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Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited”
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T E N D E R D O C U M E N T
FOR “Supply, Installation and Integration of Enterprise Resource Planning (ERP) for
Teletalk Bangladesh Limited”
Invitation for Tender No: Issued on: Tender Package No: Tender Lot No:
Teletalk Bangladesh Limited
Office of the Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II) Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited”
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Table of Contents
Section 1. Instructions to Tenderers ..................................................................... 5
A. General ........................................................................................................................ 5 1. Scope of Tender ............................................................................................................... 5 2. Interpretation .................................................................................................................. 5 3. Source of Funds ................................................................................................................ 5 4. Corrupt, Fraudulent, Collusive, Coercive (or Obstructive in case of Development
Partner)Practices ............................................................................................................. 6 5. Eligible Tenderers ............................................................................................................. 8 6. Eligible Goods and Related Services .................................................................................. 9 7. Site Visit........................................................................................................................... 9
B. Tender Document ....................................................................................................... 10 8. Tender Document: General ............................................................................................. 10 9. Clarification of Tender Documents .................................................................................. 10 10. Pre-Tender Meeting ....................................................................................................... 10 11. Addendum to Tender Documents .................................................................................... 11
C. Qualification Criteria ................................................................................................... 11 12. General Criteria .............................................................................................................. 11 13. Litigation History ............................................................................................................ 12 14. Experience Criteria ......................................................................................................... 12 15. Financial Criteria ............................................................................................................ 12 16. Subcontractor(s) ............................................................................................................. 12
D. Tender Preparation ..................................................................................................... 13 17. Only One Tender ............................................................................................................ 13 18. Cost of Tendering ........................................................................................................... 13 19. Issuance and Sale of Tender Document ........................................................................... 13 20. Language of Tender ........................................................................................................ 14 21. Contents of Tender ......................................................................................................... 14 22. Tender Submission Letter and Price Schedule .................................................................. 15 23. Alternatives ................................................................................................................... 15 24. Tender Prices and Discounts ........................................................................................... 15 25. Tender Currency ............................................................................................................. 16 26. Documents Establishing the Eligibility of the Tenderer ..................................................... 16 27. Documents Establishing the Eligibility and Conformity of the Goods and Related services . 17 28. Documents Establishing the Tenderer’s Qualifications ..................................................... 17 29. Validity Period of Tender ............................................................................................... 18 30. Extension of Tender Validity and Tender Security ............................................................ 18 31. Tender Security .............................................................................................................. 18 32. Form of Tender security .................................................................................................. 19 33. Authenticity of Tender Security ....................................................................................... 19 34. Return of Tender Security ............................................................................................... 19 35. Forfeiture of Tender Security .......................................................................................... 19 36. Format and Signing of Tender ......................................................................................... 20
E. Tender Submission ...................................................................................................... 20 37. Sealing, Marking and Submission of Tender ..................................................................... 20 38. Deadline for Submission of Tenders ................................................................................ 21 39. Late Tender .................................................................................................................... 21 40. Modification, Substitution or Withdrawal of Tenders ...................................................... 21 41. Tender Modification ....................................................................................................... 21 42. Tender Substitution ........................................................................................................ 22 43. Withdrawal of Tender..................................................................................................... 22
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F. Tender Opening and Evaluation .................................................................................... 22 44. Tender Opening ............................................................................................................. 22 45. Evaluation of Tenders ..................................................................................................... 23 46. Evaluation process ......................................................................................................... 23 47. Preliminary Examination ................................................................................................. 23 48. Technical Examinations and Responsiveness ................................................................... 24 49. Clarification on Tender ................................................................................................... 25 50. Restrictions on the Disclosure of Information .................................................................. 26 51. Correction of Arithmetical Errors ..................................................................................... 26 52. Financial Evaluation ........................................................................................................ 27 53. Assessing the Price of unpriced Items ........................................................................... 28 54. Price Comparison ........................................................................................................... 28 55. Negotiation .................................................................................................................... 29 56. Post-qualification ........................................................................................................... 29 57. Procuring Entity’s Right to Accept any or to Reject Any or All Tenders .............................. 29 58. Rejection of All Tenders .................................................................................................. 29 59. Informing Reasons for Rejection ..................................................................................... 30
G. Contract Award ........................................................................................................... 30 60. Award Criteria ................................................................................................................ 30 61. Procuring Entity’s Right to Vary Quantities ...................................................................... 30 62. Notification of Award ..................................................................................................... 30 63. Performance Security ..................................................................................................... 31 64. Form and Time Limit for Furnishing of Performance Security ............................................ 32 65. Validity of Performance Security ..................................................................................... 32 66. Authenticity of Performance Security .............................................................................. 32 67. Contract Signing ............................................................................................................. 32 68. Publication of Notification of Award of Contract .............................................................. 32 69. Debriefing of Tenderers .................................................................................................. 33 70. Adjudicator .................................................................................................................... 33 71. Right to Complain ........................................................................................................... 33
Section 2. Tender Data Sheet ............................................................................. 34
A. General ...................................................................................................................... 34
B. Tender Document ....................................................................................................... 34
C. Qualification Criteria ................................................................................................... 35
D. Preparation of Tender ................................................................................................. 35
E. Submission of Tender .................................................................................................. 36
F. Opening and Evaluation of Tenders .............................................................................. 37
G. Award of Contract ....................................................................................................... 38
Section 3. General Conditions of Contract .......................................................... 39 1. Definitions ..................................................................................................................... 39 2. Interpretation ................................................................................................................ 40 3. Communications and Notices .......................................................................................... 41 4. Governing Law ............................................................................................................... 41 5. Governing Language ....................................................................................................... 41 6. Corrupt, Fraudulent, Collusive, Coercive .......................................................................... 42 ( and Obstructive in case of Development Partner) Practices ................................................... 42 7. Documents Forming the Contract and Priority of Documents ........................................... 43 8. Scope of Supply .............................................................................................................. 43 9. Assignment .................................................................................................................... 44 10. Eligibility ........................................................................................................................ 44 11. Gratuities / Agency Fees ................................................................................................ 44 12. Confidential Details ........................................................................................................ 44
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13. Trade mark, Patent and Intellectual Property Rights ........................................................ 44 14. Copyright ....................................................................................................................... 44 15. Sub contracting .............................................................................................................. 45 16. Supplier’s Responsibilities............................................................................................... 45 17. Procuring Entity’s Responsibilities ................................................................................... 45 18. Issue change order, Repeat Orders or Order for Additional Delivery ................................. 45 19. Repeat Orders or Order for Additional Delivery ............................................................... 46 20. Packing and Documents .................................................................................................. 46 21. Delivery and Documents ................................................................................................. 46 22. Acceptance .................................................................................................................... 46 23. Contract Price ................................................................................................................ 47 24. Transportation ............................................................................................................... 47 25. Terms of Payment .......................................................................................................... 47 26. Insurance ....................................................................................................................... 47 27. Taxes and Duties ............................................................................................................ 47 28. Performance Security ..................................................................................................... 48 29. Specifications and Standards........................................................................................... 49 30. Inspections and Tests ..................................................................................................... 49 31. Warranty ....................................................................................................................... 50 32. Extension of Delivery and Completion Schedule .............................................................. 51 33. Liquidated Damages ....................................................................................................... 51 34. Limitation of Liability ...................................................................................................... 52 35. Adjustment for Changes in Legislation ............................................................................. 52 36. Force Majeure ................................................................................................................ 52 37. Notice of Force Majeure ................................................................................................. 53 38. Duty to Minimise Delay .................................................................................................. 53 39. Consequences of Force Majeure ...................................................................................... 53 40. Termination ................................................................................................................... 53 41. Amendment to Contract ................................................................................................. 55 42. Settlement of Disputes ................................................................................................... 55
Section 4. Particular Conditions of Contract ............................................................. 57
Section 5. Tender and Contract Forms ..................................................................... 60
Tender Submission Letter (Form PG3 – 1) ........................................................................... 61
Tenderer Information Sheet (Form PG3-2) .......................................................................... 65
Price Schedule for Goods (Form PG3-4A) ............................................................................ 69
Price Schedule for Related Services (Form PG3-4B) .............................................................. 71
Specifications Submission and Compliance Sheet (Form PG3-5) ............................................ 73
Manufacturer’s Authorisation Letter (Form PG3 - 6) ............................................................ 74
Bank Guarantee for Tender Security (Form PG3 – 7) ............................................................ 75
Notification of Award (Form PG3 - 9) ................................................................................. 77
Contract Agreement (Form PG3 -10) .................................................................................. 78
Bank Guarantee for Performance Security (Form PG3 – 11).................................................. 79
Section 6. Schedule of Requirements .............................................................................. 80
Section 7. Technical Specifications .......................................................................... 84
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Section 1. Instructions to Tenderers
A. General
1. Scope of Tender 1.1 The Procuring Entity, as indicated in the Tender Data Sheet (TDS) issues this Tender Document for the supply of Goods and related services incidental thereto, as specified in the TDS and as detailed in Section 6: Schedule of Requirements. The name of the Tender and the number and identification of its constituent lot(s) are stated in the TDS.
1.2 The successful Tenderer shall be required to complete the delivery of the Goods and related services as specified in the General Conditions of Contract.
2. Interpretation 2.1 Throughout this Tender Document
(a) the term “in writing” means communication written by hand or machine duly signed and includes properly authenticated messages by facsimile or electronic mail;
(b) if the context so requires, singular means plural and vice versa; and
(c) “day” means calendar days unless otherwise specified as working days;
(d) “Person” means and includes an individual, body of individuals, sole proprietorship, partnership, company, association or cooperative society that wishes to participate in Procurement proceedings;
(e) “Tenderer” means a Person who submits a Tender;
(f) "Tender Document ", means the Document provided by the Procuring Entity to a Tenderer as a basis for preparation of its Tender;
(g) "Tender", depending on the context, means a Tender submitted by a Tenderer for delivery of Goods and Related Services to the Procuring Entity in response to an Invitation for Tender ;
3. Source of Funds 3.1 The Procuring Entity has been allocated public funds from the source as indicated in the TDS and intends to apply a portion of the funds to eligible payments under the contract for which this Tender Document is issued.
3.2 For the purpose of this provision, “public funds” means any funds allocated to the Procuring Entity under Government budget, or loan, grants and credits placed at the disposal of the Procuring Entity through the Government by the Development Partners or foreign states or organizations.
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3.3 Payments by the Development Partner, if so indicated in the TDS, will be made only at the request of the Government and upon approval by the Development Partner in accordance with the applicable Loan/Credit/Grant Agreement, and will be subject in all respects to the terms and conditions of that Agreement.
4. Corrupt, Fraudulent, Collusive, Coercive (or Obstructive in case of Development Partner)Practices
(a) The Government and the Development Partner, if applicablerequires that the Procuring Entity as well as the Tenderers and Suppliers (including their manufacturers, sub-contractors, agents, personnel, consultants, and service providers)shall observe the highest standard of ethics during implementation of procurement proceedings and the execution of Contracts under public funds.
(b) For the purposes of ITT Sub Clause 4.3, the terms set forth below as follows:
(c) “corrupt practice” means offering, giving or promising to give, receiving, or soliciting either directly or indirectly, to any officer or employee of the Procuring Entity or other public or private authority or individual, a gratuity in any form; employment or any other thing or service of value as an inducement with respect to an act or decision or method followed by the Procuring Entity in connection with a Procurement proceeding or Contract execution;
(d) “fraudulent practice” means the misrepresentation or omission of facts in order to influence a decision to be taken in a Procurement proceeding or Contract execution;
(e) “collusive practice” means a scheme or arrangement between two (2) or more Persons, with or without the knowledge of the Procuring Entity, that is designed to arbitrarily reduce the number of Tenders submitted or fix Tender prices at artificial, non-competitive levels, thereby denying the Procuring Entity the benefits of competitive price arising from genuine and open competition;
(f) “Coercive practice” means harming or threatening to harm, directly or indirectly, Persons or their property to influence a decision to be taken in the Procurement proceeding or the execution of a Contract, and this will include creating obstructions in the normal submission process used for Tenders.
(g) “Obstructive practice” (applicable in case of Development Partner) means deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to
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materially impede an investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and /or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation.
(h) Should any corrupt, fraudulent, collusive, coercive (or obstructive in case of Development Partner) practice of any kind is determined by the Procuring Entity or the Development Partner, if applicable, this will be dealt in accordance with the provisions of the Public Procurement Act and Rules and Guidelines of the Development Partners as stated in the ITT sub-clause 3.3. In case of obstructive practice, this will be dealt in accordance with Development Partners Guidelines.
(i) If corrupt, fraudulent, collusive, coercive (or obstructive in case of Development Partner)practices of any kind is determined by the Procuring Entity against any Tenderer or Supplier(including its manufacturers, sub-contractors, agents, personnel, consultants, and service providers) in competing for, or in executing, a contract under public fund;:
i. Procuring Entity and/or the Development Partner shall exclude the concerned Tenderer from further participation in the concerned procurement proceedings;
ii. Procuring Entity and/or the Development Partner shall reject any recommendation for award that had been proposed for that concerned Tenderer;
iii. Procuring Entity and/or the Development Partner shall declare, at its discretion, the concerned Tenderer to be ineligible to participate in further Procurement proceedings, either indefinitely or for a specific period of time;
iv. Development Partner shall sanction the concerned Tenderer or individual, at any time, in accordance with prevailing Development Partner’ sanctions procedures, including by publicly declaring such Tenderer or individual ineligible, either indefinitely or for a stated period of time: (i) to be awarded a Development Partner-financed contract; and (ii) to be a nominated sub-contractor, consultant, manufacturer or Supplier, or service provider of an otherwise eligible firm being awarded a Development Partner-financed contract: and
v. Development Partner shall cancel the portion of the loan allocated to a contract if it determines at any time that representatives of the Procuring Entity or of a
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beneficiary of the loan engaged in corrupt, fraudulent, collusive, coercive or obstructive practices during the procurement or the execution of that Development Partner financed contract, without the Procuring Entity having taken timely and appropriate action satisfactory to the Development Partner to remedy the situation
4.1 Tenderer shall be aware of the provisions on corruption, fraudulence, collusion, coercion (and obstruction, in case of Development Partner) of the Public Procurement Act, 2006, the Public Procurement Rules, 2008 and others as stated in GCC Clause 6.
4.2 In further pursuance of this policy, Tenderers, Suppliers and their manufacturers, sub-contractors, agents, personnel, consultants, service providers shall permit the Government and the Development Partner to inspect any accounts and records and other documents relating to the Tender submission and contract performance, and to have them audited by auditors appointed by the Government and/or the Development Partner during the procurement or the execution of that Development Partner financed contract.
5. Eligible Tenderers
5.1 This Invitation for Tenders is open to eligible Tenderers from all countries, except for any specified in the TDS.
5.2 Tenderers shall have the legal capacity to enter into the Contract.
5.3 Tenderers may be a physical or juridical individual or body of individuals, or company invited to take part in public procurement or seeking to be so invited or submitting a Tender in response to an Invitation for Tenders.
5.4 Tenderers shall have fulfilled its obligations to pay taxes and social security contributions under the provisions of laws and regulations of the country of its origin.
5.5 Tenderers should not be associated, or have been associated in the past, directly or indirectly, with a consultant or any of its affiliates which have been engaged by the Procuring Entity to provide consulting services for the preparation of the specifications and other documents to be used for the procurement of the Goods to be supplied under this Invitation for Tenders.
5.6 Tenderers in its own name or its other names or also in the case of its Persons in different names, shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive, coercive practices as stated under ITT Sub Clause 4.4 (or obstructive practice, in case of Development Partner) in
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relation to the Development Partner’s Guidelines in projects financed by Development Partner.
5.7 Tenderers are not restrained or barred from participating in public Procurement on grounds of execution of defective supply in the past under any Contract.
5.8 Tenderers shall not be insolvent, be in receivership, be bankrupt, be in the process of bankruptcy, be not temporarily barred from undertaking business and it shall not be the subject of legal proceedings for any of the foregoing.
5.9 Government-owned enterprise in Bangladesh may also participate in the Tender if it is legally and financially autonomous, it operates under commercial law, and it is not a dependent agency of the Procuring Entity.
5.10 Tenderers shall provide such evidence of their continued eligibility satisfactory to the Procuring Entity, as the Procuring Entity will reasonably request.
5.11 These requirements for eligibility will extend, as applicable, to Sub-contractor proposed by the Tenderer.
6. Eligible Goods and Related Services
6.1 All goods and related services to be supplied under the contract are eligible, unless their origin is from a country specified in the TDS.
6.2 For purposes of this Clause, the term “goods” includes commodities, raw material, machinery, equipment, and industrial plants; and “related services” includes services such as insurance, transportation, installation, and commissioning, training, and initial maintenance.
For purposes of this clause, “origin” means the country where the goods have been mined, grown, cultivated, produced, manufactured or processed; or through manufacturing, processing, or assembling, another commercially recognized new product results that differs substantially in its basic characteristics from its components.
6.3 The origin of Goods and related services is distinct from the nationality of the Tenderer.
7. Site Visit 7.1 The costs of visiting the Site shall be at the Tenderer’s own expense.
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B. Tender Document
8. Tender Document: General
8.1 The Sections comprising the Tender Document are listed below and should be read in conjunction with any addendum issued under ITT Clause 11.
Section 1 Instructions to Tenderers (ITT)
Section 2 Tender Data Sheet (TDS)
Section 3 General Conditions of Contract (GCC)
Section 4 Particular Conditions of Contract (PCC)
Section 5 Tender and Contract Forms
Section 6 Schedule of Requirements
Section 7 Technical Specifications
Section 8 Drawings 8.2 The Procuring Entity is not responsible for the completeness of the
Tender Document and their addenda, if these were not purchased directly from the Procuring Entity, or through its agent as specified in the TDS
8.3 Tenderers are expected to examine all instructions, forms, terms, and specifications in the Tender Document as well as in addendum to tender, if any.
9. Clarification of Tender Documents
9.1 A prospective Tenderer requiring any clarification of the Tender Document shall contact the Procuring Entity in writing at the Procuring Entity’s address and within time as specified in the TDS
9.2 The Procuring Entity is not obliged to answer any clarification received after that date requested under ITT Sub Clause 9.1.
9.3 The Procuring Entity shall respond in writing within five (5) working days of receipt of any such request for clarification received under ITT Sub-Clause 9.1
9.4 The Procuring Entity shall forward copies of its response to all those who have purchased the Tender Document, including a description of the enquiry but without identifying its source.
9.5 Should the Procuring Entity deem it necessary to amend the Tender Document as a result of a clarification, it shall do so following the procedure under ITT Clause 11.
10. Pre-Tender Meeting
10.1 To clarify issues and to answer questions on any matter arising in the Tender Document, the Procuring Entity may, if stated in the TDS, hold a pre-Tender Meeting at the place, date and time as specified in the TDS. All Potential Tenderers are encouraged to attend the meeting, if it is held.
10.2 Tenderers are requested to submit any questions in writing so as to reach the Procuring Entity not later than one day prior to the date of the meeting.
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10.3 Minutes of the pre-Tender meeting, including the text of the questions raised and the responses given, together with any responses prepared after the meeting, will be transmitted within five (5)working days after holding the meeting to all those who purchased the Tender document and to even those who did not attend the meeting. Any revision to the Tender Document listed in ITT Sub Clause 8.1 that may become necessary as a result of the pre-Tender meeting will be made by the Procuring Entity exclusively through the issue of an Addendum pursuant to ITT Sub Clause 11 and not through the minutes of the pre-Tender meeting.
10.4 Non-attendance at the pre-Tender meeting will not be a cause for disqualification of a Tenderer.
11. Addendum to Tender Documents
11.1 At any time prior to the deadline for submission of Tenders, the Procuring Entity on its own initiative or in response to a clarification request in writing from a Tenderer, having purchased the Tender Document or as a result of a pre-Tender meeting, may revise the Tender Document by issuing an Addendum.
11.2 The Addendum issued under ITT Sub Clause 11.1 shall become an integral part of the Tender Document and shall have a date and an issue number and shall be circulated by fax, mail or e-mail, to Tenderers who have purchased the Tender Documents within five (5) working days of issuance of such Addendum, to enable Tenderers to take appropriate action.
11.3 The Procuring Entity shall also ensure posting of the relevant addenda with the reference number and date on their websites including notice boards. where the Procuring Entity had originally posted the IFTs
11.4 To give a prospective Tenderer reasonable time in which to take an amendment into account in preparing its Tender, the Procuring Entity may, at its discretion, extend the deadline for the submission of Tenders, pursuant to ITT Clause 37.2.
11.5 If an Addendum is issued when time remaining is less than one-third of the time allowed for the preparation of Tenders, the Procuring Entity shall extend the deadline by an appropriate number of days for the submission of Tenders, depending upon the nature of the Procurement requirement and the addendum. The minimum time for such extension shall not be less than three days.
C. Qualification Criteria
12. General Criteria 12.1 Tenderers shall possess the necessary professional and technical qualifications and competence, financial resources, equipment and other physical facilities, managerial capability, specific experience, reputation, and the personnel, to perform the contract, which entails setting pass/fail criteria, which if
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not met by the Tenderers, will result in consideration of its Tender as non-responsive.
12.2 In addition to meeting the eligibility criteria, as stated under ITT Clause 5, the Tenderer must satisfy the other criteria as stated under ITT Clause 13 to 15 inclusive.
12.3 To qualify for multiple number of contracts/lots in a package made up of this and other individual contracts/lots for which Tenders are invited in the Invitation for Tenders, the Tenderer shall demonstrate having resources sufficient to meet the aggregate of the qualifying criteria for the individual contracts. The requirement of general experience as stated under ITT Sub Clause 14.1(a) and specific experience, unless otherwise of different nature, as stated under ITT Sub Clause 14.1(b) shall not be separately applicable for each individual lot.
13. Litigation History
13.1 Litigation history shall comply with the requirement as stated under ITT Sub Clause 15.1(b).
14. Experience Criteria
14.1 Tenderers shall have the following minimum level of supply experience to qualify for supplying the Goods and related Services under the contract:
(a) a minimum number of years of general experience in the supply of Goods and related services as specified in the TDS;
(b) specific experience of satisfactory completion of supply of Goods similar to the proposed goods in at least a number of contract(s)and, each with a minimum value, over the period, as specified in TDS; and
(c) a minimum supply and/or production capacity of Goods as specified in the TDS.
15. Financial Criteria 15.1 Tenderers shall have the following minimum level of financial capacity to qualify for the supply of goods under the contract:
(a) availability of minimum liquid assets i.e. working capital or credit line(s) from any scheduled Bank of Bangladesh, net of other contractual commitments, of the amount as specified in the TDS
(b) Satisfactory resolution of all claims under litigation cases and shall not have serious negative impact on the financial capacity of the Tenderers. All pending litigation shall be treated as resolved against the Tenderers.
16. Subcontractor(s) 16.1 Tenderers may intend to subcontract an activity or portion of the Goods, in which case such elements and the proposed Subcontractor shall be clearly identified.
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16.2 The Procuring Entity may require Tenderers to provide more information about their subcontracting arrangements. If any Subcontractor is found ineligible or unsuitable to carry out the subcontracted tasks, the Procuring Entity may request the Tenderers to propose an acceptable substitute.
16.3 A Subcontractor may participate in more than one Tender, but only in that capacity.
D. Tender Preparation
17. Only One Tender
17.1 If a Tender for Goods is invited for one or more items on an ‘item-by-item’ basis, in such case the offer for each item shall correspond to full quantity under that particular item and each such item shall constitute a Tender. A Tenderer who submits or participates in more than one (1) Tender for each item will cause all the Tenders with that Tenderer’s participation to be rejected.
17.2 If a Tender for Goods is invited for a single lot/package, the single lot/package shall constitute a Tender. Tenderers shall submit only one (1) Tender for the lot/package. Tenderer who submits more than one (1) Tender in the lot/package will cause all the Tenders of that particular Tenderer to be rejected.
17.3 If a Tender for Goods is invited for a number of lots on a “lot-by-lot” basis, each such lot shall constitute a Tender. Tenderers shall submit only one (1) Tender for each lot. Tenderer who submits more than one (1) Tender in one (1) lot of the package will cause all the Tenders of that particular Tenderer to be rejected.
18. Cost of Tendering
18.1 Tenderers shall bear all costs associated with the preparation and submission of its Tender, and the Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the Tendering process.
19. Issuance and Sale of Tender Document
19.1 The Procuring Entity shall make Tender Documents available immediately to the potential Tenderers, requesting and willing to purchase at the corresponding price by the date the advertisement has been published in the newspaper.
19.2 There shall not be any pre-conditions whatsoever, for sale of Tender Document and the sale of such Document shall be permitted up to the day prior to the day of deadline for the submission of Tender.
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20. Language of Tender
20.1 Tenders shall be written in the English language. Correspondences and documents relating to the Tender may be written in English or Bangla. Supporting documents and printed literature furnished by the Tenderer that are part of the Tender may be in another language, provided they are accompanied by an accurate translation of the relevant passages in the English or Bangla language, in which case, for purposes of interpretation of the Tender, such translation shall govern.
20.2 Tenderers shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
21. Contents of Tender
21.1 The Tender prepared by the Tenderer shall comprise the following:
(a) the Tender Submission Letter (Form PG3-1), as stated under with ITT Sub Clause 22.1;
(b) the Tenderer Information as stated under ITT Clauses 5,26 and 27(Form PG3-2);
(c) the priced Schedule for each lot (Form PG3-4A and PG3-4B)as stated under ITT Clauses 22, 24 and 25;
(d) the Tender Security as stated under ITT Clause 31, 32 and 33;
(e) the completed Specifications Submission and Compliance Sheet (Form PG3-5)as stated under ITT clause 27.2;
(f) the alternatives, if permissible, as stated under with ITT Clause 23;
(g) the written confirmation authorising the signatory of the Tender to commit the Tenderer, as stated under ITT Sub Clause 36.3;
(h) the Valid Trade License;
(i) documentary evidence of Tax Identification Number (TIN) and Value Added Tax (VAT) as a proof of taxation obligations as stated under ITT Sub Clause 5.4;
(j) documentary evidence as stated under ITT Clause 26, 27 and 28; establishing the Tenderer’s eligibility, eligibility and conformity of the Goods and related services and, the minimum qualifications of the Tenderers required to be met for due performance of the Goods and related services under the Contract;
(k) documents establishing legal and financial autonomy and compliance with commercial law, as stated under ITT Sub Clause 5.9 in case of government owned entity; and
(l) any other document as specified in the TDS.
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22. Tender Submission Letter and Price Schedule
22.1 Tenderers shall submit the Tender Submission Letter (Form PG3-1), which shall be completed without any alterations to its format, filling in all blank spaces with the information requested, failing which the Tender may be rejected as being incomplete.
22.2 Tenderers shall submit the priced Schedule using the form(s) furnished in Section 5: Price Schedule.
22.3 If in preparing its Tender, the Tenderer has made errors in the unit rate or the total price, and wishes to correct such errors prior to submission of its Tender, it may do so, but shall ensure that each correction is initialled by the authorised person of the Tenderer
23. Alternatives 23.1 Unless otherwise stated in the TDS, Technical alternatives shall not be considered.
23.2 Only the technical alternatives, if any, of the lowest evaluated tenderer conforming to the basic technical requirements will be considered by the Procuring Entity.
24. Tender Prices and Discounts
24.1 The prices and discounts quoted by the Tenderer in the Tender Submission Letter (Form PG3-1) and in the Price Schedule (Form PG3-4A and PG3-4B) shall conform to the requirements specified below.
24.2 Tenderers shall fill in unit rates for the items of the Goods both in figures and in words as described in the Price Schedule.
24.3 Tenders are being invited either for one or more items on an ‘item-by-item” basis or for a single lot or for a number of lots on”lot-by-lot’ basis, as specified in the TDS.
24.4 All items or lots in Section 6: Schedule of Requirements must be listed and priced separately on the Price Schedule following the Form PG3-4A and PG3-4B.
24.5 Tenders being invited either for one or more items on an “item-by-item’ basis or for a single lot/package or for number of lots on “lot-by-lot” basis as stated under ITT Sub Clause 24.3, price quoted for an item shall correspond to full quantity under that particular item; otherwise the Tenders shall be considered non-responsive.
24.6 Tenders being invited for a single lot or for a number of lots on ‘lot-by-lot’ basis, price quoted shall correspond to 100% of the items specified for each lot and to 100% of the quantities specified for each item of that particular lot and shall correspond to 100% of the total offered lot value, unless otherwise stated in the TDS.
Tenders being invited for a number of lots on “lot-by-lot” basis,
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the lot not quoting at least eighty (80) percent of the total number of items under that lot and, not representing at least sixty five (65) percent of the equivalent lot value shall be considered non-responsive.
24.7 A Lot Tender not offering minimum number of items of those being priced based on percentage of the total number of items as specified in the ITT Sub-Clause 24.6 and the corresponding minimum value based on percentage of the total lot value as specified in the ITT Sub-Clause 24.6 shall also be considered non-responsive
24.8 Subject to ITT Sub-Clause 24.6, a Lot tender not offering a particular item which represents more than fifty percent (50%) of the estimated lot value identified by the Procuring Entity and specified in the TDS, even if it complies with the requirement of minimum number of items based on percentage of the total number of items as stated under ITT Sub Clause 24.6, shall be considered non-responsive.
24.9 The price to be quoted in Tender Submission Letter (Form PG3-1) shall be the total price of the Tender, excluding any discounts offered.
24.10 Tenderers shall quote any unconditional discounts and the methodology for application of that discount in the Tender Submission Letter as stated under ITT Sub Clause 24.12
24.11 Tenderers wishing to offer any unconditional discount for the award of more than one lot shall specify the discount applicable to each lot, or alternatively, to any combination of lots within the package in their Tender. Discounts will be submitted as stated under ITT Sub Clause 24.11, provided the Tenders for all lots are submitted and opened together.
24.12 All applicable taxes, custom duties, VAT and other levies payable by the Contractor under the Contract, or for any other causes, as of the date twenty-eight (28) days prior to the deadline for submission of Tenders, shall be included in the unit rates and the total Tender price submitted by the Tenderers.
24.13 The price of a Contract shall be fixed in which case the unit prices may not be modified in response to changes in economic or commercial conditions.
25. Tender Currency
25.1 Tenderers shall quote all prices in the Tender Submission Letter and in the Price schedule in Bangladesh Taka (BDT) currency.
26. Documents Establishing the Eligibility of the Tenderer
26.1 Tenderers, if applying as a sole Tenderer, shall submit documentary evidence to establish its eligibility as stated under ITT Clause 5 and, in particular, it shall:
(a) complete the eligibility declarations in the Tender
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Submission Letter (Form PG3-1);
(b) Complete the Tenderer Information (Form PG3-2);
(c) Complete Subcontractor Information (Form PG3-3), if it intends to engage any Subcontractor(s).
27. Documents Establishing the Eligibility and Conformity of the Goods and Related services
27.1 Tenderers shall complete the country of origin declarations in the Price Schedule Forms and, submit documentary evidence to establish the origin of all Goods and related services to be supplied under the Contract as stated under ITT Clause 6.
27.2 To establish the conformity of the Goods and related services to the Tender Documents, the Tenderer shall furnish as part of its Tender the documentary evidence that the Goods and related services conform to the technical specifications and standards in Section 7, Technical Specifications.
27.3 Documentary evidence of conformity of the Goods and related services to the Tender Documents may be in the form of literature, drawings, and data, and shall consist of:
(a) a detailed description of the essential technical and performance characteristics of the Goods;
(b) An “item-by-item” commentary on the Procuring Entity’s Technical Specifications demonstrating substantial responsiveness of the Goods and related services to those specifications.
28. Documents Establishing the Tenderer’s Qualifications
28.1 Tenderers shall complete and submit the Tenderer Information (Form PG3-2) and shall include documentary evidence, as applicable to satisfy the following:
(a) general experience in the supply of Goods and related services as stated under ITT Sub Clause 14.1(a), substantiated by the year of Tenderer’s registration/constitution/licensing in its country of origin;
(b) specific experience of satisfactory completion of supply of Goods and related services under public or private sector of similar nature and size as stated under ITT Sub Clause 14.1(b), substantiated by Completion Certificate (s) issued ,or duly certified, by the relevant Procuring Entity(s);
(c) a minimum supply and/or production capacity of Goods and related services as stated under ITT Sub Clause 14.1(c), substantiated by the relevant documents or updated brochures of the supplier and/or manufacturer;
(d) adequacy of minimum liquid assets i.e working capital substantiated by Audit Reports or bank statement or credit line(s) substantiated by any scheduled Bank of Bangladesh in the format as specified (Form PG3-8), without alteration as stated under ITT Sub Clause 15.1(a);
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(e) information regarding claims under litigation, current or during the last years as specified in the TDS, in which the Tenderer is involved, the parties concerned, and value of claim as stated under ITT Sub Clause 15.1(b), substantiated by statement in its letter-head pad;
(f) if required in the TDS, a Tenderer that does not manufacture or produce the Goods shall submit the Manufacturer’s Authorization Letter (Form PG3-6);
(g) authority to seek references from the Tenderer’s Bankers or any other sources in its letter-head pad; and
(h) Reports on the financial standing of the Tenderers, such as profit and loss statements and audited balance sheet for the past years as specified in the TDS, substantiated by Audit Reports.
29. Validity Period of Tender
29.1 Tenders shall remain valid for the period specified in the TDS after the date of Tender submission deadline prescribed by the Procuring Entity. A Tender valid for a period shorter than that specified will be considered non- responsive.
30. Extension of Tender Validity and Tender Security
30.1 In exceptional circumstances, prior to the expiration of the Tender Validity period, the Procuring Entity may solicit all the Tenderers’ consent to an extension of the period of validity of their Tenders; provided that those Tenderers have passed the preliminary examination as stated under ITT Sub Clause 47.2.
30.2 The request for extension of Tender Validity period shall state the new date of the validity of the Tender.
30.3 The request and the responses shall be made in writing. Validity of the Tender Security provided under ITT Clause 31 shall also be suitably extended for twenty-eight (28) days beyond the new date for the expiry of the Tender Validity. If a Tenderer does not respond or refuses the request it shall not forfeit its Tender Security, but its Tender shall no longer be considered in the evaluation proceedings. A Tenderer agreeing to the request will not be required or permitted to modify its Tender.
31. Tender Security 31.1 Tenderers shall furnish as part of its Tender, in favour of the Procuring Entity or as otherwise directed on account of the Tenderer, a Tender Security in original form (not copy) and in the amount, as specified in the TDS.
31.2 One Tender Security, in a separate envelope, at the percentage as specified in TDS, of the total value of the items quoted by the Tenderer, shall be submitted, if so indicated that the Tenders for one or more items are invited on an ”item-by-item “basis.
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31.3 In case of substitution of the Tender as stated under ITT Clause 42a new Tender Security shall be required in the substituted Tender.
32. Form of Tender security
32.1 The Tender Security shall:
(a) at the Tenderer’s option, be either;
i. in the form of a Bank Draft or Pay Order, or
ii. in the form of an irrevocable unconditional Bank Guarantee issued by any scheduled Bank of Bangladesh, in the format (Form PG3-7), without any alteration, furnished in Section 5: Tender and Contract Forms;
(b) be payable promptly upon written demand by the Procuring Entity in the case of the conditions, as stated under ITT Clause 35.1 being invoked; and
(c) Remain valid for at least twenty-eight (28) days beyond the expiry date of the Tender Validity in order to make a claim in due course against a Tenderer in the circumstances as stated under ITT Clause 35.1.
33. Authenticity of Tender Security
33.1 The authenticity of the Tender Security submitted by a Tenderer may be examined and verified by the Procuring Entity at its discretion in writing from the Bank issuing the security.
33.2 If a Tender Security is found to be not authentic, the Procuring Entity may proceed to take measures against that Tenderer as stated under ITT Sub Clause 4.4.
33.3 A Tender not accompanied by a valid Tender Security will be considered non-responsive.
34. Return of Tender Security
34.1 No Tender Security shall be returned to the Tenderers before contract signing.
34.2 Unsuccessful Tenderer’s Tender Security will be discharged or returned as soon as possible but within twenty-eight (28) days after the expiry of the Tender Validity period as stated under ITT Sub Clause 29.1
34.3 The Tender Security of the successful Tenderer will be discharged upon the Tenderer’s furnishing of the performance security and signing of the Agreement.
35. Forfeiture of Tender Security
35.1 The Tender Security may be forfeited, if a Tenderer:
(a) withdraws its Tender after opening of Tenders but within the validity of the Tender, as stated under ITT Sub Clause 29 and 30; or
(b) refuses to accept a Notification of Award, as stated under ITT Sub Clause 61.3; or
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(c) fails to furnish performance security, as stated under ITT Sub Clause 62.1; or
(d) refuses to sign the Contract, as stated under ITT Sub Clause 67.2; or
(e) does not accept the correction of the Tender price following the correction of arithmetic errors, as stated under ITT Sub Clause 51.
36. Format and Signing of Tender
36.1 Tenderers shall prepare one (1) original of the documents comprising the Tender as described in ITT Clause 21 and clearly mark it “ORIGINAL”. In addition, the Tenderer shall prepare the number of copies of the Tender, as specified in the TDS and clearly mark each of them “COPY”. In the event of any discrepancy between the original and the copies, the original shall prevail.
36.2 Alternatives, if permitted under ITT Clause 23, shall be clearly marked “Alternative”.
36.3 The original and each copy of the Tender shall be typed or written in indelible ink and shall be signed by the Person duly authorized to sign on behalf of the Tenderer. This Tender specific authorization shall be attached to the Tender Submission Letter (Form PG3-1). The name and position held by each Person(s) signing the authorization must be typed or printed below the signature. All pages of the original and of each copy of the Tender, except for un-amended printed literature, shall be numbered sequentially and signed by the person signing the Tender.
36.4 Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialled by the Person(s) signing the Tender.
E. Tender Submission
37. Sealing, Marking and Submission of Tender
37.1 Tenderer shall enclose the original in one (1) envelope and all the copies of the Tender, including the alternative , if permitted under ITT Clause 23 in another envelope, duly marking the envelopes as “ORIGINAL (O)” “ALTERNATIVE (A)” (if permitted) and “COPY.” These sealed envelopes will then be enclosed and sealed in one (1) single outer envelope.
37.2 The inner and outer envelopes shall:
(a) be addressed to the Procuring Entity as stated under ITT Sub Clause 38.1;
(b) bear the name of the Tender and the Tender Number as stated under ITT Sub Clause 1.1;
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(c) bear the name and address of the Tenderer;
(d) bear a statement “DO NOT OPEN BEFORE…” the time and date for Tender opening, as stated under ITT Sub Clause 44.1
(e) bear any additional identification marks as specified in the TDS
37.3 Tenderers are solely and entirely responsible for pre-disclosure of Tender information if the envelope(s) are not properly sealed and marked.
37.4 Tenders shall be delivered by hand or by mail, including courier services to location as designated in the ITT Sub Clause 38.1.
37.5 The Procuring Entity will, on request, provide the Tenderer with a receipt showing the date and time when it’s Tender was received.
38. Deadline for Submission of Tenders
38.1 Tenders shall be delivered to the Procuring Entity at the address specified in the TDS and not later than the date and time specified in the TDS.
38.2 The Procuring Entity may, at its discretion, extend the deadline for submission of Tender as stated under ITT Sub Clause 37.1, in which case all rights and obligations of the Procuring Entity and Tenderers previously subject to the deadline will thereafter be subject to the new deadline as extended.
38.3 If submission of Tenders is allowed in more than one location, the date and time, for submission of Tenders for both the primary and the secondary place(s), shall be the “same and not different” as specified in the TDS.
38.4 The Procuring Entity shall ensure that the Tenders received at the secondary place(s) are hand-delivered at the primary place as stated under ITT Sub Clause 38.1, within THREE (3) HOURS after the deadline for submission of Tenders at the secondary place (s), in case of MULTIPLE DROPPING as stated under ITT Sub Clause 38.3, as specified in the TDS.
39. Late Tender 39.1 Any Tender received by the Procuring Entity after the deadline for submission of Tenders as stated under ITT Sub Clause 38.1, shall be declared LATE and returned unopened to the Tenderer.
40. Modification, Substitution or Withdrawal of Tenders
40.1 Tenderers may modify, substitute or withdraw its Tender after it has been submitted by sending a written notice duly signed by the authorised signatory properly sealed, and shall include a copy of the authorisation; provided that such written notice including the affidavit is received by the Procuring Entity prior to the deadline for submission of Tenders as stated under ITT Sub Clause 38.1.
41. Tender Modification
41.1 Tenderers shall not be allowed to retrieve its original Tender, but shall be allowed to submit corresponding modification to
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its original Tender marked as “MODIFICATION”.
42. Tender Substitution
42.1 Tenderers shall not be allowed to retrieve its original Tender, but shall be allowed to submit another Tender marked as “SUBSTITUTION”.
43. Withdrawal of Tender
43.1 Tenderers shall be allowed to withdraw its Tender by a Letter of Withdrawal marked as “WITHDRAWAL”.
F. Tender Opening and Evaluation
44. Tender Opening 44.1 Tenders shall be opened immediately after the deadline for submission of Tenders at the primary place as specified in the TDS but not later than ONE HOUR after expiry of the submission deadline at the same primary place unless otherwise stated under ITT Sub Clause 44.2.
44.2 If submission of Tenders is allowed in more than one location as stated under ITT Sub Clause 38.3 and 38.4, Tenders shall be opened, immediately after receipt of Tenders from all the secondary place(s), at the primary place.
44.3 Persons not associated with the Tender may not be allowed to attend the public opening of Tenders.
44.4 Tenderers’ representatives shall be duly authorized by the Tenderer. Tenderers or their authorised representatives will be allowed to attend and witness the opening of Tenders, and will sign a register evidencing their attendance.
44.5 The authenticity of withdrawal or substitution of, or modifications to original Tender, if any made by a Tenderer in specified manner, shall be examined and verified by the Tender Opening Committee (TOC) based on documents submitted under ITT Sub Clause 40.1.
44.6 Ensuring that only the correct (M), (S), (A),(O) envelopes are opened, details of each Tender will be dealt with as follows:
(a) the Chairperson of the TOC will read aloud each Tender and record in the Tender Opening Sheet (TOS);
(i) the name and address of the Tenderer;
(ii) state if it is a withdrawn, modified, substituted, or original Tender;
(iii) the Tender price;
(iv) any discounts;
(v) any alternatives;
(vi) the presence or absence of any requisite Tender
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Security; and
(vii) such other details as the Procuring Entity, at its discretion, may consider appropriate;
(b) only discounts and alternative read aloud at the Tender opening will be considered in evaluation;
(c) all pages of the original version of the Tender, except for un-amended printed literature, will be initialled by members of the TOC.
44.7 Upon completion of Tender opening, all members of the TOC and the Tenderers or Tenderer’s duly authorised representatives attending the Tender opening shall sign by name, address, designation, the TOS, copies of which shall be issued to the Head of the Procuring Entity or an officer authorised by him or her and also to the members of the Tender Opening Committee and any authorised Consultants and, to the Tenderers immediately
44.8 The omission of a Tenderer’s signature on the record shall not invalidate the contents and effect of the record under ITT Sub-Clause 44.7.
44.9 No Tender will be rejected at the Tender opening stage except the LATE Tenders as stated in the ITT Clause 39.
45. Evaluation of Tenders
45.1 Tenders shall be examined and evaluated only on the basis of the criteria specified in the Tender Document.
45.2 Tender Evaluation Committee (TEC) shall examine, evaluate and compare Tenders that are responsive to the requirements of Tender Documents in order to identify the successful Tenderer.
46. Evaluation process
46.1 TEC may consider a Tender as responsive in the Evaluation, only if it is submitted in compliance with the mandatory requirements set out in the Tender Document. The evaluation process should begin immediately after tender opening following four steps:
(a) Preliminary Examination;
(b) Technical Examinations and Responsiveness;
(c) Financial evaluation and price comparison;
(d) Post-qualification of the lowest evaluated responsive Tenders.
47. Preliminary Examination
47.1 TEC shall examine the Tenders to confirm that all documentation as stated under ITT Clause 21 has been provided, to determine the completeness of each document submitted
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47.2 TEC shall confirm that the following documents and information have been provided in the tender. If any of these documents or information is missing, the offer shall be rejected;
(a) Tender Submission Letter;
(b) Priced Schedule;
(c) Written confirmation authorizing the signatory of the Tender to commit the Tenderer; and
(d) Valid Tender Security.
48. Technical Examinations and Responsiveness
48.1 TEC’s determination of a Tender’s responsiveness is to be based on the contents of the Tender itself without recourse to extrinsic evidence.
48.2 A responsive Tender is one that conforms in all respects to the requirements of the Tender Document without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:
(a) affects in any substantial way the scope, quality, or performance of the Goods and related services specified in the Contract; or
(b) limits in any substantial way, or is inconsistent with the Tender Documents, the Procuring Entity’s rights or the Tenderer’s obligations under the Contract; or
(c) if rectified would unfairly affect the competitive position of other Tenderers presenting responsive tenders.
During the evaluation of Tenders, the following definitions shall apply:
“Deviation” is a departure from the requirements specified in the Tender Document;
“Reservation” is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the Tender Document; and
“Omission” is the failure to submit part or all of the information or documentation required in the Tender Document.
48.3 If a Tender is not responsive to the mandatory requirements set out in the Tender Document, shall not subsequently be made responsive by the Tenderer by correction of the material deviation, reservation, or omission.
48.4 There shall be no requirement as to the minimum number of responsive tenders.
48.5 There shall be no automatic exclusion of Tenders which are above
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or below the official estimate.
48.6 TEC will examine the adequacy and authenticity of the documentary evidence which may follow the order below:
(a) verification of the completeness of the country of origin declaration in the Price Schedule for Goods and related services (Form PG3-4A and 4B) to determine the eligibility of the Goods and related services.
(b) verification and examination of the documentary evidence and completed Specification Submission Sheet (Form PG3-5) to determine the conformity of the Goods and related services.
(c) verification and examination of the documentary evidence that the Tenderer’s qualifications conform to the Tender Document and the Tenderer meets each of the qualification criterion specified in Subsection C, Qualification Criteria.
48.7 Provided that a Tender is responsive, TEC may request that the Tenderer submit the necessary information or documentation, within a reasonable period of time, to rectify nonmaterial nonconformities or omissions in the Tender related to documentation requirements. Such omission shall not be related to any aspect of the rates of the Tender reflected in the completed Price Schedule or any mandatory criteria. Failure of the Tenderer to comply with the request may result in the consideration of its Tender as non-responsive.
48.8 The TEC may regard a Tender as responsive even if it contains;
(a) minor or insignificant deviations which do not meaningfully alter or depart from the technical specifications, characteristics and commercial terms and, conditions or other mandatory requirements set out in the Tender Document; or
(b) errors or oversights, that if corrected, would not alter the key aspects of the Tender,
49. Clarification on Tender
49.1 TEC may ask Tenderers for clarification of their Tenders, in order to facilitate the examination and evaluation of Tenders. The request for clarification by the TEC and the response from the Tenderer shall be in writing, and Tender clarifications which may lead to a change in the substance of the Tender or in any of the key elements of the Tender as stated under ITT Sub Clause 49.2, will neither be sought nor be permitted.
49.2 Change in the Tender price shall not be sought or permitted, except to confirm correction of arithmetical errors discovered by the Procuring Entity in the evaluation of the Tender, as
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sated under ITT Clause 51.
49.3 Any request for clarifications by the TEC shall not be directed towards making an apparently non-responsive Tender responsive and reciprocally the response from the concerned Tenderer shall not be articulated towards any addition, alteration or modification to its Tender.
49.4 If a Tenderer does not provide clarifications of its Tender by the date and time set in the TEC’s written request for clarification, its Tender shall not be considered in the evaluation.
50. Restrictions on the Disclosure of Information
50.1 Following the opening of Tenders until issuance of Notification of Award no Tenderer shall, unless requested to provide clarification to its Tender or unless necessary for submission of a complaint, communicate with the concerned Procuring Entity.
50.2 Tenderers shall not seek to influence in anyway, the examination and evaluation of the Tenders.
50.3 Any effort by a Tenderer to influence a Procuring Entity in its decision concerning the evaluation of Tenders, Contract awards may result in the rejection of its Tender as well as further action in accordance with Section 64 (5) of the Public Procurement Act 2006.
50.4 All clarification requests shall remind Tenderers of the need for confidentiality and that any breach of confidentiality on the part of the Tenderer may result in their Tender being non-responsive.
51. Correction of Arithmetical Errors
51.1 Provided that the Tender is responsive, TEC shall correct arithmetical errors on the following basis:
(a) If there is a discrepancy between the unit price and the line item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line item total shall be corrected, unless in the opinion of the TEC there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted will govern and the unit price will be corrected;
(b) If there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and
(c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.
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51.2 TEC shall correct the arithmetic errors and shall promptly notify the concerned Tenderer(s), if the Tenderer does not accept the correction of arithmetic errors, its Tender shall be rejected.
52. Financial Evaluation
52.1 TEC will evaluate each Tender that has been determined, up to this stage of the evaluation, to be responsive to the requirements set out in the Tender Document.
52.2 To evaluate a Tender, TEC will consider the following:
(a) Tender price for Item(s) or Lot
(b) adjustment for correction of arithmetical errors as stated under ITT Sub Clause 51.2;
(c) adjustment for application of the methodology for determining the equivalent lot value, as stated under ITT Sub Clause 23.8, if any;
(d) adjustment for application of the economic factors, as stated under ITT Sub Clause 52.6, if any;
(e) adjustment in order to take into consideration the unconditional discounts and methodology for application of the discount offered for being awarded more than one lot, as stated under ITT Sub Clauses 24.11 and 24.12, if any.
52.3 Variations, deviations, alternatives and other factors which are in excess of the requirements of the Tender Document or otherwise result in unsolicited benefits for the Procuring Entity will not be taken into account in Tender evaluation
52.4 If so indicated in the ITT Sub Clause 24.3 the TEC may award one or multiple lots to one Tenderer following the methodology specified in ITT Sub Clause 52.5
52.5 To determine the lowest-evaluated lot or combination of lots, the TEC will take into account:
(a) the lowest-evaluated Tender for each item(s) or lot, as applicable.
(b) the resources sufficient to meet the qualifying criteria for the individual lot or aggregate of the qualifying criteria for the multiple lots; and
(c) the price reduction on account of discount per lot or combination of lots and the methodology for application of the discount as offered by the Tenderer in its Tender.
52.6 The Procuring Entity’s evaluation of a Tender may require the consideration of other factors, in addition to the Tender price quoted as stated under ITT Clause 24. The effect of the factors
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selected, if any, shall be expressed in monetary terms to facilitate comparison of Tenders. The factors, methodologies and criteria to be used shall be as specified in TDS. The applicable economic factors, for the purposes of evaluation of Tenders shall be:
(a) adjustment for deviations in the Delivery and Completion Schedule;
(b) cost of major replacement components, mandatory spare parts and service.
52.7 If the winning lot is missing some item(s), as stated under ITT Sub Clause 23.8, comprising twenty(20) percent or less number of items in the lot, the Procuring Entity may procure those missing item(s) from the other responsive Tenderer(s)quoting the lowest price for the missing item(s).
52.8 TEC may recommend to increase the amount of the Performance Security above the amounts as stated under ITT Sub Clause 62.1 but not exceeding twenty-five (25) percent of the Contract Price, if in the opinion of the TEC, it is found that the Tender is significantly below the updated official estimated cost.
53. Assessing the Price of unpriced Items
53.1 If it is so permitted under ITT Clause 24, any Tenderer offered only eighty percent (80%) the items of a lot as stated under ITT Sub-Clause 24.7; the TEC shall calculate the total lot value by adding up the average prices offered by other responsive Tenderers for the missing items to establish the winning lot Tender.
53.2 If the winning lot is missing some items as stated under ITT Sub Clause 53.1, comprising less than twenty percent (20%), the Procuring Entity may procure the missing items from the Tenderer offering the least cost for those remaining items.
54. Price Comparison
54.1 TEC shall compare all responsive Tenders to determine the lowest-evaluated Tender, as stated under ITT Clause 52.
54.2 In the extremely unlikely event that there is a tie for the lowest evaluated price, the Tenderer with the superior past performance with the Procuring Entity shall be selected, whereby factors such as delivery period, quality of Goods delivered, complaints history and performance indicators could be taken into consideration.
54.3 In the event that there is a tie for the lowest price and none of the Tenderers has the record of past performance with the Procuring Entity, then the Tenderer shall be selected, subject to firm confirmation through the Post-qualification process described in ITT Clause 55, after consideration as to whether the quality of Goods that is considered more advantageous by the
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end-users.
54.4 The successful Tenderer as stated under ITT Sub Clauses 53.1, 53.2 and 53.3 shall not be selected through lottery under any circumstances.
55. Negotiation 55.1 No negotiations shall be held during the Tender evaluation or award, with the lowest or any other Tenderer.
56. Post-qualification
56.1 The determination on Post-qualification shall be based upon an examination of the documentary evidence of the Tenderer’s eligibility and qualifications submitted by the Tenderer as stated under ITT Clause 26 and 28, clarifications as stated under ITT Clause 49 and the qualification criteria as stated under ITT Clause 12,13,14 and 15. Factors not included therein shall not be used in the evaluation of the Tenderer’s qualification.
56.2 An affirmative determination shall be a prerequisite for award of the Contract to the Tenderer. A negative determination shall result in rejection of the Tenderer’s tender, in which event the TEC shall proceed to the next lowest evaluated tender to make a similar determination of that Tenderer’s capabilities to perform the Contract satisfactorily, if awarded.
56.3 TEC may verify information contained in the Tender by visiting the premises of the Tenderer as a part of the post qualification process, if practical and appropriate.
57. Procuring Entity’s Right to Accept any or to Reject Any or All Tenders
57.1 The Procuring Entity reserves the right to accept any Tender or to reject any or all the Tenders any time prior to contract award and, to annul the Procurement proceedings with prior approval of the Head of the Procuring Entity, any time prior to the deadline for submission of Tenders following specified procedures, without thereby incurring any liability to Tenderers, or any obligations to inform the Tenderers of the grounds for the Procuring Entity’s action.
58. Rejection of All Tenders
58.1 The Procuring Entity may, in the circumstances as stated under ITT Sub Clause 57.2, reject all Tenders following recommendations from the TEC only after the approval of such recommendations by the Head of the Procuring Entity.
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58.2 All Tenders can be rejected, if -
(a) the price of the lowest evaluated Tender exceeds the official estimated cost, provided the estimate is realistic; or
(b) there is evidence of lack of effective competition; such as non-participation by a number of potential Tenderers; or
(c) the Tenderers are unable to propose completion of the delivery within the stipulated time in its offer, though the stipulated time is reasonable and realistic; or
(d) all Tenders are non-responsive; or
(e) evidence of professional misconduct, affecting seriously the Procurement process, is established pursuant to Rule 127 of the Public Procurement Rules, 2008.
58.3 Notwithstanding anything contained in ITT Sub Clause 57.2 Tenders may not be rejected if the lowest evaluated price is in conformity with the market price.
59. Informing Reasons for Rejection
59.1 Notice of the rejection will be given promptly within seven (7) working days of decision taken by the Procuring Entity to all Tenderers and, the Procuring Entity will, upon receipt of a written request, communicate to any Tenderer the reason(s) for its rejection but is not required to justify those reason(s).
G. Contract Award
60. Award Criteria 60.1 The Procuring Entity shall award the Contract to the Tenderer whose Tender is responsive to the Tender Document and that has been determined to be the lowest evaluated Tender, provided further that the Tenderer is determined to be Post-qualified as stated under ITT Clause 55.
60.2 Tenderers will not be required, as a condition for award, to undertake responsibilities not stipulated in the Tender documents, to change its price, or otherwise to modify its Tender.
61. Procuring Entity’s Right to Vary Quantities
61.1 The Procuring Entity, within the amount approved, reserves the right at the time of Contract Award to increase or decrease the quantity per item of Goods and related Services originally specified in Section 6: Schedule of Requirements, provided this does not exceed the percentage specified in the TDS, and without any change in the unit prices or other terms and conditions of the Tender and the Tender Document.
62. Notification of Award
62.1 Prior to the expiry of the Tender Validity period and within one (1) week of receipt of the approval of the award by the Approving Authority, the Procuring Entity shall issue the Notification of Award (NOA) to the successful Tenderer(s).
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62.2 The NOA, attaching the contract as per the sample (Form PG3-9) to be signed, shall state:
(a) the acceptance of the Tender by the Procuring Entity;
(b) the price at which the contract is awarded;
(c) the amount of the Performance Security and its format;
(d) the date and time within which the Performance Security shall be furnished; and
(e) the date and time within which the contract shall be signed.
62.3 The NOA shall be accepted in writing by the successful Tenderer within seven (7) working days from the date of its issuance.
62.4 In the event, the Tenders were invited for one (1) or more items on an “item-by-item” basis, contract(s) will comprise the corresponding item(s)awarded to the successful Tenderer(s) and, Contract(s) will be signed per each of the successful Tenderer(s),covering the corresponding item(s).
62.5 In the event, the Tenders were invited for a single lot , contract will comprise the corresponding items in the lot awarded to the successful Tenderer and, Contract will be signed with the successful Tenderer of the lot, covering the item(s).
62.6 In the event, the Tenders were invited for a number of lots on a “lot-by-lot” basis, contracts will comprise the corresponding items in a lot awarded to the successful Tenderer(s) and, Contract(s) will be signed per each of the successful Tenderer(s) per lot, covering the corresponding item(s).
62.7 Until a formal contract is signed, the NOA shall constitute a Contract, which shall become binding upon the furnishing of a Performance Security and the signing of the Contract by both parties.
63. Performance Security
63.1 Performance Security shall be provided by the successful Tenderer in BDT currency, of the amount as specified in the TDS.
63.2 The proceeds of the Performance Security shall be payable to the Procuring Entity unconditionally upon first written demand as compensation for Supplier’s failure to complete its obligations under the Contract.
63.3 In the event a Government owned enterprise as stated under ITT Sub Clause 5.10 is the successful Tenderer, there shall be Security Deposit as specified in the TDS, in lieu of the Performance Security, as stated under ITT Sub Clause 62.1.
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64. Form and Time Limit for Furnishing of Performance Security
64.1 The Performance Security shall be in the form of a Bank Draft, Pay Order or an irrevocable unconditional Bank Guarantee in the format (Form PG3-11), without any alteration, issued by any scheduled Bank of Bangladesh acceptable to the Procuring Entity.
64.2 Within fourteen (14) days from the date of receipt of the NOA but not later than the date specified therein, the successful Tenderer shall furnish the Performance Security for the due performance of the Contract in the amount specified under ITT Sub Clause 62.1.
65. Validity of Performance Security
65.1 The Performance Security shall be required to be valid until a date twenty-eight (28) days beyond the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations.
66. Authenticity of Performance Security
66.1 The Procuring Entity shall verify the authenticity of the Performance Security submitted by the successful Tenderer by sending a written request to the branch of the Bank issuing the Pay Order, Bank Draft or irrevocable unconditional Bank Guarantee in specified format.
67. Contract Signing 67.1 At the same time as the Procuring Entity issues the NOA, the Procuring Entity shall send the draft Contract Agreement and all documents forming the Contract to the successful Tenderer(s).
67.2 Within twenty-eight (28) days of the issuance of NOA, the successful Tenderer(s) and the Procuring Entity shall sign the contract.
67.3 Failure of the successful Tenderer(s) to furnish the Performance Security, as stated under ITT Sub Clause 62.1, or sign the Contract, as stated under ITT Sub Clause 66.2, shall constitute sufficient grounds for the annulment of the award and forfeiture of the Tender Security. In that event the Procuring Entity may award the Contract to the next lowest evaluated responsive Tenderer(s), who is determined by the TEC to be qualified to perform the Contract satisfactorily.
68. Publication of Notification of Award of Contract
68.1 The NOA for Contract of Taka one crore and above shall be notified by the Procuring Entity to the Central Procurement Technical Unit within 7(seven) days of its issuance for publication in their website, and that notice shall be kept posted for not less than a month.
68.2 The NOA for Contract below Taka one crore, shall be published by the Procuring Entity on its Notice Board and
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where applicable on the website of the Procuring Entity and that notice shall be kept posted for not less than a month.
69. Debriefing of Tenderers
69.1 Debriefing of Tenderers by the Procuring Entity shall outline the relative status and weakness only of his or her Tender requesting to be informed of the grounds for not accepting the Tender submitted by him or her, without disclosing information about any other Tenderer.
69.2 In the case of debriefing confidentiality of the evaluation process shall be maintained.
70. Adjudicator 70.1 The Procuring Entity proposes the person named in the TDS to be appointed as Adjudicator under the Contract, at an hourly fee and for those reimbursable expenses as specified in the TDS.
71. Right to Complain 71.1 Tenderer has the right to complain in accordance with the Public Procurement Act 2006 and the Public Procurement Rules, 2008.
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Section 2. Tender Data Sheet
Instructions for completing the Tender Data Sheet are provided, as needed, in the notes in italics and under lined mentioned for the relevant ITT clauses.
ITT Clause Amendments of, and Supplements to, Clauses in the Instruction to Tenderers
A. General
ITT 1.1 The Procuring Entity is:
Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
The Name of the Tender is:
“Supply and Installation of Enterprise Resources Planning Tools for Teletalk Bangladesh Limited”
Invitation for Tender No: …………………………….. Tender Lot No: Single Lot
Tender Ref: As mentioned in Tender Invitation Notice
ITT 3.1 The source of public fund is GOB
ITT3.3 The name of the Development Partner is: Not Applicable
ITT5.1 Tenderers from the following countries are not eligible: Israel
ITT 6.1 Goods and related Services from the following counties are not eligible: Israel
B. Tender Document
ITT8.2 The following are authorised agents/offices of the Procuring Entity for the purpose of issuing the Tender Document:
Office of the Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.:+8802-9885635
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ITT 9.1 For clarification of Tender Document purposes only, the Procuring Entity’s address is:
Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.:+8802-9885635
ITT10.1 A Pre- Bid meeting will be held on: as mentioned in Tender Invitation Notice.
C. Qualification Criteria
ITT 14.1(a) The minimum of years of general experience of the Tenderer in the Supply of Goods and related services as Supplier shall be 5 (five) years.
[years counting backward from the date of publication of IFT in the newspaper]
ITT 14.1(b) The minimum specific experience as Supplier in supply of similar Goods of at least 3(three) contracts successfully completed within the last 5 (five) years, each
with a value of at least Tk. 125 lakh.
[years counting backward from the date of publication of IFT in the newspaper]
ITT 14.1(c) The minimum supply and/or production capacity of Goods is/ are:
None
ITT 15.1(a) The minimum amount of liquid assets i.e working capital or credit line(s) of the Tenderer shall be Tk 385.00 Lakh
D. Preparation of Tender
ITT21.1(l) The Tenderer shall submit with its Tender the following additional documents:
1. Tender document purchase receipt.
2. Signed/initialled and stamped in each page of the purchased tender document by the authorised signatory.
3. Technical Documents/Brochures, catalogues etc. of all the proposed equipment.
4. “Schedule of Compliance” stating compliance of all clauses of Section-7 of the Tender Document.
5. Documentary Evidences supporting Liquidity Assets / Working Capital / Credit Lines issued from any Schedule Bank of Bangladesh
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ITT23.1 Alternatives will not be permitted.
ITT24.3
Single Lot
ITT 24.6 Price quoted for each lot shall correspond at least to 100% of the items specified for each lot and correspond at least to 100% of the total lot value:
ITT 24.8 The price for the following particular item must be quoted by the Tenderers
All items as stated in Section 6: Schedule of Requirements must be quoted by the Tenderers.
ITT 28.1(e) The required information regarding claims under litigation shall be current or during the last 1 (one) year.
ITT 28.1(f) Manufacturer’s Authorisation is required only for the following items:
Software for Enterprise Resources Planning Tools
ITT 28.1(h) The required reports on the financial standing, such as profit and loss statements and audited balance sheet: Yes
ITT 29.1 The Tender Validity period shall be 120 days.
ITT 31.1 The amount of the Tender Security shall be TK 10.00 lakh
ITT 31.2 Not Applicable
ITT36.1 In addition to the original, 1(one) copy of the Tender and 1 (one) soft copy (CD) of Priced BoQ part shall be submitted.
E. Submission of Tender
ITT 37.2 The inner and outer envelopes shall bear the following additional identification marks:
Mark “Inner” for Inner Envelop and “Outer” for outer envelop.
On each envelop, bidder shall write at least the Tender Name and Ref. Number with Bidder’s Name & Address.
ITT 38.1 For Tender submission purposes, the Procuring Entity’s address is:
Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II) Project
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House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.: +8802-9885635
The deadline for submission of Tenders is :
Time & Date: As mentioned in the Tender Invitation Notice or in subsequent corrigendum (if any).
ITT 38.3 For Tender submission purposes only, the Procuring Entity’s address is:
Multi dropping is not allowed/not applicable. in case of multiple dropping state below the addresses of the PRIMARY PLACE and SECONDARY PLACES with Time and Date]
The deadline for the submission of Tenders is:
Time & Date:
Attention: :[ state full name with designation of the person]
Address (PRIMARY PLACE ): Not Applicable
[state detail address including floor and room number]
Attention: :[ state full name with designation of the person]
Address (SECONDARY PLACES): Not Applicable
[state detail address including floor and room number]
ITT 38.4 The deadline for hand-delivering of the Tenders at the PRIMARY PLACE from SECONDARY PLACE is:
“Not Applicable”
F. Opening and Evaluation of Tenders
ITT44.1 The Tender opening shall take place at :
Office of the Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.: +8802-9885635
ITT 52.6 The applicable economic factors, for the purposes of evaluation of Tenders shall be: Not Applicable
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G. Award of Contract
ITT61.1 The maximum percentage by which quantities per item may be increased is 15% at the time of Contract Award.
The maximum percentage by which quantities per item may be decreased is 15% at the time of Contract Award.
ITT63.1 The amount of Performance Security shall be ten (10) percent of the Contract Price.
ITT 63.3 The Security Deposit shall be deducted @ ten (10) percent from the successful Tenderer’s payable invoices during Contract implementation, if awarded the Contract.
ITT 70.1 The Adjudicator proposed by the Procuring Entity is President IEB or his nominated member of IEB. The hourly fee shall be as per IEB Rules and the reimbursable expenses shall be limited to the amount to be decided by the concern part of IEB.
The biographical data of the Adjudicator is: Running President of IEB.
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Section 3. General Conditions of Contract
1. Definitions 1.1 In the Conditions of Contract, which include Particular Conditions and these General Conditions, the following words and expressions shall have the meaning hereby assigned to them. Boldface type is used to identify the defined term:
(a) Adjudicator is the expert appointed jointly by the Procuring Entity and the Contractor to resolve disputes in the first instance, as provided for in GCC Sub Clause 42.2.
(b) Completion Schedule means the fulfilment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract;
(c) Contract Agreement means the Agreement entered into between the Procuring Entity and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein;
(d) Contract Documents means the documents listed in the Contract Agreement, including any amendments thereto;
(e) Contract Pricemeans the price stated in the Notification of Award and thereafter as adjusted in accordance with the provisions of the Contract;
(f) Cost means all expenditures reasonably incurred or to be incurred by the Contractor, whether on or off the point of delivery, including overhead, taxes, duties, fees and such other similar levies including corresponding incidental charges and premiums for banking and insurances, as applicable.
(g) Day means calendar days unless otherwise specified as working days;
(h) Delivery means the transfer of ownership of the Goods from the Supplier to the Procuring Entity in accordance with the terms and conditions set forth in the Contract;
(i) Force Majeure means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origins not due to negligence or lack of care on the part of the Contractor; such events may include, but not be limited to, acts of the Government in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes or more as included in GCC Clause 36;
(j) GCC mean the General Conditions of Contract;
(k) Goods means raw materials, products and equipment and
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objects in solid, liquid or gaseous form, electricity, and related Services if the value of such Services does not exceed that of the Goods themselves;
(l) Government means the Government of the People’s Republic of Bangladesh;
(m) Head of the Procuring Entity means the Secretary of a Ministry or a Division, the Head of a Government Department or Directorate; or the Chief Executive; or as applicable, Divisional Commissioner, Deputy Commissioner, Zilla Judge; or by whatever designation called, of a local Government agency, an autonomous or semi-autonomous body or a corporation, or a corporate body established under the Companies Act;
(n) Procuring Entity meansa Entity having administrative and financial powers to undertake Procurement of Goods, Works or Services using public funds, as specified in the PCC;
(o) Related Servicesmeans Services linked to the supply of Goods contracts;
(p) PCC means the Particular Conditions of Contract;
(q) Subcontractormeans any natural person, private or government entity, or a combination of the above, to whom any part of the Goods to be supplied or execution of any part of the Related Services is subcontracted by the Supplier;
(r) Supplier means a Person under contract with a Procuring Entity for the supply of Goods and related services under the Act;
(s) Site means the point(s) of delivery named in the PCC
(t) Writing means communication written by hand or machine duly signed and includes properly authenticated messages by facsimile or electronic mail.
2. Interpretation 2.1 In interpreting the GCC, singular also means plural, male also means female or neuter, and the other way around. Headings in the GCC shall not be deemed part thereof or be taken into consideration in the interpretation or construction thereof or of the Contract. Words have their normal meaning under the English language unless specifically defined.
2.2 Entire Agreement
( The Contract constitutes the entire agreement between the Procuring Entity and the Supplier and supersedes all communications, negotiations and agreements (whether written or oral) of parties with respect thereto made prior to the date of Contract Agreement; except those stated under GCC Sub Clause 7.1(i).
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2.3 Amendment
( No amendment or other variation of the Contract shall be valid unless it is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorised representative of each party thereto.
2.4 Non-waiver
(a) Subject to GCC Sub Clause 2.4(b), no relaxation, forbearance, delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract.
(b) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated, and signed by an authorised representative of the party granting such waiver, and must specify the right and the extent to which it is being waived.
2.5 Severability
If any provision or condition of the Contract is prohibited or rendered invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract.
3. Communications and Notices
3.1 Communications between Parties (notice, request or consent required or permitted to be given or made by one party to the other) pursuant to the Contract shall be in writing to the addresses specified in the PCC.
3.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.
3.3 A Party may change its address for notice hereunder by giving the other Party notice of such change to the address.
4. Governing Law
4.1 The Contract shall be governed by and interpreted in accordance with the laws of the People’s Republic of Bangladesh.
5. Governing Language
5.1 The Contract shall be written in English language. Correspondence and documents relating to the Contract exchanged by the Supplier and the Procuring Entity may be written in English or Bangla language. Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate translation of the relevant passages in English language, in which case, for purposes of interpretation of the Contract, this translation shall govern.
5.2 The Supplier shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
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6. Corrupt, Fraudulent, Collusive, Coercive ( and Obstructive in case of Development Partner) Practices
6.1 The Government and the Development Partner requires that the Procuring Entity as well as the Supplier (including their manufacturers, sub-contractors, agents, personnel, consultants and service providers), shall observe the highest standard of ethics during the implementation of procurement proceedings and the execution of contracts under public funds.
6.2 For the purpose of GCC Sub Clause 6.2 the terms set forth below as follows–
(a) corrupt practice means offering, giving or promising to give, receiving, or soliciting, either directly or indirectly, to any officer or employee of the Procuring Entity or other public or private authority or individual, a gratuity in any form; employment or any other thing or service of value as an inducement with respect to an act or decision or method followed by the Procuring Entity in connection with a Procurement proceeding or contract execution;
(b) fraudulent practice means the misrepresentation or omission of facts in order to influence a decision to be taken in a Procurement proceeding or Contract execution;
(c) collusive practice means a scheme or arrangement between two (2) or more Persons, with or without the knowledge of the Procuring Entity, that is designed to arbitrarily reduce the number of Tenders submitted or fix Tender prices at artificial, noncompetitive levels, thereby denying a Procuring Entity the benefits of competitive price arising from genuine and open competition; or
(d) coercive practice means harming or threatening to harm, directly or indirectly, Persons or their property to influence a decision to be taken in a Procurement proceeding or the execution of a Contract, and this will include creating obstructions in the normal submission process used for Tenders
6.3 Should any corrupt, fraudulent, collusive, coercive practice (or obstructive practice in case of Development Partner) of any kind, in competing for or in executing the Contract, is determined by the Procuring Entity, then the Procuring Entity may, upon giving 14 days’ notice to the Supplier, terminate the Supplier’s employment under the Contract and the provisions of Clause 40 shall apply as if such expulsion had been made under sub-clause 40.1 (Termination for Default).
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6.4 If corrupt, fraudulent, collusive or coercive practices of any kind determined by the Procuring Entity or the Development Partner against the Supplier alleged to have carried out such practices, the Procuring Entity and/or the Development Partner shall;
(a) exclude the Supplier from further participation in the particular Procurement proceeding; or
(b) declare, at its discretion, the Supplier to be ineligible to participate in further Procurement proceedings, either indefinitely or for a specific period of time.
6.5 The Supplier shall be aware of the provisions on corruption, fraudulence, collusion, coercion and of the Public Procurement Act, 2006, the Public Procurement Rules, 2008 and in case of Development Partner financed contract, the Procurement Guidelines of the Development Partner.
6.6 The Supplier (including its manufacturers, sub-contractors, agents, personnel, consultants and service providers) shall permit the Government and/or the Development Partner to inspect the Supplier’s accounts and records and other documents relating to the submission of e-Tender and contract performance, and to have them audited by auditors appointed by the Government and/or the Development Partner, if so required.
7. Documents Forming the Contract and Priority of Documents
7.1 The following documents forming the Contract shall be in the following order of precedence, namely :
(a) The signed Contract Agreement;
(b) The Notification of Award;
(c) The Completed Tender;
(d) Particular Conditions of Contract;
(e) General Conditions of Contract;
(f) Technical Specifications;
(g) Drawings;
(h) Priced Schedule and Schedule of Requirements and ;
(i) Other Documents including correspondences listed in the PCC forming part of the Contract.
8. Scope of Supply
8.1 Subject to the PCC, the Goods and related services to be supplied shall be as specified in Section 6: Schedule of Requirements.
8.2 Unless otherwise stipulated in the Contract, the Scope of Supply shall include all such items not specifically mentioned in the Contract but that can be reasonably inferred from the Contract as being required for attaining delivery and completion of the Goods and
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related services as if such items were expressly mentioned in the Contract Agreement.
9. Assignment 9.1 The Supplier shall not assign his rights or obligations under the Contract, in whole or in part, except with the Procuring Entity’s prior written consent.
10. Eligibility 10.1 The Supplier and its Subcontractor(s) shall have the nationality of a country other than that specified in the PCC.
10.2 All Goods and related services to be supplied under the Contract shall have their origin in the countries except any specified in the PCC.
11. Gratuities / Agency Fees
11.1 No fees, gratuities, rebates, gifts, commissions or other payments, other than those shown in the Tender or the contract, shall be given or received in connection with the procurement process or in the contract execution.
12. Confidential Details
12.1 The Supplier shall not, except for purposes of performing the obligations in this Contract, without the Procuring Entity’s prior written consent, disclose this Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Entity. Any such disclosure shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.
12.2 Any document, other than this Contract itself, enumerated in GCC Clause 12.1 shall remain the property of the Procuring Entity and shall be returned (all copies) to the Procuring Entity on completion of the Supplier’s performance under this Contract if so required by the Procuring Entity.
13. Trade mark, Patent and Intellectual Property Rights
13.1 The Procuring Entity should not be liable for any infringement of intellectual property rights arising from use of the goods procured. In case there are third-party claims of such infringement of patent, trademark, or industrial design rights, the supplier must indemnify and hold the Procuring Entity free and harmless against such claims and shall not be in contravention of Trademark Act, 2009 and Patent and Design Act, 1911.
14. Copyright 14.1 The copyright in all drawings, documents, and other materials containing data and information furnished to the Procuring Entity by the Supplier herein shall remain vested in the Supplier, or, if they are furnished to the Procuring Entity directly or through the Supplier by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party.
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15. Sub contracting
15.1 Any subcontracting arrangements made during contract implementation and not disclosed at the time of the Tendering shall not be allowed.
15.2 Subcontracting of any portion of the Goods shall not relieve the Supplier from any liability or obligations that may arise from its performance.
15.3 Supplier shall retain full responsibility for the contract and can not pass any contractual obligations to the Subcontractor and under no circumstances assignment of the contract to the Subcontractor be allowed.
15.4 Subcontractors shall comply with the provisions of GCC Clause 6 and 10.
16. Supplier’s Responsibilities
16.1 The Supplier shall supply all the Goods and related services specified in the Scope of Supply as stated under GCC Clause 8 and the Delivery and Completion schedule, as stated under GCC Clauses 21 and 23 in conformity with the provisions of the Contract Agreement.
17. Procuring Entity’s Responsibilities
17.1 Whenever the performance of the obligations in this Contract requires that the Supplier obtain permits, approvals and other license from local public authorities, the Procuring Entity may, if so needed by the Supplier, make its best effort to assist the Supplier in complying with such requirements in a timely and expeditious manner. However, the supplier shall bear the costs of such permits and/or licenses.
17.2 The Procuring Entity shall pay the Supplier, in consideration of the provision of Goods and related services, the Contract Price under the provisions of the Contract at the times and manner prescribed in the Contract Agreement.
18. Issue change order, Repeat Orders or Order for Additional Delivery
18.1 The Procuring Entity may at any time order the Supplier through notice in accordance with GCC Clause 3, to make changes within the general scope of the Contract in any one or more of the following:
(a) drawings, designs, or specifications, where goods to be delivered under the Contract are to be specifically manufactured for the Procuring Entity;
(b) the method of packing;
(c) the place(s) of delivery of goods and related services; and
(d) the related services to be provided by the Supplier.
18.2 The Procuring Entity may, in exceptional circumstances, issue Repeat Order or additional delivery where the items already been procured through competitive method of an additional quantity within warranty period provided that prices are still the most advantageous to the Procuring Entity after price verification.
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18.3 The Supplier shall, under no circumstances, proceed to commence the delivery of Goods and related services under GCC Sub Clause 18.1 and 18.2 unless it has been approved by the Approving Authority or authority next higher, as appropriate.
19. Repeat Orders or Order for Additional Delivery
19.1 If any change under GCC Sub Clause 18.1 causes an increase or decrease in the cost of, or the time required for, the Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or in the Delivery and Completion Schedule, or both, as applicable.
20. Packing and Documents
20.1 The Supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the Contract and in accordance with existing industry standards. The packing shall be sufficient to withstand, without limitation, rough handling and exposure to extreme temperatures, salt and precipitation, and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities at all points in transit.
20.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract as stated under GCC Sub Clause 20.1, including additional requirements, if any, specified in the PCC, and in any subsequent instructions ordered by the Procuring Entity.
20.3 The outer packaging must contain a “Packing List” which must reflect the actual contents of the package.
21. Delivery and Documents
21.1 Subject to GCC Clause 18, the delivery of the Goods and completion of the related services shall be in accordance with the Delivery and Completion Schedule specified in the Section 6: Schedule of Requirements. The documents to be furnished by the Supplier shall be specified in the PCC.
22. Acceptance 22.1 Acceptance by the Procuring Entity shall be processed not later than fourteen (14) working days from receipt of the goods at final destination in the form of an Acceptance Certificate, unless any defects in the supply, any damage during transportation or any failure to meet the required performance criteria of the supply are identified and reported to the Supplier as stated under GCC Clause 29 and 30. In such cases the Acceptance Certificate will be issued only for those parts of the contract supplies which are accepted. The Acceptance Certificate for the remaining supplies will only be issued after the Supplier has remedied the defects and/or any non-conformity under GCC Clause 29 and GCC Clause 30.
22.2 Technical Inspection and Acceptance Committee (TIAC), if considered
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appropriate and constituted by the Procuring Entity shall commence the inspection and acceptance process within twenty-four(24) hours from delivery of the goods, and complete the same as soon as practicable.
23. Contract Price 23.1 The Contract Price shall be as specified in the PCC subject to any additions and adjustments thereto or deductions there from, as may be made pursuant to the Contract.
23.2 Prices charged by the Supplier for the Goods delivered and the related services performed under the Contract shall not vary from the price as stated under GCC Sub Clause 23.1, with the exception of any change in price resulting from a Variation Order or Repeat Order or Order for Additional Delivery issued under GCC Clause 18.
24. Transportation 24.1 The Supplier is required under the Contract to transport the Goods to a specified place of destination as specified in Section 6: Schedule of Requirements, defined as the Site, transport to such place of destination, including insurance, other incidental costs, and temporary storage, if any.
25. Terms of Payment
25.1 The Contract Price, including any Advance Payments, if applicable, shall be paid in the manner as specified in the PCC.
25.2 The Supplier’s request for payment shall be made to the Procuring Entity in writing, accompanied by an invoice describing, as appropriate, the Goods delivered and related services performed, and accompanied by the documents as stated under GCC Clause 21 and 22 and upon fulfilment of any other obligations stipulated in the Contract Agreement.
25.3 Payments shall be made promptly by the Procuring Entity, but in no case later than the days indicated in the PCC after submission of an invoice or request for payment by the Supplier, and after the Procuring Entity has accepted it.
25.4 Payments due to the Supplier under this Contract shall be made in Bangladesh Taka (BDT) Currency.
25.5 In the event that the Procuring Entity fails to pay the Supplier any payment by its respective due date or within the period as stated under GCC Sub Clause 25.3, the Procuring Entity shall pay to the Supplier interest on the amount of such delayed payment at the rate specified in the PCC, for the period of delay until payment has been made in full.
26. Insurance 26.1 The Goods supplied under this Contract shall be fully insured by the Supplier against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery until their acceptance by the Procuring Entity.
27. Taxes and 27.1 The Supplier shall be entirely responsible for all applicable taxes, custom
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Duties duties, VAT and other levies imposed or incurred inside or outside Bangladesh.
28. Performance Security
28.1 The Procuring Entity shall notify the Supplier of any claim made against the Bank issuing the Performance Security.
28.2 The Procuring Entity may claim against the security if any of the following events occurs for fourteen (14) days or more.
(a) The Supplier is in breach of the Contract and the Procuring Entity has duly notified him or her ; and
(b) The Supplier has not paid an amount due to the Procuring Entity and the Procuring Entity has duly notified him or her.
28.3 In the event as stated under GCC Sub Clause 28.2, the Supplier is liable to pay compensation under the Contract amounting to the full value of the Performance Security or more, the Procuring Entity may call the full amount of the security.
28.4 If there is no reason to call the security, the security shall be discharged by the Procuring Entity and returned to the Supplier not later than twenty-eight (28) days following the date of Completion of the Supplier’s performance obligations under the Contract and the issuance of the Acceptance Certificateby the Procuring Entity, including any warranty obligations as stated under GCC Clause 31 and, the Procuring Entity shall not make any claim under the security, except for amounts to which the Procuring Entity is entitled under this Contract..
28.5 The security shall only be released after the expiry of the Warranty Period pursuant to GCC Clause 31, provided that the Goods supplied are free from patent and latent defects and all the conditions imposed under the contract have been fully met.
(a) A patent defect, which is one that is apparent to the buyer on normal observation. It is an apparent or obvious defect.
i. For example, a ball pen that does not write is patently defective.
(b) A latent defect, which is one that is not apparent to the buyer by reasonable observation. A latent defect is “hidden” or one that is not immediately determinable.
ii. For example, a ball pen that writes 0.75 km instead of the expected 1.5 km has a latent defect.
28.6 If the Supplier, having been notified, fails to remedy the defect(s) within the period as stated under GCC Sub Clause 31.7, the Procuring Entity may proceed to call upon the security without prejudice to any other rights which the Procuring Entity may have against the Supplier under the Contract and under the applicable law.
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29. Specifications and Standards
29.1 The Goods and related services supplied under this Contract shall conform to the technical specifications and standards mentioned in Section 7, Technical Specification and in Section 8, Drawings, if any.
29.2 If there is no applicable standard, the Goods must conform to the authoritative standards appropriate to the Good’s country of origin. Such standards must be the latest issued by the concerned institution.
29.3 Subject to the GCC Clause 18, the Supplier shall be entitled to disclaim responsibility for any design, data, drawing, specification or other document, or any modification thereof provided or designed by or on behalf of the Procuring Entity, by giving a notice of such disclaimer to the Procuring Entity.
29.4 Wherever references are made in the Contract to codes and standards in accordance with which it shall be executed, the edition or the revised version of such codes and standards shall be those specified in the Technical Specification. During Contract execution, any changes in any such codes and standards shall be applied only after approval by the Procuring Entity and shall be treated under GCC Clause 18.
30. Inspections and Tests
30.1 The Procuring Entity shall have the right to test the Goods to confirm their conformity to the Contract specifications. The PCC and Technical specifications shall specify what tests the Procuring Entity requires and where they are to be conducted. The Supplier shall at its own expense and at no cost to the Procuring Entity, carry out all such tests of the Goods and related services as are specified in the Contract.
30.2 The Supplier shall provide the Procuring Entity with a report of the results of any such test.
30.3 The Procuring Entity may engage external agents for the purpose of conducting inspection of Goods, provided that the Procuring Entity shall bear all of its costs and expenses.
30.4 The Procuring Entity or its designated representative as specified shall be entitled to attend the tests and/or inspections under GCC Clause 30.1, provided that the Procuring Entity shall bear all of its own costs and expenses incurred in connection with such attendance.
30.5 Whenever the Supplier is ready to carry out any such test and inspection, it shall give a reasonable advance notice, including the place and time, to the Procuring Entity. The Supplier shall obtain from any relevant third party or manufacturer any necessary permission or consent to enable the Procuring Entity or its designated representative to attend the test and/or inspection.
30.6 The Procuring Entity may require the Supplier to carry out any test and/or inspection not required by the Contract, but deemed necessary to verify that the characteristics and performance of the Goods comply
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with the technical specifications, codes and standards under the Contract, provided that the Supplier’s reasonable costs and expenses incurred in the carrying out of such test and/or inspection shall be added to the Contract Price. Further, if such test and/or inspection impede the progress of manufacturing and/or the Supplier’s performance of its other obligations under the Contract, due allowance will be made in respect of the Delivery and Completion Schedule and the other obligations so affected.
30.7 The Procuring Entity may reject any Goods or any part thereof that fail to pass any test and/or inspection or do not conform to the specifications. The Supplier shall either rectify or replace such rejected Goods or parts thereof or make alterations necessary to meet the specifications at no cost to the Procuring Entity, and shall repeat the test and/or inspection, at no cost to the Procuring Entity, upon giving a notice under GCC Sub Clause 30.5.
30.8 The Supplier agrees that neither the execution of a test and/or inspection of the Goods or any part thereof, nor the attendance by the Procuring Entity or its representative, nor the issue of any report as stated under GCC Sub Clause 30.2, shall relieve the Supplier from any warranties or other obligations under the Contract.
31. Warranty 31.1 The Supplier warrants that all the Goods supplied under the Contract are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, except when the design and/or material required by the Procuring Entity provides otherwise under GCC Clause 18.
31.2 The Supplier further warrants that all Goods supplied under this Contract shall have no defect, arising from design, materials, or workmanship or from any act or omission of the Supplier that may develop under normal use of the supplied Goods in the conditions prevailing in Bangladesh.
31.3 In order to assure that manufacturing defects shall be corrected by the Supplier, manufacturer, or distributor, as the case may be, a warranty shall be required from the Supplier for a minimum period of three (3) months, in the case of supplies, and one (1) year, in the case of equipment, after performance of the contract or such other period as may be specified in the PCC.
31.4 The Warranty Period of the Supplies shall start from the date of completion of delivery in the form of submission by the Supplier and acceptance by the Procuring Entity, of the Delivery Chalan
31.5 The Warranty Periods may vary among the various items and lots. The warranty for Goods delivered earlier will expire earlier than the succeeding deliveries.
31.6 The Procuring Entity shall promptly notify the Supplier in writing of any claims arising under this warranty.
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31.7 Upon receipt of such notice, the Supplier shall, within the period specified in the PCC, expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Procuring Entity.
32. Extension of Delivery and Completion Schedule
32.1 The Supplier must deliver the Goods or perform the services procured within the period prescribed by the Procuring Entity, as specified in the Contract.
32.2 If at any time during performance of the Contract, the Supplier or its subcontractors should encounter conditions impeding timely delivery of the Goods or completion of Related Services as stated under GCC Clause 21, the Supplier shall promptly notify the Procuring Entity in writing. It must state therein the cause/s and duration of the expected delay. The Procuring Entity shall decide whether and by how much to extend the time. In all cases, the request for extension should be submitted before the lapse of the original delivery date.
32.3 Within twenty-one (21) days of receipt of the Supplier’s notice, the Procuring Entity shall evaluate the situation and may grant time extensions, if based on justifiable grounds, without liquidated damages.
32.4 The Procuring may extend up to twenty percent (20%) of the original contract time, above 20% of the original contract time approval of Head of Procuring Entity (HOPE) or authorized officer shall be required, in which case the extension shall be ratified by the Parties by amendment of the Contract as stated under GCC Clause 41.
32.5 Except in case of Force Majeure, as provided under GCC Clause 36, a delay by the Supplier in the performance of its delivery and completion obligations shall render the Supplier liable to the imposition of Liquidated Damages pursuant to GCC Clause 33, unless an extension of the Delivery and Completion Schedule is agreed upon, pursuant to GCC Clause 32.
33. Liquidated Damages
33.1 Except as provided under GCC Sub Clause 37, if the Supplier fails to complete the delivery of Goods and related services within the Delivery and Completion Schedule specified in the contract or as extended, the Procuring Entity shall, as Liquidated Damages or Delay Damages, deduct from the Contract Price, a sum at the percent-rate per day of delay as specified in the PCC, of the contract value of the undelivered Goods and related services or part thereof delivered after the Delivery and Completion Schedule or as extended. The total amount of Liquidated Damages or Delay Damages shall not exceed the amount specified in the PCC. The Procuring Entity may deduct Liquidated damages from payments due to the Supplier. Payment of Liquidated damages shall not affect the Supplier’s liabilities.
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34. Limitation of Liability
34.1 Except in cases of criminal negligence or will full misconduct,
(a) the Supplier shall not be liable to the Procuring Entity, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Procuring Entity; and
(b) the aggregate liability of the Supplier to the Procuring Entity, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment, or to any obligation of the supplier to indemnify the Procuring Entity with respect to patent infringement.
35. Adjustment for Changes in Legislation
35.1 Unless otherwise specified in the Contract, if after the Contract, any law, regulation, ordinance, order or bylaw having the force of law is enacted, promulgated, abrogated, or changed in Bangladesh (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Delivery Date and/or the Contract Price, then such Delivery Date and/or Contract Price shall be correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the adjustment of Contract Price where applicable, under GCC Clause 23.
36. Force Majeure
36.1 Force Majeure may include, but is not limited to, exceptional events or circumstances of the kind listed below:
(i) war, hostilities (whether war be declared or not), invasion, act of foreign enemies;
(ii) rebellion, terrorism, sabotage by persons other than the Contractor’s Personnel, revolution, insurrection, military or usurped power, or civil war;
(iii) riot, commotion, disorder, strike or lockout by persons other than the Contractor’s Personnel;
(iv) munitions of war, explosive materials, ionising radiation or contamination by radio-activity, except as may be attributable to the Contractor’s use of such munitions, explosives, radiation or radio-activity, and
(v) natural catastrophes such as cyclone, hurricane, typhoon, tsunami, storm surge, floods, earthquake , landslides, fires, epidemics, quarantine restrictions, or volcanic activity;
(vi) freight embargoes;
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(vii) acts of the Government in its sovereign capacity.
36.2 The Head of Procuring Entity decides the existence of a Force Majeure that will be the basis of the issuance of order for suspension of Supply as stated under GCC Sub Clause 39.2.
37. Notice of Force Majeure
37.1 If a Party is or will be prevented from performing its substantial obligations under the Contract by Force Majeure, then it shall give notice within fourteen (14) days after the party became aware, to the other Party of the event or circumstances constituting the Force Majeure and shall specify the obligations, the performance of which is or will be prevented.
37.2 Notwithstanding any other provision of this Clause, Force Majeure shall not apply to obligations of either Party to make payments to the other Party under the Contract.
38. Duty to Minimise Delay
38.1 Each Party shall at all times use all reasonable endeavours to minimise any delay in the performance of the Contract as a result of Force Majeure.
38.2 A Party shall give notice to the other Party when it ceases to be affected by the Force Majeure.
39. Consequences of Force Majeure
39.1 The Supplier shall not be liable for forfeiture of its security, liquidated damages, or termination for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.
39.2 The Procuring Entity may suspend the delivery or contract implementation, wholly or partly, by written order for a certain period of time, as it deems necessary due to Force Majeure as defined in the Contract.
39.3 Delivery shall be made either upon the lifting or the expiration of the suspension order. However, if the Procuring Entity terminates the contract as stated under GCC Clause 40, resumption of delivery cannot be done.
39.4 After receiving notice under GCC Sub Clause 37.1, the Procuring Entity shall proceed to determine these matters under the provisions of the Contract.
40. Termination Termination for Default
40.1 The Procuring Entity, without prejudice to any other remedy for breach of Contract, by giving twenty-eight (28) days written notice of default sent to the Supplier, may terminate the Contract in whole or in part:
i. if the Supplier fails to deliver any or all of the Goods within the period specified in the Contract, or within any extension thereof granted by the Procuring Entity pursuant to GCC Clause 32; or
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ii. if the Supplier fails to perform any other obligation under the
Contract; or
iii. if the Supplier, in the judgement of the Procuring Entity has engaged in corrupt, fraudulent, collusive and coercive practices, as defined in GCC Clause 6, in competing for or in executing the Contract; or
iv. if the deductible amount due to Liquidated Damages reaches its
maximum as stated under GCC Sub Clause 33
40.2 In the event the Procuring Entity terminates the Contract in whole or in part, as stated under GCC Clause 40.1, the Procuring Entity may procure, upon such terms and in such manner as it deems appropriate, Goods or related services similar to those undelivered or not performed, and the Supplier shall be liable to the Procuring Entity for any additional costs for such similar Goods or related services. However, the Supplier shall continue performance of the Contract to the extent not terminated.
Termination for Insolvency
40.3 The Procuring Entity shall terminate this Contract if the Supplier is declared bankrupt or insolvent as determined with finality by a court of competent jurisdiction. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Procuring Entity and/or the Supplier.
Termination for Convenience
40.4 The Procuring Entity, by giving twenty-eight (28) days written notice sent to the Supplier, may terminate this Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that the termination is for the procuring Entity’s convenience, the extent to which performance of the Supplier under the contract is terminated, and the date upon which such termination becomes effective.
40.5 The Goods that have been delivered and/or performed or are ready for delivery or performance within twenty-eight(28) days after the Supplier’s receipt of Notice to Terminate shall be accepted by the Procuring Entity at the contract terms and prices. For Goods not yet performed and/or ready for delivery, the Procuring Entity may elect:
(a) to have any portion delivered and/or performed and paid at the contract terms and prices; and/or
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(b) to cancel the remainder and pay to the Supplier an agreed amount for partially completed and/or performed goods and for materials and parts previously procured by the Supplier.
40.6 The expiration of the Delivery and Completion Schedule, initiation of amicable settlement of disputes, adjudication and arbitral proceedings under the set terms and conditions shall not be deemed a termination of the contract.
41. Amendment to Contract
41.1 The amendment to Contract shall generally include equitable adjustments in original Contract price, Delivery and Completion Schedule and, any other changes acceptable under the conditions of the Contract.
41.2 The Procuring Entity shall amend the Contract, incorporating the changes approved in accordance with the Delegation of Financial Power or sub-delegation thereof and, introduced to the original terms and conditions of the Contract.
42. Settlement of Disputes
42.1 Amicable Settlement:
(a) The Procuring Entity and the Supplier shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.
42.2 Adjudication
(a) If the Supplier /Procuring Entity believe that amicable settlement of dispute is not possible between the two parties, the dispute shall be referred to the Adjudicator within fourteen (14) days of first written correspondence on the matter of disagreement;
(b) The Adjudicator named in the PCC is jointly appointed by the parties. In case of disagreement between the parties, the Appointing Authority designated in the PCC shall appoint the Adjudicator within fourteen (14) days of receipt of a request from either party;
(c) The Adjudicator shall give its decision in writing to both parties within twenty-eight (28) days of a dispute being referred to it;
(d) The Supplier shall make all payments (fees and reimbursable expenses) to the Adjudicator, and the Procuring Entity shall reimburse half of these fees through the regular progress payments;
(e) Should the Adjudicator resign or die, or should the Procuring Entity and the Supplier agree that the Adjudicator is not functioning in accordance with the provisions of the Contract; a new Adjudicator will be jointly appointed by the Procuring Entity and the Supplier. In case of disagreement between the
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Procuring Entity and the Supplier the Adjudicator shall be designated by the Appointing Authority designated in the PCC at the request of either party, within fourteen (14) days of receipt of a request from either Party.
42.3 Arbitration
(a) If the Parties are unable to reach a settlement under GCC Clause 42.1 or 42.2 within twenty-eight (28) days of the first written correspondence on the matter of disagreement, then either Party may give notice to the other party of its intention to commence arbitration in accordance with GCC Sub Clause 42.3(b);
(b) The arbitration shall be conducted in accordance with the Arbitration Act (Act No 1 of 2001) of Bangladesh as at present in force and in the place shown in the PCC.
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Section 4. Particular Conditions of Contract
Instructions for completing the Particular Conditions of Contract are provided, as needed, in the notes in italics mentioned for the relevant GCC clauses.
GCC Clause
Amendments of, and Supplements to, Clauses in the General Conditions of Contract
GCC 1.1(n) The Procuring Entity is
Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.: +8802-9885635
GCC 1.1(s) The point of delivery is: at Teletalk’s selected sites.
GCC 3.1 For notices, the Procuring Entity’s contact details shall be:
Project Director Introduction of 3G Technology and Expansion of 2.5G Network (Phase-II)- Project
House# 39, Road# 116, Gulshan-1, Dhaka-1212.
Telephone: +8802-9851514, Fax No.: +8802-9885635
For notices, the Supplier’s contact details shall be:
Attention:
Address:
Telephone:
Facsimile number:
Electronic mail address:
GCC 7.1(i) Name of such document shall be included during signing of the contract or execution period (if needed)
GCC 8.1 The Scope of Supply shall be defined in Section 6, Schedule of Requirements.
GCC 10 The Supplier or the Subcontractor that is a national of, or registered in, the following countries are not eligible: Israel
Goods and related services to be supplied shall not have their origin in the following countries: Israel
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GCC 20.2 The packing, marking and documentation inside and outside the packages shall be:
The outer packing may be clearly marked on at least as follows:
Name and address of Procuring Entity
Name of the Supplier
Contract Description
Final Destination/Delivery Point
Gross weight
Package number of total number of packages
Brief description of the content
Any special lifting instructions
Any special handling instructions
GCC 21.1 The documents to be furnished by the Supplier shall be as follows:
The documents to be furnished by the Supplier as follows:
a. Copies of Supplier’s invoice showing goods’ description, quantity, unit price, total amount (i.e. as per BoQ format)
b. Delivery Challan
c. Inspection certificate issued by the nominated inspection agency (or Procuring Entity) and/ or the Supplier’s factory inspection report (if any);
d. Certificate of origin.
GCC 23.1 The original Contract price is: [ Amount will be mentioned in the NOA]
GCC 25.1 The method and conditions of payment to be made to the Supplier under this Contract shall be as follows:
1. Payment terms for ERP Solution,
(a) Advance Payment: None
(b) On SRS accepteance
10 (ten) Percent shall be paid against the invoice pursuant to GCC Clause 21 and 22.
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(c) On Delivery and Acceptance:
100 (Hundred) Percent shall be paid against each invoice pursuant to GCC Clause 21 and 22.
2. Payment for the Development of Change Requests
100 (Hundred) Percent shall be paid against each invoice pursuant to GCC Clause 21 and 22.
3. Payment for the Training
100 (Hundred) Percent shall be paid against each invoice pursuant to GCC Clause 21 and 22.
4. Payment for the Annual Maintenance Service
100 (Hundred) Percent shall be paid against each invoice pursuant to GCC Clause 21 and 22.
GCC 25.3 Payments shall be made in no case later than the 28 (twenty eight) days after submission of an invoice or request for payment by the Supplier, and after the Procuring Entity has accepted it.
GCC 25.5 The rate of interest shall be the prevailing rate of interest for commercial borrowing established in the country.
Not Applicable
GCC 30.1 The inspections and tests shall be: As mentioned in Section: 7, Clause-7.1.4
GCC 31.3 The Warranty Period shall be :
06 (Six) Months from the effective date of provisitonal acceptance certificate.
GCC 31.7 The Supplier shall correct any defects covered by the warranty within 30 (Thirty) Days of being notified by the Procuring Entity of the occurrence of such defects.
GCC 33.1
The amount of Liquidated Damages is 0.075 of ONE (1) percent of the contract value of the undelivered Goods or any part thereof delivered after expiry of the Delivery and Completion Schedule or extended Delivery and Completion Schedule, as applicable, per day of delay.
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The maximum amount of Liquidated Damages for the undelivered Goods or any part thereof is 10 (ten) percent of the final Contract Price of the whole of the Goods and related services.
GCC 42.2(b)&(e) The Adjudicator jointly appointed by the Parties is:
Name:
Address:
Tel No:
Fax No:
e-mail address:
In case of disagreement between the parties, the Appointing Authority for the Adjudicator is the President of the Institution of Engineers, Bangladesh (IEB).
GCC 42.3(b) Arbitration shall take place in: Dhaka, Bangladesh.
Section 5. Tender and Contract Forms
Form Title
Tender Forms
PG3 – 1 Tender Submission Letter
PG3 – 2 Tenderer Information Sheet
PG3 -- 3 Subcontractor Information (if applicable)
PG3 –4A Price Schedule for Goods
PG3 –4B Price Schedule for Related Services
PG3 – 5 Specifications Submission and Compliance Sheet
PG3 – 6 Manufacturer’s Authorisation Letter
PG3 – 7 Bank Guarantee for Tender Security(when this option is chosen)
PG3 -- 8 Bank’s Commitment for Line of Credit (when this option is chosen)
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Contract Forms
PG3 – 9 Notification of Award
PG3–109 Contract Agreement
PG3 – 11 Bank Guarantee for Performance Security(when this option is chosen)
PG3 – 12 Bank Guarantee for Advance Payment(if applicable)
Forms PG3-1 to PG3-8 comprises part of the Tender and should be completed as stated in
ITT Clause 21. Forms PG3-9 to PG3-12 comprises part of the Contract as stated in GCC Clause7.
Tender Submission Letter (Form PG3 – 1)
[This letter shall be completed and signed by the Authorized Signatory preferably on the Letter-Head pad of the Tenderer].
To:
[Contact Person]
[Name of Procuring Entity]
[Address of Procuring Entity]
Date:
Invitation for Tender No: IFT No_______________
Tender Package No: Package No___________
Lot No(when applicable) Lot No________________
We, the undersigned, tender to supply in conformity with the Tender Document the following Goods and related services, viz:
In accordance with ITT Clauses 24 and 25, the following price applies to our Tender:
The Tender Price is:
(ITT Sub Clause 24.10 and 25.1)
Tk.__________________________
[in figures]
Taka________________________
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[in words]
The advance payment (when applicable) is:
[insert the amount based on percentage of the Tender Price]
(GCC Sub Clause 25.1)
Tk.__________________________
[in figures]
Taka________________________
[in words]
and we shall accordingly submit an Advance Payment Guarantee in the format shown in Form PG3 - 11.
Mandatory Spare parts Price (when Economic Factor
applicable) is:
(ITT Sub Clause 52.6)
Tk.
[in figures]
Taka
[in words]
In signing this letter, and in submitting our Tender, we also confirm that:
a) our Tender shall be valid for the period stated in the Tender Data Sheet (ITT Sub Clause 29.1) and it shall remain binding upon us and may be accepted at any time before the expiration of that period;
b) a Tender Security is attached in the form of a [Pay Order / Bank Draft / Bank Guarantee] in the amount stated in the Tender Data Sheet (ITT Clause 31) and valid for a period of twenty-eight (28) days beyond the Tender Validity date;
c) if our Tender is accepted, we commit to furnishing a Performance Security in the
amount stated in the Tender Data Sheet (ITT Sub Clause 62.1) in the form stated in Tender Data Sheet (ITT Sub Clause 63.1) and valid for a period of twenty-eight (28) days beyond the date of completion of our performance obligations;
d) we have examined and have no reservations to the Tender Document, issued by you
on [insert date];
including Addendum to Tender Documents No(s) [state numbers], issued in accordance with the Instructions to Tenderers (ITT Clause 11). [insert the number and issuing date of each addendum; or delete this sentence if no Addendum have been issued];
e) we, including as applicable, subcontractor for any part of the contract resulting from
this Tender process, have nationalities from eligible countries, in accordance with ITT Sub Clause 5.1;
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f) we are submitting this Tender as a sole Tenderer
g) we are not a Government owned entity as defined in ITT Sub Clause 5.10 or
we are a Government owned entity, and we meet the requirements of ITT Sub Clause 5.10];
(delete one of the above as appropriate)
h) we, declare that we are not associated, nor have been associated in the past, directly or indirectly, with a consultant or any other entity that has prepared the design, specifications and other documents, in accordance with ITT Sub Clause 5.6;
i) we, including as applicable Subcontractor have not been declared ineligible by the Government of Bangladesh or the Development Partner, under the laws of Bangladesh or official regulations or by an act of compliance with a decision of the United Nations Security Council on charges of engaging in corrupt, fraudulent, collusive, coercive(or obstructive in case of Development Partner)practices, in accordance with ITT Sub Clause 5.9;
j) furthermore, we are aware of ITT Sub Clause 4.2 concerning such practices and pledge
not to indulge in such practices in competing for or in executing the Contract;
k) we intend to subcontract an activity or part of the Supply, in accordance with ITT Sub Clause 16.1 to the following Subcontractor(s);
Nature of the Supply or related service Name and address of Subcontractor
l) we, confirm that we do not have a record of poor performance, such as abandoning the Supply, not properly completing contracts, inordinate delays, or financial failure as stated in ITT Sub Clause 5.8, and that we do not have, or have had, any litigation against us, other than that stated in the Tenderer Information Sheet(Form PG3-2);
m) we are not participating as Tenderers in more than one Tender in this Tendering process. We understand that your written Notification of Award shall become a binding Contract between us, until a formal Contract is prepared and executed;
n) we understand that you reserve the right to accept or reject any Tender, to cancel the
Tender proceedings, or to reject all Tenders, without incurring any liability to Tenderers, in accordance with ITT Clause 57.1.
Signature: [insert signature of authorized representative of the Tenderer]
Name: [insert full name of signatory with National ID]
In the capacity of: [insert designation of signatory]
Duly authorized to sign the Tender for and on behalf of the Tenderer
[If there is more than one (1) signatory add other boxes and sign accordingly].
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 64
Attachment 1: Written confirmation authorizing the above signatory(ies) to commit the Tenderer, in
accordance with ITT Sub-Clause 36.3;
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 65
Tenderer Information Sheet (Form PG3-2)
[The Tenderer shall fill in this Form in accordance with the instructions indicated below. No alterations to its format shall be permitted and no substitutions shall be accepted]
Invitation for Tender No: [ IFT No] Date [Insert date of
Tender Submission] Tender Package No: [Package No] Lot No. (when applicable) [Lot No ]
1. Eligibility Information of the Tenderer [ITT Clauses 5 & 26]
1.1 Tenderer’s Legal Name:
1.2 Tenderer’s legal address in Country of Registration
1.4 Tenderer’s Year of Registration
1.5 Tenderer’s legal status [complete the relevant box]
Proprietorship
Partnership
Limited Liability Concern
Government-owned Enterprise
Others
[please describe, if applicable]
1.6 Tenderer’s Authorized Representative Information
Name
National ID number
Address
Telephone / Fax Numbers
e-mail address
1.7 Litigation [ITT Cause 13]
A. No pending litigation □ [if no pending litigation put Tick Mark in Box]
B. Pending litigation
Year Matter in dispute Value of Pending Claim in Taka
Value of Pending Claim as Percentage of Net Worth
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 66
1.8 Tenderer to attach photocopies of the original documents mentioned aside
[All documents required under ITT Clauses 5 and 26]
The following two information are applicable for National Tenderers
1.9 Tenderer’s Value Added Tax Registration (VAT) Number
1.10 Tenderer’s Tax Identification Number(TIN)
[The foreign Tenderers, in accordance with ITT Sub Clause 5.1, shall provide evidence by a written declaration to that effect to demonstrate that it meets the criterion]
2. Qualification Information of the Tenderer [ITT Clause 28]
2.1 General Experience in the supply of Goods and related services of Tenderer [State years of experience]
2.2 Specific Experience of satisfactory completion of supply of similar Goods
Contract No
Name of Contract
[ insert reference no] of [ insert year]
[insert name]
Award date
Completion date
Total Contract Value
[insert date]
[insert date]
[insert amount]
Procuring Entity’s Name
Address
Tel / Fax
Brief description with justifications of the similarity compared to the Procuring Entity’s requirements
[state justification in support of its similarity compared to the proposed supply]
2.3 Supply and/or production capacity of Goods are:
Year Quantity Type of Goods
2.4 Liquid assets available
No Source of Financing Amount Available
Subcontractor Information (Form PG3-3)
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 67
[This Form should be completed by each Subcontractor, preferably on its Letter-Head Pad]
Invitation for Tender No: [ IFT No]
Tender Package No [Package No]
Lot No. (when applicable) [Lot No]
1. Eligibility Information of the Subcontractor [ITT Clause 5 and 26]
1.1 Nationality of Individual or country of Registration
1.2 Subcontractor’s legal title
1.3 Subcontractor’s registered address
1.4 Subcontractor’s legal status [complete the relevant box]
Proprietorship
Partnership
Limited Liability Concern
Government-owned Enterprise
Other
(please describe)
1.5 Subcontractor’s year of registration
1.6 Subcontractor’s authorised representative details
Name
Address
Telephone / Fax numbers
e-mail address
1.7 Subcontractor to attach copies of the following original documents
All documents to the extent relevant to ITT Clause 5 and 26 in support of its qualifications
The following two information are applicable for national Subcontractors
1.8 Subcontractor’s Value Added Tax Registration (VAT) Number
1.9 Subcontractor’s Tax Identification Number(TIN)
[The foreign Subcontractors , in accordance with ITT Sub Clause 5.1, shall provide evidence by a written
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 68
declaration to that effect to demonstrate that it meets the criterion]
2. Key Activity(ies) for which it is intended to be Subcontracted [ITT Sub Clause 16.1]
2.1 Elements of Activity Brief description of Activity
2.2 List of Similar Contracts in which the proposed Subcontractor had been engaged
Name of Contract and Year of Execution
Value of Contract
Name of Procuring Entity
Contact Person and contact details
Type of Work performed
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 69
Price Schedule for Goods (Form PG3-4A)
Invitation for Tender No: Date:
Tender Package No: Package Description:
“Supply, Installation and Integration of Enterprise Resource Planning Tools for Teletalk Bangladesh Limited”
Tender Lot No: Single Lot Lot Description: N/A
A: PRICE OF GOODS (Including Spare Parts, if any) AND DELIVERY SCHEDULE
1 2 3 4 5 6 7 8
Item No .
Description Of Item
Unit of Measurement
Qty Of units
Required
Unit price
Total price
(col. 4 5)
Point of Delivery as per Schedule of
Requirement
Delivery Period Offered as per Schedule
of Requirement
(Note1) (Note2)
1 Financial Accounting and
Controlling
Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
2 Human Resources and Payroll
Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
3 Purchase Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
4 Inventory Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
5 Sales Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
6 Production Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
7 Project Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
Grand Total Price of Goods In Word:
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 70
Note 1: All unit rates and prices quoted by the Tenderers against each basic item or activity shall include the Tenderer’s profit, overheads, VAT and all other charges including corresponding incidental service charges and premiums for banking and insurances, as applicable and, shall be the delivered price in final destination or at point of delivery and, thus forth the total Tender Price quoted by the Tenderers Note 2: Tenderer will complete these columns as appropriate following the details specified in Section 6: Schedule of Requirements
Signature: [insert signature of authorized representative of the Tenderer]
Name: [insert full name of signatory with National ID]
In the capacity of: [insert designation of signatory]
Duly authorized to sign the Tender for and on behalf of the Tenderer
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 71
Price Schedule for Related Services (Form PG3-4B) Invitation for Tender No: Date:
Tender Package No: Package Description:
Tender Lot No: Lot Description:
B: PRICE OF RELATED SERVICES (Including Incidental services, if any) AND COMPLETION SCHEDULE:
1 2 3 4 5 6 7 8
Item
N .
Description Of Item
Unit of Measurement Qty Of units
Required
Unit price
Total price
(col. 4 5)
Point of Completion as per Schedule of
Requirement
Completion Schedule Offered as per
Schedule of Requirement
(Note1) (Note2)
1 Financial Accounting and Controlling
Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
2 Human Resources and Payroll
Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
3 Purchase Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
4 Inventory Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
5 Sales Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
6 Production Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
7 Project Management Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending at 12th Weeks
8 Development of Change Requests
Man*Day 1000 GCC 1.1(s) During implementation and warranty period
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 72
9 Annual Maintenance Service (beyond the
warranty period)
Year 02 GCC 1.1(s) After warranty period
Total Price of Related Services In Word:
Note 1: All unit rates and prices quoted by the Tenderers against each basic item or activity shall include the Tenderer’s profit, overheads, VAT and all other charges including corresponding incidental service charges and premiums for banking and insurances, as applicable, and shall be the delivered price in final destination or at point of delivery and, thus forth the total Tender Price quoted by the Tenderers.
Note 2: Tenderers will complete these columns as appropriate following the details specified in Section 6: Schedule of Requirements
Signature: [insert signature of authorized representative of the Tenderer]
Name: [insert full name of signatory with National ID]
In the capacity of: [insert designation of signatory]
Duly authorized to sign the Tender for and on behalf of the Tenderer
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 73
Specifications Submission and Compliance Sheet (Form PG3-5)
Invitation for Tender No: Date: Tender Package No: Package
Description: [enter description as specified in Section 6]
Tender Lot No: Lot Description:
[enter description as specified in Section 6]
Item No.
Name of Goods
or Related Service
Country of Origin
Make and Model (when applicable)
Full Technical Specifications and Standards
1 2 3 4 5
FOR GOODS Note 1
FOR RELATED SERVICES
[The Tenderer should complete all the columns as required]
Signature: [insert signature of authorized representative of the Tenderer]
Name: [insert full name of signatory with National ID]
In the capacity of: [insert designation of signatory]
Duly authorized to sign the Tender for and on behalf of the Tenderer
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 74
Manufacturer’s Authorisation Letter (Form PG3 - 6)
[The Tenderer shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of
authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.]
[The Tenderer shall include it in its Tender, if so indicated in the TDS as stated under ITT Sub Clause 27.1 (f)]
Invitation for Tender No:
Date:
Tender Package No:
Tender Lot No(when applicable):
To: [Name and address of Procuring Entity]
WHEREAS We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby authorize [insert complete name of Tenderer] to supply the following Goods, manufactured by us [insert name and or brief description of the Goods]. We hereby extend our full guarantee and warranty as stated under GCC Clause 31 of the General Conditions of Contract, with respect to the Goods offered by the above Tenderer. Signed: [insert signature(s) of authorized representative(s) of the Manufacturer] Name: [insert complete name(s) of authorized representative(s) of the Manufacturer] Address: [insert full address including Fax and e-mail] Title: [insert title] Date: [insert date of signing]
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 75
Bank Guarantee for Tender Security (Form PG3 – 7)
[this is the format for the Tender Security to be issued by a scheduled Bank of Bangladesh as stated under ITT Clause 31 and 32]
Invitation for Tender No:
Date:
Tender Package No:
Tender Lot No: To: [Name and address of Procuring Entity]
TENDER GUARANTEE No: [insert number]
We have been informed that [insert name of Tenderer] (hereinafter called “the Tenderer”) intends to submit to you its Tender dated [insert date of Tender] (hereinafter called “the Tender”) for the supply of [description of goods and related services] under the above Invitation for Tenders (hereinafter called “the IFT”). Furthermore, we understand that, according to your conditions, Tenders must be supported by a Bank Guarantee for Tender Security. At the request of the Tenderer, we [insert name of Bank] hereby irrevocably unconditionally undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Tk [insert amount in figures and in words] upon receipt by us of your first written demand accompanied by a written statement that the Tenderer is in breach of its obligation(s) under the Tender conditions, because the Tenderer:
a. has withdrawn its Tender after opening of Tenders but within the validity of the Tender Security ; or
b. refused to accept the Notification of Award (NOA) within the period as stated under Instructions to Tenderers (ITT) ; or
c. failed to furnish Performance Security within the period as stipulated in the NOA; or d. refused to sign the Contract Agreement by the time specified in the NOA; or e. did not accept the correction of the Tender price following the correction of the arithmetic errors
in accordance with the ITT. This guarantee will expire:
(a) if the Tenderer is the successful Tenderer, upon our receipt of a copies of the contract signed by the Tenderer and the Performance Security issued to you in accordance with the ITT; or
(b) if the Tenderer is not the successful Tenderer, twenty-eight (28) days after the expiration of the
Tenderer’s Tender validity period, being [date of expiration of the Tender validity plus twenty-eight(28) days]
Consequently, we must receive at the above-mentioned office any demand for payment under this guarantee on or before that date.
Signature
Seal
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 76
Letter of Commitment for Bank’s undertaking for Line of Credit (Form PG3-8)
[This is the format for the Credit Line to be issued by any scheduled Bank of Bangladesh in accordance with ITT Clause
28.1(d)]
Invitation for Tender No:
Date:
Tender Package No:
Lot No (when applicable): To: [Name and address of the Procuring Entity]
CREDIT COMMITMENT No: [insert number]
We have been informed that [name of Tenderer] (hereinafter called “the Tenderer”) intends to submit to you its Tender (hereinafter called “the Tender”) for the supply of Goods of [description of Goods and related
services] under the above Invitation for Tenders (hereinafter called “the IFT”). Furthermore, we understand that, according to your conditions, the Tenderer’s Financial Capacity i.e. Liquid Asset must be substantiated by a Letter of Commitment of Bank’s Undertaking for Line of Credit. At the request of, and arrangement with, the Tenderer, we [name and address of the Bank]do hereby agree and undertake that [name and address of the Tenderer] will be provided by us with a revolving line of credit, in case awarded the Contract, for the delivery of Goods and related services viz. [insert name of supply], for an amount not less than BDT[in figure] ( in words) for the sole purpose of the supply of Goods and related services under the above Contract. This Revolving Line of Credit will be maintained by us until issuance of “Acceptance Certificate” by the Procuring Entity. In witness whereof, authorised representative of the Bank has hereunto signed and sealed this Letter of Commitment.
Signature
Signature
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 77
Notification of Award (Form PG3 - 9)
Contract No: Date:
To: [Name of Contractor]
This is to notify you that your Tender dated [insert date] for the supply of Goods and related Services for [name of contract] for the Contract Price of Tk [state amount in figures and in words] as corrected and modified in accordance with the Instructions to Tenderers, has been approved by [name of Procuring Entity]. You are thus requested to take following actions:
i. accept in writing the Notification of Award within seven (7) working days of its issuance pursuant to ITT Sub-Clause 61.3
ii. furnish a Performance Security in the specified format and in the amount of Tk [state amount in figures and words] ,within fourteen (14)days of receipt of this Notification of Award but not later than (specify date), in accordance with ITT Clause 63.2
iii. sign the Contract within twenty-eight (28 )days of issuance of this Notification of Award but not later than (specify date), in accordance with ITT Clause 66.2
You may proceed with the execution of the supply of Goods and related Services only upon completion of the above tasks. You may also please note that this Notification of Award shall constitute the formation of this Contract, which shall become binding upon you.
We attach the draft Contract and all other documents for your perusal and signature.
Signed
Duly authorized to sign for and on behalf of [name of Procuring Entity]
Date:
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 78
Contract Agreement (Form PG3 -10)
THIS AGREEMENT made the [day] day of [month] [year] between [name and address of Procuring Entity] (hereinafter called “the Procuring Entity”) of the one part and [name and address of Supplier] (hereinafter called “the Supplier”) of the other part: WHEREAS the Procuring Entity invited Tenders for certain goods and related services, viz, [brief description of goods and related services] and has accepted a Tender by the Supplier for the supply of those goods and related services in the sum of Taka [Contract Price in figures and in words] (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this Agreement words and expressions shall have the same meanings as are respectively
assigned to them in the General Conditions of Contract hereafter referred to. 2. The following documents forming the Contract shall be in the following order of precedence,
namely :
(a) the signed Form of Contract Agreement; (b) the Notification of Award (c) The completed Tender (d) Particular Conditions of Contract; (e) General Conditions of Contract; (f) Technical Specifications; (g) Drawings; (h) Price Schedules and Schedule of Requirements and; (i) other document including correspondences listed in the PCC forming part of the
Contract 3. In consideration of the payments to be made by the Procuring Entity to the Supplier as
hereinafter mentioned, the Supplier hereby covenants with the Procuring Entity to provide the goods and related services and to remedy any defects therein in conformity in all respects with the provisions of the Contract.
4. The Procuring Entity hereby covenants to pay the Supplier in consideration of the provision of
the goods and related services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of Bangladesh on the day, month and year first written above.
For the Procuring Entity: For the Supplier:
Signature
Print Name
Title
In the presence of
Name
Address
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 79
Bank Guarantee for Performance Security (Form PG3 – 11)
[this is the format for the Performance Security to be issued by a scheduled Bank
of Bangladesh in accordance with ITT Sub Clause 63.1] Contract No:
Date:
To: [Name and address of Procuring Entity]
PERFORMANCE GUARANTEE No: [insert number] We have been informed that [name of supplier] (hereinafter called “the Supplier”) has undertaken, pursuant to Contract No [reference number of Contract] dated [date of Contract] (hereinafter called “the Contract”) for the supply of [description of goods and related services] under the Contract. Furthermore, we understand that, according to your conditions, Contracts must be supported by a performance guarantee. At the request of the Supplier, we [name of bank] hereby irrevocably unconditionally undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Tk [insert amount in figures and in words] upon receipt by us of your first written demand accompanied by a written statement that the Supplier is in breach of its obligation(s) under the Contract conditions, without you needing to prove or show grounds or reasons for your demand of the sum specified therein. This guarantee is valid until [date of validity of guarantee], consequently, we must receive at the above-mentioned office any demand for payment under this guarantee on or before that date. [Signatures of authorized representatives of the bank]
Signature
Seal
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 80
Section 6. Schedule of Requirements
Invitation for Tender No: Date Tender Package No: GD2/2018
Lo No (when applicable):
A. List of Goods and Delivery Schedule
When completing Form PG3-2 the Tenderer shall quote prices and contract delivery dates for each item against each lot and show each Lot separately, as specified in the List of Goods and Delivery Schedule.)
Item No.
Description of Related Services
Unit of Supply
Quantity of Units
Required
Point at which
Services are required
Required Completion
Date for Services
1 2 3 4 5 6
Procuring Entity’s Option for delivery terms is: “Supply, Installation and Integration of Enterprise Resource Planning Tools for Teletalk Bangladesh Limited”
[note 1]
1 Financial Accounting and
Controlling Module 01 GCC 1.1(s) Starting from 4th Weeks and Ending
at 12th Weeks within 3 work
order/PO
2 Human Resources and Payroll Module 01 GCC 1.1(s) Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
3 Purchase Management Module 01 GCC 1.1(s) Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
4 Inventory Management Module 01 GCC 1.1(s) Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
5 Sales Management Module 01 GCC 1.1(s) Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
This Section provides the List of Goods and Delivery Schedule and List of Related Services and Completion Schedule and must be carefully prepared by a Procuring Entity for each object of procurement The Procuring Entity may include the delivery of a limited supply of fast-moving and/or hard-to-find spare parts in this Schedule of Requirement. This is to ensure the continued use or operation of the equipment.
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 81
6 Production Management Module 01 Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
7 Project Management Module 01 Starting from 4th
Weeks and Ending at 12th Weeks within 3 work
order/PO
Note 1: Delivery period starts from the date of contract signing
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 82
B. List of Related Services and Completion Schedule :
Notes on Related Services The Procuring Entity shall clearly specify the Related services/Incidental services, other than inland transportation and other services required to convey the Goods to their final destination, in this Schedule of requirement. In particular, these services may refer to any of the following but not limited to:
(a) performance or supervision of on-site assembly and/or start-up of the supplied Goods;
(b) furnishing of tools required for assembly and/or maintenance of the supplied Goods;
(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied Goods;
(d) performance or supervision or maintenance and/or repair of the supplied Goods, for a period of time as specified, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract; and
(e) training of the Procuring Entity’s personnel, at the Supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied Goods
When completing Form PG3-2 the Tenderer shall quote prices and Completion date for services for each item against each lot
Item No.
Description of Related Services
Unit of Supply
Quantity of Units
Required
Point at which
Services are required
Required Completion
Date for Services
1 2 3 4 5 6
1 Financial Accounting and Controlling
Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
2 Human Resources and Payroll Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
3 Purchase Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
4 Inventory Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 83
5 Sales Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
6 Production Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
7 Project Management Module 1 Dhaka Starting from 4th Weeks and Ending at 12th Weeks within 3 work order/PO
8 Development of Change
Request (CR) (average of 10 man-day)
Nos 100 Dhaka During implementation/warranty peiod
9 Annual Maintenance Service (beyond the warranty period)
Years 2 Dhaka After warranty period
10 Training
In three batches Person 50 Dhaka During
implementation period
Note 1: Delivery period starts from the date of contract signing
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 84
Section 7. Technical Specifications
7.1. GENERAL REQUIREMENTS
The scope of services of the Bidder covers providing database and application servers and development of any standard ERP Product with good credentials in the telecom sector, based on redesigned processes, testing the solution, training the core team and users, data conversion/digitization, migration from existing ERP, post-roll out support with hyper care of twelve months.
Bidder would be required to supply development licenses or limited number of licenses (as agreed with Teletalk Bangladesh Limited during implementation) for the suggested ERP solution during implementation phase. Supply of ERP licenses shall made staggered during implementation phase or as suggested by TELETALK. Ownership of ERP license & any other software during implementation stage, shall be with Bidder till Successful Go Live of the complete Solution, till Such time any cost such upgradation / AMC / damages or any other overhead cost shall be borne with Bidder.
The following table is provided to give a rough understanding of the user base and the type of
departmental users who will be accessing various modules. However the same is only to obtain an initial understanding, and the number of licenses to be purchased at each stage shall be agreed mutually between the Purchaser and the selected Bidder. The benefit from the implementation of this ERP solutions are expected as below
a. Real time integration throughout the whole company b. Deep performance and financial visibility c. Careful management of regulatory compliance risk d. Deployment of new operational and technological models e. Increase in revenues from products and services
7.1.1. ESTIMATED USER LICENSES REQUIREMENT
License Type
Approximate
No of Licenses
Financial Accounting and Controlling
50
Human Resources and Payroll
600
Purchase Management
600
Inventory Management
200
Sales Management
200
Production Management
10
Project Management
30
Note:
a. User shall be defined Multi-module and multi-role based access privilege.
b. Above License Quantity is indicative. c. All the licenses shall be enterprise wide without any limitation to number of users, as per
licensing policy and growth factor defined in Tender Document. d. License quantity shall be ensured through either direct provision in ERP or user management
middleware. However, the user activity log shall be available in ERP’s relevant database.
7.1.2. FUNCTIONAL REQUIREMENTS
The following functional modules are envisaged to be covered in the Commercially Off The Shelf (COTS) ERP Application are:
1. Financial Accounting and Controlling 2. Human Resources and Payroll
3. Purchase Management 4. Inventory Management
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited” 85
5. Sales Management 6. Production Management 7. Project Management
Moreover, the contractor has to ensure smooth integration, for meeting technical requirements as specified in this tender document, with existing peripheral/System such as Online Charging, Billing system, Voucher Systems, Payment Gateways, Dealer Management System (DMS), CRM, and etc. In next phase the ERP will be expanded with the necessary module including Enterprise Asset Management, Quality Management, Customer Management, e-commerce etc.
Bidder should consider 100 developments Change Requests (CR) for average 10 Man-days per CR in addition to functional requirement specifications. The development shall include any forms, enhancement, workflow, conversion programs, interface, apps, report and customization on deployed system in initial level.
7.1.3. GEOGRAPHICAL REQUIREMENTS:
The proposed ERP application is envisaged to be implemented in DHAKA HQ for entire license area of
TELETALK. Bidder would be required to travel few of following areas at all locations below during different implementation phases such as requirement gathering , user training , hand hold users as well as during support phase or as desired by TELETALK.
Geographical Locations are as under:
Zonal Offices
All Divisional HQs including the 5 nos. of district towns
O&M Circles
All Divisional HQs including the 5 nos. of district towns
Customer care center
100
7.2. BUSINESS VOLUMES AND PERFORMANCE REQUIREMENTS
Bidder should consider following response while suggesting solution software as a holistic solution.
Process operations response times (end to end) are required of no less than:
a. 90% of online update transactions of 2 seconds to commit transactions with sub second
screen response times.
b. 90% of online simple query of 3 seconds.
c. 90% of online complex query 4 to 8 seconds. d. Batch operation such as salary generation, accounts compilation, budget, etc. should not be
more than 5 minutes for one sub division (approx. 50- 60 employees in one subdivision)
with peak load.
e. Response time for processing operations defined as the time it takes for the process to
complete from the time it has been requested to run. Peak load is between 10am to 12pm
and 1pm to 3pm, mostly with online transactions and around 50 (to be modified as per
requirement) concurrent users across the entire organization.
7.3. TECHNOLOGICAL REQUIREMENTS
a. Solution that is fully integrated across modules and covers all the functionality as given in the
detailed functional requirements through a single application that has proven integration and has tools to easily deploy the applications.
b. A scalable system that there is enough room for growth to meet the future requirements. To meet the Scalability requirements Horizontal scalability, vertical scalability or a combination of both can be used.
c. Proposed ERP must be based on open-standards approach, similar to Service-oriented
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Architecture (SOA) so that it improves IT productivity and business value at the same time. At the heart of approach to SOA should be the concept of highly integrated Web services, combined with business logic and harmonized semantics that can be accessed and used
repeatedly to enable end-to-end business processes. d. Process integration can be suggested as a part of technology architecture to enable
connectivity and integration between legacy applications, any customized applications and business partner solutions.
e. Solution must be backed by adequate security mechanisms, such as firewall and proxy servers, that need to be in place to protect the network from external threats.
f. The solution must also take care of highest System availability and integrity measures such as
backups, security, data and server redundancy, hardware (provided by Teletalk), architecture, and disaster recover procedures. Some other features are listed as under:
1. ERP shall be deployed on the Teletalk’s existing server virtualization platform (VMWare).
However, bidder shall provide necessary Operating System. 2. ERP Solution should also have Implementation/Support tool, which is integrated
seamlessly and will be used during the implementation life cycle to carry on the critical activities of the project.
3. As a security procedure, only such a tool shall be the window for 24/7 support to resolve product related issue resolution activities by the ERP Vendor.
4. The ERP solution should support various user interface options like Portal, mobile and user friendly forms for offline mode also solution must provide flexibility on Database management and Operating System.
7.4. PROJECT MANAGEMENT METHODOLOGY & TOOLS
a. Bidder must carry out the implementation based on proven methodology as suggested
by respective OEM or any suggest and improvisations needed to address the requirements stated in this Bid document or any tools proposed by the Bidder.
b. Bidder should enlist various tools which they are going to use during implementation
period and cost of using of the any tools shall be borne by the Bidder.
c. Beginning of the implementation of ERP, contractor shall have to prepare Detailed documentation (Software Requirement Specification-SRS) after consulting teletalk’s
responsible officials.
7.4.1. TRAINING STRATEGY
a. Develop a Training Strategy and a detail approach for providing training to the
various categories of users. b. Minimum 50 teletalk relevant officials shall be trained in minimum 3 batches in class room
environment. However, training space will be arranged by Teletalk.
7.4.2. SOLUTION DESIGN STRATEGY
The Solution Design Strategy developed by Bidder should be based on the following:
c. Analyze the current processes and documentation available processes and the FRS.
d. Conduct a standard gap analysis for requirements and map them to features of the ERP to arrive at enterprise level gap analysis report for Customization/ Workarounds /Configuration requirements.
e. Identify process/policy/MIS changes required to be undertaken for implementing the solution and the business case for such changes.
7.4.3. INTERFACE STRATEGY
Develop an Interface Strategy describing interface points between the ERP SOLUTION and the legacy/ new applications. Develop a Data Conversion Strategy describing the data elements that would need to be converted and the process that needs to be followed for the same.
7.4.4. RISK MANAGEMENT
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Risk Management Strategy to identify and categories the project risks along with the risk management process with approach and mitigation plan
7.4.5. DELIVERABLES AND REPORTING
a. Manage the delivery of all deliverables and the activities that go in making of
the deliverables. b. At a minimum, the Bidder will submit a written progress report every week to the TELETALK.
c. Continuously report the exceptions and critical issues that need immediate attention and also detail the proposed time & mechanism to resolve the different category of issues.
d. Update the Project Management & Steering Committee members in the respective meetings
to be held every month. The venue, date and time of the meeting shall be decided mutually. e. Interact with the other entities such as the ERP product vendor. For all practical
purposes, TELETALK may treat the successful Bidder as an agent of all other entities involved. On an aggregate basis, the Bidder will be responsible for successful completion of the ERP SOLUTION Project.
7.4.6. BROAD LEVEL RESPONSIBILITY MATRIX
S. No Activity Primary Responsibility
Secondary Responsibility
1 Study all the business processes and arrive at a list of processes, which would be covered by the ERP Solution implementation.
Formulation of AS- IS Document
Contractor Teletalk
2. Solution Architecture, Process re orientation & To – Be process document
Contractor Contractor
3 Configuration/Customization/Integration with Legacy systems along technical as well functional document
Contractor Contractor
4. User Acceptance Testing / UAT scripts Contractor Contractor
5. Integration testing / Regression Testing Contractor Contractor
6. Core User Training Contractor Contractor
7. End User Training Contractor Contractor
9. Cut Over Strategy Contractor Contractor
10. Data formulation for conversion TELETALK Contractor
11. Data Conversion for TELETALK Contractor TELETALK
12. Support after Go Live Contractor Contractor
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7.4.7. PROJECT DELIVERABLES
Bidder shall be required to adhere to below acceptance of Work Product and deliverables based on responsibility.
PHASE: PROJECT PREPARATION PHASE
1. Project Management
Deliverables Weekly Status reports in Agreed Format
Acceptance Criteria Project Schedule Sign Off by Teletalk.
2. Project Kick Off
Deliverables Minutes of Kick off Meeting
Acceptance Criteria Concurrence with Minutes.
3. Developing Project Plan & Establishing Project Infrastructure
Deliverables Minutes of Kick off Meeting
Acceptance Criteria Concurrence with Minutes.
4. AS-IS & TO- BE Study / Process flow charts/SRS
Deliverables Documentation of AS-IS Process/SRS and validation of the same by the Business Process owners and business function
heads, defining Key Process Indicators for successful project and achievement plan for the same.
Acceptance Criteria Sign-Off from Business function heads
5. Overall Product Presentation
Deliverables Documentation of AS-IS Process and validation of the same by
the Business Process owners and business function heads,
defining Key Process Indicators for successful project and
achievement plan for the same. Acceptance Criteria Sign-Off from Business function heads
PHASE: BUSINESS BLUEPRINTING PHASE – BBP
1. Training
Deliverables Presentation on L2 Training , Training Material , exercises , daily
module specific tests , trainer evaluation. Acceptance Criteria Presence of all Core team member, Champion users and
completion of training as per desired quality (which will
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Depend on rating of the trainer by the core team ).
2. Workshop on ERP Organization structure to give an idea about the ERP Organization
Elements
Deliverables Presentation by Bidder on ERP Org. Structure to Business
function heads, business process owners and Core team
member. Acceptance Criteria Presence of all Business functions heads, business process
owners and core team members.
3. ERP Organization structure Finalization
Deliverables ERP Organization Structure
Acceptance Criteria ERP Organization structure frozen must fulfil the current ERP
organization process / reporting / consolidation requirements as
well must be scalable w.r.t. Future needs
4. To- BE Process (Process Workshop) , Business Blueprinting for all Modules
Deliverables Business Blueprint Document, Process flow charts, Gap
Management, Reporting requirement document. Acceptance Criteria Business blueprint document should fulfil stated current as well
as future business need , must incorporate ERP best practices
,must clearly indicate the gap management and approach to
handle the RICEF (development) requirements of the
organization
5. Top Management Training / Senior Management Workshop
Deliverables Top Management workshop for To – be process Mapped , gaps
and resolution of gaps Acceptance Criteria Attendance and sign off by Top Management
6. Master and Cut Over data collection templates, defining of the data requirements , writing
data extraction
Deliverables Data collection templates, data coding structure document and
approach. Development of data extraction programmes. Data
Migration strategy Acceptance Criteria Must be able to fulfil capturing of all required master/reporting
related data and configurationally data for various business
processes.
6. Master and Cut Over data collection templates, defining of the data requirements ,
writing data extraction
Deliverables Data collection templates, data coding structure document
and approach. Development of data extraction programmers
using suitable tools. Technical refining of master data. Data
Migration
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Strategy Acceptance Criteria Must be able to fulfil capturing of all required master/reporting
related data and configurationally data for various business
processes.
7. Activities on Change Management
Deliverables Workshop on change management at various sites based
on frequency and intervals decided between the 2
project managers, conduct a survey for Teletalk‟s various
offices in divisions, districts and its others offices. Submit a
report to Highlight likely change management issues and
ways of resolving them for Teletalk‟s change management.
8. Establishing Various Test Environments during BBP and realization phase with backup and
disaster recovery management of key servers including production servers.
Deliverables Installation and testing of all related servers as a part of
standard ERP implementation methodology whether based on
ASAP or AIMS client creation (test client to enable testing of
configuration)
Setting for Disaster recovery site, conduction of disaster
recovery tests, documentation of disaster recovery scripts,
formation of disaster recovery teams, preparation of back up
and restoration strategy and ensuring the same successfully.
Getting Products Certifications from Product Vendors. Acceptance Criteria Configuration completion of respective server at each stage and
completion of testing by consultant team before releasing the
server for core team testing.
9. BBP Audit by Experts (Internal Team)
Deliverables BBP Audit report with findings, recommendations and best
practices. Acceptance Criteria Agreement between the Sr. Consultant / Auditors of Bidder
team, Teletalk‟s business function heads, business
process owners and core team.
PHASE: CUSTOMISATION PHASE
1. Baseline Configuration and identification of interfaces to ERP
Deliverables First cut configuration of proposed ERP.
Acceptance Criteria Configuration to have top level reflection of desired functionality
as per fit / gap analysis document.
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2. Final Configuration
Deliverables 95% Completion of Configuration / Customization of all required
Modules in all respects as identified during BBP Phase. 95%
Completion of all development (WRICEF) as identified during
BBP Phase.
Submission of all document such as configuration Document,
technical document, Functional Specification and Technical
Specification.
Acceptance Criteria Desired functionality as per fit/ gap analysis document is
reflected in each module. This will be accepted after final
Configuration Audit prior to the start of Integration testing.
3. Development of Programs , Utilities & Enhancement for Data Migration
Deliverables Development of Programs & Utilities such as (BDC, LSMW ,
BAPIs) , conversion programmes and utilities as per functional
scope.
Test result completion document. Acceptance Criteria Successful Upload testing results during verified by Core Team
during UAT.
UAT Sign off document for Upload Programs.
4. Training on Upload Programs / Utilities
Deliverables Formal Hands on training to all Core users along with end user
upload documents and videos. Acceptance Criteria Ability to Upload records independently by core team members /
data conversion team.
5. Unit Testing , Integration Testing , Regression Testing and User Acceptance Test
Deliverables Unit testing, integration testing & regression testing for
processes of all modules based to mutually agreed test plans/
scenarios which includes negative test plans for developments
as well. Recording of all test results as per agreed test scripts /
scenarios. Acceptance Criteria Successful completion of Unit testing, Integration testing as well
as regression testing based on agreed test scenarios for each
processes / Module independently.
5. System Related Testing
Deliverables Stress Test, Performance test, Failure and Disaster Recovery
test, Back up & Restoration of Data.
Test Scripts based on various scenarios, Acceptance Criteria &
Back up Strategy document. Recording of results for all tests, Acceptance Criteria Successful completion of all tests by System Maintenance team
of Teletalk or by team identified by Teletalk.
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PHASE: ROLL-OUT PHASE
1. Establish Production Environment / Pre Production Environment
Deliverables Readiness ERP system Production System and Pre production
environment (Optional) with all Configuration and
customizations/ Development as Processes
Completion Report on Production Server Readiness. Acceptance Criteria Running Complete Pre Production and Production Server.
2. Data Migration to Pre-Production Client
Deliverables Migration Master and Cut over data by extracting uploaded data
Reports from ERP tables and Standard Reports.
Data of last 5 years must be migrated and validated for HR and
HR Payroll.
Completion report for Pre-Production as well as Production
Environment against all acceptance criteria. Acceptance Criteria Matching of below Values in Pre-Production Client before data
migration to production environment :
Trial Balances, Balance Sheet, Vendor Balances, Customer
balances, Vendor advances, Customer advances, Asset Master
and All data related to employees and as per any other
requirement by Teletalk.
3. End User Training
Deliverables End User Training Plan & Conduction training for all users.
Training module for end user (1 Hard copy for each user.)
Training Videos for end users. Acceptance Criteria Conclusion of training, end user documentation to reflect
Navigation paths.
4. Cut Over Strategy Workshop
Deliverables End User Training Plan & Conduction training for all users.
Training module for end user (1 Hard copy for each user.)
Training Videos for end users. Acceptance Criteria Conclusion of training, end user documentation to reflect
navigation paths.
PHASE: HYPER CARE & GO LIVE
1. Production System Readiness for Go Live Deliverables Check List* for Go-Live and a production ERP system ready for
use from both technical as well functional stand Point.
Acceptance Report
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Acceptance Criteria Availability of Production System.
2. Data Validation and Go Ahead for Go-Live Deliverables Master and Cut Over Data Validation sign off document by
the business functions heads.
Validation of ERP Trial balances , Balance Sheet , Vendor
Balances , Customer balances , Vendor advances , Customer
advances , Asset Master and All data related to employees
and as per any other requirement by Teletalk and sign off on
the Date of Go Live. Acceptance Criteria Verification on the No of records in the system and
qualitative sampling of the record uploaded.
Tallying of ERP Trial balances, Balance Sheet, Vendor
Balances, Customer balances, Vendor advances, Customer
advances, Asset Master and All data related to employees
and as per any other requirement by Teletalk against
legacy system.
*Indicative Check List
Sr. No Parameter Compliance (Yes/No) 1. . To-Be process implemented in system 2. System is ready as per technical requirements 3. System is ready as per functional requirements 4. Data Migration completed 5. Digitization of Data completed 6. Data verification completed 7. All requisite Training provided (Training Chart along with
participants to be checked)
8. All Field issues all resolved 9. All requisite testing and verification completed 10. Help Desk created 11. Manpower for support deployed 12. All software as per agreed deployed in Teletalk Virtualization
Platform (Attached in Annexure: 1).
13. All modules have been verified by respective department and
sign off is in place
14. Pattern of issues reported during hyper care period is
indicating system is stabilize
7.4.8. INFRASTRUCTURE REQUIREMENTS:
a) All software components must be available and deployable on all OS platforms (if not
should to mentioned in Bid available deployments to account for both planned and unplanned downtime. Planned downtime could be due software patching/upgrades or application version or database schema changes. Unplanned downtime could be due to memory corruption, disk failures, server failures or site failures documents)
b) All software components and products should provide out-of-the-box functionality with
minimum customizations or implementation to fulfil the required functionalities for the proposed solution as well as supporting software components.
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c) All software components and products should possess a clear upgrade path for follow-on releases with backward compatibility.
d) All software applications should be web-based and multi-tier applications supporting clustering, load balancing, redundancy, high-availability, scalability, and fail safe operation.
e) All software applications should provide native support of web services and provide appropriate APIs for the purposes of integration as well as functionality extension or enhancements as may be required to fulfill special functionalities. For instance, the API should be standard interface (preferable REST) to all third parties applications, platform such as analytics, Dealer Management, Data Warehouse etc.
f) The architecture should be designed for extensibility and scalability.
g) The infrastructure (database, application servers and web servers) must support
highly scalable. Allow server capacity to be scaled near linearly without making any changes to the data and applications.
7.4.9. PROFILES OF TEAMS
The selected Bidder has to deploy a specialized and trained team for the successful and timely
completion of the Project. It is therefore desirable that the key personnel in the team have the
following Roles and the minimum qualification and work experience are detailed below
a) Program manager
b) Technical Architect
c) Project Manager
d) Change Management Track Lead
e) Functional Track Leads:
f) Technical Track Leads:
g) Consultants
h) DBA
Role Profile
Program Manager 1. Should have program managed at least 10 ERP projects
2. Experience in Public Sector Industry ERP implementation is preferred.
3. Should have good program management skills, relationship management skills and strong leadership qualities.
Project Manager 1. Should have project management experience in implementation/under implementation of the ERP product in CSPs 2. Should have good project management skills, relationship management skills and strong leadership qualities.
3. PMP or equivalent certification is preferred Technical Architect 1. Should have experience in designing and implementing “n” tier architecture
and integrating with the proposed ERP product
2. Should have experience in implementation/under implementation of the ERP
product in CSPs
3. Should have the relevant academic qualifications (e.g. BSc.Engg/FCA/MBA) Change Management
Track Leads 1. Minimum 3 projects as Change Management lead in a large
organization. 2. Minimum 1 project as Change Management lead in an ERP implementation 3. Should have good analytical skill and experience in managing change
emerging from implementing standard ERP product.
Functional Track Leaders
1. Experience in implementation/under implementation of the offered ERP in Power Distribution company is preferred
2. Experience in Bangladeshi localization.
3. The Finance track Leader should have the relevant academic qualifications
(e.g.CA/MBA-Finance/FCMA)
4. Certification by the ERP Product Vendor preferred.
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Technical Track Leads 1. Should have led technology and infrastructure track in the offered ERP Implementation project.
2. Should have the relevant academic qualifications (e.g. BSc.Engg/FCA/MBA/FCMA
3. Certification by the ERP Product Vendor preferred.
Consultants (Functional / Technical
1. Should have ERP implementation (full cycle) experience on the respective module of the offered product suite.
2. It is preferred that the consultant is certified by the ERP product vendor on the respective module.
The bidder shall submit the details of experience with proof as per the format. Teletalk reserves the right to interview the bidder (which has won the BID) team members selected by the bidder as part of the ERP implementation team. On interviewing, if the team member is found unsuitable, then Teletalk would request bidder to replace with another team member with the same profile.
7.5. HYPERCARE SUPPORT
a. Hyper care Support shall be till the completion of 12 Months post successful declaration of Roll-Out for all modules of ERP solution.
b. Bidder shall setup and manage the helpdesk and all provisions during Hypercare support as suggest in this document.
c. During hyper Care Support period bidder to require to depute implementation team at
d. Teletalk so that transition from hyper care support period to three years support period is smooth.
7.6. ANNUAL MAINTENANCE SUPPORT
a. Providing onsite post implementation support for a period of three years after
complete Go- Live for all components of the ERP solution. The support will cover
all user level queries, fixing bugs in application, changes to configuration of application if required, patch updates and providing latest version (upgrades) of application, data base and OS software and retraining as defined above.
b. Bidder shall setup and manage the helpdesk during the entire post go-live support. Setting up support HELPDESK (for all components of the proposed ERP Solution) at Teletalk Data Centre and Disaster Recovery Centre by Bidder to manage post full Go-Live support. Bidder would manage the Helpdesk through-out the contract period. Necessary infrastructure for Helpdesk in terms of Computers, software, Printers and Scanners would be arranged by Bidder. Telephone lines and internet facility for the helpdesk would be provided by Purchaser.
c. Bidder is expected to provide Teletalk with the guidelines in setting up and managing such helpdesk including the processes to be followed in loggingrequest for assistance, assigning requests to specific helpdesk individual, recording resolution and tracking the overall time frame from logging a call to its resolution.
d. Bidder will also provide a description of their teams that would be set up for this purpose along with their roles, job descriptions and profiles of key individuals.
e. Bidder will ensure that three personnel are available at any given point in time on 12X7 basis for helpdesk support at both DC & DR sites, and 2 functional
consultants on 12X6 basis for the on-field support at Jaipur Teletalk to handle day
to day issues.
7.7. DESCRIPTION OF FUNCTIONAL REQUIREMENTS:
a. Detailed functional requirements for the following modules along with other
related reporting and Department linked functionalities have been provided in
Functional Requirements table below.
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Financial Accounting and Controlling Human Resources and Payroll Purchase Management Inventory Management Sales Management
Production Management Project Management
b. The Bidder may please note that the functional requirements mentioned here are for
the purpose of having basis business requirements of proposed ERP modules and not
to construe that this is exhaustive requirements of the ERP modules. It is clarified that
idea behind giving the functional requirements in the TENDER DOCUMENT was to
facilitate the prospective Bidders with the “AS-IS” functions of the TELETALK.
However, the given functional requirements are just indicative. The selected Bidder
as part of the scope of work will have to conduct the “As-IS” study for catering the
actual functional requirements. On the basis of such requirement gathering, the final
system will be designed.
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7.7.1 FINANCIAL ACCOUNTING AND
CONTROLLING MODULE Sr. No
Process Sub- Process Functional Requirement Specifications
A. General
1
Financial
Accounting
Accounting
Multiple books of accounts for various purposes: (No Parallel Books, but involves multiple regulation) 1. Companies Act 1994 2. Cost Accounting 3. Bangladesh tax and VAT laws 4. Applicable accounting standards, rules and regulations as per BFRS/IAS/GAAP
2
Financial
Accounting
Accounting
Structure the General Ledger code block as Company/Entity,
Project Accounts, Cost centres, Activity etc. (Please specify
each of these segments together with their length and order
within the code block.) 3
Financial
Accounting
Accounting
Uniform Chart of Account (COA) structures serving all units with facility to merge accounts for consolidation
4
Financial
Accounting
Accounting
Maintain the account-numbering scheme. The scheme can use alpha characters, numeric characters, or both.
5
Financial
Accounting
Accounting
Maintain Project Accounts, Cost Centres, Business Area, Profit
Centres, and Activities. Data maintained includes Name,
Description, and Valid Account ranges for posting. 6
Financial
Accounting
Accounting
Maintain individual accounts. Data maintained includes Name /
Description, Classification (Assets, Liabilities, Income, Expense,
or Statistical), Status (Active or Inactive), Analysis code(s) (These codes are used to group accounts)
7 Financial Accounting
Accounting Control creation of new account/modifications made to COA
8
Financial
Accounting
Accounting
Import/export facility for COA creation
9
Financial
Accounting
Accounting
Provision to group different accounting groups for reporting purpose depending upon BFRS/IAS/GAAP requirements through drag and drop facility
10
Financial
Accounting
Accounting
Accrual based accounting – Record the liability / receivable
transaction, as also the payment / receipt transaction.
11
Financial
Accounting
Accounting
Provision to maintain multiple General Ledger Calendar. For each financial year, define the start and end dates of each accounting period and the status of the accounting period.
12
Financial
Accounting
Accounting
Provision to change financial year start date and end date
13
Financial
Accounting
Accounting
Closure of financial books:
1. Periodic closing of books without passing entries in main
books 2. Automatic closing and opening entries on closing of books 3.Entries pertaining to a period to be passed in next period (for
closing purposes)
14 Financial
Accounting
Provisional entries (Multiple memorandum books) for periodic closing of books: 1. Transfer of balances from one set of books to a parallel set of
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Accounting books as required by user 2. These entries should not impact the financial books if desired by user 3. Back-dated entries can be made in the memo book maintained for periodic closing 4. Allow change in amount in an authorised voucher in the memo books (e.g. Change in the balance in an account on the basis of which a provision has been made and hence, the provision amount needs to be changed) 5. Auto-reconciliation between different books and MIS Reports Impact on cost centres and profit centres of entries in Memorandum books
15 Financial
Accounting
Accounting Ability to setup an adjustment period.
16
Financial
Accounting
Accounting
Ability to generate provisional accounts statement before final Closing
17
Financial
Accounting
Accounting
Ability to provisional closure of accounts by cost centre, profit centre or any other office separately as defined by the user
18
Financial
Accounting
Accounting
Track postings to the adjustment period separately.
B. Allocation code
1
Cost
Accounting
&
Controlling
Controlling & Allocation
Allocation codes can be used in place of a GL code block value
when entering GL transactions. The allocation code specifies how
the amount entered is to be distributed amongst many GL code
block values.
2
Cost
Accounting
&
Controlling
Controlling &
Allocation
Allocation methods can include fixed amount, percentage-based, percentage value of other account(s), statistical account-based, and formula based (user defined).
3
Cost
Accounting
&
Controlling
Controlling &
Allocation
Perform Allocations to spread amounts in one or more accounts
Across other accounts.
4
Cost
Accounting
&
Controlling
Controlling &
Allocation
Perform Chain Allocations.
5
Cost
Accounting
&
Controlling
Controlling &
Allocation
Perform allocations for reporting purposes without affecting the actual account balances.
C. Currencies
1
Financial
Accounting
Accounting
Maintain multiple currencies
2
Financial
Accounting
Accounting
Several exchange rate types can be defined. For example spot, weighted average or historical.
3
Financial
Accounting
Accounting
Ability to define rules for conversion of foreign exchange transactions and balances
4
Financial
Accounting
Accounting
Maintain exchange rates between each currency used in the
system. 5 Financial
Accounting
Accounting Compute the unrealized gain/loss on foreign currency transactions at user-defined frequencies.
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D. Journal entry/posting Journal Structure
1
Financial
Accounting
Accounting
Each journal contains a journal type, indicating the source of the journal (e.g. from accounts payable, accounts receivable,
general ledger, fixed assets, material management, Payment
Management, etc.). User defined journal types for data imported
from legacy / custom systems.
2 Financial
Accounting
Accounting
In addition to the journal type, an analysis code can be attached to the journal to further describe its purpose.
E. Journal functions
1 Financial
Accounting
Accounting
Define Journal approval hierarchy with respect to various levels, financials, approval authority etc.
2
Financial
Accounting
Accounting
Allow modification of the Journal approval work flow
3
Financial
Accounting
Accounting
Facility to add, delete, modify and void the journals before approval.
4
Financial
Accounting
Accounting
Validation of code block values is done at journal creation time.
The journal cannot be submitted for posting unless a valid
code block value is recorded.
5
Financial
Accounting
Accounting
Notes in the form of text, documents, pictures, web links etc. can
be attached to journals to fully describe the reason for raising the
journal at journal and journal line level.
6 Financial
Accounting
Accounting
Provision to interact with attached document scanner for automatic attachment of invoices or any other document.
7
Financial
Accounting
Accounting
All journals are effective-dated, allowing posting to any open
Financial
Accounting
Accounting
accounting period ( Including Prior and Future periods )
8 Financial Accounting
Accounting
When business transactions occur between companies, the associated journals automatically debit or credit the appropriate inter-company clearing accounts.
F. Types of Journal
1 Cost Accounting & Controlling
Budgetary
Control
Provision for preparation of capital and revenue budgets
2
Cost
Accounting
&
Controlling
Budgetary
Control
Provision for preparation of budget as per cash and accrual
basis
3
Cost
Accounting
&
Controlling
Budgetary
Control
Support bottom-up (input at detail level) and top down budgeting
(budget at high level and then distributed to lower level).
4
Cost
Accounting
&
Controlling
Budgetary
Control
Provision to provide data for preparing budgets based on historical trends and committed obligations.
5
Cost
Accounting
&
Controlling
Budgetary
Control
Provision to prepare the budget based on historical trends,
user inputs or a combination of both
6
Cost
Accounting
&
Budgetary
Control
Support multiple year rolling budget.
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Controlling
7 Cost
Accounting
&
Controlling
Budgetary
Control
Support budget version control (e.g. approved budget and
revised budget).
8
Cost
Accounting
&
Controlling
Budgetary
Control
Control access to budgets for making modifications and inquiries.
9 Cost
Accounting
&
Controlling
Budgetary Control
Budget changes to be input by users to control updating to monitoring database after proper approval.
10
Cost
Accounting
&
Controlling
Budgetary
Control
Ability to Freeze budgets.
11
Cost
Accounting
&
Controlling
Budgetary
Control
Interfacing of budgets from Spreadsheets, legacy systems
12
Cost
Accounting
&
Controlling
Budgetary
Control
Set-up budgetary control as Absolute (Do not allow users to enter transactions exceeding the budgets), Advisory (provide warnings when actual exceed budget) or None (No control against budgets) by account.
13
Cost
Accounting
&
Controlling
Budgetary
Control
Provision should be provided to transfer from one budget account to other based on approval and defined work flow.
14
Cost
Accounting
&
Controlling
Budgetary
Control
Factor in PR, PO and invoice commitments for checking funds
(budget) available.
15
Cost
Accounting
&
Controlling
Budgetary
Control
On-line balances for determining funds (budget)
availability.
16
Cost
Accounting
&
Controlling
Budgetary
Control
Support registering and update of indented, committed or/and actual liability.
17
Cost
Accounting
&
Controlling
Budgetary
Control
Provision to split the overall budget into budgets for headquarters,
zones, circles, divisions and subdivisions; separately for capital and
revenue budgets.
18
Cost
Accounting
&
Controlling
Budgetary
Control
Provision to lock-in budget for loan repayments
(Principal and interest)
G. General Reports
1 Financial Accounting
MIS Reports
Location wise and Expense head wise accounting of expenses
2
Financial Accounting
MIS Reports
Provision to define continuous voucher numbers by voucher type; even if a voucher prepared has not been ultimately authorized
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H. Standard reports 1 Financial MIS Report Standard/Statutory Reports
2 Accounting MIS Report Statement of revenue (division, Business Area, subsidiary companies and consolidated)
3 Financial MIS Report Statement of costs (division, Business Area, subsidiary companies and consolidated)
4 Accounting MIS Report Cash Flow Statement (division, Business Area, subsidiary companies and consolidated)
5 Financial MIS Report Trial balance of general ledger accounts (division, Business Area, subsidiary companies and consolidated)
6 Accounting MIS Report Transaction / journal and account listings
7 Financial MIS Report Cost Centre Reports
8 Accounting MIS Report Activity Reports (division, Business Area, subsidiary companies and consolidated)
9 Financial MIS Report Budget Variance Reports (division, Business Area, subsidiary companies and consolidated)
10 Accounting MIS Report Maintain inception-to-date project transactions history 11 Financial MIS Report Maintain Balances for Period to Date(PTD), Quarter to Date
(QTD), Year to Date(YTD), Project to Date(PJTD) 12 Accounting MIS Report Provide exception report for adjustment entries made in the
current period for prior periods. I. User Defined Reports
1
Financial
Accounting
MIS Report
Financial Position, , Comprehensive Income Statement, Consolidated Profit and Loss Statement, Statement of Cash Flows, Statement of Changes Equity (division, Business Area, subsidiary companies and consolidated)
2
Financial Accounting
MIS Report
Summary for Financial Position /
3
Financial Accounting
MIS Report
MIS, Ratios etc.
4
Financial Accounting
MIS Report
Provide multi-dimensional user reports, e.g. by business unit,
cost centre, and other user defined criteria.
J. Drill Down Reports 1 Financial
Accounting
MIS Report
Enquiry on the master data.
2 Financial
Accounting
MIS Report On-line commitment/expenditure Position Enquiry.
3 Financial
Accounting
MIS Report
Drill down from account balances to the journals.
4 Financial
Accounting
MIS Report
Drill down from the general ledger to the source transaction
5 Financial
Accounting
MIS Report
Drill down of management accounting report items (e.g., staff cost, overheads, etc.) to details.
6 Financial
Accounting
MIS Report
Notes to Financial Position can be created
7 Financial
Accounting
MIS Report
Support data selection based on user requirements, e.g. Current period, Last Period, Same period last year, etc.
8 Financial
Accounting
MIS Report
Ability to export the reports to office automation products, html, CSV format, xls/xlsx, pdf etc.
9 Financial
Accounting
MIS Report
Internal Reporting - Audit Trails, Transaction Listings. Changes to
all master data are recorded by date, time, and user and can be
reported by date range. 10 Financial
Accounting
MIS Report
Listings of GL journals are available by various selection criteria such as account, type, date, and user.
K. Accounts Payable
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1 Financial
Accounting
Accounts Payable
Centralized vendor master facilitating single vendor description and code across the organization i.e., corporate office, Regional offices and any other locations.
2 Financial
Accounting Accounts Payable
Multiple addresses against each vendor
3 Financial
Accounting Accounts Payable
Automatic vendor numbering
4 Financial
Accounting Accounts Payable
Alternate/short name of each vendor
5 Financial
Accounting Accounts Payable
Contact person for each vendor address
6 Financial
Accounting Accounts Payable
Bank account against each vendor (both payment and cheque Payment )
7 Financial
Accounting
Accounts Payable
Vendor classification (multiple parameters required to meet reporting, preferential treatment like waiver of EMD/Bid Security etc. payment prioritization and other needs)
8 Financial
Accounting
Accounts Payable
Tax details required for ensuring compliance with Bangladesh Tax
laws considering both direct & Indirect taxes.
9 Financial
Accounting Accounts Payable
Default currency for invoice/payment
10 Financial
Accounting Accounts Payable
Debarring parties with effective date, with facilities to re-
activate. 11 Financial
Accounting
Accounts
Payable
Limit maintenance / access to vendor master to specific users (With approval for creation, edit, and deletion of vendor)
12 Financial
Accounting Accounts Payable
System control on similar vendor definition
13 Financial
Accounting
Accounts
Payable
Merge / correlate vendor details (e.g. one vendor taking over another vendor). Enabling tracking change of status from a date Invoice Processing
14 Financial
Accounting Accounts Payable
Ability of tracking invoice received not processed/paid
15 Financial
Accounting Accounts Payable
Enter required vendor invoice details manually for matching at material receipt / payment level
16 Financial
Accounting
Accounts Payable
Ability to payment voucher automatically based on predefined
criteria (e.g. running bills, invoices based on receipt of material
etc.) 17 Financial
Accounting Accounts Payable
Interface invoice data from other ERP / non-ERP applications or from vendors
18 Financial
Accounting Accounts Payable
Enter invoices individually or in a batch
19 Financial
Accounting
Accounts Payable
View and match invoice to PO, Receipt in the system at line level
and online acceptance of material by user eliminating need for
physical PO / GRN and User Certificate
20 Financial
Accounting
Accounts Payable
Automatic alert for non-compliance of PO terms (documents, price, delivery date and other conditions of contract)
21 Financial
Accounting Accounts Payable
Automatically place hold on invoices not matched to PO or GRN
for specific vendors 22 Financial
Accounting Accounts Payable
Automatic accounting for invoices based on POs/ GRN by linking to A/c master
23 Financial
Accounting Accounts Payable
Default tax details from vendor master
24 Financial Accounting
Accounts Payable
Calculate / deduct TDS / statutory taxes etc. automatically
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25 Financial Accounting
Accounts Payable
Ability account for Supplementary Taxes/Duties paid on import of
goods 26 Financial
Accounting Accounts Payable
Ability to adjust the inventory balance for BST paid on rejected Goods
27 Financial Accounting
Accounts Payable
Calculate taxes and duties with respect to effective date both prospectively & retrospectively.
28 Financial Accounting
Accounts Payable
Generate TDS certificate and various statutory forms & returns.
29 Financial Accounting
Accounts Payable
Maintain exchange rates centrally, with payment in centralized / Decentralized way.
30 Financial Accounting
Accounts Payable
Manage Year End / Accounting period end GL date to the respective accounting period only
31 Financial Accounting
Accounts
Payable
Calculate pay-by date from invoice date or material receipt date as specified by user / contract.
32 Financial Accounting
Accounts Payable
Automatically apply contract wise rates of tax / freight / handling
charges across multiple invoice lines
33 Financial Accounting
Accounts
Payable
Place invoices on hold and prevent further action like payment etc. at different stages. Generate alert for such event
34 Financial Accounting
Accounts Payable
Workflow enabled invoice approval hierarchy based on user approval limits, item etc. in line with defined approving authority limits.
35 Financial Accounting
Accounts Payable
Approve invoices / payment voucher individually or in a batch
36 Financial Accounting
Accounts Payable
Automatic calculation of discount/price variation as per contractual payment terms
37 Financial Accounting
Accounts Payable
Recording project invoices with details of project code, activity, task etc.
38 Financial Accounting
Accounts Payable
Allocate single invoice expense line to multiple GL Account
39 Financial Accounting
Accounts Payable
Calculate liquidated damages based on delivery period
40 Financial Accounting
Accounts Payable
Facility to store scanned / digitized soft copy of all related
documents along with the Running Account Bills
41 Financial Accounting
Accounts Payable
System generated alerts in case an invoice has remained
unapproved beyond specified time frame
42 Financial Accounting
Accounts Payable
System generated alerts in case the time interval between receiving
an invoice and making payment against it exceeds specified time
frame 43 Financial
Accounting
Accounts Payable
System generated alerts where material has been received against a PO and payment is pending through Bank or pending encashment
44 Financial Accounting
Accounts
Payable
Indicate vendor balances on different accounts before making any
payment. Ability to adjust against different balance before making
any payment. L. Miscellaneous Bills (Travel, Medical etc.)
1 Financial Accounting
Accounts Payable
Approval of certain category of invoices like those for hotel bill,
car hire, newspaper and periodicals, tuition fees, electricity bills
etc. based on individual employee's entitlement and make
recoveries and adjustments based on approval 2 Financial
Accounting
Accounts
Payable
Ability to generate advance for specific purpose and adjust against
the payment. Ability to show advance in personal account and
adjust expenses against the same. 3 Financial
Accounting
Accounts Payable
Ability to generate checklist of items to be checked before approval based on type of payment/expense
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4 Financial Accounting
Accounts Payable
Ability to create master data and link it to payment process (entitlement, calculation) for particular type of expenditure. For example: Hospital master data, medicine master data for medical advance and adjustment; city list for travel expenditure
M. Debit/Credit Memo 1 Financial
Accounting
Accounting
Enter Debit / Credit notes against specific invoice(s) to adjust vendor liability
N. Payments 1 Financial
Accounting Payment
Management Pay each invoice individually in full or in part or pay multiple invoices together for same vendor and manage outstanding balances accordingly by linking payment to invoices.
2 Financial Accounting
Payment Management
Link every payment to invoice(s) and manage outstanding
balances accordingly. 3 Financial
Accounting Payment
Management Showing alert for predefined vendors/POs/WOs before payment
4 Financial Accounting
Payment Management
Ability to have third party payment (Bank attachment
cases, Power of attorney cases) 5 Financial
Accounting Payment
Management System based payment approval hierarchy based on amount, vendor category in line with TELETALK TBL.
6 Financial Accounting
Payment Management
Delegation of Power
7 Financial Accounting
Payment
Management
Ability to appropriate/adjust advance payments against multiple contracts/invoices with flexibility to adjust based on specified percentage or absolute amount
8 Financial Accounting
Payment
Management
Pay advance and link to specific PO to ensure only invoice matched
to that PO can be settled with the advance
9 Financial Accounting
Payment Management
Schedule payments on different dates. Payment through Cheque,
BEFTN and RTGS etc. method 10 Financial
Accounting
Payment
Management
To support payment for emergency/petty purchases against approved Note sheet without following the formal ordering route
11 Financial Accounting
Payment
Management
Ability to handle e-payments to vendors. Subject to the deduction
of payment equal to the amount of total of payment made to his
employees as per minimum Pays & Wages Act. 11 Financial
Accounting
Payment Management
Positive Payment instruction will be ready automically
O. Managing Vendor account 1 Financial
Accounting Vendor
Management Age vendor outstanding balance i.e. balance due to / from vendors
2 Financial Accounting
Vendor Management
Generate vendor account statement to be sent to the vendors
P. Bank Guarantee Monitoring 1 Financial
Accounting
Bank Guarantee
Record bank guarantee details such as custodian, vendor name, project / department code, PO number, BG type, BG validity, BG receipt date, BG confirmation date etc. and link to payments.
2 Financial Accounting
Bank Guarantee
Compare BG details with list of approved Banks
3 Financial Accounting
Bank Guarantee
Link PO / invoice approval to receipt / confirmation of bank guarantee and BG validity.
4 Financial Accounting
Bank
Guarantee
System based monitoring of expiry date of open bank guarantee with automatic alerts reminding of expiry date
5 Financial Accounting
Bank Guarantee
System generated hold on vendor invoices in case bank guarantee
has expired 6 Financial
Accounting Bank
Guarantee Link bank guarantee to specific purchase orders, contracts or Projects
Q. Security Deposits (other than BG) Monitoring
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1 Financial Accounting
Security Deposits
Handle Security Deposits in form of cash, DD, cash warrant etc.
2 Financial Accounting
Security Deposits
Record collection of Deposits from vendors / service providers / customers with linkages with NIT / Contract.
3 Financial Accounting
Security Deposits
Refund / adjustment of deposits with age wise analysis.
4 Financial Accounting
Security Deposits
System generated alerts on deposits not returned / adjusted.
R. Integration 1 Financial
Accounting
Integration
Integration with General Ledger
2 Financial Accounting
Integration
Ability to drill down from an account balance to specific
transaction, whether invoice, debit memo or payment and generate
reports. 3 Financial
Accounting
Integration
Integration/Interface with Pay roll, Direct & Indirect Tax modules, Stores Accounting etc.
S. Cash/Bank Payment 1 Financial
Accounting
Bank
Reconciliation
Integrate bank reconciliation system with the payment and collection recording modules to eliminate any duplicate data entry.
2 Financial Accounting
Bank
Reconciliation
Integrate bank reconciliation system with General Ledger to
consider any bank related journal entries such as those for bank
transfers etc. 3 Financial
Accounting Bank
Reconciliation Up-load bank statements into system in any format for any period.
4 Financial Accounting
Bank Reconciliation
Reconcile bank statement with payments, collections,
adjustments etc. recorded in the system based on the cheque
number or such other reference no. 5 Financial
Accounting Bank
Reconciliation Bank Master Maintenance – maintain list of approved
banks 6 Financial
Accounting Bank
Reconciliation Ability to print Cheques with pre-printed Stationary
7 Financial Accounting
Bank
Reconciliation
Ability to print the vendor name on cheque for payment of
miscellaneous invoice, where vendor records have not been created
8 Financial Accounting
Bank Reconciliation
Ability to print cheque online and perform the following functions:
9 Financial Accounting
Bank Reconciliation
- Define void reasons (used during test print, page overflow and
other user-defined reasons such as printed incorrectly, unusable) -
Determine the next free cheque number and store the allocation of
payment document number to cheque number 10 Financial
Accounting Bank
Reconciliation Support alerts cash balance, if the balance exceeds particular amount.
11 Financial Accounting
Bank Reconciliation
Support alerts if cash payment being prepared/ authorized exceeds particular limit.
12 Financial Accounting
Bank Reconciliation
Ability to maintain denomination wise control over cash balance
13 Financial Accounting
Bank
Reconciliation
Ability to print pay-in-slip(request for bankers' cheque, DD etc.), money receipt, deposit slip, covering letter etc. from system
14 Financial Accounting
Bank Reconciliation
Ability to restrict certain document types in cash/ bank book
T. Cheque Reconciliation Process 1 Financial
Accounting
Bank
Reconciliation
Ability to record details of cheque book issued to TELETALK TBL Officers such as name, designation, location, date of issue, cheque start and end number
2 Financial Accounting
Bank
Ability to maintain a cheque register to record of all cheques deposited into the collection accounts on a daily basis as well as
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Reconciliation paid to all payees 3 Financial
Accounting Bank
Reconciliation
Ability to track used and unused cheque status
4 Financial Accounting
Bank Reconciliation
Ability to print cheque deposit and bank transfer listing
5 Financial Accounting
Bank Reconciliation
Ability to post incoming cheques individually or in batch
6 Financial Accounting
Bank Reconciliation
Ability to provide function to overview cheque deposit processing Status online
7 Financial Accounting
Bank Reconciliation
Ability to :
- record stop payment of cheques
_ enable the matching of multiple receipts in the system with a
single receipt transaction on the bank statement. 8 Financial
Accounting
Bank Reconciliation
Ability to display cheque payment information onscreen based on cheque number or payment document number. The information n includes:- - Details of cheque recipient
- Details of the cheque issuer - Corresponding payment and invoice documents
9 Financial Accounting
Bank
Reconciliation
Ability of the system to maintain cumulative register of cheques and to generate the cheque register print immediately after printing the cheque
10 Financial Accounting
Bank Reconciliation
Ability to provide full audit trails for cancelled cheques
11 Financial Accounting
Bank Reconciliation
Ability to provide access to payment cancellation information
12 Financial Accounting
Bank Reconciliation
based on user defined selection criteria and print report on cancelled cheques
U. Dishonoured Cheque Processing 1 Financial
Accounting
Bank
Reconciliation
Ability to post adjustment into the customer account. E.g., reverse the original payment transaction to reinstate the original debt
2 Financial Accounting
Bank Reconciliation
Ability to import dishonoured cheque details in an electronic media supplied by the bank
3 Financial Accounting
Bank Reconciliation
Ability to trigger a warning if the customer has a dishonoured cheque history
4 Financial Accounting
Bank
Reconciliation
Ability to capture reasons for dishonour of a cheque and maintain customer's payment default history
5 Financial Accounting
Bank Reconciliation
Ability to charge penalty to the customer account based on user defined conditions
6 Financial Accounting
Bank Reconciliation
Ability to re-charge penalty imposed by bank to the customer
account (if any) 7 Financial
Accounting Bank
Reconciliation Ability to reverse payment posting from the general ledger Automatically
V. Forecasting 1 Financial
Accounting
MIS Reports
Forecast expected date of payment to vendors based on
payment terms (linked to PO raised, expected date of delivery,
receipt of invoice etc.) both at unit level and at an organization
level Forecast expected date of collection from customer
based on Periodic forecast of receipts and payments across the
unit/ organization. Ability to prepare forecasted Cash Flow
Statements for user defined age brackets. Ability to prepare Fund/
cash flow statements from revenue, expenditure and capital
budgets. W. Importing Journals
1 Financial Accounting
Accounting
Import journals from non-ERP Applications
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2 Financial Accounting
Accounting
Schedule journal import to run as and when required.
3 Financial Accounting
Accounting
Provision to set rules to check correctness of journals before import.
4 Financial Accounting
Accounting
Facility to make or prevent changes to journals imported from
non-ERP systems/ ERP sub ledgers
X. Costing 1
Cost Accounting
& Controlling
Controlling & Allocation
Able to integrate with the following modules at online basis in
order to monitor and analyse reporting, but should not limited to:
• General Ledger
• Accounts Payable
• Asset Accounting
• Account Receivable
• Material Management
• Inventory Management
• Order and Project Accounting System
• Budget Controlling • Payroll Accounting
2 Cost
Accounting
& Controlling
Controlling & Allocation
Ability to import data from non-ERP systems with manual Adjustment Facility to pool costs and then allocate/ reallocate costs to other cost centres/ across organization based on predefined basis Print various allocation schedules prior to the financial closing of the period
3 Cost
Accounting
& Controlling
Controlling &
Allocation
Support allocation schedules using a percentage distribution to
compute the required allocation of overhead expenses to the various
cost centres 4 Cost
Accounting
& Controlling
Controlling &
Allocation
Rerun cost allocations when the underlying data changes
5 Cost
Accounting
& Controlling
Controlling &
Allocation
Combine the costs for several input sources and allocate in one allocation source through parameters
6 Cost
Accounting
& Controlling
Controlling &
Allocation
Test an allocation procedure prior to scheduling it
7 Cost
Accounting
& Controlling
Controlling &
Allocation
Allocate common costs across departments/ products/ units based on predefined basis.
8 Cost
Accounting
& Controlling
Controlling &
Allocation
To support variance analysis between budget and actual across various periods.
9 Cost
Accounting
& Controlling
Controlling & Allocation
Able to evaluate market segments which can be classified according to services, customers, strategy business units such as core business/ noncore business or any combinations, which respect to TELETALK' s profit or contribution margin
10 Cost
Accounting
& Controlling
Controlling &
Allocation
Able to breakdown service and market-oriented activities to
fundamental cost accounting information, such as identifying which
services or markets have the highest contribution margin. 11 Cost
Accounting &
Controlling
Controlling &
Allocation
Able to provide time-base distribution such as company specific,
time-based distribution, seasonal cycles, sales quantity-dependent
time series, and service-dependent time series
12 Cost Accounting
& Controlling
Controlling &
Allocation
Able to provide time-base distribution such as company specific,
time-based distribution, seasonal cycles, sales quantity-dependent
time series, and service-dependent time series
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13 Cost Accounting
& Controlling
Controlling &
Allocation
Able to transfer data from other systems on line, such as Transfer cost centre costs
Y. Billing / Sales Collection Integration 1
Billing Interoperator, VAS, Corporate Sales and others
Ability to prepare system generated invoice to collect revenue from all the on account sales or Accounts Receivables.
2 Billing
Integration with Finance & Accounts
Ability to integrate with existing Billing Module through touch
point integration.
Z. Loan Management 1
Financial Accounting
Treasury
Ability to maintain the following information in the loans and deposit master, but should not be limited to: • Lender Name
• Agreement date (If any)
• Instalment amount
• Moratorium Period
• Interest rate
• Penal Interest Rate • Repayment Period (e.g., Monthly, Quarterly, Half yearly, Annual) • Loan type (Revenue / Capital)
• Loan Source (Government, Private, Funding Agency etc.)
• Security Details • Other loan details and conditions
2 Financial
Accounting
Treasury
Ability to forecast loan payable (Principal & Interest component) for user defined period with multiple currencies
3 Financial
Accounting
Treasury
Ability to link loan for a specific project
4 Financial
Accounting
Treasury
Ability to calculate and post interest from loan to project/ subproject
5 Financial
Accounting
Treasury
Ability to maintain loan repayment record
6 Financial
Accounting
Treasury
Ability to define principles for capitalization of borrowing cost
7 Financial
Accounting
Treasury
Ability to maintain short, medium and long term loans details
8 Financial
Accounting
Treasury
Ability to schedule and alert for repayment of interest and principal on loans
9 Financial
Accounting
Treasury Ability to initiate fund transfer for repayment of interest and principal on loans
AA. Capital Work in Progress (CWIP)
1 Financial
Accounting Asset
Accounting Ability to define CWIP norms as per TELETALK requirements
2 Financial
Accounting
Asset Accounting
Ability to Maintain CWIP account
3 Financial Accounting
Asset
Accounting
Ability to capture expenditure under "Capital Work-in -
progress" , till completion/commissioning of Asset
4 Financial Accounting
Asset Accounting
Ability to transfer from CWIP to respective Asset Account on completion of work
5 Financial Accounting
Asset Accounting
Ability to Generate Project wise / line item wise CWIP reports
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6 Financial Accounting
Asset Accounting
Ability to maintain Debt / Equity Details of TELETALK
7 Financial Accounting
Asset Accounting
Ability to calculate Financial Ratios
8 Financial Accounting
Asset
Accounting
Ability to calculate Return on Equity (RoE)
AB. Investments 1 Financial
Accounting
Treasury
Ability to maintain details of investment plans by TELETALK
2 Financial Accounting
Treasury
Ability to define short, medium and long-term investments done by TELETALK
3 Financial Accounting
Treasury
Ability to record investment details such as instrument, amount, maturity period, return
4 Financial Accounting
Treasury
Ability to calculate accrued interest and maturity amount on a
periodic basis as per user defined periods 5 Financial
Accounting
Treasury
Ability to generate alert before (user defined period) investment Maturity
6 Financial Accounting
Treasury
Ability to calculate relevant taxes on investments made by TELETALK
AC. Fixed Assets Management 1 Financial
Accounting
Asset Accounting
Centralized definition of fixed asset categories, grouping of fixed asset categories, description, multiple depreciation rates, predefined residual values etc.
2 Financial Accounting
Asset Accounting
Centralized/ decentralized definition of location data structure
3 Financial Accounting
Asset Accounting
Ability to maintain parent -child relationship across asset classes.
4 Financial Accounting
Asset Accounting
Ability to capture insurance details such as date of renewal, amount to be paid etc. for various assets
5 Financial Accounting
Asset Accounting
Ability to alert users on renewal of asset insurance
6 Financial Accounting
Asset
Accounting
Ability to support multiple depreciation rates (under Companies Act, 1994, Income Tax Act, regulations, Insurance requirements etc.) and WDV/ straight line method of depreciation.
AD. Fixed Asset Register 1 Financial
Accounting Asset
Accounting Maintain FA register locally at units with custodian wise identification.
2 Financial Accounting
Asset Accounting
Automatically consolidate FA Register at units into FA Register for the company
3 Financial Accounting
Asset Accounting
Prevent units from entering/updating data in any FA Register other than their own FA Register
4 Financial Accounting
Asset Accounting
Categorize assets based on multiple like division assets, moveable immovable etc.
5 Financial Accounting
Asset Accounting
Maintain parent - child asset relationships
6 Financial Accounting
Asset
Accounting
Ability to differentiate between new asset and value adjustment/ up gradation like capacity expansion.
7 Financial Accounting
Asset Accounting
Record fixed assets with retrospective date placed in service in the past
8 Financial Accounting
Asset Accounting
Record fixed assets with date placed in service in the future
9 Financial Accounting
Asset Accounting
Merge one asset into multiple fixed assets and vice versa into one fixed asset
10 Financial Accounting
Asset Accounting
Provision to rectify errors in recording fixed assets in the same period or in previous periods
11 Financial Accounting
Asset Accounting
Record number of units against each fixed assets e.g. chairs – 10 units
12 Financial Record fixed assets taken on lease, assets on other's property,
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Accounting Asset Accounting
asset under possession but owned by other party
13 Financial Accounting
Asset Accounting
Generate Fixed Assets schedule including any addition or deletion of assets in accordance with the statutory requirement
14 Financial Accounting
Asset
Accounting
Ability to Upload Excel report of asset details.
AE. Retire Fixed Assets 1 Financial
Accounting Asset
Accounting Ability to handle impairment of asset as per accounting standard
2 Financial Accounting
Asset Accounting
Retire entire or part of an existing fixed asset
3 Financial Accounting
Asset Accounting
Record salvage value, sale proceeds, cost of removal etc.
4 Financial Accounting
Asset Accounting
Automatically calculate gain/loss on retirement
5 Financial Accounting
Asset Accounting
Record reason for retirement
6 Financial Accounting
Asset Accounting
Record mode of retirement e.g. sold, scrapped, donated etc.
7 Financial Accounting
Asset Accounting
Re-instate fixed assets incorrectly retired
8 Financial Accounting
Asset
Accounting
Ability to identify assets awaiting disposal
AF. Assignment 1 Financial
Accounting Asset
Accounting Option to assign each fixed asset to one or multiple custodians
2 Financial Accounting
Asset Accounting
Record the physical location of each fixed asset
3 Financial Accounting
Asset Accounting
Generate reports on fixed assets at specific location
4 Financial Accounting
Asset Accounting
Ability to define transfer policy as per user requirement
5 Financial Accounting
Asset
Accounting
Record transfer of fixed assets from unit to unit, one location to another or from one employee to another etc., (Including intercompany)
AG. Insurance 1 Financial
Accounting Asset
Accounting Record insurance details including valuation against each fixed assets or group of assets
2 Financial Accounting
Asset Accounting
Record multiple insurance policy details against individual fixed assets or group of assets
3 Financial Accounting
Asset
Accounting
System generated alerts/ reminders to designated users about
insurance premium payable
AH. Impairment of assets 1 Financial
Accounting Asset
Accounting Ability to account for impairment of assets as per accounting Standards or applicable norms.
2 Financial Accounting
Asset
Accounting
Revalue an existing fixed asset or a group of fixed assets or all
fixed assets belonging to a category or all fixed assets in the fixed
assets register 3 Financial
Accounting Asset
Accounting Ability to account for revaluation of assets in either GL or Memorandum Account.
AI. Reclassify Fixed Assets 1 Financial
Accounting Asset
Accounting Reclassification to automatically update depreciation rates
2 Financial Accounting
Asset Accounting
Ability to reclassify individual fixed asset or a group of fixed assets
3 Financial Accounting
Asset Accounting
Provision to record manufacturer's serial number
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4 Financial Accounting
Asset Accounting
Provision to record bar code number, RFID
5 Financial Accounting
Asset
Accounting
Provision to facilitate physical verification of fixed assets by printing fixed assets reports location- wise, employee-wise, category –wise etc.
6 Financial Accounting
Asset
Accounting
Provision to enter/ electronically upload fixed assets physical
verification data for the system to list out or alert missing fixed
assets or not at recorded location or not with recorded employee 7 Financial
Accounting Ability to Upload and classification of Excel data Sheet regarding
above mentioned particulars. AJ. Accounting of Assets
1 Financial Accounting
Asset
Accounting
Create accounting automatically for fixed assets addition,
depreciation, re categorization, revaluation, retirement, transfers,
impairment etc. 2 Financial
Accounting Asset
Accounting Automatically interface accounting entries to the GL module
3 Financial Accounting
Asset
Accounting
Facilitate drilldown facility from the GL to individual fixed
asset transaction in the fixed asset module
AK. Depreciation 1 Financial
Accounting
Asset Accounting
Support change of useful life and effective rate of depreciation
including statutory provisions for calculation of depreciation for
assets sold, impaired or retired 2 Financial
Accounting Asset
Accounting
Run/ roll back depreciation multiple times
3 Financial Accounting
Asset Accounting
Suspend depreciation on specific or categories of fixed assets for Specified period of time
4 Financial Accounting
Asset Accounting
Maintain depreciation data cost centre wise
5 Financial Accounting
Asset Accounting
Forecast the depreciation and written down value for any user defined periods
6 Financial Accounting
Asset
Accounting
Calculation of depreciation for defined period on existing asset as
well as memorandum entries including allocation of depreciation
for transferred assets between original and transferred locations 7 Financial
Accounting Asset Accounting
Ability to calculate Day wise/Monthly/Yearly depreciation as per
BFRS/IAS/GAAP. AL. Analysis based on actual performance
1 Financial Accounting
MIS Reports
Should provide analysis across any Teletalk, Circle, Division, Sub-
Division. 2 Financial
Accounting
MIS Report
It should be possible to drill-down from the statement to the original transactions
3 Financial Accounting
MIS Report
The system should provide for generating a "Capital Employed"
statement by Teletalk , Circle , Division 4 Financial
Accounting
MIS Report The items in the "Capital Employed" statement could either be directly or indirectly attributable to all levels
5 Financial Accounting
MIS Report
Ability to project balance sheet for multiple years based on past data and perform sensitivity analysis
6 Financial Accounting
MIS Report
The system should generate trial balance for any of the units Circle, Division etc.
7 Financial Accounting
MIS Report
Consolidation hierarchy
8 Financial Accounting
MIS Report
The system must allow consolidation of trial balances as per the hierarchy of the units and any point of time
9 Financial Accounting
MIS Report
The system must be able to consolidate trial balances as per hierarchy of units
10 Financial Accounting
MIS Report
The system must be able to maintain during the year and
progressive totals for each of the account heads as required in
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the cash and adjustment trial balance 11 Financial
Accounting
MIS Report The system should be able to generate comparison reports across two or more comparable units within the Teletalk
12 Financial Accounting
MIS Report
These comparisons could be for example between two or more units in the same circle, between two or more circles etc.
13 Financial Accounting
MIS Report
Computation of Working Capital to be made by the system based on user defined parameters
14 Financial Accounting
MIS Report
Balance sheet, Income Statement & Cash flow
15 Financial Accounting
MIS Report
Statement as part of standard reports
16 Financial Accounting
MIS Report
Flexible filtering mechanism to process the reports
17 Financial Accounting
MIS Report
Allow an unlimited number of financial reports for balance sheet,
income statement, supporting schedule, cash flow and other
specific account analysis. 18 Financial
Accounting
MIS Report
Allow the user to specify account for inclusion by:
• Natural account number
• Profit centre / cost centre
• Range of account numbers
• Range of account numbers with specified exceptions 19 Financial
Accounting
MIS Report
Facility to export reports to external spreadsheet applications and / or word processing software belonging to • Microsoft Office Suite • Lotus SmartSuite/ Open Office Suite
20 Financial Accounting
MIS Report
Tax Audit Annexure s
21 Financial Accounting
MIS Report DAF Fund
• Details of Gratuity Paid during the Year
• Details of Prior Period expenditure and
Income
• Reports for Accounts • Trial balance as on date RO/HO wise, detailed/summary - Trial Balance for 2 different dates
• General ledger
• Note for pad (BDT/TK Crore/Tk. lakhs) monthly/quarterly/yearly.
• Dr./Cr summery Report
• Region-wise/ office wise A/c balances • Department-wise report generation - Income as well as expenditure • Balance confirmation statement
• A/c head wise analysis between two dates
• Multiple a/c head wise analysis for multiple dept. • User wise voucher/A/c head wise reports/transaction reports • List of transactions for a range of amount for a range of Date
Bank reconciliation report for Bank a/c
• Voucher listing/Printing
• List of advices
• Cash position statement
• Cheque issue/deposit register
• Inflow/Outflow from RO/Depts./HO
• Fund Flow Statement
• Cash Flow report to be generated.
• Closing Statements
• Balance sheet (Tk Tk Crore/Tk lakhs) • For multiple periods and should be according to the BFRS/
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GAAP & IAS (a) • Profit & Loss (Tk /Tk Crore/Tk lakhs) - Schedules and sub-
schedules
• Regional Office-wise Income-Exp/profit & loss 22 Financial
Accounting
MIS Report
• Regional Office-wise Balance sheet
23 Financial Accounting
MIS Report
• HO/ Subsidiaries/ Combining All, some items have to be written off.
24 Financial Accounting
MIS Report
• Details of special funds, provision and write off • Consolidated sheet / P & L by putting associated/subsidiary co. balance sheet in software. • Investment details / valuations (by putting rates) • Estimated amount of contracts to be executed on capital A/c.
25 Financial Accounting
MIS Report Total contingent liability as on date.
26 Financial Accounting
MIS Report
•MIS Reports
27 Financial Accounting
MIS Report
• Controllable Expenditure Statement (analytical) • Ratio analysis viz. Establishment Expenditure to total Expenditure, Est. exp. to gross income, profit per share,
28 Financial Accounting
MIS Report
• Interest Exp. to total Exp. etc.
29 Financial Accounting
MIS Report
• Interest Income / Non interest income as % of total income details (scheme wise / branch wise)
30 Financial Accounting
MIS Report
• Scheme-wise, office-wise A/c. wise cash flows.
31 Financial Accounting
MIS Report
• Projected balance sheet by Ratio analysis and should include MoU targets, Previous years and user defined parameters
32 Financial Accounting
MIS Report
• Prior period income/expenditure details
33 Financial Accounting
MIS Report
• Total cash balances at Regional Offices
34 Financial Accounting
MIS Report
• Comparative ARR, Cost of Borrowing, Marginal Cost of
Borrowing, Capital Adequacy Ratio, Other Ratios 35 Financial
Accounting
MIS Report
• Cash maintenance by RO/HO
36 Financial Accounting
MIS Report
• Quarterly/yearly/monthly/daily/average of assets & liabilities (details)
37 Financial Accounting
MIS Report
• Movement in an account - between two period date (final
balances) 38 Financial
Accounting
MIS Report
• Scheme-wise office-wise ARR as on date (Incl. accrued Int.)
39 Financial Accounting
• Outstanding entries in sensitive accounts (suspense/sundry) (list) - office wise age-wise breakup Cost of fund / cost of borrowing.
40 Financial Accounting
• Large credits Bank/FI/Individual /group (Tk./Crore)
41 Financial Accounting
MIS Report
• Govt. guaranteed advances details.
42 Financial Accounting
MIS Report • Should include Accrued, unsecured, IPP's, Type of securities (borrower wise)
43 Financial Accounting
MIS Report
• Net Interest Income/Net Interest Margin
44 Financial Accounting
MIS Report
• Net worth and breakup as on date
45 Financial • Statistics of probability of default, loss given default, risk
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Accounting MIS Report adjusted return on capital, assessment of economic capital,
etc., 46 Financial
Accounting
MIS Report
• Structured liquidity (statement)
AM. Income Tax 1 Financial
Accounting
Taxation Compilation of exempted Income under section 10(23), allocation of expenses and special reserves etc.
2 Financial Accounting
Taxation
Ability to compute Advance tax as per Advance Tax calendar
3 Financial Accounting
Taxation
Computation of Taxable income and Income Tax as per extant taxation rules
4 Financial Accounting
Taxation
Classification of Interest Income into two buckets: income from loans with a tenure of less than / equal to and those with more than 5 years
5 Financial Accounting
Taxation
Generation of reports to facilitate tax audit
6 Financial Accounting
Taxation
Ability to classify capital gains into short and long term and compute taxes accordingly
7 Financial Accounting
Taxation
Ability to import asset details from Fixed Asset
8 Financial Accounting
Taxation
Module and compute Wealth Tax accordingly
9 Financial Accounting
Taxation
Provision to compute deferred Tax as per taxation rules
10 Financial Accounting
Taxation
Calculate depreciation on each asset using depreciation rates as defined by Income Tax department
11 Financial Accounting
Taxation
Calculate depreciation on each asset following depreciation method prescribed for each asset type by IT department
12 Financial Accounting
Taxation
Calculation of “fair market value‟ for vehicles
13 Financial Accounting
Taxation
Provision for changing Tax structures i.e. VAT, AIT, SD, Surcharge
Custom Duty etc. 14 Financial
Accounting
VAT
Necessary VAT form such as Mushok 6.3, 6.6, 9.1 should have
implemented
15 Financial
Accounting VAT & Tax Parties VAT/Tax certificate may be issued through systems
16 Financial
Accounting VAT & Tax As per new VAT Law necessary sub form requirement such as
party name, Bin no, Address, invoice no, invoice date, VAT
rate, treasury code may be included
17 Financial Accounting
VAT & Tax Any others necessary report as required by VAT & Tax Law
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7.7.2 HUMAN RESOURCES AND PAYROLL MODULE Sr. No Process Sub- Process Functional Requirement Specifications
A. General Features
1 The system shall have the ability to capture details such as: Maintain employee information including: Employee ID Employee Name Address (Present and permanent) House Number, Gram Number, village block, district etc. Photograph and Id No. (NID, Passport No, Driving License etc.) Phone number, mobile number, e-mail Id (personal and official), extension number Gender Marital Status Details of children / Family details Character, Major and Minor penalty Academic Qualifications Professional Qualifications Designation
Date of birth Annual Grade Increment record when due and sanctioned Date of subsequent promotion, whether he forgoes promotion Date for selection grade Family details CPF, EPF, CPF Membership no., Date of membership, Family member declared by him/her, date of declaration Frequent transfers, Posting details, period Details Disciplinary actions- Details for the purpose if promotion Safety Record Previous experience capturing Names of companies, sector of industry where worked, Tenure Trainings or courses undergone before joining (details and no. of days) in Bangladesh (With Location) Date of joining CTC (this field should be password protected) Group Insurance Scheme (GIS) Blood group, Height and Weight details Passport details Nationality Job Status (Contract, Permanent, Temporary, Daily Wages etc.) Place of Posting Health insurance Award received Insignia received Disciplinary action Legal disputes/ action Able to provide no restriction for the addition of new fields Able to retain historical data from the day employee appointed and all records should be date sensitive Biometric Record -It will be having record of 4 finger and 1 thumb APAR/ACR
2 The system shall replicate the data and functionality of the service books which are currently maintained manually
3 The database should have safety and security features so that
only those with proper credentials shall be allowed to view
sensitive details such as CTC either through the system or
directly from the database 4 Capability to maintain single model database capturing all
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personal and job related data of all kind of employees permanent/ temporary/ contractual/ on deputation or ex-employees retired on superannuation, voluntarily retired, resigned, dismissed, opted for pension etc.
5 Capability to data and time stamp all changes in the database, enabling data availability on 'as on date/time' basis.
6 Capability to update the data through work flow on real time
and on-line basis with maker checker concept implemented 7 Only authenticated data shall be reflected in the human
resource database 8 Capability to generate unique identification number for each
employee in the Organization (proposal to use id) CPF or CPF Number
9 Flexibility of additionally capturing any information relating to employee at a later date/ stage
10 Capability to link employee data with the position based standard responsibility (Job Matrix)
11 Capability to maintain concurrent jobs for employees with
additional responsibilities/ special duties in addition to regular
responsibilities. 12 Capability to link employees with the various
Committees (permanent or temporary) 13 Capability to indicate or force entry/updating of defined fields
through printout/ Self Service (all) 14 Every communication with employee should have
employee ID 15 The system should capture different employee
categories 16 The system should capture the following organization
information: Tax organization- Separate for each company
PF and Pension organization Establishment etc.
17 The system should capture previous employment information
like Designation (TELETALK/RSEB) Annual salary- The annual salary cycle is March to February for taxation purposes. Leave encashment amount Gratuity amount LTA Medical Conveyance Orderly Elect. Allowance Any other exempted Allowance Gross earnings for the current tax year PF deduction for the current tax year TDS deducted for the current tax year
B. Self-Services (Employee / Manager) 1 Self service Employee Self
Service Capability to empower employees to enter the data / view/
edit predefined data on self e.g. updating of personal records
like Bank details, marital status etc. and leave balance, leave
status (Cannot be modified), Salary details, liabilities,
declare investments for IT returns, Property returns, Lease
data, Medical and Entertainment etc. The console shall be in
English. Should have well defined authorisation mechanism for viewing, editing any of these fields
2 Self service Employee Self
Service
Capability of providing functionality to the employees of a bill payment system which would also include
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reimbursements. This would have features for generation, submission, tracking, approval and credit/debit the account, for receiving of physical proof/ bills.
3 Self service Employee Self
Service
Capability to remind the employee through self- service/e-mail/SMS/ Whatsapp regarding modification or requirement of additional data, reminder should have employee ID
4 Self service Employee Self
Service Capability to provide links to the important items hosted in
various in-house websites/ intranet e.g. important circulars/
instructions/ policy documents etc. 5 Self service Employee Self
Service
Capability to provide projection features for viewing
projections on Income Tax liability, terminal benefits etc. 6 Self service Employee Self
Service
Capability to approve all kind of leave, bill payments, loans
etc. for employees reporting to appropriate authority based on
workflow 7 Self service Employee Self
Service
Capability of compiling on-line appraisal/performance report/ACR/ APAR, review and approve
8 Self service Employee Self
Service
Capability to apply for or cancel any kind of leave online,
submit self-appraisal, generate reminders for those working
under him/her who have not submitted the A&L/ Self-
Appraisal, (also covered under respective heads) 9 Self service Employee Self
Service
The system should send the employee confirmations after changes are made online
10 Self service Employee Self
Service
The system should allow the user to customize the menus
11 Self service Manager Self Service
The system should provide workflows. Accommodates multiple levels of review and approval
12 Self service
Manager Self
Service
System should provide the capability to create new self-service transactions as and when required
13 Self service Manager Self
Service
The system should allow the appropriate authority to provide
access to staff performance review information 14 Self service Manager Self
Service
The system should allow the manager to conduct performance appraisals.
15 Self service Manager Self
Service
The system should enable appropriate authority to
recommend job change actions (promotion, demotion, etc.) 16 Self service Manager Self
Service
The system should provide employee performance history.
17 Self service Manager Self
Service
The system should provide appraisal forms, performance
plan templates and employee performance plans. 18 Self service Manager Self
Service
The system should provide access to staff training information.
19 Self service Manager Self
Service
The system should enable managers to review staff training history.
20 Self service Manager Self
Service
The system should enable managers to approve training enrolments
21 Self service Manager Self
Service
The system should accommodate multiple levels of review and approval
22 Self service Manager Self
Service
The system should provide immediate updates to the core HRMS/ payroll database when data changes complete the workflow cycle.
23 Self service Manager Self
Service
The system should give managers the ability to create and save their own custom reports.
24 Self service Manager Self
Service
Capability to conduct on-line employee satisfaction surveys and provision analysis results & suggestion/Feedback report.
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25 Self service Manager Self
Service
The system should allow managers to view their direct reports
as well as drill down to lower levels under their area of
responsibility 26 Self service Manager Self
Service
System should be able to validate the TA bills automatically for the reimbursement.
27 Self service Manager Self
Service
System should be able to validate the medicines (Master list of
Medicines reimbursable) and empanelled private hospitals
(within and outside state) automatically for the medical
reimbursement bill.
C. Leave Management 1 Self service Attendance
Management Capability to mark Bio Metric attendance on-line though the HRMS (optional)
2 Self service Leave Management
Capability to maintain & configure multiple types of leave like
casual, earned, study, half Pay, medical, extra-ordinary,
maternity, paternity, bereavement, etc. with provision to define
maximum and minimum cap etc. and enforce applicable rules.
Provision should be there to adjust applied leave days and
actual utilized days. 3 Self service Leave
Management Leave balances should be merged/ transferred/ credited
through an accrual process in the system automatically based
on user defined criteria. (Rules based) 4 Self service
Attendance Management
Capability to maintain local holidays declared by the collector/Govt. and integrate with the leave management
5 Self service Leave Management
Capability to manage on-line application, tracking, and approval of various kinds of leave though workflow logic and self-service
6 Self service Leave Management
Capability to plan leave to be taken by employees
7 Self service Leave Management
Capability to approve or de-approve leave based workflow logic
8 Self service Leave Management
Capability of record keeping and maintenance of historical data
9 Self service Leave Management
Capability to integrate the time management with leave management
10 Self service Leave Management
Capability to integrate with payroll module for calculation and recover of loss of pay etc.
11 Self service Leave
Management
Capability to provide the Manager consolidated status of
present/ absent employees working under him/ her
12 Self service Leave Management
Capability to suggest alternate optimal leave combination to the employee
13 Self service Leave Management
Capability to link to payroll module for calculation of leave liability
14 Self service Leave Management
Capability to intimate the controlling officer when an
employee goes on unauthorized leave (unmarked attendance) /
returns back from unauthorized leave/ extends leave/ reports
in the middle of the sanctioned leave period (along with
appropriate reduction in sanction)
D. Manpower management 1
Manpower management
Manpower Planning
Capability to auto calculate vacancies based on rules e.g.
position upgrades/downgrades/ available manpower in the
particular grade (Provision for user intervention should be
available) 2 Manpower
management
Manpower Planning
Capability to project vacancies for specified period and also populate probable candidates
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3 Manpower
management
Manpower
Planning Capability to re-calculate the vacancies and probable
candidates with different options for promotion policy
modelling 4 Manpower
management
Manpower Planning
Capability to automate manpower requirement/ planning based on competencies, skills, experience, qualifications and other criteria, budget
5 Manpower
management
Manpower Planning
Capability to make provisions for direct employment/
promotion/ recruitment to specialist categories/ part time or
contractual employees 6 Manpower
management
Manpower Planning
Capability to project cadre wise/ grade-wise manpower
requirements for a specified period based on data relating to
resignations/ dismissals/ future retirements etc. Manpower
management
Manpower Planning
Capability to issue alerts before any position falling vacant
due to retirement/ term of temporary or contractual employee
getting over 7 Manpower
management
Manpower Planning
Capability to integrate with the recruitment/ promotion module for filling up of vacancies.
8 Manpower
management
Manpower Planning
System must be capable of proposing filling up the vacancies
based on the prescribed reservation norms and rules and
thereafter do a netting of the remaining requirements, the
system must be able to reflect the backlog of an unfilled
vacancy at a given level for e.g. AEn level E. Recruitment
1 Manpower management
Recruitment
Facility to carry out recruitment for different kind/ grade/ post of employees separately
2 Manpower
management
Recruitment
Facility to define positions for internal
(recruitment/ promotions) or external recruitment 3 Manpower
management
Recruitment
Facility to draw recruitment schedule in accordance with the recruitment plan ESR
4 Manpower
management
Recruitment
Facility to segregate recruitment data from live data. Applicant data to form part of live data only on final selection and reporting
5 Manpower
management
Recruitment
Support vacancy and post based roster system for recruitment and promotion
6 Manpower
management
Recruitment
Facility for managing recruitment for special categories requiring relaxation in norms, same must be applicable to Promotions also.
7 Manpower
management
Recruitment
Facility for generating advertisement for recruitment for
internal/ external candidates for publication on HRMS portal,
media and website, external agency 8 Manpower
management
Recruitment
Facility to Apply online, online Fee Deposit for internal
9 Manpower
management
Recruitment
Facility to receive online responses, Email, Mobile,
Whatsapp 10 Manpower
management
Recruitment
Facility to attach documents/ credentials in soft form as a part
of the application or at any other time as decided by the
institution. The system must generate online application
number and the acknowledgement of receipt of application
should come as the first response with a condition that the
application is subject to be rejected if the fee has not been
paid. Facility for manual intervention and subsequent
responses after verification process must be there. 11 Manpower
management
Recruitment
Verification process wrt the parameters like University, reserved category and other formalities must be complete in all manner. System must save this verification process against the application records
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12 Manpower
management
Recruitment
Facility for generation and mailing of call letters for written test/ interview with allocation of roll numbers and venue and
offer letter for finally selected applicants. Should support
manual intervention in changing venue/ centre subsequently 13 Manpower
management
Recruitment
Facility to maintain various types of tests and maintain a question/ answer database of each type of test (functional, psychometric, analytical etc.) to be administered as part of the selection process.
14 Manpower
management
Recruitment
Facility to define the evaluation criteria and generation of results post – evaluation
15 Manpower
management
Recruitment
Generation of merit list of candidates on user configurable criteria such as category wise, alphabetically, roll no. wise, score wise etc.
16 Manpower
management
Recruitment
Facility to maintain check list for verification and acknowledgement of various aspects related to joining viz., medical reports, testimonials, other relevant certificates, etc.
17 Manpower
management
Recruitment
Generation of system driven regret letters and/or offer/ appointment letters through both manual as well as electronic modes (English)
18 Manpower
management
Recruitment
Facility to define the specifications of the vacancy in terms of
qualifications, work experience, location considerations,
skills/ competencies required, additional certifications/
professional qualifications, etc. 19 Manpower
management
Recruitment
Ability to report generation for all the above
functionalities with a provision for dynamic querying 20 Manpower
management
Recruitment
Ability to capture details of the policy for recruitment to various cadres in the institution
21 Manpower
management
Recruitment
Ability to record payments made to the panel members/
invigilator/ candidates etc. External agency or third party 22 Manpower
management
Recruitment
Capability to maintain details of the candidates resorting to unfair means and action (Warning/ FIR/ Debarred). The blacklisted/Debarred candidates must not be able to apply for a specified period as per rules.
23 Manpower
management
Recruitment
Should allow for maintaining a checklist of details to be
mentioned in each employee's personnel file 24 Manpower
management
Recruitment
Provision to record comments of interviewers at various levels of interviews
F. Organizational structure / administrative powers 1
Manage organizational data (Workforce)
Organizational Structure
Capability to define multiple organizational structure (positions) and multiple reporting relationships and integrate with the respective employee data
2 Manage
organizational data
(Workforce)
Organizational Structure
Capability of providing the 'Drag and Drop' or alike feature
for recording changes in the organizational structure
(repositioning/ redefining the control structure). 3 Manage
organizational data
(Workforce)
Organizational Structure
Capability to restrict making changes in the organization
structure to authorized persons only
4 Manage
organizational data
(Workforce)
Organizational Structure
Capability to seek confirmation after every change made in
the structure, changes to be made permanent only on
authentication by the controller of the authorized person 5 Manage
organizational data
(Workforce)
Organizational Structure
Capability to change/restore/rollback changes to a previous (given) date and report inconsistencies
6 Manage
organizational data
(Workforce)
Organizational
Structure
Capability to generate tree structure giving details of all
role holders and reporting employees (defining reporting
and reviewing relationship)
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7 Manage
organizational data
(Workforce)
Organizational Structure
Capability to define administrative powers for organizational units position wise/ person wise
8 Manage
organizational data
(Workforce)
Organizational Structure
Capability to tightly integrate administrative power definitions to work flows and approvals
9 Manage
organizational data
(Workforce)
Organizational
Structure
Capture and manage performance targets as well as actual
performance at various levels - Corporate, Departments,
Regional Office, Divisions, Units etc.
G. Promotions 1 Reward and
Recognize Career Management
Capability to implement Company's career path for various cadres, streams, grades and scales
2 Reward and
Recognize
Career Management
Ability to define grade advancements within a channel (seniority/ Merit/ time based)
3 Reward and
Recognize
Career Management
Ability to draw a competency matrix in the system and define
the competencies/ skills/ roles/ responsibilities required at
each level/ position for the purpose of promotion. (included in
Competency Management also) 4 Reward and
Recognize
Career Management
Ability to define rules for promotion eligibility in terms of
tenure, seniority, residual service, performance, achievements,
disciplinary actions, etc. Like the candidates who are eligible
for promotions must get calculated from system based (as per
ESR both type) on the Zone of consideration for e.g. If there
are General category vacancies for 7 candidates than the zone
of consideration will be 21 candidates for general category and
for reserved category than it will be 49 etc. etc. 5 Reward and
Recognize
Career Management
Ability to enforce relaxations in eligibility norms to reserved
category candidates, allocating certain percentage of
vacancies for these categories 6 Reward and
Recognize
Career Management
Ability to carry out the entire promotion process through work
flows including on-line preparation/ printing of promotion
appraisal forms/ booklet recording of recommending
authorities comments/ generation of scores/ status regarding
pending vigilance cases 7 Reward and
Recognize
Career
Management
Ability to obtain workflow based clearance on vigilance/ disciplinary cases from various authorities
8 Reward and
Recognize
Career Management
Ability to generate tentative seniority list/ Final seniority list
with applicability from back date 9 Reward and
Recognize
Career
Management
Ability to seek option from the employees meeting eligibility
criteria for promotion, an option for participation or opt out
and exclude those opting out from the promotion process.
Ability to record the declarations from employee say an
employee has 2 children, declaration of non-involvement in
any criminal case, immovable property etc. 10 Reward and
Recognize
Career Management
Ability to upload promotion list and print promotion letters
of candidates found suitable for promotion should be
published on Nigam website automatically Integration
Interface to be defined 11 Reward and
Recognize
Career Management
Ability to support prospective/ wait list promotions
12 Reward and
Recognize
Career Management
Ability to generate single page bio data report for each employee due for promotion (promotion calendar to be made user definable)
13 Reward and Career
Ability to release promotion only on reporting at new place
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Recognize Management in case of officer getting transferred on promotion and generate periodical detailed report on non-reporting. In the transfer order, employee id should be mentioned against the name of employee.
14 Reward and
Recognize
Career Management
Ability to do salary fitment on promotion
15 Reward and
Recognize
Career Management
Capability to handle back dated promotions with respective promotion policy
16 Reward and
Recognize
Career Management
Capability to automatically refresh seniority list on promotion as per ESR
17 Reward and
Recognize
Career Management
Capability to redefine the promotion process on change of policy
18 Reward and
Recognize
Career Management
Capability to record transfer option of an employee at the time of promotion and generate reports for the management for making transfers on promotion
19 Reward and
Recognize
Career
Management
Service/Award/ experience/ weightage at the time of
recruitment/ promotion
H. Training and Development 1
Administrate Workforce
Learning and Development
Capability of undertaking training need analysis for various
units for creating a training plan using multiple tools e.g.
performance management, competency management,
succession planning, self-nomination etc. as per CEA
regulations 2
Administrate Workforce
Learning and Development
Provision to define training - short term, long term, study
tour, seminar/ workshop etc. Provision to capture ad hoc
course offers provided by various entities. Major training
currently being planned are Safety, Technical training, and
administrative training. 3
Administrate Workforce
Learning and Development
Capability to prepare and publish training calendar (Training
Master Plan) along with details of trainings (course title,
type/level, date/duration, location/country, funding source,
cost estimates etc.) and seek nominations/ recommendations
online. 4 Administrate
Workforce Learning and Development
Capability to design selection criteria for various in house/
external trainings especially higher studies. 5 Administrate
Workforce
Learning and Development
Capability to ensure periodical progress reports of employees
and monitor accordingly (particularly for long term study
funded by BPC). Training Records when the employee underwent Training, what types of Training, thru which institutions the Trainings. Are conducted, per person Training budget
6 Administrate
Workforce
Learning and Development
Capability to capture expense details (course fee, travel, and
other expenses incurred for the course)
7 Administrate
Workforce
Learning and Development
Capability to capture pre-departure formalities including generation of office order
8 Administrate
Workforce Learning and Development
Capability to capture training feedback from the individual employee
9 Administrate
Workforce
Learning and Development
Capability to monitor planned training against actual training
conducted based on user defined parameters such as number of trainings, budget, participants etc.
10 Administrate Workforce
Learning and Development
Capability to maintain full training history of all employees
I. Transfer and Postings 1
Capability of automating the transfer (including Job rotation)
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Deploy Manpower
Transfer and Postings
processes for all cadre/scale/grade/stream through workflow with facility to configure rules - Linked to Sensitive Post
2 Deploy Manpower
Transfer and
Postings
Capability to maintain complete history of employee transfers
since recruitment Post wise/ name wise
3 Deploy Manpower
Transfer and Postings
Capability to perform calculations for arriving at the surplus and vacant positions
4 Deploy Manpower
Transfer and Postings
Capability to record request for transfer through employee self-service and indicate appropriately at the time of transfer exercise. Record of such request wherever acceded to be maintained.
5 Deploy Manpower
Transfer and Postings
Capability to carry out postings/ transfers of employees
upon their promotions, on completion of normal tenure
etc. 6 Deploy Manpower Transfer and
Postings Maintenance of transfer records of specialist cadre transfer identification of vacancies and issue of transfer orders based on the recommendations received from the respective specialist departments and approval of the competent authority is obtained
7 Deploy Manpower
Transfer and Postings
Provision to maintain lateral transfer details and transfers on promotion
8 Deploy Manpower
Transfer and Postings
Capability to record exemptions given in transfers with reasons for the same
9 Deploy Manpower
Transfer and
Postings
Provision to record the transfer orders cancelled/ deferred/ modified and follow up with the respective office for implementation
10 Deploy Manpower
Transfer and Postings
Ability to capture details of officers on deputation to outside
agencies/ organizations with or officers joining from outside
organization 11 Deploy
Manpower Transfer and
Postings
Ability to generate lists of transfer requests/
recommendations received to be reviewed by the competent
authority for deciding on transfers with/ without
promotions. The office may also transfer an employee
without any request/ recommendation. 12 Deploy
Manpower Transfer and Postings
Ability to generate Transfer orders through print/ emails
(Personal and Official)/ Whatsapp with intimation to
employee and office(s) concerned 13 Deploy
Manpower
Transfer and Postings
Ability to generate relieving letters on transfer capability to
allow the employees or the controlling offices to fill up
handing over/ taking over forms on line Mobile Nos, Stamp,
Cash Balance etc
J. Maintenance of service Records 1
Administrate Workforce
Service Register
Capability to maintain service files documents in scanned
form including date of birth, domicile, bonds, if any ,
executed, disciplinary cases details, photograph etc. 2
Administrate Workforce
Service Register
Capability to track the physical location of the service file by
recording the file number and place where it is kept (After
HRMS, no physical file movement may be required)
K. Disciplinary /Vigilance Cases 1 Administrate
Workforce
Disciplinary and Vigilance
Ability to capture history of level and severity of disciplinary actions taken against the employee along with office order, reference number etc.
2 Administrate Workforce
Disciplinary and Vigilance
Capability to restrict the access to information to authorized officials and report through audit trail
3 Administrate Workforce
Disciplinary Capability to restrict and categorize a case as pending,
contemplated, cleared cases for use by other modules e.g.
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and Vigilance
promotion etc.
4 Administrate Workforce
Disciplinary and Vigilance
Capability to link to payroll for suspension cases for payment of subsistence allowance
5 Administrate Workforce
Disciplinary and Vigilance
Capability to enforce reduction/ freezing of basic pay, other
allowances/ benefits, on account of punishment from the date
of service of order. Such reduction order should be reflected
on the payroll immediately. 6 Administrate
Workforce Disciplinary and Vigilance
Capability to capture incentive, award (Central/ State/TELETALK) given to employees
7 Administrate Workforce
Disciplinary and Vigilance
Capability to restore original basic pay/ benefits/ allowances
and others (before reduction/ freezing) on account of
upholding of appeal against the punishment of reduction in
pay scale. Such restoration of basic pay should be reflected on the payroll immediately
L. Sanction of exit / Retirements (Resignation, Voluntary Retirement, Compulsory Retirement) 1 Administrate
Workforce
Employee Retirement
Ability to identify the reason of exit e.g. retirement/ compulsory retirement/ voluntary retirement/ death/ resignation/ dismissal etc.
Passbook with photo of self/ Wife Nominee
2 Administrate Workforce
Employee
Retirement
Ability to process the voluntary retirement application as per the rules defined for the particular scheme
3 Administrate Workforce
Employee Retirement
Capability to generate retirement notice to concerned
departments and retirement proposal at least 6 months
(flexibility to be defined by the user) in advance in case of
superannuation for sanction. For other type of retirement/ exit
as soon as the papers are submitted/ on-line request is received 4 Administrate
Workforce Employee Retirement
Capability to confirm vigilance clearance from vigilance module or seek vigilance clearance on the employee before retirement.
Capability to take no-dues from various departments. For Stock/Cash/Assets/Misc. Advance etc.
5 Administrate Workforce
Employee Retirement
Capability to initiate the process for making payment of the
retirement benefits as per applicable rules (creation of last
pay certificate considering all payables to the employee and
receivable from the employee) 6 Administrate
Workforce Employee Retirement
Ability to analyse data relating to exits/ retirements
7 Administrate Workforce
Employee Retirement
After retirement benefits (Medical etc.). PMCF should be
linked with the Pension Payment Order.
M. Legal and Vigilance 1 Administrate
Workforce
Legal and Vigilance
Should be able to maintain all the information related to the
employee case. The information that is required is: • Status of the case • Categorization of case (major / minor) • Charge sheet issued • Reply to charge sheet not received • Case is closed by Competent Authority etc. • Master details about the types of cases like robbery, anti-corruption are also maintained.
2 Administrate Workforce
Legal and
• Details pertaining to cases pending in Court, State and
Central Human Right Commission, State and Central
Information Commission, State and Central Woman
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Vigilance Commission, State and Central SC/ST Commission, CAG,
Internal Audit Wing, Central Vigilance Commission,
Lokayukta, Lokpal and in personal capacity 3 Administrate
Workforce
Legal and Vigilance
• Details pertaining to FIR lodge by employee, Vigilance Checking Report, Civil Suites and in personal capacity
4 Administrate Workforce
Legal and
Vigilance
• Details pertaining to complain receive against the employee by,
• Public Man • Consumer • Vendor / Contractor • Controlling Officer • HOD • MD • Chairman • Energy Secretary to Government • Energy Minister • Chief Minister • Prime Minister • Central Energy Minister • MP
Public Representative Human Rights RTI Sexual Harassment Parents
SC/ST 5 Administrate
Workforce Legal and Vigilance
Should be able to maintain the explanations given by the employee
6 Administrate Workforce
Legal and Vigilance
Should be able to maintain the reason for disciplinary case like: • Act of Misconduct (Departmental Action) • Charges by Anti-Corruption Bureau (ACB) • Criminal Offence (IPC)
CVC IT Department
7 Administrate Workforce
Legal and Vigilance
The system should be able to generate the show cause notice
and also help the Teletalk in mentioning the punishment from
the user defined list of punishment actions 8 Administrate
Workforce
Legal and
Vigilance
The system should be able to maintain the response on
show cause notice from the employee
9 Administrate Workforce
Legal and Vigilance
The system should be able to take track the time limits within which the reply from the employee is expected
10 Administrate Workforce
Legal and Vigilance
The system should allow the authorized users to generate the investigation report from their respective vigilance unit.
11 Administrate Workforce
Legal and
Vigilance
System should be able to:
• Generate punishment orders and updating at relevant areas
(like HR module etc.) • Implementation of punishment orders (like stopping increments etc.) • Generate follow up reminders (by the concerned department) on whether action has been taken and feedback from the concerned department • Maintain the documents (in soft form) received from the employee with respect to o Appeal o 2nd appeal o 3rd appeal
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o 4th Appeal o Hearing details o Details of the prosecution officer and the officer attending the appeals o Changes in the punishment
12 Administrate Workforce
Legal and
Vigilance
For departmental actions, type of misconduct should be
"user defined" in the system viz. energy theft, fraud,
material pilferage, absconding etc. 13 Administrate
Workforce Legal and Vigilance
Should be able to generate report regarding Action Taken against an employee like: • Exonerated • Warning • Censure • Suspended • Fine • Transfer • Others (customizable) etc.
14 Administrate Workforce
Legal and Vigilance
Should be able to maintain employee details like (or can
retrieve from HR module): • The basic details of all the employees (of Teletalk wise seniority) • Employee • Designation • Cadre • Office details
15 Administrate Workforce
Legal and Vigilance
Should be able to maintain charge sheet details like: • case type • letter no • letter date • reply date
16 Administrate Workforce
Legal and Vigilance
Should be able to maintain details of officer/ committee
appointed for enquiry against the employee
17 Administrate Workforce
Legal and Vigilance
Should be able to maintain details regarding appeal / competent authority decision: • Details about appeal no • Appeal date • Competent Authority decision • Final decision
18 Administrate Workforce
Legal and Vigilance
Should be able to maintain details regarding suspension like: • Suspension • Reason of suspension • whether the employee will be reinstated in future • date on which reinstated • Others (user defined)
19 Administrate Workforce
Legal and Vigilance
Should be able to generate progress report of board representative including: • Opening balance • Closing balance • Cases fixed • Cases not attended • Reason • Others (user defined)
20 Administrate Workforce
Legal and Vigilance
It should allow correlating the payroll and disciplinary
actions data for every employee. 21 Administrate
Workforce
Legal and Vigilance
The disciplinary action record for an employee should provide
a link to show current (as well historic) payroll data for the
employee to ensure the implementation of disciplinary action
proposed.
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22 Administrate Workforce
Legal and
Vigilance
The employee master data should be available in a central
system and a link to complete history & audit trail of
disciplinary actions taken against him / her should be
available 23 Administrate
Workforce Legal and Vigilance
The system should be able to calculate the financial impact of the case (total losses incurred w.r.t. each charge sheet, allowance during suspension etc.
24 Administrate Workforce
Legal and Vigilance
The system should be able to maintain the court intervention,
in case the court gives an order to the Teletalk
25 Administrate Workforce
Legal and Vigilance
The system should be able to track the reference to the
documents exchanged with Government of Rajasthan e.g.
LAQ, LCQ. The details should include name of the session
(summer/winter <year>), starred/un-starred, date of receipt,
subject, reference number etc. 26 Administrate
Workforce
Legal and Vigilance
The system should be able to record the complaint coming from various sources including: • Proper channel • From member • From employees • From any other sources • Through public (email) • Anonymous • From web site
27 Administrate Workforce
Legal and Vigilance
The system should be able to categorize the complaint like: • Alleged malpractices • Corrupt activities • Bribery • Criminal misconduct & other irregularities • Lapse on part of the employee
28 Administrate Workforce
Legal and Vigilance
The system should escalate the action to next level of
authority 29 Administrate
Workforce Legal and Vigilance
Should be able to handle the complaints including non-verifiable
30 Administrate Workforce
Legal and Vigilance
Should be able send the complaints to competent
authority for suitable action Administrate
Workforce Legal and Vigilance
Should be able to classify the type of enquiry (Discreet, open or user defined)
31 Administrate Workforce
Legal and Vigilance
Should allow only the authorized users to access the module
32 Administrate Workforce
Legal and Vigilance
For open enquiry the following details must be supported by the system: • List of allegations • the statement of the applicant • The statements of all the witnesses • documentary evidence in support of allegation • The statements of all the persons cited in defence
33 Administrate Workforce
Legal and
Vigilance
It should allow the consolidation of statistical data across the Teletalk hierarchy (subdivision, division, circle, zone, etc.)
34 Administrate Workforce
Legal and Vigilance
The consolidation should also be available against other parameters such as • district wise • post wise • caste status wise • user defined
N. Loan Sanctioning 1
Payroll Payroll
System should have the capability to define the loans and its
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Management Management various characteristics such as periodicity, interest rate,
ceilings details etc. 2
Payroll Management
Payroll Management
User should be able to attach loan sanctioning rules to every loan type
O. Pay Fixation 1 Payroll
Management Payroll Management
Pay fixation and revision on new recruitment
2 Payroll Management
Payroll Management
Pay and allowance revision for annual increment Govt Policy/ Nigam Policy/ Pay Commission etc
3 Payroll Management
Payroll Management
Pay fixation and revision on promotion/ demotion
P. Insurance 1
Self Service Insurance
Capability to define various insurance schemes with
premium and group insurance data generation 2
Self Service Insurance
Recording accident (fatal/ Non-Fatal)/ Death, claims, and any compensation
Q. Management of tours and travel 1
Self Service
Travel Management
System should capture the employee wise tours and travel eligibility details, according to category of employee
2 Self Service
Travel Management
Tours and travel block, when last tours and travel was availed
etc. with related report as per requirement
3 Self Service
Travel
Management
Facility to apply online for tours and travel by the employees and online approval by concerned authority
4 Self Service
Travel Management
Support tours and travel cancellation, extension, postponement
etc. 5
Self Service Travel Management
Ability to sanction encashment of tours and travel as per company policy
6 Self Service
Travel Management
Ability to maintain air/railway/ transport rates with respect
to distance specified Reservations Air/Railway/ Roadways
7 Self Service
Travel Management
Sanction of advance against the tours and travel application
8 Self Service
Travel Management
Generation of reminder letters if tours and travel final bill is not submitted within the prescribed time
9 Self Service
Travel Management
Capability to maintain records/transactions of leave travel concession LTC (once a year) and leave encashment as per rules and guidelines
10 Self Service
Travel Management
Capability to generate automatic report for employees eligible for taking LTC
11 Self Service
Travel Management
Issue of NOC
12 Self Service
Travel
Management
System should issue NOC for passport, visa, higher studies
and any other purpose including NOC for re-employment of
retired employees as well as existing employees. Capturing of
details of tours out of Bangladesh, conducted under official
and personal capacity. 13 Self Service
Travel Management
System should issue no objection letter for availing loan from
banks, financial institutions or other entities.
14 Self Service
List of places from and to should be in drop down. For the
state of Rajasthan, all villages name would be in the
dropdown list. It will first select the district of Rajasthan and
then it will put up the list of respective villages/Tehsil in
district.
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Travel Management
In case of out of state journey, all the state capitals and list of places of factory from where TELETALK purchase material.
If desired place does not appear than, place can be entered manually.
15 Self Service Travel Management
List of government rest house/circuit house/government
hotels/RVPNL Guest houses along with address, mail id,
phone number, contact person will be uploaded. 16 Self Service
Travel Management
Mode of journey i.e. Nigam's hired vehicle, Nigam's vehicle, Bus, Train, Flight, Own Car, Own Motor Cycle, Own Scooter, Own Moped, Own Cycle, Auto-Rickshaw, Private Taxi/Cab, Pace.
R. Grievance Redressal 1
Self Service Grievance
Redressal
Capability to handle various types of grievances from
employees, associations, applicants or third party. Capability
to maintain the grievances from various Govt. authorities /
commissions and according replies must be recorded. 2 Self Service
Self Service Grievance Redressal
Capability to maintain and monitor the various steps taken as part of the grievance resolution
3 Self Service
Grievance Redressal
Capability to generate grievance status reports.
4 Self Service Grievance Redressal
Capability to maintain the final grievance resolution in the system
S. Deputation /lien 1
Recruitment and Selection
Deputation
The system should have the ability to handle deputation to and from other organizations. (Master List – JDA. RIICO, RHB, 5 Power Companies etc.)
2 Recruitment and Selection
Deputation
The system should have the capability to record history
information on Deputation 3
Recruitment and Selection
Deputation
The system should have the ability to generate reminders for repatriation at least 1 months in advance before repatriation of officer is due from other organization
4 Recruitment and Selection
Deputation
The system should have the capability to generate list of officers on deputation. History of a person\ Deptt. wise on deputation must be maintained as per rules and cadre wise.
5 Recruitment and Selection
Deputation
The system should have the ability to record Leave salary contribution/ gratuity contribution
6 Deploy Manpower
Deputation
Should be able to handle employees joining and going out on deputation/ lien along with details like: 1. Leave salary contribution, pension, CPF, GIS etc. 2. Economic rehabilitation with nomination & other details
T. Welfare Schemes 1
Payroll Management
Payroll Management
The system should allow to define and configure Staff
Welfare Schemes with various criteria & rules
2 Payroll Management
Payroll Management
The system should handle Ex-Gratia, compensation in case of accidental death during employment, preferential appointments, / Death Relief, if applicable.
U. Performance Appraisal Management 1
Reward and Recognize
Performance Appraisal
Ability to support 3 different types of appraisal forms for different grades i.e. 1st, Ministerial Staff , 2nd J.En grade and 3rd Officers including AENs and above
2 Reward and Recognize
Performance Appraisal
Ability to define the period for which appraisal is being carried out - To be linked with Transfers / Joining to the Unit
3
Ability to support the existing performance appraisal system
for all grades of officers / officials/ employees through
proforma based templates including the targets and
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Reward and
Recognize
Performance
Appraisal
achievements as the case may be. Depending upon the
designation of the employee the performance appraisal
parameters are there in the proforma. This is used for online
goal setting as well as goal setting discussion with the superior Integration with HCL/RMS system
4 Reward and Recognize
Performance Appraisal
Ability to maintain past annual appraisal reports on scanned format as well as through templates
5 Reward and Recognize
Performance Appraisal
Capability to provide for both periodical and comprehensive closed appraisal system
6 Reward and Recognize
Performance Appraisal
Capability to record self-appraisal, supervisor/controllers' appraisal and final appraisal, if any, through workflow
7 Reward and Recognize
Performance Appraisal
Capability to link with organizational chart for reporting , reviewing and countersigning relationships during the financial year
8 Reward and Recognize
Performance Appraisal
Facility for identifying and recording the training needs/ gaps
identified during the appraisal process (provided a higher
authority wants and feels the need for such training) form an
input to the training calendar
9 Reward and Recognize
Performance Appraisal
Capability to record feedback (mid-term) report due to
change in assignment or change of appraiser or two
appraisers provided he has worked under one appraiser for
more than 4 months 10
Reward and
Recognize
Performance
Appraisal
Capability to integrate with payroll for sanction of
performance incentives through workflows. Capability to
record the integrity of the officer during performance
appraisal. 11
Reward and
Recognize
Performance
Appraisal
Capability to maintain history of performance appraisals. (This is required up-to his tenure of service)
12 Reward and Recognize
Performance Appraisal
Support to generate reminder letters/ mails/ workflows to the employees/ appraising authorities in case of non-submission of self appraisals etc.
13 Reward and Recognize
Performance Appraisal
Capability to record the disciplinary actions taken against the employee in case of default.
14 Reward and
Recognize
Performance
Appraisal
Capability to generate memo letters/ mails/ workflows for
the employees in case of unsatisfactory performance
15 Reward and Recognize
Performance Appraisal
Capability of recommending confirmation of employees who are on probation post recruitment or promotion, based on the performance rating
16 Reward and Recognize
Performance Appraisal
Capability of providing feature to employees for recording achievements for self-appraisal on financial year appraisal cycle.
17 Reward and Recognize
Performance Appraisal
Capability to advise / communicate adverse remarks in the Appraisal to the employee
18 Reward and Recognize
Performance Appraisal
Capability to determine rate of increment/ penalty at various target levels (Corporate, Division, department, division) based on the actual performance during the review period.
19 Reward and Recognize
Performance Appraisal
Capability to define and communicate to the concerned
employee unacceptable behaviour 20 Reward and
Recognize Performance Appraisal
Capability to define and communicate to the employee , the employee duties and obligations
21 Reward and Recognize
Performance Appraisal
Capability to generate Promotion/ Demotion orders
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22 Performance
Appraisal
Capability to generate suspension and termination orders (should be part of disciplinary cases) in case of serious matters
V. Payroll 1 Payroll
Management Payroll Management
Allow for tight integration with Financial Accounting systems
2 Payroll Management
Payroll Management
Audit trails for all system activities
3 Payroll Management
Payroll Management
Support alert features about scheduled dates like receipt of payments
4 Payroll Management
Payroll Management
Provide customizable 'workflow' for all internal processes and approvals associated with the payroll system
5 Payroll Management
Payroll Management
Provision for TDS calculations (if any) & tracking of TDS payable to the Government of Bangladesh
6
Payroll Management
Payroll Management
The system may provide for interface to interact/ migrate
with data available in the existing system to the proposed
ERP. Currently the salary processing of Gazetted employees
is taken care of by a FoxPro based system. The attendance
records are maintained manually in musters at circle level as
well as at HO. In future, there should be a provision to
interface the attendance capturing machines with the ERP. 7
Payroll Management
Payroll Management
There should be a single employee master and it should be
integrated with all the company codes.
8 Payroll
Management
Payroll
Management
Approval limits for expense reimbursement should be
configured based upon the hierarchy limits.
9 Payroll Management
Payroll Management
There should be a field in the master to reflect the company
code/ cost centre to which an employee is associated.
Currently the employees are allocated to a division and
accordingly the employee expenses at TELETALK are
collected at Division level and accordingly processed. At
Division level the expenses are collected at sub-division and
further down the levels. 10 Payroll
Management Payroll Management
Provision to allocate cost of employee based on his/her associated cost centres
11 Payroll Management
Payroll Management
TDS, PF or any other such returns should be available online
12 Payroll Management
Payroll Management
EDI of salary information to the bank account
13 Payroll Management
Payroll Management
The system should allow for the creation of user defined components of pay Voucher Allocation Sheet For the Month of Header of Allocation: Accounting Unit Location Code Classification Description
Accounting Basic Grade Pay-Fixed Leave Encashment-Formula based Bonus (Yearly)-Formula based / Ex Gracia Arrear Basic DA and DA Arrear-Formula based HRA and
HRA Arrear-Formula based CCA and CCA
Arrear-Based on city Spl. Pay and Spl. Pay
Arrear
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Project Allowance and arrear Deputation Allowance and arrear Conveyance Allowance and arrear- Fixed Washing Allowance and arrear-Fixed Orderly Allowance and arrear-Fixed Hard Duty Allowance and arrear-Fixed Electricity Allowance-Fixed Officiating allowance-Formula Honorarium-Formula Incentive-Formula Miscellaneous1 to 4 Travelling Allowance-Fixed Medical Re-imbursement
Deductions: Medical Fund (PMCF)-Fixed EBF (Engineer‟s benevolent fund)-Fixed KKK- Fixed Income tax- Formula based Water Charges- Fixed Quarter Rent- Formula based Prop Charges WWS (Workers welfare society)-Fixed Telephone and trunk call Auto Finance-Variable DA Deposit- REBEC Bank Loan-Variable
CM Relief fund Professional Tax CPF- Formula based CPF Loan Govt. CPF CPF- Formula based CPF Loan Additional CPF LIC State Insurance CUG Mobile House Building Advance HBA Interest Conveyance Advance Conveyance Advance interest State Insurance Loan Miscellaneous (1-5) Total Deductions Net Payable Total Dr. Total Cr.
14 Payroll Management
Payroll Management
The system should allow the calculation of pay structure based on compensation rules like Years of service Grade Pay scale Location Employee type like executives, supervisors, workman, deputation, casual, consultants, probation etc. Others (user defined)
15 Payroll Management
Payroll Management
The system should allow the salary to be split across different payments
16 Payroll Management
Payroll Management
The system should allow pay types based on user defined cycles of pay (Monthly)
17 Payroll Management
Payroll Management
The system should have the provision to override the standard rate of pay for individual employees based on required authorization
18 Payroll Management
Payroll Management
The system should allow the setup of multiple payrolls with different payroll administrators & combining payroll
19 Payroll Management
Payroll Management
The system should allow restriction of administrative
functions to a few select payroll users
20 Payroll Management
Payroll Management
The system should have a data upload facility to upload historical payroll data.
21 Payroll
Payroll
The system should allow the maintenance of slab wise
details for statutory elements like Income Tax as well as
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Management Management user defined elements 22
Payroll Management
Payroll Management
Provision to calculate reduction in salary based on attendance
policy (such as time allowed for delay or location etc.) of
Organization as a fixed component or as a% of salary or
hourly charges 23
Payroll Management
Payroll Management
The system should perform advance payments: Fixed value amounts (e.g. festival/ natural calamity advance) or formula based amounts (e.g. pay advance on transfer / long leave)
24 Payroll
Management
Payroll
Management
The system should allow for deductions that might be
Organization rules like Festival advance Natural calamity advance House Building Advance Income Tax/ Surcharge Others ( Pls. Define other allowances)
25 Payroll Management
Payroll Management
The system should allow for, but not be limited to, the following Loans and Advance payments
Interest Free Advances Interest Bearing Advances Short Term Advances Long Term Advances
26 Payroll Management
Payroll Management
Provision to include fringe benefits as part of employee
salary and to calculate required tax deductions as per the
taxation norms and rules of Organization 27
Payroll Management
Payroll Management
The system should allow the cap of deductions at user
defined fixed values or as a percentage of some pay
elements/ flexibility to relax user defined caps 28
Payroll Management
Payroll Management
The system should allow the following calculation of one-
time payment of allowance and /or deduction: Incentive, arrear, ex-gratia, uniform, lease/ conveyance maintenance, Foundation day, etc. By amount: enter amount to be deducted or payable By days: enter number of days for system to compute the amount based on basic pay or gross pay and/or any other component of pay By Percentage: enter percentage for system to
compute the amount based on basic pay or gross pay and/or any other component of pay
29 Payroll
Management
Payroll
Management
The system should calculate recurring payments and/or
deductions using the same criteria as one-time payment/ deduction
30 Payroll Management
Payroll Management
Allow for input of start and end date for recurring payment/ deduction
31 Payroll Management
Payroll Management
The system should be able to process payroll on the following frequencies:
Monthly, Off cycle payroll run must be possible On-demand (i.e. terminations, vacation advance, court order, ratification)
32 Payroll Management
Payroll Management
For each employee, system should use Employee Master Data of HRMS such as: Name of
employee PF Account No. (CPF/CPF/EPF)
Bank Account PAN No. Name of Father, Husband, Mother Wife Date of birth Basic pay
Designation Date of Joining service Nomination Details Name and address of nominee Relationship
with subscriber Age of nominee
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Share payable to each nominee Other user-defined fields
33 Payroll Management
Payroll Management
The system should automatically update payroll database for changes in employee record without interfering with payroll processing (e.g. Promotions in the middle of month)
34 Payroll Management
Payroll Management
The system should automatically update payroll database
when authorized person and Department makes pay rate
changes 35 Payroll
Management Payroll Management
The system should be able to make back dated calculation
36 Payroll Management
Payroll Management
The system should reflect payroll adjustments in correct pay period
37 Payroll Management
Payroll Management
The system should have full and final settlement process in place
38 Payroll Management
Payroll Management
The system should provide a final settlement report for each terminated employee
39 Payroll Management
Payroll Management
The system should have provision to suspend payroll runs or control final settlement processing on a case to case basis
40 Payroll Management
Payroll Management
The system should have the provision to run separate bonus / incentive runs
41 Payroll Management
Payroll Management
The system should provide the capability to handle unlimited pay account codes and drawing banks
42 Payroll Management
Payroll Management
The system should have a provision to process arrear and backdated payment calculations
43 Payroll Management
Payroll Management
Provision to recover advances in subsequent pay periods with
a single transaction 44
Payroll
Management
Payroll
Management
The system should maintain earnings history information
(i.e. a record of all pay of all activity) for each employee for
a user specified period of time 45 Payroll
Management Payroll Management
The system should support multiple banks or savings institutions per employee
46 Payroll Management
Payroll Management
The system should provide electronic transmission of direct deposit
47 Payroll Management
Payroll Management
Linkage with punishments, i.e. suspension should result
in subsistence allowance 48 Payroll
Management Payroll Management
The system should have linkage to leave, punishments,
promotion, location, qualifications 49 Payroll
Management Payroll Management
The system should calculate HRA rebate
50 Payroll Management
Payroll Management
The system should handle tax exemptions as per the
Income Tax rules 51 Payroll
Management Payroll Management
The system should handle Gratuity calculations
52 Payroll Management
Payroll Management
The system should handle provident fund rules like Calculate
and deduct contributions
according to the respective statutory acts/ company policy etc.
The system will have link of the EPFO/RVPNL or UAN site,
so employee can login and see the details related to
provident fund. 53 Payroll
Management Payroll Management
Maintain individual CPF accounts and generate individual
account slip for every financial year 54
Payroll Payroll
There should be a report generated before posting of salaries
at month end. This would ensure that the system allows
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Management Management checking of data prior to posting
W. Payroll Management 1 Payroll
Management Payroll Management
The system should capture company/ Organization information like
Organization/ Company Registration Number Legal name Establishment Registration Details Employer Classification Income tax
details Department/ Division Details 2 Payroll
Management Payroll Management
The system should capture termination settlement details like
Notice Period Pay Leave encashment information Retrenchment compensation Voluntary retirement Commuted Pension PF settlement details Loan
recovery Gratuity details Lien payments
3 Payroll Management
Payroll Management
Flexibility to calculate overtime for different locations at different rates
X. Support for allowances, reimbursements etc. 1 Payroll
Management Payroll Management
Release of festival advance and other advances (user defined) against salary
2 Payroll
Management
Payroll
Management
Employee wise recovery position, recovery list and outstanding balances list - month wise or as user defined
3 Payroll Management
Payroll Management
Support calculation and payment of arrear/bonus with consequent tax adjustments
4 Payroll Management
Payroll Management
Payment of medical reimbursement, allowances, recovery and
taxation (if any) thereon. 5 Payroll
Management Payroll Management
Support recovery of club/union contributions
6 Payroll
Management
Payroll
Management
Provision of housing loan or any other loan component to be
adjusted against the employee salary
7 Payroll Management
Payroll Management
Support payment of educational allowance, transfer allowances and any other user defined allowances
8 Payroll Management
Payroll Management
Support recovery of all other types of loans with reports like recoveries made, overdue list etc.
9 Payroll Management
Payroll Management
Support calculation of incremental arrears with consequent tax adjustments
10 Payroll
Management
Payroll
Management
Support payment of salary arrears as per the industry level
settlements with tax adjustments. Also support payment of
arrears calculated in user defined 11 Payroll
Management Payroll Management
Installments or in lump sum.
Y. Taxation 1
Payroll Management
Payroll Management
Ability to define tax rules to determine employees tax liability as per changes by the Organization/ local statutory legislation for actual tax liability of employee
2 Payroll Management
Payroll Management
Facility to provide investment declaration form in electronic
format. The employee will be required to fill and submit the
form electronically so as to automatically updating of salary
record and tax calculation by the system 3
Payroll Management
Payroll Management
The system should ensure support for major statutory reports/ certificates of taxes in the user defined format
4 Payroll
Payroll
Also should support generation of employee's individual
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Management Management tax returns and generation of eTDS data 5 Payroll
Management Payroll Management
The system should record employees' perquisites and other information relevant in computing their tax liability as tax components
6 Payroll Management
Payroll Management
The system should complete calculation and deduction of tax automatically / user defined
7 Payroll
Management
Payroll
Management
The system should project the tax liability of each employee
for the period within a tax calendar based on the employee
declaration of savings etc. and providing tax planners to the
employee 8
Payroll Management
Payroll Management
Provision to manually adjust taxable earnings (in case of income from other sources, investments etc.)
9 Payroll Management
Payroll Management
The system should support separate tax tables for bonus pay
calculations as per applicable rules and regulations
10 Payroll Management
Payroll Management
The system should handle exemptions and rebates as per the income tax rules
11 Payroll
Management
Payroll
Management
Provision to calculate professional tax deductions with
exemptions, arrears and generation of related reports
and receipts 12 Payroll
Management Payroll Management
Provision to establish deduction limits for each deduction based on various parameters like: 1. Employee 2. Job Classification 3. Company 4. Benefit plan 5. Salary
13 Payroll Management
Taxation
Provision to make deductions effective:
1. In the current period
2. In any pay period or periods selected 3. In any user-defined frequency selected 4. Between user-defined start and stop dates 5. Until an user defined limit is reached
14 Payroll
Management
Taxation
Start and stop dates for deductions should be maintained: 1. On the employee master file 2. On employee level
15 Payroll
Management
Taxation
Provision to reverse deduction to be included in next pay check if incorrectly withheld/ option with user
16 Payroll Management
Taxation
Ability to determine deduction amounts by:
1. Amount of earnings 2. Percent of earnings 3. Number of hours
17 Payroll Management
Taxation
Provision to prioritize deductions:
1. Using the deduction code 2. Using a separate priority number
18 Payroll Management
Taxation
Ability to be prompted by system when employee status changes to leave to determine how deductions will be paid while on leave:
19 Payroll Management
Taxation
Ability to apply or stop various deductions based on employee
status changes (e.g. Leave of absence, term)
Z. Payslip Run 1 Payroll
Management Payroll Management
The system should provide for online ad-hoc calculation of employees pay slip amount
2 Payroll
Payroll
The system should perform on-line calculation of pay and
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Management Management benefits for terminated employee based upon termination date 3
Payroll Management
Payroll Management
The system should have the ability to evaluate different
scenarios for change in payroll structures
4 Payroll Management
Payroll Management
System should provide an impact analysis tool for analysis of impact of revision of any/ all components like pay, allowances, deductions etc.
5 Payroll Management
Payroll Management
The system should display the status of the payroll calculations
6 Payroll Management
Payroll Management
Provision to run payroll multiple times before finalization to ensure accurate pay computation
7 Payroll Management
Payroll Management
The system should post the amount of salary paid for each element of pay for an employee, based on the relevant GL account code and employee cost centre information to General Ledger. Financial postings include: 1. Element 2. Amount 3. GL Account 4. Cost Centre
8 Payroll Management
Payroll Management
The system should post salary payment advice including
multiple payment methods such as bank, cash and cheque to
General Ledger 9 Payroll
Management Payroll Management
Provision to issue third party cheques
10 Payroll
Management
Payroll
Management
Payslip should be generated with the following details, with
a flexibility to alter the various components: 1. Taxable and non-taxable components in separate columns 2. Tax till date, calculated, recovered, projected 3. Loan balances and no. of installments deducted/ left 4. Provident fund opening balance, interest till date, closing balance etc.
11 Payroll Management
Payroll Management
PF and Terminal Benefit Management
12 Payroll Management
Payroll Management
System should support pooling the monthly contribution of
CPF in to the CPF management system
13 Payroll Management
Payroll Management
System should support CPF settlement process including generation of settlement sheets and relevant vouchers for accounting
14 Payroll Management
Payroll Management
System should support calculation of periodic interest and crediting the amount to the accounts
15 Payroll Management
Payroll Management
System should perform CPF application processing, loan
sanctioning, loan disbursement, modification of loan
installments, loan short closure, recovery through payroll, final
settlement during closing, transfer for different type of CPF
loans 16
Payroll Management
Payroll Management
System should have the facility to credit sanctioned
CPF loan / withdrawal amount directly to their
respective amounts 17
Payroll
Management
Payroll
Management
System should generate all types of MIS reports as per request of Bank (like CPF ledger, CPF loan Ledger, pension rule, CPF rule, Gratuity rule (online) etc.)
18 Payroll Management
Payroll Management
System should maintain nominee details and payment to nominee in case of death of an employee
19 Payroll Management
Payroll Management
CPF returns and other statutory forms
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20 Payroll Management
Payroll Management
System should generate all types of reports/ registers related to CPF management
AA. PF/ Gratuity Management 1
Payroll
Management
PF and
Gratuity
System should perform gratuity calculation, provision & accounting employee wise as per user defined rules
2 Payroll Management
PF and Gratuity
System should perform forfeiture of Gratuity in case of
dismissals etc. 3 Payroll
Management PF and Gratuity
System should generate gratuity payment cheques
4 Payroll Management
PF and Gratuity
System should maintain nominee details and payment to
nominee in case of death of an employee
5 Payroll Management
PF and Gratuity
System should generate all types of reports/registers related to gratuity management
6 Payroll Management
CPF Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution, Employee wise Loan Summary & Employee Certificate.
7 Payroll Management
Gratuity
Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution & Employee Certificate.
8 Payroll Management
WPPF
Balance Sheet, Income Statement , Employee wise Statement, Fund Investment Summary, Profit Distribution & Employee Certificate.
AB. Pension Management 1
Payroll Management
Pension Management
System should intimate the employees three months (or defined period) before their retirement about their PF subscription, PF loan, Gratuity etc.
2 Payroll Management
Pension Management
System should maintain nominee details to facilitate pension processing.
AC. Reports/MIS 1
Reports
MIS Reports
The system should have the mandatory forms and reports
like: 1. IT declaration forms like Form 16, Form 24 etc. 2. Earnings/other income outside salary 3. PF form 4. PF receipt 5. Payroll Register 6. Payslip (including leave/other payment details, IT
deducted) 7. Perks calculation 8. Leave encashment 9. Tax calculation (at any point of time)
2 Reports
MIS Reports
The system should be capable of generating an online payslip
3 Reports
MIS Reports
The system should have provision for generating ad-hoc payroll reports. (Currently some two to three reports are presented by Payroll department on monthly basis apart
from various yearly reporting.) Yearly Burden based on
people retiring PL Account Dependent details
4 Reports
MIS Reports
The system should have provision for generating user defined reports
5 Reports
MIS Reports
The system should provide the following current and year to date totals on earnings statement: 1. Income tax; 2. Any standard or user defined deduction;
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3. Any standard or user-defined pay type 6
Reports MIS Reports
The system should display vacation status information on earnings statement
7 Reports
MIS Reports
The system should display absence status information on earnings statement
8 Reports
MIS Reports
Last pay certificate on transfer/ separation, service particulars – post and location
9 Reports
MIS Reports
TDS receipt at user-defined frequency (quarterly, yearly, etc.)
10 Reports
MIS Reports
The system should be able to generate the reports for each
employee to show individual employee records which
regards to leave register/expenses/PF details etc.
AD. Income Tax 1
Payroll Management
Taxation
The system should provide the functionality for: 1. Online savings detail entry screen 2. TDS deposit details and linkage against TDS deduction. 3. Arrear calculation module 4. Monthly summary 5. Payroll 6. Deduction schedule 7. Others
2 Payroll
Management
Taxation
Should be able to generate CTC report for various level of
employees, should also facilitate generation of projected
employee costs based on certain estimated hike.
3 Payroll Management
Taxation
Should be able to generate Form16
4 Payroll Management
Taxation
Should be able to integrate with HR module to monitor
attendance and leave records and use the data in payroll
processing 5 Payroll
Management
Taxation
Should facilitate employee cost allocation based on predefined parameters
6 Payroll Management
Taxation
Should have the facility to adjust excess/ short deduction of TDS
AE. Industrial Relations 1
Administrate
workforce
Industrial
Relations
All Industrial Relations (IR) matters whether to do with court
cases, leaves, union settlements should be recorded and
tracked in the application 2
Administrate workforce
Industrial Relations
Capability to define unions/ federations/association
(called association hereafter) in the system and maintain
their details 3 Administrate
workforce Industrial Relations
Capability to tag employees to the association and arrive at membership details
4 Administrate workforce
Industrial Relations
Capability to record the demands made by the Associations
for follow up and recording of final resolution
5 Administrate workforce
Industrial Relations
Capability to record absence of employees on strike and generate statistical report on the details on strike under different categories etc.
6 Administrate workforce
Industrial Relations
Capability to generate statistical and individual strike details under various heads such as unit wise, days wise, date wise, number of man hours lost etc.
7 Administrate workforce
Industrial Relations
Capability to initiate a workflow for recording of grievance and its Redressal
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7.7.3 Purchase Management A. Creation of Purchase Management
Sr. No Process Sub- Process Functional Requirement Specifications 1
Purchase Management
Requisition Management
Ability to display budget available for their unit / project / work / asset before creating purchase requisition
2 Purchase
Management
Requisition
Management
Ability to display lead time for purchasing material by material number/ material group before creating purchase requisition
3
Purchase
Management
Requisition
Management
Ability to capture the following information, but should not be limited to, - Quantity - Budget Code - Cost Centre / Project / Sub-project / Work order code / Fixed Asset - Entry date - Forecast usage date.
4 Purchase
Management
Requisition
Management
Field offices or HO departments should able to send requirement
requests to centralized procurement unit through the system, after
due approvals and consolidation 5
Purchase Management
Requisition Management
Ability to generate requisitions for demand from other functional
areas within the system such as capital works, Transport and
Maintenance, Metering & Protection etc. 6
Purchase
Management
Requisition
Management
Ability to create manual requisitions through the system for purchase of materials, projects, works or services
7 Purchase Management
Requisition Management
Ability to handle requisitions for different types of purchases e.g.
non-stock materials, stock materials, services, assets, contract
labour etc. 8 Purchase
Management Requisition Management
Ability to capture the name and details of initiator of requisition
9 Purchase Management
Requisition Management
Ability to assign requisition number automatically
10 Purchase
Management
Requisition
Management
Ability to provide user defined text fields for requisition
details, special instructions 11
Purchase Management
Requisition Management
Ability to attach item specifications (picture, document) to requisition items and be able to display the details upon inquiry
12 Purchase Management
Requisition Management
Ability to detect and avoid / provide warning against duplication of 'purchase requisition' creation based on the keyed-in information.
13 Purchase Management
Requisition Management
Ability to authorize requisitions through the ERP system based
upon predefined criteria e.g. value, department, type of purchase
etc. 14
Purchase Management
Requisition Management
Ability to automatically determine the authorizer of a requisition based upon predefined criteria e.g. MD, GM, DGM, Manager, etc.
15 Purchase Management
Requisition Management
Ability to change the requisition and resubmit for approval as above
16 Purchase Management
Requisition Management
Ability to track and record all changes made to a requisition and
produce reports of the changes made upon request
17 Purchase Management
Requisition Management
Ability to cancel requisition and automatically return committed budget
18 Purchase Management
Requisition Management
Ability to track and record the status of a requisition e.g. not approved / approved
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19 Purchase Management
Requisition Management
Ability to transfer / archive old requisitions for materials or
services that is no longer required in tape or other appropriate
electronic media and easy to retrieve data when required 20
Purchase Management
Requisition Management
Ability to allow for quick requisition creation for commonly
purchased items e.g. use of a requisition template
21 Purchase Management
Requisition Management
Ability to provide facility to print out hard copies of requisitions for approvers or users
22 Purchase Management
Requisition Management
Ability to make certain fields within the requisition mandatory, view only, etc.
23 Purchase Management
Requisition Management
Ability to enter a valid account number or project to be charged for the requisition item.
24 Purchase Management
Requisition Management
Ability to dynamically compare proposed requisition with the budget, and prevent budget overutilization until authorization for
the same is made available. 25 Purchase
Management
Requisition
Management
Ability to change messages from warning to error message or
error to warning 26 Purchase
Management Requisition Management
Ability to lock budget if requisition has been approved
B. Requisition Reporting / Enquiry
1
Purchase Management
Requisition Management
Ability to support method of enquiry based on Delegation of Power:
Ability of the system for Release procedure based on the Purchase
Requisition value and also Purchase Order value. Workflow should
be supported to reduce paper work. 2
Purchase Management
Requisition Management
Ability to produce summary reports for all requisitions captured in
the system, filtered / sorted by specified user criteria e.g.
requisition number, status, date, material number, description,
originator etc. 3
Purchase Management
Requisition Management
Ability to have user-friendly reporting/ query tools that can extract data and produce reports in various formats without the need for technical skills
4
Purchase Management
Requisition Management
Ability to print reports for requisitions and / or send to another user
5
Purchase
Management
Requisition
Management
Ability to drill down within a report to the requisition details
6
Purchase Management
Requisition Management
Ability to allow authorized users to display a requisition details upon request
C. Creation of Proposals and Quotations
1
Purchase Management
Proposal and Quotation Management
Ability to assist in the development TENDER DOCUMENT documents and to capture relevant information in the database.
2
Purchase Management
Proposal and
Quotation
Management
Ability to publish TENDER DOCUMENT and respond to any
questions with regards to the TENDER DOCUMENT online
through company's / Govt.'s portal with collaboration tools in place.
3
Purchase Management
Proposal and
Quotation
Management
Ability to facilitate the preparation of advertisement to
invite tenders from the public/potential bidders.
4
Purchase Management
Proposal and
Quotation
Management
Ability to seamlessly integrate with all other functions within the system e.g. Budget, Finance and Accounting, Project Management, HR management etc.
5
Purchase Management
Proposal and Quotation
Ability to create an RFQ either manually or automatically from an authorized requisition
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Management 6
Purchase Management
Proposal and Quotation Management
Ability to check duplicate RFQ's creation by checking information
keyed in. If it is duplicate as the previous keyed in RFQ (user-
specific time), the system should automatically generate warning
message on-line. 7
Purchase Management
Proposal and
Quotation
Management
Ability to select and assign vendors to RFQ‟s determined either by the user or automatically via the system e.g. vendors for a specific product or service
8
Purchase Management
Proposal and Quotation Management
Ability to automatically warn and monitor vendors who has bad history with reasons when assigning vendors to RFQ based upon user- defined criteria
9
Purchase
Management
Proposal and Quotation Management
Ability to warn and monitor material history with reasons based upon user-defined criteria, such as materials damage during warranty period
10
Purchase
Management
Proposal and Quotation Management
Ability to escalate the RFQ awaiting approval, if no action taken within a specified timeframe, using workflow technology
11
Purchase
Management
Proposal and Quotation Management
Ability to allow approver to reject the RFQ and automatically return to the originator with a reason for rejection using workflow technology
12
Purchase Management
Proposal and
Quotation
Management
Ability to change the RFQ and resubmit for approval as above
13
Purchase Management
Proposal and Quotation Management
Ability to track and record all changes made to an RFQ and produce reports of the change made upon request e.g. no. of changing times, historical records before changing
14
Purchase Management
Proposal and
Quotation
Management
Ability to record and track the initial price that vendor offers,
negotiate price (more than one record) and final price
15
Purchase Management
Proposal and Quotation Management
Ability to track and record the status of an RFQ e.g. not approved, approved
16
Purchase Management
Proposal and
Quotation
Management
Ability to transfer (archive) old RFQ's for materials or services that
are no longer required to tape and easy to retrieve data when
required 17
Purchase Management
Proposal and
Quotation
Management
Ability to allow for quick RFQ creation for commonly purchased
items e.g. a template for regular types of RFQ
18
Purchase Management
Proposal and
Quotation
Management
Ability to provide facility to print out hard copies of RFQ‟s for approvers
19
Purchase Management
Proposal and
Quotation
Management
Ability to make certain fields within the RFQ mandatory, view only, etc.
20
Purchase Management
Proposal and Quotation Management
Ability to counter check with the budget. Message will appear if no budget is availability or exceed the budget when entering the RFQ
21
Purchase Management
Proposal and Quotation Management
Ability to enter and store vendor response information into RFQ‟s online
22
Purchase Management
Proposal and Quotation Management
Ability to perform evaluation of the responses based on predefined criteria using the ERP system
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23
Purchase
Management
Proposal and Quotation Management
Ability to include user defined weighting factors in RFQ
evaluations
24
Purchase
Management
Proposal and Quotation Management
Ability to store scanned copies 'vendor responses' in the system and attach to the RFQ referenced
25
Purchase Management
Proposal and Quotation Management
Ability to retrieve the responses and print them when required
26
Purchase Management
Proposal and Quotation Management
Ability to print RFQ details on demand
27
Purchase Management
Proposal and
Quotation
Management
Ability to perform an online evaluation of the vendor to whom the RFQ is to be sent
28
Purchase Management
Proposal and
Quotation
Management
Ability to send RFQ response details to another user
29
Purchase Management
Proposal and
Quotation
Management
Ability to link to vendors database to gain vendors details, if available
30
Purchase Management
Proposal and
Quotation
Management
Ability to search the bidders database, rank and select the bidders
that have the capability to fulfil the identified product
specifications. 31
Purchase Management
Proposal and Quotation Management
Ability to call for online clarifications from bidders.
32
Purchase Management
Proposal and Quotation Management
Ability to perform best-fit bidder analysis based on user defined parameters.
33
Purchase Management
Proposal and Quotation Management
Ability to communicate with referrals sent out, send out standard forms or request for visit or telephonic reference checking procedure.
34
Purchase
Management
Proposal and Quotation Management
Ability to maintain tender fee and earnest money deposit
(EMD)/ Bid Security register.
D. RFP and RFQ Reporting / Enquiry
1
Purchase Management
Proposal and
Quotation
Management
Ability to report and track all changes made to an TENDER DOCUMENT/RFQ and print the changes, if required
2
Purchase Management
Proposal and Quotation Management
Ability to report the status of a TENDER DOCUMENT/RFQ e.g. awaiting approval, approved
3
Purchase Management
Proposal and Quotation Management
Ability to produce reports of TENDER DOCUMENT/RFQs by user defined criteria e.g. TENDER DOCUMENT/RFQ number, vendor, material number, originator, department responsible, authorizer etc.
4
Purchase Management
Proposal and
Quotation
Management
Ability to have a user-friendly reporting/ query tools that can extract data and produce reports in various formats without the need for technical skills
5
Purchase Management
Proposal and Quotation Management
Ability to attach documents and / or specifications to RFQs to be sent to a vendor
Proposal and
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6 Purchase Management
Quotation Management
Ability to view the documents or specifications prior to attaching to the RFQ
7
Purchase Management
Proposal and Quotation Management
Ability to display the TENDER DOCUMENT/RFQ details on
demand 8
Purchase
Management
Proposal and Quotation Management
Ability to display the TENDER DOCUMENT/RFQ status on
demand 9
Purchase
Management
Proposal and Quotation Management
Ability to report about those TENDER DOCUMENT/RFQs that
are about to close
10
Purchase Management
Proposal and
Quotation
Management
Ability to allow authorized users to display the evaluation results and details
11
Purchase Management
Proposal and Quotation Management
Ability to link with intranet/internet for bid announcement
E. Creation of Letter of Intent and Purchase Orders
1
Purchase Management
Purchase
Order
Management
Ability to integrate seamlessly through the ERP system with other
system functionalities such as requisitions, contracts, RFQ,
inventory, budget 2
Purchase
Management
Purchase
Order
Management
Ability to create manual purchase orders for materials, non
material or services
3
Purchase Management
Purchase Order Management
Ability to handle purchase orders for different types of purchases e.g. non-stock materials, stock materials, services, assets, contract labour etc.
4
Purchase Management
Purchase Order Management
Ability to trigger and initiate purchase orders automatically for items with predefined conditions established in the system
5
Purchase Management
Purchase
Order
Management
Ability to create purchase orders with multiple delivery addresses
6
Purchase Management
Purchase Order Management
Ability to capture the requisition originator's name and details in the purchase order, if applicability
7
Purchase Management
Purchase Order Management
Ability to assign purchase order number automatically or manually
8
Purchase
Management
Purchase Order Management
Ability to provide user defined text fields for purchase order
details, special instructions
9
Purchase
Management
Purchase Order Management
Ability to attach item specifications to purchase order items (picture, document) and be Ability to view the details upon inquiry
10
Purchase Management
Purchase Order Management
Ability to check duplicate purchase order creation by checking
information keyed in, if it's duplicate as the previous keyed in
purchase order (user-specific time), the system should
automatically generate warning message on- line. 11
Purchase Management
Purchase
Order
Management
Ability to authorize purchase orders through the system based upon
user defined criteria e.g. value, department, type of purchase etc.
12
Purchase Management
Purchase Order Management
Ability to automatically determine the authorizer of a purchase order based upon predefined criteria e.g. below 1 lakh, above 10 lakhs etc.
Purchase Ability to escalate the purchase order awaiting approval, if not
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13 Purchase Management
Order Management
actioned within a specified timeframe, using workflow technology
14
Purchase
Management
Purchase
Order
Management
Ability to change the purchase order and resubmit for
approval as above
15
Purchase Management
Purchase Order Management
Ability to track and record all changes made to a purchase order and produce reports of the change made upon request
16
Purchase Management
Purchase Order Management
Ability to cancel purchase order and automatically return the committed budget
17
Purchase
Management
Purchase
Order
Management
Ability to track and record the status of a purchase order e.g.
not approved, approved
18
Purchase Management
Purchase
Order
Management
Ability to transfer old purchase order for materials or services, that are no longer required, to tape and in a manner that is easy to retrieve data when required
19
Purchase Management
Purchase Order Management
Ability to create a purchase order for the same vendor from different requisitions
20
Purchase
Management
Purchase Order Management
Ability to add lines to a purchase order as required
21
Purchase
Management
Purchase Order Management
Ability to allow for quick purchase order creation for commonly
purchased items
22
Purchase Management
Purchase
Order
Management
Ability to provide facility to print out hard copies of purchase orders for approvers
23
Purchase Management
Purchase Order Management
Ability to make certain fields within the purchase order mandatory, view only, etc.
24
Purchase Management
Purchase Order Management
Ability to enter a valid account number or project to be charged for the purchase order item
25
Purchase Management
Purchase
Order
Management
Ability to counter check requisition dynamically in the system
with the budget. Message will appear if no budget is availability or
exceed the budget when entering the purchase order accounting
details 26
Purchase Management
Purchase Order Management
Ability to request vendor acknowledgement for a purchase order
27
Purchase Management
Purchase Order Management
Ability to enter duty, freight cost, storage costs, admin costs, transit storage costs and handling charges details for a whole purchase order and for each item.
28
Purchase Management
Purchase
Order
Management
Ability to enter multiple delivery dates for items in a purchase
order e.g. each line item may have a different delivery date or
multiple line item delivery dates
29
Purchase Management
Purchase
Order
Management
Ability to enter multiple cost code for a line item, e.g. an item
maybe split between 1 or more capital works projects or cost
accounts 30
Purchase Management
Purchase Order Management
Ability to enter and store specific terms of trade or payment in a
purchase order e.g. payment by letter of credit, due 20th of the
month following etc.
31
Purchase
Management
Purchase Order
Ability to enter vendor discounts in the purchase order payment
details
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Management 32
Purchase Management
Purchase
Order
Management
Ability to define the output of a purchase order e.g. printed, electronic transfer, faxed etc.
33
Purchase Management
Purchase Order Management
Ability to define the printed purchase order details and physical appearance e.g. attach the corporation‟s logo etc.
34
Purchase Management
Purchase Order Management
Ability to create a purchase order from multiple requisitions.
35
Purchase
Management
Purchase
Order
Management
Ability to create multiple purchase orders from one requisition.
36
Purchase Management
Purchase Order Management
Ability to purchase item with different unit of measure from inventory unit.
37
Purchase Management
Purchase
Order
Management
Ability to support and process Emergency POs. System should
allow the user to create PO without creating a PR and system should
provide authorization control to restrict this activity to only specific
user and put an upper limit in terms of value.
38
Purchase Management
Purchase Order Management
Ability to support cash purchase transactions
F. LOI or Purchase Order Reporting / Enquiry
1
Purchase Management
Purchase Order Management
Ability to report and track all changes made to an "LOl" or purchase order
2
Purchase Management
Purchase Order Management
Ability to report the status of an "LOI" or purchase order e.g. awaiting approval, approved
3
Purchase Management
Purchase
Order
Management
Ability to produce reports of "LOI" or purchase orders by user
defined criteria e.g. purchase order number, vendor, material
number, originator, department responsible, authorizer etc.
4
Purchase Management
Purchase
Order
Management
Ability to produce purchasing history for procurement department
in order to analysis their performance by monthly, quarterly, yearly,
etc.
5
Purchase Management
Purchase
Order
Management
Ability to have a user-friendly reporting/ query tools that can extract data and generate reports in various reporting formats without the need for technical skills
6
Purchase Management
Purchase Order Management
Ability to attach documents and specifications to purchase orders
7
Purchase
Management
Purchase
Order
Management
Ability to view the documents or specifications prior to attaching
to the purchase orders
8
Purchase
Management
Purchase Order Management
Ability to display the purchase order details on demand
9
Purchase Management
Purchase
Order
Management
Ability to print a copy of the purchase order on demand
10
Purchase Management
Purchase Order Management
Ability to report the purchase orders that are due or overdue
Purchase
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11 Purchase Management
Order Management
Ability to flag overdue or about to become due purchase orders to the originator automatically
12
Purchase Management
Purchase Order Management
Ability to view historical transactions against the purchase order
13
Purchase
Management
Purchase
Order
Management
Ability to request acknowledgement of the purchase order
from a vendor
14
Purchase
Management
Purchase Order Management
Ability to record purchase order acknowledgements from a
vendor in the order
15
Purchase Management
Purchase
Order
Management
Ability to track those purchase orders which have not been acknowledged
16
Purchase Management
Purchase Order Management
Ability to reprint requests for purchase order acknowledgement
17
Purchase Management
Purchase Order Management
Ability to track purchase order due dates and produce reports to originators of overdue purchase orders
18
Purchase Management
Purchase
Order
Management
Ability to issue / print reminder notices and send to vendors either electronically or manually
19
Purchase
Management
Purchase Order Management
Ability to track the reminder notices sent and any subsequent responses received from a vendor
20
Purchase
Management
Purchase
Order
Management
Ability to produce purchase order outstanding report
21
Purchase Management
Purchase Order Management
Ability to maintain vendor performance data for deliveries made against a purchase order
22
Purchase Management
Purchase Order Management
Ability to capture delivery or shipping information relating to a purchase order
23
Purchase Management
Purchase
Order
Management
Ability to report the delivery or shipping information relating to a purchase order
24
Purchase Management
Purchase Order Management
Ability to produce reports of vendor performance based on predefined performance criteria
G. Contract Creation
1
Purchase Management
Contract Management
Ability to seamlessly integrate with all other functions within the system such as requisitions, purchase orders, RFQs, vendors etc.
2
Purchase Management
Contract Management
Ability to create a contract either manually or automatically from an authorized order
3
Purchase Management
Contract Management
Ability to check duplicate contract creation by checking
information keyed in. If it's duplicate as the previous keyed in
contract (user-specific time), the system should automatically
generate warning message on-line. 4
Purchase Management
Contract Management
Ability to assign vendors to a contract determined either by the user or automatically via the system
5
Purchase Management
Contract Management
Ability to warn and monitor vendors who has bad history with
reasons when assigning vendors to contract based upon user-
defined criteria, such as Late delivery, material damage in excess
of 10% during delivery, damage during warrant period, other user
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defined criteria. 6
Purchase Management
Contract Management
Ability to track and record the status of a contract e.g. not approved, approved
7
Purchase
Management
Contract
Management
Ability to transfer (archive) old contracts for materials or
services that are no longer required from the main data storage
to other electronic media while ensuring that it is easy to retrieve data when required
8
Purchase Management
Contract Management
Ability to provide facility to print out hard copies of a contract for approvers or vendors
9
Purchase
Management
Contract
Management
Ability to counter on-line check with the budget. Message will
appear if no budget is availability or it exceeds the budget when
entering a contract manually 10
Purchase Management
Contract Management
Ability to print contracts on demand
11
Purchase Management
Contract Management
Ability to record and track contract related information
12
Purchase
Management
Contract
Management
Ability to link to vendors database to obtain vendor's details
H. Contract Reporting / Enquiry
1
Purchase
Management
Contract
Management
Ability to attach document and specifications to contracts
2
Purchase Management
Contract Management
Ability to view the documents or specifications prior to attaching to the contracts
3
Purchase Management
Contract Management
Ability to display the contract details on demand
4
Purchase
Management
Contract
Management
Ability to display the contract status on demand
5
Purchase Management
Contract Management
Ability to report those contracts about to expire either delivery or warranty period
6
Purchase Management
Contract Management
Ability to report contract usage and performance data e.g. how often used, vendor performance on contracted terms etc.
7
Purchase
Management
Contract
Management
Ability to report contract validity dates
8
Purchase Management
Contract Management
Ability to view historical transactions against the contract
9
Purchase Management
Contract Management
Ability to request acknowledgement of the contract from a vendor after sending
10
Purchase
Management
Contract
Management
Ability to record contract acknowledgements from a vendor in
the contract detail 11
Purchase Management
Contract Management
Ability to track those contracts which have not been acknowledged
12
Purchase Management
Contract Management
Ability to reprint requests for contract acknowledgement
I. Consignment Receipt
1
Purchase Management
Receipt of Goods
Ability to allow users to acknowledge receipt of purchase orders online
2
Purchase Management
Receipt of Goods
Ability to create consignment receipt and follow up on partial delivery
3
Purchase
Receipt of
Ability to check duplicate consignment receipt creation by checking
information keyed in. If it's duplicate as the previous keyed in
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Management Goods consignment receipt (user-specific time), the system should
automatically generate warning message on-line 4
Purchase Management
Receipt of Goods
Ability to receive materials, non material or services against a purchase order and store the details of the consignment receipt in the system
5
Purchase Management
Receipt of Goods
Ability to record item details upon consignment receipt e.g. item serial numbers, batch numbers, user text etc. Serial number field must have a minimum of 14 characters and allow alphanumeric entries
6
Purchase Management
Receipt of Goods
The consignment receipt details captured should include the following items, but should not be limited to: Quantity, Packing slip numbers, Carrier name, Time of receipt, Receiving person's name, Quality information, Reference contract no.
7
Purchase Management
Receipt of Goods
Ability to correct or reverse an incorrect consignment receipt
8
Purchase Management
Receipt of Goods
Ability to set user-defined criteria or conditions for quality inspection on-line
9
Purchase Management
Receipt of Goods
Ability to check criteria or condition for quality inspection item by item on-line
10
Purchase
Management
Receipt of
Goods
Ability to store quality inspection details for an item in the system and subsequent recording of the results of the inspection to be recorded
11
Purchase Management
Receipt of Goods
Ability to reject a consignment receipt yet still enter the details
into the system to inability tracking and vendor performance to
be captured, if quality inspection not pass 12
Purchase
Management
Receipt of
Goods
Ability to identify the reasons to accept materials which do not meet
the TELETALK's specification and conditions to accept 13
Purchase Management
Receipt of Goods
Ability to track no. of inspection for each vendor in order to analysis vendor performance
J. Purchase Order Receipt
1
Purchase
Management
Receipt of
Goods
After quality inspection passed, the system should automatically or manually create purchase order receipt follow on consignment
receipt details 2
Purchase Management
Receipt of Goods
Ability to create one purchase order receipt from various consignment receipt
3
Purchase Management
Receipt of Goods
Ability to correct or reverse an incorrect purchase order receipt
4
Purchase
Management
Receipt of
Goods
Ability to automatically warn if actual delivery date varies considerably from scheduled delivery date
5
Purchase Management
Receipt of Goods
Ability to maintain an audit trail of those items received and store
the information against the purchase order
6
Purchase Management
Receipt of Goods
Ability to capture receipt information by way of a bar code scanning device
7
Purchase Management
Receipt of Goods
Ability to produce either bar code labels or standard labels for an item upon receipt
8
Purchase
Management
Receipt of
Goods
Ability to produce a goods received note with details of the
receipt etc. 9
Purchase Management
Receipt of Goods
Ability to produce reports which detail the receipt information. Details should among others include: PO number, Date of receipt, Item received etc.
10
Purchase Management
Receipt of Goods
Ability to display receipt information immediately once the receipt action is completed
11
Purchase Management
Receipt of Goods
Ability to allow partial delivery
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12
Purchase Management
Receipt of Goods
Ability to record the delivery of items to their destinations
13
Purchase Management
Receipt of Goods
Ability to display and printout an expected receipts report e.g. date, purchase order, value, items etc.
14
Purchase Management
Receipt of Goods
Ability to automatically recognize the payable liability at the time of receipt and update the inventory control account with the value of the receipt
15
Purchase
Management
Receipt of
Goods
Ability to optionally accrue expense purchases at the time of receipt
or at period end 16
Purchase Management
Receipt of Goods
Ability to provide the facility to track, manage, and reconcile non invoiced receipts of all items when a period is closed
17
Purchase Management
Receipt of Goods
Ability to online integrate with all other functions within the system e.g. financial, inventory. stores, project management etc.
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7.7.4 Inventory Management A. Maintain Inventory Data
Sr. No Process Sub-Process Functional RequirementSpecifications 25
Store Management
Inventory Management
Abilityto support multiplephysical stores, locationsand
binlocations Including the physical description of eachlocation.
2 Store Management
Inventory Management
Abilityto support all locationsbothmain locationand sub locations
3
Store Management
Inventory Management
Abilityto support bothWeighted Average costing and Standard costing FIFO
4
Store
Management
Inventory
Management
Abilityto integrate to thirdpartysoftware i.e. barcode
readersetc. 5
Store Management
Inventory Management
Abilityto change stocklocationdescriptions
6
Store Management
Inventory Management
Abilityto transferold stocklocations no longer required to backup and abilityto easilyretrieve suchdata
7
Store Management
Inventory Management
Abilityto provide functionsto displaywarning message
whenmaterial is nearing its user defined life and is not picked
to use. 8
Store
Management
Inventory
Management
Forstorage,abilityto popupwarning message if anyitemisstored
formore thanauser defined period orifanyiteminstore is nearing
their expiryperiod 9
Store Management
Inventory Management
Abilityto store material movement historyin eachstorage and materialiteme.g.slowmoving or no moving
10
Store Management
Inventory Management
Abilityto queryand print report stockmovement online and real time.Forexample,but should not be limited to: Store life,stockmovement life cycle (e.g.1 year,1-2year,2-3 yearandover5 years),separate bystock status,latest issuing date
11
Store Management
Inventory Management
Abilityto queryand produce stockturnover reportsseparate
bymaterial code,material type,storage,etc.
12
Store Management
Inventory Management
Abilityto produce online reports forstock locationse.g.materialsinastocklocation,stock movements,historical data,stockvalues, expected receiptsetc.
13
Store Management
Inventory Management
Abilityto produce online reports foroutstanding stocksand stockvalue (total cost, unit cost) separate bymaterial
code,material type, storage,etc. 14
Store Management
Inventory Management
Abilityto create different typesofstorage locationse.g.pickface,highracks, bulkand include dimensionsand capacityforeach individual location
15
Store Management
Inventory Management
Abilityto record different classesofstockse.g. electrical,spares,project stock,mechanical etc.
16
Store
Management
Inventory
Management
Abilityto transferstocksand update the system immediatelyand
automatically 17
Store Management
Inventory Management
Abilityto write offordispose ofstocksand update the systemimmediatelyand automatically
18 Store
Management
Inventory
Management
Abilityto capture and trackall stockmovements withinthe systemincludingReceipts,Issues, Transfers, Quarantined stock,Transferto obsolete stock,Returnsto vendor, Consignment stockmovements,Transfersto scrapped stock.
19 Store
Inventory
Abilityto record and trackinventorystatus: Obsolete, Scrapped/surveyed off,Restricted use, Blocked, Intransfer,Underrepair, Availability
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Management Management forissue, Special project stock,Reserved stock, Vendorconsignment stock.
20 Store Management
Inventory Management
Abilityto define additional stockstatus
21
Store Management
Inventory Management
Abilityto trackand maintainrecordsofvendor consignment
stockse.g.those stocks held in TELETALKsitesbut do not
belong to TELETALKuntil consumed
22 Store Management
Inventory Management
Abilityto assignaservice level to aninventory iteme.g.critical itemsmayhave aservice level of100% while those lesscritical mayonlyhave 50%.The service level should be considered by the system when orderproposalsare produced
23 Store Management
Inventory Management
Abilityto report service levelsofinventoryitems to inabilityreviewsto takeplace
24 Store Management
Inventory Management
Abilityto classifyinventorybyABC for various
actionse.g.stocktakes,criticalityetc. system contents would be
enriching by EoQ, Max. Level, Min level, Re-order Level, Safety
Stock & ABC analysis
25 Store
Management
Inventory
Management
Abilityto hold inventoryvaluesinthe systemin various
formse.g.weighted average cost, standard cost, zero cost etc.
26 Store Management
Inventory Management
Abilityto trackand maintaininventorycostsin different currencies
27
Store
Management
Inventory
Management
Abilityto trackand maintaindifferent values for the same
iteme.g.item A1 hasaquantityof3 instock-one piece @Tk. 20.00
and two pieces @Tk.22.00
28 Store Management
Inventory Management
Abilityto freeze inventory for stock take purposes
29
Store Management
Inventory Management
Abilityto produce stocktake schedulesbased uponpredefined criteriae.g. Anitemscounted 12 timesper year,Bitemscounted 6 timesper yearand C itemscounted 2 timesper year.
30
Store Management
Inventory Management
Abilityto produce stockcount sheetsbased on storage locationsand orbinlocations
31
Store
Management
Inventory
Management
Stockcount sheetsshouldcontainsufficient detailsto
inabilitycountersto complete the task. Detailsshould include:
Item number,Item description, Stocklocation, Binlocation,Unit
of measure, Alternate unitsofmeasure and Free text
32 Store Management
Inventory Management
Abilityto recordthe resultsofastockcount in the system
33 Store
Management
Inventory
Management
Abilityto provide ananalysisofthe resultsof the stockcount forfurtheractionsto be taken,if required
34 Store Management
Inventory Management
Abilityto recount those stockitems whichareat variance withthe
systempriorto correcting the valuesininventory
35 Store Management
Inventory Management
Abilityto record apossiblereasonforthe variance inthe system
36
Store Management
Inventory Management
Abilityto electronicallyapprove variances to stockcountsbyauthorizedpersonsbased on predefined criteriai.e. value ofdiscrepancy,type ofitemetc.
37 Store Management
Inventory Management
Abilityto produce reportsofdiscrepancies for inventoryitemscounted
38 Store Management
Inventory Management
Abilityto analyse trends for variance itemse.g. item Z1 isalways1count downonstockcount forpast 5 counts
39 Store Inventory Abilityto report those items not counted ina specificlocation
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Management Management
40 Store Management
Inventory Management
Abilityto support multipleunit ofmeasure for one material
41 Store Management
POSM
Inventory Management
Template for POS materials, (Report will be the real time)
B. Material Requirement Planning (MRP)
1
Store Management
Inventory Planning
Abilityto assignMRPconditionsto amaterial (new,used,overhauled ,refurbished)
2
Store Management
Inventory Planning
Abilityto execute MRPrunsonline orinbatch mode forgroupsofitems,locationsorindividual items
3
Store
Management
Inventory
Planning
Abilityto simulate MRP runs online
4
Store Management
Inventory Planning
Abilityto create individualMRPsettings foreach itemofinventory(conditioncode capability)to alloweachitem/conditionto be uniquelyplanned and inventoried,as well ascarryitsown cost
5
Store Management
Inventory Planning
Abilityto define safetystockholding for individual inventoryitems
6
Store
Management
Inventory
Planning
The systemshould be capable ofdetermining the optimal
orderquantityforanitembased uponthe criteriadefined and
demand withinthe system fromother functional areas e.g.capital
worksprojects,salesetc.
7
Store Management
Inventory Planning
The systemshould be capable ofperforming MRPto
optimize stockholdings foragiven storage location
8
Store Management
Inventory Planning
Abilityto change /maintainMRPsettings foran item
9
Store Management
Inventory Planning
Abilityto viewthe resultsofanMRPrunpriorto actionizing the proposed transactions
10
Store Management
Inventory Planning
The MRPresultsto take into account capital worksproject itemsoriginal target date,revised target date,project statusetc.
11
Store Management
Inventory Planning
The abilityto alert a user that anitemis required but is withinnormal vendorlead times orthe required bydate haspassed and no actionhasbeentaken
12 Store
Management
Inventory
Planning
Abilityto allocate anitem to aspecificMRP
controllerorresponsible person
13 Store Management
Inventory Planning
Abilityto change the MRP resultslistings manually
14 Store Management
Inventory Planning
Abilityto delete MRPresultsmanually
15 Store
Management
Inventory
Planning
Abilityto actionthe MRPresultslist
automaticallyifrequired
16 Store
Management
Inventory
Planning
Abilityto print the MRPresultslist ifrequired
17 Store
Management
Inventory
Planning
System contents would be enriching by EoQ, Max. Level, Min
level, Re-order Level, Safety Stock & ABC analysis,
C. Reserving the material in stores
1
Store Management
Issuefrom store
Abilityto create amanual reservationfor inventorymaterials
2
Store Management
Issuefrom store
Abilityto create reservationsautomaticallyfrom withinacapital worksproject,maintenance job, etc.
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3
Store Management
Issuefrom store
Abilityto perform anavailabilitycheckat the time the
reservationiscreated eithermanually orautomatically
4
Store
Management
Issuefrom
store
Abilityto provide the following detailsinthe
reservation:Reservationnumber,Date of reservation,Requestor's
name and details,Stock location,Material part number,Material
description,Quantityrequired, Batch information,Date required, Accounting information(capital worksproject,G/Letc.), Deliveryaddress
5
Store Management
Issuefrom store
Abilityto change reservationeithermanuallyor
automaticallyfromanother functional area withinthe system
6
Store Management
Issuefrom store
Abilityto trackchangesmade to areservation withinthe system
7
Store Management
Issuefrom store
Abilityto report changesmade to areservation
8
Store
Management
Issuefrom
store
Abilityto displayareservationfrom within another
functional area withinthe system
9 Store Management
Issuefrom store
Abilityto delete areservationforitems no longerrequired
10
Store Management
Issuefrom store
The systemshould be capable ofdeleting a reservationautomaticallyifdemand from another functional area ischanged e.g.capital worksproject iscancelled all reservationsshould be deleted orcancelled
11
Store Management
Issuefrom store
Abilityto enterareasonforcancellationofa reservation
12
Store Management
Issuefrom store
Abilityto report those current reservations withinthe
systemand suggest action accordinglye.g.produce picklistsofreservation items to be delivered
13 Store Management
Issuefrom store
Abilityto produce reportsofoutstanding reservations yet to be picked
14 Store Management
Issuefrom store
Abilityto produce reportsofreservations fora specificjob,capital worksproject etc.
15 Store
Management
Issuefrom
store
Abilityto print areservationdetailsondemand
16
Store Management
Issuefrom store
Abilityto print detailed reports forreservations
17 Store Management
Issuefrom store
Abilityto capture materialreturnsinformation e.g.those itemsreturned fromacapital works project astheyare no longerrequired
18 Store Management
Issuefrom store
Abilityto capture returnsofinventory foritems partiallyconsumed e.g.cable drumissued with 500mand returned 200m
19 Store
Management
Issuefrom
store
Abilityto credit the value ofthe returned materialsto the joborcapital worksproject it wasoriginallyissued to
20 Store
Management
Issuefrom
store
Issue product as per requisition. Requisitions come from user properly.
D. Material Requisition, Indent and Issue of material from stores
1
Store
Management
Issuefrom
store
Abilityto record Indent information
2
Store Management
Issuefrom store
Abilityto create amaterialissue from withinthe system
Store Issuefrom Abilityto support mappingofissuing material to expense in each
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3 Management store unit
4 Store
Management
Issuefrom
store
Abilityto issue stocksto remote stations which maynot be
onthe system
5
Store Management
Issuefrom store
Abilitytodisplaymaterial "available forissuing‟ ineachstorage inmessage before posting of issue
6
Store Management
Issuefrom store
Abilityto issue material viareservationand/or directlyand/orintegrate transactionfrom purchase order
7
Store
Management
Issuefrom
store
Abilityto print out material issue slip viasystem
8
Store Management
Issuefrom store
Abilityto record all stores issuesand adjustmentsthroughanaudit trail.
9
Store Management
Issuefrom store
Abilityto trackand displaythe statusofeach Indent
10
Store Management
Issuefrom store
Abilityto generate alerts ofissueswhicharedue
11
Store
Management
Issuefrom
store
Abilityto produce and print gate pass forissues. Gate passshould
be generated formaterials issued against release order
12
Store Management
Issuefrom store
Abilityto capture deliveryinformationwithinthe systeme.g.transportationtype,carrierdetails, dimensions,weightsetc.
13
Store Management
Issuefrom store
Abilityto decrement the store inventoryand increment the inventoryat the divisionsonce the gate passisreleased
14
Store Management
Issuefrom store
Abilityto produce picklistsforthose items awaiting issue to
acapitalworksproject, maintenance job,transferrequest
oroverthe counterissue 15
Store Management
Issuefrom store
Abilityto produce collective picklists foritemto be supplied to the same destination, user,job etc.
16
Store Management
Issuefrom store
Abilityto define the detailsofthe picklist printed e.g.the informationprinted inthe pick list
17
Store
Management
Issuefrom
store
Abilityto confirm the picklist hasbeenpicked, packed and
issued 18
Store Management
Issuefrom store
Abilityto displaythe statusofapicklist e.g. being picked,being packed,issued etc.
19
Store Management
Issuefrom store
Abilityto record goodsissue once they have beenpicked and packed etc.
20
Store Management
Issuefrom store
Abilityto displaymaterial issue transactions awaiting goodsissue confirmation
21
Store Management
Issuefrom store
Abilityto change agoods issue detailsifrequired e.g.quantity,material numberetc.
22
Store Management
Issuefrom store
The systemshouldhandle the transferof material fromone
store to other.The system should generate the transfer
vouchers. 23
Store Management
Issuefrom store
The systemshould be able to record and track the detailsofthe disposal ofscrap
24
Store
Management
Issuefrom
store
The systemshould be able to support inter-store diversionorders,and inter-Teletalktransferof material onpermanent /loanbasis
25
Store Management
Issuefrom store
Abilityto produce the following online reports, but should not
be limited to: Issuing material to cost centre,capital
worksproject,etc., Issuing material report separatelybymaterial
type, storage,etc.
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E. Receipt of material at stores
1
Store Management
Receipt at store
The systemshould record goodsreceived against the purchase orderand highlight any variationinquantityreceived.
2
Store
Management
Receipt
at store
Goodsreceived note to beentered into the systemagainst the
purchase order number.
3 Store
Management
Receipt
at store
Abilityto createone purchase orderreceipt from
variousconsignment receipt
4 Store Management
Receipt at store
Dataentryscreento show what wasactually ordered inthe specified purchase order
5
Store Management
Receipt at store
Abilityto edit actual numberreceived fromthat displayed withproperauthorization
6
Store
Management
Receiptat
store
Abilityto provide statusofgoodsreceived into the
systemasreceived but not ready for
distribution(i.e.,awaitingqualitycontrol or serial numbering
etc.).
7 Store Management
Receipt at store
Abilityto provide real timeavailable inventory status.Thisshould be possible store wise
8
Store Management
Receipt at store
Abilityto receive part orders,but only with appropriate authorization.
9
Store Management
Receipt at store
Goodsreceived details to be automatically transferred to the
AccountsPayable system for payment afterapproval fromthe
concerned authorities.Payment should happenonlyonce the
storesacknowledges the receipt ofgoodsin good condition 10
Store Management
Receipt at store
Abilityto store qualityinspectiondetails foran iteminthe
systemand subsequent recording of the resultsofthe
inspectionto be recorded 11
Store Management
Receipt at store
Abilityto blockcertainmaterial foraparticular project so that it is not issued foranythingelse
12
Store Management
Receipt at store
Abilityto linkanitem withotheritems,evenif theyare supplied bydifferent vendors
13
Store
Management
Receipt
at store
Abilityto trackmaterialsdamaged during handling/transit
and thisshortfall should be adjusted inthe inventory
14
Store Management
Receipt at store
Abilityto generate and maintainDailymaterial received details(DRRreport)
15 Store Management
Receipt at store
Able to reject aconsignment receipt yet still enterthe detailsinto the systemto enable tracking and vendorperformance to be captured
16 Store
Management
Receipt
at store
The systemshould maintainand trackthe detailsofthe
rejected material. 17
Store Management
Receipt at store
The systemshould be able to record the release orderdetails.Thisshould provide abriefofthe requirement ofthe site offices and the material available at store.
18
Store Management
Receipt at store
The systemshould be able to trackthe detailsof the authorityletter.Thiscontainsthe details who hassanctioned and the personresponsible forreleasing the materialsetc.
19 Store
Management
Receipt
at store
Abilityto generate MaterialReceipt Certificate (MRC).Payment
to vendorsshould happenonly afterMRCisrecorded inthe
system 20
Store Management
Receipt at store
Abilityto generate MaterialReceipt Acknowledgement (MRA)and issue it to Division/sub divisiononaccepting defective materials fromthe site
21
Store Management
Receipt at store
Abilityto print out material returnslip via system
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22
Store
Management
Receipt
at store
Abilityto returnmaterialto storage directly(no need to
passprocurementsystem first)and automaticallyupdate
informationto relevant system
F. Manage Reorder Level
1
Store Management
Inventory Planning
Abilityto support automatic Scheduling using techniquessuch asreorderpoint,economic orderquantity(EOQ)andMaterialsRequirement Planning (MRP)
2
Store
Management
Inventory
Planning
Abilityto generate alerts onsafetystock quantity.
3
Store Management
Inventory Planning
Abilityto generate reportsand analysisof future demand
forecasts/trendsbased onhistorical datasuchasconsumption,lead-time and inventoryexpirydate.
4
Store Management
Inventory Planning
Abilityto provide online available inventory statusacrossall the stores
5
Store Management
Inventory Planning
Abilityto initiate purchase requisitionforre- ordersautomatically.
6
Store Management
Inventory Planning
Abilityto generate annualstockrequirements based onpast consumptionand annual maintenance plan.
7
Store Management
Inventory Planning
Abilityto triggerstockreplenishment exercise forall stockitemsonbasisofvarious parameterssuchas:Reorderlevel,safetylevel, consumption
8
Store Management
Inventory Planning
Abilityto send suggestedordering quantityand delivering
schedule to concerned department and
automaticallyconvertsthe same to purchase requisition.
9 Store Management
Inventory Planning
Abilityto computeinventorycarryingcost
G. Reporting for Inventory Management
1
Store Management
Inventory Management
Abilityto generate comparative analysisreports by:Price,Quality,Deliveryschedule,Payment terms,Ordersand Userdefined parameters
2
Store Management
Inventory Management
Abilityto generate requisitionreportsby: End user,
Item,Status,Purchase requisitionlead time analysis,Outstanding
purchase requisition, and Purchase requisitionageing
3
Store Management
Inventory Management
Abilitytogenerate exceptional reportssuchas: Purchaseswithout
purchase order, Acceptance ofgoods without inspection,Direct
purchases at stores/substations,and Purchases from
unapproved/unlisted vendor.
4 Store Management
Inventory Management
Abilityto generate report onarrival schedules (based onlead time/promised dates).
5
Store Management
Inventory Management
Abilityto perform purchase orderlead time analysis.
6
Store Management
Inventory Management
Abilityto generate and print asandwhen required outstanding
purchase orderreport that showsall outstanding
ordersorbackorder which are not fulfilled yet.
7
Store Management
Inventory Management
Abilityto generate purchase orderlistingthat showslisting
ofpurchase ordersprocessed by: User,Purchase
site/location,Product category, Date,Range,
Vendor,Quantityprocured,Unit cost,Total costs,and Total
commitment bythe individual purchase numberand total
commitment forthe range of purchase orders
8 Abilityto generate goodsreceipt audit trail that showsall
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Store Management
Inventory Management
goodsreceipt done by: Specific user location,Date
range,Quantityreceived, Purchase ordernumber/range,Unit
cost,Total costs,Supplierinvoice ordeliveryorder
number/range,Unit cost,Total costs,Supplier invoice
ordeliveryorder number.
9
Store Management
Inventory Management
Abilityto generate and print purchase order
cancellation/amendment report asand when required
whichshowsall purchase ordersthat have beenamended
orcancelled byuser and the specified dates/period. 10
Store
Management
Inventory
Management
Abilityto generate and print report asand when required that
showsall purchase orders,which have beenpartiallyfulfilled.The
report should list: Itemsthat have beenfulfilled withtotal
value,andItems,whichare still outstanding and not fulfilledyet
withtotal value. 11
Store Management
Inventory Management
Abilityto do listing byuser id, vendor,specified period,purchase order numberrange,product category,locationsand cost centre /client.
12
Store Management
Inventory Management
Abilityto generate goodsreturned to supplier reportthat showsthe itemsreturned to supplier by:Location, Vendor,POnumber, Category, Product code,Reasons forreturnand Value
13
Store Management
Inventory Management
Abilitytogenerate overdue purchase order reportthat showsall purchase orders which have not beenfulfilled by: Stipulated
deadlines, Line, Itemsand Vendor. 14
Store
Management
Inventory
Management
Abilityto generate purchase ordersaging report that showsaging
ofapproved purchase orders by:Number,Rupee
value,Vendor,Product,and Period.
15 Store Management
Inventory Management
Abilityto generate purchase orderaudit trail that showsall purchase ordersprocessed, edited/amended,cancelledor void.
16 Store Management
Inventory Management
Abilityto handle price variationsand be able to account it to the material batchsupplied bythe vendorand make paymentsaccordingly
17 Store Management
Inventory Management
Abilityto trackthe PBGand SBGsfurnished by the biddersand theirexpiryand creationof alertsabout validityoftheBGs
18 Store Management
Inventory Management
Abilityto customize the standard solutionto meet the requirement ofTeletalk
H. Stock taking and inventory verification
1
Store
Management
Inventory
Management
Able to produce stockcount sheetsbased on storage
locationsand orbinlocations
2 Store
Management
Inventory
Management
Abilityto recordthe date eachstoresitem was last checked
3
Store Management
Inventory Management
Abilityto provide listsofstoresitemsscheduled forchecking
4
Store Management
Inventory Management
Abilityto generate alerts onsafetystock quantity
5
Store
Management
Inventory
Management
Abilityto enteractual stocktake quantities via handheld
devices.
6 Store Management
Inventory Management
Abilityto entermanual stockadjustments with specificauthorization
7
Store Management
Inventory Management
Abilityto record and trackinventorystatuslike- Obsolete, Scrapped,Restricted use, Blocked, In transfer,Underrepair, Available forissue, Special project stock,Reserved stock, Vendor consignment stock,additional user defined stock status
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8
Store Management
Inventory Management
Abilityto produce stocktaking schedulesbased uponpredefined
criteriae.g.Itemscounted 12 timesper year,Bitemscounted 6
timesper yearand C itemscounted 2 timesper year.
9
Store Management
Inventory Management
Abilityto enquire and produce stockturnover reportsseparate
bymaterial code,material type,storage,etc. 10
Store Management
Inventory Management
Abilityto produce online reports forstock
locationse.g.materialsinastocklocation,stock
movements,historical data,stockvalues, expected receiptsetc. 11
Store
Management
Inventory
Management
Abilityto produce online reports foroutstanding stocksand
stockvalue (total cost, unit cost) separate bymaterial
code,material type, storage etc. 12
Store Management
Inventory Management
The systemshould be able to calculate the Stock value ofeachmaterial throughvariousstock evaluationmethods
I. Accounting and Maintenance of Records
1
Store
Management
Inventory
Management
Abilityto process all transactionsonline.
2
Store
Management
Inventory
Management
Ability to consolidate total inventory levels available at all the
stores.
3
Store Management
Inventory Management
Ability toaccumulateand provide YTD/MTD/monthly
informationonfollowing by partcode/productID:Receipts, Stock
adjustments, Scraps, Returns tosuppliersand Returns
fromcustomers
4
Store
Management
Inventory
Management
Ability to incorporate different inventory valuation
methodssuch as:FIFO/LIFO/ Weighted average, standard and
actual cost
5
Store Management
Inventory Management
Thesystemshouldbeabletohandlethe links between thestores,
regionsandthecircle. (Assignstoresto regions,circles)
6
Store Management
Inventory Management
Ability tomaintain accuratestoresrecordsand have theability toconsolidate, on an entity wide basis,quantitieson-hand.
7
Store Management
Inventory Management
Ability to incrementStoresrecordsbygoods receivednotes
andgoodsreturnednotesand decrementedbymaterial
transfernotesand by goodsissuedto jobsetc.
8 Store Management
Inventory Management
Abilitytogenerateaflexiblestoresitemcodeas perthe requirement.
9
Store Management
Inventory Management
Ability toaccess stores items by itemnumber (bin number) or description, alternativeitem numberor vendornumber.
10
Store
Management
Inventory
Management
Abilitytomaintainmultiplelevels ofstores item classification including product group, class, size,item,reference,import/exportitemetc.
11
Store
Management
Inventory
Management
Abilitytomaintainquantityonhand,quantity
committedtocurrentwork,quantityonorder, free balance;
quantityon backorder. 12
Store Management
Inventory Management
Abilityto administermultiple storeslocations.
13
Store
Management
Inventory
Management
Abilitytoconsolidatestoresonhandoverall locations.
14
Store Management
Inventory Management
Abilitytomaintain andtrackthedetailsofeach materialssent to eachDC
15
Store Management
Inventory Management
Ability tomaintain issuedetails, issuedate, receiptdetails, receipt date, balanceatany point oftime
Store Inventory
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16 Management Management Abilityto record stockintransit betweenstores 17
Store Management
Inventory Management
Ability to calculate average lead time and reorder levels.
18
Store Management
Inventory Management
Abilitytocalculateeconomicreorderquantities, record standard ordermultiplesorminimum
19
Store Management
Inventory Management
Ability to calculate minimum/maximum stock levels
20
Store Management
Inventory Management
Abilitytoviewordersplacedonanyparticular month/period
21
Store Management
Inventory Management
Abilityfortheportabledataentryunitstoread barcodes.
22
Store
Management
Inventory
Management
Abilitytoclassifyitemsasinventoriedandnon- inventoried.
23
Store Management
Inventory Management
Abilitytoreconcilevalueofstocksissuedwith worksorderscompleted and inprogress.
24
Store Management
Inventory Management
Ability tocategories stores items by holding objective, i.e.,consumables,spares,emergency etc.
J. Handling of other charges
1
Store Management
Inventory Management
Ability to allow costof freight, insuranceand miscellaneouschargesasrequiredtobeadded to the purchase price forimported items
2
Store Management
Inventory Management
Abilitytoallowformiscellaneouschargestobe added to the purchase price forlocal purchases
3
Store Management
Inventory Management
Abilitytohaveastock writedownfacility reducing the stock valuation based on the pricing method
4
Store
Management
Inventory
Management
The system should be able to handle the material overheads,
the costs other than the cost ofmaterial like
transportationshould be booked underthe cost ofmaterial
K. Management of spares/POSM
1
Store Management
Inventory Management
Thesystemshouldsupport thespares replenishmentprocess
forbothlocalsub inventory replenishmentsuch asareaofficesand
for field engineering orders.
2
Store Management
Inventory Management
Replenishmentfor storeand field engineer sub inventoriescan be either automated ormanual depending onuser requirements.
L. Logistics Management
1
Store Management
Inventory Management
Ifafieldengineerneeds apartforaspecific servicerequestand task,
the partorder islinked to the taskandcan beshippedtowherever the
field engineer needsthe part
2
Store Management
Inventory Management
A field engineer orsupervisorshould beableto raise indent for required spares and receive theminto hislocation/sub-inventory.
3
Store
Management
Inventory
Management
It should be possible to process request transfers of partsbetween locations. Thesystem should provide theability
tominimize inventory excesses by managingthereturn of
excessparts orreplacedparts thatcan berepairedand utilized.
M. MIS and Reporting of Inventory
Abilityto provide accurate and timely management informationincluding but not limited to the following: - Stockstatusreportsbylocationand consolidated -Monthlysummaryof storesitemsissued both itemas well
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1
Store Management
Inventory Reporting
asDivisionwise. -Report onInterstore and InterTeletalk transferdetails(bothissue and receipts) -Reorderreport foritemsreaching reorder level. - Historical demand informationbymonth -Profile forecasting forprojected stocklevel based ondemand to date - ABCandXYZ analysis reporting and indicating bufferstockandinvestment requirementsto give nominated levelsof protectionagainst stock-outs. - Issue ofitemsissued by site locationinany specified month/period - Issue ofitemsagainst project number - Issue ofitemsagainst job number -List ofslowmoving items/non-moving items -Printing ofbarcode labels
2
Store Management
Inventory Reporting
Ability to generatecomparativeanalysisreports basedon price, quality, delivery schedule, payment terms and other user defined parameters
3
Store Management
Inventory Reporting
Ability to generate exceptionalreportssuch as:
Purchaseswithoutpurchaseorder,Acceptance of goodswithout
inspection,Direct purchasesat field offices,cash
purchasesandPurchasesfrom unapproved/unlisted vendor.
4
Store Management
Inventory Reporting
Ability to generate requisition reports, PO
listings,goodsreceipts, goodsreturned to supplieretc.
5
Store Management
Inventory Reporting
Abilitytoprovidescreeninquirytodisplaystock level byline itemcode
6
Store Management
Inventory Reporting
Abilitytolistforwardpurchasecommitmentby months.
7
Store Management
Inventory Reporting
Abilityto print goodsreceived audit trail.
8
Store
Management
Inventory
Reporting
Abilitytopreparereportonunmatchedpurchase
order,receipts,invoices etc.
9 Store Management
Inventory Reporting
Ability to produce audit trail of changes to vendorinformation.
10
Store Management
Inventory Reporting
Ability togeneratereportsand analysis offuture demand forecasts/trends based on historical datasuch asconsumption, lead-time, inventory expirydate, warrantyperiod.
11
Store Management
Inventory Reporting
Ability to providescreen inquiry todisplay purchasedfor
themonth by productcodeand supplier, and statusofpayment.
12
Store
Management
Inventory
Reporting
Ability to providescreeninquiry todisplay up-to- date
statusofcreditoraccount bysupplier. 13
Store Management
Inventory Reporting
Abilitytoprovidescreeninquiryandreportofall unpaid bills.
N. Interfacing with service applications
1
Inventory managementshould beclosely integratedwith theserviceapplication asand whensuch applicationsare put inplace.
2
Fieldengineersanddispatchersshouldbeable to order parts and
view the status of parts ordersfromService orMobileService
applications.
3
Theintegration with thejobassignment application should
consider parts availability whenautomaticallyscheduling jobs.
O. Interfacing with external systems
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1
Abilityto interface withbarcode printersand print itemdetails
2
Abilityto interface withbarcode scannersand retrieve
item/consignment details
3 Abilityto interface with RFID systems for recording and
retrieval ofinformation
4 Abilityto capture and store images/ video snippetsduring
various stages of inventory and store management
5 Abilityto interface withthe system forbiometric scanning in
suchaway that the personnel entry /exit isalso recorded inthe ERPsystem
6
Abilityto interface withhand held devices which maybe used forrecoding goodsreceipt, counting ofreceived goods/stock,and inventory verification
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7.7.5 Sales Management Sr. No Process Sub- Process Functional Requirement Specifications 1 Sales &
Distribution Master Data Management (MDM)
System should be able to fully support item definition and categorization requirements of Teletalk
2 Sales & Distribution
Master Data Management (MDM)
Bundling of products should be fully supported in the system
3 Sales & Distribution
Master Data Management (MDM)
System should support items under lot control and serial control
4 Sales & Distribution
Master Data Management (MDM)
System should support configured items with various optional
components
5 Sales &
Distribution
Customer Data Management
System should able to create Customer. Channel Partners
(Distributors, Individual Agents, Outlets etc.) need to be defined
as customer. 6 Sales &
Distribution Customer Data
Management
System should able to define customer classifications, type, category, Relationships, Transactions, profile and Task or Notes.
7 Sales &
Distribution Customer Data
Management
Should provide the feature to attach images/documents or
spreadsheet related to customer.
8 Sales &
Distribution Customer Data
Management System should allow customer management & control: Defining different attributes for Customer, update or delete and advance customer search options, setup credit limit etc.
9 Sales &
Distribution Customer Data
Management System should have the feature to control customer for specifying warehouse, price list, order type etc.
10 Sales &
Distribution Customer Data
Management System able to create and maintain Bank, branch and account for customer & internal use.
11 Sales &
Distribution Customer Data
Management System should have the feature to import bulk customer data from legacy system or from flat file or excel spreadsheet.
12 Sales &
Distribution Customer Data
Management System should be able to define and maintain all kinds of agreements made with channel partners and enterprise customers
13 Sales &
Distribution
Credit Limit System should be able to maintain credit limit and enforce credit check for selective channel partners
14 Sales &
Distribution
Sales Territories
System should be able to maintain multi-segment sales territories:
1. Circle, 2. Region, 3. Territory 15 Sales &
Distribution
Sales Teams System should be able to maintain sales teams sales channel-wise and territory-wise
16 Sales &
Distribution Sales Teams System should be able to maintain sales team structure for
Distributor channel: Circle Head <- Regional Head, Regional Head <- Area Managers, Area Managers <- Territory Manager
17 Sales &
Distribution Sales Teams Sales targets are maintained territory-wise
18 Sales &
Distribution Sales Teams System should be able to maintain sales team structure for Retail
channel
19 Sales &
Distribution Sales Teams System should be able to maintain sales team structure for
Enterprise channel
20 Sales &
Distribution Sales Teams Sales targets are maintained sales channel wise
21 Sales &
Distribution Sales Teams Sales targets are maintained territory-wise
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22 Sales &
Distribution Sales Teams All Warehouses, Distribution Points must to cover
23 Sales &
Distribution Sales Teams Future plan - zonal warehouses for region-wise delivery
24 Sales &
Distribution Sales Teams System should be able to meet all current and future requirements
of inventory structure
25 Sales &
Distribution
Price Management
System should be flexible enough to maintain sales channel wise/channel partner wise price lists
26 Sales &
Distribution Price
Management System should have the configurable feature to complex Price setup and maintenance: Price List Creation & Maintenance, defining pricing rules, assigning rules to create specific pricing actions, and designating pricing controls.
27 Sales &
Distribution Price
Management System should have the configurable option to setup discount options for direct sales.
28 Sales &
Distribution Price
Management System should have the flexibility to configure/change the local & international rules and regulation for Tax/VAT, Commission and Supplementary duty calculation.
29 Sales &
Distribution Price
Management System should be able to define and apply bundle offer pricing for all channels
30 Sales &
Distribution Price
Management System should be flexible enough and able to define and apply all kinds of discounts practiced at Teletalk
31 Sales &
Distribution Price
Management Taxation: a. VAT applicable for all products, b. Tax group (SD, Surcharge) applicable for all products, c. Tax rates are flat or fixed applicable on sales value or tariff value, d. Price could be inclusive or exclusive of VAT/Tax, e. Zero rated VAT/Tax, f. Withholding Tax applicable on Commission
32 Sales &
Distribution
Sales Planning
System should be able to maintain sales planning and target setting for all channels and channel partners
33 Sales &
Distribution
Sales Order Management
System should able to handle transfer of products from warehouse to Teletalk channel location
34 Sales &
Distribution Sales Order
Management Have the feature to update, view/advance search option for any sales order to view by sales order, item, date, order type etc.
35 Sales &
Distribution Sales Order
Management System should have the option to define payment terms, warehouse, shipping instruction, payment types etc. in sales order.
36 Sales &
Distribution Sales Order
Management System should display and verify on hand and available quantity for sale.
37 Sales &
Distribution Sales Order
Management System should calculate upfront Commission during sales based on company policy.
System must calculate Sales Tax according statutory requirements and tax authority.
38 Sales &
Distribution Sales Order
Management System should option to do Product reservation & Allocation for sales order.
39 Sales &
Distribution Sales Order
Management Configurable approval management process for sales order (especially for direct sales).
40 Sales &
Distribution Sales Order
Management System must have the capability to process large volume transactions (i.e. 50000 to 100000 data/per request of Sales processing).
41 Sales &
Distribution Sales Order
Management Notification: new sales order or move order creation/sales order hold release notification by finance.
42 Sales &
Distribution Sales Order
Management System should have the feature to create return sale order from distributor to inventory and cancel a sales order.
43 Sales &
Distribution
Sales Commission
System should be able to support Upfront commission (pre) and post commission
44 Sales &
Distribution Sales
Commission System should be able to maintain different commission structure Territory wise and generate sales commissions report on a periodic basis (monthly, quarterly, yearly)
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45 Sales &
Distribution Sales
Commission Agreement based and target based. Expectation is that all commission calculation will be performed in the new ERP system
46 Sales &
Distribution
Sales Team Incentives
Target is set for sales team members for distributor sales, retail sales and enterprise sales.
47 Sales &
Distribution Sales Team
Incentives Sales incentive is paid to sales team members on achieving target.
48 Sales &
Distribution Sales Team
Incentives Calculation made by HR and paid through Payroll
49 Sales &
Distribution Sales Team
Incentives System should be able to calculate sales incentives for internal sales team
50 Sales &
Distribution
Integrations with Other Systems
DMS, BVS, EVC, CRM, CBS etc.
51 Sales &
Distribution
Sales process Product requisition shall be escalated from the Dealer and Customer Care officials following company predefined approving channel
Generate Invoice as per predefined format
Product disbursement to the dealer or customer care and acknowledge through SMS/email
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7.7.6 Production Management
A. Creation of Production Management Sr. No Process Sub-
Process Functional Requirement Specifications
1 Production Management
Phone Number Generation
System must support Number Generation with ICCID individually
2 Production
Management
Number series Generation
System must support Number series generation for Number generation
3 Production
Management
Package Creation & Addition
System must support package creation and addition with ICCID.
4 Production
Management
Box Generation
System must generate individual box for packaging to distribute the
customer. 5 Production
Management
Ticket Generation
System must generate ticket /LoV/Label for production
6 Production
Management
Item Conversion
System must support item conversion for finished goods.
7 Production
Management
Label Printing
System must generate label for ICCID & MSISDN label printing.
8 Production
Management
Lot / Group Plan Summary
System must generate by Lot / LoV/Group for ICCID & MSISDN label printing.
9 Production
Management
Lot / Group Plan Summary
Required Searche options to findout number series or prefix (find box), and all sorts of report options.
10 Production
Management
Findbox Required option to findout the number Seris or prefix (Findbox).Options for all sorts of reports.
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7.7.7 PROJECT MANAGEMENT MODULE Sr. No Process Sub- Process Functional Requirement Specifications
A. General Features 1 Project
Management
Project Initiation
Project Initiation - Communicating to members
2
Project
Management
Project Initiation
Pre-qualification check of vendors for confirmation on black listing/debarment etc.
3
Project Management
Project Scheduling
Project Management Tools for developing project plan
4
Project Management
Project Scheduling
Ability to revise project plans
5
Project
Management
Project Communication
Management
Ability to tie-up all documents related to a project in
project control folder
6
Project
Management
Project
Scheduling
Planning Support - Ability to create planning support
repository which will consist of documents related to
standard templates of resources, risk & effective
mitigation strategies, learning from other projects, other
historical data etc., 7
Project
Management
Project
Scheduling
Ability to create project profile - Name, type, capacity,
mode of funding, project cost centre, location,
beneficiaries, major milestones, technical details,
financial details, etc., 8
Project Management
Project Initiation
Indexation and categorization of proposals for new projects / Schemes
9
Project Management
Project Costing
Ability to record project cost estimates, during project setup
10
Project Management
Project Costing
Ability to capture the price variation for product/services
11
Project Management
Project Initiation
A suitable mechanism to index and categorize various
proposals for new projects / schemes. This is needed to
keep track of the stage at which a new proposal is
presently or to get a view of all the proposed projects or
any one of the projects or cumulative 12
Project
Management
Budgetary
Control
Ability to highlight total plan budgets, based on
national plans 13 Project
Management Project
Management Based on above, ability to identify projects for each year, for each Office
14 Project Management
Project Contract Management
Maintain turnkey vendors database and standard rates e.g. CLRC Vendors
15 Project
Management
Project
Scheduling
Ability to create and link projects, sub projects, activities and tasks
16 Project
Management
Project
Scheduling
Ability to create an ad-hoc project, where a work
break down structure is not required
17 Project
Management
Project
Scheduling
Change in individual task completion dates, should reflect in overall project milestone dates
18 Project
Project
Project Planning steps should cover user defined work-
flow with the ability to modify and approve the
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Management Scheduling work-flow 19
Project
Management
Project
Scheduling
Ability to define project related check-list / steps and
issue alert for deviation/non- compliance
20 Project
Management
Project
Scheduling
Ability to assign project owner, project manager, accountable person and key stakeholders
B. Project Scheduling 1 Project
Management
Project
Scheduling
Ability for create pre-award schedule (timeline for
finalization of specs, bid evaluation timelines,
contract) 2
Project Management
Project
Scheduling
Ability to revise the pre-award schedule including splitting, stretching and crashing of activities
3
Project
Management
Project
Document
Management
Support for attachments such as drawings, specs,
instructions etc., in formats such as PDF, CAD, Visio,
text/flat files, PPT, XLS,DOC, RTF,TIF, GIF, JPEG, GIS
output /reports etc., 4 Project
Management Project Resource
Management Ability to balance resource usage in a given
timeframe, to ensure optimal usage
5 Project
Management
Project
Scheduling
Import/Export to industry standard project management software applications such as Primavera/Project Scheduler/MS Projects etc.,
6 Project
Management
Project
Budgetary Control
Ability to create project wise and department wise budgets for various projects/sub modules/wing
circle/division/sub-division
C. Project Execution 1 Project
Management Project Material
Management Ability to track the status of every item in the Bill of
Material (BoM), resource list
2 Project Management
Project Quality Management
Ability to record vendor deliverables inspection and results
3 Project Management
Project Quality Management
Ability to issue compliance certificate, post quality inspection
4 Project
Management
Project Quality
Management
Ability to record and track quality deviations
5 Project Management
Project Quality Management
Ability to reconcile quality check against quality plans/checklists
6 Project Management
Project Quality Management
Ability to update physical and financial progress
7 Project
Management
Project Cost
Management
Ability to allocate costs across activities
8 Project
Management
Project
Scheduling
Ability to track completion of each module/activity with reference to completion status, leading to the overall commissioning of project
9 Project
Management
Project Contract
Management
Ability to track deliverables against individual vendors, leading to respective contract closure
10 Project Management
Project Contract Management
Ability to generate, record and manage contract closure certificates
11 Project Management
Project Contract Management
Ability to capture the methodology of project execution e.g. CLRC, Turnkey etc.
12 Project Management
Project Budget Control
Submission control mechanism to set deadlines to receive budget Requests
13 Project Management
Project Budget Management
Ability to track changes made to the budgets, after budget Approvals
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14 Project
Management
Project
Procurement
Ability to setup a billing plan, that allows the release of
payments upon achieving set milestones Project
Monitoring 15 Project
Management Project
Scheduling Ability to monitor each activity/task in the project
16 Project Management
Project Scheduling
Ability to monitor variations from schedules and send alerts
17 Project Management
Project Scheduling
Ability to generate alerts for slippages at all levels (post and anticipatory)
18 Project
Management
Project Contract
Management
Ability to generate alerts for delay in payments
19 Project
Management
Project
Scheduling
Ability to generate alerts for delay in starting/completion
major activities/milestones
20 Project Management
Project Scheduling
Ability to generate Gantt charts, histograms, tables, charts etc.,
21 Project
Management
Project
Scheduling
Ability to monitor project, resource wise, timeline wise, department wise and funding agency wise
22 Project
Management
Project Cost Management
Ability to monitor estimates versus actual : money amounts, services, labour, time span, vehicles used, material etc.,
23 Project
Management
Project Contract
Management
Ability to monitor all projects consolidated, individual projects and individual tasks
24
Project Management
Project Scheduling
Capture all the project management activities for the
entire cycle of construction projects i.e. from the point
of proposal of a new project to final testing &
commissioning of the project. 25
Project Management
Project
Document Management
Ability to track every document in the project - to trace
with who is the current owner of the file/document, for
how long and why
26 Project
Management
Project Risk Management
Provide a central tracking system that enables project
teams to record, assign, & resolve issues and capture
related risks pertaining to project. 27
Project Management
Project Scheduling
Store baseline and revised plans
28
Project Management
Project Finance Management
Reports to funding agencies, management
29
Project
Management
Project Cost Management
Ability to display project total, accumulated costs in terms of actual, revenue, capitalization costs, future commitments etc.,
30
Project
Management
Project
Management
Ability to record and monitor data on accidents during the project execution project and resources linked to each vendor
31
Project
Management
Project Finance
Management
Ability to support NPV (Net Present Value) and SVA
(Shareholder Value Added) analysis, IRR for projects and
subprojects 32
Project
Management
Project
Scheduling
Ability to maintain project percentage completed status (financial as well as physical) - based on work to date.
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D. General Requirements
1 Project Management
Project Scheduling
Comprehensive project database to capture the data pertaining to all aspects of projects
2 Project Management
Project Scheduling
Resource tracking across projects
3 Project Management
Project Scheduling
Provision of Timesheets to facilitate time booking by project personnel
4 Project Management
Project Scheduling
Storage and retrieval of technical / financial qualifications of all suppliers and contractors and their past performance history
5 Project Management
Project Scheduling
Ability to generate technical / financial specifications for projects and to analyse and evaluate the bids received
6 Project
Management
Project
Scheduling
Enabling what-if modelling scenarios
E. The Project Accounting System must include the following 1 Project
Management Project Cost Management
Record the costs for each major project or a set of activities under investigation;
2 Project
Management
Project Resource
Management
Provide an analysis of resources used on a project
compared to the estimates for different categories, i.e.,
money, time, materials, overheads etc.; 3 Project
Management Project
Scheduling Maintain the records for the complete duration of the
project;
4 Project
Management
Project
Scheduling
Provide management MIS reports.
5 Project Management
Project Scheduling
Ability to reflect inflation in project costs
6 Project
Management
Project Finance
Management
Ability to highlight and correct errors, if detected in
project management with proper notifications and
authorization controls 7
Project
Management
Project
Management
Full data on any project must be kept throughout the
life of a project and must be able to be printed out
and/or reviewed on screen at any time. 8
Project
Management
Project
Scheduling
Secure creation of project codes
9
Project
Management
Project
Scheduling
Ability to support alpha-numeric characters for project codes – no limit in length
10
Project
Management
Project Finance
Management
Support for auto-generation and manual- generation of project codes, and preserve uniqueness in project codes
11
Project
Management
Project
Scheduling
Capture documentation related to execution of various
projects (existing & old) for retrospective analysis in
future. 12
Project Management
Project Management
Enable to achieve organization-wide compliance and greater efficiencies in project delivery by capturing and deploying best practices and continually improving processes.
13
Project Management
Project Management
Enable project managers to gain insight into the performance of overall projects / schemes by identifying relevant project trends and problem areas using powerful analysis tools.
14
Project
Management
Project
Management
System should enable online project management process by enabling team members to easily manage, track, and report on their project activities through familiar tools, like the Web.
Ability to incorporate security measures, to limit
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15 Project Management
Project Finance Management
changes by project owners to only their respective projects and simulations
16
Project Management
Project Finance Management
Ability to track changes, with reasons
17
Project Management
Project Scheduling
Ability to conduct cash flow analysis for a minimum of 5 years
18
Project
Management
Project Cost
Management
Cash flows to be monthly, quarterly, yearly and
user defined as Well 19
Project
Management
Project
Management
Ability to establish security measures to ensure that the
personnel are allowed to review/edit projects they are
involved with. 20
Project
Management
Project
Scheduling
Prevent further transaction processing/transfers against finalized jobs/projects
21
Project Management
Project Closure
Ability to notify all appropriate personnel, that a project is closed
22
Project
Management
Project Closure
Ability to provide security measures, to ensure that the project closure is done by authorized personnel only
23
Project
Management
Project
Scheduling
Ability to print and view project reports at summary
level and detailed level at activity and project level
24
Project
Management
MIS Reports
Drill down facility and Ad-hoc reports, with filter,
sort, query, charts, etc. 25
Project
Management
Project
Integration Management
Ability to integrate seamlessly with other TELETALK
organization structure/hierarchy and individual project
structures Integration with other systems
26
Project
Management
Project
Integration
Management
The system will use data captured by the Stores, finance,
Payroll and Purchasing systems and pass the information
to the General Ledger;
27
Project
Management
Project Integration
Management
Time use data will be keyed directly into the Project
Accounting System
28
Project
Management
Project Asset Management
Data relating to completed capital works will be
transferred to the Fixed Assets system.
29
Project
Management
Project Material
Management
Integration with Stores system l for stock items used
30
Project Management
Project Cost Management
Final costs transfer to general ledger only on project completion Certification.
31
Project
Management
Project Cost
Management
Index project cost codes to relevant general ledger
account. 32
Project
Management
Project Cost Management
General Ledger accounts to be updated directly from
the project accounting system as an associated
function. 33
Project
Management
Project Asset
Management
Assets created through works under project cost control must be identified on completion for entry to the asset register.
34
Project Management
Project Resource Management
All data must be identified to its correct financial year
and month in that financial year so that any queries over
the accuracy of charging resources to the project can be
properly investigated. Consolidated data for each year is
not adequate. 35
Project
Management
Project
Inventory
View all the reports related to inventory management in respect of construction and O&M materials for financial
accounting purposes from System with appropriate
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Management security. 36
Project Management
Project Asset Management
Capitalization of Projects (Capital Work in Progress).
From projects to Assets Management.
37 Project
Management
Project Contract
Management
Possible to link Purchase Order number of contracts (with contractors) with the project number
38
Project
Management
Integration
Management
Integration with the Custom built Materials Management module to trigger material requirement based on Reorder level, availability of material for a project and project progress
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FORMAT
LOGO [Insert Full Contact Details of the Procuring Entity]
CONTRACT AMENDMENT
Contract No.
Amendment No.
Approval Reference No.
Contract No. [insert number/year] by and between the [insert Procuring Entity’s name] and [insert Supplier’s
legal title] for the contract named [insert name of the Goods and related services] is amended as follows:
1. GCC Clause [insert clause no], is hereby revised as _____
2. GCC Clause [insert clause no], is hereby revised as _________________________________________________________________
and so on.
The effective date of this Amendment is [insert effective date] or upon execution whichever is later.
ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL CONTRACT SHALL REMAIN IN FULL FORCE AND EFFECT
THIS AMENDMENT, consisting of [insert number] page(s) and [insert number] attachment(s), is executed by the persons signing below who warrant that they have the authority to execute this Amendment under the original Contract.
IN WITNESS WHEREOF, the Procuring Entity and the Supplier have signed this Amendment.
[Supplier’s Authorized Signatory] [Procuring Entity’s Authorized Signatory]
Signature Signature
Title Date Title Date
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FORMAT
LOGO [Insert Full Contact Details of Issuing Authority]
Office Memo no: _________ Date: _________
ACCEPTANCE CERTIFICATE
01 Procuring Entity Details
(a) Division :
(b) Circle/Directorate :
(c) Zone/Region :
(d) Others (specify) :
02 Name of Supply :
03 Contract No :
04 Supplier’s Legal Title :
05 Supplier’s Contact Details :
06 Supplier’s Trade License/Enlistment/Registration Details
:
07 Reference to NOA with Date :
08 Original Contract Price as in NOA :
09 Final Contract Price as Delivered :
10 Original Contract Period
(a) Date of Commencement :
(b) Date of Completion :
11 Actual Delivery Period
(a) Date of Actual Commencement :
(b) Date of Actual Completion :
12 Days/Months Delivery Period Extended :
13 Amount of LD for Delayed Delivery :
14
Special Note (if any) :
Certified that the Goods and related services under the Contract has been delivered and completed in all respects in strict compliance with the provisions of the Contract including all plans, designs, drawings, specifications and all modifications thereof as per direction and satisfaction of the Procuring Entity/Engineer-in Charge/Other (specify). All defects in the Goods reported during inspection and tests have been duly rectified or replaced.
_________________________________________________ Name and Signature of the Issuing Authority with Designation
Please turn over
Tender document of the “Supply, Installation and Integration of Enterprise Resource Planning for Teletalk Bangladesh Limited”
175
Details of Delivery Completed
Supplier: [insert legal title] No Major Items of Delivery Total Value
(in Contract Currency)
Note: Figures shown must correspond to Total Value
Sub-contractor [Delete, if not appropriate]
Sub-contractor: [insert legal title]
No Items/Activities [reference drawn to Sub-contractor Information]
Value (in Contract Currency)
_________________________________________________ Name and Signature of the Issuing Authority with Designation