Specification for

GEOGRAPHIC INFORMATION SYSTEM

(GIS) SOFTWARE for LECO
IT XX XXX

April 2015

Lanka Electricity Company (Private) Limited

System Development Department,
No: 411, 4th Floor,
E.H. Cooray Building,
Galle Road,Colombo 03,
Sri Lanka.
Tele: +94 (0) 11 2371600
Fax : +94 (0) 11 2371671
Email : general@leco.lk

1
1.1

INSTRUCTIONS/ INFORMATION TO THE BIDDER

Terms and conditions
The bidders shall duly complete and sign price schedule appropriately.
Bid shall be valid for 60 days.
The quoted price shall be inclusive of NBT. Any other tax applicable for the offer shall be
indicated separately.
All the information requested in the specification shall be furnished with the offer.
This offer is subjected to fully compliance and acceptance of condition contained in this bid
document.
Alternative bids are accepted.
Failure to furnish required documents may result in the offer being rejected.
LECO will have right to accept or reject any offer without giving reasons for doing so.
LECO shall reserve right to request any or all offers and accept any items as per in price
schedule jointly, separately or independently.

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2
2.1

GEOGRAPHIC INFORMATION SYSTEM SOFTWARE FOR LECO

Scope
This specification covers the requirement of supply, installation and implementation of
geographic information system package for Lanka Electricity Company Private Limited
(LECO).

2.2
2.2.1

General Requirement
The bidder is requested to propose a commercial geographic information system package to
LECO head office with seven branches and prepare a methodology for successful migration
of the existing system in to the new package with all attributes and functionalities. The
bidder will be permitted to visit and observe the existing system with prior notice before
submitting the proposal. Requests for visit may forward to System Development Manager
within first two weeks after the bid invitation date if necessary. Sample data can be obtained
from the LECO GIS division.
Software shall be capable to manage the point (poles and underground components)
oriented data structure and data sets are required to built in hierarchical group manner. (eg.
If a particular pole or a feeder is removed, the all attributes containing that pole or feeder
should be removed from the system).
Currently Trimble GPS receivers (with having SSF file format) are used for collecting data.
All the collected data undergoes differential corrections using base files.
Software will be used by five users at head office and two users at each seven branches. At
least 10 users shall have the privilege to use the software without any restriction while
others should be able to view the map.
There should not be any time limitation for the all licensees.

Required Functionalities
Model and display primary feeder arrangement for LV and HV network with all the
system components.
Extend and modify the network by inserting new poles, transformers, load breaker
switches, load breaker cut outs, conductors etc.
Poles should be base on GPS coordinates and other points should be based on relevant
poles. There should be a facility to save GPS/GIS data of underground equipments in
underground sections.
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 Highlight transformer feeder arrangement for a selected transformer in LV network.

Highlight boundary switches for a selected feeder in HV network.
Display GIS data for a selected node in the network.
Display map statistics (line length, conductor sizes, number of transformers etc) for a
selected feeder.
Color and legend customization according to the attributes, and printing function.
Export, feeder wise and transformer wise, map statistics in a tabular form with
common formats (CSV, Excel ect)
Software shall capable to handle the switching operations while identifying current
flow direction.
Software shall capable to save GPS/GIS data of CEB poles which are located in LECO
area separately.
In order to export the network data in to load flow software, all the network elements
shall be connected necessarily to maintain the continuity of the network.
Software shall provide necessary provision to integrate with external databases (Oracle,
MSSQL, MYSQL, and MS Access DB) for updating attributes of nodes.
Further details about functionalities and tools can be obtained from same division.

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2.2.2

The bidder shall mention the required hardware set up with the offer. Necessary trainings
shall be conducted for LECO GIS division on system migration, operation and additional
tool development. A frequently updating background map (Google Map, Bing Map etc.)
shall be integrated in to the software. The software is required to print LECO drawings up
to Arch D (24X36) paper with and without background map and customized legend.
Authentication levels of the software shall be configured for 01 Administrator User, 10
second level administrators and 10 general users.

2.3
2.3.1

Solution Approach
Demonstration:Bidder shall conduct a demonstration of the GIS software at the head office in front of LECO
GIS team on request. During the demonstration, bidder shall install and implement the GIS
platform on a desktop machine at LECO head office and migrate the existing system in to
the new system for a given sample LECO distribution area. Further, it is required to conduct
introductory sessions to the tool development, during the demonstration.

2.3.2

Implementation:Bidder shall extend the demonstration with all its functionalities and assist the LECO GIS
team to migrate all data and establish the software in seven branches and LECO head office.

2.4

Training
Bidder shall conduct necessary and sufficient training programs to LECO GIS division
covering data migration, operation and tool development scopes. Separate trainings should
be conducted for all the branch staff.

2.5

Payment Terms

2.5.1

Quotation validity period shall be 60 days from the date of closing of submission.

2.5.2

Payment milestones shall be as follows,

30% of the contracted amount at time of initiation.
40% of the contracted amount after the installation, developments and
implementation.
15% of the contracted amount after the completion of all the required trainings.
15% of the contracted amount after 60 days of testing and bug fixing period.

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2.6

Time schedule
Initiation
Complete the installation, development and
implantation
Trainings
Implement software with developed tools in remain
branches without data migration (At least 2 days per
branch)
Testing and bug fixing period

2.7

Within 3 weeks after PO

Within 6 months after PO
Within 10 months after PO
Within 1 months after
above step
Within 60 days after above
step

Evaluation Criteria

Bidders, who complete all the technical requirements specified in the specification, will be
considered for commercial, technical and financial evaluation. Documents and Information to be
supplied with the bid
Please note that failure to submit any of the following shall result in rejection of the offer
1. Authorization letter (bidder who do not manufacture/produce)
2. Certificate of incorporation
Legal Status defining the constitution or place of registration and principal place of

business of the Bidder

3. Price schedule
As per the exact given format in Annexure 1 (please follow the given format strictly)
4. Technical Particulars
As per the exact given format in Section 4
5. Complete Technical Literature including
Product Catalogue describing the operational features
6. Documentary evidence
Financial, technical and successful performance of the supply of similar nature and capacity
services.
7. Detailed time schedule
8. Experience
At least 5 years experience in supplying GIS solutions for electricity utilities from the
particular software.
9. Service and Maintenance Agreement
Terms and conditions in service and maintenance agreement, which needs to be set out
between two parties, upon the formal awarding of the contract.
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TECHNICAL PARTICULARS
Description

1) Name
2) Developer
3) Supported operating systems
4) Hardware and other infrastructure requirements

Specified
Specify
Specify
Windows XP, 7, 8
in both 32 and 64
bit

Yes

5) Capability to display primary feeder arrangement for LV and HV

network with all the system components.
6) Capability to highlight transformer feeder arrangement for a
selected transformer in LV network.
7) Capability to highlight boundary switches for a selected feeder in
HV network.
8) Capability to display GIS data for a selected node in the network.

Yes

9) Capability to display map statistics (line length, conductor sizes,

number of transformers etc) for a selected feeder.
10) Capability to Color and legend customization according to the
attributes, and printing function.
11) Capability to Export, feeder wise and transformer wise, map
statistics in a tabular form with common formats (CSV, Excel ect)

Yes

12) Compatible to migrate data from existing system at LECO

13) Compatibility with electricity distribution system

Yes
Yes
Yes

Yes
Yes
Yes
Yes

14) Capability to develop customized tools as per the requirement of

LECO
15) Capability to develop tools by third party developers as per the
manufacturer
16) Tools development platform

Yes

17) Capability to export data with network topology and point

connectivity data
18) Capability to direct import of GPS/GIS data from existing
GPS/GIS handheld units (Trimble handheld units, phones)
19) Printing capability with and without background map

Yes

20) Server based solution (Final)

21) Compatible to integrate GIS software with billing database
22) Compatible to integrate with other databases (MSSQL, MYSQL,
AccessDB, Oracle)
23) Maintenance and service agreement after warranty period

Offered

Yes
Yes

Specify
Up to Arch D

Yes
Specify
Specify
Specify

Note
ALL ITEMS ON THIS PAGE MUST BE COMPLETED AND SUBMITTED WITH THE OFFER

Signature and seal of the Bidder

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ANNEXURE 1

Schedule of Prices / Compliance to specified terms

Unit
Price1,
(LKR)

Description of the item

Item No

iii

Item Name

VAT
(LKR)

Total Price in Figures

(LKR)

GIS software with

Training

Service and
Maintenance

iv

1st year
2nd year
3rd year
4th year
5rd year

Trainings
Total

Note:

1 Unit

price shall be inclusive of NBT when applicable

Total Price in Word:

VAT Registration No:.........................
NBT Registration No:
I/We having fully examined the letter of invitation for quotations and all other documents pertaining to this work do hereby agree with all the
specified conditions and terms including the payment and validity terms of offer.
Name and Address of the Bidder
.
Signature of the Bidder

.
.

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