Information technology division visakhapatnam port trust visakhapatnam

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* Necessary Inputs will be fed to be system by a process of capturing the data from the Portal. Based on the inputs, such as Berthing Request, Berth vacant position, Suitability of the Berth, fulfillment of necessary documentation, availability of cargo in case of exports, availability of stacking area in case of imports, berthing policy, etc. The system is to be programmed to select a berth for the vessel. Provision should also be made to amend later by the competent authority, if required.

HUMAN RESOURCE MANAGEMENT
1	Ability to maintain and update where required following details of employee master data	C
2	Names and details of self, spouse, children, parents, dependants, nominees under different schemas, etc.	C
3	Postal Addresses - home, mailing, permanent, office, e-mail addresses & phone numbers for self, spouse, dependants, emergency contacts including contacts of family members	C
4	Home town, home State, domicile town and domicile State	C
5	Gender, date of birth, blood group, citizenship, marital status, religion, caste etc.	C
6	Recruitment category like physically handicapped/ PWD/ sportsperson /ex-servicemen / specialist / SC / ST / OBC / LDP(SAP/LAP/HS) / compassionate grounds/Others	C
7	Recent photograph	C
8	Employee medical details after joining	C
9	Major health problems with provision to capture the details of sickness etc.	C
10	Qualifications – should capture the details of name of the examination passed with specialisation/Trade, university/Institute, month & year of passing, percentage of marks obtained, grade/class obtained	C
11	Previous employment details like name of the organization, position held (designation), start/end dates, reason for leaving, last salary drawn etc.	E
12	Languages known, with details of speak, read and write separately. Clear indication for the mother tongue	E
13	Details of spouse in the service of the organization including name, Employee number, unit where working, designation with provision for automatic updating of records of the relative as and when it is updated for them by their controlling establishment.	C
14	Details of the dependents including relationship, their month & year of birth, studying in school/college, monthly income/pension amount	C
15	History of trainings attended (prior to joining & after joining) like name of the course, name of the Institution, month & year of training, duration of the course in days/weeks etc.	E
16	Awards received by the employee including the name of the award, year of award, in which discipline/field and date of receipt of award.	E
17	Details of promotion from one grade / scale /discipline to another including any reappointment through internal selections	C
18	Date of joining, probation period, date of confirmation in each grade/post	E
19	Present place of posting including name of the department, present designation, grade etc	E
20	History of disciplinary actions against the employee including date of charge, nature of charge, amount of financial loss to organization, date of punishment and nature of punishment. This must include Vigilance/ CBI/ Criminal proceedings.	E
21	Whether disciplinary action initiated even if punishment order not issued	D
22	Ability to provide dynamic user defined query/ report facilities based on the defined user login/security levels for Personnel department as well as for other Users.	E
23	Views of information on user-defined criteria like date-wise, category-wise, qualification-wise, experience-wise, male-female, etc. Should support maintenance of statutory registers/ muster rolls etc	E
24	Ability to track each employee’s start dates and end dates for each position held during service for userdefined period.	D
25	Ability to create organizational chart of all positions and reporting relationships.	E
26	Ability to drill down facilities to access information of the employees at various levels - to go from organization level to sub levels like department level, section level and employee level	E
27	Ability to provide restricted access to different classes of employee master data	E
28	Ability to give view access to employees to their data through ESS	E
29	Ability to allow employee to update online through ESS the non critical personal data and also the nomination for various schemes like PF /Gratuity	D
30	Audit trail of all changes made to sensitive information	E
31	Ability to track, calculate & trend 1) Human capital Index 2)Manpower cost per ton 3)Welfare expenditure per employee for statutory as well as non statutory welfare etc.	E
32	Ability to define manpower requirement plans (periodic) in terms of specific skills, qualifications, experience, designation etc.	E
33	Ability to support and analyze the cadre-wise / section wise / department–wise staff strength (sanctioned/working) and the gap for which recruitment is required	E
34	Ability to route the manpower requirements through various levels of approvals. Audit trails of the entire approval process should be available	E
35	Ability to identify and redeploy surplus manpower	E
36	Ability to arrive at vacancies to be reserved for SC /ST / OBC / Physically disabled categories etc	E
37	Ability to record applications & resumes. Search capability to extract candidates with set skills.	D
38	Ability to maintain a checklist of documents required to be submitted at the joining stage.	E
39	Ability to record the acknowledgement of offer letters, medical reports, verified and authenticated testimonials, caste certificates and other relevant certificates as per user defined check list	D
40	Ability to record date of joining, probation period, date of confirmation.	E
41	Ability to handle probation and confirmation for new recruits as well as for existing employees after promotion	E
42	Ability to define different probation periods for different classes of employees	D
43	Ability to handle assessment at mid term and at the end of the probation period.	D
44	Ability to support giving feedback for confirmation, handling negative feedback and continuation of probation period	D
45	Ability to generate confirmation orders from the system	D
46	Ability to support promotion processes from one cadre / grade / discipline to another with history	E
47	Ability to maintain of history of performance appraisals	E
48	Ability for automatic updating of promotion/posting details of employees	E
49	Ability to generate seniority lists – Grade-wise, cadre-wise (or on any other user defined criteria) for executives & non-executives	E
50	Ability to calculate arrears in case promotion is made with retrospective effect.	E
51	Ability to handle making online application for sanction of LTC/LTE/other entitlements through ESS and approval through workflow.	E
52	Ability to capture employee-wise LTC eligibility details like present LTC block, when last LTC was availed etc. along with history of LTC availed earlier from joining VPT	E
53	Ability to handle lapsing block/term if LTC is not availed in that block/term.	D
54	Provision for extension of LTC block/term if required after approval.	D
55	Ability to accept and process LTC application vis-à-vis the rules and employee details available.	E
56	Ability to sanction advance against the LTC application and generation of vouchers and accounting entries	E
57	Ability to process and calculate final LTC bill as per the eligibility and payment of amount if the advance availed is less and recovery in case the advance availed is more	E
58	Ability to link leave records with LTC claim	E
59	Ability to follow up for outstanding advance entries including generation of reminders	D
60	Ability to handle automatic recovery action of pending advance incase of non-submission of bill as per Rules within prescribed period	D
61	Ability to maintain railway/transport rates with respect to distance covered	D
62	Review and update address, family members and emergency contacts thru ESS	C
63	Submit / update declarations for Income Tax calculation thru ESS	C
64	Add /update bank information, PAN no etc for direct deposit & expense reimbursement thru ESS	C
65	Make PF nominations thru ESS	C
66	View accrued leave balances thru ESS	C
67	Apply for Leaves thru ESS	C
68	Apply for Loans & Advances thru ESS	C
69	Check Loan Balances thru ESS	C
70	Display and print pay slip information for each pay period, including gross pay, taxes, other deductions and net pay, with pay period and year-to-date totals.	E
71	View Income Tax computations thru ESS	C
72	Create, change, display, review and release travel advances thru ESS	C
73	Support to analyze the cadre-wise / section-wise / department–wise staff strength: sanctioned/working strength and the gap for which recruitment is required	E
74	Facility to capture the data relating to resignations / retirements / VRS / termina-tions etc. to arrive at correct manpower requirement of the organization	E
75	Ability to create organizational chart of all positions and reporting relationships.	E
76	Provision to record the acknowledgement of offer letters, medical reports, verified and authenticated testimonials, caste certificates and other relevant certificates as per user defined check list	D
77	Support to automate the entire process of performance appraisal, for both executive & non-executives, with secured access mechanism.	E
78	Capture information of self appraisal/ non-executive appraisal	D
79	Capture appraisal details as given by the reporting (appraising) authority, reviewing authority	E
80	Support parameter wise ratings, final ratings, strengths / weakness and suggestions / recommendations for improvements by the appraising/reviewing authority	D
81	Support maintenance of history of performance appraisals and promotions	D
82	Support identification of future vacancies based on user – defined criteria in various cadres, skill set	E
83	Matching the future vacancies with that of the existing staffing pattern and doing the gap analysis	E
84	Provision to capture employee’s potential, strengths and weaknesses and employee training needs –Integrating such information with training module	E
85	Maintain and track retirements, resignations, other vacant positions etc.	E
86	Integration with Training Module - Ability to trigger training need based on gap analysis, action plan, evaluation etc.	E
87	Support preparation of yearly (or user defined) training calendar	E
88	Automate the workflow of training requisitions, approvals	E
89	Compiling nominations from various units / locations / departments etc., for a particular training program	E
90	Capturing the details of training facilities available both at organization’s own training centres and outside training institutes.	E
91	Support to analyzing the training needs of staff members as reported in their Annual Competency Profiles	D
92	Maintenance of history on employees trained –monthly, quarterly, half -yearly, yearly and cumulative: – unit-wise, department-wise, cadrewise, grade-wise, category-wise for executives & non-executives or on any other criteria/ condition.	E
93	Training budget (for each category of training) – cost of training – actual expenses. Link the TA/DA/Hotel expenses payment records to find out total cost of training. The TA bill passing system should be linked to the Training system to ensure feedbacks etc.	E
94	Maintenance of data in respect of disciplinary action cases of all executives/non-executives	E
95	Maintenance of records in respect of all cases under investigation, enquiry and noting the periodic progress made etc.	E
96	Capture of proceeding details, punishments awarded	C
97	Capture information about suspension cases including suspension revocation	C
98	Maintenance of registers and compilation of periodic statements about pending cases, suspension cases, cases dismissed, punishments awarded etc.	C
99	Maintaining data of cases pending in Supreme Court, High Courts, Labor Courts, Asst. Labor Commissioners, criminal cases, CBI cases, police cases in respect of employee category wise and generation of periodic reports	C
100	Master details of all residential quarters of the Organization	C
101	Status of residential quarters –vacant/occupied/under repair/non-usable etc.	C
102	Details of the addition of new quarters	D
103	Details of the allotments made, maintenance of pending applications and allotment on priority etc.	D
104	Provision for making online application for house, preparing proposal for allotment, approval, issue of orders, handing over possession, its link to rent recovery, cancellation of allotment, issue of advice for house repair, fitting of fixtures by Civil, mechanical departments etc.	E
105	Provision to have access to know the employees affiliation to a particular Union.	D
106	Provision to have access to departmentwise, Unionwise lists of employees.	D
107	Ability with track the file movement with specific code numbers to the respective files.	E
108	Ability to track the remarks against the Union letters in order to peruse online.	D
109	Ability to track the departmentwise Uniform requirement through online.	E
110	Ability to have access to periodical returns relating to the respective departments through online.	E
111	Ability to track the monthly changes in staff strength sanctioned posts and vacancies in every department.	E
112	Ability to have access to status of Apprentice in Mechanical and Civil Engineering Departments.	D
113	Ability to have access to the eligible employees for Productivity Linked Reward	E
114	Ability to track list of employees recommended for citations.	D
115	Ability to have ALC© cases relating to various departments.	E
116	Ability to have access to various Incentive Scheme in VPT.	D
117	Access to have developments of Wage Revisions.	D
118	Access to developments of activities relating to Welfare Advisory Committee.	D
119	Ability to have list of cases for grant of funeral expenses.	D
120	Ability to have list of Canteens, Lunch Rooms and Rest Rooms.	D
121	Ability to have locationwise list of Water Coolers.	D
122	Ability to have list of Khallasis working in tree-plantations and development of its court case.	E
123	Access to cultural activities organized in various departments in VPT.	D
124	Ability to have control over the Welfare Fund earmarked for cultural activities.	D
125	Ability to have control over the Welfare Fund earmarked for scholarships.	D
126	Ability to have list of Project Reports undertaken by students.	D
127	Ability to have control over the Welfare Fund earmarked for Port Educational Society.	D
128	Ability to have control over the Welfare Fund earmarked for celebrations.	D
129	Ability to maintain a record of medical identity books to be issued to the retirees on super-annuation / medical retirement / VRS / VR or to the families of the deceased on payment of prescsribed charges in the R.E. Section of Accounts Dept.	E
130	Ability to retransmit one copy of the immovable property returns received from the Officers from the HODs, every year as on 31 December (i.e. as on 1^st January every year) to the CVO, VPT keeping one copy in the office for record.	E
131	Ability to send S.R. and Leave Account of the retiree officers / employees to the Accounts Dept for scrutiny and check up regarding eligible E.L. and H.P.L. and qualifying service as on the date of retirement for the purpose of calculation of retirement benefits and pension etc.	E
132	Ability to calculate retirement benefits based on the certification by the Accounts Dept to the retirees, such as DCRG and Commutation of pension, etc. and to make arrangements to send the pay orders to the FA&CAO for audit and payment after obtaining the sanction of the HOD.	E
133	Ability to calculate family pension in the event of the death of the pensioner, based on the petition enclosing death certificate thereto by the window and send the same to Accounts Department for certification.	E
134	Ability to issue sanction from the HOD on receipt of certification from the Accounts Dept for arranging family pension to the widow pensioner regularly.	E
135	Ability to process proposal to the Government for dereservation of reserved vacancy whenever reserved candidate is not available in the line of promotion.	D
136	Ability to fill the dereserved vacancy with the unreserved candidate on receipt of Government orders on our dereservation proposal.	D
137	Ability to Register the requests received from RTI requestors for supplying the information desired.	E
138	Ability to supply/reject the RTI requests on examination as per the RTI Act.	D
139	Ability to award/extend security/ sanitation contract of the horticulture center-cum-holiday home at Araku to the Ex. Servicemen Welfare Society periodically.	E
140	Ability to furnish monthly / quarterly / half yearly / annually / biannual on periodical information / returns to the Central Government / State Government on various establishment matters.	E
141	Provision to track department-wise, cadre-wise, sanctioned posts, posts in operation and number of posts in vacant and remarks.	E

OFFICE & GENERAL ADMINISTRATION
1	Work flow for the approval process with multiple levels	E
2	Capture all types of documentation, including diagrams, pictures, drawings and text documents. (including scanned paper documents, computer based files of different types etc. )	E
3	Version and access control of these documents	E
4	Routing the documents through work flow for approval	E
5	Storage of information about the person, date and time of approval in each step of the work flow.	E
6	Regular approval routing templates and link it to a document or set of documents	D
7	Booking of Kalyana mandapams and stadiums through VPT Portal	C
8	Publishing the status of kalyana mandapams on the web	C
9	Allotment of guest houses, stadiums and kalyana mandapams etc	C
10	Ability to capture and provide documents/procedures/records for compliance to ISO	E
11	Ability to capture the customer complaint anywhere across VPT. The complaints registered should be available centrally.	C
12	Ability for customer to directly login into the portal and register the complaint	C
13	Ability to generate a unique number to the customer complaint which can be referred wherever required. The system should support both numeric and alpha numeric code	E
14	Ability to have different status of the complaint like open, in process, waiting for internal response, waiting for customer response, closed, invalid, cancelled etc	E
15	Ability to route certain activities of the complaint handling through approval process such as response to customer, refund etc. Audit trails of the entire approval process should be available	D
16	Ability to raise alerts to management when customer complaints redressal gets delayed beyond predefined limits	E
17	Ability to send responses to the customer at various stages of complaint handling	E
18	Ability to send the feedback form to the customer electronically and facility for customers to enter online	C
19	Ability to analyze the performance of Customers	E
20	Ability to receive feedback online from customers	E
21	Provision to access to any employee at any computer to find out the seniority of him in respect of pending applications for allotment of Port Quarters.	D
22	Ability to automatic transfer of data to the main statement showing Port quarters occupied on the allotments and vacant position when the same is fed in the particular quarters vacation / occupation module.	E
23	Ability to link the data automatically to the month wise evolution statement once the Railway. Passes particulars are entered in the respective application.	D
24	Provision to maintain the register showing the department wise Master List of Railway Pass Holders.	D
25	Ability to track the subject in respect of particular Board Agenda item of previous Board Meetings along with date of meeting, Agenda item number as and when just by selecting a single “word” of that subject.	D
26	Provision to trace the pending Board Notes at various levels and to alert for the same. Also to find out the list of Board Notes processed by each department.	E
27	Provision to get the required information from other departments through online in the prescribed format in respect of weekly / monthly HODs meetings Agenda which should automatically transmit the same to consolidate Agenda format.	E
28	Provision to capture the pending reports on water / electrical consumption from concerned departments to release caution deposits in time to allottees on allotment of Kalavani AC Auditorium / Stadiums / Kalyana Mandapam. Provision to remind for the same.	E
29	Ability to maintain the details of hire charges / caution deposit collected, adjustments, refund, service tax paid in respect of allotment of Kalavani AC Auditorium / Stadiums / Kalyana Mandapam.	E
30	Once the data is fed in the respective module on allotment of Kalavani A.C. Auditorium, Stadium there should be provision to automatically transmit that data to the consolidated statement.	D
31	Provision to maintain the statements respect of various Bills payment, balance Budget provision, list of VIPs & Guests visited to Port, press meets, conferences, meetings, various Sports & Games conducted in VPT stadium, participation of VPSC Teams for different games at various places and winning positions, sanctions issued, T&P items details, details of procurement of material / Drawal of material from General Stores, Bills pending to be paid to firms.	E
32	Provision to show the allotment / vacancy position of Port Guest House / Horticultural Central-cum-Holiday Home, Aruku and Trade Promotion Office, Hyderabad.	D
33	Ability to track the party code Nos. by just typing firm / individual name.	E
34	Ability to have follow up on pending matters.
35	Provision to maintain: (a) data for court cases pending in Supreme Court, High Court, Labour Courts and Local Courts and its status. (b) to capture expenditure incurred towards payment of fee to VPT Legal Advisors and standing counsels. (c) to maintain the position of counters to be filed on the petitions. The above aspects are required to be shown in single statement.	C
36	Provision to capture the list of employees of department-wise who passed Prabodh, Praveen and Pragnya in the classes conducted in Hindi Cell.	E
37	Provision to trace the particulars of various Seminars, Trainings conducted in connection with Hindi implementation and faculty and expenditure details thereon.	D
38	Provision to generate the number of appeals on RTI Act received and pending disposal position. Provision to remind the concerned department to furnish the information / required documents.	C
39	The HBA maintenance record of HBA Reconveyance documents received from the Departments and details of reconveyance / RTDM receipt presented at Sub-Register Office.	E
40	Provision to maintain record of Hindi books kept at library.	D
41	Provision to maintain records of official language implementation meetings and the decision taken.	D

MATERIALS MANAGEMENT
1	Web-based registration page to capture details of vendors like name, address, etc.	E
2	Ability to capture details of vendors manually as well and facilitate consolidation based on pre defined criteria to take further approvals for inclusion into the approved vendor list	D
3	Ability to accept payment as registration fees wherever applicable through web.	D
4	Vendors will log on using Username and Password	E
5	Ability to attach documents on-line for verification	D
6	Ability for generation of provisional registration letter.	D
7	Ability to capture vendor details along with their agents/ dealers, HO, works units, bankers, sister concerns, zonal offices, etc with respect to the item/materials	D
8	Ability to authorise modification of vendor details by restricted username and password and generate unique name	E
9	Ability to evaluate vendors (rating) based on Quality, Cost, Delivery, Service and any other user defined parameter	D
10	Ability to link vendors to items for sourcing by group/sub-group	E
11	Ability to store vendor information with regards to: supplier, contractor, sub-contractor, transporter, approved/ registered, blacklisted/active/not active, dormant, under trial, etc.	E
12	Ability to generate vendor analysis reports for spend analysis, performance in terms of on-time infull delivery, rejections, etc.	D
13	Ability to verify existence of rate contracts at indenting stage and to display alerts for sourcing decisions.	E
14	Ability to generate vendor registration certificate indicating eligible item groups online.	E
15	Ability to record details of all correspondence made with the vendor against enquiry.	E
16	Ability to group all items like mechanical, electrical, consumables etc category wise	C
17	Assign unique category code to each category.	E
18	Link each item to vendors in vendor master	C
19	Ability to identify duplicate items and send alerts.	E
20	Ability to attach rate contract as applicable	D
21	Ability to capture inspection type – Receipt	D
22	Ability to raise indent and restrict access for certain materials to authorized personnel	E
23	Ability to generate a unique indent number: Combination of section, dept, item wise	E
24	Ability to put following details in an indent: past purchase PO, last 3 years consumption, estimated value of purchase, estimated delivery date, type of purchase, nature of item (proprietary, general), where used details, total budget allocated to the dept	E
25	Ability to raise alerts when items reach the re-order level and generate indents automatically	E
26	Ability to suggest vendors with justifications while raising the draft indent	D
27	Ability to forward the indent to the respective approving authority through a defined workflow for clearance.	E
28	Ability to evaluate the indent online and reject / suggest modification / approve indent with detailed comments / notes.	E
29	Ability to access information on past purchase details, current inventory status, pending orders, etc required to evaluate an indent and sorting of approved approval hierarchy.	E
30	Ability to attach scanned docs [ approved note sheets / drawings / special requests etc]	E
31	Ability to rework and resubmit the indent for approval after necessary modifications (edit after submission).	D
32	Ability to allocate funds against an indent online from department procurement budget.	D
33	Ability to direct the indent to the relevant approving / concurring authority as per the indent type ( Capital / Revenue) and Delegation of Power	D
34	Ability to generate a unique Material Indent Registration (MIR) number ( control number) for approved indents	E
35	Ability to specify whether items in the indent are proprietary or not and accordingly link proprietary certificate for proprietary items.	E
36	Ability to track the status of an indent from indent raising to approval, release of NIT, receipt of offers, placement of order, LC status, material in transit, receipt at stores, inspection, stock charging and payment	C
37	Ability to track items critical to Operation, critical to quality, insurance, having shelf life, etc for stock level and raise alarm for indenting.	E
38	Ability to raise indents automatically for items reaching re-order level with generation of alerts.	C
39	Ability to specify whether ‘Sample’ is to be submitted with offer or after placement of order and attach ‘sample approval criteria’ to the indent	E
40	Ability to choose the mode and type of tendering	E

Appendix # 4: Technical Requirement Specifications

PRIORITY CODES:

C – CRITICAL

D – DESIRABLE

E – ESSENTIAL

SNO	TECHNICAL REQUIREMENT	PRIORITY	WHETHER MEETING THE REQUIREMENTS. PLEASE SPECIFY YES/NO
1	The Solution architecture shall be based on Open Industry standards and Protocol	C
2	The Solution shall provide an application architecture which can be integrated with third party / legacy applications using a middleware technology. List down the middleware, which are compatible with the proposed ERP solution.	C
3	The solution should have Production, Development and Quality Assurance/ test environments	C
4	The solution shall be Unicode compliant	C
5	The solution shall be supported on TCP / IP network	C
6	The Solution should be extendible based on future requirements or requirements not met by standard functionality. If the Bidder feels that the source code is necessary for this purpose, the same may be supplied as part of scope.	C
7	The future versions of the solution should support functionalities provided in the earlier versions	C
8	Ability to support for approval and approval thresholds	C
9	Ability to connect ERP database through ODBC, OLEDB, JDBC and through Native Drivers	C
10	The solution should be natively built based on 64 bit operating system	C
11	The Solution design should support load balancing of the application, presentation and the data layers of the system	E
12	The solution shall provide tool to do analysis and tune load balancing client	E
13	The Solution should include tools / mechanism for System, Database, Network administration and perfor-mance measurement activities	E
14	Ability to utilize workflow capabilities for routing, knowing status and be able to view the document flow with duration at each level.	E
15	The solution software shall not clash with any other software for functioning e.g. Anti Virus, Firewall, MSOffice	E
16	Ability to support through national telephone call, interactive chat interface	E
17	Ability to support interactive voice response/computer telephony interface software	E
18	Ability to serve mailing requirements using third party mail server	E
19	Ability to support remote operation of System Administration	E
20	Ability of the solution to provide XML based webservices which can be used by other applications	E
21	Load and stress testing tool for test management process including capability for functional testing of webservices should be an integral part of ERP	D
22	Appropriate testing tools to be used to perform load and stress testing of the ERP.	D
23	Ability to ship bug and modification patches on CD media within 24 hours	D
24	Access to data and report based on user responsibilities	C
25	The Solution should provide user friendly interfaces for transactions, screen navigation, query, generation of reports, data exports, etc.	E
26	Ability to print reports directly through networked printer	E
27	Ability to create ad-hoc reports	E
28	Ability to schedule reports to run at periodic intervals	E
29	Ability to send reports electronically to other users	E
30	Ability to view reports through web.	E
31	The solution should provide query/ messaging facilities through: Mobile SMS based application	D
32	Workflow should be an integral part of ERP software	C
33	Ability to support standard work flow languages	D
34	Ability to store drawing files in ERP	E
35	The solution should have a GUI tool with drag and drop features to build reports	D
36	Ability to set up business rules like threshold limits (delivery schedules, shipment dates, customer payment, Tender opening, BG expiry, etc) and notifies exceptions / alert / reminders to users.	E
37	The solution shall be able to import data from various formats (text, excel, CSV, XML etc)	E
38	The solution should be able to import data from various Databases	E
39	web portal to be part of the basic ERP	C
40	Ability to authenticate users as part of the portal	C
41	Ability to publish and subscribe facility for web content delivery	E
42	Support single sign on to other components through portal	E
43	Ability to interface with EDI Support	E
44	Ability to exchange data with Open standard XML based business messaging protocol like Metal-XML, ebXML, OASIS	E
45	The Bidder should propose servers with latest CPU architecture offered by the hardware provider	C
46	The solution should support software RAID and Hardware RAID Controller	C
47	The solution shall support client machine with Core2Duo CPU and 1GB RAM	E
48	The solution shall be supported on client with Windows Vista, Windows XP and Windows 7, LINUX Operating System	E
49	Ability of client to run the entire ERP functions through browser	E
50	The solution shall run on native browser with additional plug in's that should be downloaded automatically	E
51	The solution shall support IE browser, Google Chrome and Firefox browser	E
52	The initial configuration recommended should be optimally sized to ensure the system, at full load, operates at maximum 60% of its installed capacity.	C
53	The Bidder should design the solution to meet scalability requirements. The sizing report given by the Bidder should be vetting by the ERP vendor for the hardware specification suggested and this should be incorporated in the bid.	C
54	Development infrastructure will be needed to support ongoing Development/ upgrade needs during and post implementation. The Bidder will recommend the development infrastructure framework and details. Approximately 10 users may use the development infrastructure. A sizing report vetted by the ERP Vendor should be provided by the Bidder for the hardware specification suggested.	C
55	The System shall have an availability of at least 99.90%. The availability will be calculated based on the following formula:	C
56	- Support 100% addition to transaction volume over next three years based on expansion plans of VPT	E
57	Ability to handle data updation/deletion/ creation only through application layer.	C
58	Users should not be allowed to access the database directly.	C
59	Ability to provide a complete audit trail of transactions with time stamp and user ID stamp.	C
60	Ability to support role based access control	C
61	The Solution shall be compliant with the Indian Information Technology Act.	C
62	Ability to provide access level security for Entry forms at Field level - allow, Read only, Hide	C
63	Ability to provide automatic time out for entry transaction	C
64	Ability to provide automatic time out (log out) for user	C
65	Ability to support 2 factor authentication for users connecting to ERP from internet	E
66	Single sign-on support	E
67	The Bidder should provide both on-line and off-line data backup and restoration capabilities	C
68	The on line back up facility should be possible with all clients working	C
69	The Bidder will design and implement appropriate archival policy	C
70	The Bidder will recommend and implement appropriate storage solution	C
71	The solution shall have in built source / application code control program	C
72	The backup should be completed within 3 hours/night shift	E
73	The solution shall have a built in software to manage typical data centre like database back ups and restore	E
74	The solution shall have a built in software to manage application software back ups and restore Source Control	E
75	The bidder should arrange certified training by ERP product vendor to the core team.	E
76	The bidder shall provide online help and a Solution Tutorial.	C
77	The bidder shall provide the training material documentation with the implemented solution	C
78	The bidder shall provide CBT (Computer Based Training) software.	D
79	The bidder shall provide a demo / test solution with dummy data for user training	D
80	The bidder shall provide configuration documentation	C
81	The bidder shall provide Technical Manual suitable for developers describing the Source Program, Entity Relationship Diagrams, Requirement Specs, Data Dictionary, etc. for all customized components	E
82	The bidder shall provide User Manual describing the necessary procedure to correctly operate the software solution	E
83	The bidder shall provide a System Manual for the System Administrator	E
84	The bidder shall provide appropriate documentation of Backup, Disaster Recovery policy	E
85	The bidder shall maintain the versions of each Documentation set released.	E

Appendix # 5a: Format for Bank Guarantee for EMD:

Bank guarantee Form

In consideration of the Board of Trustees of the Port of Visakhapatnam a body corporate duly constituted under the Major Port Trusts Act, 1963 (hereinafter called ‘the Visakhapatnam Port Trust Board’) having agreed to exempt from M/s.---------------------------------------------------(hereinafter called the said “Tenderer(S)” from the demand, under the terms and conditions of an agreement dt -------------------------made between the Chairman, Visakhapatnam Port Trust Board and ---------------------------for--------------------------(hereinafter called “the said agreement”), of furnishing a security deposit by a DD etc for the due fulfillment by the said tenderer(S) of the terms and conditions contained in the said agreement, on production of a Bank guarantee for Rs.------------------------(Rupees----------------------------------------------------only).

We, ----------------------------------(name of the Bank) do hereby undertake to indemnify and keep indemnified the Board to the extent of Rs.------------------------.

We, -----------------------------------(name of the Bank) further agree that if a demand is made by the Port for honouring the Bank Guarantee we ------------------(name of the Bank) having no right to decline to encash the same for any reason whatsoever. The fact that there is a dispute between the said tenderer(s) and the Port is no ground for us ---------------------------------------------(name of the Bank) decline to honour the Bank Guarantee. The very fact that we --------------------------(name of the Bank) decline to honour the Bank Guarantee is a sufficient reason for the Port Trust Board to enforce the Bank Guarantee unconditionally without any reference to the said Tenderer(s).

We-------------------------further agree that a mere demand by the Port Trust Board is sufficient for us --------------------------------(name of the Bank) to pay without any demurrage the amount covered by the Bank guarantee without reference to the said Tenderer(s). Any protest by the said Tenderer(s) cannot be a valid for us -------------------(name of the bank) to decline payment to the Port Trust Board.

We----------------------------(name of the Bank) further agree that the guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the Visakhapatnam Port Trust Board under or by virtue of the said agreement have been fully paid and its claim satisfied or discharged, and till the Visakhapatnam Port trust Board certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said tenderer(s) and accordingly, discharges the guarantee, subject however, that the Visakhapatnam Port Trust Board shall have no rights under this bond after the expiry of __________ months from the date of its execution.

If a notice of demand is served on the Bank by the Port Trust Board before the expiry of the Guarantee, then, notwithstanding anything to the contrary herein contained the liability of the Bank under this guarantee will continue the same is until terminated by the operation of law.

We------------------------------(name of the Bank) further agree that the Port Trust Board shall have the fullest liberty, without affecting in any manner our obligations hereunder, to vary any of the terms and conditions of the said agreement or to extend time of performance by the said Tenderer(s) from time to time or to postpone for any time or from time to time, any of the powers exercisable by the Port Trust Board against the said Tenderer(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reasons of any such variation, or extension being granted to the said Tenderer(s) or for any forbearance, act or omission on the part of the Port Trust Board or any indulgence by the Port Trust Board to the said Tenderer(s) or any such matter or thing whatsoever which under the law relating to sureties would but for this provision have effect of so relieving us ---------------------------------------(name of the Bank).
We--------------------------------------(name of the Bank) lastly undertake not to revoke this guarantee during its currency except with the previous consent of the Visakhapatnam Port Trust Board in writing.

Dated the ------------------------------day of -----------------------Two thousand ten ----------------------------------------------

For------------------------------- (Name of the Bank)

Appendix 5b. : Format for P G bond

Format for Performance Guarantee Bond

TO BE EXECUTED ON A STAMP PAPER OF VALUE NOT LESS THAN

Rs.100.00 BOUGHT IN THE NAME OF THE EXECUTING SCHEDULED BANK.

VISAKHAPATNAM PORT TRUST

VISAKHAPATNAM – 530 035, (AP)
1. Name and Address of the Bank:

2. Bank Guarantee No. :

3. Date of Issue/with effect:

4. Date of Expiry:

5. Claim Period:

6. Limit of Liability:

7. Ref. Letter of Acceptance and Date:

8. For (Name of work):

Subject: SECURITY DEPOSIT
In consideration of Visakhapatnam Port Trust, a body corporate duly constituted under the Major Port Trusts Act, 1963 having its Office at Administrative Building, Visakhapatnam - 530 035 (hereinafter called the “Board”) having agreed to accept the Security Deposit of Rs……………….. (Rupees…………………….…………….. (Only) M/s ________________________________ (hereinafter called the Contractor) under the terms and conditions of the Letter of Acceptance No:________________ _________________________________ dated _____________ for (Name of the work)_____________________________________________________________

_____________ on a comprehensive basis and as per your Letter of Acceptance dated ____________ (hereinafter referred to as "the said Contract" which expression shall in

case of execution of any formal agreement between you and the Contractor shall and include the said agreement) covered under the said agreement as a Guarantee for the security of materials under the custody of the Contractor in terms of the said tender as also for the due fulfillment of all the terms and conditions contained in the said agreement on furnishing of a Bank Guarantee for Rs………………. Rupees…………… ……….…………….. (Only)
We, _________________________________________________ (Name of the Bank) (hereinafter referred as the said Bank) hereby covenant and agree with you as under:
1. We undertake to indemnify you and keep you indemnified from any loss or damage

from time to time to the extent of Rs… …….. (Rupees ……….………………………….... Only) caused to or suffered by you or that may be caused to or suffered by you by reason of any breach or breaches on the part of the Contractor of any of the terms and conditions contained in the said agreement and in the event the Contractor shall make any defaults in carrying out any of the works under the said agreement or otherwise in the observance and performance of any of the terms and conditions relating thereto, we shall forthwith without any protest or demur pay to you such sum or sums not exceeding in total the said sum of Rs…………. (Rupees………………………….. Only) as may be claimed by you as your losses and/or damages, costs, charges, or expenses by reason of such default/defaults on the part of the contractor.

2. Not withstanding anything to the contrary, your notice as to whether the Contractor has made any such default or defaults and the amount or amounts to which you are entitled by reason thereof will be binding on us and we shall not be entitled to ask you to establish your claim under this Guarantee but will pay the same on demand without any objection.
3. The Board shall have the fullest liberty to claim payment of the amount or amounts from time to time under this Guarantee, subject to a ceiling limit of Rs…………… (Rupees…………………….…………….. (Only) as referred to above and this Guarantee shall not become invalid or in fructuous because of the partial demand made by the Board upon us for payment under the circumstances stipulated hereinabove and this guarantee shall hold good in favor of the Board to the extent of the balance amount covered under this Guarantee.
4. This Guarantee shall continue and hold good until it is released by you on the application by the Contractor after expiry of the relative Guarantee period of the said contract and after the Contractor had discharged all its obligations under the said contract and produced a certificate of the due completion of the work under the said contract and submitted a No Demand Certificate.
5. You will have the fullest liberty without our consent and without affecting this guarantee from time to time to vary any of the terms and conditions of the said agreement or extend time of performance of the Contractor or to postpone for any time or from to time any of your rights or powers against the Contractor and either to enforce of forebear to enforce any of the terms and conditions of the said contract and we shall not be released from our liability under this Guarantee by the exercise of your liberty with reference to matters aforesaid or by reason of any time being given to the Contractor or any other forbearance, act or omission on your part, or any indulgence by

you to the Contractor or by any variation or modification of the said contract/or any other act, matter or thing whatsoever which under law relating to sureties would but for

the provisions hereto have the effect of so releasing us from our liability herein.
PROVIDED ALWAYS NOTHING herein contained will enlarge our liability beyond the limit of Rs………………..(Rupees…………………….…………….. (Only) as aforesaid or extended the period of the Guarantee beyond the said day of _______________ unless expressly agreed to by us in writing.
6. This Guarantee shall not in any way be affected by your taking or varying or giving up any securities from the Contractor or any other person, firm or company on its behalf

or by the winding up, dissolution, insolvency, reconstruction or death as the case may

be of the Contractor.
7. In order to give full effect to the guarantee herein contained you shall be entitled to act as if we were your principal debtors in respect of all your claims against the Contractor hereby guaranteed by us as aforesaid and we hereby expressly waive all our rights of surety-ship and other rights, if any, which are in any way inconsistent with the above or any other provisions of this guarantee.
8. Subject to the maximum limit of our liability as aforesaid this Guarantee will cover all

your claim or claims against the Contractor from time to time arising out of or in relation

to the said contract and in respect of which your demand or notice in writing is received

by us.
9. This Guarantee and the powers and provisions herein contained are in addition to and not by way of limitation of or substitution of any other guarantee or guarantees thereto given to you by us (whether jointly with other or alone) and now existing uncancelled and that this guarantee is not intended to and shall not revoke or limit such guarantee or guarantees.

10. This guarantee shall not be affected by any change in the constitution of the Contractor or us nor shall it be affected by any change in your constitution or by any amalgamation or absorption or reconstruction thereof or therewith but will ensure for and be available to and enforceable by the absorbing or amalgamated, reconstructed company or concerned.
11. This guarantee during its currency shall not be revocable by us except with your

previous consent in writing.

12. It shall not be necessary for you to proceed against the contractor before proceeding against us and the guarantee herein contained shall be enforceable against us, notwithstanding any security which you may have obtained or obtain from contractor at any time or when proceedings are taken against us hereunder be outstanding or unrealised.
Note: The following clause is applicable in case of BG is issued from a bank outside

Visakhapatnam. This guarantee shall be enforceable and payable through the branch at Visakhapatnam the details of which are given below

Full postal address of Branch at Visakhapatnam with fax number & Telephone Number
Dated the _______Day of ___________ Two Thousand ………….
Witness

(Signature) (Signature)

(Name) Bank Rubber Stamp (Name)

(Official Address) Designation with Bank

Stamp Plus Attorney as per

Power of Attorney No.

Dated:

Appendix 6 : Consent form for E-payment

Bank Account data for E-Payment

The F.A.&C.A.O.,

Visakhapatnam Port Trust,

VISAKHAPATNAM-530 035.
Sir,
We wish that the payments due to us be made to our Bank through E-Payment mode. The requisite particulars are furnished in the proforma given below.
PROFORMA FOR COLLECTING PAYMENT THROUGH ELECTRONIC MODE INCLUDING ELECTRONIC FUND TRANSFER (EFT) & ELECTRONIC CLEARING SYSTEMS (ECS).

EMPLOYEE/VENDOR/SUPPLIER/CONTRACTOR/

INVESTOR/CUSTOMER’ NAME & ADDRESS:

Personal Number/Registration Number.

PARTICULARS OF BANK ACCOUNT:

BANK NAME :

BRANCH NAME :

ADDRESS :

TELEPHONE :

9-DIGIT CODE NUMBER OF THE : [ ]

BANK BRANCH : [ ]

(Appearing on the MICR cheques issued by the Bank) :

Whether the Bank is RTGS enabled : Yes/No

BANK’S RTGS A/c No. :

ACCOUNT TYPE

(SB Accoount/Current Account or Cash Credit) :

ACCOUNT NUMBER :

(As appearing on the Cheque Book including MICR):

I hereby declare that the particulars given above are correct and complete If the transaction is delayed or not effected at all for all reasons of incomplete or incorrect information. I would not hold Visakhapatnam Port Trust (the user institution) responsible.

DATE:

( )

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