBG along with ink signed IP by post in separately sealed
envelopes clearly mentioning the ‘Bank Guarantee (IPBG) and Original Integrity Pact on
respective envelopes along with TE/RFP No Mod/HR(IT)/A/02/2023-24/ADVT/BF and
due date of opening of technical bid. However, if the physical original instrument is not
received by the Buyer prior to the specified Tender opening date & time, the Bid being
incomplete on Tender opening, shall be treated as invalid/ late tender and rejected by
Competent Financial Authority (CFA). Information about IPBG needs to be given in
Form 13 of ANNEXURE F as part of the Bid.
1.10. Bidders requiring clarifications on the contents of the RFP may request the Buyer in
writing / email (Annexure F Form 11), any time before the last date for Request for
clarification mentioned in the schedule, bringing out unambiguously the specific
clarifications needed.
1.11. A bidder can change, withdraw or cancel the earlier submitted offer before the bid
submission closing date and time. In case tender specifications or price bid format is
revised the submitted bids will become null and void & the SI needs to re-submit the
24
bids. RFP closing date & time, opening date & time will also change. Information for the
same will be published on e-procurement portal and or sent to the SI through e-mail.
1.12. Bids cannot be modified after the Bid submission deadline. Similarly, after the Bid
submission deadline, Bids cannot be withdrawn till expiry of the Bid validity.
1.13. In e-procurement, the tenders shall be opened online and bidders who participated in
the RFP can view the spot CST also online through CPP Portal.
1.14. Entire RFP & Proposal.
i) The following constitute the entire RFP by MIL.

a. The RFP Document.
b. The additional conditions if any, supplied by the MIL on or before the last date for
the submission of the responses by the bidder.
c. The clarifications provided by MIL before the last date for the submission of the
responses by the bidder.
d. Minutes of the meeting, request for clarification circulated to the bidders by the
MIL.
Any official communication through email/post by MIL is sent to all the bidders
during the bidding period or before the last date for submission of the response by
the bidder.
ii. Entire proposal by the SI.

a. The response by the bidder submitted in soft copy and printed materials.
b. The presentation material submitted by the bidder during the bidder presentation
sessions and the minutes of the meeting thereof.
c. The written clarifications provided by the bidder as a part of the proposal against
any queries/requests by MIL.
d. Minutes of the meeting of the pre-bid meeting.
1.15. Technical Bids will be opened on the specified Tender opening date and time. Price Bids
of only those firms will be opened, whose Technical Bids are found technically
compliant/ suitable on Technical Evaluation by the Buyer. Technical Evaluation will be
done provided bidder meets the Pre-Qualification Criteria, including that of OEM,
whose product it has quoted. Date of opening of the Price Bids shall be separately
intimated after evaluation of the Technical Bids.
1.16. During evaluation of Bids, the Buyer may, if so required, ask the Bidder (s) for
clarification on the Bid submitted. The request for such clarification shall be through
CPPP, in exceptional cases through other modes like e-mail. The clarification furnished
by the Bidder shall not result in any change in prices or the substance of the Bid nor will
25
the same be permitted. No post-bid clarification at the initiative of the Bidder will be
entertained.
1.17. Canvassing in any form by the Bidder, unsolicited letter and post-bid amendment/
modifications/ corrections shall attract summary rejection of the Bid with forfeiture of
IPBG.
1.18. Bidder shall comply with all the Parts of this RFP and confirm acceptance of all the
clauses of Section II, Section III, Section IV, Section V, Section VI and Section VII of the
RFP, which shall automatically be part of the consequent contract with the successful
Bidder (s) (i.e., Seller in the consequent contract). Failure to confirm acceptance to the
clauses mentioned under various Sections of the RFP may result in rejection of the Bid
submitted by the Bidder. Conditional Bids shall be treated as invalid and rejected.
1.19. The Buyer reserves the right to reject/cancel/scrap the RFP or change the quantity of
tendered item(s) without notifying any reason whatsoever.
1.20. In case of any dispute, the decision of the Buyer shall be final and binding on all
participants in the tender.
2. Special Mention:
2.1. Technical Bid – COVER 1 of CPP Portal
2.1.1. The tenderer shall carefully check the specifications and shall satisfy himself of the
Suitability of the equipment/solution being offered and shall take full responsibility
for the completeness, efficient operations and guarantee of specified output of the
equipment/solution offered.
2.1.2. The tenderer is at liberty to offer appropriate technical approaches to solution.
However, it will not be binding on purchaser to accept it in part or full.
2.1.3. The offer shall conform to technical specification and general conditions of the
contract. However, deviations, if any, shall be clearly brought out by the tenderers in
Annexure F Form 16.
2.1.4. The Bidder shall collect any relevant information required in advance.
2.1.5. Submitting the tender, Claims and objections due to ignorance of requirements will
not be considered after submission of the tender.
2.2. Price Bid – COVER 2 of CPP Portal
2.2.1. Price bid guidelines
26
a. In the price bid, the tenderer shall include all elements of cost of all the components
of the offered solution strictly in the price bid template of e-procurement portal
(CPPP). The filled Excel file shall be uploaded as part of Price-Bid only. The option
from drop down box shall be chosen as Price Bid in the attachment section. If the
ItemwiseCostBreakup.pdf document is found to be part of technical bid, the bid will
be rejected. The SI will be responsible for complete execution of the project as
specified in the scope of work.
b. The rates quoted shall be exclusive of all taxes, duties, levies. Statutory duties such
as GST, Excise duty, other taxes, if applicable, shall be indicated separately. Price
evaluation IS ON Basic Rates only without considering Taxes.
c. The bidder is expected to quote for all the items and components of RTP
implementation required to meet the specifications of MIL as per the scope of this
RFP.
d. Prices shall be quoted entirely in Indian Rupees. No clauses for price fluctuations due
to fluctuation of the Indian currency against any of foreign currency will be accepted
during the period of the contract.
e. It shall be separately and clearly indicated how the local taxes will be applied for
selling these services by a registered entity in India to MIL which is headquartered at
Pune in the Form 9 of Annexure E
f. For the purpose of costing, the bidders are requested to take the AFK Pune factory
and Corporate Head Quarters of MIL at Pune as the Project Site. However, the
project will be implemented across 17 locations. The factory normally works for Five
and half days a week. The factory visit timings are 9.30 am to 5.30 pm. SI is expected
to work within the normal workings of factory as per their convenience. However,
they can work extra hours with special prior permission. The SI can work at the
project office from 9:00 am to 9:00 pm. Extra working hours including Saturday,
Sundays & Holidays shall have no impact on the project cost.
g. The bidder is required to bear the cost of movement of its people from its office to
the Project site at Pune for execution.
h. The bidder is required to ensure that the costing covers all the local costs like cost of
local travel, food, stay of the project team at the Project office at AFK factory estate,
Pune.
i. The costs incurred by the project team of the bidder for travel to the other offices
and factories of MIL, or its customers, partners’ etc. other than the Pune at the
instance of MIL for the purpose of the project will be borne by MIL by shortest flight
route for lowest economy class fare, based on clearance from the MIL. The travel
expenses shall be reimbursed by MIL on submission of bills subject to travel from
Pune station. In case, any expert will be travelling from any other location to the site,
the same will not be borne by MIL. The logistics at other locations will be provided
by Units/Factories. There shall be no charges for accommodation at the factory
guest houses. Food expense has to be borne by the SI.
27
j. Expenses for the senior executives of the bidder to attend the review meetings or
meeting of the steering committee shall be borne by the bidder.
k. All the communication costs between the project team at the project sites and the
company offices will be borne by the bidder. At the request of the bidder MIL may
arrange unfurnished quarters to stay within the vicinity of the Project office.
l. The bidder is expected to price fully for all the services being provided by it to MIL.
Any assumptions about possible future recovery of the underpriced items shall be at
the risk of the bidder.
m. The bidder shall provide all prices and quantities as per the prescribed formats for
Price bid. The bidder shall not leave any field blank. In case the field is not applicable,
the bidder must indicate “0” (zero) in all such fields.
n. If, after the date of this Contract, there is any change in the applicable Laws in India
with respect to taxes and duties which increases or decreases the cost incurred by
the Bidder in performing the Services, then such payments, otherwise payable to the
Bidder under this Contract shall be increased or decreased accordingly. Such an
increase or decrease in the contract shall be valid on the invoice submitted on or
after the date of such changes brought in force only.
o. The bidder has to submit proof of payment against any of the taxes, duties, levies
indicated.
p. If the bidder expects to use any tools for executing the project which are not bought
by MIL, they shall be absorbed in the pricing.
q. The bidder shall quote a price for all the components and the services of the solution
to meet the requirements of MIL as listed in the Technical Specification document,
of this RFP. All the prices will be in Indian Rupees.
r. If any of the solution components is priced as embedded within the overall solution
in the quoted price submitted by the bidder, the bidder cannot un-bundle it and
price it separately during the period of the contract for the solution.
s. Change control requests will be priced at blended per-person-month cost as quoted
by the bidder. Any request beyond the said amount will be paid after rendering the
services.
t. The bidder must not include any technical information regarding the services in the
Commercial proposal.
u. MIL reserves the right to procure the components/services listed in this RFP in whole
or in part.
v. The payment terms mentioned in the supply order/contract issued to the SI shall be
the only payment, payable by MIL to the SI on successful completion of the
contractual obligations by the SI to the satisfaction of Buyer as per terms and
condition of the contract.
w. Prices quoted in the bid must be firm and final and shall not be subject to any
upward revision/modifications. No upward adjustment of the commercial price shall
be made on account of any variations except for tax component. A proposal
28
submitted with an adjustable price quotation or conditional proposal liable/may be

rejected as non-responsive.
x. If any of the service component is priced as bundled within any of the other priced
component submitted by the bidder, the bidder cannot unbundle it and price it
separately after the Price Bids are opened or during the period of the agreement for
implementation of the ERP system.
y. Correction of Error
i) Bidders are advised to exercise adequate care in quoting the prices. No excuse
for corrections in the quoted figures will be entertained after the proposals are
submitted to MIL.
ii) Arithmetic errors in proposals will be corrected as follows:
• In case of discrepancy between the amounts mentioned in figures and in
words, the amount in words shall govern.
• In case of discrepancy between the cost quoted in the pricing summary
sheet for a component and the total cost provided for the component in
the detailed cost break up sheet, the detailed cost breaks up sheet for the
component will be considered.
• In case of discrepancy between the total price given for a line item /
component and the calculated total price (number of units multiplied by
the cost per unit for that line item), the total price given for a line item /
component will be considered.
• The amount stated in the commercial proposal, adjusted in accordance
with the above procedure, shall be considered as binding, unless it causes
the overall proposal price to rise, in which case the proposal price shall
govern.
• The amount stated in the Commercial proposal will be adjusted by MIL in
accordance with the above procedure for the correction of errors and shall
be considered as binding upon the Bidder. If the Bidder does not accept
the corrected amount of the Financial Proposal, its Proposal will be
rejected, and the Bid security of the bidder will be forfeited.
z. No upward adjustment of the price quoted in the Commercial proposal shall be made
on account of any variations in costs of labor and materials, currency exchange
fluctuations with international currency or any other cost component affecting the total
cost in fulfilling the obligations under the agreement. No clauses for price fluctuations
due to fluctuation of the Indian currency against any of foreign currency will be
accepted during the period of the agreement.
aa. All costs incurred due to a delay of any sort, solely attributable to the bidder, shall be
borne by the Bidder.
bb. MIL reserves the right to ask the Bidder to submit proof of payment against any of the
taxes, duties, levies indicated within specified time frames.
cc. If the price for any of the services is not explicitly quoted in the Price Bid or mentioned
as zero, it is assumed that the price for that particular element is absorbed in some
29
other service element for which a price has been quoted, and MIL has the right to
source services for which no price was quoted or quoted as zero, at no additional price.
dd. If taxes or any other applicable charges are not indicated explicitly, they are assumed to
be bundled within the prices quoted and unbundling of these charges will not be
entertained either during evaluation or while signing the agreement.
ee. Price Bid of a bidder will be declared non-responsive if the bidder has proposed
components in the Price Bid which are different from the solution as mentioned in the
technical bid.
ff. The Price bid – COVER 2 of CPP portal, shall have TWO SECTIONS – SECTION 1 &
SECTION 2. Details provided in Form 9 Price bid format.
2.2.2. Price and Price information

a. The bidder shall quote a price for all the components of the solution suggested to meet
the requirements of MIL. MIL reserves the right to procure the components/services
listed in this RFP in whole or in part.
b. Once a contract is signed with the successful bidder based on the Price Bid, no
adjustment of the contract price shall be made on account of any variations in costs of
labor and materials or any other cost component affecting the total cost in fulfilling the
obligations under the contract. Tax shall be as per Prevailing Rates. during currency of
the original contract period.
c. The Contract price arrived at, on the basis of selection of a price bid of the successful
bidder, shall be the only payment, payable by MIL to the bidder for completion of the
contractual obligations by the successful bidder under the Contract, subject to the
terms of payment specified as in Section V.
d. If any of the solution components is priced as embedded within the overall solution in
the Price bid submitted by the bidder, the bidder cannot un-bundle it and price it
separately during the period of the contract for the solution.
2.2.3. Pricing of the Techno-commercial Bid and clarifications
The bidder is expected to price all the items and services proposed in the Techno-
commercial bid. The price quoted by the bidder is inclusive of all the items in the
Techno-commercial proposal and is assumed to incorporate all the clarification
provided by the bidder on the Techno-commercial proposal during the evaluation of
the Techno-commercial offer. The bidder is requested to undertake this declaration
through Form 17 of Annexure F.
2.2.4. The components of price bids
The bidder is required to provide the prices for the following items. If the prices for
these items are not indicated separately, such bidders will be rejected.
a. ERP licenses cost till the end of O&M phase.
30
b. ERP Implementation cost

c. Annual Technical Support services for Four (4) years extendable by one (1) year.
d. O&M (Operations and maintenance) SI Support for a period ( Four years)
extendable by one(1) after expiry of Post GO LIVE stabilisation (Please refer to the
acceptance criteria for this).
e. Blended person month cost of implementation as per the format provided in
Form 9 of Annexure E.
f. Explosive management – for inventory and manpower.
g. Robotic Process Automation (RPA) for five identified processes / scenarios.
Compliance to Tender Clauses: Bidders are required to furnish clause by clause
compliance of TE clauses / specifications bringing out clearly the deviations from TE, if
any. The Bidders are advised to submit the compliance statement in the following format
along with Technical Bid – Sl Para of TE clauses / specifications Details Compliance: Yes /
No In case of non-compliance, deviation to be indicated.
3. Deviations and objections to the conditions of the RFP

a. If the bidder has any suggestions, deviations to any of the conditions or undertakings
of this document, the bidder is requested to indicate as per Form 16 of Annexure F
and the reason for that including compliance statement .
b. However, it is neither guaranteed that these suggestions and deviations will be
accepted nor this process shall be construed as any commitment from MIL to consider
those reservations. MIL will communicate to the bidder on the status of the decision
taken on the bidder submitted deviations, that is, whether the deviations submitted
along with the techno-commercial proposal are accepted or rejected after the
completion of the techno-commercial scrutiny. The bidder cannot base the
commercial quote on the assumptions of these reservations being addressed by MIL.
No Deviation, whatsoever will be permitted for commercial terms.
c. Those reservations which have a direct bearing on the commercials terms will not be
acceptable to MIL.
4. Commercial contract
a. MIL shall endeavour to procure all the items listed in SECTION II - ESSENTIAL DETAILS OF
ITEMS /SERVICES, except for blended man months. However, if there are changes in
business context, MIL will have the option and the right to buy any combination of
services. The priced items which MIL intends to buy will be included in the commercial
contract with the successful bidder.
b. During the period of the contract, MIL could buy any of those items which are not
included in the contract, and which are part of the quote price of the bidder. MIL will
have the right to buy those services at the same rate for which the bidder was selected
as the successful bidder. The commercial quote for all the services indicated in the
quote will be valid for the complete period of the contract.
31
c. Although the price quoted by the bidders for implementing the ERP solution at MIL will
be a single consolidated figure, MIL may seek the services of the successful bidder to
carry out additional work as part of the implementation project. The blended person
month rate as indicated by the bidder as per Form 9 Annexure E will be the basis for
such additional procurement. This extra payment will be admissible only after the
freezing of Blueprint Stage arising out of any change resulting from MIL side.
d. Once a contract is signed with the successful bidder, no adjustment of the contract
price shall be made on account of any variations in costs of labor and materials or any
other cost component affecting the total cost in fulfilling the obligations under the
contract.
e. The Contract price arrived at, on the basis of selection of a price of the successful
contractual obligations by the successful bidder under the Contract, subject to the
terms of payment specified as proposed in the techno-commercial proposal or the one
agreed between MIL and the bidder after negotiations. The price would be exclusive of
taxes, duties and levies. The prevailing taxes, duties, charges and levies as applicable
shall be mentioned explicitly.
5. Impact of Litigation
MIL does not intend to deal with any bidders who are facing litigations or enquiry of such
nature which have the potential to adversely impact the operations of the bidder and
thereby pose significant risk to the implementation of the ERP solution at MIL, if such a
bidder is selected to do so. Keeping this in mind, MIL requests all the bidders to give an
undertaking to this effect, using Form A.8, of Appendix A.
6. Deadline of submission
RFP: Last Date & Time of Submission: As per schedule mentioned in the RFP
Technical & Price bid: Last Date & Time of Submission: As per schedule mentioned in the RFP
7. Opening of bids
a. Total transparency will be observed while opening the proposals/bids.

b. MIL reserves the right at all times to postpone or cancel a scheduled bid opening.
c. The bids will be opened, in two stages, one for Technical and one for Commercial
/Price proposals, of those bidders whose Technical Bids qualify.
d. During bid opening preliminary scrutiny of the bid documents will be made to
determine whether they are complete, whether the required IPBG has been furnished,
whether the documents have been properly signed, and whether the bids are generally
in order. Bids not conforming to such preliminary requirements will be prima facie
rejected.
e. The bid security envelope indicating RFP number and opening Date will be opened first
by MIL, for Techno commercial bid evaluation online through CPPP. The Bid Security
32
envelope of the bidders will be opened on the same day and time on which the Techno
commercial Bid is opened.
f. The Price bid will not be opened until the techno-commercial evaluation is completed
and the results of the evaluation are communicated to all the bidders.
g. The Price bid shall be opened only of those bidders who qualify for the techno-
commercial evaluation stage.
8. General conditions of Contract
a) In the event of an order being placed in pursuance of this invitation to tenders, the
same will be governed by the condition of contract.
b) Any other conditions indicated in the specifications attached to tender documents will
also form part of the condition.
c) The Standard (Section IV) and Special conditions (Section V), as specified in this RFP are
applicable to supply order/contract also. Acceptance of supply order by the firm is
essential to make the same as legally valid document.
d) In this Contract, wherever there is a mention of Plant and Machinery, the same will
imply ERP as a Project.
9. Queries / Clarification:
Queries/clarifications of all nature, if any that may arise shall be referred by the tenderer by
RFI (Request for Information) by Letter/email direct to the signatory at the following address:
GM /Modernization & ERP
Contact: 020-67080400
modernization@munitionsindia.in
Clarifications /queries on the bidding terms shall be sent in the format provided in Form
11 of Annexure F of this document as per the schedule mentioned in the RFP.
a. Any clarifications / queries at RFP stage by vendor shall be sent by email from email id
of the primary contact person as per the time schedule mentioned in the RFP.
b. The first mail needs to mention the Primary contact along with the bid queries. Mails
from the primary contact will only be entertained. Queries sent by anybody else from
the bidder organization or its associates will not be entertained.
c. Any queries/clarifications related to the RFP shall be sent to the following email
addresses:
E-mail:
“Implementation of ERP solution at MIL - Request for Clarification - “RFC” may be
included in the subject line.
33
d. MIL will share the answers to the queries from each of the bidders with all the bidders
to all the designated representatives of the bidders. MIL will endeavor to provide
responses to all questions. However, MIL makes no representation or warranty as to
the completeness of any response, nor does MIL undertake to answer all the queries
that have been posed by the bidders.
34
SECTION II –ESSENTIAL DETAILS OF ITEMS/SERVICES REQUIRED
RFP contains essential details of stores/services required, such as the Schedule of

requirements, technical specification, delivery period, mode of delivery.
SCHEDULE OF REQUIREMENTS:
Sl. Description
A .1 Procurement of ERP licenses for 2500 ERP users and 22,000 employees self-
services users with provision to scale up.
List of business functions to be covered as part of proposed ERP.

iv. Finance & Accounts (including fixed assets), Costing & Budgeting
v. Material Management – procurement, inventory & warehouse
management
ix. Projects
Procurement of Associated software tools (with licenses) to enable ERP

A.2 system to function, but not limited to
i. Helpdesk tools
ii. Identity management & Access control
iii. Data profiling and cleansing Tools.
iv. Software Tools for RPA (Robotic Process Automation)
v. Any other tools SI would like to propose.
A.3 Procurement of Analytics licenses - Tableau Latest Version for 25 users
B Implementation of ERP for MIL for 17 geographical locations, including the

following scope of services
a. Hardware /Infrastructure estimation & sizing

b. Application installation and support.
c. ERP Implementation Services till GO LIVE – 15 months.
i. Project Preparation
ii. Business Design
iii. Configuration / Customization / Development
35
Sl. Description
iv. Testing
v. Data Migration
vi. Training and Change Management
vii. Documentation
viii. Cutover and GO LIVE
d. Post GO LIVE Stabilization Support – 3 months.
C Annual Technical Services (ERP plus other software) – 4 (Four) years extendable
by 1 (One) year.
ATS support for Year 1
D Operations and Maintenance SI Support – including Handholding charges – 4

(Four) years extendable by 1 (One) year.
O&M SI support for Year 1
E Blended man month rate for Change request – budgeted for 100 man months
Management of explosives storage quantity within the prescribed safety levels

F at every sub section or building.
Management and control of manpower allocation to every sub section or /
building as per safety guidelines.
G Robotic Process Automation (RPA) for at least 5 processes or scenarios
NB: Necessary Hardware with associated software for
ii. Business process Design
iv. MIL project team training.
will be catered for by the SI. This shall be required till the time MIL is able to procure and
commission the necessary hardware based on recommendation of the SI.
36
SECTION III- SCOPE OF WORK
1.1 Geographical scope

Geographic scope will be limited to the following locations.
Sl Factory Name Location State

no 1.Ammunition Factory, Khadki Maharashtra
2.Cordite Factory, Aruvankadu Tamil Nadu
3.High Energy Projectile Factory, Tiruchirapalli Tamil Nadu
4.High Explosive Factory, Khadki Maharashtra
5.Ordnance Factory, Bhandara Maharashtra
6.Ordnance Factory, Bolangir Orissa
7.Ordnance Factory Chanda, Chandrapur Maharashtra
8.Ordnance Factory, Dehu Road Maharashtra
9.Ordnance Factory, Itarsi Madhya Pradesh
10.
Ordnance Factory, Khamaria Madhya Pradesh
11.
Ordnance Factory, Nalanda Bihar
12.
Ordnance Factory, Varangaon Maharashtra
13.
MIL Corporate office Pune Maharashtra
14.
Ordnance Factory Institute of Learning Khamaria Madhya Pradesh
15.
MIL Controllerate of Safety Pune Maharashtra
16.
National Academy of Defence Production Pune Maharashtra
17.
Liaison Office at Delhi Delhi NCR
1.2 Technical scope
The Non-Functional requirements for an on-premise ERP solution are listed below:
General Application/Solution Requirements
The solution shall support the following network types:
a. LAN & WAN.
b. Leased Lines. ADSL Lines.
c. Satellite Networks.
d. MPLS based Networks.
e. VPNs.
The solution shall provide context-based help facilities and also on-line help at
functions, screen and field level that can be tailored to suit MIL’s requirement.
The solution shall have comprehensive online help facility to access system specific
technical/ functional areas.
Upgrades shall not affect the current version adversely.
The solution shall support data conversion tools.
The solution shall support e-mail integration.
The solution shall support imaging and archiving.
37
The solution shall support the upload and download of multiple types of documents
into the document management system that include office documents, image files
and engineering drawings.
All functionalities like data entry screens, various reports, batch processing,
integration etc. shall use a common unified application platform suite to provide
ease of management to avoid compatibility issues.
1.3 Implementation Approach
MIL has decided to opt for a phased approach to implement ERP for all business
divisions which have following functional sections. The phases will be as
follows.
Phase 1: Ammunition Factory Khadki - Pune, Ordnance Factory Bhandara and

MIL Corporate office (It is relevant to bring that O F Bhandara and AFK are
similar in all respect except for the fact that AFK follows discrete manufacturing
and Bhandara follows Process Manufacturing. All Modules will be implemented
at AFK except for the Production related specific modules, which will be at
Bhandara. The AFK template shall be used for the rest of factories with possible
minor variations in processes.
Phase 2: Roll out to the remaining locations.
1.4 Functional Scope

1.41 The proposed ERP shall cover the following functions.
i. Production Planning
ix. Projects
x. Enterprise Asset Management
xi. Business Planning
xii. Analytics and Dashboard Reporting
xiii. Identity Management and Access Control
38
1.42
Functional scope exclusions
i. Real estate management
ii. Environment, Health & Safety
iii. Product life cycle management
iv. DAK management
v. File management
vi. RTI
vii. GPF (General Provident Fund)
viii. Visitor management
ix. Legal
x. Internal Audit
1.5 Robotic Process Automation (RPA)

MIL has identified the following scenarios / processes for RPA implementation.
1. Laboratory Results submitted by any vendor as part of Supply of Raw
Material/ Component / Sub -Assembly
2. Proof Results, done by outside third part agency
3. Processing of Invoices submitted by the suppliers
4. Mail management, Receipt, Reply, Pending , Referral Tracking
5. Intranet to Internet Transfer and Vice Versa for e-procurement (RFP to GeM/
CPPP, PO in GeM/ CPPP to PO in ERP, Any GST/Tax Integration)
The above five processes are to be transformed through RPA.
1.6 Integration requirements
1.6.1
External Interface – Indicative
# External Portals Operational Aspects Notes

/ applications
1 E Invoicing ERP system shall produce a Statutory requirement to
suitable electronic file data – populate information in
Waybill
so this Internet based Govt. this portal for each
application can be accordingly procurement via -tender
populated with pertinent data.
2 E Procurement ERP system shall produce a Statutory requirement to
suitable electronic file data – populate information in
• GeM
so this Internet based Govt. this portal for each
• CPPP
application can be accordingly procurement via –tender
populated with pertinent data. and get the relevant
information like Bid
Information/ PO back to
the ERP
39
3 Vendor portal ERP system shall consume data Vendor data is available
from a suitable electronic file in the Govt. Portal and
and / or manual data entry. needs to be copied in the
This is an Input to ERP system. ERP system for
operational convenience
and financial references
5 Banks ERP system shall produce Such an electronic file
electronic ‘formatted data’ needs to be sent across to
About 21 Main
(encrypted – if required) as per all banks of MIL as
Operating bank
each Bank requirement, so required.
accounts from
that accounts payments can be
three different
affected by the banks.
Banks, SBI, ICICI
and HDFC
7 Real estate Quarters /shops / halls rents
collected has to be integrated
with ERP
There can be other integrations requirement too.
Internal- Indicative
1.6.2
# Transaction Notes
1 e-ARS at factory level This Bio-metric and card swipe-based attendance
gathering system will operate as it is currently. No
changes
2 Attendance transfer This is a PULL technology ERP will request each of
from e-ARS to ERP the e-ARS system of the factory to send the
attendance of the day.
3 All HR events pertaining

to recruitment,
performance appraisal,
training, disciplinary
action, vigilance,
confirmation, probation
generated outside ERP
will be updated in ERP
4 Other Central There are various applications outside ERP like

Applications Quarter allotment, which will need integration.
5 Document Management ERP to have integration with an external
System Document Management System. MIL intends to
use Newgen’s DMS.
There could be other internal systems which may have to be integrated with the
40
CORE ERP
2 Scope of services
a. Procurement and Supply of ERP software product licenses & solution
components, associated software and tools from Genuine OEM.
b. Hardware /Infrastructure estimation & sizing.
c. Application installation and support.
d. ERP Implementation Services till GO LIVE
ii. Business Design
iv. Testing
v. Data Migration
vii. Documentation
e. Post GO LIVE Stabilization Support
f. Warranty Services
g. ATS support for 4 (four) years extendable by 1 (One) year
h. O & M SI support – 4 (Four) years, extendable to another1 (One) year
Five Years will be counted from end of Post GO LIVE Stabilization of the project
of ERP implementation in all the locations.
3.0 Procurement of ERP and associated software licenses

3.1
MIL desires to implement an ERP solution that will cater to 2500 (Two Thousand
Five hundred only) approximately named users.
User type Number of Phase 1 – AFK & Phase 2 – rest

Users * Bhandara
ERP users 2500 650 1850
Self-service 22000 6000 16000
& payroll
users
The ERP licenses shall be procured basis the timeline given below. M0 being the
start of the project. MIL shall endeavour to adhere to the schedule given below, the
timelines can change up to 45 days. M9 means 9 months from M0. M12 means 12
months from M0.
License Procurement ERP licenses Timeline
Initial 50 M1
41
Phase 1 650 M9
Phase 2 1800 M12
Initially 50 Licenses including 5 development licenses to be supplied for

configuration/ customization/ development/ testing. In case of requirement of
additional user licenses, each additional user license needs to be provided at the
rate equal to or lower than the supplied user license rate and valid till end of O & M
period. ERP solution also has to be implemented to cater payroll for 22000
employees and 22000 employees will need the self-service portal for availing the
HR services (indicative phase wise numbers can change within the overall total).
The offered ERP product shall meet all requirements as specified in the RFP. SI will
also supply any other related software/accessories required to make the offered
ERP solution complete.
The following indicative figures are given to help the SI in sizing:

1. The maximum cap limit for core functional users for all the functional modules is
estimated as 2500 nos. However, this count might decrease or increase and the
exact count will be finalized during subsequent discussion & finalization of SI.
2. The estimated users for ESS (for leaves, salary slip, and service book) are 22000.
However, this count might decrease or increase and the exact count will be
finalized during subsequent discussion & finalization of SI.
3.2 Procurement of Associated software tools but not limited to
Helpdesk tools.
Identity management & Access control.
Data profiling and cleansing Tools.
Document Management system.
Software Tools for RPA (Robotic Process Automation)
Any other tools SI would like to propose.
The SI is expected to select, procure and install the required tools on behalf of MIL.
3.3 Responsibility of the SI in procurement of ERP licenses.
SI will take responsibility of following:
a. Procure and Supply user licenses for transaction, technical and system
administration for the offered ERP product.
b. The ERP licenses shall be procured in the name of MIL.
c. The SI shall quote the license fees of the ERP solution from Genuine OEM.
Supply tools, accessories and documentation. Tools and accessories shall be
part of the offered solution.
d. Product documentation to include hard copies and soft copies (two sets each)
to be supplied along with ERP product licenses and associated software
solution and shall include but not limited to the following:
i. Technical manuals.
ii. Installation guides.
iii. User manuals.
iv. System administrator manuals.
v. Toolkit guides and Troubleshooting guides.
42
All documents mentioned above or any other standard documentation for the
product will be included in the cost of the license.
The bidder shall provide perpetual licenses for all software components proposed in
the solution and shall be in name of MIL. The support of the same shall be available
for the period of contract as mentioned in the RFP, to be confirmed by OEM.
4.0 ERP related Hardware /Infrastructure specification, estimation & sizing

4.1 MIL will procure the hardware based on sizing & architectural recommendation of
the System Integrator.
Necessary Hardware with associated software for
iv. MIL Project Team Training
will be catered for by the SI. This shall be required till the time MIL is able to
procure and commission the necessary hardware based on the recommendation of
SI. These assets can be taken back by the SI once MIL assets are available.
4.2
MIL will setup Data Centre (DC), Near Disaster Recovery (NDR) and Disaster
Recovery centre. Alternately, it may go for taking services of a CSP (Cloud Service
Provider).
The Time frame of Implementation is of (15) months with stabilization period of

three (3) months. SI is expected to submit their project plans and milestone as per
the proposed time frame.
M1 is the first month from the project start date.
4.3 System landscape

The system landscape at the Data Centre and Disaster Recovery shall have the
following environments.
• Development
• Quality
• Training
• Production
4.4 ERP related Hardware /Infrastructure specification, estimation & sizing
SI will be responsible for server, storage, security and network sizing for the ERP
application at MIL. The sizing needs to be done based on MIL’s requirement for
performance, optimized power usage and scalability.
Following are the required services which SI needs to provide to MIL:
SI shall be responsible to conduct necessary site visits to prepare bill of material and
all specifications for required IT / Non-IT infrastructure for Data Center (DC) and
43
Disaster Recovery (DR) site for proposed ERP system.

IT infrastructure will include – Network, ERP and associated application Servers,
storage and security infrastructure.
Non-IT infra-structure will include -Racks, Remote Sensing components for
monitoring the environment of Data center and Disaster Recovery
SI shall finalize the system architecture in with MIL consultation with user.
Finalize Sizing of Servers and related Infrastructure Components/ Peripherals.
SI shall provide inputs on Bandwidth requirements in consultation with MIL.
SI shall provide a power planning recommendation for the envisaged solution.
SI shall provide proposed network architecture and support MIL in RFP preparation
of Hardware, Security and Network infrastructure. The proposed Network
architecture shall integrate with COMNET (RailTel MPLS VPN network).
SI shall provide recommendations on different options of connectivity and
redundancy.
SI, if required can propose staggered delivery of hardware/ network components as
per the implementation plan with required procurement lead time.
SI will validate the commissioning during installation of the above hardware, security
and network infrastructure.
Hardware must confirm to low energy requirement, best in class in the industry.
4.7 System integrator will assist and conduct the Final Acceptance test as planned jointly
with the MIL. The Factory/units Acceptance Test (FAT) will be conducted for the
items to be supplied, installed, configured and commissioned by the bidder.
4.8 System integrator will provide suitable business continuity and disaster recovery
plan to ensure continuity of operations along with defining RPO (Recovery Point
Objective) and RTO (Recovery Time Objective).
4.9 System integrator will provide solution considering all Information and
Communications Technology (ICT) requirements.
4.10 System integrator will design considering the Airgap policy defined by Govt. of
India. Internet and Intranet network must be physically separated as per this rule.
4.11 System Integrator will plan for offline patch deployment and Anti-virus upgradation
considering the Airgap policy.
4.12 The bidder shall provide perpetual licenses for all software components proposed in
the solution and shall be in name of MIL.
5.0 Application Installation and Support for ERP and associated software tools
5.1 Installation and System Administration
The Technical team of the Bidder comprising of ERP System administrator shall take
the complete responsibility to
Install the ERP products add-on components and 3rd party products on the
designated servers.
Install ERP training system to train the MIL project Team on ERP Overview and
Module Training
Operate and maintain the ERP System along with its associated peripherals during
implementation project and post implementation support.
44
Secure the system to maintain the integrity of data.

Achieve good response times by managing the workload on the system properly.
Establish prescribed guidelines for maintenance of ERP systems.
a) Activities to be performed on daily, weekly, monthly, quarterly and
annual basis to ensure smooth functioning of the ERP System effectively
and efficiently ensuring high availability.
b) Procedures to be followed with regards to new development, applying
patches to ensure that the system is bug free and complies with ERP
recommendations.
c) Recommend concept of Printing and points to consider for various
printing requirements across Enterprise.
d) Establish and Conduct activities related to Database Administration and
ERP System Administration.
e) Establish connectivity across ERP products/ add-on components and to
non-ERP applications.
f) Establish procedure for backups, of data to safeguard data loss against
any failure and verify Restore.
g) Check for errors in the system during the various activities on the ERP
system, resolve the same and take preventive measures.
h) Recommend necessary software components on user PCs for ERP
functioning.
i) Refresh the Development, Quality and Training systems as required for
project activities.
j) Liaison with ERP OEM Support Desk for resolving any product related
issues.
k) Keep the management informed of the health of the system.
l) Apply all latest and applicable Enhancement packages.
m) Setting up of technical transport management (movement configuration
/ programs from Development to Quality to Production)
6.0 ERP Implementation Services till GO LIVE
iv. Testing
v. Data Migration
vii. Documentation
This RFP envisages the following components of work to be executed by a

competent SI in order to fulfill the objectives of the proposed ERP system. An
Enterprise Resource Planning system (ERP) is envisaged to be a user friendly,
comprehensive, integrated information system designed to manage the overall
functioning of all MIL business and support divisions.
45
6.1 Project Preparation

6.1 A. The SI shall prepare an Integrated Project Plan for the entire project that
covers detailed tasks which are intended to be performed as part of the
project.
B. The roles and responsibilities for the project team along with support
arrangements that are expected from MIL need to be jointly arrived at and
have to be signed off between the SI and MIL.
C. The SI needs to prepare and submit an Inception Report, which will serve as
the foundation document for all activities related to the project. Additionally,
the Inception report must cover the risks the SI anticipates and the plans
they propose towards mitigating those risks.
D. The acceptance of the Inception Report by MIL or its nominated agency is
necessary before proceeding to the next stage of the project.
This is to bring out that MIL has engaged NISG as a Consultant for overall guidance
of the project. They will be suitably associated in different stages.
Project Preparation
E. A detailed project charter including the detailed project plan, indicating all
activities with resources required their roles and responsibilities and time
schedule of deliverables needs to be prepared at the start of the project and
submitted to MIL for approval.
F. The project charter shall also contain detailed project description, approach
and methodology, milestones, deliverables, project organization, roles and
responsibilities, project risks and mitigation plans, dependencies. Any
subsequent changes can be made on a mutual basis.
G. The project charter shall include a detailed program for installing and
implementing the ERP system covered under this RFP. The program shall be
in the form of a bar chart or any suitable format identifying key phases in
various stages of the project.
H. The SI shall form a project team comprising the following key positions
proposed in the proposal:
a. Engagement Director
b. Project Director at site
c. Functional Consultant Leads mapped to MIL’s business function (with
respective functional teams).
d. Solution Architect
e. Technical Lead (with a technical team)
The members listed above are mandatory.

I. The SI shall not change any member of the Project Team during the entire
implementation of the project. However, in the unlikely event of a change
being required, the procedure for replacement of personnel shall be
followed as per the agreement mutually signed by the parties.
6.2 Business process and system design

6.2.1 Requirements Gathering & Analysis
46
A. A high-level analysis of processes has already been done and functional

requirements have been identified. The Functional Requirements as
envisaged for this project are referred to in Annexure B of the RFP
document.
B. SI is required to some visit MIL factories or have some further discussion with
MIL, for better clarification/understanding on any functional requirements (if
any).
C. SI also is required to visit OF Medak and OF Ambajhari, Nagpur, where
process maturity is high to incorporate some of the best practices.
D. The SI must map the Functional Requirements to the proposed ERP system
and analyze the existing gaps between the Functional Requirements and the
functionalities provided by the ERP system. Accordingly, SI shall identify the
customization requirements for the implementation.
6.2.2 System Design
A. The SI shall prepare a comprehensive Systems Architecture and design
documents for the ERP System after conducting a comprehensive analysis of
the requirement for ERP System in MIL. This design shall include Solution
Architecture, Hardware Deployment Architecture, Network Design, and
Security Architecture for the ERP system.
B. The Architecture document shall give the complete architecture of the
proposed ERP system.
The documents including, but not limited to the following, shall be submitted
for a sign-off.
● Application Functional architecture
● Format of all input screens including data entry requirements
● Format of all reports and dashboards.
● Access control mechanisms, data security and audit trails to ensure
that databases are not tampered with or modified by unauthorized
users.
C. Design and Implementation of the System Architecture: The SI shall be
entirely responsible for the architecture of the system implemented to
satisfy all features, functions, performance and security as described in this
document including sizing of the required hardware. The system architecture
description provided in this document is for reference only. The SI shall
ensure all possible and required improvements.
The ERP system design must be such as to require the minimal installation, if
at all, at the user’s end, besides the Internet Browser. The ERP system shall
be able to support latest version of standard browsers. The SI shall consider
users’ inputs when they are finalizing all design components including user
interfaces, mode of data entry, storage and retrieval, outputs reports,
queries and the application design as a whole. The SI shall bring in experts to
conduct BPR for adopting best practices.
D. The SI shall provide Plans for User Acceptance Tests (UAT) and System
Integration Tests (SIT) including Performance Tests (PT) to MIL and make the
necessary changes to ERP configuration to optimize performance.
E. The SI shall be responsible for making sure that all the above considerations
are adequately met. The SI shall deliver an architecture document covering
the above aspects.
47
F. The SI has to develop and implement necessary Application Programme

Interfaces (APIs) to integrate with the existing application systems i.e., Gem
Portal, e-Procurement portal, GST, Srijan Portal, CPGRAMS, MIL’s web portal,
Portal in Internet for some mandatory disclosures required by CVC and pro-
active disclosures as per Right to Information Act, 2005. Also, to provide
proper documentation for this integration.
6.2.3 Business process design
Business process Design Objective, approach and methodology shall ensure the
following four steps:
Objectives
Simplification and Standardization of Processes: All processes need to be depicted

into simple flow diagrams with clear linkages. This will help in reviewing some of
the old manual practices in view of the integrated system scenario of the future. SI
also needs to explore the standardization of processes across all lines of
businesses/divisions.
Elimination of Redundant and Non-Value Adding Processes: After simplifying the

processes, all processes are to be reviewed to eliminate the redundant steps and
practices. Non availability of information across the departments results in
repetitive and redundant activities in a manual work environment.
Best practices: After eliminating the redundant processes, reengineering of

processes need to be done keeping in view the standard best available processes/
practices available in the proposed enterprise solution software. The primary
objective of this step is to enhance functional efficiency and process performance.
Automation: Configuring the To-Be processes in the system shall be able to

address all the defined requirements in the As-Is, To-Be and the Gap documents.
SI will perform following services as part of business design scope:
Business process design scope
a. SI will perform a current business study to define all the business processes
currently followed in MIL as per the scope with process definition, sub process,
dependencies, activities, flow charts, MIS & reporting requirement and
Functional roles. The output of this stage will be a detailed “As-Is” document.
b. SI will map all the As-Is process identified during the current business study to
the ERP functionalities and arrive at the “To-Be” process document with
required process definition, flow diagrams, process enhancements and gap-
fitment analysis to map all business requirements of MIL in the ERP solution.
The output of this stage will be a detailed “To-Be” & “Gap-Analysis” document.
c. SI will provide initial functional training to all the MIL project team to facilitate
understanding of ERP functionalities of proposed solution. This training will
help MIL to analyse and assess the changes recommended by SI in “To-Be” and
48
“Gap-Analysis” Documents.
d. SI is expected to conduct workshops, give detailed presentations on the

Business Blueprint, which will include gap analysis, way forward to fill the gap
and specific recommendations for adoption of new improved business
processes by MIL.
e. MIL has constituted a project governance structure with adequate

representation from all the stakeholders to review the recommendations of
the SI and accord necessary approval for the Business Design Report and the
new improved business processes to be adopted.
f. SI shall prepare and submit a Functional architecture and solution

architecture.
g. Study and assessment document prepared in the past can be shared, however
some of the processes have undergone change post corporatization. The
documents can be used as a point of reference and has no bearing on the final
processes to be implemented.
6.3 Configuration / customization /development
6.3.1 The SI shall be responsible for installation of ERP software, database, tools, and any
other hardware component required for making the ERP system successfully
operational as per the requirements of MIL. The system is to be a single instance;
centralized installation servicing the entire organization. The ERP system will be
installed at the location identified by MIL.
a. SI shall conduct a study of the MIL’s technical and functional requirements

with process owners and then make the required system configuration &
design modifications to implement the requirement in order to achieve the
desired functionality. However, the same must be tested, accepted and
approved by MIL.
b. MIL intends to implement standard ERP functionalities and the leading
practices available in the offered solution, as far as practically possible.
c. SI is required to undertake customization that may be needed in line with
the changed, improved or specific business processes requirement
prepared during Business Design phase of the ERP implementation.
d. SI will ensure that the costing of custom objects is included in quoted
Implementation cost. Custom objects will include Forms, BI Reports,
Interfaces, Conversions, workflow and Enhancement to be developed by
the SI.
e. MIL reserves the right to seek customization to meet its unique
requirements and validate the design or findings suggested as custom
development by the system integrator.
f. MIL reserves the right to get the functional specifications and effort
reviewed by an external consultant.
49
g. MIL team to be fully associated for the configuration/customization of the

system for enabling complete knowledge transfer.
6.3.2 Configuration: Based on the approved Business Design Document, the SI will
undertake the system configuration and customization. After completion of
configuration to the ERP system, SI shall carry out a trial run on the agreed use
cases. If needed or/and the result is not up to the expectation of MIL, further
reconfiguration will be done by the SI in order to close any gap left in meeting the
desired objective.
6.3.3 Customization: MIL intends to implement ERP functionalities and the leading
practices available in the offered solution, as far as practically possible. The SI is
required to undertake customization that may be needed in line with the changed,
improved or specific business processes requirement prepared during Business
Design phase of the ERP implementation. However, the same must be tested,
accepted and approved by MIL. All custom development shall be carried out in a
controlled and planned manner with adherence to ERP prescribed coding standards
and naming conventions. The SI needs to provide configuration, customization and
installation documents to MIL. SI shall follow a disciplined approach for
configuration and customization which shall not restrict MIL for any future upgrades
to its ERP system to this effect. Configuration needs to be flexible for adding
additional role holders for expansion of business.
6.3.4 Custom Developments
a. The SI shall be responsible for installation of ERP software, database, tools,

and any other component (together referred to as ERP solution) required
for making the ERP solution successfully operational as per MIL
requirement. The system is to be a single instance; centralized installation
servicing the entire organization.
b. The SI shall explore all options available in Standard ERP to meet the
requirements, demonstrate standard options to MIL. If MIL concludes that
no option meets the requirement and the requirement is critical for
business, SI shall submit the case for custom development to MIL. All
custom developments shall be carried out in a controlled and planned
manner with adherence to ERP prescribed Coding Standards and Naming
Conventions.
c. SI shall explore all options available in Standard ERP to meet the

requirements, demonstrate standard options to MIL. If MIL concludes that
no option meets the requirement and the requirement is critical for
business, SI will submit the case for custom development to the Project
team/ Core Committee of MIL. The following details shall be submitted to
MIL:
i. Functional specifications document
ii. Technical specification document
iii. Complexity classification under simple/ medium/ high, with
justification
50
iv. Any impact to standard functionality/ features and future upgrade

v. Effort and time-line estimation
vi. Impact to project timelines/ deliverables
MIL reserves the right to seek customization to meet its unique requirements and
validate the design or findings suggested as custom development by the SI. In case it
is difficult to arrive at the reasonableness of these requirements on customization
during the implementation, the same shall be resolved through discussions. In case
the issue is not settled, the same shall be referred in the first place to the Steering
Committee. The committee may at its discretion co-opt any subject expert
internal/external of MIL who in its opinion may help in resolving the dispute. The
decision of the Steering Committee and or the subject expert internal/external of
MIL appointed by the Steering Committee is final. MIL reserves the right to get the
functional specifications and effort reviewed by an external consultant.
6.3.5 Objects not considered as Custom Developments

The below list of items developed or changes to standard items shall be considered
as “Configuration” and not as “Customization”. SI shall not expect or propose any
additional charges for developing following objects.
1. Use of ERP provided hooks / User Exits to achieve specific process

requirements/ expectations.
2. Configuration/personalization of Field selection and Screen Layouts
3. Definition and assignment of User Defined statuses for various objects
4. Definition of Authorisation Controls List (ACL) and Assignment.
5. Configuration of Workflows as per MIL delegation of power.
6. Seamless integration across all ERP modules, ERP add-on components
7. Reports developed in functional area using Report Writer/ Report
painter/Report Developer
8. Standard Reports and Variants Change to standard reports/ information
systems to define and enable User Specific Variants
9. Change to ERP standard forms to incorporate standard texts and MIL
logo.
10. Conversion Programs developed for migrating Master Data and Open
Data for GO LIVE from existing applications.
6.3.6 Custom Data Conversion Programs
All the data conversion and migration programs required as per the
responsibility matrix defined in SECTION III – Clause 6.5 – Data Migration.
6.4 Testing
6.4.1 a. The SI shall provide details of tests being carried out during the
implementation (e.g., including conference room pilots, unit tests, System
integration tests, Stress tests and final user acceptance test.)
b. SI has to prepare testing strategy documents which will include testing plans,
schedules, content, training approach and methodology. Testing strategy
shall define the requirements and goals of ERP configuration, determine the
51
tools and methods used to check that the system responds correctly,
determine how and when the test will be performed and recommend how
the approval process shall occur.
c. The SI is responsible for identifying and inform MIL regarding testing
requirements and impacts.
d. The SI shall work in a manner to satisfy all the testing requirements and
adhere to the testing strategy outlined.
e. The SI must ensure deployment of necessary resources and tools during the
testing phases.
f. The test strategy document shall guide the project team through the
implementation to ensure that planning and conducting testing activities in
the various phases of ERP implementation are proper.
The various testing which SI has to perform are as follows:
6.4.2 Base Line Testing: The purpose of baseline scope testing activities is to plan and
conduct testing to validate the baseline configuration. Baseline scope testing shall
ensure that baseline configuration is valid and shall support the business processes
defined in the business design phase.
Baseline testing scope shall include Unit testing for testing of transactions and
functions within modules and Scenario testing for testing of all business processes
with scenarios.
Baseline scope testing shall be carried out in three steps:
Define baseline test cases:
• SI shall develop the baseline test plan with scenarios and test data to be used
for testing based on the test templates finalized during project preparation
phase along with MIL.
• For simple transactions, testing (unit testing) shall be done straightforward
during configuration and the results shall be recorded.
• For transactions that are complex involving multiple screens, functions and
variations, the SI shall document the test cases and the test cases shall be
tested with a business process procedure. The SI shall also maintain the test
cases with test conditions and any variations of the standard transactions/case
procedures.
• SI shall use the Test Scenario template entering every single step (transaction)
with input and output data to document process flows.
Create baseline test plan.
• SI shall organize and follow up the unit and scenario testing at the
module level during Baseline scope testing.
• SI shall assign timeframes and resources for testing. Test Baseline
• SI shall use the Baseline test plan and the test cases to test Baseline
configuration.
SI shall update the status including date of completion, results and issues observed
during the testing in the Baseline worksheet.
6.4.3
Development Testing: After development and customization/configuration of the
ERP solution, the SI shall, conduct tests to demonstrate the readiness of the system
52
which meets all the requirement specifications (functional and Non-functional) as

brought out in this RFP.
On the basis of these tests, a report would be submitted by the System Integrator
for review and approval by MIL. SI shall perform following as a part of the scope:
• The development testing shall cover all the custom developed objects as part
of configuration/customization phase.
• Development shall not only be tested by the developer but also by the
process owner to make sure that the test results (output data) are correct
and reflect the business processes defined in the Business blueprint report.
• SI will perform a code review for each of the custom development as a part of
quality procedure and submit it to MIL.
After development testing is completed, all customer-specific programs and forms
shall be included in the Final Integration Test
6.4.4
Integration and System Testing: The purpose of the integration test is to execute
the integrated components, including simulation of live operations, and analyse the
results that are important for the functional verification of the production system.
• Integration testing shall be accomplished through the execution of
predefined business flows, or scenarios, that emulate how the system will run
the processes of MIL.
• These business flows, using migrated data from the existing systems, shall be
performed in a multifaceted computing environment comprising of ERP
products, third-party software, system interfaces and various hardware and
software components.
• The integration tests shall build the necessary level of confidence that the
solution is complete and will perform the business processes of MIL.
• Integration testing shall focus on cross-functional integration points, as well
as end-to- end business processes.
• The final integration test plan shall start with the testing of the cross-
functional integration points (touch points) and end with the end-to-end
testing of critical business processes identified within the Business blueprint
report.
Integration testing shall be done in two iterations.
• The first iteration (Integration test) shall concentrate on testing all important
business processes inside the ERP system, starting with touch point scenarios
and ending with end-to-end scenarios. It will be done by SI's functional
consultants. Unit testing shall be carried out for customer specific
developments like user-exits and transactions. Authorizations and user roles
would also be tested in the Integration Test.
• System Testing, as a second iteration, shall focus on the most important cross-
enterprise scenarios with touch points to external components, including
testing of conversions, interfaces, reports, and the necessary authorizations. It
will be conducted by MIL users with the assistance of the project team.
• Integration and system tests need to be an evolutionary process that is driven
from the previous testing efforts. The test cases and scenarios that were used
for Baseline need to be reviewed by MIL and enhanced for the integrated and
53
system tests. Problems encountered during these efforts also need to be

tested under an integrated environment.
6.4.5
Performance Testing
Once the system integration testing of the configured and customized solution has
been conducted successfully, load, scalability and stress testing would be conducted
prior to commissioning & Go- Live as part of performance testing.
SI shall use suitable simulation tools, cost included in the Price bid, in accordance
with the agreed test procedures keeping in view MIL’s projected future load of
transactional users as proposed by SI and agreed by MIL.
SI shall engage ERP OEM for performance testing at SI cost as part of

implementation, after successful completion of performance testing ERP OEM shall
submit a report to MIL which would include but not limited to test cases, result and
response time. Declaration from OEM shall be submitted as per format in Form 7
ANNEXURE D along with technical proposal by the bidder.
6.4.6 User acceptance
The SI will develop acceptance test procedures for MIL approval. The purpose of this
acceptance is to ensure conformance to the required process operations, response
times, and integrity of the software after installation, and to eliminate any
operational bugs. Acceptance testing has to be conducted in the test system with
migrated data.
This will include:
a. Fine tuning of the software, ensuring all required related software

components are installed.
b. All the acceptance tests shall be carried out before GO LIVE at site.
c. At the satisfactory conclusion of these acceptance tests, the
implementation of the software shall be considered complete for migration
and GO LIVE.
User acceptance will be done at Unit Level.

6.5 Data Migration requirements
54
Data Migration
Data migration will include identification of data migration requirements, collection

and migration of user data, collection and migration of master data, closing or
migration of open transactions, collection and migration of documents and
migration of data from the legacy systems.
Data cleansing responsibilities will be MIL’s responsibility with support of SI for

deploying various tools.
The key requirements and responsibilities for data migration are as follows:
Activities MIL SI
a. Identify & assess data to be migrated. Primary Secondary
b. Specify forms/formats/templates to put the data
in. Secondary Primary
c. Data migrated will be rationalized, transformed and
reconciled. Secondary Primary
d. All open transactions and all transactions from a
cut-off date have to be migrated. Secondary Primary
e. All the legacy data will need to be migrated as per
the following requirement/ list. Secondary Primary
o Opening & closing balances.
o All open transactions
o Archival data which will include documents
such as transactions or any other relevant
document required for pattern or trend
analysis for e.g., vendor performance.
f. Identification and development of the data download
programs from legacy system Primary Secondary
g. Identification and development of the data
upload/download programs to proposed system Secondary Primary
h. Linking of documents in Document Management
system. Secondary Primary
Additional Requirements for Data Migration

a. SI shall do migration of the data at the implementation sites of MIL.
b. SI shall formulate the “Data migration strategy document” which will also
include quality assurance mechanism. This will be reviewed and signed off
by MIL prior to commencement of data migration.
c. SI shall generate appropriate control reports before and after migration to
ensure accuracy and completeness of the data.
d. SI shall convey to MIL in advance all the mandatory data fields required
for functioning of the proposed solution, and which are not available in
the legacy systems/manual files that are required to be obtained by MIL.
e. SI shall develop data entry programs/ applications that may be required
for the purpose of data migration in order to capture data available with/
obtained from MIL in non – electronic format.
55
SI shall conduct the acceptance testing and verify the completeness and accuracy of
the data migrated from the legacy systems in test / QA environment prior to
migration to production environment to the proposed solution.
Data Migration of Legacy Data

Methodologies and detailed plan for Master Data strategy, Data extraction,
Assessment to be approved by MIL prior to implementation. And the Cleansing,
Reconciliation and migration of data from legacy system to be approved by factory.
Data Assessment: The study of the source/legacy systems must provide

comprehensive insights into the content, structure, quality and integrity of the
source/legacy systems.
Risk Identification and Mitigation plan for Data Migration: The plan must address
the contingency measures to be adopted during the event of a data migration
failure. It must also clearly specify measures to be taken to prevent data loss. It may
be preferable to consider migration of data to a backup system at the same time as
the new system to address data loss due to system failures.
Data Mapping and cleansing: Since there would be significant difference between
existing database table structures and database table structures of new application,
there must be mapping done between existing tables and proposed tables and data
be made compatible for migration into new tables. A comprehensive data mapping
exercise must be undertaken jointly by the SI and MIL before embarking on data
migration. It must include the following (but not limited to):
1. Names of applicable to and from fields
2. Lengths and data types of these fields
3. Mapping of relationships between entities
4. Check on the constraints, unique fields and integrity checks
5. Any logic involved in mapping such as string truncations or validations
against any Business rules.
The SI shall be responsible for migration of operational data as required for further
processing on new ERP system. In the event of any gaps in data migration, the SI
shall discuss with MIL, document the findings and get it signed-off from MIL.
Data Cleansing shall be the joint responsibility between SI and MIL. In Data
Extraction, MIL IT will give all support.
6.6 Training and Change Management
6.6.1 Change Management

6.6.1. This section focuses on the change management and capacity building approach and
1 plan so as to be able to tackle the issues that might arise due to new processes of
the ERP system. Training for ERP will allow multiple stakeholders to participate in
the day-to-day management of the solution and ensure sustainable programs to
cover specific ERP programs in order to ensure adoption of the system at each level.
6.6.1. Need for Change Management

56
2
Introducing radical reforms has to be necessarily accompanied by efforts to energize
and orient the mindsets of the people – both within and outside the department.
For instance, the MIL staff shall be skilled in operating and work in a significantly
newer and different way. A well-calculated and well-designed strategy has to be
followed for the people to be trained to work effectively in the new environment. It
is necessary to formulate a change management plan with appropriate interventions
for capacity building, training and stakeholder communications.
6.6.1. A successful Change Management Program will ensure:

3
1. A smooth transition to the new way of working
2. The organization/people support the changes implemented
3. Individuals know how the changes affect them and the role they have to play
4. Stakeholders to understand the benefits of the changes and internalize it
5. The new system and its underlying concepts are understood
6. People are aware of how roles and responsibilities are changing
7. Everyone is motivated and committed to the change program
8. The success and progress of the program is monitored and measured
Key Change Management Implications
The implementation of a new ERP system, MIL will have several change implications
emanating from the following changes:
1. Process and procedural (necessary introduction of some new process and
systems emanating from the need of changing core functional information flow
in a few cases)
2. Technical and technological (introduction of new technologies for enabling
the new / unaddressed business requirements)
3. Organizational (transformation of existing organizational structure and
redefined roles and responsibilities)
6.6.1. Change Management Plan

4 It will be critical to assess issues that will have the highest impact on the change
management plan and manage them through appropriate interventions. Some of
the interventions proposed are listed below:
1. Help to make employees realize the benefits of the new system

2. Identification and preparation of change agents (change champions) to deal
with change at local level
3. Rationalized and planned work schedule and workload
4. Highlight the learning and growth opportunities in the new system
5. Highlight the easy of working in the new system with better technology and
simpler Processes
6.6.1. Responsibilities of Change Management Teams

5
The key responsibilities of Change Management Teams which include both SI and
57
MIL would be as follow:

1. Assessing and building staff capability to implement change quickly and
effectively
2. Preparing key officers and their direct reports to meet the challenges and
opportunities they will encounter as they implement new processes
3. Implement and monitor training plans
4. Helping to increase individual skills, and knowledge
5. Developing and implementing change communication plans updating regularly
on small wins
6. Facilitation to concerned staff for transition to new roles
7. Work towards minimizing employee resistance to re-engineered processes and
new organizational setup
8. Identifying Key Resistance Points and recalibrating strategy to overcome the
same
6.6.1. Key steps for change implementation

6
Intervention at various levels is needed to mitigate employee’s resistance to change
and facilitate an environment which encourages staff to pro-actively volunteer
within the new system.
Some of the strategies to ensure quick wins would be:
1. The proposed changes highlighting the benefits in the system and creating a
buy-in from staff
2. Provide with answers to key questions which users will encounter - “Helping
them deal with their stakeholders.”
3. Communicate to them the key requirements of the proposed system- “What
we want from them” Creating forums for dialogue and exchange of ideas
Exposure to other such computerization initiatives in similar set-ups Encourage
Two-Way communication and feedback loops
4. Use communication mechanisms for providing MIL staff with critical
information, feedback mechanisms and support during the change of system
5. Assist with the operations of the project objectives as stated within the
project charter
6. Ensure least resistance from staff with respect to proposed changes in the
systems
7. Uniform and simple functionality / system for staff leading to rationalization
of workload and accountability
8. Skill enhancement through training of the staff (functionality and technology)
9. Recognition to efficient staff through a recognition program
10. Low level activities being automated, hence higher growth opportunity for
the staff
6.6.2 Training
58
6.6.2. Training Matrix

1 Indicative Training Plan for the MIL employees
The following is an indicative training plan for users of various MIL offices based on
the nature of their responsibilities.
Particular User Training delivery Target Audience

Matrix stages
ERP Champions 25 Nos At the start of the Corporate Office + GMs
Training from project to Senior
Corporate Office management of MIL
ERP Sensitisation 100 Nos At the start of the From Jt GM to AGM
training- Level 1 project to Senior
management of
MIL.
ERP Sensitisation 200 Nos Rest of group A Officers
training- Level 2
ERP Sensitisation 500 Nos All OICs ( Officer in Charge)

training- Level 3
Initial ERP 50 Nos During the They will be part of the

Training for CORE business design & Corporate Design Team for
Team before finalization. Blueprinting. They will be
developed as Master Trainers
to impart training to others.
Hands on Training.
Key Stakeholder 250 Nos Before Go-Live 20 from each production unit
Training Pilot with short orientations selling
benefits of ERP
MIL will adopt the Train the Trainer Concept and use the Master Trainers, developed
to support the implementation. However, SI support will be enlisted when the
Master Trainers fail to address the requirement of users.
6.6.2. Training Approach
3
SI is required to train all staff identified as ERP users mentioned in the Training
Matrix to enable them effectively to operate and perform the relevant services using
the software. The training content will have to be relevant to the target trainees
depending upon the role played by them in MIL.
SI has to perform following as a part of Training & Change management scope:
59
a. A training need assessment for MIL ERP project team members (as per
Training Matrix) shall be conducted by SI, as a component of process
improvement and change management.
b. SI shall support MIL in communication initiatives by providing required
content that facilitates change management. The content shall include but
not limited to Vision, business case, benefits of ERP application to MIL and
users, Governance around systems, How decisions are being made,
Changes to the work environment, Early emphasis on what action is
required to be taken on the message ex. share the info, prepare for
training, New ground rules and behaviors: "The way we do things around
here", Changes to roles and responsibilities, Support for employees
throughout the transition, Support for employees after transition, Ways
people can get involved with the transition process, Generate fun and
excitement
c. Training needs shall be continuously refined and frequently reconfirmed
with the project manager as the project progresses and shall ensure full
knowledge transfer to MIL team as required by their roles and
responsibilities.
d. All training provided by the SI as part of the scope will be in the form of
hands-on, classroom and on the Job training in the proposed ERP solution.
e. SI shall provide specific functional trainers to conduct training to the
identified users.
f. SI shall also provide detailed training manuals and reference manuals in
each functional area of ERP solution as part of these services.
g. SI shall prepare a training strategy document which will include but not
limited to training methodology, schedules and content.
h. SI to transfer the knowledge /competency for maintaining the systems to
MIL personnel or any other agency assigned by MIL as required with
proper documentation at any stage of the Project if required.
i. Training will also include handholding and support to Master trainers.
The SI must also prepare Training Modules/content to enable the users for self-
learning.
The training material prepared by SI will be owned by MIL and cannot be used
without prior approval of MIL
6.7 Documentation
6.7 Documentation
The SI will provide detailed final system documentation for the reference of MIL.
The SI shall provide ongoing product information for reference purposes and
facilitating self-education for MIL personnel.
Two sets of system documentation to include hard copies and soft copies to be
supplied along with the delivery of ERP licenses & system, which includes but not
limited to the following:
j. Business Process design document

k. Configuration document consisting of system setting and parameters
for each functional module.
l. Standard operational procedure (SOP) manuals.
60
m. Documents related to data structures/tables.

n. On-line help manual.
o. Technical manuals.
p. Installation guides.
q. System administration manuals.
r. Toolkit guides and troubleshooting guides.
s. User manuals including system instructions and use cases, how to run a
program to perform specific task in the system with sample reports,
screen formats etc.
t. Program flow and descriptions.
u. Any other documentation required for usage of implemented solution.
All documents mentioned above or any other standard documentation for the
product will be included in the cost of the license.
6.8 Security Audit.
• The SI will prepare the SOP, ISMS Policy through active participation of the
steering committee. The Existing IT policy shall be made available to the SI.
• It will also be compliant to latest version of ITIL and audited for both process and
implementation compliance by auditors every year. Third Party Audit will be
done by CERT-IN Empaneled auditors in the first phase of the project before
GO-LIVE by the SI and subsequently by MIL.
• SI to participate in DR drill to be conducted every six months.
• SI shall be responsible for documenting configuration of all devices and keeping
backup of all configuration files, to enable quick recovery in case of failure of
devices.
• Documentation shall be provided by the SI on a regular basis as and when
desired by the Steering committee.
• The security audit before GO LIVE shall be SI responsibility.
6.9 Backup Strategy
System Integrator will provide a detailed backup strategy of server components,

Server Configuration and Data to ensure business continuity.
The backup strategy shall include the following items:
1. Backup plan shall include databases, files, operating systems, applications,
and configurations.
2. It shall elaborate the Backup Infrastructure required to carry on the
activities.
3. Backup retention policy as per MIL policy.
4. Backup Storage equipment.
5. Backup options considering the Airgap policy.
6. Schedule of Backup
7. Step-by-Step Recovery Plan
8. Plan for testing of backup system. This shall include the following.
a. File recovery
b. VM recovery
61
c. Physical server recovery

d. Data recovery
e. Application recovery
6.10 Cutover and GO LIVE
The cutover strategy needs to detail the sequence of activities, schedule for the
activities/tasks, data conversion and the data migrations of the necessary balances
and open items before GO LIVE.
The key requirements of cut over plan are as follows:
a. It shall detail the data migration strategy mentioning the nature and volume
of backlog transactions and the specified forms/formats/templates to capture
the data. It shall detail the strategy of handling data elements and open items
used for planning cut over before GO LIVE.
b. It shall describe the various pre-requisites and assumptions used for each of
the data elements before uploading in the live system.
c. It shall detail the various business decisions to be taken collaboratively by MIL
management and SI for finalizing the cut over strategy and dates including
black out period (period when the legacy and future system is not available
for normal business operation).
d. Subsequent to “User acceptance” sign off by MIL, ERP system will be
considered ready for GO LIVE.
e. The system will be declared as “GO LIVE” by the Steering Committee only
when MIL can carry out all the normal business transactions in the production
environment as per the functional requirements.
f. The SI is required to undertake the following before “GO LIVE”:
i. Facilitate in setting up a central help desk for any queries.
ii. Review the health, usage, and performance of the system till the
stabilization of the system.
iii. Ensure resolution / documentation of all issues raised during
implementation with reports to MIL
Complete final configuration/ integration, volume, and stress testing
6.11 Implementation Methodology
Implementation Methodology
The methodology to be deployed by the SI to implement the ERP solution will have
different work elements and activities. All these activities and the work elements
shall coherently focus on achieving the following key results.
a. Quality of the solution deployed.

b. User satisfaction while deploying and usage.
c. Successful implementation in terms of completeness and timely
accomplishment of the outcome
62
While there are different techniques and tools available as part of the methodology,
the following are expected to be part of the implementation methodology to be
adopted by the SI:
a. Workshops with different stakeholders for capturing business requirements,

creating awareness of best practices, communicating the changes, building
consensus on process design, for signing off the deliverables. These need to
be organized at different intervals and in different places throughout the
duration of the project as demanded by the context.
b. Stakeholder consultation, other than workshops, with those stakeholders who
will be identified by MIL, for the purpose of critical inputs, review,
suggestions, process description.
c. Review sessions with different stakeholders for signing off the deliverables,
walking through the deliverables for facilitating quick understanding.
d. Reviews with experts from the ERP system OEM
e. Internal review mechanisms of SI for ensuring the quality of the solution and
the deliverables.
f. Adoption of the review comments - effective mechanisms to adopt the
changes suggested.
g. Documentation of proceeding – recording the developments, discussions,
deliverables, using standard methodology and native tools available with the
ERP system
h. Work standards/practices for documentation, configuration, testing, data
migration.
i. Training different stakeholders on a continuous basis
7.0 Post GO LIVE Stabilisation services
a. The SI shall provide post GO LIVE support, as part of the scope of the project.
b. The SI shall continue deploying the same technical & functional consultants at
site for full three (3) months after implementation and GO LIVE Phase 2.
c. During the Post GO LIVE (Phase 2) stabilization period, the SI shall help MIL
users to correct any errors incurred while executing transactions, generating
reports, handholding for one quarter closure or one month closure and yearly
closing (if it falls within the three months of stabilisation).
d. SI may also be required to fine tune ERP systems for performance / process
improvement impacting business operations.
e. The SI needs to update the required changes in user & configuration manuals
and deliver to MIL prior to the completion of Post GO LIVE (Phase 2)
stabilization support.
f. Post GO LIVE (Phase 2) Stabilization period may be extended as required if any
critical issues raised by MIL as part of Implementation are open. Subsequent to
the successful closure of all the critical issues, MIL shall provide sign-off for the
stabilization support phase.
8.0 Warranty Services

8.0 (a) The supplier shall warrant that the plant/machine (including associated works
63
constructed by the supplier) will be free from defects in design, material or

workmanship. Supplier’s obligations under the warranty shall involve repair,
rectification and making good at site any defect, imperfection or fault attributable
to defective design, material or workmanship. If the plant/machine is found to
have a Defect that can be assumed to be present also in some other portion of the
plant/machine, the Supplier shall investigate whether such further Defect is
present and shall make good any further Defects found.
The following Warranty clause will form part of the contract with the successful
bidder:
1. The contractor/seller hereby warrants that the plant/equipment sold/supplied to
the purchaser under this contract shall be of the best quality and workmanship
and new in all respects and shall be strictly in accordance with the specifications
and particulars contained/mentioned in the said contract.
2. The contractor/seller further warrants that the plant/equipment would continue
to conform to the specified description and quality and would be free from any
non-conformity with the requirements of the contract (hereafter referred to as a
‘defect’) due to faulty design, materials or workmanship, for a period called
‘warranty period’ or ‘defects liability period’ as defined for a period of two
months after post GO LIVE Stabilisation.
3. If the commissioning/acceptance of the plant/equipment is delayed due to fault
of contractor/seller, the warranty period will automatically get correspondingly
extended.
4. Notwithstanding the fact that the purchaser (or his representative) may have
inspected and/or approved the plant/equipment, if any defect is discovered in the
plant/equipment during the aforesaid warranty period and the decision of the
purchaser in that behalf shall be final and binding on the contractor/seller, the
purchaser shall be entitled to call upon the contractor/seller to rectify such defect.
5 Defects shall be notified by the purchaser to the contractor/seller in writing
without undue delay after the defects are noticed, and in any event not later than
thirty (30) days after the expiry of the warranty period.
6. Upon receipt of notice from the purchaser about any defect that occurs during
the warranty period, the contractor/seller shall respond immediately and make
good the defect immediately, or such specific period as may be allowed by the
purchaser at the request of the contractor/seller, without any charges and costs to
the purchaser.
7. If the plant/equipment is found to have a defect that can be assumed to be
present also in some other portion of the plant/equipment, the seller/contractor
shall investigate whether such further defect is present and shall make good any
further defects found.
8. If a defect appears, requiring immediate action due to the risk of resultant
damage, and if the contractor/seller cannot make immediately good the defect,
the purchaser is entitled to apply all necessary measures to prevent or limit
damage.
This warranty is not applicable if the defect is attributable to normal wear and tear
or incorrect operation or negligence or willful damage on the part of the
64
purchaser.
9.0
ATS Support
1. All software shall be supplied with applicable OEM warranties and support
(including back-to-back) for the entire duration of the project. SI has to provide
updates and patches during the ATS support phase.
2. Annual Technical Support (ATS) will start from the date of acceptance of the
installation after phase 2 post GO LIVE Stabilisation (entire MIL). ATS shall cover 24
by 7 escalation support from OEM for all software products to be provided through
Phone, Email or Onsite visit depending on the criticality and nature of the problem.
The support has to be ensured by the SI.
3. The SI must carry out any requisite adjustments / changes in the configuration for
implementing different versions of the application software.
4. The SI shall provide from time to time the Updates/Upgrades/New releases/New

versions of the software and operating systems as required. The SI must provide
free upgrades, updates & patches of the software and tools to MIL as and when
released by OEM. The SI will implement from time to time the
Updates/Upgrades/New releases/New versions of the software and operating
systems as required after necessary approvals from MIL about the same at no
additional cost without disturbing the implemented ERP system.
5. The SI shall provide and apply regular patches to the licensed software including
software, operating system, databases and other applications.
6. The SI shall provide software license management and control. SI shall maintain
data regarding entitlement for software upgrades, enhancements, refreshes,
replacements and maintenance. The SI must perform periodic audits to measure
license compliance against the number of valid End User software licenses
consistent with the terms and conditions of site license agreements, volume
purchase agreements and other mutually agreed upon licensed software terms and
conditions and report to MIL on any exceptions to SI’s terms and conditions, to the
extent such exceptions are discovered.
7. The SI shall manage complete OEM technical support for all the licensed software
problems and/or questions, technical guidance, defect and non-defect related
issues. The SI shall provide a single-point-of-contact for software support and
provide licensed software support including but not limited to problem tracking,
problem source identification, problem impact (severity) determination, bypass and
recovery support, problem resolution and management reporting.
8. The SI shall undertake regular preventive maintenance of the licensed software. If

the Operating System or additional copies of Operating System are required to be
installed / reinstalled / de-installed, the same shall be done as part of ATS.
65
10.0 O&M SI Support

The SI shall provide Operation and maintenance (O&M) services to MIL for a period
of Four (4) years extendable by 1(One) year, from the end of Stabilisation post GO
LIVE of the ERP System and also during the interim period between phase I GO LIVE
and phase II GO LIVE. The SI needs to provide the operational and maintenance
support for the systems as per the scope of RFP. The other details of operational
support are provided in detail later in this section. The SI shall adopt an integrated
service model for providing O&M services. The SI shall be responsible for end-to-end
provision of O&M services including planning, delivery and execution of services
during the contract period of 5 years.
10.1 SI need to provide O&M services to maintain and support all the deliverables
provided to MIL, which includes following services but not limited to:
a. SI shall provide comprehensive support for ERP and associated software

including Handholding after Post GO LIVE (Phase 2) stabilisation.
b. SI must provide a centralized Helpdesk and Incident Management
Support till
the end of contractual period
c. The SI is expected to set up and operate the IT Helpdesk from Phase I
GO LIVE till the end of O&M period.
d. The Helpdesk service will serve as a single point of contact for all ERP
Application related incidents and service requests.
e. The Helpdesk services when user connects over a call shall be in two
languages – English & Hindi.
f. The helpdesk tool shall be in English.
g. The service window will be as follows,
• ERP application support – 10 hours x 6 days
• ERP system administration – 24 hours x 7 days
h. SI need to incorporate technological changes (patches) and provide
enhancements as per the requests made by MIL and as and when OEM
releases patches for current application version.
i. Applications Functional Support (AFS) for the O&M period for the
delivered ERP systems which will cover all the solution components.
j. SI shall provide services not limited to production monitoring,
troubleshooting, addressing the functionality, availability & performance
issues, implementing any system change requests, address all user level
queries, security, database administration, patch updates, upgrades,
perform configuration changes, Customisations (includes custom
development), enhancements, bug fixes, error resolutions, enhancements,
manage ERP batch jobs, monitor and schedule backups that are incidental to
business, statutory and regulatory changes for proper and complete working
of the application.
k. SI shall provide user support in case of technical difficulties in use of the
software, answering procedural questions, providing recovery and backup
information, and any other requirement that may be incidental/ancillary to
the complete usage of the application.
l. Release Management for the interim releases of the application.
66
m. Centralized version and configuration control of the application.

n. Updating and maintenance of all ERP project documents (including user
manuals, trainings).
o. The SI will define the Software Change Management and version control
process and obtain approval for the same from MIL. For all proposed
changes to the application, the SI will prepare detailed documentation
including proposed changes, impact on the system in terms of functional
outcomes/additional features added to the system, .
p. The SI shall carry out the configuration of new MIL offices/stakeholders as
required by MIL.
q. The SI shall address all the errors/bugs/gaps in the functionality offered by
the system at no additional cost during the operations & maintenance
period.
r. Change request management based on feedback from the users or the
initiative of the SI. All planned changes to the application, especially major
enhancements and changes in functionality post phase –II GO LIVE, shall be
coordinated within established Change control processes.
s. The SI shall maintain access controls to protect and limit access to the
authorized End Users of the MIL.
t. The services shall include administrative support for user registration,
creating and maintaining user profiles, granting user access and
authorization, providing ongoing user password support, announcing and
providing networking services for users and providing administrative support
for print, file, directory and mail servers.
u. For performing of any functional changes to system that are deviating from
the signed-off Functional Requirements/System Requirements including any
subsequent changes till final GO LIVE, a separate Change Proposal Form shall
be prepared by the SI and the changes in the application shall be
implemented accordingly at no additional cost to MIL. The time period for
implementation of change shall be mutually decided between SI and MIL.
v. It is clarified that changes in software, hardware and other infrastructure
required as a result of any legislative, administrative, policy changes in MIL
processes and workflow shall not constitute change of ‘Scope of Work’ and
need to be undertaken by SI at no additional cost to MIL.
w. Any changes/upgrades to the software performed during the operations &
maintenance phase shall be subjected to comprehensive & integrated
testing by the SI to ensure that the changes implemented in the system
meets the desired and specified requirements of MIL and does not impact
any other function of the system. The SI shall provide a staging environment
for testing of changes/ updates/patches before applying them to the
production environment.
10.2 Service Level Agreements:

The response time (time before the reported incident must be
updated/acknowledged by the support team post assignment) and resolution time
(time before the reported incident stands completely resolved and the erroneous
functionality becomes operational again) will be the basis for defining service level
agreements (SLA) for functional & technical support:
67
Violation for
Severity Target
calculations of Penalty
Sr Measurement of
(Monthly
Violation (Monthly)
Average)
1. Application Performance
>= 99.9% 0
>=99.5 %
1
<99.9%
>=99 % <
2
99.5%
< 99% 3
In addition to the
above, if the service
ERP application levels in any
1.1 Critical
Availability consecutive 2 months
falls below 99%, one
(1) additional violation
will be added to the
overall violations for
this service level
irrespective of the
calculated violations in
previous month
<=3 Sec 0
> 3 Sec and
1
<=5 Sec
> 5 Sec 2
In addition to the
Maximum time for above, if the service
Menu Navigation, levels in any
Window/ Screen consecutive 2 months
1.2 Medium
Opening, Screen reach above 5 Secs,
Navigation (Average) one (1) additional
at the Data Center violation will be added
to the overall violations
for this service level
irrespective of the
calculated violations in
previous month
Simple
query <=5
Reports Generation
Sec
Response Time 0
Complex
1.3 (Alerts/ MIS/Logs Medium
query <=30
etc.) at the Data
secs
Center
Simple
1
query > 5
68
Sec
Complex
query <=30
secs
OR
Simple
query < 5
Sec
Complex
query > 30
secs
Simple
query > 5
Sec
2
Complex
query > 30
secs
2. Technical Support, Trouble Ticketing & Issue Resolution
Critical Issue (P1) Response
(Due to outage of Time = 10
ERP Application minutes If the service level in
affecting business any month violates the
operations and specified time, Two (2)
2.1 Critical
demanding Resolution violation will be added
immediate attention. Time= 60 for each such instance
Customer or IT minutes to the overall violations
service has been
affected)
Medium Level Issue Response If the service level in
(P2) Shall include ERP Time = 30 any month violates the
application issues minutes specified time, One (1)
2.2 Medium
however business Resolution violation will be added
operations are not Time= 120 for each such instance
impacted) minutes to the overall violations
Response If the service level in
Time = 240 any month violates the
Low level Issue (P3)
minutes specified time, One (1)
2.3 (Other problems with Low
Resolution violation will be added
no business impact)
Time= for each such instance
2days to the overall violations
3. Change Request Management
If the service level in
any month violates the
Impact Analysis & Within 3
3.1 Low specified time, One (1)
Report of CR days
violation will be added
Modification in Form level If the service level in
3.2 Low
existing forms & change – any month violates the
69
reports 1 to 5 fields specified time, One (1)

= 5 days violation will be added
5 to 10 to the overall violations
fields = 10
days
More than
10 fields =
15 days
Report
level
change
1 to 5 fields
= 5 days
5 to 10
fields = 10
days
More than
10 fields =
15 days
Form level
change
1 to 5 fields
= 7 days
5 to 10
fields = 12
days
More than
10 fields If the service level in
=17 days any month violates the
Development of new
3.3 Low Report specified time, one (1)
forms & reports
level violation will be added
change to the overall violations
1 to 5 fields
= 7 days
5 to 10
fields = 12
days
More than
10 fields
=17 days
Within 5
3.4 Change in Workflow Medium specified time, one (1)
days
Within 3
3.5 UAT defects fixing Critical any month violates the
days
specified time, One (1)
70


Security Audit Report
(NC to be closed)
Within 3 specified time, One (1)
3.6 (Third party audit Medium
days violation will be added
during O&M through
to the overall
MIL.)
violations.
The performance of the support team shall be tracked on a monthly basis as per
the SLA detailed in table above. The SLA time for change requests will be counted
only after approval for change requests.
In case of slip in SLA percentage for any category of incidents, the SI shall be
subjected to penalty as detailed below. In case of abysmally low performance of
the support team in terms of meeting the defined SLAs, MIL at its own discretion
may consider termination of the support contract to the risk and cost of the SI.
10.3 SLA Violations and Associated Penalties: A quarterly performance evaluation will be
conducted using half yearly reporting periods of that period.
a) The primary intend 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 Three (3)
monthly reporting periods of that period.
c) Penalty calculation of not meeting SLA is as follows.
I. The performance will be measured for each of the defined service

level metrics against the minimum/target service level requirements
and the violations will be calculated accordingly.
II. The number of violations in the period for each level of severity will
be totaled and used for the calculation of penalties.
III. Penalties applicable for each of the Critical severity violations are
equal to One (1)% of respective quarterly payment to the SI.
IV. Penalties applicable for each of the medium severity violations is
equal to half (0.5) % of respective quarterly payment to the SI.
V. Penalties applicable for each of the Low severity violations are equal
to one fourth (0.25)% of respective quarterly payment to the SI.
d) The total penalty shall not exceed more than 10% of the cost for
that quarter, which includes ATS charges and O&M SI charges.
e) If the Penalty exceeds 10%, MIL reserves the right to take suitable other
remedial action.
10.4 Applications Functional Support (AFS) for the delivered ERP solutions which will
cover all the solution components.
The Application Functional Support Services contemplated herein shall be provided

71
for ERP system implemented by the SI. The SI shall render both on-site maintenance
and support services to MIL.
The scope of the services is as below:
10.5 Enhancements and defect fixes:
The SI shall incorporate technological changes and provide enhancements as per the
requests made by MIL. SI shall perform minor changes, bug fixes, error resolutions
and minor enhancements that are incidental to proper and complete working of the
application.
10.6 Routine functional changes:
The SI shall be responsible for user and access management, creating new report
formats, and configuration of reports. SI shall provide user support in case of
technical difficulties in use of the software, answering procedural questions,
providing recovery and backup information, and any other requirement that may be
incidental/ancillary to the complete usage of the application. The SI shall perform
user ID and group management services. The SI shall maintain access controls to
protect and limit access to the authorized End Users of MIL. The services shall
include administrative support for user registration, creating and maintaining user
profiles, granting user access and authorization and providing ongoing user
password support.
10.7 Tuning of the ERP solution:
The SI shall also undertake tuning of ERP, databases, any third-party software, and
any other components provided as part of the solution to optimize the performance.
10.8 Deployment/Re-Deployment of ERP solution:
The SI shall be responsible for deployment of the ERP solution and redeployment in
case of any upgrades to the underlying hardware or operating System and carry out
any necessary testing. Hardware supply, commissioning and support is not within
the scope of the services of SI.
10.09 Handholding Support Requirements
1. Handholding in this context shall mean the following:
a) Clarifying any doubts regarding the operations and functionality of the application
software
b) Assistance in screen navigation, if required
c) Assistance in user authentication, if required
d) Assistance with authorization levels, if required
e) Help users in verbalizing and logging their problems
72
10.10 Centralized helpdesk

The SI shall establish and provide central helpdesk facility from MIL HQ in Pune
The SI is expected to setup and operate the IT Helpdesk from Phase I GO LIVE till the
end of O&M period.
The Helpdesk service will serve as a single point of contact for all Application,
Hardware and network related incidents and service requests. The Helpdesk shall
provide troubleshooting Services including maintenance for overall system
stabilization, defect resolution, system maintenance, system administration,
availability & performance issues, security administration, database administration,
User administration and end-user problem resolution. The operational support will
have to be provided, through a suitable Helpdesk system, to ensure that the
solution is functioning as intended and that all problems associated with operations
are resolved satisfactorily.
The Helpdesk service is required in two languages – English and Hindi
The SI to provide Help Desk services to track and route requests for service and to
assist end users in answering questions and resolving problems related to the
software application, hardware & network support, Data Centre, and Disaster
Recovery Centre
The SI shall develop a dashboard for fault monitoring across all units with central
view with categorization of fault to Critical, Major and Minor. This dashboard shall
update the SLA on real time .
11.0 OEM services

11.1 The SI is required to procure the services of experts from ERP OEM and make them
available to MIL. These services are basically review, expert advice and quality
assurance (validating quality of the solution) services. The ERP OEM shall support
the implementation process to ensure success of the project by actively
participating right from the business design stage itself by staffing the project with
experts. The ERP OEM shall provide these services to MIL through SI during the
implementation project.
11.2 Quality Assurance of the solution and methodology: The respective OEM is to
provide expert Review Services, which shall provide an independent and objective
review of the solution and the methodology being deployed by the SI, identify any
risks to the project goals and recommend appropriate corrective action. The aim of
the review is to ensure the appropriateness of the Solution as configured, developed
and deployed. Such services shall be at the cost to the SI
.
11.3 Solution Capability Deployment:
MIL would accept the ERP system based on what it is capable of offering to meet its
business requirements. The experts from the OEM team are expected to support
MIL during the project to ensure that capabilities of the ERP system are deployed
effectively.
The reviews are expected to take place at the following stages of the ERP
73
implementation.
1. Business Process Design

2. Customisation & Configuration.
3. Final Preparation for GO LIVE
4. Post GO LIVE Stabilization period.
12.0 Project Management

12.1 Proposed Project timeline
Project duration
Implementation till GO LIVE : 15 months
Post GO LIVE Stabilisation : 3 months.
ATS, O&M SI support : 4 Years extendable by 1 year
12.2 Project Preparation
Project charter including detailed project plan, indicating all activities with resources
required, their roles and responsibilities and time schedule of deliverables shall be
prepared at the start of the project and submitted to MIL for approval.
a. The project charter shall also contain brief project description, approach
and methodology, milestones, project organization, project risks and
mitigation plans, and dependencies. It shall include change management
plans.
b. The project charter shall include a detailed program for installing and
implementing the ERP solution covered under this RFP. The program shall
be in the form of a bar chart/master network identifying key phases in
various stages of the project including RACI Matrix.
c. The SI shall form a project team with minimum numbers of Leads or Senior
Consultants as mentioned. SI is expected to bring in subject matter experts
as deemed necessary.
74
12.3 Project Planning and management
Other than the management of resources/deployment of experts and management

of timeline as explained in the next sections, the project management will focus on
work plan containing a detailed.
Set of phases, work packages, activities, and tasks preferably from the standard ERP
solution implementation roadmap.
The SI will use the project management tool to record the entire activities of the
project including but not limited to:
i. As-Is phase.
ii. To-Be phase.
iii. Gap-Analysis with proposed solution
iv. Minutes of the meeting
v. System documentation
vi. Issue lists, resolutions
vii. Training materials
viii. Testing documents & sign off.
ix. Management Reporting
x. Issue management
xi. Scope management
xii. Risk management
xiii. Work plan for ERP Solution Implementation
The resource plan containing the resources assigned to the ERP Solution
implementation shall display the planned and actual number of workdays per month,
as well as the variance between the two.
The SI has to propose an overall work plan to be created for the implementation of
the integrated ERP solution at MIL.
A detailed work plan shall be created for each project milestone separately based on
a consistent approach for implementing and tracking their progress.
Status reports shall be prepared on a periodic basis to facilitate the timely

implementation of the project.
These shall be discussed in weekly status meetings to ascertain the progress of the
project.
The implementation shall follow a consistent approach, inclusive of a comprehensive

project management approach.
Project status shall be communicated on a weekly basis, based upon the standards
suggested by the SI as Project management approach.
12.4 Governance Structure and Project team Requirements

Key stakeholders of the Project:
A three-tier IT Governance structure may be constituted considering the wide scope
of the project at MIL. This three-tier structure can be divided into the following
75
groups:
1. Apex Council
2. Steering Committee
3. Project Core Committee
4. Project Team
12.4.1 MIL Project Team

Putting a governance structure around MIL’s future IT implementation plan is
essential to ensure that project implementation stays on track and achieves its
strategies, objectives and goals. It acts as a mechanism to measure the progress of
the implementation.
MIL has constituted project governance framework which comprise of three main
committees which are Steering Committee and Project Core Committee at Unit
Level.
I. Corporate level, there will be three levels of governance.
1. Apex Council (CMD, Board of Directors, GM/ERP) to be headed by CMD.
i. Provide Strategic Direction

ii. Stakeholder Relationship Management
iii. Risk Management for the project
iv. Monitor & review project.
v. Ensure project objectives aligned with business goals.
vi. Allocate resources.
2. Steering Committee to be headed by Director/ HR which will include the

representative of SI and NISG
i. Monitor, review & report progress of project to Apex Committee

ii. Liaison with the Steering Committee at the Unit level
iii. Guide the Data Migration, Cleansing
iv. Coordinate between the software and hardware implementation
v. Monitor & review project.
vi. Ensure Cyber Security Issues
vii. Ensure availability of adequate manpower
3. Project CORE Committee to be headed by GM/ ERP (MIL Project Director)
This will have Functional Teams. Each Team will have a process Owner, comprising
of Subject Matter Experts, IT Experts, who will be sitting in the Project Location for
the entire duration of the project for developing the Blueprint. This committee will
be responsible for acceptance and sign off of deliverables.
SI shall propose the governance structure which will be interacting with the MIL
along with the escalation matrix and time duration of the response by the
76
concerned personnel.
II. Unit Level -
Primary responsibility is Data migration including cut over GO LIVE, Training and
Testing.
Responsibility and members of the committees at the Unit level are as follows:
a) Unit Steering Committee: Steering Committee comprises of Top management

to be headed by Unit Head. Responsibility of the Steering Committee
members includes:
i. Monitor & review Units progress.

ii. Provide guidance & Allocate resources.
iii. Issue resolution
Team members selected for Corporate Committee will be part of the Steering
Committee to be headed by Unit Head.
b) Unit Project Core Committee: Core committee comprises of senior level

management. Responsibility of the Core committee includes:
i. Monitor, review & report progress of the Unit to the Steering

Committee and corporate Team.
ii. Ensure commitment of adequate resources to project
iii. Acceptance & Sign-off of deliverables pertaining to Data migration,
Training, Testing and GO LIVE.
iv. Issuance of Final acceptance for the respective unit during the post GO
LIVE stabilization.
Chairman of the Committee shall be an AGM/ Jt GM, nominated by Unit Head,
looking after ERP implementation.
c) Unit Project Execution Committee:
• Project Execution Committee consists of the head of IT Section with

technical team involved in execution of the project.
• Monitor, review & report progress of the Unit to the Unit Level Project
Core Committee
Testing and UAT and Issuance of Final acceptance during the post GO
LIVE stabilization.
Chairman of the Committee shall be an WM/ OIC, nominated by Unit Head, looking
after ERP implementation.
12.4.2 Project Management Consultants

MIL has appointed Project Management Consultant (PMC) to monitor the ERP
implementation and reserves the right to audit/review at each stage of the
implementation process and recommended corrective action. SI shall be responsible
to take corrective actions without any extra cost to MIL.
77
Project progress review and monitoring will be the responsibility of PMU during
project implementation phase.
12.4.3 SI project Team

a. The SI shall form a project team with minimum numbers of Leads or Senior
Consultants as mentioned. SI is expected to bring in subject matter experts
as deemed necessary.
S. No Project Team Minimum leads
1 Engagement Director 1
2 Project Director at Site 1
3 ERP Functional Consultant Leads
ERP Functional Leads mapped to MIL business function (with respective

business function). The business functions to be considered but not limited
to Finance, Accounts, Costing & Budgeting, Production, Plant Maintenance,
Human Resources, Procurement, Stores and Inventory, Quality, Safety,
Sales, Shipment.
4 Solution Architect (L)

Technical Leads
5
Technical Leads – Development, Integration & Data Migration,
System Installation and administration
Engagement Director will be the link person in the Corporate Office of SI to whom
the Project Manager reports.
b. All project team shall be deployed onsite until completion of stabilization

period.
a. The SI shall not change any member of the Project Team during the course
of the project. All project team shall be deployed onsite until completion of
stabilization period.
The SI shall not change any member of the Project Team during the course of the
project. However, in the unlikely event of a change being required SI shall provide
minimum of 2 months of notice for replacing any of the project team members and
at least 1 month of overlap with incumbent consultant, at no additional cost. The
replacement consultant shall be of equivalent profile of the incumbent consultant.
MIL reserves the right to interview/ assess the experience and capabilities of the
replacement consultant and approve before deployment on the project. MIL
reserves the right to ask the SI to replace a consultant (for reasons such as
behaviour, attitude, capability, communication). In such eventuality, SI shall induct
the replacement consultant within 1 month and provide sufficient overlap with
incumbent consultant and knowledge transfer to the replacement consultant, at no
78
additional cost to MIL. MIL reserves the right to interview/ assess the experience
and capabilities of the replacement consultant and approve before deployment on
the project.
12.4.3 SI Project Team
The SI shall propose a team that will be involved in the entire project life cycle. The
minimum expected experience, certifications and other required details are
mentioned below.
The SI shall form a project team comprising the following key positions proposed in
the proposal:
Project Director: Minimum 15 years of experience, including ERP Project

Management experience of minimum 2 Projects and implementation experience in
minimum 3 ERP implementation lifecycles which includes at least 1
implementation experience in an engineering/ manufacturing industry in
India/worldwide for the proposed ERP.
Functional Integration Manager: Minimum 10 years of experience, including ERP

Project Implementation experience of minimum 3 Projects which includes at least
1 implementation experience in an engineering/ manufacturing industry in
India/worldwide for the proposed ERP. Understands different modules of ERP and
effect of change in parameters in one module how the same will affect the system.
He/she shall be in charge of all the integration issues during implementation.
Training & Change Management Lead: Minimum 10 years of professional

experience including experience of Conducting change management workshops,
developing change management strategy. The person shall have led the change
management track in at least 2 ERP implementation lifecycles.
Functional Leads: Minimum 8 years of professional experience including

Functional Lead experience of minimum 2 ERP implementation projects,
implementation experience of minimum 3 ERP implementation lifecycles which
includes at least 1 India localization experience in the relevant modules for the
proposed ERP. The experience shall also include minimum 1 ERP project
implementation in an engineering/manufacturing industry in India/worldwide.
Functional Consultants: Minimum 3 years of professional experience including 2

years of experience in ERP implementation including minimum 2 ERP
implementation lifecycles which include at least 1 India localization experience in
the relevant modules. The experience shall include a minimum of one ERP project
implementation in an engineering/manufacturing industry in India/worldwide for
the proposed ERP.
Technical Leads: Minimum 8 years of experience in the technical domain (2

technical leads –
1 development lead and 1 system administration lead shall be identified) including

Technical Lead experience of minimum 2 ERP implementation projects,
implementation experience of minimum 3 ERP implementation cycle experience.
79
Development Lead shall have done relevant development work. System

administration lead shall have done relevant system administration work.
Technical Consultants: Minimum 3 years of professional experience including 2

years of experience in ERP technical domain including minimum 2 ERP
implementation lifecycle experience on different modules, implementing
interfaces to legacy applications, report customization, system architecting and
Database management, etc. Suitable expertise will be brought in for RPA,
Industry Subject Matter Expert (SME): Shall have clear knowledge of

manufacturing and production related processes. ERP implementation experience
will be preferred. The Experts are expected to drive BPR .
IT Infrastructure Lead: Shall have a clear idea about IT infrastructure sizing, to

make specification of the data centre and planning for disaster recovery. He shall
have experience for at least two instances of developing specification of data
Centre including Server, LAN, WAN and storage system.
The detailed resumes shall be provided in the format provided for Project
manager, Leads and for Industry SME one plus one profile shall be proposed. MIL
has the right to reject or change any proposed SI team member based on
evaluation during contract finalization.
12.4.4 The roles and responsibilities for the project team along with support
arrangements that are expected from MIL need to be jointly arrived at and have to
be signed off between the SI and MIL so that it remains flexible.
The SI shall not change any member of the Project Team during the entire
implementation of the project. However, in the unlikely event of a change being
required, the procedure for replacement of personnel shall be followed as per the
agreement mutually signed by the parties.
12.5 Project delivery schedule

The SI shall submit a schedule for the below mentioned milestones and deliverables
(but not limited to) that would be delivered during the course of the project plan.
The SI shall be bound with the proposed and finalized project plan and timelines for
submission of deliverables.
a. The table gives a set of high-level activities and corresponding deliverables
which will be in project scope.
b. The SI is required to furnish detailed information regarding each
deliverables of every step of activities proposed during and after the
implementation of the project.
Following are the list of Key milestones and deliverables (but not limited to) for the
implementation phase as a part of ERP implementation at MIL.
80
12.5.1 Milestones Deliverables

1. Project • Project Kick-off
preparation(M1) • Project charter
• Project plan
• Resource deployment plan
2 Hardware/ • Detail BOM with technical specifications and services
Infrastructure required (IT infrastructure sizing has to be certified by ERP
Estimation & sizing OEM)
• RFP for procurement of Hardware/DC/Network.
• Backup strategy document, Storage strategy document.
• BCP/DR plan document,
• Power Planning report
3. Business • As-Is report.
Blueprint(M2) • Initial Training on ERP Modules functionality
• To-Be report & GAP assessment report.
• Workshop for To-Be process sign-off.
• Master Data collection templates
• OEM review report
• Phase 1 : AFK, OFBA
4. Configuration & • Configuration documents for all process and modules.

Customization • Customization-Design, development & technical
documents.
• Customized Components
5.Testing • Testing Strategy document -Testing Plan, Test data &
results.
• Test Cases
• OEM Performance /Load testing report
• System acceptance testing report
• Baseline testing report
• Development testing report
• Integration testing report
• Issue Log for all testing
6.Data Migration • Data collection templates
• Data migration strategy report
• Data migration tools & conversions
• Control reports before and after migration
7. RPA development • RPA for identified processes / scenarios.
8.Training & • Training Plan with schedules and Content.
Change • Training Manuals & Reference materials
Management • Completion report for Trainings
81
9. Cut-over & GO • Cut-Over strategy and GO LIVE Plan.

LIVE • Help Desk Manual
• Full System documentation
10. Post GO LIVE • Post GO LIVE stabilization support.
support • Issue Logs
• Updated user & configuration manuals
• OEM Review report
• Third party audit report
Phase 2: Rest of units
11. Configuration & • Configuration documents for all process and modules.
Customization • Customization-Design, development & technical
documents.
• Customized Components
12.Testing • Testing Strategy document -Testing Plan, Test data &
results.
• Test Cases
• OEM Performance /Load testing report
• System acceptance testing report
• Baseline testing report
• Development testing report
• Integration testing report
• Issue Log for all testing
13.Data Migration • Data collection templates
• Data migration strategy report
• Data migration tools & conversions
• Control reports before and after migration
14.Training & • Training Plan with schedules and Content.
Change • Training Manuals & Reference materials
Management • Completion report for Trainings
15. Cut-over & GO • Cut-Over strategy and GO LIVE Plan.
LIVE • Help Desk Manual
• Full System documentation
16. Post GO LIVE • Post GO LIVE stabilization support.
support • Issue Logs
• Updated user & configuration manuals.
• OEM Review report
• Third party audit report
17. Operation & • SLA Compliance report
Maintenance • Issue logs
support ▪ Updated full system documentation.
▪ Updated full system documentation
12.5.2 Deliverable acceptance Criteria
The acceptance criteria shall be specified for all the project phases proposed by SI. A
list of standard deliverables for each phase is listed above. The formal acceptance of
82
the phase wise deliverables by MIL constitutes completion of the phase and
approval to initiate the next phase.
83
SECTION IV – STANDARD CONDITIONS OF RFP
The Bidder is required to give confirmation of their acceptance of the Standard Conditions of
the Request for Proposal mentioned below which will automatically be considered as part of
the Contract concluded with the successful Bidder (i. e. Seller in the Contract) as selected by
the Buyer. Failure to do so may result in rejection of the Bid submitted by the Bidder.
1. Law: The Contract shall be considered and made in accordance with the laws of the
Republic of India. The contract shall be governed by and interpreted in accordance with
the laws of the Republic of India.
2. Effective Date of the Contract: The contract shall come into effect on the date of
signatures of both the parties on the contract (Effective Date) and shall remain valid
until the completion of the obligations of the parties under the contract. The deliveries
and supplies and performance of the services shall commence from the effective date
of the contract.
3. Arbitration: All disputes or differences arising out of or in connection with the

consequent Contract shall be settled by bilateral discussions. Any dispute,
disagreement or question arising out of or relating to the Contract or relating to
construction or performance that cannot be settled amicably may be resolved through
arbitration. All disputes & differences arising out of or in any way touching or
concerning this agreement (except those for which specific provision has been made
therein) that could not be settled through bilateral discussions shall be referred to Sole
Arbitrator to be appointed by CMD, MIL. The Arbitrator so appointed shall be a
Government Servant who has not dealt with matters to which this agreement relates
and in the course of his duties has not expressed views on all or any of the matter in
dispute or differences such Arbitration shall be governed by the provisions of the Indian
Arbitration and Conciliation Act, 1999 and subsequent amendments, if any. The Award
of the Sole Arbitrator shall be final and binding on the parties. The standard clause of
arbitration for indigenous private bidders are given below:
a) All disputes or differences arising out of or in connection with the present contract,
including the one connected with the validity of the present contract or any part
thereof, shall be settled by bilateral discussions.
b) The venue of the arbitration shall be Pune.
4. Penalty for use of Undue influence: The Seller undertakes that he has not given,
offered or promised to give, directly or indirectly, any gift, consideration, reward,
commission, fees, brokerage or inducement to any person in service of the Buyer or
otherwise in procuring the Contracts or forbearing to do or for having done or forborne
to do any act in relation to the obtaining or execution of the present Contract or any
other Contract with the Government of India for showing or forbearing to show favor or
disfavor to any person in relation to the present Contract or any other Contract with
the Government of India. Any breach of the aforesaid undertaking by the Seller or any
one employed by him or acting on his behalf (whether with or without the knowledge
of the Seller) or the commission of any offers by the Seller or anyone employed by him
84
or acting on his behalf, as defined in Chapter IX of the Indian Penal Code, 1860 or the
Prevention of Corruption Act, 1986 or any other Act enacted for the prevention of
corruption shall entitle the Buyer to cancel the contract and all or any other contracts
with the Seller and recover from the Seller the amount of any loss arising from such
cancellation. A decision of the Buyer or his nominee to the effect that a breach of the
undertaking had been committed shall be final and binding on the Seller. Giving or
offering of any gift, bribe or inducement or any attempt at any such act on behalf of the
Seller towards any officer/employee of the Buyer or to any other person in a position to
influence any officer/employee of the Buyer for showing any favor in relation to this or
any other contract, shall render the Seller to such liability/ penalty as the Buyer may
deem proper, including but not limited to termination of the contract, imposition of
penal damages, forfeiture of the Bank Guarantee and refund of the amounts paid by
the Buyer.
5. Agents / Agency Commission: The Seller confirms and declares to the Buyer that the
Seller is the original manufacturer of the stores/provider of the services or authorized
by the ERP License OEM referred to in this Contract and has not engaged any individual
or firm, whether Indian or foreign whatsoever, to intercede, facilitate or in any way to
recommend to the Government of India or any of its functionaries, whether officially or
unofficially, to the award of the contract to the Seller; nor has any amount been paid,
promised or intended to be paid to any such individual or firm in respect of any such
intercession, facilitation or recommendation. The Seller agrees that if it is established at
any time to the satisfaction of the Buyer that the present declaration is in any way
incorrect or if at a later stage it is discovered by the Buyer that the Seller has engaged
any such individual/firm, and paid or intended to pay any amount, gift, reward, fees,
commission or consideration to such person, party, firm or institution, whether before
or after the signing of this contract, the Seller will be liable to refund that amount to the
Buyer. The Seller will also be debarred from entering into any supply Contract with the
Government of India for a minimum period of five years. The Buyer will also have a
right to consider cancellation of the Contract either wholly or in part, without any
entitlement or compensation to the Seller who shall in such an event be liable to refund
all payments made by the Buyer in terms of the Contract along with interest at the rate
of 2% per annum above LIBOR rate. The Buyer will also have the right to recover any
such amount from any contracts concluded earlier with the Government of India.
6. Access to Books of Accounts: In case it is found to the satisfaction of the Buyer that the
Seller has engaged an Agent or paid commission or influenced any person to obtain the
contract as described in clauses relating to Agents/Agency Commission and penalty for
use of undue influence, the Seller, on a specific request of the Buyer, shall provide
necessary information/ inspection of the relevant financial documents/information. The
audit shall occur in a manner as deemed by the BUYER in each calendar year and shall
be conducted expeditiously, efficiently, and at reasonable business hours. The Buyer
shall not have access to the proprietary data of, or relating to, any other customer of
the Seller, or a third party or the Seller’s cost, profit, discount and pricing data, without
the prior approval of SI. The audit shall not be permitted if it interferes with the Seller’s
ability to perform the services in accordance with the service levels, unless the Buyer
relieves the Seller from meeting the applicable service levels.
85
7. Non-disclosure of Contract documents: Except with the written consent of the

Buyer/Seller, other party shall not disclose the contract or any provision, specification,
plan, design, pattern, sample or information thereof to any third party.
8. Liquidated Damages:
(a) In the event of seller’s failure to have the plant / machines or any part/installment
thereof delivered by the date/dates specified in the contract, the buyer may at his
discretion withhold any payment until the whole of the plant / machines have been
supplied and the buyer may also deduct from the seller as agreed, Liquidated Damages
and not by way of penalty, the sum of 0.5% of the full contract price excluding taxes
and duties of the delayed supplies for each week or part of a week for which the delay
has occurred, subject to maximum of 5% of the value of delayed supplies.
(b) For delay in completion of any works or services attributable to the supplier, which
leads to delay in commissioning /final acceptance of the plant / machines, LD will be
imposed @ 0.5% of the full contract price excluding taxes and duties of the plant /
machines for each and every week and part of a week of delay in commissioning and
final acceptance, subject to maximum of 5% of the full contract price. This LD will be in
addition to the LD against delay in delivery of supplies.
(c) The sum of LD for (a) and (b) above, i.e. for delays in supplies as well as works &
services, will be subject to overall ceiling of 10% of full contract price.
(d) LD will be calculated on the basis of total value of goods, excluding elements of
statutory duties and levies viz GST, VAT/sales tax, excise duty, etc as indicated in the
contract.
(e) LD shall be levied for the period for which the supplier was responsible for the delay
in delivery/execution i.e. LD shall be waived if the reasons for delay are not attributable
to the supplier.
(f) LD (if any) will be deducted from firm’s payment.
9. Termination of Contract:
i. The Buyer shall have the right to terminate this Contract in part or in full in any of
the following cases :-
a) Events of default by SI.

b) The delivery of the material is delayed for causes not attributable to Force
Majeure or more than 03 months after the scheduled date of delivery.
c) The Seller is declared bankrupt or becomes insolvent.
d) The delivery of material is delayed due to causes of Force Majeure by more than
06 months provided Force Majeure clause is included in contract.
e) The Buyer has noticed that the Seller has utilized the services of any
Indian/Foreign agent in getting this contract and paid any commission to such
individual/company.
f) As per decisions of the Arbitration Tribunal.
86
g) By giving a notice of 01-month period without mentioning any reason.
ii. Termination Procedure

The Party entitled to terminate this Contract either on account of a Force Majeure
Event or on account of an Event of Default shall do so by issue of a notice in writing
to the other Party. The Termination Notice shall be of not more than 30(thirty) days,
(“Termination Period”) and at the expiry of the Termination Period, this Contract
shall stand terminated without any further notice.
iii. Obligations during the Termination

During Termination Period, SI shall, subject where applicable to the provisions of
this Article, continue to perform such of their respective obligations under this
Contract which are capable of being performed with the object, as far as possible,
of ensuring continued availability of the Project team, Project Assets and services to
the BUYER, failing which the SI shall compensate the BUYER for any loss or damage
occasioned or suffered on account of the underlying failure/breach.
iv. Termination consequences

a. "The Liability of a Buyer in case of termination of the contract initiated on
account of buyer in event of default shall be subject to a reasonable
payment as MIL deems fit and in case of event of default of Force Majeure,
the liability shall be limited to full payments for Equipment, Systems,
Licensed Software, up to the milestone immediately preceding the
milestone SI would be working on at the time of termination."
b. In case of termination due to SI event of default, SI shall pay damages
amounting to encashment of all bank guarantees by BUYER and all
outstanding payments. Any additional expenditure arising from subsequent
negotiations of the Contract with any other agency will also be SI’s liability.
Final payment up to the last completed milestone will be after handing over
the complete documentation and meeting all requirements as per the
Contract to the satisfaction of BUYER.
c. In the event of a termination effected in pursuance of this Article, or expiry
of this Contract, the relevant provisions of the Exit Management shall apply.
10. Notices: Any notice required or permitted by the contract shall be written in the English
language and may be delivered personally or may be sent by registered pre-paid
mail/airmail, addressed to the last known address of the party to whom it is sent.
11. Transfer and Sub-letting: The Seller has no right to give, bargain, sell, assign, or sublet
or otherwise dispose of the Contract or any part thereof, as well as to give or to let a
third party take benefit or advantage of the present Contract or any part thereof.
12. Patents and other Industrial Property Rights: The prices stated in the present Contract
shall be deemed to include all amounts payable for the use of patents, copyrights,
registered charges, trademarks and payments for any other industrial property rights.
The Seller shall indemnify the Buyer against all claims from a third party at any time on
account of the infringement of any or all the rights mentioned in the previous
paragraphs, whether such claims arise in respect of manufacture or use. The Seller shall
87
be responsible for the completion of the supplies including spares, tools, technical
literature and training aggregates irrespective of the fact of infringement of the
supplies, irrespective of the fact of infringement of any or all the rights mentioned
above.
13. Amendments: No provision of present Contract shall be changed or modified in any

way (including this provision) either in whole or in part except by an instrument in
writing made after the date of this Contract, mutually agreed and signed on behalf of
both the parties and which expressly states to amend the present Contract.
14. Taxes and Duties :
i. If the Bidder desires to ask for GST, excise duty or Sales Tax / VAT extra, the same
must be specifically stated. In the absence of any such stipulation, it will be
presumed that the prices include all such charges and no claim for the same will be
entertained.
ii. If reimbursement of any Duty/Tax is intended as extra over the quoted prices, the
Bidder must specifically say so. In the absence of any such stipulation it will be
presumed that the prices quoted are firm and final and no claim on account of such
duty/tax will be entrained after the opening of tenders.
iii. If a Bidder chooses to quote a price inclusive of any duty/tax and does not confirm
inclusive of such duty/tax so included is firm and final, he shall clearly indicate the
rate of such duty/tax and quantum of such duty/tax included in the price. Failure to
do so may result in ignoring such offers summarily.
iv. If a Bidder is exempted from payment of any duty/tax up to any value of supplies
from them, He/She shall clearly state that no such duty/tax will be charged by him
up to the limit of exemption which he may have. If any concession is available in
regard to rate/quantum of any Duty/tax, it shall be brought out clearly. Stipulations
like, the said duty/tax was presently not applicable but the same will be charged if it
becomes leviable later on, will not be accepted unless in such cases it is clearly
stated by a Bidder that such duty/tax will not be charged by him even if the same
becomes applicable later on. In respect of the Bidders, who fail to comply with this
requirement, their quoted prices shall be loaded with the quantum of such duty/tax
which is normally applicable on the item in question for the purpose of comparing
their prices with other Bidders.
v. Any change in any duty/tax upward/downward as a result of any statutory variation
in excise/GST etc. taking place within contract terms shall be allowed to the extent
of actual quantum of such duty/tax paid by the supplier. Similarly, in case of
downward revision in any duty/tax, the actual quantum of reduction of such
duty/tax shall be reimbursed to the Buyer by the Seller. All such adjustments shall
include all reliefs, exemptions, rebates, concession, if any obtained by the Seller.
15. PRE-CONTRACT INTEGRITY PACT :
I. A Pre-contract Integrity Pact shall be signed between the Buyer and the Bidder. This
is a binding agreement between the Buyer and Bidder in which both agree to enter
into a pre-contract agreement to avoid all forms of corruption by following a system
that is fair, transparent, and free from any influence prior to, during and subsequent
88
to the currency of the contract.
II. The bidder shall submit duly signed Pre-contract Integrity Pact in original, strictly as
per the format (without any deviation) enclosed with the T.E/RFP. Bidders not
complying with this are liable for rejection and their bids will not be considered for
evaluation. In the case of two bid system, the Bidder is required to submit the signed
pre-contract IP as part of a technical bid, failing which offers are liable for rejection.
III. The Pre-contract Integrity Pact shall be valid, from the date of signing of the
contract, for a period extending up to 5 years or completion of contractual
obligations whichever is later.
IV. The Pre-contract Integrity Pact requires every Bidder to deposit along with his Bid
an amount as IPBG of Rupees One Crore (₹ 1 Crore)
a. Bidder shall furnish the said IPBG/ Security Deposit through any of the following
instruments:
▪ Bank Draft or Pay Order in favour of the CMD, MUNITIONS INDIA LIMITED,
PUNE
▪ A Confirmed Guarantee by any of the scheduled Commercial Banks in India,
promising payment of the guaranteed sum to the Buyer, on demand, within
three working days without any demur whatsoever and without seeking any
reasons whatsoever. The demand for payment by the Buyer shall be treated as
conclusive proof for payment.
▪ In case foreign suppliers, the Bidder may, if necessary, furnish the Bank
Guarantee from a first-class International Bank provided the same is
confirmed/ verified by the State Bank of India.
b. IPBG as per the Integrity pact will begin when both parties have legally signed it. It
expires for the contractor 12 months after the last payment under the contract
and for all other bidders 6 months after the contract is awarded.
c. The PBG shall be valid up to a period of 60 days beyond the Warranty period
specified in the RFP (or subsequent request made by the Buyer for validity
extension).
d. In case there are more than one bidder, the IPBG shall be refunded by the Buyer
to those bidder(s) whose bid does not qualify (do not qualify) after the stages of
TEC/ TPC, as constituted by the Buyer, immediately but not later than 30 days
after conclusion of the contract.
e. No interest shall be payable by the Buyer to the Bidder(s) on IPBG for the period
of its currency.
f. The Buyer has nominated the following as Independent Monitor (IEM) for this
Pact.
89
01] Shri Rajnisha Kumar Vaish, Plot No. 10, Greenwoods Govt. Officers Welfare
IAS (Retd) Society, Phase II, Sector Omega 1, Pocket P2,
Greater Noida, Gautam Budh Nagar (District),
Uttar Pradesh-201 310.
Email ID : rajnishakumar@gmail.com
02] Shri Rajendra Kalla, 16 Munirka Enclave, Opp. Vasant Vihar Bus
CES, Ex-ADG/CPWD (Retd). Depot, New Delhi-110067.
Email ID : rajendra432000@yahoo.co.in
16. In this RFP, any reference to plant / machinery / equipment includes services.
90
Other General Conditions

1. Supplemental Information to the Request for Proposals
If MIL deems it appropriate to revise any part of this RFP or to issue additional data to
clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP.
Any such supplement/ corrigendum shall be deemed to be incorporated by this
reference into this RFP.
2. Proposal Preparation Costs

The bidder is responsible for all costs incurred in connection with participation in the
bidding process, including, but not limited to, costs incurred in participation in
meetings/discussions/presentations, preparation of proposal, in providing any
additional information required by MIL to facilitate the evaluation process, and in
negotiating a Master Service Agreement or a contract or all such activities related to
the bid process. This RFP does not commit MIL to award a contract or to engage in
negotiations. Further, no reimbursable cost may be incurred in anticipation of award of
contract.
3. Language of Proposals
The proposal and all correspondence and documents shall be written in English. All
proposals and accompanying documentation will become the property of MIL and will
not be returned.
4. Overly Elaborate Proposals

Unnecessarily elaborate brochures or other promotional materials beyond those
sufficient to present a complete and effective proposal are considered undesirable and
may be construed as an indication of the bidder’s lack of cost consciousness. MIL’s
interest is in the quality and responsiveness of the proposal.
5. Correction of Error
The bidders are advised to exercise adequate care in quoting the cost of
implementation during the price bid. No excuse for corrections in the quoted figures
will be entertained after the completion of the price bid.
6. MIL’s Right to Terminate the Process

i. MIL may terminate the RFP process at any time and without assigning any reason.
MIL makes no commitments, express or implied, that this process will result in a
business transaction with anyone.
ii. This RFP does not constitute an offer by MIL. The bidder’s participation in this
process may result in MIL selecting the bidder to engage in further discussions and
negotiations toward execution of a contract. The commencement of such
negotiations does not, however, signify a commitment by MIL to execute a contract
91
or to continue negotiations. MIL may terminate negotiations at any time without

assigning any reason.
iii. If the contract to implement ERP solution at MIL is awarded, the relationship of the
bidder with MIL will be that of an independent contractor and nothing in this RFP or
the resulting agreement shall be construed as creating any other relationship.
7. MIL’s right to accept any proposal and to reject any or all proposals.
MIL reserves the right to accept or reject any proposal, and to annul the bidding
process and reject all proposals at any time prior to award of contract, without
thereby incurring any liability to the affected bidder(s) or any obligation to inform the
affected bidder(s) of the grounds for actions of MIL.
8. Late bids
i. Bids received after the due date and the specified time for any reason whatsoever,
shall not be entertained.
ii. MIL may, in exceptional circumstances and at its discretion, extend the deadline for
submission of proposals by intimating all bidders by posting corrigendum in CPP
Portal website, in which case all rights and obligations of the bidders previously
subject to the original deadline will thereafter be subject to the deadline as
extended.
9. Non-Conforming Proposals
Any proposal may be construed as a non-conforming proposal and ineligible for
consideration if it does not comply with the requirements of this RFP. Without limiting
generality of the foregoing, the failure to comply with the technical requirements, and
acknowledgment of receipt of amendments, will be causes for holding proposals non-
conforming. In addition, MIL will not consider for evaluation proposals that are
“canned” presentations of promotional materials and that do not follow the format
requested in this RFP or do not appear to address the particular requirements of MIL as
described in different sections of this RFP or do not appear to address the particular
requirements of MIL to implement the ERP solution.
10. Amendment of Request for Proposal

At any time prior to the deadline for submission of proposals, MIL, for any reason, may
modify the RFP by amendment notified in e-Proc Portal (CPPP) . MIL, at its discretion,
may extend the deadline for the submission of proposals.
11. Disqualification of Proposals

The proposal submitted by the bidder is liable to be disqualified under the following
cases. If the proposal is disqualified, it will not be processed further, and no documents
submitted as a part of the proposal will be returned to the bidder. Each of the
conditions laid down here are equally important, as indicated by the consequence of
92
the violation of the condition, which is disqualification of the entire proposal of the
bidder.
i. The Proposal is not submitted in accordance with the conditions laid out in this
document or treated as a non-conforming proposal.
ii. Any of the conditions elaborated in this document are violated in the proposal or
during the bid process.
iii. If the Proposals are received in incomplete form or if all the documents, proofs,
letters, declarations etc. are not received as per prescribed formats.
iv. Bidder qualifies the proposal with its own conditions which are in direct
contradiction with the terms and conditions laid out by MIL in the RFP documents or
which restrict the scope of work as required by MIL and laid out in this RFP
document.
v. If the bidder provides price quotation for only part of the scope of this RFP, or part
of the requirements of MIL laid out in this RFP.
vi. Proposal is received after due date and time and declared as ‘late’.
vii. The IPBG along with Integrity Pact is not there with the bid documents or is not as
per conditions laid out in the RFP document.
viii. The price information, the pricing policy or pricing mechanisms or any document
indicative of the price or cost aspects of the proposal are either fully or partially
enclosed as a part of Techno-commercial Proposal (i.e. Cover -1)
ix. The bidder fails to deposit the Performance Bank Guarantee (PBG) within the
stipulated period (i.e. 30 days from the award of the contract) or fails to enter into a
contract within 30 working days of the date of notice of award of contract / Letter of
Intent or within such extended period, as may be specified by MIL.
x. The Bidder, or any person acting on their behalf, indulges in corrupt and fraudulent
practices during the bidding process.
12. Consequences of disqualification

a. If the proposal is disqualified, it will not be processed further and the same will be
communicated to the bidder through email. No further correspondence with MIL will
be entertained.
b. Documents submitted as a part of the proposal will not be returned to the bidder.
c. The IPBG submitted by the bidder as a part of their bid will be returned to the
authorized person of the bidder organization after 45 days from the conclusion of
the Contract.
13. Validity of the information

i. The information provided by the bidders in response to the RFP, including any
clarifications provided by the bidder against the queries from MIL during the bidding
process, is deemed to be valid till the end of the contract period, in case the contract
is awarded to the bidder.
93
ii. If the information submitted by the bidder during the RFP process is found to be
misrepresented, incorrect or false, accidentally, unwittingly, or otherwise, at any
time during the bidding process or any time during the tenure of the contract,
including the extension period if any, MIL has the right to terminate the contract and
initiate penal action against the bidder.
iii. In case of such termination and penal actions, MIL shall reserve the right to seek a
penalty to cover the cost of damages including the total cost of ERP package
licenses, the cost of implementation and opportunity loss due to time spent on
implementation.
14. Rights on the content of proposals

i. All proposals and accompanying documentation of the Bid document will become
the property of MIL and will not be returned.
ii. The information provided by the bidder, like the names of the customers of the
bidder or any proprietary information about the bidder etc. will be treated as
confidential information, unless asked to disclose by the orders of the court of law or
the Information Commission (under the RTI Act).
iii. MIL is not restricted in its rights to use or disclose any or all of the information
contained in the proposal and can do so without compensation to the bidder. MIL
shall not be bound by any language in the proposal indicating the confidentiality of
the proposal or any other restriction on its use or disclosure.
15. Withdrawal and modifications of Proposals

i. No proposal submitted by the bidders may be withdrawn either partially or fully in
the interval between the deadline for submission of proposals and the expiration of
the validity period specified by the bidder on the proposal form.
ii. In case the bidder submits the revised proposal, the revised proposal shall strictly
comply with all the terms and conditions of this RFP.
iii. Modifications of any nature to proposal will not be allowed after the deadline for
proposal submission.
iv. The responses given by the bidders to queries from MIL during the evaluation will be
considered as part of the proposal.
v. The bidder is allowed to withdraw their submitted proposal any time prior to the last
date prescribed for the receipt of bids, by giving a written notice to the MIL to that
effect.
16. Conflict of Interest

The bidder shall furnish an affirmative statement as to the absence of, actual or
potential conflict of interest on the part of the bidder due to prior, current, or
proposed contracts, engagements, or affiliations with MIL. Additionally, such
disclosure shall address any and all potential elements, which would adversely impact
the ability of the bidder to complete the requirements as given in the RFP. This
94
declaration will be submitted along with the techno-commercial proposal as per Form
10 of ANNEXURE F.
17. Failure to agree with the Terms and Conditions of the RFP
MIL expects the bidder to comply with all the conditions of the RFP except for minor
deviations in technical aspects without affecting the outcome and without having any
materiality on the performance/ cost of the project. The nature of minor deviation is to
be brought out and it has to be certified that acceptance of such minor deviations does
not alter scope or deliverables of the project.
During contract execution stage, if the seller projects something more beneficial to the
Buyer or asks for additional clarity in the interest of better execution of project; both
implying minor deviation from the contract, the same can be agreed upon mutually, as
long as they do not impact the evaluation/ commercials based on which the seller has
been shortlisted, without any financial impact on Seller and positive beneficial impact
on Buyer in the project , or even giving undue benefit to the bidder. Such amendment
shall be proposed as Change request from the Seller and shall be approved by the
Corporate Office.
Failure of the successful bidder to agree with the Terms and Conditions of the RFP, the
terms as put forward by MIL and/or the failure to present the Performance Bank
Guarantee (PBG) within the stipulated period and/or non-fulfillment of the condition of
executing a contract by the successful bidder and/or failure to successful execution of
purchase order by the successful bidder shall constitute sufficient grounds for the
breach of the contract and the buyer can choose to suspend the project or to issue a
new RFP for this project that would supersede and replace this one and forfeiture of
IPBG.
18. Government Regulations

In order to discharge the obligations in respect of supply of products and services, it is
essential that the bidder confirms that there are no Government restrictions or
limitations in the country of the supplier or countries from which subcomponents are
being procured and/or for the export of any part of the system being supplied.
19. Insurance to be taken out by the Bidder.

The Bidder at his cost shall arrange, secure and maintain all insurance as may be
pertinent to the Works/ Services and obligatory in terms of law to protect his interest
and interest of MIL. The responsibility to maintain adequate insurance coverage at all-
time shall be of the bidder alone. The Bidders failure in this regard shall not relieve him
of any of his contractual responsibilities and obligations.
20. Police Verification

The System Integrator shall deploy Indian Nationals of high integrity. He would also be
responsible for Security Clearance of the personnel deployed by him from the
concerned Police Station and a copy of the same shall be deposited to MIL at least 7
95
days before the start of the work. The requirement of requisite police verification and
clearance would be the responsibility of the SI. The police verification process costs
shall be borne by the system integrator only. MIL shall not be liable for such police
verification and its process costs. MIL may allow project work to start, on submission of
Police Verification. In case the PVR request has been submitted and pending, then the
personnel can be deployed on submission of Character Certificate by a Gazetted
Officer.
21. Additional Conditions
i. The timing and sequence of events resulting from this RFP shall ultimately be
determined by MIL.
ii. No oral conversations or agreements with any official, agent, or employee of MIL
shall affect or modify any terms of this RFP, and any alleged oral agreement or
arrangement made by a bidder with any department, agency, official or employee of
MIL shall be superseded by the definitive agreement that results from this RFP
process. Oral communications by MIL to bidders shall not be considered binding on
MIL, nor shall any written materials have provided by any person other than the
authorized representative of MIL.
iii. Neither the bidder nor any of bidder’s representatives shall have any claims
whatsoever against MIL or any of their respective officials, agents, or employees
arising out of or relating to this RFP or these procedures (other than those arising
under a definitive service agreement with the bidder in accordance with the terms
thereof).
iv. This RFP does not commit MIL to enter into a licensing or service agreement or
similar undertaking with the bidder or any other organization and MIL shall have the
right to reject or accept any proposal or offer, or any part thereof (e.g., any
component of any proposed solution) for any reason whatsoever. MIL reserves the
right to choose not to proceed with any bidder with respect to one or more
categories of services/requirements outlined in this RFP; and can choose to suspend
the project or to issue a new RFP for this project that would supersede and replace
this one.
96
SECTION V – SPECIAL CONDITIONS OF RFP
1. Performance Guarantee:
The Bidder will be required to furnish a Performance Guarantee by way of Bank Guarantee
through a scheduled Commercial Banks in India for a sum equal to 5% of the contract value
within 30 days of receipt of the confirmed order in favor of “CMD, MUNITIONS INDIA
LIMITED”. Performance Bank Guarantee shall be valid for up to 60 days beyond the date of
warranty/AMC period in the enclosed format.
Project phase
through a scheduled Commercial Bank for a sum equal to 5% of ERP License cost and
Implementation services cost within 30 days of receipt of the confirmed order in favor of
“CMD, MUNITIONS INDIA LIMITED”. Performance Bank Guarantee shall be valid for up to 60
days beyond the date of warranty period in the enclosed format.
O&M phase
through a commercial scheduled bank for a sum equal to 5% of ATS charges and O&M SI
support services cost, 30 days prior to the start of the O&M phase in favor of “CMD,
MUNITIONS INDIA LIMITED”. Performance Bank Guarantee shall be valid for up to 60 days
beyond the date of warranty/AMC period in the enclosed format. The PBG will be taken in
one go and will be released year on year as the part gets executed. The PSD for the first
milestone will be released after submission of the PSD for O&M Part including ATS charges.
2. Payment Terms
It will be mandatory for the Bidders to indicate their bank account numbers, GST details and
other relevant e-payment details so that payments could be made through ECS/EFT
mechanism instead of payment through cheques, wherever feasible. The payment will be
made as per the following terms, on production of the requisite documents:
Payment will be guided differently for different components of the contract, as below.
97
2.1. ERP implementation
Payment Milestone for

Sl. No. Event Description/Deliverables Payment
ERP Implementation
1 Completion of Project Submission of Project Charter, 5%
Preparation Submission of Hardware sizing
operationalization of Development
Servers
2 Completion of Business & Business & Process Design Sign-off 15 %
process design
3 Completion of Testing User Acceptance Test Sign-off 10%
4 Phase I GO LIVE – AFK, MIL acceptance of GO LIVE 30%
Bhandara and MIL
Corporate Office
5 Phase 2 GO LIVE (rest of MIL acceptance of GO LIVE 30%
locations)
Pro-rata Payment will be done for
each location as and when they GO
LIVE
6 Post GO LIVE Stabilisation Stabilization Acceptance Test and 10%
Issue of Stabilization Acceptance
certificate by MIL
Pro-rata Payment will be done for
each location as and when they GO
LIVE
Note: proportionate payment will be released. For example, there are 17 locations. If one
unit clears, then 1/17 of the amount shall be released for that Line Item – basis the GO LIVE
declaration defined.
Payment will be made centrally by MIL, Pune based on Deliverable acceptance by Central
Project committee at Corporate Office. MIL shall approve or provide feedback on the
deliverable within 30 days of submission.
2.2. ERP licenses
Sl. Payment Milestone for OEM % Payment

No. License
1 Developmental Licenses Based on actual purchase* and delivery.
2 Phase – I GO LIVE 65% based on actual purchase*. 35% on GO LIVE
3 Phase – II GO LIVE (For rest 65% based on actual purchase*. 35% on GO LIVE
of MIL units)
98
2.3. Other Implementation services
Sl. No. Payment Milestone % Payment *

1 Implementation of Explosive management 100%
2 Implementation of RPA for given process/ scenarios. 100%
(*) Payment on GO LIVE of the above.
2.4. Other Software and Applications
Sl. Payment Milestone % Payment *

No.
1 Installation of the Tableau 100%
2 Tools for RPA for given process/ scenarios. 100%
* Based on the clearance from the buyer
2.5. O&M SI Support & ATS support
Sl. Payment Milestone for O & M support % Payment

No.
1 O&M SI Support which includes Handholding Every year at 4 equal
charges / AMC for ERP Software, installments (25%/every
(Will be initiated from the date of Stabilisation post quarter) on completion of
GO LIVE) quarter
2 ATS charges after completion of stabilization Every year at 4 equal
installments (25%/every
quarter) on completion of
quarter
i. The payment schedule covers all or some of the priced items of price bid.
ii. No advance amount will be made or no amount will be paid by the MIL in any form
without an accompanying payment milestone.
iii. All payments will normally be made by MIL within 30 days from the date of receipt
of invoice along with supporting document.
iv. All Payments shall be made in Indian Rupees Only
v. All Payments shall be made by MIL through a bank of their choice directly to the
bidder account through e-transfer.
vi. In respect of its remuneration for Project SI shall be eligible to receive payments in
accordance with the above schedule.
vii. The BUYER shall be invoiced by SI for the Project. Generally, and unless otherwise
agreed in writing between the Parties or expressly set out in the Contract, SI shall
raise an invoice as per the terms of payment of the above schedule.
a. The invoices will be accepted by the BUYER for payment only if the
99
b. <position of the accepting authority> or the designated representative of the

<Designated authority to accept the deliverables> issues an acceptance certificate
that the respective milestones and the Deliverables of those milestones are
accepted.
3. Advance Payments: No advance payment(s) will be made in normal circumstances.
4. Fall Clause
4.1 The Bidder undertakes that he has not supplied/is not supplying the similar systems or
subsystems at a price lower than that offered in the present bid in respect of any other
Ministry/Department of the Government of India and if it is found at any stage that the
similar system or sub-system was supplied by the Bidder to any other Ministry/Department
of the Government of India at a lower price, then that very price, with due allowance for
elapsed time, will be applicable to the present case and the difference in the cost would be
refunded by the Bidder to the Buyer, if the contract has already been concluded.
4.2 The Bidder shall strive to accord the most favoured customer treatment to the Buyer in
respect of all matters pertaining to the present case.
5. Force Majeure clause & Events of Default:
5.1. Force Majeure

i. Neither party shall bear responsibility for the complete or partial non-performance
of any of its obligations (except for failure to pay any sum which has become due on
account of receipt of goods under the provisions of the present contract), if the
nonperformance results from such Force Majeure circumstances as Flood, Fire, Earth
Quake and other acts of God as well as War, Military operation, blockade, Acts or
Actions of State Authorities or any other circumstances beyond the party’s control
that have arisen after the conclusion of the present contract.
ii. In such circumstances the time stipulated for the performance of an obligation
under the present contract is extended correspondingly for the period of time of
action of these circumstances and their consequences.
iii. The party for which it becomes impossible to meet obligations under this contract
due to Force Majeure conditions, is to notify in written form the other party of the
beginning and cessation of the above circumstances immediately, but in any case,
not later than 10 (Ten) days from the moment of their beginning.
iv. A certificate from a Chamber of Commerce (Commerce and Industry) or other

competent authority or organization of the respective country shall be sufficient
proof of commencement and cessation of the above circumstances.
v. If the impossibility of complete or partial performance of an obligation lasts for more

than 6 (six) months, either party hereto reserves the right to terminate the contract
totally or partially upon giving prior written notice of 30 (thirty) days to the other
100
party of the intention to terminate without any liability other than reimbursement
on the terms provided in the agreement for the goods received.
5.2. Events of Default - SI

“SI Event of Default” means any of the following events unless such an event has
occurred as a consequence of a Force Majeure Event:-
i. SI’s failure to perform or discharge any of its obligations in accordance with the
provisions of this Contract.
ii. The activities at any Project Site is abandoned by SI for more than 7 (Seven)
Days during the Project.
iii. A delay of more than 180 (one hundred and eighty) days from any Milestone date in
achieving any of the performance obligations set forth for the relevant Milestone
Date.
iv. Change in the structure of the project team, the “Key Personnel”- Listed in Form 1C
by SI without written approval of the BUYER for the changes.
v. Inability to staff the Project with competent team in case any of the team members
leave the Project either due to voluntary severance or disciplinary actions against
them.
vi. SI’s failure to perform or discharge any of its obligations under any other project
contract, which has or is likely to affect the Project/ facilities and services related to
the Project, materially and LD exceeds 10% of the TCV.
vii. Any representation made or warranties given by SI under this Contract is found to
be false or misleading.
viii. If SI has given false information in qualifying for the Project or getting selected or
any information provided by the SI during the procurement process is found to be
false.
ix. Breach of any clause or part thereof of the “Integrity Pact” signed by the Parties
pursuant to the RFP.
x. Appointment of a provisional liquidator, administrator, trustee or receiver of the
whole or substantially whole of the undertaking of SI by a court of competent
jurisdiction in proceedings for winding up or any other legal proceedings.
xi. Levy of an execution or restraint on SI’s assets which has or is likely to have Material
Adverse Effect and/or affect the Project/ facilities and services related to the
Project, materially and such execution or restraint remaining in force for a period
exceeding 90 (ninety) Days.
xii. The Performance Bank Guarantee, the Advance Bank Guarantee, and any other
securities required to be maintained under this Contract are not maintained in
terms of the provisions hereof.
xiii. SI abandons or expresses its intention to revoke/terminate this Contract without
being entitled to do so as is expressly provided in the Contract.
xiv. Change in constitution/organization of SI which violates the short-listing criteria
used in RFP process.
xv. Amalgamation of SI with any other company or reconstruction or transfer of the
101
whole or part of the Project or the revenue earning parts of the Project [other than
transfer of assets in the ordinary course of business].
xvi. SI engages or knowingly allows any of its employees, agents, Contractor or
representative to engage in any activity prohibited under this Contract and/or by
law or which constitutes a breach of the Contract or breach of or an offence under
any law, in the course ofany activity undertaken pursuant to this Contract.
xvii. SI suffers a change of control. For the purpose of this provision the change of
control of SI would happen if:
1. the promoter group of SI ceases to control the board of directors of SI; or
2. Any reduction in the cumulative shareholding of the promoter group of SI
falls below 26% of the total paid up equity share capital of SI.
Note: For this provision “Promoter group” shall mean <SI to give details>
xviii. Any Breach of Cyber security / Theft of Data/ Information by SI or his representative
5.3. Events of Default – Buyer

i. The BUYER’s failure to perform or discharge its obligations in accordance with the
provisions of this Contract unless such failure has occurred as a consequence of any
SI Event of Default or a ForceMajeure Event.
ii. Any representation made or warranties given by the BUYER underthis Contract is
found to be false or misleading.
6. Guarantee Clause
The supplier shall guarantee satisfaction of technical and other parameters mentioned
in the specification and contracts, if applicable.
7. Non-Disclosure Agreement
A Non-disclosure agreement will have to be signed by the contractor prior to start of
audit confirming that there will be no disclosure of any information regarding
hardware, software, configuration, password or any other information regarding both
organization. Both the parties will have to abide by the Non-Disclosure Agreement
even after the completion of the contract. Any information or files either in hard copy
or softcopy carried by the receiving party during the audit will have to be returned or
destroyed at the end of the contract.
8. Intellectual Property Rights

The proposed solution shall not infringe any Intellectual Property Rights held by any
third party. In case developer is supplying any third-party Tools and software, the SI
shall have all necessary ownership rights or at its sole expense shall have secured in
writing all transfers of ownership rights and other consents necessary to make any
required licenses and other transfers of Intellectual Property Rights for the Tools and
software. The tenderer must submit an undertaking by way of an affidavit of clear
undisputed title and ownership of the intellectual property of the offered Tools and
software. The supplier shall indemnify MIL against all third-party claims of infringement
of patent, trademark and intellectual property rights arising from use of the Supplied
Tools and software or any part thereof in India. As a condition to avail the foregoing
indemnity, the Buyer agrees to notify the Seller in writing of the claim; and allow the
102
Seller to control, and cooperate with the Seller in, the defense and any related
settlement negotiations. In the event that Buyer is enjoined or otherwise prohibited, or
is reasonably likely to be enjoined or otherwise prohibited, from using any deliverable
as a result of or in connection with any claim for which Seller is required to indemnify
Buyer under this Clause according to a final decision of the courts or in the view of
Seller, Seller, may at its own expense and option: (i) procure for Buyer the right to
continue using such deliverable; (ii) modify the deliverable so that it becomes non-
infringing without materially altering its capacity or performance; (iii) replace the
deliverable with work product that is equal in capacity and performance but is non-
infringing; or (iv) If such measures do not achieve the desired result and if the
infringement is established by a final decision of the courts or a judicial or extrajudicial
settlement, Seller shall refund Buyer the fees effectively paid for that deliverable by
Buyer subject to depreciation for the period of use, on a straight line depreciation over
a 5 year period basis. The foregoing provides for the entire liability of Seller and the
exclusive remedy of Buyer in matters related to infringement of third-party intellectual
property rights.
The IPR and ownership of the preexisting IPR of the bidder and any derivative over the
same, would lie with the bidder. Bidder needs to provide us the License to use the
same.
The IPR and ownership of the source code of the services, specifically customized for
Munitions India, would be under the ownership of the Munitions India.
9. Change Control
9.1. Purpose.
This Schedule applies to and describes the procedure to be followed in the event of any
proposed change to the scope of work. Such change shall include, but shall not be
limited to, changes in the scope of services provided by SI, pursuant to this Contract,
and changes to the terms of payment.
9.2. Change Control Note (CCN).
i. Change requests in respect of the Contract, the scope of work, the Project
management, or the Operation and Maintenance and the Implementation Services
will emanate from the Parties' respective relevant Project representatives who will
be responsible for obtaining approval for the change and who will act as its sponsor
throughout the change control process and will complete Part A of the CCN given
under section 9.7. CCNs will be presented to the other Party's Project Manager who
will acknowledge receipt by signing the CCN.
ii. SI and the BUYER, while preparing the CCN, shall consider the change in the context
of the following parameter, namely whether the change is beyond the scope of
services pursuant to the Contract including ancillary and concomitant services
required and as detailed in the RFP and is suggested and applicable only after the
configuring, testing, commissioning and acceptance of the ERP solution, as set out
in this Contract. No change control request will be allowed till freezing of Solution
103
Blueprint Stage.
iii. It is hereby also clarified that the costs for the changes brought in after project sign-
off will be calculated on the basis of implementation cost and blended man-month
rate quoted by SI in its bid and estimated blended man-month effort to be
submitted by SI prior to taking up the change control note and accepted by the
BUYER. The reasonableness of the same shall be verified by MIL or through its
appointed consultant. The decision of the MIL regarding reasonableness of the
same shall be final and binding.
9.3. Quotation.
i. SI shall assess the CCN and complete Part B of the CCN. In completing Part B of the
CCN, SI shall provide as a minimum:-
a. A description of the change.
b. A list of deliverables required for implementing the change. A timetable
for implementation.
c. An estimate of the timelines or effort of any proposed change.
d. The unit of measure to cost the change (either the resource cost as indicated
in the proposal or as a work element as mentioned in the proposal of SI).
e. Any relevant acceptance criteria.
f. An assessment of the value of the proposed change.
g. Material evidence to prove that the proposed change is not already covered
within the scope of the Project and the implementation services or arising out
a change post freezing of the solution blueprint document.
h. Description of the circumstances which influenced the origin of this change.
i. Alternative options possible to address the change if any and the implications
of these alternative options.
ii. Prior to submission of the completed CCN to the BUYER, or its nominated agencies,
SI will undertake its own internal review of the proposal and obtain all necessary
internal approvals. As a part of this internal review process, SI shall consider the
materiality of the proposed change in the context of the Contract, the scope of
implementation services, the deliverables, the Project Management, Operation and
Maintenance affected by the change and the total effect that may arise from
implementation of the change.
iii. Materiality criteria will be established by the BUYER and the SI's Project Manager.
Changes requiring no escalation of authority can be implemented. Discussion and
Contract as to materiality will be held as per Clause17 of SECTION V – SPECIAL
CONDITIONS.
9.4. Costs.
Each Party shall be responsible for its own costs incurred in the quotation,
preparation of CCNs and in the completion of its obligations described in this process
provided SI meets the obligations as set in the CCN. In the event SI is unable to meet
104
the obligations as defined in the CCN then the cost of getting it done by a third party
will be borne by SI Capped at 10% of TCV.
9.5. Reporting.
Change requests and CCNs will be reported monthly to each Party's Project
Managers who will prioritize and review progress.
9.6. Obligations.
SI shall be obliged to implement any proposed changes once the approval in
accordance with clauses above has been given, with effect from the date agreed for
implementation.
9.7. Change Control Note.
Change Control Note CCN Number:
Part A: Initiation
Title:
Originator:
Sponsor:
Date of Initiation:
Details of Proposed Change
(To include reason for change and appropriate details/specifications. Identify any
attachments as A1, A2, and A3 etc.)
Authorized by THEBUYER Date:
Name:
Signature:
Received by the Date:
Operator
Name:
105
Signature:
Part B: Evaluation
(Identify any attachments as B1, B2, and B3 etc.)
Changes to Services, charging structure, payment profile, documentation, training,

services and component working arrangements and any other contractual issue.
Brief Description of Solution:
Impact:
Deliverables:
Timetable:
Charges for Implementation:
(Payment will be done after completion of task)
Other Relevant Information:
(Including value-added and acceptance criteria)
Authorized by the Date:

Operator
Name:
Signature:
For the BUYER and its nominatedagencies For SI
Signature Signature
Name Name
Title Title
Date Date
106
Part C: Authority to Proceed
Implementation of this CCN as submitted
in Part A, in accordance with
Part B is: (tick as appropriate)
Approved
Rejected
Requires Further Information (asfollows,
or as Attachment 1 etc.)
For the BUYER and its nominatedagencies For SI
Signature Signature
Name Name
Title Title
Date Date
a) Amendment to the Contract.
Amendment Note Amendment Number:
Part A: Initiation
Title:
Originator:
Date of Initiation:
Details of Amendment
107
(To include reason for amendment and appropriate details/specifications. Identify

any attachments as A1, A2, and A3 etc.)
The clause or
schedule of the
Contract (the original
wording)
The clause or
schedule of the
Contract – changed
wording
Validated by PM of Date:
THE BUYER
Name:
Signature:
Validated by PM of SI Date:
Name:
Signature:
Change Control Note Amendment Number:
Part C: Authority to Incorporate (tick as

appropriate)
Approved
Rejected
Requires Further Information (asfollows,
or as Attachment 1 etc.)
108
For the BUYER and its nominated For the SI

agencies
Signature Signature
Name Name
Title Title
Date Date
10. Assets & Third party
10.1. The Physical Assets of SI Prior to GO LIVE.

i. SI agrees to install and commission a development environment consisting of the
hardware, Networks, and software at a mutually agreed Project Development
Assets, big enough to organize the entire Project team pursuant to this Contract.
ii. SI Assets for Own Use will be owned, operated, and managed by SI.
iii. SI is free to bring in and move out of the MIL all SI Assets for Own Use by following
the procedures listed below:-
a. The details of equipment required to be brought in/ taken out of the MIL Area,
will be approved by an official designated by the BUYER for the purpose.
b. When the equipment has to be brought into the MIL Area, a requisite permission
will be sought, and the equipment would move in on an approval slip signed by a
designated official.
c. When the equipment has to be taken out of the MIL Area, a gate pass will be
prepared and signed by the SI delegated authority. A copy of the signed gate
pass will be deposited at the main gate.
d. SI must adhere to the security regulations of the MIL in vogue.
iv. SI will keep a register of all the Equipment brought into the MIL Area and inform
BUYER of this move.
v. It is the responsibility of SI to ensure the safety, security and upkeep of the physical
assets brought into the MIL Area.
vi. The BUYER shall not be liable for the safety, security, and upkeep of any of the
assets of SI. However, the BUYER shall make suitable arrangement for safety and
security of the same. SI shall be responsible for the insurance of the assets
vii. The hardware property brought by SI during development phase shall continue to
be the property of SI and after completion of the project, he can take back the
same, following the guidelines in MIL IT Security Policy, after MIL establishes its DC
and DRC.
10.2. The Project Assets.

i. The physical/tangible/intangible assets, forming part of the “Project Assets”, shall
be brought into MIL area by SI for the purpose of the Project and transferred to the
109
BUYER, pursuant to this Contract.

ii. The list of Project Assets agreed at the time of contract agreement.
iii. SI will keep a register of all the assets of the Project bought into the project site,
with all the documents indicating the movement and ownership. This register
will be countersigned by the BUYER representative.
iv. It is the responsibility of SI to ensure the safety of the Project Assets and insure
these assets till transfer of ownership.
v. The ownership of all the Project Assets will be transferred to BUYER or its nominee,
in the event of GO LIVE coming into effect. Further in the event of termination of
the Contract prior to GO LIVE, the ownership of only such Project Assets shall be
transferred to the BUYER or its nominee as the BUYER in its sole discretion may
determine. The relevant provisions of exit management would apply to any transfer
of the Project Assets to theBUYER, pursuant to this Article.
10.3. Transfer of Project Assets.

i. All the Project Assets shall be transferred to the BUYER as and when they are
purchased."
ii. The transfer of these assets means the BUYER will have the complete ownership of
these assets and will be responsible for the safety of these assets and authority for
usage.
iii. However, SI will be responsible for maintaining Project Assets after “GO LIVE”, as
per the warranty clauses and will be fully accountable for the warranty clauses.
10.4. MIL Supplied Equipment.

i. MIL Supplied Equipment includes the office space, the physical assets associated
with the office, power supply, power backup, client computing environment,
belonging to BUYER and earmarked by BUYER for the purpose of the Project and
used by SI for the Project are treated as the MIL assets for the Project.
ii. The details of the assets earmarked by the BUYER for the purpose of the Project
and used by SI shall be listed in a register duly signed by the representatives of SI
and BUYER.
iii. The ownership of MIL Supplied Equipment lies with BUYER.
iv. In normal circumstances the BUYER will not charge SI for using MIL Supplied
Equipment.
v. SI is responsible for ensuring that the MIL Supplied Equipment are used for the
purpose of the Project only.
vi. If SI is found to be using the MIL Supplied Equipment for any other activity other
than directly or indirectly related to the Project, the BUYER has the rights to initiate
appropriate proceedings and claim reliefs (including damages) against SI for the
misuse of the MIL Supplied Equipment.
vii. The MIL Supplied Equipment shall not be transferred or moved by SI either within
or outside the premises of MIL.
110
10.5. Third Party Contracts.

i. The contracts executed by SI to procure any of the services or Project Assets to be
used by SI in the Project, including but not limited to development tools, testing
facilities, outsourcing contracts during the Project are to be treated as third party
contracts.
ii. The third-party contracts are owned by SI and the liability for these contracts lies
solely with SI.
iii. The agreements with the OEMs for supply of goods and service including but not
limited to hardware, Network components, ERP solution applications & other
software applications, service contracts for warranty support, specialized services
for audit/testing etc. will be assigned to the BUYER or its nominees and will indicate
MIL units / echelons as “End Users” as per the Contract.
iv. List of goods and services to be supplied by the SI at the time of contract signing.
v. SI will share these contracts and licenses in entirety with BUYER.
vi. The BUYER will have the right to overrule any restrictive clauses or clauses limiting
the ownership of these contracts.
vii. In the event of termination of the Contract, SI shall transfer/assign or cause to be
transferred/assigned to the BUYER or its nominee such third-party contracts which
are valid and subsisting and which the BUYER has chosen to take over at its sole
discretion as per Exit management process.
11. Personnel
11.1. Personnel supervision and management
i. Personnel assigned by SI to implement the Project shall be employees of SI, and

under no circumstances will such personnel be considered employees of the BUYER.
ii. SI agrees that no right of any employment with BUYER shall accrue or arise, by
virtue of engagement of employees, agents, contractors, subcontractors etc. by SI,
pursuant to this Contract.
iii. All remuneration, claims, wages, dues of such employees, agents, contractors,
subcontractors of SI is agreed to be paid by SI alone and the BUYER shall not have
any direct or indirect liability or obligation, to pay any charges, claims or wages of
any of employee, agents,contractors, and subcontractors of SI.
iv. SI has the responsibility for payment of such personnel's entire compensation,
including salary, withholding of income taxes and other taxes as applicable,
worker's compensation, employee and disability benefits and the like and shall be
responsible for all employer obligations under all applicable laws.
v. SI shall have the sole responsibility for supervision and control of its personnel and
for ensuring that they carry out their assigned job in a professional manner.
vi. SI shall use its best efforts to ensure that sufficient SI personnel are employed to
perform the services pursuant to the Project, and also that such personnel have
appropriate qualifications to perform the services.
vii. The BUYER has the right to seek replacement of any member of the Project team
being deployed by SI or the subcontractor, based on the assessment of the BUYER
that the person in question is incompetent to carry out the tasks expected of
him/her or found that person does not really possess the skills
/experience/qualifications as projected in his/her profile or on the ground of
security concerns or breach of ethics.
111
viii. Except as stated in this Article, nothing in this Contract will limit the ability of SI to
assign or reassign its employees; provided that SI shall be responsible, at its
expense, for transferring all appropriate knowledge from personnel being replaced
to their replacements. The BUYER shall have the right to review and approve SI's
plan for any such knowledge transfer. SI shall maintain the same standards for
skills and professionalism among replacement personnel as in personnel being
replaced.
ix. In the event that the BUYER requests that any SI personnel be replaced, the
substitution of such personnel shall be accomplished pursuant to a mutually agreed
upon schedule but not later than 15 working days from the date of such requests.
x. The BUYER would like to identify as the “Key Personnel” all Director, Managers and
Leads whose profiles which were the basis for the evaluation of the competence of
SI to carry out the implementation of the Project. The key personnel to be listed
in Form 1C of Annexure D. It is the responsibility of SI to deploy these resources on
a full-time basis for the activities they have been proposed to be deployed during
the Project as per the response to the RFP submitted by SI.
xi. In the event that the BUYER identifies any personnel of SI as Key Personnel, then SI
shall not remove or replace such personnel without the prior written consent of
the BUYER under the applicable sectionof this Contract.
xii. Under exceptional circumstances when the Key Personnel are to be replaced or
removed, SI shall put forward the profiles of personnel being proposed as
replacements. These profiles shall be either equivalent or better than the ones
being replaced. However, whether these profiles are better or equivalent to the
ones being replaced will be decided by the BUYER or its authorised representative.
The BUYER or its authorised representative will have the right to accept or reject
these substitute profiles.
xiii. In the event that any Key Personnel is to be replaced for reasons not attributed to
the BUYER the substitution of such personnel shall be accomplished pursuant to a
mutually agreed upon schedule but not later than 7 working days from the date of
exit of such personnel.
xiv. In the event that the Key Personnel are to be replaced, it can be done only by
following the procedure in SECTION V Clause12 ix (Procedure for replacing key
personnel).
xv. Each Party shall be responsible for the performance of all its obligations under this
Contract and shall be liable for the acts and omissions of its employees and agents
in connection therewith.
xvi. SI warrants that its personnel shall at all times comply with security regulations in
effect from time to time at the BUYER premises and externally for materials
belonging to the BUYER.
xvii. SI will comply with the directions issued from time to time by the BUYER and the
standards related to security and safety insofar as it applies to the personnel
operating out of the BUYER premises.
11.2. Minimum proficiency
The BUYER would like to identify as “Key Roles” , certain roles of the Project team being
deployed by SI during the implementation of Project . These key roles are identified to
112
be critical to the success of the Project (listed through Form 1C of Annexure D) and it is
expected that these key roles will be staffed with personnel with adequate proficiency.
The minimum proficiency in terms of expertise, skills and educational qualifications are
listed in Form 1C Annexure D (Form and procedure for Key personnel replacement.)
11.3. Clearance for personnel
i. In pursuance of the conditions in the RFP and the RFP, SI undertakes that all the
personnel being deployed by SI for the Project are Indian nationals.
ii. All the personnel deployed shall carry police verification report.
iii. It is the responsibility of SI to ensure that all the personnel deployed by SI for the
Project are not involved in any criminal or antinational activities.
iv. SI shall submit the police verification records of any of the personnel of SI/ Sub
Contractors/ OEMs, if demanded by BUYER.
11.4. Subcontract liabilities
Any sub-contracting by SI shall be as per the terms of the Contract. It is understood by

the Parties that SI shall be liable for any such subcontracting and further SI shall be the
principal employer for all claims arising from the liabilities, statutory or otherwise,
concerning the subcontractors. SI undertakes to indemnify the BUYER or its nominated
agencies from any claims on the grounds stated hereinabove.
11.5. OEM Personnel
i. In pursuance of the commitment made in the RFP, SI undertakes to take the

services of experts from the OEM for the specific activities as listed in this RFP.
ii. The OEM personnel and the services rendered by them will be paid for by SI.
iii. The OEM personnel will report directly to the BUYER on their work, observations,
and audit findings.
iv. Within the framework of this Contract, the BUYER will seek the deployment of the
OEM personnel through SI.
11.6. Liability for Actions of the Personnel.
i. SI agrees to be responsible for managing the activities of its personnel or the

personnel of its subcontractors (including OEMs) and shall be accountable for both.
ii. The SI agrees and shall be vicariously liable for any acts, deeds or things done by
their employees, agents, contractors, subcontractors, etc., which is outside the
power vested or instructions issued by the BUYER.
iii. SI agrees and shall be the principal employer of the employees, agents, contractors,
subcontractors, etc. engaged by SI and shall be vicariously liable for all the acts,
deeds or things, whether the same is within the scope of instructions or outside the
scope of instructions set out in the Contract.
iv. SI agrees to hold the BUYER, its successors, assignees, employees, representatives,
113
and administrators fully indemnified and harmless against loss or liability, claim
actions or proceedings, if any, that may arisefrom whatsoever nature, caused to the
BUYER through the action of its employees, agents, contractors, subcontractors,
etc.
v. The BUYER agrees to inform SI, all breaches and claims of indemnification and
agrees to grant SI sole authority to defend, manage, negotiate or settle such claims;
and make available all assistance in defending the claims and the expenses of such
activities are directly borne by SI.
vi. The written demand by the BUYER as to the loss / damages stated in “Liability for
Actions of the Personnel” points 1 to 5 shall be final, conclusive, and binding on SI
and SI agrees and shall be liable to pay on demand the actual amount of such loss /
damages caused to the BUYER.
11.7. Personnel during Exit Management.
i. At any time during the exit management period, SI shall, subject to applicable laws,
restraints and regulations (including in particular those relating to privacy) provide
to the BUYER a list of all employees (with job titles) of SI dedicated to providing the
services at the commencement of the exit management period.
ii. If the termination happens and the exit management provisions need to be invoked
during the IIS Stage, the BUYER will have the right to request the services of the Key
Personnel of SI to facilitate transfer of knowledge to the BUYER or the Replacement
SI as per the Exit management process defined in this RFP.
iii. On the termination of the Contract during O&M Stage, the BUYER will have the
right to identify SI personnel and demand their presence for knowledge transfer to
the BUYER or the Replacement SI.
iv. If the BUYER hires the services of another agency on the expiry of the Contract, or
before that, to carry out any next phase of the ERP solution implementation and
other applications, SI shall cooperate with the new agency in knowledge transfer
and the BUYER shall have the right to demand the presence of the required
personnel from SI for this purpose.
11.8. Non-Hiring.
i. During the term of the Contract and for a period of one year thereafter, except as
otherwise provided under this Contract, neither party shall(either directly or
indirectly through a third party) employ, solicit to employ, cause to be solicited for
the purpose of employment or offer employment to any employee/s or sub-
contractor/s of the other party, or aid any third person to do so, without the
specific written consent of theother party.
ii. The clause does not prevent hiring based on responses by employees to public
advertisement in any media that are not specifically targeted at the other Party’s
employees.
114
11.9. Procedure for replacing Key personnel.
i. SI will give an advanced notice in writing of not less than four weeks on its intention
to replace the core team member.
ii. After getting the approval of the BUYER, SI will propose an equivalent profile as
replacement to the BUYER.
iii. The BUYER or its authorized representative will evaluate the profile and indicate the
acceptance / rejection of the profile. The BUYER may seek a personal interview or
virtual mode, of the person being proposed.
iv. After getting the approval of the BUYER, SI will ensure that there will be sufficient
time for the replacement person to work with the person being replaced, for
transferring the project specific knowledge to him/her.
v. If the proposed profile is rejected by the BUYER, SI will provide alternate profiles, till
there is an acceptable profile.
vi. The costs associated with replacements like conducting interviews and travel costs
of the replacement profile will be completely borne by SI.
vii. The format for submitting the profiles of replacement for core team members shall
be as below: -
Name of the person
Role in the Project
Qualification
Total number of years of experience
Number of years with the current company (the bidder)
Functional area / expertise

Area of certification
Number of complete life cycle implementations carried out
The names of customers. (Please provide the relevant names)
The functional areas /processes implemented
115
12. Exit Management
12.1. Initiation.
i. This schedule sets out the provisions, which will apply on expiry or termination of
the Contract, during the implementation and O&M Stage of the Project.
ii. In the case of termination of the Contract, the Parties shall agree at that time
whether, and if so during what period, the provisions of this schedule shall apply.
iii. In case of expiry of the Contract or part of the contracted service, the provisions of
this schedule come into effect three months before the Contract for the particular
service comes to an end.
iv. However, if the BUYER, in the intervening period, invokes the provisions of the
Contract and extends the term of the Contract for the particular service, the
provisions of the schedule will not come into effect.
v. The Parties shall ensure that their respective associated entities carry out their
respective obligations set out in this Schedule.
12.2. Exit Management Plan.

Exit management in ERP (Enterprise Resource Planning) refers to the process of
managing the removal or transition of a Vendor from an ERP system in case of events
of default/ some exceptional cases.
i. On the initiation of the provisions of the exit management schedule by the BUYER,
SI shall provide the BUYER with a recommended exit management plan which shall
deal with at least the following aspects of exit management in relation to the
Contract or the particular service of the Contract.
ii. A detailed program of the transfer process that could be used in conjunction with a
Replacement SI or the BUYER’s Project team including details of the means to be
used to ensure continuing provision of the services throughout the transfer process
or until the cessation of the services and of the management structure to be used
during the transfer.
iii. Plans for the communication with such of SI's sub-Contractors, staff, suppliers, and
any related third party as are necessary to avoid any material detrimental impact on
Project’s operations as a result ofundertaking the termination or expiry.
iv. The proposed arrangements for the segregation of communication means (including
but not limited to transfer of data in electronic forms, emails etc.) from the
Networks employed by the BUYER and identification of specific security tasks
necessary for ensuring this.
v. Plans for provision of contingent support to the BUYER and Replacement SI for a
reasonable period after transfer.
vi. The plan for settling the payments and claims pursuant to the Contract, if
applicable.
vii. The list of services to be rendered by SI, during the exit management period.
116
viii. The acceptance mechanisms for successful completion of exit management.
ix. Payments during the Exit Management period shall be made in accordance with the
Exit management process.
x. This Exit Management plan shall be furnished in writing to the BUYER within 7 days
of the date on which the action for termination is initiated or ninety days prior to
the date of expiry of the Contract.
12.3. SI Obligations on Termination
On termination or expiry of the Contract, the obligations of the SI are listed below, and
these shall be applicable on the basis of the last milestone achieved by SI prior to
termination: -
i. Hand over the possession of the Development Site, Project Assets, MIL Supplied
Equipment and Documentation to the BUYER or its nominee.
ii. Transfer all rights, titles and interests in such Project Assets (as the BUYER in its sole
discretion may determine) to the BUYER or its nominee and transfer information
which are required to be transferred to the BUYER in accordance with this Contract
and execute such deeds and documents as may be necessary for the aforesaid
purposes including completing all legal or other formalities required in this regard.
iii. Hand over to the BUYER or its nominee all documents including, but not limited to,
process specifications, testing specifications, test results, manuals and records
relating to operation and maintenance of the software and hardware.
iv. Transfer/assign or cause to be transferred/assigned to the BUYER or its nominee
any OEM contracts which are valid and subsisting and those OEM Contracts which
the BUYER has chosen to take over and cancel or cause to be cancelled such OEM
contracts which are not to be transferred/assigned to the BUYER or its nominee. For
this purpose, SI shall ensure that all OEM Contracts are assignable in favor of the
BUYER or its nominee without any further action on part of the respective
counterparties. SI shall entirely at its cost, terminate all such OEM contracts which
are not transferred/assigned and/or are not required to be transferred/assigned to
the BUYER.
v. Transfer/assign all the warranties for the hardware and software, in favour of the
BUYER or its nominee, which are required by the BUYER to continue to operate or
use, either during the IIS Stage or O&M Stage.
vi. At its cost, remove within 90 (ninety) days from expiry of the Contract, from the
Project Site, any moveable assets that are not taken over by or not to be transferred
to the BUYER in terms of the provisions of this Contract.
vii. SI shall extend all support for the exit without service disruption as per the
conditions under this Schedule.
117
12.4. Confidential Information, Security and Data.
SI will promptly on the commencement of the exit management period, hand over to the
BUYER the following: -
i. Information relating to the current services rendered and customer satisfaction
surveys and performance data relating to the performance of sub-Contractors in
relation to the services.
ii. Documentation relating to Project’s Intellectual Property Rights.
iii. The data belongs to the BUYER and Confidential Information.
iv. Documentation relating to subcontractors.
v. All current and updated data of the Project as is reasonably required for purposes of
the BUYER or its nominated agencies, transitioning the services to its Replacement
SI in a readily available format nominated by the BUYER.
vi. All other information (including, but not limited to, documents, records and
Contracts) relating to the services reasonably necessary to enable the BUYER or its
nominated agencies, or its Replacement SI to carry out due diligence in order to
transition the provision of the services to the BUYER or its nominated agencies, or
its Replacement SI (as the case may be).
vii. Before the expiry of the exit management period, SI shall deliver to the BUYER; all
new or up-dated materials from the categories set out inArticle above and shall not
retain any copies thereof, except that SI shall be permitted to retain one copy of
such materials for archival purposes only.
viii. Before the expiry of the exit management period, unless otherwise provided under
the Contract, the BUYER shall deliver to SI all forms of SI’s confidential information,
which is in the possession or control of theBUYER or its users.
12.5. Knowledge Transfer.
i. SI will undertake the following activities to ensure that the knowledge about the
entire Information Technology system including, but not limited to, Data Centres,
Disaster Recovery Centres, the Networks, the applications, customised solution, the
design and operational characteristics of these systems are transferred to the Buyer
Team or the Replacement SI. The activities will be aimed at: -
a. Knowledge transfer of operations.

b. Knowledge transfer of technology
c. Knowledge transfer of processes
ii. Some of the key activities to be carried out by SI for knowledge transfer will be: -
a. Documents walk through to explain design and characteristics.
b. The code walkthrough to explain the characteristics of the software
applications.
c. Joint operations of key activities or services of help desk, DataCentre and
DR centre operations.
d. Briefing sessions on process and process documentation.
e. Walk through the logs of the bugs, the changes to the codes etc.
118
f. Briefing sessions on applications, the way these are deployed and
integrated.
iii. Transfer technology and up-to-date know-how relating to operation and

maintenance of the software and hardware.
12.6. Employees.
i. Since the Project team of SI is critical for effective knowledge transfer and exit
management, SI will comply with the obligations set out in SECTION V clause 12,
sub clause vii – “Personnel during Exit m a n a g e m e n t ” - of the RFP and ensure
the following during the exit management period: -
a. At least 75% of the key personnel as identified in Form 1C Annexure D are
available for joint operations and knowledge transfer.
b. At least 75% of the operations team is staffed with people with minimum
proficiency as listed in Form 1C Annexure D.
ii. Ensure that all the employees who worked on the Project have followed the clauses
in SECTION V Clause 9 & 12 of this RFP.
iii. Ensure that the exiting employees have followed the security guidelinesof the MIL
premises.
12.7. General Obligations of SI.
i. SI will involve the services of the subcontractors or the OEMs as the case may be,
for the purpose of executing the exit management plans, without any costs to the
BUYER.
ii. SI shall provide all such information as mentioned in the above clauses in order to
affect as seamless a handover as practicable in the circumstances.
iii. For the purposes of this Schedule, anything in the possession or control of SI, any
associated entity, or sub-Contractor is deemed to be in the possession or control of
SI.
iv. SI shall commit adequate resources to comply with its obligations under this Exit
Management Schedule.
v. The task of SI with reference to the exit management is deemed to be complete
only when the Project Director SI of the BUYER issues a satisfactory completion
certificate for the “exit management plan”.
12.8. BUYER’s Obligations on Termination.

On termination of the Contract, theBUYER’S obligations towards SI will be as follows: -
i. The BUYER confirms that the payment for the last milestone achieved by SI will
be expedited subject to the set off rights.
119
ii. The BUYER shall extend all support for the knowledge transfer activities as per
this Schedule.
13. Declaration of GO LIVE
i. The Project Directors from the Buyer and SI, after satisfactory completion of all the
activities as listed in the SECTION III, and after scrutinizing all the inspection reports,
audit findings, Contracts, licensing agreements etc. will initiate jointly the notice for
declaring “GO LIVE”.
ii. The “GO LIVE” notice is submitted to the “Steering Committee” for action.
iii. Within fifteen days of receiving the notice the project steering committee will decide
on the actions to be taken on “GO LIVE”.
iv. The GO LIVE date comes into effect only when the Steering committee approves the
notice for GO LIVE.
v. In the event that any of the approving committees do not approve or suggest further
action, the notices are reinitiated only after the recommended actions have been
satisfactorily completed.
14. Declaration of Post GO LIVE stabilization completion.

Stabilisation period is an elevated support to help in transition to steady state O&M
support. The elevated support is required to ensure business operations and activities
are not impacted because of the introduction of ERP and would involve extended
support not limited to users and fine tuning / performance and performance
improvement of the ERP system.
i. The Project Directors from the Buyer and SI, after satisfactory completion of all the
activities as listed in the SECTION III, and after scrutinizing all the inspection reports,
audit findings, Contracts, licensing agreements etc. will initiate jointly the notice for
completion of post GO LIVE stabilization.
ii. The completion of post GO LIVE stabilization is submitted to the “Steering Committee”
for action.
iii. Within fifteen days of receiving the notice the project steering committee will decide
on the actions to be taken on completion of post GO LIVE stabilization.
iv. The completion of post GO LIVE stabilization GO LIVE date comes into effect only when
the Steering committee approves the notice.
v. In the event that any of the approving committees do not approve or suggest further
action, the notices are reinitiated only after the recommended actions have been
satisfactorily completed.
120
15. Information Security and Audit Rights
15.1. Information security
i. SI shall also comply with the Information Technology security and standards policies in
force from time to time at the Project Site of the BUYER and SI, and which the BUYER
makes SI aware in writing insofar as the same apply to the Project.
ii. The Parties to the Contract shall report forthwith in writing to each other all identified
attempts (whether successful or not) by unauthorized persons (including unauthorized
persons who are employees of any Party) either to gain access to or interfere with the
Project's Data, facilities or Confidential Information.
iii. SI shall, upon reasonable request by the BUYER participate in regular meetings when
safety and Information Technology security matters are reviewed.
iv. The Parties under the Contract shall promptly report in writing to each other any act or
omission which they are aware could have an adverse effect on the proper conduct of
safety and information technology security at the Project Site.
v. The Parties acknowledge that a high level of security needs to be maintained. All
persons employed by SI for this Contract shall undergo verification as per regulations in
force in MIL. SI undertakes to treat information passed on to them under this Contract
as classified. Such information will not be communicated/published/advertised by SI to
any person without the express permission of the BUYER. All persons working on this
Contract shall be required to render a certificate that they have familiarized
themselves with the provisions of The Indian Official Secret Act 1923.
vi. Any private, proprietary or classified information which has to be made available by
the receiving party to a third party for the execution of this Contract, shall be
submitted to such a third party with the same restrictions as included in this Article.
vii. SI undertakes to meet the laid down security requirements/stipulations. All the
matters related to the Contract will be treated as classified and highly confidential and
shall not be communicated to anybody (except for the purpose of this Contract) or
published/advertised without theconsent of the BUYER.
15.2. Confidential Information.
i. SI recognizes that during the term of the Contract, sensitive Data will be procured and
made available to it, its sub-contractors and agents and others working for or under SI.
Further, SI also recognizes that any improper and unauthorized disclosure or usage of
Project Data by any such recipient may constitute a breach of applicable laws causing
harm not only to BUYER but also the stakeholders whose data is used. SI, its
subcontractors and agents shall demonstrate utmost care, sensitivity and strict
confidentiality. Any breach of any confidentiality obligation set out in the Contract,
including Articles will result in BUYER a right to seek injunctive relief and damages
suffered or are reasonably likely to be suffered and the cost incurred to mitigate the
implication of such disclosure or usage, from SI.
ii. “Confidential Information” means any and all information that is or has been received
by either Party (the “Receiving Party”) from the other Party (the “Disclosing Party”)
and that: (a) relates to the Disclosing Party; and (b) is designated by the Disclosing
121
Party as being confidential or is disclosed in circumstances where the Receiving Party
would reasonably understand that the disclosed information would be confidential or
(c) is prepared or performed by or on behalf of the Disclosing Party by its employees,
officers, directors, agents, representatives or consultants.
iii. Without limiting the generality of the foregoing, Confidential Information shall mean
and include any information, data, analysis, compilations, notes, extracts, materials,
reports, drawings, designs, specifications, graphs, layouts, plans, charts, studies,
memoranda or other documents, or materials relating to the Licensed Software, the
modules, the Program Documentation, the Source Codes, the object codes and all
Enhancements and Updates, services, systems processes, ideas, concepts, formulas,
methods, know-how, trade secrets, designs, research, inventions, techniques,
processes, algorithms, schematics, testing procedures, software design and
architecture, computer code, internal documentation, design and function
specifications, product requirements, problem reports, analysis and performance
information, business affairs, Projects, technology, finances (including revenue
projections, cost summaries, pricing formulae), clientele, markets, marketing and sales
programs, client and customer data, appraisal mechanisms, planning processes etc. or
any existing or future plans, forecasts or strategies in respect thereof.
iv. “Confidential Materials” shall mean all tangible materials containing Confidential
Information, including, without limitation, written or printed documents and computer
disks or tapes, whether machine or user readable.
15.3. Managing Confidential Information.
i. The Receiving Party agrees to regard, preserve and keep as confidential all confidential
information and materials of the Disclosing Party howsoever obtained and agrees that
it shall not, without obtaining the written consent of the Disclosing Party :-
a. Disclose, transmit, reproduce or make available any such Confidential Information

and materials to any person, firm, Company or any other entity other than its
directors, partners, advisers, agents or employees, who need to know the same
for the purposes of the Project. The Receiving Party agrees to be responsible for
ensuring that the usage and confidentiality by its directors, partners, advisers,
agents or employees is in accordance with the terms and conditions of this Contract;
or
b. Unless otherwise agreed herein, use any such Confidential Information and
materials for its own benefit or the benefit of others or do anything prejudicial to
the interests of the Disclosing Party or its customers or their projects.
ii. In maintaining confidentiality hereunder, the Receiving Party on receiving the

Confidential Information and materials agrees and warrants that it shall:
a. Take at least the same degree of care in safeguarding such Confidential Information
and materials as it takes for its own Confidential Information of like importance and
such degree of care shall be at least that which is reasonably calculated to prevent
such inadvertent disclosure.
b. Keep the Confidential Information and materials and any copies thereof secure and
in such a way so as to prevent unauthorized access by any third party.
122
c. Limit access to such Confidential Information and materials to those of its directors,
partners, advisers, agents or employees who are directly involved in the
consideration/evaluation of the Confidential Information and bind each of its
directors, partners, advisers, agents or employees so involved to protect the
Confidential Information and materials in the manner prescribed in this Contract;
and
d. Upon discovery of any unauthorized disclosure or suspected unauthorized
disclosure of Confidential Information, promptly inform the Disclosing Party of such
disclosure in writing and immediately return to the Disclosing Party all such
Informationand materials, in whatsoever form, including any and all copies thereof.
iii. The Receiving Party who receives the Confidential Information and materials agrees
that on a regular basis or in receipt of a written demand from the Disclosing Party or at
the end of the contract period or on termination of contract:-
a. Immediately return all Confidential Materials and all copies thereof provided to, or
produced by it or its advisers, as the case may be, which is in the Receiving Party’s
possession or under its custody and control.
b. Hand over all analyses, compilations, notes, studies, memoranda or other
documents prepared by it or its associates to the extent that the same contain,
reflect or derive from Confidential Information relating to the Disclosing Party.
c. Expunge any Confidential Information relating to theDisclosing Party or its projects
from any computer, word processor or other device in its possession or under its
custodyand control; and
d. Furnish a certificate signed by its director or other responsible representative
confirming that to the best of his/her knowledge, information and belief, having
made all proper enquiries, the requirements of this paragraph have been fully
complied with.
iv. The restrictions in this Para shall not apply to:

a. Any information that is publicly available at the time of its disclosure or becomes
publicly available following disclosure (other than as a result of disclosure by the
Disclosing Party contrary to the terms of this Contract); or
b. Any disclosure required by law or by any court of competent jurisdiction, the rules
and regulations of any recognised stock exchange or any enquiry or investigation by
any governmental, statutory or regulatory body which is lawfully entitled to require
any such disclosure provided that, so far as it is lawful and practical to do so prior to
such disclosure, the Receiving Party shall promptly notify the Disclosing Party of
such requirement with a view to providing the Disclosing Party an opportunity to
obtain a protective order or to contest the disclosure or otherwise agree to the
timing and content ofsuch disclosure; or
c. is identified in writing by the Discloser as no longer proprietaryor confidential.
v. The Receiving Party agrees that its obligation under this Section with respect to
confidentiality will survive the termination of this Contract.
vi. Confidential Information shall be and remain the property of the Discloser and nothing
in this Article shall be construed to grant either Party any right or license with respect
to the other Party's Confidential Information otherwise than as is expressly set out in
this Contract.
123
vii. Both Parties agree that monetary damages would not be a sufficient remedy for any
breach of this Article by the other Party and that the BUYER and Partner, as
appropriate, shall be entitled to equitable relief, including injunction and specific
performance as a remedy for any such breach. Such remedies shall not be deemed to
be the exclusive remedies for a breach by a Party of this Article but shall be in addition
to all other remedies available at law or equity to the damaged Party.
viii. In connection with the Project under this Contract, the BUYER may from time to time
undertake one or more quality assessment reviews for the purpose of improving
quality of the ERP solution implementation project. In order for such reviews to be
frank and candid, for the greatest benefit to the BUYER and SI, they shall be kept
confidential to the greatest extent possible. The Parties agree that any documentation
created in connection with such quality assessment reviews shall be Confidential
Information of the BUYER which is licensed to SI for any internal use except that in no
eventshall such documentation or the results of such reviews be discoverable or
admissible (or used for any purpose) in any arbitrationor legal proceedings against the
BUYER related to this Contract or the Project.
a. SI agrees that all information processed, stored, or transmitted by SI equipment
belongs to the BUYER. By having the responsibility to maintain the equipment, SI
agrees not to acquire implicit access rights to the information or rights to
redistribute the information.
b. SI understands and agrees that civil, criminal, or administrative penalties may apply
for failure to protect information appropriately.
15.4. Information Ownership

i. SI agrees that all information processed, stored, or transmitted by Project Assets or SI
Assets for Own Use belongs to the BUYER. By having the responsibility to maintain the
equipment, SI agrees not to acquire implicit access rights to the information or rights
to redistribute the information.
ii. SI understands and agrees that civil, criminal, or administrative implications may arise
for failure to protect information appropriately.
iii. SI agrees that.
a. All customers’, suppliers’, associated organisations and process related information
of the BUYER is considered as sensitive and will be protected from unauthorized
disclosure, modification or access.
b. Any sensitive information of the BUYER would be protected from unauthorized
disclosure, modification or access.
c. The type of sensitive information that will be found on the BUYER systems that SI
agrees to support or have access to includes but is not limited to, process
information, user rights, security features & guidelines, disaster management
practices etc.
15.5. Privacy and Security Safeguards.

i. SI agrees not to publish or disclose in any manner, under any circumstances the details
of any security safeguards designed, developed, or implemented by SI under this
Contract or existing at any of the BUYER locations.
ii. SI agrees to develop procedures and implementation plans to ensure that IT resources
124
(being used during the system integration phase or O&M phase) leaving the control of
the assigned user (such as being reassigned, removed for repair, replaced, or
upgraded) are cleared of all the BUYER information, data and sensitive application
software.
15.6. Access for Inspection
i. SI shall be obliged to extend all co-operation to the BUYER personnel, or the experts
appointed by the BUYER for purposes of verifying that the Project Systems and the
Project Facilities and the activities within the project team are operated and
maintained in compliance with Security manual of DDP.
ii. Additionally, SI shall, upon prior intimation by the BUYER, provide the BUYER personnel
or the authorized representatives of the BUYER access to the Project Assets/the Project
Facilities and documents for inspection and review of operations and also to ascertain
compliance with any of therequirements under this Contract.
iii. Without prejudice to the generality of this provision, it is agreed that SI shall in
particular extend all co-operation to, and provide all information required by the
Experts appointed by the BUYER for conducting a security audit and verifying that the
Project/Project Facilities and Services are in strict compliance with the information
security requirements.
iv. These audits may include, but are not limited to, a review of access and authorization
procedures, physical security controls, backup and recovery procedures, Network
security controls and program change controls.
v. SI agrees to provide the BUYER access to various monitoring and performance
measurement systems (both manual and automated). The BUYER has the right to get
the monitoring and performance measurement systems (both manual and automated)
audited withoutprior approval / notice to SI.
vi. The audit, access, reporting and inspection rights of the BUYER under this Article shall
be governed by Clause16 of SECTION V of this RFP.
16. Audit, Access and Reporting
16.1. Purpose
This details the audit, access and reporting rights of the BUYER and respective
obligations of SI under the Contract.
16.2. Audit Notice and Timing

i. As soon as reasonably practicable after the Effective Date, the Parties shall use their
best endeavours to agree to a timetable for routine audits during the Project. Such a
timetable may be reviewed every 3 months. During the Term, the BUYER or its
nominated agencies shall conduct routine audits in accordance with the agreed
timetable and shall not be required to give SI any further notice of carrying out such
audits.
ii. The BUYER may conduct non-timetabled (ad hoc) audits at its own discretion if it
reasonably believes that such non-timetabled audits are necessary as a result of an
125
act of fraud by SI, a security violation, or breach of confidentiality obligations by SI,
provided that the requirement for such an audit is notified in writing to SI a
reasonable period time prior to the audit (taking into account the circumstances
giving rise to the reasonable belief) stating in a reasonable level of detail the
reasons for the requirement and the alleged facts on which the requirement is
based. If SI considers that the non-timetabled audit was not appropriate, the matter
shall be referred to the escalation procedure as set out in SECTION V Clause17.
iii. The frequency of audits shall be Twelve (12) monthly, provided always that the
BUYER or MIL shall endeavour to conduct such audits with the lowest levels of
inconvenience and disturbance as practicable being caused to SI.
iv. The audit and access rights contained shall survive the termination or expiration of
the Contract for a period of twenty-four (24) months.
16.3. Access
SI shall provide to the BUYER or its nominated agencies, or its or their authorised
representatives, access to employees, subcontractors, suppliers, third party facilities,
including leased premises, Data Recovery Centres, documents, records and systems
reasonably required for audit and shall provide all such persons with routine assistance
in connection with the audits and inspections. The BUYER or its nominated agencies
during the audit shall have the right to copy and retain copies of any relevant records. SI
shall make effort to co-operate with them in effecting the Audit. The Buyer shall not
have access to the proprietary data of, or relating to, any other customer of the Seller,
or a third party or the Seller’s cost, profit, discount, and pricing data, without the prior
approval of SI. The audit shall not be permitted if it interferes with the Seller’s ability to
perform the services in accordance with the service levels, unless the Buyer relieves the
Seller from meeting the applicable service levels.
16.4. Audit Rights

The BUYER shall have the right to audit and inspect documents, records, procedures
and systems relating to the Project, but only to the extent that they relate to these, as
shall be reasonably necessary to verify:-
(i) The security, integrity and confidentiality availability of all the BUYER Data
processed, held or conveyed by SI on behalf of the BUYER or its nominated agencies
and its Users and documentation related thereto.
(ii) That SI has complied with the relevant technical standards, and has adequate
internal controls in place; and
(iii) The compliance of SI with any other obligation under the Contract.
(iv) SI’s internal cost records shall be excluded for the purpose of audit.
(v) That the actual level of performance of the Services is the same as that specified in
the Service Level Agreement
126
16.5. Audit rights of sub-contractors, suppliers and agents
i. SI shall endeavour to achieve the same audit and access provisions as defined in this
Schedule with sub-Contractors, suppliers and agents who supply labour, services,
materials in respect of the services. SI shall inform the BUYER, prior to concluding
any sub-Contract or supply agreement, of any failure to achieve the same rights of
audit and/oraccess.
ii. Reporting.SI will provide reports to the BUYER regarding any specific aspects of the
Project and in context of the audit and access information as required by the
BUYER.
16.6. Action and Review

i. Any change or amendment to the systems and procedures of SI, or sub- Contractors,
where applicable, arising from the audit report shall be agreed within thirty (30)
calendar days from the submission of the said report.
ii. Any discrepancies identified by any audit pursuant to this Schedule shall be
immediately notified to the <Name of the authorized person> who shall determine
what action shall be taken in respect of such discrepancies in accordance with the
terms of the Contract.
16.7. Records and information
For the purposes of audit in accordance with this Schedule, SI shall maintain true and
accurate records in connection with the provision of the services and SI shall handover
all the relevant records and documents upon the termination or expiry of the Contract.
17. Governance
17.1. Purpose of Governance Procedures.

The purpose of Governance procedure is to: -
i. Establish and maintain the formal and informal processes for managing the
relationship between the BUYER and SI (including the outputs from other Schedules
to this Contract).
ii. Define the principles that both Parties wish to follow to ensure the delivery of the
Services.
iii. Ensure the continued alignment of the interests of the Parties.
iv. Ensure that the relationship is maintained at the correct level within each Party.
v. Create the flexibility to revise and maintain the relationship and thisContract during
the Term of the contract.
vi. Set out the procedure for escalating disagreements and resolvingdisputes.
vii. Enable Contract administration and performance management.
127
17.2. Governance Procedures
i. The agenda for each meeting of the Project Management Committee, the Project
Steering Committee and the EC, shall be set to reflect the discussion items referred
to above and extraordinary items may be added either with the Contract of the
Parties or at the request of either Party. Copies of the agenda for meetings of the
Committees, along with relevant pre-reading material, shall be distributed at least
one week in advance of the relevant meeting.
ii. SI shall be responsible for bringing in the representatives of the OEMs, if
requisitioned by the BUYER as special invitees to participate in the meetings of the
Project Management Committee, to discuss or resolve any issues arising out of or
requiring the involvement of the OEMs in the Project.
iii. All meetings and proceedings will be documented; such documents to be
distributed to both Parties and copies shall be kept as a record. All actions,
responsibilities and accountabilities arising out of any meeting shall be tracked and
managed.
iv. The Parties shall ensure as far as reasonably practicable that the Project
Management Committee shall resolve the issues and resolve the objectives placed
before them and those members representing that Party are empowered to make
relevant decisions or have easy access to empowered individuals for decisions to be
made to achieve this.
v. In the event that there is any material factor which affects the Project, or the terms
of payment schedule as mentioned in the RFP, the Parties agree to discuss in the
Project Steering Committee any appropriate amendment to the Contract or
Statement of Works including any variation to the terms of payment as stated in the
payment schedule.
vi. Any amendments to the Contract or any supplements to be added to the Contract
will be discussed by the Project Steering Committee and placed before the Steering
committee for approval. These documents will become part of the Contract after
being duly signed by the authorised representatives of the BUYER and SI.
17.3. Escalation Procedures
i. Irrespective of the nature of disputes, events, and defaults, the notices for
discussion or resolution will follow the escalation procedures.
ii. The initiation of the escalation activities, other than the ones for termination and
arbitration, will be from the Project Management Committee or its members.
iii. The matters unresolved by the Project Management Committee only are to be
taken up by the Project Steering Committee.
iv. The escalations will follow the guidelines listed for each type of notices.
17.4. Procedure for Issuing Notices
i. Subject to the provisions hereof, all notices hereunder shall be issued as per Article
19.1 (Notices) of this Contract.
ii. If the responding party fails to respond to the notice within 21 days of notice, a
maximum of one more notice to the same effect may be issued to the party.
128
iii. If the responding party does not respond to two notices, it is treated as willful
violation of the Contract, and the actions related to breach of Contract will come
into force.
17.5. Notices on Disputes

i. Either Party (“Claimant”) shall first submit any dispute or disagreement (dispute
notice) between the Parties arising out of or relating to and/or in connection with
this Contract which is not a material breach of this Contract (a "Disputed Matter")
to the <Designation of the person to whom it shall be reported>, with a copy to the
other Party.
ii. The dispute notices will be a written notice and shall be accompanied by:-
a. A statement by the Claimant describing the Disputed Matter in detail.
b. Documentation, if any, supporting the Claimant's position on the Disputed
Matter.
iii. The other Party ("Respondent") shall have the right to respond to the Dispute
Notice within 7 days after receipt of the Dispute Notice.
iv. The two designated authorities from both the parties will resolve the dispute
through mutual discussions.
v. In case the Disputed Matter remains unresolved, the same shall then be submitted
to Project Steering Committee.
vi. In the event that the Project Steering Committee is unable to resolve the Disputed
Matter within a further period of 7 days, it shall refer the Disputed Matter to the
next level, the EC, the highest authority of the dispute resolution for action.
vii. The minutes of the meeting of the proceedings of the committees will serve as the
basis for action on disputes, withdrawal of notice, or taking matter to arbitration.
17.6. Notice for Consultation

i. The Party shall submit a notice for consultation for an event of default to the <Name
of the person to whom it shall be reported>, with a copyto the other Party,
ii. The consultation notice will be accompanied by:-
a. Description of the event of default.
b. The date and circumstances of default.
c. Documentary evidence if any of the event of default.
iii. The other Party ("Respondent") shall have the right to respond to the Consultation
Notice within 7 days after receipt of the Consultation Notice.
iv. The respective authorities will initiate the remedial process, with specific action and
timelines for action (not exceeding 90 days) to rectify the event of default, through
mutual discussions.
v. In case the remedial process is not successful, the same shall then be submitted to
the Project Steering Committee.
vi. In the event that the Project Steering Committee is unable to resolve the event of
default, within a further period of 7 days, it shall refer the Matter to next level, the
EC, the highest authority of the dispute resolution for action.
vii. The minutes of the meeting of the proceedings of the committees will serve as the
basis for action on consultation, withdrawal of notice or termination.
129
17.7. Notice of an Event
i. The Affected Party shall give notice on the event to the other Party of the
occurrence of any event within 7 (seven) days after the Affected Party knew, or
ought reasonably to have known, of its occurrence.
ii. The Notice shall include details of: -
a. The nature, time of occurrence and extent of the Force Majeure Event with
documentary evidence in respect thereof.
b. If the event is due to Change in Law, a certified copy of the changed law, the
effective date of the law and a copy of the earlier law whichwas applicable
when the Contract came into effect.
c. If the event is due to Change in Law, the notice will also include the list of
articles or part of the articles which will be impacted and suggestions if any
for modification.
d. Description of the adverse effect it has or is likely to have on the
performance of the party’s obligations under this Contract.
e. The duration or estimated duration and the effect or probable effect the
Event has or will have on the Affected Party’s ability to perform its
obligations or any of them under this Contract.
f. The measures which the Affected Party has taken or proposes to take, to
alleviate the impact of the Event or to mitigate the damage; and
g. Any other relevant information.
iii. If the notice of an event is accepted by the other Party as valid, the two Principal
Officers will initiate the actions required to be undertaken and the periodicity (at
least once in a month) for the affected party to submit reports on the event to the
other party.
17.8. Notices on Arbitration and Termination

i. Notice for arbitration or termination will be issued when all the mechanisms of
dispute resolution listed in the governance procedurehave failed to resolve or
overcome the event.
ii. The minutes of the Steering committee will be the basis for issuing arbitration
and/or termination notices.
iii. The arbitration and termination notices will include: -
a. The details of events, default or disputes leading to arbitration or termination.
b. The proceedings, minutes of the meeting of the discussions of the Project Steering
Committee, Steering committee on the events, defaults anddisputes.
c. In case of termination, a deadline and a plan of action for exitmanagement.
18. Indemnities, Limitation of Liabilities
18.1. Third party Claims

i. SI undertakes to indemnify the BUYER from and against all losses, claims or damages
on account of bodily injury, death or damage to tangible personal property arising in
favour of any person, corporation or other entity (including the BUYER) attributable
to SI’s performance under this Contract.
ii. The indemnities set out in this Articles shall be subject to the following conditions: -
130
1. The BUYER, as promptly as practicable, informs SI in writing of the claim or
proceedings and provides all relevant evidence, documentary or otherwise.
2. The BUYER may at its option (but shall not be obligated to), at the cost of SI, give
SI assistance in the defense of such claim including access to all relevant
information, documentation and personnel provided that the BUYER may, at its
sole cost and expense, reasonably participate, through its attorneys or otherwise,
in such defense.
3. If SI does not assume full control over the defense of a claim as provided in this
Article, the BUYER may participate in such defense at cost and expense of SI.
4. The BUYER shall not prejudice, pay or accept any proceedings or claim, or
compromise any proceedings or claim, without the written consent of SI.
5. All settlements of claims subject to indemnification under this Article will: (i) be
entered into only with the consent of the BUYER, which consent will not be
unreasonably withheld and include an unconditional release to the BUYER from
the claimant for all liability in respect of such claim; and (ii) include any
appropriate confidentiality agreement prohibiting disclosure of the terms of
such settlement.
6. The BUYER shall account to SI for all awards, settlements, damages and costs (if
any) finally awarded in favor of the BUYER which are to be paid to it, in
connection with any such claims or proceedings.
18.2. Limitation of Liability
i. SI’s aggregate liability for actual direct damages shall be capped at [10%] of the
TCV provided that this limit shall not apply to 1) the bodily injury (including death)
and damage to real property and tangible personal property caused by SI's
negligence and/or 2) the intellectual property infringement claims.
ii. SI shall not in any event be liable for any indirect or consequential damages, or for
loss of profit, business, revenue, goodwill, anticipated savings or Data, or third-
party claims except with respect to bodily injury (including death) and damage to
real and tangible personal property.
iii. Neither this Contract nor the services delivered by SI under this Contract grants or
creates any rights, benefits, claims, obligations or causes of action in, to or on
behalf of any person or entity (including any third party) other than between the
respective Parties to this Contract, as the case may be.
iv. Title and Risk of Loss. SI shall bear the risk of loss on Project Assets, up to the time
they are transferred and handed over to the BUYER - after which it shall stand
transferred to the BUYER. SI shall arrange and pay for insurance to cover such an
item until it is transferred.
19. Independent Relationship
131
Nothing in this proposal shall be deemed to constitute a partnership, joint venture,
agency or any kind of relationship between the parties or constitute any party as the
agent of any other party for any purpose or entitle any party to commit or bind any
other party in any manner or give rise to fiduciary duties by one party in favour of any
other.
20. Entire understanding

This Proposal together with the Schedules, Annexure and Exhibits hereto and executed
by the parties hereto constitutes the entire understanding between the parties hereto
with respect to the subject matter hereto and supersedes and cancels all previous
negotiations thereof.
21. Survival
The clauses of this proposal which by their nature are intended to survive shall so
survive the termination/expiry of this proposal.
22. Publicity
Neither party shall publicize any information pertaining to this assignment or the other
party without seeking the prior written consent of the other party.
23. Modification
This proposal may be modified only by an amendment executed in writing by a duly

authorised representative for each party.
24. Waiver
No forbearance, indulgence or relaxation by any Party at any time to require

performance of any provision of this Proposal shall in any way affect, diminish or
prejudice the right of such party to require performance of that provision and any
waiver by any party or any breach of any provisions of this Proposal shall not be
construed as a waiver or an amendment of the provisions itself, or a waiver of any right
under or arising out of this Proposal.
25. Assignment
Buyer shall be entitled to assign or transfer all or any of its rights, benefits and
obligations under this proposal without the prior written consent of the other Party
26. Nonexclusively
Bidder shall be free to do similar business either for itself or for any other party or offer
similar services to any third parties but without in any way affecting the services agreed
to be offered by Bidder after obtaining prior approval of the Buyer under this Proposal.
132
SECTION VI – EVALUATION CRITERIA
1. Scoring of Technical Bids

The evaluation of the techno-commercial bids is carried out as outlined below:
i. Pre-Qualification checks will be done. Subject to conformity, other Technical
evaluation will be done.
ii. The bidders' techno-commercial solutions proposed in the bid document are
evaluated as per the requirements specified in the RFP and adopting the evaluation
criteria given in the document. Each of the six parameters listed will have a specific
score totaling to 100.
iii. A specific score will be given by the committee against each of the parameters, based
on the evaluation/assessment of the Techno-commercial Proposal of the bidder.
iv. The total Techno-commercial score will be the summation of the scores against each
of the parameters.
2. Evaluation of Technical Proposal

Evaluation Parameters
The Technical Evaluation will be done against the following parameters.
iii. Envisaged solution architecture and software components.
iv. Detailed Project work plan and Resource loading
▪ including schedule, tools & techniques, testing, documents &
deliverables, risk identification, mitigation plan, responsibility matrix.
vi. Project team & Governance structure
i. CV of proposed key personnel
ii. Resource deployment plan
vii. Training and Change Management.
viii. O & M support & OEM services.
3. Presentation of the Proposal

a. The committee may invite each bidder to make a presentation to the MIL at a date, time
and venue determined by the MIL to make a presentation of their Techno-commercial
Proposal. The purpose of such presentations would be to allow the bidders to present
their methodology, unique capabilities if any, the project structure, the quality of the
project team etc.
b. The presentation of the Techno-commercial Proposal shall be made by the proposed
project manager of the bidder for this project of implementing ERP solution at MIL, with
some of the key team members to support the project manager, instead of the sales
representative or the senior executive of the organization.
133
4. Personal Interview / discussion with the Project Team
i. The committee will have the right and the option to interview any or all the members
of the Project Team proposed by the bidder and whose profile is the basis of Techno-
commercial Evaluation.
ii. These interviews can be either over video conference or in person.
iii. The focus of the interview will be to assess the quality of the experience of the team
member, the depth of experience & expertise he/she brings in and the relevance of
that expertise to MIL, etc.
iv. If there is a personal interview, it will be held at the corporate headquarters of MIL at
Pune, at a time and date to be indicated separately.
v. The bidder is required to bear the cost of travel of its members for these interviews.
5. Clarifications during evaluation

The committee may take oral clarifications from the bidders. The primary role of
clarifications in the evaluation process is to clarify ambiguities and uncertainties arising
out of the evaluation of the bid documents. Oral clarifications provide the opportunity
for the committee to state its requirements clearly and for the bidder to state its
proposal more clearly. The committee may seek inputs from their professional,
technical faculties in the evaluation process. Such oral clarifications will only be
considered in the form of minutes of the meeting duly signed/agreed to by the all the
participants when a written clarification from both sides is obtained.
i. During the time of the evaluation of the Techno-commercial Proposal, MIL may seek
clarifications from the bidders on specific items in the proposal submitted by them.
All such clarifications will be sent to the contact persons indicated in the proposal
either by email or facsimile using Form 11 – Annexure F.
ii. The bidder has the option to respond or not respond to these queries. If the bidder
fails to respond within the stipulated time period, MIL has the right to make
assumptions on the techno-commercial proposal submitted by the bidder and if such
assumptions lead to disqualification of the techno-commercial proposal, MIL is not
accountable for these omissions.
iii. The responses by the bidders to the queries raised by MIL will be treated as part of
the proposal.
iv. If any of the responses by the bidders to the queries sent by MIL has commercial
implications, these commercial aspects will not be accommodated in the evaluation
process. The bidder is expected to sign a declaration to this effect as per the Form 17
in Annexure F.
6. Technical Scores and Qualification

i. As per the evaluation methodology mentioned in Section 8.6, each Techno-
commercial Proposal will be assigned a Techno-commercial score out of a maximum
of 100 points. Techno-commercial evaluation formats as mentioned shall be used for
this purpose.
134
ii. The bidders who score a Technical Quality Score of more than 75 (Seventy-Five), will
qualify to participate in the price bid opening.
iii. The Techno-commercial Score (TS) will be the summation of the scores for all the
parameters.
7. The evaluation of the Technical bids will be based on the following criteria :
TECHNO-COMMERCIAL EVALUATION PARAMETERS
The following outlines the broad parameters based on which evaluation of technical
proposals of the bidders shall be carried out by MIL. MIL shall constitute a Technical expert
committee which might include external members to conduct the Technical evaluation.

iii. Detailed Project work plan and Resource loading
▪ including schedule, tools & techniques, testing, documents &
deliverables, risk identification, mitigation plan, responsibility matrix.
iv. Expertise in business process design
v. Project team & Governance structure
i. CV of proposed key personnel
ii. Resource deployment plan
vi. Training and Change Management.
vii. O & M support & OEM services.
Criteria for Technical Quality Scoring Weightage

Understanding of the project objectives & scope of work 20
1. The requirements in the core functional areas

2. The best practices possibilities
3. The areas to watch for (customization /configuration), etc.
4. Demonstration of scenarios as mentioned in SECTION I , 1.5, i
5. Overall solution proposed in terms of bill of material including add on software and tools.
Detailed Project work plan and Resource loading 15
1. Plan
2. Milestones
3. Resource loading
4. Deliverables
Please Refer SECTION I , 1.5, iv for details
Project team - Refer Section III – 12.4.3 25
Profiles for the following business functions
135
ix. Projects
Tools, Methodology and Project Management 10
Tools and methodologies

- Scope management
- Risk
- Data migration
- Testing
- Project Documentation, Risk identification, mitigation plan, responsibility matrix.
- Tools for project management and execution (e.g. templates, monitoring,
documentation, content creation, training etc)
Please Refer SECTION I , 1.5, ii for details.
Expertise in business process design 10
Case studies of business process design from past projects

i. Production Planning for Manufacturing
ii. Finance, accounts and costing
iii. Materials Management and procurement management in a public sector organization
iv. Human resource management, payroll administration with specific emphasis on time
office, incentives etc. in a public sector organization.
Please Refer SECTION I , 1.5, v for details
Training and Change Management. 10

Please Refer SECTION I, 1.5, vii for details
O & M support & OEM services. 10
Please Refer SECTION I, 1.5, viii for details
136
8. The evaluation of the price bids will be based on the following criteria: -
i. The Price bid evaluation will be done based on the bidders’ quote for the
components required by the MIL for the complete set of services listed in Form 9 of
Annexure E.
ii. Whether MIL procures these services or not, all the elements in the list of services
listed will be used for evaluation.
iii. If the price for any of the services is not explicitly mentioned or mentioned as “zero”,
it is assumed that the price for that particular element is absorbed in some other
service element for which a price has been quoted.
Total Cost (TC): The Total cost of the bid will be the price quoted by the bidder.
The TC means the Total project Cost – ERP Licenses, Implementation services, ATS, O&M SI
support, blended man months, Tableau licenses, Explosives management and RPA
automation. Total Cost also means the Cost for the Project Phase and O&M for 5 years. Total
Cost shall be without any Taxes.
9. Price Proposal Methodology / Guidelines

i. Opening of Price bids
a) Only those bidders who qualify for the technical evaluation would be intimated by
MIL about the Price Bid opening.
ii. Evaluation of Price bids
a) Evaluation of bids will be based on Quality cum Cost-Based Selection (QCBS).

b) The Evaluation of the Proposal shall be done in ratio of 60:40, that is, 60%
weightage to Technical Bid and 40% weightage to Price Bid.
c) In order to qualify for the Price bid the minimum Technical Quality score has to be
75.
d) Normalisation
The individual Bidder’s Technical Bid scores are normalized as per the formula below.
Tn= Tb/Tmax * 100 (rounded off to 3 decimal places) Where,
Tn= Normalized Technical Quality score for the Bidder under consideration
Tb= Absolute Technical Quality score for the Bidder under consideration
Tmax= Maximum absolute score in Technical Quality evaluation (Best Bid
received)
The individual Bidder’s Commercial Bid scores are normalized as per the formula
below.
Fn= Fmin/Fb * 100 (rounded off to 3 decimal places) Where,
Fn= Normalized Commercial Bid score for the Bidder under consideration
137
Fb= Absolute Commercial Bid for the Bidder under consideration
Fmin= Minimum absolute Commercial Bid (Lowest Bid received)
Final Composite Score = Ts * 0.60 + Fn * 0.40
Illustrative QCBS Based calculation if given below.
Tech. Normalised Price Bid Normalised

Sr. No. Bidder Combined Score =
Score Tech score (in Lacs) Price score
(T/Tmax x (Pmin/P x 60% x 40% x
(T) (P) combined score =
100) 100) column ii column iv
column v + Ranking
(i) (ii) (iii) (iv) (v) (vi)
column vi
1 A 88 97.8 600 75.0 58.7 30.0 88.7 3.0
2 B 80 88.9 500 90.0 53.3 36.0 89.3 2.0
3 C 76 84.4 450 Pmin 100.0 50.7 40.0 90.7 1.0
Below 75 -
4 D 59 525 85.7
rejected
5 E 90 Tmax 100.0 650 69.2 60.0 27.7 87.7 4.0
Note: Technical Quality score and Technical Score are one and the same.
a) The Bidder with the highest Composite Score will be considered for award of the
contract. In the event of a tie, the bid with best Technical will be considered for award
of contract. If the tie still persists, the guidelines of Government of India on the subject
shall be followed for processing of the bids.
10. Overall Evaluation Methodology and Award Criteria

i. MIL intends to issue the letter of intent to the bidder whose proposal has been
determined as the best value proposal based on Technical and Commercial
evaluation criteria. The contract shall be awarded to one vendor only.
ii. At the same time as MIL notifies the successful bidder that its proposal has been
accepted, MIL shall enter into an agreement, incorporating all agreements (to be
discussed and agreed upon separately) between MIL and the successful bidder.
iii. The successful bidder shall submit a fresh undertaking of not being blacklisted as on
the date of the signing of the agreement.
iv. MIL shall have the right to annul the award in case there is a delay of more than 30
days in the signing of the agreement, for reasons attributable to the successful
bidder.
v. Within 30 days of signing of the Contract, the successful bidder shall submit the
Performance Bank Guarantee (PBG).
vi. MIL does not commit to buy all the items at the quoted price for which pricing has
been sought. Out of the various priced items in the Commercial proposal, MIL will
have the option and the right to buy any combination of services or items. The priced
items which MIL intends to buy will be included in the agreement with the successful
bidder.
vii. During the period of the agreement, MIL could buy any of those items which are not
included in the agreement, and which are part of the quoted price of the bidder. MIL
will have the right to buy those services at the same rate for which the bidder was
selected as the successful bidder. The Price quote for all the services indicated in the
quote will be valid for the complete period of the agreement.
138
viii. Once an agreement is signed with the successful bidder no adjustment of the
agreement price shall be made on account of any variations in costs of labor and
materials or any other cost component affecting the total cost in fulfilling the
obligations under the agreement.
ix. The Agreement price arrived at, on the basis of selection of a price of the successful
contractual obligations by the successful bidder under the Agreement, subject to the
terms of payment specified in this document.
139
SECTION VII – Annexures
Annexure A: Information about MIL
Annexure B: Functional requirement
Annexure C: Left intentionally blank.
Annexure D: Technical bid submission formats
Annexure E: Price bid submission formats
140
Annexure A: Information on MIL
141
A1: MIL Organization structure & Functions
Organization Structure
MIL is headed by Chairman and Managing Director (CMD), supported by Directors – Finance
(DF), Director-HR (DH), and Director-Operations (DO). The figure below depicts the high-level
organization structure overview at MIL.
The below structure is indicative.
142
Business
Organisation Chart - Units / Factories
The diagram is indicative .

Organisation Chart -for Factories, Sample
The diagram is indicative.

Functions: Corporate
- Finance, HR, Operations, Procurement, Modernization, Quality, Information

Technology, Business development, Export, Legal
Functions: Factories
Following are different departments and their major activities:
143
• Production - This function is responsible for executing all the orders on the shop floor.
Hence this controls the entire shop floor operations including management of safety as
per GSD.
• Business Development and Planning - This function contains the following sections –
Business development, Production Planning, Research & development, Long Term
Capacity Planning
(Industrial Engineering, GSD - General Safety Directions management)
• Finance and accounts – This department at the factory level takes cares of accounts,
costing and budgeting.
• Human resources – This department contains the following sections – vigilance, general
administration, management of industrial workers and staff. This department executes
payroll processing, labour management, training, recruitment, Welfare, Training &
Development, Legal Matters, Medical facilities and other HR responsibilities at the
factory level.
• Provisioning and Inventory management – Provisioning section does the procurement
function and is responsible for indent management, enquiry management, purchase
management, stores management, supplier management & material control. Inventory
management (Stores) is responsible for managing raw material receipt, storage and
issuance. Stores also handle the shipment responsibility for all finished goods to
respective customer locations.
• Quality – Quality function is responsible for control and assurance of quality. The
Quality control (QC) department performs inspection of in-process materials,
inspections of samples, inspection at source (supplier), lab testing services and receipt
inspection. This function decides the parameters to be tested / measured at various
stages of production and approves the quality basis achievement of these parameters.
Additionally, QC in MIL performs Management Representative (MR) work which
involves managing audit & review of quality certificates for ISO, OHSAS, and EMS and
preparation of business reports for management reviews. The final inspection and
sentencing are done by suitable representative of DGQA/ DGAQA/ CINA
(Access to be given to these inspectors inside premises of OFs need to be worked out . Their
final Reports can be integrated in the ERP. Additional User Licenses may be required on
limited basis for Quality Management Module)
• Engineering group - This department has further sections namely – engineering office,
electrical maintenance, mechanical maintenance, estate maintenance, civil and MT. The
maintenance related sections are responsible for plant maintenance related activities
including preventive maintenance, breakdown maintenance, calibration of equipment’s,
maintenance of service facilities etc. The QCS office is responsible for the maintenance
of Bill of materials of products, approving product design changes etc. They are the
custodian of all design related process, drawings etc.
• Miscellaneous – This department includes – safety, Information Technology and security.
Safety function handles Incident reporting & investigation, safety inspection activities &
issuing permit of work systems. Information technology is responsible for managing
existing applications, infrastructure, and support end users.
• Projects: The Projects department takes care of new capital items procurement for all the
departments. This will also include the execution of Turnkey Projects for Clients and R&D
Projects.
144
Manufacturing – Factories & Products
The organization has twelve state-of-the-art manufacturing facilities located across (5) Indian
states.
Apart from the above production facilities, MIL also has the following Centres.
• National Academy of Defence Production (NADP), Nagpur
• Ordnance Factory Institute of Learning, Khamaria, (OFILKH)
• MIL Controller of Safety (RCS)
• Liaison Office at New Delhi
Markets & Customers

MIL has three different segments of customers.
- Government of India
o Ministry of Defence – Services – Army, Navy & Air Force
o Ministry of Home Affairs
- Civil Trade
- Exports
o Governments of foreign countries / as well as private entities
o Civil trade
Currently the Government of India is the biggest segment and specifically Ministry of Defence.
The Government of India could be contributing close to 90% of their business volumes. The
Civil Trade within India and Exports are at nascent stage and is expected to evolve. As a
145
feature of the industry, all supplies are tested for a sample drawn from a Lot. The
performance of the product determines the acceptance of the products.
Manufacturing – Factories & products
Products
MIL is primarily into manufacturing ammunitions. The ammunitions include small, medium
and high calibre ammunitions, mortars, rockets, hand grenades etc.
Small arms ammunitions
Medium calibre ammunition
large calibre ammunition
RCL & Tank ammunition
Mortar Bomb
Pinaka
Navy Ammunition
Air force ammunition
Explosives
Propellants
Components of Missile Systems
Manufacturing
MIL has twelve state-of-the-art manufacturing facilities. The twelve facilities could be broadly
categorized into the following categories.
- Final ammunition
- Chemical propellant
- Explosives
Final Ammunition factories manufacture the final finished goods. The factories that
manufacture Chemical Propellant, Explosives, Hardware etc. provide the required raw
material to the Ammunition factories.
Chemical Propellant & High explosives can be categorized into process manufacturing, while
the Ammunition factories can be categorized into Discrete manufacturing.
146
Manufacturing locations & Products
Factory name Location Product Product details
Category
Ammunition Khadki, MH Final Small, Medium & High Calibre
Factory, ammunition Ammunitions
Cordite Factory, Aruvankadu, TN Chemical
Propellant
High Energy Tiruchirapalli, Hardware
Projectile Factory, TN
High Explosive Khadki, MH Explosives
Factory,
Ordnance Factory, Bhandara, MH Chem Chemical Propellant,
Propellant, Explosives, Cord detonating A,
Explosives FRD
Ordnance Factory, Bolangir, OD Final large ammunitions
ammunition
Ordnance Factory, Chandrapur, Final large ammunitions
MH ammunition
Ordnance Factory, Dehu Road, MH Final large ammunitions
ammunition
Ordnance Factory, Itarsi, MP Chemical
Propellant
Ordnance Factory, Khamaria, MP Final large ammunitions
ammunition
Ordnance Factory, Nalanda, BR Final Chemical Propellant, large
ammunition, ammunitions
Ordnance Factory, Varangaon, MH Final small arms
ammunition
Industry specific Processes & Safety Compliances

MIL has to be compliant with guidelines and policies issued by the Ministry of Defence as it
manufactures Category A products – which includes ammunitions, explosives, chemical
propellant. Apart from the standard compliances MIL has to comply with specific guidelines
on Security issued by MOD, report on compliances to agencies like CFEES (Centre Fire and
Explosives Safety), STEC (Storage Transport Explosives Committee). Guidelines issued by MOD
on security including cyber security and Information Technology are stringent.
Explosives Handling
The explosives have a categorization and every building that has a production setup, has a
prescribed explosives limit basis the category. The limits are sacrosanct and adherence to the
limits is mandatory. The actual inventory of each category is tracked on a daily basis.
Compliances
Safety – STEC, CFEES
147
A2: Current IT Systems & Network
Application centrally Hosted on COMNET 2.0 DC at Ordnance Factory Board, Kolkata
Comnet 2.0:- All 12 factories, 3 Training Institutes are interconnected through MPLS VPN
over 20 Mbps leased line. The setup was established by Railtel and commonly called COMNET
2.0. Earlier setup of MPLS VPN (COMNET 1.0) was established by RAILTEL which was on 2
MBPS leased line. The leased line at each factory/unit is terminated into a router and firewall.
The Administration server for COMNET 2.0 is located at Ordnance Factory Board (OFB),
Kolkata, now known as Directorate of Ordnance (C&S) (DoO(C&S). There is another utility
server at OFB/DoO(C&S), Kolkata which hosts services like e-mail, File repository, MIS
Dashboards, circulars, notifications, Government Orders. MIS Dashboards fetch data directly
from Databases servers located at each factory/unit as well as through Data Entry Screens.
The current PPC database is in Informix.
Each factory/unit has local LAN (may be termed as COMNET LAN) which is connected to the
MPLS VPN leased line through Router and Firewall as mentioned above. Local LAN has spread
over the factory and estate through optical fiber backbone, 3 layer & 2-layer network
switches with 100s of PCs (OFAJ has about 800 PCs connected to LAN). This LAN has no
connectivity with the outside world but only to DOO through MPLS VPN (Accessibility to other
Factory/Unit LAN through COMNET is denied through their firewall).
Details of hardware at server level in each of the units are given below.
Other Applications currently running.
Please add description
i) Management information System
ii) Indent Management System
iii) Automated Reporting System
iv) Budget Portal
v) MHA Order Management System
vi) Ammunition Loading Order Portal
vii) PCA (Fys.) Portal
viii) Inter/Intra DPSUs Transfer Application
ix) NOC for Outside Employment
x) GPF Application
xi) Vigilance Clearance Portal
xii) Enterprise Portal (O-Portal) for DPSU and factories/units under it.
xiii) Enterprise email (O-Mail)
xiv) Dak & Fite System (Office Management Suit - O-Office)
xv) FPRS
xv) Circulars
xvii) Contract Management
xviii) Intra MIL Transfers
xix) Inter DPSU Transfers
xx) PIS
xxi) CCMS
148
Application Hosted At Unit Level
i) PPC – Production Planning & Control – for production planning, procurement,

shopfloor execution, inventory management.
ii) E-Admin – for Human Resources (HR) functions – which includes payroll, Personal
information system for employees, leave management, Travel, Allowances,
Reimbursement, Employee grades and designations, Training.
iii) Personal Information System – for employee personal information
iv) NQDBMS – Network Quality Database Management - for storing Quality Control
data includes scanned documents
v) EARS – Employee Attendance Recording system
vi) F&A package – used for wage, costing and Inventory
vii) F&A Foxpro based system – Finance & accounts
viii) Management Information System - for Reports
ix) Civil/Electric/Estate/Computer/Telephone Complaint Management System
x) Security - Visitor Pass, Gate Pass etc.
xi) Circulars & Factory Orders
xii) Miscellaneous Applications such as Guest House Booking, Transport Fleet
Management, Deputation/ Tour Management
Application hosted at Corporate Level

i. Tally – Tally is being used for accounting entries at unit and corporate level. The same
system is being used for consolidation at corporate level.
The current IT application system with the functionalities is listed below :-

Sl. No. Application Name Details
1. Production Production Planning & Control has about 17 constituent
Planning & modules.
Control (PPC) Overview of modules are highlighted below:
1.Master Scheduling &Capacity Planning:

These modules are basically useful at OFB level where
every
year a scheduling is worked out on the distribution of
products to be manufactured among the various ordnance
factories. This is done based on the demands and the
individual factory/units capacities. This module captures
the capacity details of the various factories and helps OFB
in scheduling and planning the production targets for the
factories.
2-Detailed Operation Scheduling:

This module deals with the day-to-day activities in the shop
floor of the factory/units. Depending upon the workload,
machine availability, operation sequence of production,
time. This module helps in scheduling the operations and
149
loading the machines accordingly to make optimum use of
the available capacity.
3.Shop Order Release:

This module deals with the warrants release for production
and monitoring the warrants status in the shop floor. This
module helps in on-line warrants release, amending the
warrants.
4.Work-In-Process Control:
This module helps in tracking the work in process in the
shop.
floor at different stages of operation. This also helps in
tracking the lot component details.
5.Database Creation & Maintenance:

This by itself is not a functional module of rec. This module
deals with the creation and maintenance of various master
files required for access & use by the different modules of
PPC. The master files are maintained as a common
Database in the system. Also helps in producing various
reports connected with the master files.
6.Material Requirement Planning:

This module helps in better procurement planning &
production planning based on the production targets fixed.
Also facilitates on-line capturing of orders and querying on
order status.
7.Forecasting:
Based on the past consumption data this module helps in
forecasting the future demand of indirect materials to be
used in the production. This module maintains a demand
history of indirect materials and based on formula
generates the projected requirements.
8.Inventory Maintenance:
On-line stock status of an item, part master details for an
item
and various queries on different transactions for items that
have occurred are possible in this module. Also, various
daily/weekly/monthly reports like M.I.S Slips, Stock
statements, MIS progress statements, Wagon reports are
available. The Bin cards (with opening balances) will be
printed once in a year.
150
9.Inventory Analysis:
This module enables users to get details of group of items
all
belonging to a particular technical class, to find out
suppliers
for an item, to find status of a wagon (inside the
factory/units).
Besides on-line queries, various periodic reports include
Daily receipt report, Consumption statement, Slow
moving/Non-moving items report, Stock of bottle-neck
items, ABC analysis, XYZ analysis/.
10.Vendor Analysis:
It would be possible to inquire on-line & find out all
existing/prospective suppliers for a particular item, find out
details for a particular supplier. The monthly reports
include Item wise Vendor Analysis, Supplier wise statement
of vendors).
11.Purchase Order Planning & Control:

The supply orders will be processed & printed at the end of
the day/shift. Various on-line queries are possible such as
Finding the status of a particular S.0, Finding all Supply
Orders for a particular item, Finding all Supply Orders for a
particular supplier.
The various monthly batch reports include purchase-type
wise receipts, Item wise S.O list, Supplier wise S.O list.
12.Payment Analysis:
On-line inquiry to find out the status of a supplier's bill is
possible in this module. The payment advice will be
processed & printed at the end of the day. The monthly
reports include Recovery report, Cash purchase report,
Cash flow statement, Supply order wise bill status report.
13.Cost Accounting:
This module deals with warrants costing--material costing,
labour costing, overheads.
14.Tool Control:
Monitoring tool life, tool consumption history, tool
requirement planning and forecasting are dealt with by this
module. Also, tool costing is covered by this module.
15.Maintenance Management:
This module deals with the activities in the factory/units
connected with the machine maintenance like break-down
151
maintenance & preventive maintenance. This module helps
in monitoring break-down history, maintenance scheduling.
16.Quality Control:
This module helps the quality control people and the
factory/units in tracking lot wise & reason wise rejections.
2. e-Admin It basically refers to :
A) the administration of the various activities of

employees.
1. Personnel Information
a) Organization Joining Data - Biodata
b) Address (Present, Permanent & Hometown)
c) Nominations (GPF, CGEIS, Gratuity.)
d) Family Details
e) Qualification (Academic & Professional)
f) Promotion Details
g) Factory/units/Shop/Section Details
h) Penalty Details
i) Medical records
j) APAR
k) Grievance
l) Awards
2. Periodical Increment Certificate (PIC)
3. Leave / Offs
4. LTC
5. Factory/units Orders
6. Seniority
7. HRD (in-house)
8. Training/Deputation
9. Recruitment / Trade Test
10. Electronics Attendance Recording System (From
Internet AEBAS and Factory/units internal biometric
system). The data from AEBAS (internet) are ported to and
from e-Admin on Intranet & vice versa. In O.F.
Organisation, an air gap is being maintained between
internet and intranet.
B) the Bill related activities of employees.

1. TA/DA Bills
2. LTC Bills
3. I & M Grant Bills
4. Payroll and arrears (GOs/NGOs/NIEs, IEs)-Pay slips are
printed in Bilingual
5. Medical Advance/Reimbursement Bills
6. Car/Scooter/Cycle/Fan/PC Advances Bills
7. Tuition Fees Reimbursement Bills
152
8. GPF Bills
9. Transportation Bills (on Transfer/ Retirement)
C) Cash-related activities.
1. Cheque Slip Entry of all Bills
2. Receipt Entry of Bills
3. Payment of Bills
4. MRO
5. Bank Reconciliation
6. Liability & Assets
7. Balance Sheet
D) the Yard and Estate related activities
1. Quarter Master Maintenance

2. Quarter Application, Seniority & Allotment.
3. Allotment, Change & Vacation of Quarter.
4. License Fees of Quarters
5. Estate Shops & Amenities Maintenance
6. Allotment & Vacation of Estate Shops
7. License Fees of Estate Shops .
8. Community/Conference Hall Maintenance
E) the Industrial Canteen related activities

1. Food & Raw Material Master
2. Sales (Cash & Credit).
3. Sales Receipt (Cash & Cheque)
4. Payment Purchases (Cheque)
5. Daily Sale & Receipt
6. Profit & Loss Account
7. Balance Sheet
F) the Central Registry related activities i.e., Incoming Dak

/ Outgoing Dak
3. NQDBMS Network Quality Database Management System relates
only to quality aspect of our products. The area of activities
are:
a. Quality Control of Input Material
b. In Process control data which includes flowcharts,
process schedule, QAP, Inspection schedule and
Proof schedule
c. Data on control Points and final inspection
d. Feedback from recipient factories for IFD items
e. Customer feedback reports, Defect reports and
Proof observation reports
f. Traceability in each and every stage.
153
4. Management At present at OFB data is being sent in flat files
Information from servers located in ordnance factories as
System (MIS) per need to the servers located at OFBHQ for
corporate level Management Information System
It consists of the following:
Factory/units Production Reporting System (FPRS):

Used to collect target details, monthly supply schedule
details, daily issue details from the online PPC application
running in the factory/units servers in a defined table
structure which is fed to OFB automatically.
Contract Monitoring System (IMS):

Used to monitor the status of different extracts issued to
factories. Factories unload data from their PPC system in a
defined table structure which is fed to CMS OFB
automatically.
Material management reporting system (MMRS):

Used to collect purchase orders placed by the factory/units
from the on-line PPC application in a defined table
structure which is fed to OFB automatically.
MHA Order Management System (MOMS):

Proforma Invoice generation (MOMS) & monitoring of
Proforma Invoice by Issues & payment made against them.
P&M Procurement Monitoring System :

Entry and monitoring of various Plant and machineries
across the factories.
5. Automated It contains class-based auto generation of forms for
Reporting System addition/modification/deletion of data from various
units/sections. Table is created in a definite format for
making the system auto generated forms.
Internet Based Web Applications

i) etenders.gov.in
ii) Vendor Registration portal - http://ddpdoo.gov.in/vendor/
iii) APAR
Some Information on GST
Type of registrations: 15 Units each have two type of different registration i.e. Tax Payer and Tax
Deduction, MIL HO has additionally third type i.e. Input Service Distributor, b. Number of
registrations: Total 33 for 15 Units, c. Applicability on Sales and Purchase and other miscellaneous
transactions: Applicable, d. Current GSP partner: NIL, e. Reporting requirements: Monthly filling of
GST return/ As applicable to any Govt. PS, f. Existing GST interface, if any: Through Tally, e.g.
Form print outs for Sales and Purchase transactions: Standard
154
A3: Enterprise Resource Planning (ERP)
MIL is currently transitioning to a Defence Public Sector Enterprise (DPSE) - a significant

transformation. A leadership team has been instituted to chart the create vision, set
directions, and lead the transition into a self-reliant Public Sector Enterprise. The transition
journey will necessitate changes to the current business processes and ways of working. One
of the key identified areas to enable the transition has been “Enterprise-wide Resource
Planning (ERP)” package which can integrate all processes into a single fully integrated
system, ensure standardization, enable seamless flow of materials, money and information to
relevant stakeholders and facilitate governance and effective decisions making. A best fit ERP
package will also help MIL meet some of the statutory compliances in Accounting, Taxation
and Auditing.
Objectives & Benefits
Context
MIL has evolved out of OFB and is transitioning into a Defence PSU. OFB has 41 factories with
a decentralised approach to running operations. Each factory was a Profit & Loss unit and
could plan and execute their operations independently, at the sometime adhering to
guidelines, policies and budgets issued by OFB or MOD. Information Technology and
importantly Applications have evolved and been customised basis their needs.
MIL has the following distinct needs.
- As part of being a PSU, comply with statutory and regulatory compliances specifically
in Finance & Accounting
- As a self-sustaining organisation, needs to adopt centralisation in planning,
governance and investments.
- Adopt to industry best practices.
- Transform the organisation to be able to meet the increasing demands through
Atmaanirbhar.
- Create efficiency and profitability metrics that meet the requirement of the
stakeholders.
MIL has decided to implement best in breed ERP solution which suites all its business needs.
ERP can help MIL achieve the following objectives.

- Build overall efficiency of processing time and resources.
o Reduction in manual efforts to fulfil any business process.
o Provide better governance and decision making by having validations and
control on data points and value.
o Visibility of resource utilisations and efficiencies
o Execution of business process without manual efforts, with required approvals.
- Improve long term and medium planning processes leading to effective decision
making.
- Provide a platform that can be leveraged to meet the future needs and technologies.
155
- Aggregated and real time view of the organisation across factories for performance
review and decision making.
- Traceability ability for all levels of users from Sales, production, quality, material.
- Adoption to functional and industry best practices through ERP.
- Standardised procedures, process across organisation
- Single source of truth.
- Transparent and efficient mode to deploy process changes.
- Provide ease of support interfaces, maintenance and upgradeability of systems.
- Monitor key performance indicators of the organization on a real time basis by the MIL
management.
Mapping of Existing PPC package to ERP

MIL Business Functions in terms of Std ERP
MIL Business Functions Modules
Production Planning & Control Production Planning & Control
e-Procurement
Inventory Material Management & Warehouse Management
ARS Business Planning
MIS Analytics and Reporting
EARS Human Resource & Payroll
e-Admin
Payroll Human Resource & Payroll
Costing
Financial Accounting Finance & controlling.
Quality Control
NQDBMS, Vendor Portal , Vendor App Quality management
Plant & Machinery Enterprise Asset Maintenance, Project systems
Civil Works Enterprise Asset Maintenance & Project Systems
IT-Current system set-up
Infrastructure & Data centre Hardware and Data centre
R&D Project systems
Export & Civil Trade Sales & Distribution
Strategy for ERP solution and implementation

Solution Strategy
The strategic considerations for ERP solution at MIL are:
Future expansion – The ERP solution will be used for automating critical, manually intensive
transactional aspects of business all the business functions of MIL and to meet the future
expansions in terms of locations, scale of operations and new product lines/business. The
System shall be scalable.
156
Global Standards – As MIL embarks on its ambitious plans of expanding its businesses and
building collaborative ventures with global players, MIL intends to adopt the best of global
practices including BRSR Reporting
Integration – To protect the current / future investments in the Design system and time
management system, MIL intends to integrate them with the ERP Solution. To ensure this,
one of the key elements of the solution strategy is to ensure having solution with open
standards for integration of different applications/solutions. The ERP Solution will provide an
IT platform to run the core processes of MIL, integrating with non-ERP applications
seamlessly. ERP system shall facilitate seamless integration with Industry 4 solutions.
Proven Solution –, Similarly the processes covering the core business operations are similar to
the ones in leading engineering/manufacturing industries. Keeping this uniqueness and
maturity of the processes in mind, MIL will use ERP solutions which have been successfully
implemented in the leading engineering/manufacturing companies around the world.
The ERP solution shall facilitate.
- Multi-channel service through web portal and mobile devices.
- Consistent and efficient services across devices.
- Cyber Security Compliant (It will run on the VPN LAN network, not connected to
Internet)
- Apps around the ERP
- (Real Estate Management, Safety, Legal, Internal Audit, RTI would be standalone
applications outside ERP). All other functionalities in PPC, e-Admin, NQDBMS to be
replaced by ERP.
To be built on existing VPN Infrastructure
Compatible for Industry 4.0 and Manufacturing Execution System
Planning for the entire Life of 5 Years with support –
157
1. Project Overview:
With the world transforming due to the current Industry 4.0 wave, certain capabilities have
become unavoidable for any manufacturing company. This includes visibility across the value
chain vis-à-vis industry’s supply chain, operational automation, predictive maintenance,
production, material and information flow streamlining from raw materials to the end
consumer, among other industry specific solutions. All this leads to considerable amount of
benefits in the competitive world we see today. It curbs expenses, assists in planning orders,
enables controlled production lines, minimum wastage, maximization of resources, material
tracking, improved productivity and last but certainly not the least, improved final consumer
satisfaction. Today’s industry’s oil i.e., Data is generated across each point of the supply chain.
This data has the potential to transform every aspect of the industry, provided it is stored,
worked upon and used to produce valuable and usable insights. An ERP transformation of the
manufacturing line helps in integrating this important need among other benefits it results.
2. Project Objective:
Improve organizational efficiency & effectiveness through adoption of ERP and introduction
of best practice business processes.
• Identification of improvement opportunities for existing business processes and legacy

systems in relation to industry and ERP best practices.
• Recommendation on capacity building requirements regarding improving business

processes and IT infrastructure including networking and communication.
• In depth analysis and comparison of ERP procurement options for ERP product,
infrastructure and implementation agency.
• ERP vendor selection and help with implementation of ERP solution through periodic
review and recommendations.
3. Business functions covered :
As a part of this As-Is maturity study and gap assessment with respect to the industry leading
practices , following MIL business functions have been covered :
• Production Planning and Control
• Procurement and Inventory
• Plant and Machinery
• Finance & Accounts (including fixed assets), Costing, Budgeting
• Quality and NQDBMS
• Human Resource
• Civil Works
• Civil Trade and Export
• Plant Health and Safety
• Business Strategy Group and R&D
• IT and Infrastructure
• Reporting and Analytics
158
4. Other than replacement of the above legacy systems, the new ERP system has to be
integrated with some legacy applications like Gem Portal, e-Procurement portal,
CPGRAMS, MIL’s web portal.
5. WAN existing:
In OFB organization at each site the PCs are connected in a Local Area Network (LAN)
.These LANs have been integrated into WAN on MPLS based IP VPN communication
network (MIL COMNET) at 17 sites of Ordnance Factories Organization. All the locations
under MIL are connected by RAILTEL backbone on MPLS IP VPN in hub and spoke
architecture with the Central location MIL HQ in Kolkata. The network is now maintained
by Directorate of Ordnance (C&S), successor of OFB. This network also connects to other
OFs under DPSUs.
159
A4: Existing network topology
In the erstwhile OFB organization at each site the PCs are connected in a Local Area Network
(LAN). These LANs have been integrated into WAN on MPLS based IP VPN communication
network (OFB COMNET) at 55 sites of Ordnance Factories Organization. All the locations
under OFB are connected by RAILTEL backbone on MPLS IP VPN in hub and spoke architecture
with the Central location OFB HQ in Kolkata.
MIL inherits the above network of OFB for its 17 locations. The network of MIL is now
independent and logically separated from the general OFB network.
160
Annexure B: Functional Requirement Specifications
1.4 Functional Requirements
1.4.1 Sales
The sales function handles broadly three different kinds of sales.

1. Government orders
2. Civil trade
3. Exports
The Sale types relating to Civil Trade and Exports require document compliance and
government approvals. There is a mandatory requirement to identify the End Customers as
well as agencies and agents – as applicable. The process starts with receipt of any enquiry or
tender or RFQ and ends with realization of payment against Sales invoice. Considering the
nature of products being discrete and Make to Order, the order planning starts with a
confirmed sale order. The sales process needs integration with Production Planning,
Manufacturing, Quality, Finance, Accounts, Costing Materials – Inventory management,
Shipment among other things.
▪ ▪ Registration – Customers, End users, Agents
▪ Enquiry to Payment – complete sales life cycle.
• Sale Order generation
• Enquiries, RFQs, Tenders
• Proposals, BID, response
• Provision for IPBG
• Sales contract / Purchase Order
• Sale Order confirmation
• Sale order documentation
• Advance Payment
• Export Sales orders and their specific documentation requirements
• Sale order-based production plan
• Stock movement from receipt to usage including return.
• Provision for Issuing / sending Sample items – Domestic & Exports
• Delivery planning – multi destination, packaging, packing slips, shipping
instructions.
• Invoicing – multi currency, standard commercial terms inclusive or exclusive of
Freight & Insurance.
• After Sales Service/ Warranty Management (Quality Management)
• IPBG Management and PBG (Performance Security ) Management
• Advance and Payment against invoices
• Integration with Production, Quality, Material, Finance, Costing, Stores.
• Stock accounting
• Receivables accounting
• Pricing Master at Product and Customer Level, including discount
management.
• Sale Returns – Credit note, Reverse shipment
161
• KPIs for Sales Management at Corporate, Plant and Shop level
• Traceability of Sale order – customer documentation, shipment documents
• Contract Management with respect to Products, Customers, Orders, Delivery
Dates, Payment
• Document management system integrated with sales functionality for all
document traceability.
1.4.2 Production Planning & Production execution
Production Planning is one of the core functions. This function enables demand driven
planning & execution of procurement, production execution. This module needs integration
with Sales, Manufacturing, Materials Management, Quality, Finance & Accounts, Human
Resources.
Planning
Forecasting for delivery period estimates against a probable order
Scenarios: Made to Order, Made to Stock
Corporate planning and Factory planning
Aggregated Planning view at Corporate
Sale Order based Production Planning, Direct Production Planning
Creation of Planned Production orders, Production orders
Master Production schedule.
Material Requirement Planning & execution.
Capacity based Production Planning
Simulation of Planning, Rush order planning
Consumption based forecasting for indirect Items.
Provide Time, duration and financial estimate of Production Plan
Target allotment Unit wise, Shop-wise, Individual wise.
Shopfloor Planning & Execution
Constraint Based Planning – Simulation & Actuals
Pull Based Planning and Push Based Planning
Lead time Scheduling
Scheduling linkage to Man: Job Orders on Daily basis
Machine based scheduling.
Linkage of Planning to Maintenance activities
Prioritise production orders.
Manpower (labour) planning and scheduling
Planning linked to Material Availability
Incentive Calculations for shop and factory forecast.
Advanced Planning
Rough-cut long-term planning
Long term capacity requirement planning
Simulation and forecasting.
Make Buy decisions.
Optimization of Planning resources
Linkage of Backward and forward Planning of other units for optimization
162
Production execution
Product categorization
Made to Order & Made to stock.
Discrete & Continuous products
Product Bill of Material (BOM) management – including Alternatives
Defining stagewise or section production processes – steps, machines, Tools,
equipment, quality metrices etc.
Scheduling and routing.
Batch / Lot management – including serial number management.
Work in Progress tracking
Stagewise production,
Stagewise quality – acceptance / rejection,
Stagewise quality parameters, efficiency
Inventory accounting – WIP, Finished goods.
Finished goods testing.
Customer inspection procedures including third party testing.
Sale order wise, batch number wise finished goods and tracking
Rework order management
Process Loss analysis
OEE analysis for critical machines
Real time visibility of Inventory
Lead time analysis
Product delivery holistic view for a product across various units (Same product is
manufactured across different units)
Traceability of the product with respect to Material, Machines and Men (Material
traceability - traceability with respect to vendor, vendor batch and respective
quality, Machine traceability - traceability with respect to the machines involved
in manufacturing of a batch.
Manpower - manpower involved in production and quality assurance at batch /
lot level)
Constraint Projection for backward and forward linkages at Corporate, Factory,
Shop Level
Reports
KPIs Monitoring at Corporate, Plant and Shop level.
Shop level efficiency tracking
Machine Utilization tracking
Reports for Stakeholders
1.4.3 Quality management
Quality function primary responsibility to inspect and provide certification of Raw materials,
work in progress goods at various production stages and Finished goods. The function is
integrated in the business processes with Production, Materials and Maintenance. The
system shall enable system driven quality checks, recording of various quality parameters
and thereby flow goods which meets the required quality parameters. Quality checks and
inspection shall be enabled for sampling driven testing. The quality function also uses data
163
from various sources, including Labs. The system shall be integrated with Production,
Materials, Third party quality systems. The function shall also have a Document management
system to store and retrieve quality documents. The other requirements include Quality
Analysis, Traceability of Quality to Raw material, Labour, Machines related data and
providing Quality certificates with relevant parameters. The system shall enable notifications
for inspections and provide standard and customisable reports. The Quality Management
records will be made visible to the outside Inspector for limited reports of the process and
input materials.
Quality Management for Raw Material, Work in progress, Finished goods.
▪ Defining metrices
▪ Sampling based.
Vendor assessment, enrollment
Quality of Materials
Incoming Material Management
Testing at Vendor Site Management against inspection calls
Sampling
Laboratory Management (Issue of Sampled Material to Labs)
Issue of Blind folded Material to Lab
Receipt of Report
Release of Material
Parallel Practical Trial Report Management from shops
Joint Inspection Management
Quality of Process:
Instruments, gauges, tools calibration and maintenance
Process Capability analysis
Integration of Kaizens
Quality of Products
Version Control of Products
Third Party Inspection Reports integration
Testing at Stages including Final Inspection
Proof Schedule Planning and tracking
Warranty Management over life cycle
Defect material management
▪ Sales Returns
▪ Returns for rectification.
Customer complaint management
Notifications
Traceability – raw material, labour, machine, Test reports

Internal Quality audit program management
▪ Internal quality audit programs,
▪ Recording observations and non-compliances
Document management system for storage and retrievability of all documents
164
Reports
Cost of Quality Monitoring
Standard and custom based reports for ISO 9000/14000 Certifications
Customer Alerts for Products ending Lifetime.
Quality Performance across products, across different units making the same
product.
Pending Material for Inspection Note Issuance for input material at various
stages.
Notifications to Vendor for Quality Inspection Process
Notifications Internal for various Tasks, Pending Tasks
1.4.4 Material – Procurement
Material management contains the following functional areas – Procurement, Inventory

management and shipment. Material management needs seamless integration with
Production, Production planning, Finance, Accounts, Costing, Quality. The integration
enhances production planning and execution process. Integration also facilitates tracking of
working capital and costing.
Vendor management
▪ Registration / Creation, documentation, approval
▪ Evaluation & performance analysis
▪ Vendor Capacity / capability Assessment
▪ Blocking, removal
▪ IPBG and PBG Management for the vendors
▪ Warranty Management for the vendors
▪ Approving Established Vendor status to vendor and removal
▪ Approving Self Certified Vendors
Procurement Planning for goods and services
▪ Planning integrated with Material Requirement planning.
▪ Automatic Clubbing of Similar Materials across units for Central
Purchase (if item codes are standardized)
▪ Domestic / import purchase
▪ Rate Contract Management
▪ Staggered PO release planning against contract
▪ Purchase order / Contract / Tender
▪ Procurement to payment
Centralized Procurement functionality
▪ Aggregated planning of critical & common components
▪ Corporate view of critical material shortages
Inventory management - Stores
▪ Stockpile (Difficult to procure) store planning with buffer storage.
▪ E-Invoice to Factory & Unloading Planning
▪ Inward material movement – Gate management, Receipt, inspection,
Rejection
▪ Material issue
▪ Inventory tracking
Return material.
165
▪ Notification to vendor
▪ Replacement of rejected material.
Inventory management - Warehouse management
▪ Finished goods storage.
▪ Location codification
Document management system

Approval management
Interoperability between GeM, CPPP and ERP
Linkage to Vendor based APP to the System
Reports
Analysis of Pending Requisitions, but Tender not opened, Pending Tenders
opened, but not PO placed, PO placed, but materials not received , PO Placed ,
but DP expired, Material Received , but Inspection not done, Inspection done,
but payment not released
1.4.5 Material – Inventory management
Stores and Warehouse management performs the function of receipt of material, facilitate
inspection, storage of all received material and issuance of material to shopfloor basis
demand. The function must comply with rules, guidelines and regulations relating to
movement of Dangerous goods. Inventory is to be managed both at Central Stores and Shop
Level Stores.
Multiple stores and multiple storage location within one factory (for a single material also)
Single material multiple storage locations
Inward of material receipt
Gate Operations at Material entry
Receipt, verification and confirmation of Receipt
Quality acceptance / rejection of goods
Replacement Management
Stock entries
Material Issuance
Material issue to shopfloor basis demand.
Return of unused or quality issues material
Issue to Other Sections
Stock transfer to other factories / division
Issue for Auction
Material movement - within factory as well as outside
Inventory management
FIFO based.
Tracking stock levels – minimum etc.
Batchwise /Lot wise Tracking
Inventory valuation
Blocking of inventory
Stock adjustment – after approvals
166
Storage BIN management
Storage limit management per BIN, Per Storage location for certain goods.
Management reports – standard and custom
Shelf-Life Management
Finished goods and other material scrapping and disposal.
Reports
1.4.6 Plant maintenance
The system shall enable planning, tracking, and executing maintenance related activities. The
function also facilitates tracking warranty related aspects, cost of maintenance and thereby
leading to effective decision making. The system facilitates the finance function to account
for all cost relating to the assets as well as arriving at depreciation.
Master Data Management of All assets (Equipment) tagged linked with work
centres with respect to production assets/ equipment
Maintenance programs
▪ Preventive Maintenance
▪ Breakdown Maintenance
▪ Predictive Maintenance
▪ Warranty Maintenance
Maintenance program management -planning, execution, notification,
takeover, handover
Permit Management
Issue of Permit by Safety Department for Maintenance Work
Issue of Permit by Electrical Department for Maintenance Work
Planning of the AMC and Feedback on Expiring AMCs
Approval Management for maintenance programs – planning and execution.
Spare Part Planning
Spares & Consumables procurement planning and executing
Spare Part Planning based on VED and ABC Analysis, Consumption Based
forecast.
Inventory management of Maintenance related spares, tools and consumables
Life Cycle Planning of Assets
Procurement process for purchase of new assets
Calibration process for Tools and gauges.
Refurbishment process
Document Management for storage and Retrievability of relevant documents
including Engineering drawings, Process guidelines, maintenance checklist etc.
Integration with Materials, Production, Quality, Finance
167
Integration capability with Industry 4.0
Reports
Pending Breakdowns
Maintenance Cost analysis per Shop
Maintenance Cost analysis per Machine
1.4.7 Human Resources
Human Resources Management comprises of Organisation management, Recruitment,

Talent management, Performance, Time management, Payroll, Training, Personal
Administration, Statutory reports, Travel management and Employee self-services which
includes – Leave management, Leave encashment, reimbursement.
Personal Administration
▪ Employee record maintenance, Health records (Only Record
updation in the scope of RFP)
Manpower Planning
Organisation Management
▪ Grades, positions. Departments, division and vacancy maintenance
(required for reports only)
Employee life cycle Planning
Competency Area / Skilling Level Mapping
Mapping of a Competency Area to Manpower Availability
Recruitment Process
Training & Personal development, Integrated Talent Management
Training Record Management
Training Gap Assessment linked to Appraisal and Career Planning
Performance Management
Promotion & Probation Management
Confirmation Management
Disciplinary Cases Management pertaining to Individual, outside ERP, but record
updation inside ERP
Vigilance Management of records pertaining to Individual, outside ERP, but
record updation inside ERP
Superannuation benefit management
Receipt of Nomination for Training based on Training Calender issued by
Corporate Office
168
Conduct of Training
Feedback of Training
Participant Payment management
Employees Categories and their management
Temporary/ Tenure Based Workers (to be treated as permanent workers)
management with respect to Attendance, EPF, ESIC, Apprenticeship
Management with respect to Attendance.
Consultants Management (to be treated as permanent employees) with respect
to Attendance
Deputation Employees Management - records updation for purpose of payroll
processing
Retired Employees Management.
Gate Pass Management for employees for purpose of timing management
Compensation and Payroll management
payroll / compensation management for employees
Contract employee payments to vendor and reconciliation with ESIC and EPF, as
part of PO placed on Vendors (Contract workers are not on roll of MIL)
Time sheet management, Work and shift schedules allocation
Standard compliances, PF, IT, Form 16
EPF management – purpose of payroll processing and payment to PF office.
Travel & Expenses
Medical Expenses
Leave management.
Loans & Advances
LTA/LTC
Employee Self Service
Real time view of Employees Presence through integration with Attendance
Management System
Notifications to employees
Reports
Statutory Reports and Compliances
Digital Assistant / Chat Bot for Employee Self Service
1.4.8 Finance & Accounts (including fixed assets), Costing, Budgeting
Primarily All financial accounting standard processes and procedures which are applicable to
169
Public Sector and DPSU in India are applicable for MIL. All statutory and compliance
requirements as a DPSU need to be considered, addressed, and accomplished.
Financial Accounting
General Ledger Accounting
GL Account Heads – PSU Standard set
Sub ledgers
Special purpose Ledgers
Accounts Payables
▪ Vendor accounting
▪ PO based payments.
▪ Vendor advances and adjustments
▪ Payment approvals
▪ Payment disbursement (Through Banks n- Electronic mode of
transfers)
MIL Bank to other banks (Electronic mode of transfers)
Multiple Bank Accounts management
Cheque Payments
Forex payments
L.C adjustments (Letter of Credit)
LC (Letter of Credit) Management with Banks
Applicable Direct and Indirect Taxes
Accounts Receivables
Customer accounting
Sales Order based receivables.
TDS certificates
TDS netting off and reconciliations.
Cash and Bank
Cash flow management
Trial balance
Profit and Loss accounting.
Monthly closings
Quarterly Closings
Balance Sheet
Financial Year Closing
Bank Guarantee management
Credit memo and Debit memo
Statutory Financial Reports
Financial Reports to ROC, MCA
170
Financial Reports as a DPSU
Financial Reports to Ministry
Various MIS reports in Finance
CSR Expenditure Management
Non-operating business management (reports)
Management Accounting
Budgeting
Budget Heads
• Budget planning and uploading to ERP system.
• Budget allocation
• Budget sanction
• Budget approval
• Budget revision
Budget Control
Cost planning
Pricing as per Absorption Cost/ Marginal Cost/ Strategic Cost
Cost Element creation
Cost Centre creation
Cost Centre Group creation
Cost Element Accounting and Cost Centre Accounting
Profit Centre Accounting
Profit Centres/ Cost Centres
Internal Orders
Profitability Analysis
Expenditure Analysis
Overhead Cost calculations
Distribution of costs
Various Mis Reports on Management Accounting
Audit trails and management
Reports
KPIs Monitoring at Corporate, Plant and Shop level
1.4.8 Asset management
This covers all assets across MIL, including assets from Production, Finance, Human
Resources, Quality, Materials etc. Asset management refers to managing the assets through
its complete lifecycle. Assets could be classified into production related and assets pertaining
to supporting functions like Human Resource, Finance etc.
171
Asset Management and Asset Accounting
Asset acquisition / Procurement
Asset Under construction
Asset under Lease
Asset construction related Budgets.
Asset construction related expenditures.
Depreciation of Assets
Amortisation of Projects
Settlement of asset under construction
Asset capitalization
Asset retirement with gain and losses
Asset Inventory – with Asset Unique Number
Asset maintenance
Asset Civil Works and Measurement Book
Asset maintenance budget
Asset Transfers
Budget on asset acquisitions
Closing operations in Asset management
Asset categories
Plant and Machinery
IT equipment
Office equipment
Factory Building
Estate amenities
Estate residential units
Reports
1.4.9 Projects
The function is intended to enable creation, monitoring, tracking, evaluation and closure of
all Projects. This function shall enable an integrated approach for Projects from Planning to
execution. This function needs to be integrated with Production, Materials, Stores, Quality,
Finance and Sales.
Project Types – Data master

Project creation
Project Approval
Project budget allocation
Project Planning
▪ WBS elements
▪ Milestones
172
▪ Resources
▪ Budget utilization
Project resource allocation
▪ Machines
▪ Labour
▪ Material Procurement
Project costing and analysis
Project documentation
Project monitoring and Tracking
Project closure
Collaborated Projects across Units Management
Collaborated Projects across Other Units ( Academia, Industry)
Reports
Project reports – Standard and custom reports
1.4.11 Shipment
This functions primary responsibility is to plan for delivery of the received finished goods,
after all approvals and quality certifications, to the customer delivery locations. The function
plans for shipment, raising of invoice, ensure availability of all documents and the final
dispatch.
Delivery Planning
Shipment planning – multi hop, multi destination, muti delivery schedule.
Packaging, packing slips, Delivery challans.
Pro forma invoice
Shipping management
Notification to customer on dispatch
RFID Integration data of Ammunition Dispatch
Customer acceptance of Goods
Customer receipt
Customer, acceptance or rejection
Customer Invoicing
Integration for
Stock accounting
Financial accounting for Receivables
Management Information – Sales reports – Standard and custom reports
Dispatch Planning through Loading Orders
Dispatch Planning through Wagons
Reports
Project reports – Standard and custom reports
KPIs Monitoring at Corporate, Plant and Shop level Customer Analytics
1.4.12 Reporting & Analytics
MIL currently has about 300 queries and reports, together. MIL is undertaking an exercise to
limit the number of Reports and Forms. SI will be required to develop 100 MIS Reports and
173
Forms which need to be automated.
Standard reports and queries which are required to manage the process execution and
exception management are not counted as part of 100.
The ERP native tools shall be used for Reporting, dashboarding and querying.
1.4.13 Explosive Management
Ensure compliance with GSD in every production section or sub section.

Every production section / sub section / building has a defined limit for the quantity of
explosives and count of manpower.
Explosive quantity
- the system shall be able to define the maximum explosive storage limit
- Track the storage quantity on real time and send alert / notifications basis defined
levels.
Manpower limit
- ERP system shall be able to store defined manpower limit for every sub section /
building.
- The ERP system shall be able to use the limit value during manpower scheduling and
prevent allocation beyond the limit.
- The ERP system shall be able to integrate with the attendance recording system for
system based alerts.
A Note on Explosive and Man Limit
Man Limits
To reduce the risk of injury to personnel and damage to property, the number of personnel
employed and the quantity of ammunition within an explosives building shall be kept to the
minimum required to maintain the operation.
Dividing the overall quantity into separate bays or rooms, with substantial internal walls or
barricades, will reduce the risk of explosives propagation and probably reduce the effects of an
explosive accident.
A man limit is assessed for each building, room or area in accordance with the following
principles:
i. The number of persons employed shall be the minimum compatible with the highest standards
of safety, quantity and an even flow of work.
ii. The man limit shall include all persons employed on the movement of the ammunition or
other tasks in the immediate vicinity.
iii. The limit shall be related to the size of the building and number of exits. Irrespective of other
considerations, each person is to have ample working space and suitable evacuation routes.
iv. The limit may include up to two supervisors or inspectors even though their presence is not
continuous.
Document / SOP: It is documented in GSD (General Safety Directives),an electronic document avl
Current Process: Manually being monitored. Hierarchy of working: Factory- Section –Building
Future Process: ERP will do the scheduling. While allotting manpower (Direct Production), it will
assign manpower based on the manpower limit in a building.
Reports Required: Display on Section dashboard, Manpower Permitted and Allotted
Possible solution: Biometric Linkage and Access can make it more robust (SI to suggest), an
174
electronic document. It is to be examined, whether this part will be within the scope of ERP or
integration, extension of existing Biometric based attendance system.
Explosive Limit:
Working explosive limit for each building, room or area shall be assessed in accordance with the
following principles:
i. It shall not exceed the quantity permitted by available quantity distances.

ii. The limit shall represent the minimum number of containers or rounds required to maintain
an even and continuous flow of work.
iii. The working limit shall include all ammunition held within the building and the immediate
vicinity. It shall also include ammunition that has been processed or waiting to be processed,
whether on vehicles or on the ground.
iv. The possibility of reducing the hazard presented both inside and outside the building by the
use of adequate internal traverses shall be considered.
Explosive Limits can be classified into the following types

• Raw Material (Chemical Explosives)
• WIP: Processed Explosives
• Finished Good: Finished Store, kept , on dispatches the quantity will be accordingly
accounted.
Document / SOP: It is documented in GSD (General Safety Directives), an electronic document

available.
Current Process: Manually being monitored at each Section Entry through a Display Board.
Hierarchy of Warehouses: Factory Main Store – Section Store –Building Store (This is not
maintained in system now)
Future Process: Each Receipt and Dispatch are to be updated
Reports Required: Display on Section dashboard, Explosive Permitted and Limit Consumed,
Overall Factory Based Visibility of Limits with Red Flags when they are crossing.
Possible solution: Any IOT based integration may help for which we have limited idea. It is to be
examined whether this part will be within the scope of ERP or a separate IOT based system.
Video based Analytics has been tried in one of the units for a critical process and it has been
found working. If any instrument, cables, sensors etc. are being used, they shall be flameproof
and duly certified by agencies like CIMFR, Atex etc.
1.4.14 Identity Management and Access control
1.5.1 Master data management –

• Hierarchy management
• Workflow management
• Versioning of master data/product information
• Flexible data models
• Data import/export
• Integration/API
• Data governance
In addition, functional requirements from PPC, e-Admin and NQDBMS shall be covered in the
solution.
175
Annexure C: Intentionally kept Blank, Separate Attachment
176
Annexure D: Formats for Technical Bid submission
177
Form 1A: List of Software components
The bidder is requested to provide the list of software components recommended. Under the
following categories along with release version.
- ERP
- Add on software components for Functional (ERP or outside ERP)
- Helpdesk tools
- Identity management & Access control
- Data profiling and cleansing Tools
- Tableau licences.
- Explosives management
- Software Tools for RPA (Robotic Process Automation)
- Tools for project management and execution (e.g. templates, monitoring,
documentation, content creation, training etc)
The bidder can provide this information in their own format.
178
Form 1B: Unpriced Bid format -
Part of TECHNICAL BID COVER 1 of CPP PORTAL
This is the same format as the price bid. However, the bidder shall NOT provide any price
information. The bidder shall use this format to confirm the line items for which the price has
been quoted.
Section 1. The price details of the main components has to be uploaded in the CPP portal.
Section 2 : Item wise details of the main components with price (if applicable) must be
uploaded as a pdf document in the commercial / price section of CPPP. The details shall
include the metric for pricing / license. The bidder can prepare their own format for providing
the item wise details.
Section 1 – Unpriced bid format
PLEASE NOTE THIS SHALL NOT INCLUDE PRICE DETAILS. ANY PRICE DETAILS FOUND WILL
LEAD TO THE DISQUALIFICATION OF THE BIDDER.
Sl. Item Description Quantity Units Confirmation GST
No. Percentage
Rate
(Please
Enter Rate
of GST in
Percentage)
1 2 4 5 13 14
1 A1) ERP (CORE) License cost 2500.000 Nos
2 A2) ERP ESS License cost 22000.000 Nos
3 A3) Add on software 1.000 Set
components for Functional (ERP
or outside ERP)
4 A4) Helpdesk tools 1.000 Set
5 A5) Identity management & 1.000 Set
Access control
6 A6) Data profiling and cleansing 1.000 Set
Tools
7 A7) Tableau licenses 25.000 Nos
8 C1) ATS support: Year 1 1.000 WJ
13 D1) O&M SI support: Year 1 1.000 WJ
18 E) Blended man month Rate 100.000 Months
19 F) Explosives management cost 1.000 Nos
179
20 G1) RPA Tools cost 1.000 Set
21 G2) RPA implementation cost 1.000 Nos
Section 2 Un priced Format:

PLEASE NOTE THIS SHALL NOT INCLUDE PRICE DETAILS. ANY PRICE DETAILS FOUND WILL
LEAD TO THE DISQUALIFICATION OF THE BIDDER.
Instructions
i. This format has to be exactly as the format submitted in Price bid Section 2 without the
price details.
ii. Item wise details: Item wise details of the main components with price (if applicable)
must be uploaded as a pdf document in the commercial / price section of CPP Portal.
iii. The bidder can prepare their own format. The item details have to be referenced or
linked to the numbers mentioned – A1, A2, A3, A4, A5, A6, A7, B1, C1, C2, C3, C4, C5,
D1, D2, D3, D4, D5, E, F, G1 & G2.
180
Form 1C: Project Personnel Information
a) Key Personnel as in SECTION III - 12.4.3.
b) ERP Functional Consultants Leads / Expert Section III - 12.4.3.
Resource Name
1. Name of the person
2. Role in the Project
3. Qualification
4. Total number of years of experience
5. Number of years with the current company

(the bidder)
6. Functional area / expertise
7. Area of certification
8. Number of complete life cycle ERP

implementations carried out
9. The names of customers for which the person

was a Project Manager/Technical/Domain
consultant (Please provide the relevant
names)
10. The functional areas /processes implemented
Note: The name of the organization, and the date shall appear on each page of such a
document/email in the header or footer portion.
181
Form 2: The deliverables format.
No specific format is provided for deliverables. The bidders has to prepare the format and
provide the information as required in the Techno-commercial evaluation section.
182
Form 3: Sample deliverables from actual projects.
No specific format is provided for Sample Deliverables from actual projects. The bidders has to
prepare the format and provide the information as required in the Techno-commercial
evaluation section.
183
Form 4: Project Plan and Resource loading.
No specific format is provided for Project Plan and Resource loading. The bidders has to use
the standard project planning and resource loading format and provide the information as
required in the Techno-commercial evaluation section.
184
Form 5: Project Structure and Project governance
No specific format is provided for Project structure and project governance. The bidders has to
use the standard formats for project structure and project governance and provide the
information as required in the Techno-commercial evaluation section.
185
Form 6 : Summary of Operations and Maintenance
The following table summarizes the salient points for support services provided during the
Operations and Maintenance stage.
Services for Operations and Maintenance
Sl. Area Details
1 Stages/ Key Milestones Type of service (Review, support, demonstrations

Project stages at which service etc.)
is provided. Mode of service (on-site, off-site etc.)
2 Approach and Methodology What are the functional/process areas where

support service is provided?
Issue Resolution methodology
The adherence to SLA
The mechanisms for measurement of SLA
The escalation mechanisms
Risk highlights
3 Team Profile Experience of team members in solution
4 Service Parameters Contact hours.

Definition of Outcomes and/or service levels
Quality of service parameters
Mean time to React
186
Form 7 : OEM Audit Report
No specific format is provided. The bidders has to prepare the format and provide the
information as required.
187
Form 8 : PATENT RIGHTS CONFIRMATION
PATENT RIGHTS CONFIRMATION
(Company letter head)
[Date]
To
Corporate Office: 2nd Floor Nyati Unitree
Nagar Road, Yerwada Pune – 411006
Contact: 020-67080400
Mil-pune@munitionsindia.in
Sir,
Sub: Undertaking on Patent Rights during implementation of ERP Solution at MIL
I/We do hereby undertake that none of the deliverables being provided by us is infringing on
any patent or intellectual and industrial property rights as per the applicable laws of relevant
jurisdictions having requisite competence.
I/We also confirm that there shall be no infringement of any patent or intellectual and
industrial property rights as per the applicable laws of relevant jurisdictions having requisite
competence, in respect of the equipments, systems or any part thereof to be supplied by us.
We shall indemnify MIL against all cost/claims/legal claims/liabilities arising from third party
claim in this regard at any time on account of the infringement or unauthorized use of patent
or intellectual and industrial property rights of any such parties, whether such claims arise in
respect of manufacture or use. Without prejudice to the aforesaid indemnity, we shall be
responsible for the completion of the supplies of the software / applications including
upgrades as and when they are made available and uninterrupted use of the software
solution and/or system or any part thereof to MIL and persons authorized by MIL, irrespective
of the fact of claims of infringement of any or all the rights mentioned above.
If at a later date it is found that it does infringe on patent rights, I/We absolve MIL of any legal
action.
Yours faithfully,
Authorized Signatory
Designation
Bidder’s corporate name
188
Annexure E : Formats for Price Bid submission : Forms
Form 9 : Price Bid

The price bid has two sections and BOTH HAVE TO BE UPLOADED IN COVER 2
ONLY
Section 1. The price details of the main components has to be uploaded in the CPP portal.
Section 2: Item wise details of the main components with price (if applicable) must be
uploaded as a pdf document in the commercial / price section of CPPP. The details shall
include the metric for pricing / license. The bidder can prepare their own format for providing
the item wise details.
Section 1 Format (This format has to be downloaded from Cover 2 section and uploaded in
Cover 2).
- Please note that only the blue shaded columns to be filled – column numbered 13 and 14.
- The taxes must be indicated mandatorily, else the highest tax rate quoted shall be assumed.
189
Section 2 Format:
Instructions
iv. Item wise details: Item wise details of the main components with price (if applicable)
must be uploaded as a pdf document in the commercial / price section of CPP Portal.
v. The bidder can prepare their own format. The item details have to be referenced or
linked to the numbers mentioned – A1, A2, A3, A4, A5, A6, A7, B1, C1, C2, C3, C4, C5,
D1, D2, D3, D4, D5, E, F, G1 & G2.
vi. Additional software licenses cost: The bidder has to propose a unit price for
procurement of additional ERP / associated software licenses over and above the
quantity indicated in the price bid. The price proposed shall be valid for the concurrency
of the project.
190
Annexure F: Formats for General Bidding process
Form 10: Conflict of Interest

CONFLICT OF INTEREST
[Date]
To
Contact: 020-67080400
Sir,
Sub: Undertaking on Conflict of Interest regarding Implementation of ERP solution at MIL
I/We do hereby undertake that there is absence of actual or potential conflict of interest on
the part of the bidder or any prospective subcontractor due to prior, current, or proposed
contracts, engagements, or affiliations with MIL.
I/We also confirm that there are no potential elements (timeframe for service delivery,
resource, financial or other) that would adversely impact our ability to complete the
requirements as given in the RFP.
We undertake and agree to indemnify and hold MIL harmless against all claims, losses,
damages, costs, expenses, proceeding fees of legal advisors (on a reimbursement basis) and
fees of other professionals incurred (in the case of legal fees and fees of professionals,
reasonably) by MIL and/or its representatives, if any such conflict arises later.
Yours faithfully,
Designation
Company Seal
191
Form 11: Request for Clarifications
[Date]
To
Contact: 020-67080400
Request for Clarifications (RFC)

Bidders requiring specific points of clarification may communicate with MIL during the
specified period using the following format.
BIDDER’S REQUEST FOR CLARIFICATION
Name of Organization Name & position of person

submitting request with submitting request and email
Full formal address of the points of contact
organization including phone,
S. No Bidding Document Content of RFP requiring Points of clarification

Reference(s) (section Clarification required
number/ page)
192
Form 12 : Format for Bank Guarantee for Advance Payment
Format for Bank Guarantee for Advance Payment

From:
Bank……………………….
To
The CMD
Pune
Sir,
With reference to contract No. _________________________dated_____________

concluded between the President of India, hereinafter referred to as ‘the Purchaser’ and M/s
_________________________ hereinafter referred to as ‘the Purchaser’ and M/s
_______________ hereinafter referred to as the “the contractor” for the development and
supply of ______________________ as detailed in the above contract which contract is
hereinafter referred to as “the Said Contract” and the consideration of the Purchaser having
agreed to make an advance payment in accordance with the terms of the Said Contract to the
said contractor, we the __________________bank, hereinafter call ‘the Bank’ hereby
irrevocably undertake and guarantee to you that if the Said Contractor would fail to develop
and supply the stores in accordance with the terms of the Said Contract for any reason
whatsoever or fail to perform the Said Contract in any respect or shall whole or part of the
said on account of payments at any time become repayable to you for any reason
whatsoever, we shall, on demand and without demur pay to you all and any sum up to a
maximum of Rs. _______________ (Rupees_______________________________________
only) paid as advance to the Said Contractor in accordance with the provisions contained in
Clause ________ of the Said Contract.
1. We further agree that the Purchaser shall be the sole judge as to whether the contractor
has failed to develop and deliver the stores in accordance with the terms of the Said
Contract or has failed to perform the said contract in any respect or the whole or part of
the advance payment made to Contractor has become repayable to the Purchaser and to
the extent and monetary consequences thereof by the Purchaser.
2. We further hereby undertake to pay the amount due and payable under this Guarantee
without any demur merely on a demand from the Purchaser stating the amount claimed.
Any such demand made on the Bank shall be conclusive and binding upon us as regards
the amounts due and payable by us under this Guarantee and without demur. However,
our liability under this Guarantee shall be restricted to an amount not exceeding Rs. --------
---------------________________ (Rupees------------------------------------------------------------only).
3. We further agree that the Guarantee herein contained shall remain in full force and effect
for a period of 12 months from the date of the last advance payment was made or for a
period of 90 days from the date on which final delivery of the stores after development
193
was made and accepted by the Purchaser whichever falls later unless the Purchaser in his
sole discretion discharges the Guarantee earlier.
5. We further agree that any change in the constitution of the Bank or the constitution of the
contractor shall not discharge our liability hereunder.
6.We further agree that the Purchaser shall have the fullest liberty without affecting in any
way our obligations hereunder with or without our consent or knowledge to vary any of the
terms and conditions of the Said Contract or to extend the time of development/delivery
from time to time or to postpone for any time or from time to time any of the powers
exercisable by the Purchaser against the contractor and either to forbear or enforce any of
the terms and conditions relating to the Said Contract and we shall not be relieved from our
liability by reason of any such variation or any indulgence or for bearance shown or any act or
omission on the Purchaser or by any such matter or thing whatsoever which under the law
relating to sureties would but for this provision have the effect of so relieving us.
6. We lastly undertake not to revoke the Guarantee during the currency of the above said
Contract except with the prior consent of the Purchaser in writing.
Yours faithfully,
For __________________ Bank
(Authorized Attorney)
Place : ____________
Date: _____________ Seal of the Bank
194
Form 13 : Format for Integrity Pact Bank Guarantee (IPBG)
FORMAT FOR INTEGRITY PACT BANK GUARANTEE (IPBG)
(For submitting IPBG as per Pre-contract Integrity Pact)
To,
General Manager
_____________________
_____________________
Guarantee No :
Amount of Guarantee:
Guarantee cover up to:
1. Whereas ……………………………………(hereinafter called the “Bidder”) has submitted their offer

dated…………………………………. (hereinafter called the “Bid”) to the General Manager, ………………….
(hereinafter called the “Buyer”) for the supply of ……………………………………… against Tender Enquiry
No.……………………………………………… dated ……………………… and
2. Whereas the Buyer has stipulated that a Bank Guarantee is to be furnished by the Bidder as
Earnest Money Deposit with the Bid.
3. KNOW ALL MEN by these presents that WE …………………………… having our registered office at
……………………………………………………………. (hereinafter called the “Bank”) are bound unto the Buyer
in the sum of Rs ….……………(in words, Rupees ……… ………………………………………………………) for which
payment will and truly be made to the said Buyer and the Bank binds itself, its successors and
assigns by these presents, sealed with the Common Seal of the said Bank this…………… day of
…………….20……
4. We undertake to pay the Buyer the above guaranteed amount on demand within 3 (three)
working days, without any demur and without seeking any reasons whatsoever, upon receipt of a
written request for payment from the Buyer stating the occurrence of one or more of the below
mentioned conditions. The demand for payment by the Buyer shall be treated as conclusive proof
for payment.
5. The Buyer shall be entitled to demand the guaranteed amount due to occurrence of any one of
the following conditions:
(A) If the Bidder or any one employed by him or acting on his behalf violates any of the provisions
of the Pre Contract Integrity Pact signed by the Bidder with the Buyer.
(B) If the Bidder withdraws or amends their Bid in any respect during the period of validity of the
Bid.
(C) If the Bidder having been notified of the acceptance of his tender/Bid by the Buyer during the
period of its validity,
a) Fails to furnish the Performance Security for the due performance of the contract.
195
b) Fails or refuses to accept/execute the contract.
6. This guarantee shall be valid up for a period of five years i.e. ____________(date). The validity
period of this guarantee shall be extended from time to time by the Bidder as required by the
Buyer upto complete conclusion of contractual obligations to complete satisfaction of both the
bidder and the buyer or a period of five years, whichever is later.
7. This guarantee will not be revoked during the above period except with the previous consent of
the Buyer in writing and the Bank’s liability under this guarantee shall not be discharged by any
variation in the terms of the commercial offer.
8. No interest shall be payable by the Buyer to the Bidder on the guarantee for the period of its
currency.
Place: …………………
Date: ………………….
…………………………….
(Signature of the authorized officer of the Bank)
Name and designation of the officer
Seal, name & address of the Bank and address of the Branch
196
Form 14 : Performance Bank Guarantee Format
From
Bank: …………………………………
To
The CMD,
Munitions India Limited, Pune.
Dear Sir,
1. Whereas you (the “PURCHASER”) have entered into a contract No._______ dated_________
(hereinafter referred to as the “said Contract”) with M/s__________________________
(hereinafter referred to as the “SELLER”) for supply of goods as defined in the said Contract and
whereas the SELLER has undertaken to produce a bank guarantee for ___ % of total contract value
amounting to ____________________ (amount of the guarantee in figures and words) to secure
its obligations to the PURCHASER in accordance with the said Contract.
2. We _______________ (the Bank) hereby expressly, irrevocably and unreservedly undertake

and guarantee as principal guarantor on behalf of the SELLER that, we will pay you on your
demand declaring the SELLER to be in default under the said Contract, without demur or contest,
all and any sum up to a maximum of Rupees ____________ only. Your written demand shall be
conclusive evidence to us that such repayment is due under the terms of the said Contract.
3. We undertake to effect payment upon receipt of such written demand, notwithstanding any
dispute or disputes raised by the SELLER in any suit pending before any Court, Tribunal, Arbitrator
or any other authority, our liability under this present being absolute and unequivocal.
4. We shall not be discharged or released from this undertaking and guarantee by any
arrangements or variations made between you and the SELLER, indulgence to the SELLER by you
or by any alterations in the obligation of the SELLER or by any forbearance whether as to
payment, time, performance or otherwise.
5. In no case shall the amount of this guarantee be increased.
6. This guarantee shall remain in full force and effect until three months beyond the warranty
period as specified in the contract i.e. up to _________ (expiry date) [^or until the PURCHASER
has signed the Final Acceptance Certificate (FAC) and has received the contractually agreed
Warranty Bond as per the said Contract]. In case of delay in fulfillment of obligations by the
SELLER, the expiry date shall be extended by us as per intimation from the SELLER.
7. Unless a demand or claim under this guarantee is made to us in writing on or before the
aforesaid expiry date or extended expiry date, all your rights under this guarantee shall be
forfeited and we shall be discharged from the liabilities hereunder.
8. This guarantee shall be continuing guarantee and shall not be discharged by any change in the
constitution of the Bank or in the constitution of the SELLER.
197
9. We lastly undertake not to revoke this guarantee during its currency except with the previous
consent of the PURCHASER in writing.
Yours faithfully,
for ____________________ Bank

(Authorised Signatory)
Place : ____________________
Date : ____________________
Seal of the Bank
198
Form 15 : Pre-Contract Integrity Pact
PRE-CONTRACT INTEGRITY PACT
General
1. Whereas the GM/Sr.GM, hereinafter referred to as the Buyer and the first party, proposes
to procure (Name of the Store/ Equipment/Services), hereinafter referred to as Defence
Stores, and M/s ______________________,represented by, Mr /
Mrs______________________, Chief Executive Officer(which term, unless expressly indicated
by the contract, shall be deemed to include its successors and its assignees), hereinafter
referred to as the Bidder/Seller and the second party, is willing to offer/has offered the
stores.
2. Whereas the Bidder is a private company/public company/partnership/registered export

agency, constituted in accordance with the relevant law in the matter and the Buyer is
Munitions India Limited, a Government of India Enterprise under, Ministry of Defence.
Objectives
3. Now, therefore, the Buyer and the Bidder agree to enter into this pre-contract agreement,
hereinafter referred to as Integrity Pact, to avoid all forms of corruption by following a system
that is fair, transparent and free from any influence / unprejudiced dealings prior to, during
and subsequent to the currency of the contract to be entered into with a view to:-
3.1 Enabling the Buyer to obtain the desired defence stores at a competitive price in
conformity with the defined specifications by avoiding the high cost and the distortionary
impact of corruption on public procurement, and
3.2 Enabling bidders to abstain from bribing or any corrupt practice in order to secure the
contract by providing assurance to them that their competitors will also refrain from bribing
and other corrupt practices and the Buyer will commit to prevent corruption, in any form, by
their officials by following transparent procedures.
Commitments of the Buyer
4. The Buyer Commits itself to the following:-
4.1 The Buyer undertakes that no official of the Buyer, connected directly or indirectly with
the contract, will demand, take a promise for or accept, directly or through intermediaries,
any bribe, consideration, gift, reward, favour or any material or immaterial benefit or any
other advantage from the Bidder, either for themselves or for any person, organization or
third party related to the contract in exchange for an advantage in the bidding process, bid
evaluation, contracting or implementation process related to the Contract.
4.2 The Buyer will, during the pre-contract stage, treat all Bidders alike, and will provide to all
Bidders the same information and will not provide any such information to any particular
Bidder which could afford an advantage to that particular Bidder in comparison to other
199
Bidders.
4.3 All the officials of the Buyer will report to the appropriate Government office any
attempted or completed breaches of the above commitments as well as any substantial
suspicion of such a breach.
5. In case of any such preceding misconduct on the part of such official(s) is reported by the
Bidder to the Buyer with full and verifiable facts and the same is prima facie found to be
correct by the Buyer, necessary disciplinary proceedings, or any other action as deemed fit,
including criminal proceedings may be initiated by the Buyer and such a person shall be
debarred from further dealings related to the contract process. In such a case while an
enquiry is being conducted by the Buyer the proceedings under the contract would not be
stalled.
Commitments of Bidders
6. The Bidder commits himself to take all measures necessary to prevent corrupt practices,
unfair means and illegal activities during any stage of his bid or during any pre-contract or
post-contract stage in order to secure the contract or in furtherance to secure it and in
particular commits himself to the following:-
6.1 The Bidder will not offer, directly or through intermediaries, any bribe, gift, consideration,
reward, favour, any material or immaterial benefit or other advantage, commission, fees,
brokerage or inducement to any official of the Buyer, connected directly or indirectly with the
bidding process, or to any person, organization or third party related to the contract in
exchange for any advantage in the bidding, evaluation, contracting and implementation of the
Contract.
6.2 The Bidder further undertakes that he has not given, offered or promised to give, directly
or indirectly any bribe, gift, consideration, reward, favour, any material or immaterial benefit
or other advantage, commission, fees, brokerage or inducement to any official of the Buyer or
otherwise in procuring the Contract or forbearing to do or having done any act in relation to
the obtaining or execution of the Contract or any other Contract with the Government for
showing or forbearing to show favour or disfavour to any person in relation to the Contractor
any other Contract with the Government.
6.3 The Bidder will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting and
implementation of the contract.
6.4 The Bidder will not accept any advantage in exchange for any corrupt practice, unfair
means and illegal activities.
6.5 The Bidder further confirms and declares to the Buyer that the Bidder is the original
manufacturer/integrator/ authorised government sponsored export entity of the defence
stores and has not engaged any individual or firm or company whether Indian or foreign to
intercede, facilitate or in any way to recommend to the Buyer or any of its functionaries,
200
whether officially or unofficially to the award of the contract to the Bidder, nor has any
amount been paid, promised or intended to be paid to any such individual, firm or company
in respect of any such intercession, facilitation or recommendation.
6.6 The Bidder, either while presenting the bid or during pre-contract negotiations or before
signing the contract, shall disclose any payments he has made, is committed to or intends to
make to officials of the Buyer or their family members, agents, brokers or any other
intermediaries in connection with the contract and the details of services agreed upon for
such payments.
6.7 The Bidder shall not use improperly, for purposes of competition or personal gain, or pass
on to others, any information provided by the Buyer as part of the business relationship,
regarding plans, technical proposals and business details, including information contained in
any electronic data carrier. The Bidder also undertakes to exercise due and adequate care lest
any such information is divulged.
6.8 The Bidder commits to refrain from giving any complaint directly or through any other
manner without supporting it with full and verifiable facts.
6.9 The Bidder shall not instigate or cause to instigate any third person to commit any of the
actions mentioned above.
7. Previous Transgression
7.1 The Bidder declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any country in
respect of any corrupt practices envisaged hereunder or with any Public Sector Enterprise in
India or any Government Department in India, that could justify bidder‟s exclusion from the
tender process.
7.2 If the Bidder makes incorrect statement on this subject, Bidder can be disqualified from
the tender process or the contract, if already awarded, can be terminated for such reason.
8. Earnest Money/Security Deposit
8.1. Every bidder, while submitting commercial bid, shall deposit an amount * Rs. One Core as
Earnest Money/Security Deposit, with the buyer through any of the following instruments:-
(i) Bank Draft or a Pay Order in favour of CMD, MUNITIONS INDIA LIMITED payable at Pune.
(ii) A confirmed guarantee by an Indian Nationalized Bank, promising payment of the

guaranteed sum to the Buyer, on demand within three working days without any demur
whatsoever and without seeking any reasons whatsoever. The demand for payment by the
Buyer shall be treated as conclusive proof for payment. A model Bank guarantee format is
enclosed.
Note: - In case of foreign supplies, the vendor may, if required, furnish the Bank Guarantee
201
from a first class International Bank provided the same is confirmed/ verified by the State
Bank of India.
(iii) Any other mode or through any other instrument (to be specified in the RFP/TE).
Note: - The option of all acceptable instruments needs to be retained. However, the Buyer
shall consider the validity of the instrument and the need for revalidation while obtaining the
same.
8.2. The Earnest Money/Security Deposit shall be valid up to a period of five years beyond the
bid validity specified in the TE (or subsequent request made by the buyer for validity
extension) or the complete conclusion of contractual obligations to complete satisfaction of
both the bidder and the buyer, whichever is later. In case there are more than one bidder, the
Earnest Money/Security Deposit shall be refunded by the buyer to those bidder(s) whose bid
does not qualify (do not qualify) after the stages of TEC/TPC, as constituted by the Buyer,
immediately after a recommendation is made by the TEC/TPC on bid(s)after an evaluation.
8.3 In the case of successful bidder a clause would also be incorporated in the Article
pertaining to Performance Bond in the Purchase Contract that the provisions of Sanctions for
Violation shall be applicable for forfeiture of Performance Bond in case of a decision by the
Buyer to forfeit the same without assigning any reason for imposing sanction for violation of
this pact.
8.4 The provisions regarding Sanctions for Violation in Integrity Pact include forfeiture of
Performance Bond in case of a decision by the Buyer to forfeit the same without assigning any
reason for imposing sanction for violation of Integrity Pact.
8.5 No interest shall be payable by the Buyer to the Bidder(s) on Earnest Money/Security
Deposit for the period of its currency.
9. Company Code of Conduct
9.1 Bidders are also advised to have a company code of conduct (clearly rejecting the use of
bribes and other unethical behavior) and a compliance program for the implementation of
the code of conduct throughout the company.
10. Sanctions for Violation
10.1 Any breach of the aforesaid provisions by the Bidder or any one employed by him or
acting on his behalf (whether with or without the knowledge of the Bidder) or the commission
of any offence by the Bidder or any one employed by him or acting on his behalf, as defined in
Chapter IX of the Indian Penal Code, 1860 or the Prevention of Corruption Act 1988 or any
other act enacted for the prevention of corruption shall entitle the Buyer to take all or any
one of the following actions, wherever required:-
(i) To immediately call off the pre-contract negotiations without assigning any reason or giving
any compensation to the Bidder. However, the proceedings with the other Bidder(s) would
202
continue.
(ii) The Earnest Money/Security Deposit/Performance Bond shall stand forfeited either fully or
partially, as decided by the Buyer and the Buyer shall not be required to assign any reason
therefore.
(iii) To immediately cancel the contract, if already signed, without giving any compensation to
the Bidder.
(iv) To recover all sums already paid by the Buyer, and in case of an Indian Bidder with
interest thereon at 2% higher than the prevailing Prime Lending Rate of State Bank of India (or
Base Rate of State Bank of India in the absence of Prime Lending Rate), while in case of a
Bidder from a country other than India with interest thereon at 2% higher than the LIBOR. If
any outstanding payment is due to the Bidder from the Buyer in connection with any other
contract for any other defence stores, such outstanding payment could also be utilized to
recover the aforesaid sum and interest.
(v) To encash the advance bank guarantee and performance-cum-warranty bond, if furnished
by the Bidder, in order to recover the payments, already made by the Buyer, along with
interest.
(vi) To cancel all or any other Contracts with the Bidder.
(vii) To ban the Bidder from entering into any bid from the Government of India for a
minimum period of five years and not more than ten years at the discretion of the Buyer.
(viii) To recover all sums paid in violation of this Pact by Bidder(s) to any middleman or agent
or broker with a view to securing the contract.
(ix) If the Bidder or any employee of the Bidder or any person acting on behalf of the Bidder,
either directly or indirectly, is closely related to any of the officers of the Buyer, or
alternatively, if any close relative of an officer of the Buyer has financial interest/stake in the
Bidder‟s firm, the same shall be disclosed by the Bidder at the time of filing of tender. Any
failure to disclose the interest involved shall entitle the Buyer to rescind the contract without
payment of any compensation to the Bidder.
The term „close relative‟ for this purpose would mean spouse whether residing with the
Government servant or not, but not include a spouse separated from the Government servant
by a decree or order of a competent court; son or daughter or step son or step daughter and
wholly dependent upon Government servant, but does not include a child or step child who is
no longer in any way dependent upon the Government servant or of whose custody the
Government servant has been deprived of by or under any law; any other person related,
whether by blood or marriage, to the Government servant or to the Government servant’s
wife or husband and wholly dependent upon Government servant.
(x) The Bidder shall not lend to or borrow any money from or enter into any monetary
dealings or transactions, directly or indirectly, with any employee of the Buyer, and if he does
203
so, the Buyer shall be entitled forthwith to rescind the contract and all other contracts with
the Bidder. The Bidder shall be liable to pay compensation for any loss or damage to the
Buyer resulting from such rescission and the Buyer shall be entitled to deduct the amount so
payable from the money(s) due to the Bidder.
(xi) In cases where irrevocable Letters of Credit have been received in respect of any contract
signed by the Buyer with the Bidder, the same shall not be opened.
10.2 The decision of the Buyer to the effect that a breach of the provisions of this Integrity
Pact has been committed by the Bidder shall be final and binding on the Bidder, however, the
Bidder can approach the monitor(s) appointed for the purposes of this Pact.
11. Fall Clause
11.1 The Bidder undertakes that he has not supplied/is not supplying the similar systems or
subsystems at a price lower than that offered in the present bid in respect of any other
Ministry/Department of the Government of India and if it is found at any stage that the
similar system or sub-system was supplied by the Bidder to any other Ministry/Department of
the Government of India at a lower price, then that very price, with due allowance for elapsed
time, will be applicable to the present case and the difference in the cost would be refunded
by the Bidder to the Buyer, if the contract has already been concluded.
11.2 The Bidder shall strive to accord the most favoured customer treatment to the Buyer in
respect of all matters pertaining to the present case.
12. Independent Monitors
12.1 The Buyer has appointed Independent Monitor(s) for this Pact in consultation with the
Central Vigilance Commission (Names and Addresses of the Monitors to be given) :
01] Shri Rajnisha Kumar Vaish, Plot No. 10, Greenwoods Govt. Officers Welfare
IAS (Retd) Society, Phase II, Sector Omega 1, Pocket P2,
Greater Noida, Gautam Budh Nagar (District),
Uttar Pradesh-201 310.
Email ID : rajnishakumar@gmail.com
02] Shri Rajendra Kalla, 16 Munirka Enclave, Opp. Vasant Vihar Bus
CES, Ex-ADG/CPWD (Retd). Depot, New Delhi-110067.
Email ID : rajendra432000@yahoo.co.in
12.2 As soon as the Monitor notices, or believes to notice, a violation of this Pact, he will so
inform the GM/Sr.GM.
13. Examination of Books of Accounts

In case of any allegation of violation of any provisions of this Integrity Pact or payment of
commission, the Buyer or its agencies shall be entitled to examine the Books of Accounts of
204
the Bidder and the Bidder shall provide necessary information of the relevant financial
documents in English and shall extend all possible help for the purpose of such examination.
14. Law and Place of Jurisdiction
This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the
Buyer i.e. the nearest location from the seat of the Buyer of a High Court or a Bench of High
Court.
15. Other Legal Actions
The actions stipulated in this Integrity Pact are without prejudice to any other legal action
that may follow in accordance with the provisions of the extant law in force relating to any
civil or criminal proceedings.
16. Validity
16.1 The validity of this Integrity Pact shall be from date of its signing and extend up to 5 years
or the complete execution of the contract to the satisfaction of both the Buyer and the
Bidder/Seller, whichever is later.
16.2 Shall one or several provisions of this Pact turn out to be invalid; the remainder of this
Pact remains valid. In this case, the parties will strive to come to an agreement to their
original intentions.
17. The Parties hereby sign this Integrity Pact at __________ on ______________
BUYER BIDDER
( ) ( )
Designation: Chief Executive Officer
MIL_____ Name of Firm:________
Witness Witness
1. ___________________ 1. ____________________
2. ___________________ 2. ____________________
205
Form 16 : Format for Statement of Compliances and Deviations from the conditions of RFP
Format for Statement of Compliance and Deviation(s) from the conditions of the RFP
[Date]
Contact: 020-67080400
Sub: Statement of Compliances and Deviations from the terms and conditions of the RFP
I/We comply to all the clauses of the RFP except for the following deviation(s) submitted
below
S. SECTION … Deviations Brief Reasons Confirm that the deviation within the
No. ANNEXURE… (3) for Deviations, scope Para 17 of SECTION IV – STANDARD
(1) if any CONDITIONS OF RFP does not affect the
Clause No. outcome and without having any materiality
(4)
(2) on the performance/ cost of the project.
(5)
And so on ….
Yours faithfully,
Authorized Signatory, Designation
Company Seal
206
Form 17 : UNDERTAKING ON CLARIFICATION
UNDERTAKING ON CLARIFICATION

[Date]
To
Contact: 020-67080400
Sir,
Sub: Undertaking on Clarifications sent to MIL regarding proposal for Implementation ERP
solution at MIL
I/We do hereby undertake that the price quoted by us is inclusive of all the items in the
techno-commercial proposal and is inclusive of all the clarifications provided/may be provided
by us on the techno-commercial proposal during the evaluation of the techno-commercial
offer. We understand and agree that our price quoted is firm and final and any clarifications
sought by you and provided by us would be deemed to be included in the price quoted.
Yours faithfully,
Designation
Company Seal
207
Form 18 : Proposal Covering Letter
PROPOSAL COVERING LETTER FORMAT

[Date]
Contact: 020-67080400
Ref: RFP for Implementation of ERP solution at MIL
Dear Sir,
This is to notify you that our company intends to submit a proposal in response to the RFP for
implementation of the ERP solution at MIL.
We confirm that the information contained in this response or any part thereof, including its
exhibits, and other documents and instruments delivered or to be delivered to the MIL are
true, accurate, verifiable and complete. This response includes all information necessary to
ensure that the statements therein do not in whole or in part mislead the MIL in its short-
listing process.
The following persons will be the authorized representatives of the company for all the future
correspondence till the completion of the bidding process, between MIL and our organization.
Primary Contact Secondary Contact

Name of the person:
Job Title:
Name of the Company:
Address:
Phone:
Mobile:
Fax:
E-mail:
208
We understand that it will be the responsibility of our organization to keep MIL posted of any
changes in this list of authorized persons and we fully understand that MIL shall not be
responsible for non-receipt or non-delivery of any communication and/or any missing
communication in the event prior notice of any change in the authorized person(s) of the
company is not provided to MIL.
We fully understand and agree to comply that on verification, if any of the information
provided here is found to be misleading the shortlisting process or unduly favours our
company in the short-listing process, we are liable to be dismissed from the selection process
or termination of the contract during the project, if selected to do so, for supplying the
solution to MIL.
Information relating to the examination, clarification and any other processes concerning the
RFP and the subsequent processes shall not be disclosed to any persons not officially
concerned with such process until the process is over. Any undue use of confidential
information related to the process by us may result in rejection of our response / proposal.
We undertake that we will deploy only persons of Citizens of India in the execution of this
project in the event our company gets selected for the execution of this project.
It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company/
firm/organization and empowered to sign this document as well as such other documents,
which may be required in this connection.
Dated this Day of 2023
(Signature) (In the capacity of)
Duly authorized to sign the RFP Response for and on behalf of:
Sincerely,
[The Company’s name]
Name
Title
Signature
Date
(Name and Address of Company) Seal/Stamp of the Company
209
CERTIFICATE AS TO AUTHORISED SIGNATORIES
I, certify that I am ……<designation>…… of the ……<Company Name>……., and that

……………<Name of the Respondent>………………………… who signed the above response is
authorized to bind the corporation by authority of its governing body.
Date
(Seal here)
210
Form 19 : Litigation Impact Statement
Litigation Impact Statement

[Date]
Contact: 020-67080400
Reference: Request for Proposal to implement ERP solution at MIL
Dear Sir,
We have read and understood the contents of the Request for Proposal and pursuant to this
hereby confirm that we continue to satisfy the eligibility criteria laid out at the time of short-
listing us to participate in the bidding process to implement the ERP solution at MIL.
We hereby confirm that same as may be set out in the schedule attached to this statement,
there is no litigation (including court, arbitration and other proceedings), inquiry or order
from any regulatory authority, current or pending against us, which if adversely determined
might have material adverse impact on our ability to carry on our business or pay our debts as
they fall due or on our ability to enter into any of the transactions contained in or
contemplated in respect of the supply and maintenance of solution to MIL.
(Signature) (In the capacity of)
Duly authorized to sign the RFP Response for and on behalf of:
Sincerely,
Company Seal
Name
Title
Signature
Date
(Name and Address of Company) Seal/Stamp of the Company
211
Form 20 : Checklist
S.no Description Format CPP portal Submitted
1 Prequalification
System Integrator Prequalifications details Cover 1
2 Prequalification
ERP OEM prequalification details Cover 1
1 Prequalification
ERP Product requisites confirmation Cover 1
2 Form 1A List of software components Cover 1
3 Form 1B Unpriced Bid Cover 1
4 Form 1C Project Personnel Information Cover 1
5 Form 2 Deliverable format Cover 1
6 Form 3 Sample deliverables from actual projects Cover 1
7 Form 4 Project Plan and resource loading Cover 1
8 Form 5 Project structure and governance Cover 1
9 Form 6 Summary of Operations & Maintenance Cover 1
10 Form 7 OEM Audit Report Cover 1
11 Form 8 Patents Right Information Cover 1
12 Form 9 Price Bid Cover 2
13 Form 10 Conflict of Interest Cover 1
14 Form 11 Request for Clarification Cover 1
Format for Advance Bank Guarantee for Cover 1
15 Form 12 Advance Payment
16 Form 13 Guarantee format for furnishing IPBG Cover 1
17 Form 14 Performance Bank Guarantee Cover 1
18 Form 15 Pre- Integrity Contract Cover 1
Format for Statement of Compliance and Cover 1
19 Form 16 Deviation from the conditions of RFP
20 Form 17 Undertaking for Clarification Cover 1
21 Form 18 Proposal Covering Letter Cover 1
22 Form 19 Litigation Impact statement Cover 1
23 Form 20 Checklist Cover 1
24 Form 21 Local Content Declaration format Cover 1
25 Form 22 ERP Implementation project Information Cover 1
26 Form 23 Malicious Code format Cover 1
Note: The SI can opt for only one OEM and can offer only one bid .
212
Form 21 : Local Content Declaration format
MINIMUM LOCAL CONTENT DECLARATION
SAMPLE FORMAT OF MINIMUM LOCAL CONTENT CERTIFICATION:-
To,
The General Manager,
Munition India Limited, PUNE
SUBJECT :
TENDER No. :
Dear Sir,
I/We,………………………………………. (Name of the issuing CA Firm / Statutory Auditor / Cost auditor) have
verified relevant records of M/s
................................................................................................... (Name of the bidder) and certify that
M/s ............................. (Name of the bidder) meet the minimum Local content requirement of ……%
specified in bidding document of local content declaration. (This Local content will be as a percentage
of whole contracts including O&M Stage).
[Signature of Authorized Signatory]
Name:
Date:
Designation:
Seal:
Membership no.
UDIN no.
213
Form 22 : ERP Implementation project Information
ERP Implementation project information
ERP Implementation Project Information (one form for each project reference duly
certified by authorized signatory)
Client Information:
Name of client
Name of the person who can act as a reference to from Clients' side,
with name, designation, postal address, contact phone, fax number,
e-mail id,
Type of Client (Private Sector / PSU / Government Organization):
Nature of business / operations of client
Revenue/Budget (in case of Government dept.) of the client
Total number of Employees of the client organization or the business

unit
Project Details:
Nature of the Project
Total Contract Value for Implementation Services (excluding the ERP

product license fee, infrastructure charges and annual maintenance
charges)
Functional areas of business covered in the project
Geographical Location of Implementation
Number of Locations / business units at which the project is

implemented
Peak on-site (at the client location) project team size of the SI during
implementation
214
Form 23 : Format for Malicious Code Certificate
Format for Malicious Code Certificate
(to be provided from Vendor letter head)
Tender Ref. No.:_______________________________ & Date: ___________
To,
CMD
Pune
Sub: Non-Malicious Code Certificate
Sir,
1. I/We hereby certify that the hardware and the software being offered as part of the
agreement does not contain any kind of malicious code (at the time of delivery) that would
activate procedures to:-
(a) Inhibit the desired and the designed function of the equipment.
(b) Cause physical damage to the user or his equipment during the operational
exploitation of the equipment.
(c) Tap information regarding network, network users and information stored on the
network that is classified and / or relating to National Security, thereby
contravening Official Secrets Act 1923.
2. At the time of delivery, there are no Trojans, Viruses, Worms, Spywares or any malicious
software on the system and in the software developed.
3. Without prejudice to any other rights and remedies available to Munitions India Limited
, we are liable in case of physical damage, loss of information and those relating to
copyright and Intellectual Property rights (IPRs), caused due to activation of any such
malicious code in embedded / shipped software at the time of delivery.
Date : Authorised Signatory :

Place : Name of the Person :
Designation :
Firm Name & Seal :
215
CIN No. U29190PN2021GOI203505
पंजीकृ त पता : गोला बारुद निर्ााणी, खड़की, पुणे, र्हाराष्ट्र – 411 003.
निगनर्त कार्ाालर् पता: दूसरी र्ंनजल, न्र्ानत र्ूनिट्री, िगर रोड, र्ेरवडा, पुणे - 411 006
Regd. Address: Ammunition Factory, Khadki, Pune, Maharashtra – 411 003.
Corporate Office Address: 2nd Floor, Nyati Unitree, Nagar Road, Yerwada, Pune – 411 006
दूरभाष सं / PHONE No. 020-67080400, Email: mil-pune@munitionsindia.in
Web Address: https://munitionsindia.in
216

RFPERP

Uploaded by

Copyright:

Available Formats

RFPERP

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

RFPERP

Uploaded by

Copyright:

Available Formats

Munitions India Limited – Request for Proposal for ERP implementation services

MUNITIONS INDIA LIMITED

REQUEST FOR PROPOSAL (RFP)

CIN No. U29190PN2021GOI203505

Form 1C: Project Personnel Information .................................................................................... 181

- Provide ease of support interfaces, maintenance and upgradeability of systems.

NIT (Notice Inviting Tender)

NOTICE INVITING REQUEST FOR PROPOSAL (RFP)

(Through MIL e-procurement mode through CPPP)

Office of Issue : Munitions India Limited

4. The RFP is divided into six parts as follows:

c. Section III – contains the detailed Scope of work.

6. Bidders have to submit their bids through e-Procurement portal (https://etenders.gov.in).

• Publication of RFP (e-Tender) in CPPP and amendments/ modifications, if any,

16. Bidding Process Schedule

Sl. No. Activity/ Milestone Date Time

3 Last date for Clarification 10-08-2023

4 Response to Clarification sought by bidders 17-08-2023

Sl. No. Activity/ Milestone Date Time

6 Opening of Technical bids 28-08-2023 10:30 AM

7 Technical Presentations 06-09-2023

8 Announcement of Technical Evaluation Results To be announced

9 Opening of Price bid To be announced

10 Contract Finalization and Award To be announced

17. Procurement Approach

SECTION I – GENERAL INFORMATION

1.2. The pre-qualification/eligibility criteria have been prescribed as follows:

1.2.1. SYSTEM INTEGRATOR ELIGIBILITY CRITERIA: PRE-QUALIFICATION

Sl Criteria Documentary Proof

Sl Criteria Documentary Proof

Sl Criteria Documentary Proof

Sl Criteria Documentary Proof

1.2.2. ERP OEM eligibility criteria, as quoted by the System Integrator

Sl Criteria Documentary Proof

Sl Criteria Documentary Proof

The ERP OEM shall provide support for quoted

Sl Criteria Documentary Proof

1.2.3. ERP Product Prerequisites

1.ERP for the purpose of this project will be an on-premise COTS

For all details relating to clients Form 22 in Annexure F to be used.

1.3. Scope of work in the Technical Proposal

1.4. Outline for the Technical Proposal.

1.5. Technical Proposal Instructions and Conditions

1.6. Specific Requirements of the Technical Proposal:

i. Understanding of the project objectives & scope of work

The requirements in the core functional areas

ii. Tools, methodologies and Project management.

Tools, Methodology and Project Management

b. Methodology for Implementation: Although there are standard methodologies for

iii. Envisages solution architecture.

iv. Detailed Project Plan and Resource Loading

The Format of Deliverables

expected to formulate or produce the deliverables as specified.

v. Expertise in business process design

vi. Project Team and Governance Structure

viii. Human Resource and Payroll

Project Structure and governance

f. The bidder is required to provide details of these things in the Techno-commercial

vii. Training and Change Management. - Refer to SECTION III, 6.6

viii. O & M support, OEM services - Refer to SECTION III, 10, 11