TENDER DOCUMENT INFORMTION TECHNOLOGY PROJECTS AND SERVICES

Transcription

1 TENDER DOCUMENT INFORMTION TECHNOLOGY PROJECTS AND SERVICES Developing an Electricity Billing System For Ceylon Electricity Board PHASE 01 Software Design PART A Technical Bid Information Technology Branch Ceylon Electricity Board - Head Quarters No 50, Chittampalam A. Gardinar Mw, Colombo

2 CERTIFICATE OF PURCHASE OF THE BIDDING DOCUMENT (To be signed and attached with the Bid) Date: Issued to M/s On behalf of M/s Non-refundable Bid fee receipt No... dated... For DGM (Information Technology) Ceylon Electricity Board I / We agree to abide by the Conditions of Bid of Contract No. DGM/IT/2016/T/08 and therefore submit my/our Bid in the attached Bill of Quantities. Position and Name of Signatory: Address: Date:... Signature of Bidder and Seal A - 1

3 Instruction to Bidders This Tender Book is issued in two separate parts called Part A and Part B. It is required to submit the two parts separately and all the required instructions to fill out the tender details are clearly stated at the relevant sections. It is highly advised you to go through all the contents in both sections of this tender, before starting with the tendering process. If there is any further information required before the bidding process, pre-bid meeting is already arranged and details of the meeting is given in this tender. A - 2

4 Table of Contents Part A Technical Bid Bid Data Sheet Project Requirement Scope of the Project Modification of the Scope Period of Assignment Documentation Infrastructure System Performance and Reliability Information Security General Conditions of Tender Scope of Work Eligibility Amendment of Bidding Document Cost of Bidding Receipt of Tenders Closing of Tenders Opening of Tender Bid Bond Schedule of Prices Minimum Validity Period of the Offer Proof of Ability Declaration of Directors Power of Attorney Work Execution Plan Documents and Details to Accompany the Bid Method of Evaluation of Bids Power to Accept or Reject Offers and Intimation of Acceptance Performance Security Ambiguity or Discrepancy in Specifications Completion Period Extension of Completion Period Delay Charges...17 A - 3

5 3.23 Payment Taxation Price & Quantity Variations Contract not to be Sub-let Indemnities Workmen s Compensation Force Majeure Law of the Democratic Socialist Republic of Sri Lanka Defaulted Bidders Project Management Completion of the Project Discipline Any Further Information Technical Specifications Technical Requirements Design Documentation High Level Business Requirements...22 Part B Price Bid.. B - 1 Letter of Price Bid 4 Bill of Qunatities..6 A - 4

6 Part A Technical Bid A - 5

7 1.0 Bid Data Sheet BIDS ARE INVITED FOR: Designing a New Electricity Billing System for Ceylon Electricity Board as per the specifications and guidelines given in the bidding document BID NUMBER & THE NAME: DGM/IT/2016/T/08 Designing a New Electricity Billing System for CEB BID SECURITY: Value of the Bid Security is Sri Lankan Rupees Three Hundred Thousand Only (LKR 300,000/=). The Bid Security shall be valid for One Hundred and Twenty (120) days from the date of the Bid closing BID VALIDITY PERIOD: Ninety (90) days from the date of the Closing of Bidding TIME & DATE OF THE CLOSING OF BIDDING: At 10:00 hrs on 30 th June 2016 (Thursday) APPLICABLE PROCUREMENT COMMITTEE: Regional Procurement Committee (Corporate Strategy) BIDS SHALL BE ADDRESSED TO: The Chairman, Regional Procurement Committee (Corporate Strategy), Sixth Floor, Ceylon Electricity Board, No 50, Sir Chittampalam A. Gardiner Mawatha, Colombo 2, Sri Lanka PRE-BID MEETING: A pre-bid meeting is arranged on 20 th June 2016 (Monday) at 09:30 hrs at the Office of the Deputy General Manager (Information Technology), Ground Floor, Ceylon Electricity Board, No 50, Sir Chittampalam A. Gardiner Mawatha, Colombo 2, Sri Lanka OPENING OF BIDS: Bids received will be opened immediately after the time of closing of bidding, at the Office of the Deputy General Manager (Information Technology), Ground Floor, Ceylon Electricity Board, No 50, Sir Chittampalam A. Gardiner Mawatha, Colombo 2, Sri Lanka PLACE OF ACCEPTANCE OF BIDS: Office of the Deputy General Manager (Information Technology), Ground Floor, Ceylon Electricity Board, No 50,Sir Chittampalam A Gardinar Mw, Colombo 02, Sri Lanka on behalf of The Regional Procurement Committee (Corporate Strategy) DEPUTY GENERAL MANAGER-IN-CHARGE OF THE PROCUREMENT UNIT: Deputy General Manager (Information Technology), Ground Floor, Ceylon Electricity Board, No 50,Sir Chittampalam A Gardinar Mw, Colombo 02, Sri Lanka PLACE OF DELIVERY AND IMPLEMENTATION OF PRODUCT AND SERVICES: Office of the Deputy General Manager (Information Technology), Ground Floor, Ceylon Electricity Board, No 50,Sir Chittampalam A Gardinar Mw, Colombo 02, Sri Lanka DELIVERY SCHEDULE: Project period is 04 months and the detailed project plan shall be provided after the award VAT REGISTRATION NUMBER OF THE CEYLON ELECTRICITY BOARD: A - 6

8 2.0 Project Requirement 2.1 Scope of the Project Ceylon Electricity Board (CEB) intends to implement a new state-of-the-art Electricity Billing System to facilitate its customers with improved level of services. Thus, hereby CEB invites sealed bids from the eligible bidders to Design a suitable IT system/solution to implement a new electricity billing system in CEB. The system is intended to be developed using modern development frameworks supported by Agile software development and project management methodologies. The design so completed shall be in such a way that the development and implementation could be done in the next stage. The prospective Service Provider selected by CEB is initially intended to carry out a detailed system study based on the user requirements described in the Section Technical Specification of this tender. Once the requirement specification is done it is required to submit a detailed design specification with a comprehensive analysis. It is also required to analyse the existing hardware infrastructure at CEB in order to implement the proposed billing system and bidder shall provide a detailed analysis report by examining suitability of existing infrastructure while providing details for necessary upgrades and modifications. Bidder shall undertake the system design process in step by step as described below, in order to maintain the smooth functioning of the assigned task. Step 01 Carry out a detailed system study based on the CEB requirement Step 02 Provide a complete Software Requirement Specification (SRS) document Step 03 Submission of the SRS Document by the contractor and subsequent approval from CEB Step 04 Carryout the software design process in module-wise for all the modules in collaboration with CEB Project Team Step 05 Integration and finalising the System Design Once the System Design is finalized, it is required to carry out a presentation to a panel appointed by CEB before submitting the Design Document and that panel may review the design against the CEB requirements. Step 06 Submission of the completed System Design Document by adhering to the comments received (if any) from the panel Step 07 Approval for the Software Design Document by CEB Step 08 Submission of all other related documents of the system design as stated in the Bid Document Step 09 Issuing the Certificate of Partial Acceptance by CEB Step 10 Analyse the required hardware infrastructure of CEB against the suitability for the proposed system design and submit a report A - 7

9 Step 11 Issuing the Certificate of Final Acceptance by CEB and completion of the project This Tender Document defines the requirements of this assignment and invites bids from interested, competent and experienced parties. 2.2 Modification of the Scope Depending on the agility of the system encountered during the execution of designing work, CEB may require slight modifications to the scope including increase or decrease number of activities specified herein, in order to achieve satisfactory completion of software designing work. In such event, CEB may inform any changes required to the contractor in writing for which the service provider should comply with and any change of price will be calculated based on the unit rates offered in the tender, and the final contract price may be adjusted accordingly. 2.3 Period of Assignment The intended duration for the design part of the project is 04 months. Commencement of work with the detailed system study Carryout the design work Within a week from signing the contract Completing module by module in collaboration with CEB Project Team Design Submission of the detailed System Design Document Submission of all other required documents as per the Bid Document Within 04 months from signing the contract Review of existing hardware infrastructure and submit the report 2.4 Documentation The selected bidder shall provide all the industry standard design documents for the proposed solution including process diagrams, UML diagrams related to the system design, Database design, screen designs, functional specifications related to the system and hardware design at the completion of the each phase. Selected bidder shall provide these standard software development documents in printed versions as well as editable soft copies. Procedure of transmitting these project documents shall be agreed by both parties before commencing the project and they shall include the recommendations & approvals with the subsequent signatures of the stake holders of the project. CEB shall review and approve any document within 21days of submission of the document. All above stated documents should be provided as per the specifications provided by CEB and it should be as per the industry standard acceptance level. 2.5 Infrastructure CEB is currently maintaining its own Data Centre and island wide distributed IPVPN to manage internal customers. It is intended to deploy the new billing system on a new infrastructure A - 8

10 according to the latest and upcoming technologies and requirements. Thereby contractor shall provide the solution by clearly analysing the technical requirements described in Section 4.0 Technical Specifications of this document. However after submitting the System Design, the selected contractor shall also provide an official document indicating the model of the new infrastructure to be implemented. Once it is done, CEB shall take the necessary arrangements to provide the agreed infrastructure facility at the time of final implementation of the product. However the final product should be smart enough to cater the current and projected future demands at least for another 10 years or more. 2.6 System Performance and Reliability Bidder shall take all the necessary measures in to the account when undertaking the system design to maintain smooth functioning of the system without affecting its performance. System shall be smart enough to cater the projected demand for the user requests in each and every module without affecting the performance of the system while maintain the reliable operation of the system. Summary of the projected statistics for customer requests are highlighted under the Section 4.0 Technical Specifications of this document. 2.7 Information Security Bidder shall also take the required necessary measures in his solution to maintain the information security aspects in each and every module of the system. Any of the information passing through the system has to be ensured that they will not get accessed by the unauthorised parties. Bidder shall provide the detailed information with his design about the security algorithms that are provided with the solution, security protocols that are going to be implemented with the solution and encryption mechanisms used by the system at the time of developing the proposed solution. Failure to furnish the above information shall result in the bid being rejected. A - 9

11 3.0 General Conditions of Tender 3.1 Scope of Work This tender is to design a complete new billing system for Ceylon Electricity Board (CEB) as per the requirement specified under the Section 2.0 Project Requirement of this document. 3.2 Eligibility IT Service providers who are desirous of undertaking this assignment must furnish following information in the prescribed form, along with the supporting documents as identified. a) Service provider/bidder shall be a private entity or a government-owned entity or any combination of such entities with the intent to enter into an agreement supported by a letter of intent or under an existing agreement in the form of joint venture. In the case of a joint venture: a. All partners shall be jointly and severally liable, and b. The joint venture shall nominate a lead partner who shall have the authority to conduct all business for and on behalf of any and all the partners of the joint venture during the bidding process and, in the event the joint venture is awarded the contract, during the contract execution. c. Lead partner must meet at least 60% of the contract cost which shall be reflected in the financial statements requested under Clause 3.15 of this Bid Document. b) The software design team shall be comprised of qualified personnel, whose names, assignment of work and personal history shall be submitted with the bid for the approval of CEB. As a rule, no shifting, change or replacement of the personnel of the Design Team shall be made during the design work without the written request of the contractor and subsequent written approval of CEB. New entrepreneurs (start-ups) consist of recently passed out graduates from Sri Lankan universities are equally considered based on their capacities and capabilities. c) The Bidder shall furnish details to prove his capabilities and shall give his past projects (if any) providing all the details and information. d) The Bidder shall provide his past experience of completion of Projects according to the Form - 01 given in ANNEX I. The Bidder shall provide his specific experience relevant to this assignment according to the Form 02 given in ANNEX II. The Bidder shall give the qualifications and experience of each project team member according to the Form 03 given in ANNEX III. All tenders shall be in original tender documents obtained from Deputy General Manager Information Technology or from his authorized officer/s, on payment of a non-refundable tender fee of 5, LKR, in cash or bank draft/ money order written in favour of "General Manager, Ceylon Electricity Board". 3.3 Amendment of Bidding Document At any time prior to the deadline for submission of bids, CEB may amend the Bidding Document by issuing addenda. Any addendum issued shall be part of the Bidding Document and shall be communicated in writing to all who have purchased the Bidding Document. To give prospective bidders a reasonable time in which take an addendum into account in preparing their bids, CEB may, at this discretion, extend the deadline for the submission of bids. A - 10

12 3.4 Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of its Bid, and CEB shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 3.5 Receipt of Tenders Tenders shall be submitted in two separate sealed envelopes. The Technical Bid and the Price Bid of the Tender shall be placed in two separate envelopes marked "Technical Bid" and "Price Bid". Both the envelopes shall be enclosed in one securely sealed envelope. The Name Designing a New Electricity Billing System for CEB, Tender Reference Number and Closing Date of the Tender shall be marked on the top left hand corner of all sealed envelopes and the Name and Address of the Bidder shall also be clearly marked on all the envelopes. Deputy General Manager (Information Technology) will receive sealed tenders on behalf of Ceylon Electricity Board. 3.6 Closing of Tenders Tenders enclosed, marked, sealed and addressed as aforesaid shall be sent under registered cover to reach to the following address as stated in the Bid Data sheet. Deputy General Manager Information Technology Ceylon Electricity Board, Ground Floor, No: 50, Sir Chittampalam A. Gardiner Mawatha, Colombo 02 If the Bidders or their representatives choose not to send their tenders under registered cover, they could also be deposited in the Tender Box provided for this purpose at the Office of Deputy General Manager Information Technology, Ceylon Electricity Board, Ground Floor, No: 50, Sir Chittampalam A Gardiner Mawatha, Colombo 02. Tenders sealed, marked, and addressed as aforesaid may also be handed over to the Officer authorized by Deputy General Manager Information Technology to receive tenders at the office of Deputy General Manager Information Technology, Ceylon Electricity Board, Ground Floor, No: 50, Sir Chittampalam A Gardiner Mawatha, Colombo 02, before the closing time for tenders. In such an event, the sealed cover should bear the name and address of the Bidder and a receipt should be obtained after such handing over. Any Tender received after the closing time will be rejected and returned unopened to the Bidder or to duly authorised Agent. 3.7 Opening of Tender Tenders will be opened immediately after the closing time given in the Bid Datasheet, at the Office of Deputy General Manager (Information Technology), Ceylon Electricity Board, Ground Floor, No: 50, Sir Chittampalam A Gardiner Mawatha, Colombo 02, or such other place as arranged. Bidders or their duly authorized representative/s should present at the time of opening of Tenders. a) In the case of Technical Bid: The Chairman, Tender Opening Committee (TOC) will open the Tenders and read out or cause to be read out the Name and Address of each Bidder, whether a Bid Bond/s is/are submitted, the amount of the Bid Bond as indicated in the Technical Bid. A - 11

13 b) In the case of Price Bid: The Chairman, Tender Opening Committee (TOC) will open the Tenders and read out or cause to be read out the total Tendered Sum, Name and Address of each Bidder and the amount of discount declared if any, as indicated in the Schedule of Prices. Detailed Prices, Technical Data, Specifications or other particulars of the Tender will not be divulged. 3.8 Bid Bond Technical Bid shall be accompanied with a Bid Security to the value of Sri Lankan Rupees Three Hundred Thousand (LKR 300,000.00) which is valid for One Hundred and Twenty (120) days. The Bid shall be held valid for the period of Ninety (90) days from the date of closing of tenders and that the Bid shall not be withdrawn during that period. Bid Security shall be in the form of a Bank Draft or a Bank Guarantee issued by a commercial Bank Operating in Sri Lanka, approved by the Central Bank of Sri Lanka and payable to the Ceylon Electricity Board. The Bid Security shall be substantially in accordance with the specimen at ANNEX V, if it is in form of a Bank Guarantee. Failure to submit the Bid Security at the time or before the closing of the bidding and in accordance with above requirements will result in the Bid being rejected. Bid Securities from unsuccessful Bidders will be returned after the award is made to the successful Bidder. The Bid Securities of the successful Bidders will be returned only after the receipt of their Performance Securities as stipulated in the Clause (3.18) of this document. The Bid Security shall be unconditionally encashable, on the receipt of first written demand of the Ceylon Electricity Board. No alternate offers will be accepted under one Bid Security. 3.9 Schedule of Prices a) The Price Bid shall be submitted using the Schedule of Prices/Bill of Quantities furnished in Part B Price Bid of this document. The Schedule of Prices must be completed without any alterations to its format, and no substitute shall be accepted. All blank spaces shall be filled with the information required. If any space is not applicable it shall be stated so. Bids not in the prescribed form will be rejected. b) Any front-loading in the Bill of Quantities will be liable for rejection of the Bid. c) The prices quoted shall be written clearly in indelible ink or type written. The total amount of each item of the offer shall be given in words (in English) as well as in figures. The amounts written in words will be taken as correct in case of a discrepancy in the amounts written in words and in figures. The Bidder shall authenticate any alterations in the bids. Failure to do so will result in the offer being rejected. d) Only the Prices indicated in the Schedule of Prices (Part B), shall be taken for evaluation. e) The prices quoted shall be in Sri Lankan Rupees (LKR) and the Payments will be made in Sri Lankan Rupees (LKR) f) The prices quoted shall be excluding VAT, but including all other taxes and Levies. The amount of VAT, if applicable, should be indicated separately and clearly. The VAT registration number should also be indicated in the Schedule of Prices. A copy of the VAT registration certificate should be attached with the tender. All bidders who are not registered to collect VAT should submit a letter issued by Department of Inland Revenue to that effect. A - 12

14 g) The Contractors shall comply with regulations of the Department of Inland Revenue for payment of any kind of tax imposed by the government arising out of the contract and the contractor should allow for it in his tender price. h) The payments will be made at the respective unit rates/lump sum quoted in the Bill of Quantities in the Part B of this Bid Document. Any extra work or work associated with the deviation of the design of the project, on written instruction by CEB, will be paid at the applicable unit rates quoted in the same Minimum Validity Period of the Offer All bids shall be held for acceptance for a minimum period of Ninety days (90) from the date of the closing the Bid. Prices indicated in the Schedule of Prices, shall be firm and shall not be subject to any variation within the validity period of the Bid specified above Proof of Ability Bidders shall submit with their offer the documentary evidence of their ability to carry out the contract. Factors such as experience, nature of business, capital invested or authorized, turnover, availability of qualified personnel, awards and achievements related to the technology and other relevant information. In particular, Bidders shall furnish information requested in ANNEX I, II & III with supporting documents to prove their ability and qualifications. The Ceylon Electricity Board reserves the right to call for further documentary evidence of the ability of the Bidders to fulfil the terms and conditions of the tenders Declaration of Directors When forwarding offers, Private Companies should declare the names of the Current Directors and the Share Holders of the Company. In the case of Public Companies, the Current Directors of such Public Company should be declared Power of Attorney The signatories of the Bid shall be authorized by the Directors or Managing Directors or Chief Executive Officer of the company by using a Power of Attorney. The same shall be attached to the bid. Failure to furnish the above information shall result in the bid being rejected Work Execution Plan The bidder shall provide Work Breakdown Structure (WBS) and execution plan with a project bar chart showing his works and the time required for completing each task with his bid. The selected contractor shall furnish this work within one week after signing the contract. This execution plan shall not be deviated from the time schedule specified in Section 2.3 Period of Assignment. Following information shall also be provided with the tender. a) Working method of the Project Team appointed by the Service Provider including number of teams proposed for the work b) Number of teams available within the Bidders Organization The bidder shall furnish the above information in items in separate sheets giving full details and same shall be attached to this tender. The bidder who fails to furnish the above information shall result in bid being rejected. A - 13

15 3.15 Documents and Details to Accompany the Bid The Bid shall comprise two separate envelopes submitted simultaneously, one called the Technical Bid containing the documents listed in 3.15 (a) and the other the Price Bid containing the documents listed in 3.15 (b), both envelopes enclosed together in an outer single envelope. Failure to furnish the following documents and details shall result in the bid being rejected. If the documents are unavailable, it is the sole decision of the Ceylon Electricity Board whether to reject or consider for further evaluation. a) The Technical Bid submitted by the bidder shall comprise the following: Duly signed "Certificate of Purchase of Bidding Document Duly signed Form of Bid (ANNEX IV) of this document Bid Security vide Clause (3.8) substantially in accordance with the given format (ANNEX V) Documents of proof of ability referred to in Clause (3.11) Audited financial statements for the last 03 years Documentary evidence to prove that the bidder has been in business for more than three (03) years. Lists of Directors vide Clause (3.12) Power of Attorney document as per the Clause (3.13) Work Execution Plan and the documents as per the Clause (3.14) A letter from the Commissioner of Inland Revenue Department, vide Clause 3.24 certifying that his/her company has not been registered for VAT (if applicable) Any other document stated in the CEB specification given in Section 4.0 Technical Specification, as required to be submitted Copy of Business Registration In the case of a Joint Venture, Joint Venture Information Sheet (ANNEX VII) Certification of registration under Public Contracts Act No 3 of 1987 b) The Price Bid submitted by the Bidder shall comprise the following (in a separate sealed envelope): Duly completed and signed Letter of Price Bid (Part B of Bidding Document) Duly completed and signed Bill of Quantities of the Part B of the bidding document Any other document stated in the CEB specification given in Section 4.0 Technical Specification, as required to be submitted with the Price Bid Method of Evaluation of Bids The Ceylon Electricity Board may seek in writing, clarifications or additional information on any bid. In the absence of any response from the Bidder within the specified period, the Ceylon Electricity Board has the right to make its own decisions with regard to reject or accept the Bid. All responses to requests for clarifications or additional information shall be in writing and no change in the tendered price shall be sought, offered or permitted. This Bid will be taken as single-stage two-envelopes. At the first stage of the evaluation process, only the Technical Bid will be evaluated without opening the Price Bid of all bidders. Once the technical evaluation is completed, Price Bids received shall be opened only for the technically A - 14

16 qualified bidders and shall be evaluated item wise. Price Bids of the technically disqualified bidders will be returned un-open. For the purpose of the determination of lowest evaluated substantially responsive bid out of the bids received, the bid evaluation process would be carried out as follows: i. Technical Bid Examination a. All bids opened will be examined to determine the eligibility of responded bidders and to determine the substantial responsiveness of the received bids commercially. b. During the bid examination process in respect of commercial aspect, the bids will be checked to see whether they are complete, any computational errors have been made, required Bid Securities have been furnished, all the documents have been properly signed, the bids are generally in compliance with the requirements stipulated in the Bidding document and bids are generally in order. All deviations observed during the bid examination would be noted. Bids with deviations such as incomplete bids, non-compliance with the specified project period, inclusion of price escalation when fixed priced bids are called, proposal of subcontracting when subcontracting is not allowed, absence of bid security, lack of proper signature on the form of bid, lack of critically important supporting documents, shall be rejected and shall not be taken for further evaluation as those bids are considered to be substantially non responsive. ii. Technical Bid Evaluation a. General Principle All the bids determined as commercially responsive during the bid examination stage shall be evaluated for technical compliance. b. Evaluation Criteria Bids shall be evaluated according to the evaluation criteria given below. i. The strict compliance to the Project Requirement and the General Conditions of Contract given in the Bidding Document shall be considered essential. ii. The bid shall be given marks based on a marking scheme prepared for the bid evaluation. This marking scheme shall include; Submission of mandatory documents [10 Marks] Similar kind of systems designed and developed in Sri Lanka or oversees in similar capacity/scale [20 Marks] Total number of projects carried out in the past (in the similar capacity) Project period of each is more than 06 months [20 Marks] Project period of each is less than 06 months [10 Marks] Qualifications and capabilities of the each and every individual personnel in the allocated project team for this project [30 Marks] Any other remarkable qualifications such as awards and certifications achieved by the company [10 Marks] c. Bidders should obtain minimum of 70% of the marks in order Bid to be technically qualified. A - 15

17 The bids in which information submitted without the documentary evidence will be disqualified or rejected. iii. Price Bid Evaluation a. Correction of Errors During detailed bid evaluation, if there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate will govern. However, if the total bid price increases due to this correction, the unit rate will be adjusted within the total bid price. If the bidder does not agree for such adjustment, his bid will be rejected without affecting his bid security. b. Evaluation Criteria Bids shall be evaluated according to the total cost mentioned in the Bill of Quantities including NBT shall be considered for the final evaluation and the lowest evaluated bid will be selected Power to Accept or Reject Offers and Intimation of Acceptance The Ceylon Electricity Board is not bound to award the tender for the lowest offer. The Ceylon Electricity Board reserves the right to reject any or all tenders without adducing any reasons. The Ceylon Electricity Board may accept any offer or part of any offer and reserves the right to increase or decrease the scope of work at rates indicated in the Schedule of Prices. The notice of acceptance of Bid will be sent by registered post to the successful Bidder as soon as possible, after the decision of the Procurement Committee is made. Intimation of the acceptance of bid may alternatively be made by Facsimile if circumstances so require, and such intimation should be considered as sufficient notice for acceptance Performance Security Within (14) days of receipt of the Letter of Acceptance, the Successful Bidder (Henceforth known as the Service Provider) shall acknowledge the award and shall furnish a Performance Security. And a Contract Agreement shall be signed after the acceptance of the award. If any of the documents mentioned above is submitted after 14 days, the date of completion will be adjusted by the number of days delayed and if they are not submitted within 30 days, the Ceylon Electricity Board has the right to forfeit the Bid Security and cancel the award. a) Performance Security The Service Provider shall furnish a Performance Security approximately equal to Ten Percent (10%) of the total contract sum. The Performance Security shall be in the form of a Bank Draft or a Bank Guarantee, substantially in accordance with the specimen at ANNEX VI and issued by a commercial Bank operating in Sri Lanka, approved by the Central Bank of Sri Lanka. The Performance Security shall be in favour of the General Manager, Ceylon Electricity Board, and shall be valid for a period not less than Sixty (60) days from the date of the anticipated final delivery of the project. In the event of default on the part of the Service Provider resulting from breach of conditions hereto, the General Manager, or any person purporting to act under the authority of General Manager may by a written notice terminate the right of the Service Provider to proceed with any or all remaining deliveries and forfeit the Performance Security without recourse to legal action. A - 16

18 The Performance Security will be released after 60 days of satisfactory completion of final delivery of the project in the event that no penalty charges are incurred. In the case of the penalty charges being charged the Performance Security will be released only after the Penalty charge is recovered by CEB. b) Contract Agreement After the Letter of Acceptance is received, the Service Provider shall enter into an agreement with CEB to execute the project under the terms and conditions stated in the Letter of Acceptance Ambiguity or Discrepancy in Specifications Should there be any discrepancy or ambiguity as to the meaning or interpretation of these specifications; those should be referred back to CEB for necessary instructions or clarifications Completion Period The project design work shall be completed as per time schedule given in Section 2.3 Period of Assignment. The Bidders shall specifically state in their tender whether they could comply with this time of commencement of contract and the completion period Extension of Completion Period Should the service provider anticipate any delay at any time during the execution of work to comply with the time schedule given in Section 2.3 Period of Assignment, service provider shall at once give notice accordingly in writing to the Deputy General Manager Information Technology explaining the cause for the delay. In the case of delay, Deputy General Manager Information Technology or the officer authorized by him, shall have the option of either granting an extension or terminating the contract ruling the case as default of contract. If the extension is granted, the service provider shall complete the work within the extended period but will in addition to any other liabilities incurred under this contract, be subject to a deduction of liquidated damages, unless the liquidated damages is waived or reduced by the Deputy General Manager Information Technology, in view of any special circumstances. If the extension of time is granted the service provider shall extend the period of validity of Performance Bond Delay Charges If the service provider fails to achieve the targets within the specified time period(s) given in Section 2.3 Period of Assignment time schedule, without prejudice to its other remedies under the Contract, CEB will deduct from the Contract Value, as liquidated damages, a sum equivalent to 0.2% of the Contract Value for each day or part thereof for delay until actual completion of work, up to a maximum deduction of 10% of the Contract Value. The deduction of such damages shall not relieve the contractor from his obligation to complete the works. Once the maximum is reached, CEB may consider termination of the Contract Payment Payments for the work will be made as follows: a) The contractor will be paid based on the completion of assigned tasks in full, given in the items 01, 02, 03, 04 & 05 of the Bill of Quantities under the Price Bid. These items in the Bill of Quantities considered separately for the progress payments. A - 17

19 b) Accommodating any additional assignment due to the unforeseen issues/tasks will be paid on measure and pay basis based on the rates quoted in the Bill of Quantities under the Price Bid. c) A retention of 30% is reserved from each interim bill. However once the Certificate of Partial Acceptance is issued, 15% from the retention will be released. After issuing the Certificate of Final Acceptance, final 15% of the BOQ will be released. d) In making the payments, the Ceylon Electricity Board will comply with the statutory requirements (as VAT, NBT or BTT the case may be) prevailing at the time of such payments Taxation a) Income Tax The Contractors will have to comply with regulations of the Department of Inland Revenue for payment of any kind of tax imposed by the government arising out of the contract and the contractor should allow for it in his Bid price. b) Value Added Tax (VAT) Any applicable VAT will be paid by CEB at prevailing rates if claimed with the VAT registration number. Declaration of VAT registration number is a mandatory requirement for determination of bids and any bidder who does not declare his /her VAT registration number will make his/her bid liable for rejection. However, if any bidder is not registered for VAT should obtain a letter from the Commissioner General of the Department of the Inland Revenue certifying that the company has not been registered for VAT and that should be attached with the bid. c) Any other Tax Bidder shall clearly indicate if there is any other Tax imposed by the Government Price & Quantity Variations All quoted rates should be firm and fixed without any price variance within the Contract Period. However if there is any price variance due to the change of the design structures, it shall be paid accordance with the amounts indicated as per the extra work in the Bill of Quantities under the Price Bid. Where the quantities given in the Schedule of Prices/Bill of Quantities are regarded as approximate, the respective payment shall be made on measure and pay basis. Where the quantities are given on assignment basis the respective payments shall be made on completion of the assignments. The final quantities shall be paid in accordance with the final bill of quantities accepted by the CEB Contract not to be Sub-let The successful Bidders shall not assign or subcontract his obligations, without the written authority of the Deputy General Manager (Information Technology) of CEB. If any part of his obligation has been assigned or sublet by the Bidder with written authority, he shall nevertheless be held responsible for the due performance of the part assigned or sublet Indemnities Each party shall be liable for and indemnify the other Party against losses, expenses and claims for loss or damage to physical property, personal injury, and death caused by his own acts or omissions. A - 18

20 Notwithstanding the above, the Contractor shall be solely responsible for and shall indemnify and hold harmless the Employer from and against all claims, liabilities and costs of action in respect of injury to or death of any person in the employment of the Contractor or any of its Subcontractors. The Contractor shall indemnify and hold the Employer harmless against all third-party claims of infringement of industrial design or intellectual property rights arising from the use or provision of the works, including any equipment, drawings, documents or materials, or any part thereof Workmen s Compensation Adequate workmen's compensation and/or employer's liability insurance which complies with applicable legislation in Sri Lanka shall be provided and maintained by the Contractor for the entire contract period. This shall include cover against riots and civil commotion Force Majeure The Bidder shall not be responsible for delay or non-performance of his contractual obligations, and the Ceylon Electricity Board shall not be held responsible for delay or non-performance of its contractual obligations, all or any part of the service, caused by war, blockade, embargo, insurrection, mobilization, act of God, Government direction or intervention of civil, naval or military authorities or other agencies of Governmental, riots, civil commotions, warlike conditions, labour troubles (including strikes) sabotage, prolonged failure or other epidemics, quarantine, fire, flood, wind flood, typhoon, hurricanes, tidal waves, tsunamis, landslides, lightning, and explosion Law of the Democratic Socialist Republic of Sri Lanka The tenders and any contracts resulting there from shall be governed and abide by Law of the Democratic Socialist Republic of Sri Lanka Defaulted Bidders A tender is liable to be rejected forthwith if it is submitted by a Bidder who has, in the past, failed to perform his obligation satisfactorily in accordance with the terms and conditions of his contract with the CEB Project Management A coordinating officer will be appointed from CEB to manage and coordinate this project. The contractor shall also appoint a Project Manager for the Project and the Project Manager of the Contractor shall in all times keep the CEB informed about the progress and state of the works related to the each step of the project. The Contractor shall co-ordinate with the CEB staff on the user requirements but all such should be channelled through the appointed coordinating officer of CEB. However all official documents shall be directly addressed to the Deputy General Manager (Information Technology) Completion of the Project The project shall deemed to be duly completed when all the requirements mentioned in the above Section 2.0 Project Requirement is satisfactorily completed and approved by CEB Discipline The contractor is responsible for the behaviour and conduct of all personnel employed for this task by him. It should be of good behaviour and conduct by them in an orderly manner keeping the expected relationship with CEB in fulfilling the contract. A - 19

21 3.35 Any Further Information Any further information can be obtained on application to the Deputy General Manager (Information Technology), Ceylon Electricity Board, Ground Floor, No: 50, Sir Chittampalam A Gardiner Mawatha, Colombo 02, on any working day between 09:00 hrs and 15:00 hrs during the period of issue of Tender Documents (Telephone/Fax: / ) A - 20

22 4.0 Technical Specifications 4.1 Technical Requirements Upon finalizing the requirements, Service Provider/Contractor has the full flexibility to decide on the most appropriate technology to use with his design work for the proposed system. However it is required to adhere to the following information as well upon considering and finalizing a suitable design and development technology for the proposed solution. And also, bidder shall provide the detailed technical information of the following items along with the System Design. a) Development framework Any of the latest industry standard design, development frameworks are accepted. b) System architecture System shall be in a form of client server model, web based model or a hybrid model considering performance impacts for long run. c) Target client platform At present, almost all of the client PCs in CEB are equipped with Windows platform. Thereby the proposed solution has to be compatible enough to work with all of the latest Windows Operating Systems (Windows 7 or later). d) Target platform for mobile applications Mobile applications shall be designed for the mobile devices based on either Android OS or Windows Mobile OS. Android OS Version (Lollipop) or later Windows Mobile/Phone Version 6.5/Version 8.1 or later e) Backend database Any of the latest industry standard database f) Hosting server(s) OS information Hosting servers shall be latest Linux Enterprise version or Windows Server Edition g) Product deployment information All the components of the proposed billing system shall be deployed with in the CEB data centre. No 3 rd party hosting spaces are entertained. h) Ability to plugging the system as a service to an ESB System should smart enough to plug as a service to any commercially available ESB in the open market. i) Information Security Proposed solution must be smart enough to provide all the types of required information security aspects in each and every module of the system so that none of the information from the system will get accessed to the unauthorised parties. 4.2 Design Documentation The selected bidder shall provide all the industry standard design documents for the proposed software solution including process diagrams, UML diagrams related to the system design, Database design, screen designs, functional specifications related to the system and hardware design at the completion of the each phase. Selected bidder shall provide these standard software development documents in printed versions as well as editable soft copies. Procedure of transmitting these project documents shall be agreed by both parties before commencing the project and they shall include the recommendations & approvals with the subsequent signatures of the stake holders of the project. All above stated documents should A - 21

23 be provided as per the specifications provided by CEB and it should be as per the industry standard acceptance level. 4.3 High Level Business Requirements The proposed billing system shall comply with the High Level Business Requirements described below as prepared by CEB. Selected contractor has the flexibility to evaluate the requirements in detail and propose a suitable, state-of-the-art design that cover all aspects of a modern online real-time billing system. At the same time contractor has the full flexibility to change and do certain relevant modification to the work flow of business requirements. However the design that is to be submitted, will be reviewed by an expert panel appointed by CEB as it is detailed in the Section 2.0 Project Requirement of this document. Proposed system is to be designed in a way where it will consist with 14 sub modules connected to a core application and each of the module is working independently by communicating with the core application as separate service so that they can be plugged in to an Enterprise Service Bus (ESB) easily. With that architecture, system will compromised with several web based modules, northbound applications, web services and mobile applications. Furthermore, some of these features will be available through internet so that they can be accessed even outside the internal VPN. User Interface Sub Module XML Core Application Centralised Database with high availability options Figure 4.3 Sub Modules are connected with the Core Application as Services This core application is basically a backend application which is capable enough to manage all other sub applications and services while providing its own processing and services. This may be a transaction gateway which is having the capacity to handle millions of transactions online and real-time. Following section describes the high level business requirements of the individual components of the identified solution. Kindly note that full-size versions of the flow diagrams, that are included in the following section, are separately attached for your reference Metering Module This is the module which handles all the functions of capturing meter reading information from customer s meter (ordinary or heavy supply) and provide them to the core billing application. This includes manual meter reading by visiting the customer premises, meter reading using handheld device, remote meter reading (smart meters) using wireless technologies and pre-paid meter reading process. Furthermore, this module includes all sorts of boundary meter reading where bulk energy transfer happens between different licence holders for energy transmission. Following basic flow diagram describes the internal components of the Metering Module and the network connections that will be used to facilitate the service. A - 22

24 At Area Office Meter Reading Module Meter Reader Submit Bill Stubs Ordinary Connections: Meter Reader Bulk Connections: ES/EE Data Entry Operator at Area Office <Using Browser> Enter Information Reading Data Meter Journal Data Other Complaints Offline handheld data Manual Reading Entry/Upload Interface (Web Interface) Reporting Module Secured public access enabled Data enabled SIM connection User with Handheld Device Enter Information Internet Handheld Upload (Web Service) <Using Mobile App> Reading Data Meter Journal Data Other Complaints Ordinary Connections: Meter Reader Bulk Connections: ES/EE Area Engineer Meter configuration data Device Configuration Interface (Web Interface) Application Server Core Billing Module Mobile SIM connection Remote Meter at Customer Premises Data Request & Response Mobile Network Remote Reading (Scheduler Service) Can be a; Smart Meter Pre-paid Meter System Control Meter configuration data Boundary Meter Configuration Interface (Web Interfcae) Database Mobile SIM connection Remote Meter at Boundary Location Data Request & Response Mobile Network Remote Reading (Scheduler Service) Energy Management Unit Figure Basic Flow Diagram of Metring Module Apart from the above information following is a summary of details that will be helpful for the system optimisation calculations. Item Current Setup Estimated Total Growth (for the next 5 years) No of Electricity Consumer Accounts 5.7 Million 8 Million No of Areas No of Data Entry Operators assigned for Billing * No of Meter Readers 2,964 3,500 No of Remote Reading enabled Meters 9,985 8 Million* No of Boundary Meters Types of Meters used in CEB Communication Protocol used to extract Remote Meter Information EDMI Mk6E CEWE Actaris ACE 8000 Elster A 1500/1800 Secure Premier Iskra DLMS/COSEM A - 23

25 Functions and readings carried out by Boundary Meters Load Survey Billing History Event log Load profile 1 - Avg Total Watts and Avg Total VA in every 15 min Load profile 2 - Total Energy Import and Export and phase currents in every 30 min Load profile 3 - Avg phase voltages in every 30 min Reports for Area Engineer/ ES (Commercial) Reports for DEO Reports for Meter Reader Reader wise completion report Pack wise completion report Assess Readings report Journal report Pack wise completion report Reading Error summary Reader wise completion report Reading Error summary Following table is a guideline to the contractor to align his design based on the information given. However once the detailed system study is done by the selected contractor, he shall provide a completed document in the following format (along with the all other documents) covering all the requirements gathered during the system study. ID Scope Comments Manual Meter Reading Frontend web based application to handle meter reading entry for both heavy supply and ordinary supply connections and send captured information to Bill Processing application System login Reading entry/alter interface Journal entry/alter interface Reading approval/submission interface Data upload interface to cater offline mobile reading data Reading summary interface Meter Reading Using Handheld Devices Mobile application to handle meter reading entry and send captured information (both heavy supply and ordinary supply) to Bill Processing application System login Reading entry/alter interface Journal entry/alter interface Reading submission interface Online/Offline mobile data upload Bill issuing interface Web based application Android or Windows Mobile application A - 24

26 03 04 Web Service application to read and update information to mobile devices Meter Reading using smart meters and pre-paid meters Web based application for remote device configuration and setup Login interface Device administration interface Reading scheduler interface Top up interface for pre-paid meters Web Service (scheduler task) application to read and process information from smart meters and send captured information to Bill Processing application (both heavy supply and ordinary supply) AND Web Service application to capture real time data from pre-paid meters to provide real-time information Boundary meter reading Web based module for device configuration and setup Login interface Metering device administration interface Reading scheduler interface Tariff define interface Web Service application to read and process information from boundary meters and send them to core billing application Secured Web Service Web based application Contractor shall provide & define necessary standard protocols so that it can be standardise within CEB since different meter manufacturers use different type of protocols to achieve remote reading. Secured web service Web based application Contractor shall provide & define necessary standard protocols so that it can be standardise within CEB since different meter manufacturers use different type of protocols to achieve remote reading. Secured web service New Connection Module The main function of this module is to run as a facilitator service to submit new electricity connections from other internal systems to the billing system so that to cater the billing and accounting process. In this case there will be a web service where applications like Service Main Card (SMC) and Service Provisioning System (SPS) can access to send new connection information when required. Following Figure describes the basic information flow. New Connection Module SMC Application SPS Application <Using Browser> Send Information New Connection information Temp connection information SMC/SPS Web Service Reporting Module Core Billing Module Application Server Database A - 25

27 Figure Basic Flow Diagram of New Connection Module ID Scope Comments 01 Web service application that can be accessed by other applications to submit new electricity connection details to the core billing system. The main functions of this service is as follows Ordinary service connection requests from Service Main Card (SMC) application Heavy supply service connections from Service Provisioning System (SPS) application Temporary supply connections from SMC or SPS applications Web service Master Information Processing Module This module is defined to manage the master information changes requested by different stake holders of the system at different levels. This module can facilitate customer information changes, electricity connection information changes, meter changes etc. Master Information Processing Module CRM Application SMC Application SPS Application <Using Browser> Send Information Name, address changes Tariff changes Connection type change Meter changes Meter Testing upon customer request Reconnections after finalizing Change of occupant CRM/SMC/SPS Web Service Application Server Reporting Module Core Billing Module Database Figure Basic Flow Diagram of Master Information Processing Module ID Scope Comments 01 Web service application that can be accessed by other internal applications like Customer Relationship Management (CRM) and SMC to carryout following listed tasks Requests to change customer master information like name, address etc. Requests to change electrical connection given to the customer like phase change, tariff change etc. Meter seal management Re-connection of a customer once finalised Meter management functions like meter replace, meter remove etc. Sequence change of the premises Web service A - 26

28 4.3.4 Billing Accounting (Journal Processing) Module This is the module which facilitate the accounting adjustments done to the different customer accounts. This may include all credit and debit journals processed at different levels of the billing process. Billing Accounting Module Area EE/ Provincial Accountant <Using Browser> Enter Information Journal due to invalid amount on the bill Concession given to customer Disconnection surcharge Reconnection fee Meter testing (customer request) journal Meter damage fee Accounting Web Application Application Server Reporting Module Core Billing Module Database Figure Basic Flow Diagram of Billing Accounting Module ID Scope Comments 01 Web based interface to enter, alter and submit credit and debit journals for different accounting procedures and send the information back to Bill Processing application, once submission is authorised and complete System login interface Journal entry and alter interface Journal authorisation and submission interface Web based application Loan Processing Module The main objective of this loan processing module is to provide an interface to facilitate different types of loans given to customers. Any type of loan against the electricity account will be facilitated through this interface. ID Scope Comments 01 Web based interface to enter, alter and submit different types of loans applicable for different stages of the established electrical connection and configure the appropriate parameters in Bill Processing application. Loan types can be as follows Loan to obtain a new electrical connection Concession given for electrical connection Loan to purchase different components of an electrical connection Loan to purchase energy saving house hold equipment Web based application A - 27

29 Loan Processing Module Area EE <Using Browser> Enter Information Loan Types can be; Loan to obtain new connection Concession given for a new connection Loan to purchase different electrical components Loan to purchase energy saving items Loan Process Web Application Application Server Reporting Module Core Billing Module Database Figure Basic Flow Diagram of Loan Processing Module Tariff Module Tariff module is the centralized location which maintains all the tariff structures for different types of customer categories. Core billing application will refer to this sub module in order to calculate the consumption of a particular usage of a customer. Apart from that, a web service will also be available to use for other sub applications to get the calculated bill once required parameters are passed. ID Scope Comments 01 Web based interface to enter and configure tariff structure for different types of customers as per the regulators instructions (PUCSL) System login interface Tariff outline interface Authorisation interface Web service to calculate the bill for a given time period for a given usage and tariff Web based application Web service Tariff Module AGM (CS) or authorised party Setting up the Tariff As per the instruction given by PUCSL Tariff Setup Web Application Reporting Module <Using Browser> Core Billing Module E-Services Module Request and Response Bill Calculation Web Service Application Server Database Figure Basic Flow Diagram of Tariff Module A - 28

30 4.3.7 Payment Module This will be the module in which handle the all types of payments done for an electricity account including payments done at CEB POS counters, online payments done using ceb.lk and payments done to approved bill collection agents. ID Scope Comments CEB POS Payments Service application to read and transfer bill payments from POS application to Bill Processing application Online through ceb.lk Service application to read bill payments done through payment gateways allocated to CEB and transfer them to Bill Processing application Other approved agents Service application to read and process successful payments done at approved bill collection agent points and transfer them to Bill Processing application Web service Web service Web service Payments Module CEB POS Application Payment Transaction POS Payments Web Service Reporting Module <Using Browser> Core Billing Module Web Site Secured SSL connection on top of VPN Request and Response Online Payments Web Service Application Server Only whitelisted connections Internet Agent Payments Web Service Database Payment Transaction Perimeter Firewall Agent POS Application Figure Basic Flow Diagram of Payments Module Following is a summary of details that will be helpful for the system optimisation calculations. Item Current Setup Estimated Total Growth (for the next 5 years) No of CEB POS Counters No of Bill payment transactions per day for CEB POS counters 34,090 50,000 No of online IPGs 1 5 A - 29