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SUGGESTIONS/COMMENTS ON RFP OF HSAMB

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  • 1. CKK HARYANA STATE AGRICULTURAL MARKETING BOARD MANDI BHAWAN, C-6, SEC-6, PANCHKULA HARYANA- 134109 RFP for Design, Development and Implementation of Functional Information System Software
  • 2. RFP FOR FUNCTIONAL INFORMATION SYSTEM TABLE OF CONTENTS INTRODUCTION .................................................................................................. 5 1.1 About HSAMB ..........................................................................................5 1.2 Objectives of FIS Development ...............................................................7 1.3 Scope of Work .........................................................................................9 1.4 Deliverables ..........................................................................................10 ROLES AND RESPONSIBILITIES..................................................................... 11 2.1 Responsibilities of HSAMB .....................................................................11 2.2 Responsibilities of Selected Vendor .......................................................11 2.3 Responsibilities of Project Coordinator, HSAMB ....................................12 2.4 Responsibilities of the Consultants........................................................13 FUNCTIONAL REQUIREMENTS ....................................................................... 14 3.1 Functional Requirement Specifications ..................................................14 3.2 Functional Architecture .........................................................................18 3.3 Detailing of Functional Requirements ....................................................20 3.4 Network Architecture ............................................................................20 3.5 Application Architecture and Application System Design .......................22 3.6 System Specification .............................................................................22 3.7 Mail/Messaging System ........................................................................23 3.8 Disaster Recovery Plan ..........................................................................24 3.9 Security .................................................................................................24 3.10 Integration Requirements ...................................................................25 3.11 System Integration .............................................................................26 3.12 Critical Success Factors .......................................................................26 TECHNICAL REQUIREMENTS ......................................................................... 30 4.1 Modules overview..................................................................................30 4.2 Proposed Architecture ...........................................................................34 4.3 Data Migration Plan ...............................................................................36 4.4 Existing IT Infrastructure at HSAMB. ....................................................39 OPERATIONAL REQUIREMENTS .................................................................... 42 Page 2 of 145
  • 3. RFP FOR FUNCTIONAL INFORMATION SYSTEM 4.5 Introduction ..........................................................................................42 4.6 Support Requirement ............................................................................42 4.7 Project Management .............................................................................47 4.8 Documentation ......................................................................................48 4.9 Training Requirement ............................................................................48 4.10 Service Level Parameters ....................................................................50 4.11 Handover Clause .................................................................................53 TESTING AND USER ACCEPTANCE ............................................................... 54 5.1 Acceptance Criteria ...............................................................................54 5.2 Requirement from Software ..................................................................54 BID DOCUMENTS.............................................................................................. 56 6.1 Distribution of Tender Documents .........................................................56 6.2 Cost of Bidding ......................................................................................56 6.3 Instruction for the Bidder ......................................................................56 6.4 Documents comprising the bidder’s bid .................................................56 6.5 Preliminary Process to be confidential ..................................................56 BIDDING PROCESS .......................................................................................... 57 7.1 Important Dates ....................................................................................57 7.2 Bid Submission, Format and Signing .....................................................57 7.3 Language of Bid ....................................................................................58 7.4 Earnest Money Deposit (EMD) ...............................................................58 7.5 Venue for submission of Bids ................................................................59 7.6 Late Bids ...............................................................................................59 7.7 Modification, Substitution & Withdrawal of Bids ...................................59 TECHNICAL BID EVALUATION ........................................................................ 60 8.1 Venue of Opening the Technical Bids .....................................................60 8.2 General Guidelines for Opening of Bids .................................................60 8.3 Opening of Technical Bids .....................................................................60 8.4 Clarification of Bid .................................................................................60 8.5 Correction of errors ...............................................................................60 8.6 Eligibility Criteria of Bidder ...................................................................61 8.7 Evaluation Procedure ............................................................................61 Page 3 of 145
  • 4. RFP FOR FUNCTIONAL INFORMATION SYSTEM COMMERCIAL BID EVALUATION .................................................................... 62 9.1 Venue of Opening of Commercial Bids ...................................................62 9.2 Opening of Bids .....................................................................................62 9.3 Clarification of Bids ...............................................................................62 9.4 Correction of errors ...............................................................................62 9.5 Evaluation Procedure and Criteria .........................................................62 9.6 Acceptance or Rejection of Bids ............................................................63 AWARD OF CONTRACT ................................................................................... 64 10.1 Notification of award ...........................................................................64 10.2 Signing of contract ..............................................................................64 10.3 Performance Guarantee ......................................................................64 MISCELLANEOUS ............................................................................................. 66 11.1 Delays in Performance Schedule .........................................................66 11.2 Corrupt, fraudulent and unethical practices ........................................66 11.3 Resolution of disputes and jurisdiction ...............................................67 11.4 Notices ................................................................................................67 11.5 Use of documents and Information .....................................................67 11.6 Currency of the bid ..............................................................................67 11.7 Period of bid validity ...........................................................................67 11.8 Force Majeure .....................................................................................68 ANNEXURE 1: DETAILED FUNCTIONAL REQUIREMENTS ........................... 69 ANNEXURE 2: PROCESS MAPS .................................................................... 107 ANNEXURE 3: BID LETTER ........................................................................... 135 ANNEXURE 4: TECHNICAL BID EVALUATION CRITERIA ........................... 137 ANNEXURE 5: INDICATIVE COMMERCIAL BID TEMPLATE ....................... 141 6: PRESS NOTICE INVITING TENDER ........................................................... 142 LIST OF ABBREVIATIONS ............................................................................. 145 Page 4 of 145
  • 5. RFP FOR FUNCTIONAL INFORMATION SYSTEM Introduction 1.1 About HSAMB Haryana State Agricultural Marketing Board (HSAMB) was constituted in 1969, with the objective of development and management of an optimized and well-regulated market infrastructure for agrarian sector in Haryana for facilitating the sale, purchase, storage and processing of agricultural produce in a planned and regulated manner. The entire agricultural marketing process in the State of Haryana is governed by the Punjab Agricultural Produce Markets Act, 1961, which makes necessary administrative and infrastructural arrangements to ensure competitive purchases of agro produce and bringing the best prices to the farmers through open auctions and support prices. These arrangements include setting-up of regularized and controlled markets, with all the necessary infrastructure and resources, operating upon pre-defined rules and regulations, and encompassing and monitoring the entire sale-purchase process. 1.1.1 Core Activities of HSAMB  Creation of statewide agriculture marketing infrastructure, comprising of various MCs, market yards, purchase centers, link roads, etc.  Profit maximization for farmers by ensuring best-possible prices for their produce at the various market yards, sub yards and purchase centers.  Regulation and administration of various MCs all across the state as HQ per the Punjab Agricultural Produce Markets Act, 1961. Zonal Offices/  Collection of Market Fees, HRDF and ZMEOs other levies from the purchasers on various transactions taking place at District Offices/ DMEOs the Mandis.  Creation of additional facilities, along Market with expansion and maintenance Committees/ Mandi Level works on behalf of various MCs.  Facilitating the procurement Geographical Spread of HSAMB activities of organizations such as FCI, Warehousing Corporation HAFED, etc at various markets/Mandis. Page 5 of 145
  • 6. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB implements these administrative and infrastructural arrangements through various Market Committees (MCs). There are in all 106 Market Committees all over Haryana, with 106 principal market yards (Mandis) and 177 of sub-yards and 162 purchase centers. The said Mandis are divided into 29 vegetable Mandis, 6 fodder Mandis and 248-grain Mandis. The MCs have been provided with necessary infrastructural facilities, such as shops, booths, common auction platforms, covered sheds, individual platforms, cattle sheds, water supply, link roads, etc., and all the transactions taking place at these MCs are regulated and controlled by the Board. 1.1.2 Structure of HSAMB For efficient and effective administration, the Haryana State Agricultural Marketing Board has created five wings namely Marketing and Enforcement, Construction, Administrative, Accounts and Enquiry wing headed by Additional Chief Administrator, Chief Engineer, Secretary Board and Chief Controller of Finance and Accounts and Enquiry Officer respectively. The overall administrative structure of HSAMB is shown below: Figure 1: Administrative Structure The Haryana State Agricultural Marketing Board consists of a Chairman and a Chief Administrator (who is an officer of the rank of Head of Department) to be nominated Page 6 of 145
  • 7. RFP FOR FUNCTIONAL INFORMATION SYSTEM by the state govt. and eleven other members of whom four are officials and seven non-officials nominated by the state govt. The Additional Chief Administrator (ACA) is the overall in charge of the enforcement wing to assist the Chief Administrator. The Zonal Administrator/Chief Marketing Enforcement officer performs the supervisory duty and is assisted by Zonal Marketing Enforcement Officers and District Marketing Enforcement Officers to see that provision of the act, rule and bye laws are properly enforced by the market committees. Each Market Committee has Chairman (Nominated by Govt.) and Executive Officer Cum Secretary along with supporting staff appointed by the board except class IV employees of market committees for the implementation of provisions of act, rules and by-laws. The market committees in the State have been divided into three zones headed by the Zonal Administrators who are Haryana Civil Services officers and are placed at Karnal, Gurgaon and Hisar. There are four Zonal Marketing Enforcement Officers and 12 District Marketing Enforcement Officers. HSAMB has a full-fledged Construction Wing headed by a Engineer in Chief for development works. There are 5 Circles headed by the Superintending Engineers and one Superintending Engineer at HQ. There are 22 Divisions situated at each district headquarter (except Mohindergarh) . The Controller of Finance & Accounts is accounts advisor and is responsible for handling the Accounts and Audit part of the Board / Market Committees accounts in the entire state. The Inquiry Officer conducts the departmental enquiries entrusted to him by the competent authority of the Board. 1.2 Objectives of FIS Development The Functional Information System would cater to the needs of each wing and pervade across the length and breadth of the state. The proposed Functional Information System would eliminate duplication in effort as a result the employees shall be able to concentrate more on their task. The main objectives of the computerization of HSAMB are as follows:  Ease of Administration and reduction in Manual work.  Improving Revenue generation and collection from Market Activities. Page 7 of 145
  • 8. RFP FOR FUNCTIONAL INFORMATION SYSTEM  Improving the Quality of Service and Information to all the market functionaries and farmers.  Centralized storage and access to Internal and Market related Data. As transactions increase in volume and the needs at HSAMB become more and more complex it becomes obvious to look for scalability, better efficiency, greater convenience as well as better returns. Moreover, the geographical spread of marketing board is across the state of Haryana and this impacts the management and control of operations at Market Committee level. The operations of gate and auctioning should be made more transparent. The flow of information has a high lag time and compilation process is tedious. All these delay the management in planning and decision making. Thus to ensure meeting of objective and delivery of quality services to its stakeholders, it becomes imperative that the processes be efficient, transparent and suitably enabled by technology. The recent stride in Information Technology presents new opportunities for process improvement and efficiency enhancement within the Organization. With this aim in mind, HSAMB has undertaken the project for development of a Functional Information System (FIS). To ensure that these objectives are met, a study of the existing processes and requirements was conducted by HARTRON and approved by HSAMB. HARTRON proposed that the FIS shall have six modules, five of which, shall cover the functionalities vertically and the sixth module would be a reporting module for the senior officials of HSAMB. The modules are as follows: 1. Enforcement and Regulation System (ERS) 2. Mandi Management System (MMS) 3. Construction and Engineering System (CES) 4. Land Acquisition System (LAS) 5. Accounts Information Management System (AIMS) 6. Management Reporting and Facilitation System (MFR) The details of these functional modules with respect to the responsibility of the vendor as per scope of work in this Tender are presented in the subsequent section(s). Page 8 of 145
  • 9. RFP FOR FUNCTIONAL INFORMATION SYSTEM 1.3 Scope of Work The scope of the project involves development of a comprehensive end-to-end software solution leading to the design, development, testing and implementation of FIS at HSAMB. The entire activity should be completed within a time period of ten months. The Detailed Functional Requirements document annexed with this Tender may be considered as an integral part of the scope of work and intending bidders should take it into account while estimating their efforts and bids. The broad scope of work of this engagement would include:  To prepare a Software Requirement Specification (SRS) Report – based on an independent assessment of the requirements of the HSAMB and the functional requirements as specified in this Tender document for designing, development and implementing Functional Information System in HSAMB and market committees.  To design and develop the software solution – based on Requirement Specifications, Technological and Operational Requirements.  To design and develop software to integrate an external devise with real-time printer to capture live auction data at the mandis. The devise should be store the data on daily / weekly basis and should synchronize with the web application.  To design appropriate Network Architecture.  To test and implement the proposed software – based on an independent assessment of the software, user acceptance and testing.  To ensure that the software design and implementation takes care of necessary security aspects such as data safety, access controls, integrity, backup measures and disaster recovery.  To provide training and handholding support - the software vendor should ensure that the users are suitably trained for using their respective application areas.  To provide full documentation of the design (including Entity Relationship (ER) diagrams, Data flow diagrams, GUI etc.), installation and implementation of the software and user manuals both in hard copy and soft copy.  To provide two years onsite Warranty of the software  To undertake relevant data entry for running the application software suites. Page 9 of 145
  • 10. RFP FOR FUNCTIONAL INFORMATION SYSTEM 1.4 Deliverables The deliverables of the project would be as follows:  Detail Project Plan and Schedule.  System Requirement Specification Report.  System Design Report including the user interfaces and network design.  Functional Information System software to be provided and deployed at all relevant installation sites.  Software with source codes in two sets, along with source code of third party API/COTS or any other software used.  Training of the software developed.  Setting up of help desk during warranty period. Documents to be provided  User Manual of the software  Technical Manual of the software developed  Training Manual  Installation Manual  Implementation Strategy Project Status Reports - monthly progress reports summarizing:  Results accomplished during the period  Cumulative deviations to date from schedule of progress on milestones  Corrective actions to be taken to return to planned schedule of progress  Proposed revisions to planned schedule  Other issues and outstanding problems and actions proposed to be taken Page 10 of 145
  • 11. RFP FOR FUNCTIONAL INFORMATION SYSTEM Roles and Responsibilities A clear definition of roles and responsibilities of all the partners involved brings transparency, accountability, manageability and efficiency in any project. The following are the roles and responsibilities of HSAMB, the Selected Vendor, the Project Coordinator and the Project Consultants. 1.52.1 Responsibilities of HSAMB As owner of the Project, the role of HSAMB in the successful implementation of the application software includes discharging the following responsibilities: i. To ensure that all the participating branches take active part in project. ii. To identify the Divisions, Districts, Zonal Offices and Market Committees for conducting detailed SRS. iii. To identify key points of contacts who would be able to dedicate quality time with the vendor. iv. To conduct review meetings at regular intervals to monitor the overall progress of the project. v. To ensure participation and support from all the Branches and employees in the implementation of the project. vi. To ensure speedy centralized issue resolution. vii. To ensure timely sign – offs. viii. To provide necessary infrastructure support and resources to the vendor during the development stage. ix. To handle the crucial change management. x. To coordinate with other government agencies and departments. For points (vii) to (ix) above, the vendor should clearly specify in their tender, the requirements from the HSAMB. 1.62.2 Responsibilities of Selected Vendor The following are roles and responsibilities of the vendor to be selected for design, development, testing and implementation of the software at HSAMB. i. To design, develop, test and implement a secure, scalable Application Software system for the HSAMB, adopting open, interoperable standards Page 11 of 145
  • 12. RFP FOR FUNCTIONAL INFORMATION SYSTEM ii. To prepare a System Requirement Specification (SRS) Report and get it approved by HSAMB. iii. To ensure security of the data with adequate back–up measures. iv. To provide training to the user community to make them conversant with the application software v. To provide handholding support to the user community during the warranty period. vi. To meet the functional requirements specified in this document and cover any other related functionality identified by HSAMB whilst preparation of detailed SRS. vii. To provide full documentation of the design, installation and implementation of the software and user manuals viii. To undertake maintenance of software during Warranty Period ix. To provide new patches of software as warranted by needs of HSAMB x. Define terms of reference with HSAMB for updating new patches xi. To ensure successful integration of the system xii. To make reports at specified periodic intervals on progress of the project xiii. To identify and describe the data entry points in consultation with HSAMB, to eliminate/ minimize the duplication of data entry xiv. To interface with Project Coordinator and Management of HSAMB for managing the Change xv. To prepare user feedback forms for service level parameters in consultation with HSAMB and Project consultants xvi. To follow the terms and conditions as specified in this Tender document and in any other subsequent related documents 1.72.3 Responsibilities of Project Coordinator, HSAMB The Project Coordinator is the key person who serves a pivotal role in this project. The roles and responsibilities of the Project Coordinator are as follows: i. To ensure close coordination of all the participants and the external agencies involved in the project ii. To identify the Zonal Offices, Field offices, Divisions, Market Committees to support SRS preparation Page 12 of 145
  • 13. RFP FOR FUNCTIONAL INFORMATION SYSTEM iii. To review the installation, commissioning and maintenance of the software iv. To take steps to mitigate any potential risks that might surface during the course of the project v. Set up and administration of an issue and escalation management process vi. To identify the staffs, who need to undergo user training at various levels vii. To identify employees who can be trained by selected vendor for learning the technical details of the Software. viii. Handle change management ix. To finalize the formats for the pre-printed stationery in consultation with HSAMB and the Software vendor x. To monitor the overall progress of the project xi. To ensure timely release of the payments as per agreed Schedule 1.82.4 Responsibilities of the Consultants The roles and responsibilities of the Consultant Partner for this initiative are as follows: i. To provide offsite project management assistance during the entire SDLC. ii. To provide clarification to the vendor on the functionality as specified in the RFP. iii. To interface with HSAMB to evaluate interim outputs and discuss progress reports with HSAMB on a monthly basis. iv. Set up and administration of project scope and change control process. v. Set up and administration of a process for reporting progress on key project metrics to HSAMB. Page 13 of 145
  • 14. RFP FOR FUNCTIONAL INFORMATION SYSTEM Functional Requirements 1.93.1 Functional Requirement Specifications The Software development envisages meeting the requirements of HSAMB through a Functional Information System (FIS). The FIS would cover the various functions of HSAMB and its inter-linkages with the Market Operations. The proposed FIS for HSAMB needs to incorporate the organizational structure vertically and the functional infrastructure horizontally. For this purpose, the information system for the Board has been functionally decomposed into modules. Annexure 1 gives the detailed functional requirements of the Functional information System. The proposed modules for HSAMB are shown in the below figure: Figure 2- Integrated Management System 1.9.13.1.1 Enforcement and Regulation System (ERS) It is the mandate of the Board to ensure that all the transactions taking place pertaining to agricultural produce are within the realm of the Punjab State Agriculture Markets Act 1961, along with the definition and management of the complete financial and business cycle at different market yards and sub-yards. The main source of revenue for the Board is through the collection of market fees from different sale-purchase processes and transactions taking place at the various market yards and sub-yards across the state, and it is the responsibility of the Enforcement Wing to manage the complete revenue collection cycle in an optimized manner. The proposed system will initiate, facilitate, regulate and monitor all the pre-sale, sale and post sale activities concerned with agro products at different market yards and sub-yards, along with planning and estimation of expected revenues on the basis of various field data by utilizing standard GUI for various officials concerned with physical and financial movement of the crops. The main functionality of the Enforcement and Regulation system is discussed as under: Page 14 of 145
  • 15. RFP FOR FUNCTIONAL INFORMATION SYSTEM  Reconciliation of market fee deposited vis-à-vis the market fee due. The entire cycle of market fee assessment and deposit should be inter-linked to give an instant status of the same.  Collection and analysis of committee-wise data regarding the expected grain arrivals for planning and estimation of expected revenues and finalization of various procurement details and schedules.  Compilation and analysis of committee-wise data on revenues during any stipulated time-period on the basis of arrivals and purchases made, in correspondence with the pre-decided targets.  Monitoring the functioning and operations of various Market Committees on periodic basis, including generated revenues, arrivals and purchases and the financial status.  Monitoring the status and progress of various vigilance and court cases pending against the wings on periodical basis.  Provision for capturing auction data from PDA‟s / external devices. 1.9.23.1.2 Mandi Management System (MMS) The Market yards or Mandis are the focal points through which all the physical and financial transactions take place in real-time. In all reality, the Mandis are the place of implementation of HSAMB‟s mandate, that is, the facilitation and management of sale, purchase, storage and processing of agricultural products. From receiving the raw, unprocessed crops at its premises, supervision of processing and dressing at various commission agents, monitoring the sale-purchase processes by open auctions and management of final deliveries and storage. Development of complete infrastructure, including the appointment of various process facilitators, licensees and dealers, Mandi does it all. Majority of revenue of HSAMB are generated at Mandis only, and the complete administrative, capital and infrastructural resource-structure of the Board is Mandi-oriented. But, Mandi by itself is a non-entity. In fact, they are just another part of the extensive tool-set available with supervising authority within any particular notified market area. This authority has been entrusted by state government to Market Committees (MCs). The MCs are constituted under Punjab State Agriculture Markets Act 1961, that supervise complete agro marketing process within their respective Notified Market Areas with assistance and support from Page 15 of 145
  • 16. RFP FOR FUNCTIONAL INFORMATION SYSTEM various officials of HSAMB. The proposed Mandi Management System (MMS) would be encompassing all activities carried out at the MC-level. 1.9.33.1.3 Construction and Engineering System (CES) The construction and maintenance of state-wide agricultural marketing infrastructure is an essential duty as prescribed in HSAMB‟s mandate and is carried out through the Construction Wing of the Board for the maintenance and construction of various market yards and sub-yards with necessary shops, booths, platforms, etc., purchase centers, village and link roads, Kisan Bhawans and other ancillary infrastructures. Starting from project cost estimation, acquiring appropriate administrative and technical sanctions, inviting and processing of tender proposals for initiation of works to periodical monitoring of various works, the Construction and Engineering Wing is involved in every process step of various constructional activities of HSAMB. 1.9.43.1.4 Land Acquisition System (LAS) The process of land acquisition is initiated by the concerned MC sending a proposal to the Board for acquiring a specific amount of land. The Land Acquisition Wing at the head office then carefully and comprehensively reviews all the submitted proposals on the basis of various determinants, like current ownership of the land, location with respect to existing infrastructure of the concerned MC, cost of the land as per government norms, sanitation, drainage and water issues, constructional and engineering plans, etc. based upon the recommendations of a High-level Committee of officials from concerned market committees, public health, town planning and sanitation department along with construction wing of the Board. The most viable proposal, fulfilling all required criterion, is then approved for acquisition and the concerned MC initiates the acquisition process under the Punjab Agricultural Produce Market Act, 1961. Currently, for determining the land-needs of any particular Market Committee, the figures on total arrivals of agricultural produce in the previous seasons are the only deciding factor. Other essential factors, like current Mandi-space management, arrival estimations, agro-market trends, revenue-space ratios, etc. are not being utilized by the Land Acquisition Wing. Similarly, majority of proposal for land acquisition, if not initiated politically, take a lot of time to be reviewed and approved. Land Acquisition Wing faces a lot of pending litigations regarding the various acquisitions made throughout the state, which means that the Board spends both, money and man-hours, for paying various compensations, legal fees and monitoring court cases, as certain gaps are left during the proposal Page 16 of 145
  • 17. RFP FOR FUNCTIONAL INFORMATION SYSTEM evaluation processes, which need to be taken care on priority basis. The proposed Land Acquisition System (LAS), based at the HQ Level, would be to re-define, re- structure and automate all the processes and sub-processes related to the selection, evaluation and acquisition of appropriate lands for time-bound and optimized expansion of MC infrastructures. 1.9.53.1.5 Accounts Information Management System (AIMS) HSAMB is one of the pioneers in the fields of adopting and implementing a planned, optimized and growth-oriented model of accounting. The magnitude of transactions taking place all over the state pertaining to agro products necessitate that in order to properly document and monitor all these activities, the Board adopts a strategy which includes all the micro and macro issues of HSAMB‟s accounting. The HSAMB Accounts Manual 2001 is one such document fulfilling most of the pre-requisites and accounting needs of the Board, and any information technology module catering to the accounting and financial needs of HSAMB would have to fully encompass the manual within its realm. The proposed Accounts Information Management System (AIMS) would facilitate the proper and efficient discharge of various finance and accounts functions of the Board. 1.9.63.1.6 Management Facilitation and Reporting (MFR) The Management Facilitation and Reporting Module would be the focal point, around which the complete application architecture would be constructed. This module shall facilitate the Top-level Management at HSAMB Head Office to gather the required process data from various information systems functioning at different levels in the Board, and process the same for generation of desired reports for the State Government, Legislative Assembly and the Accountant General Office. This application shall have interface with all the Master and Transaction Databases of various wings and MCs. The MFR System would have an optimized integration of technologies and tools to create a user-friendly graphical user interface with appropriate checks and business logic embedded into the system. The focus of Integrated Management System has been “automation” of the current manual processes with very little or no process re-engineering involved. Most of the processes are governed by the Acts/Rules/Notifications and hence the benefit of computerization would arise mainly from automation/ online connectivity rather than any Business Process Reengineering. The application is important to have control over the market/ mandi and improve the efficiency. The MIS generated by the Page 17 of 145
  • 18. RFP FOR FUNCTIONAL INFORMATION SYSTEM application would be an important input for the management to watch and monitor important activities and thereby improve revenues for the organization. 1.103.2 Functional Architecture The salient features of the Functional Architecture are as follows:  The Central Server of HSAMB would be the hub of the applications and transactions; it should be possible to install any new application or enhanced version of an existing application on the application server at the Central Server. The application would be deployed and would be accessed through web browser on HSAMB intranet.  FIS would also be accessed from HSAMB website with adequate security measures.  The basic data relating to the transactions effected at the locations and through the website would be maintained at HSAMB, Mandi Bhawan, Panchkula.  The functional architecture should permit transactions of all types to be undertaken at the front-end.  The system should be immensely scalable, secure and reliable.  The system should support offline connectivity / data synchronization with the central server incase some of the locations do not have internet connectivity.  The system should support collecting auction data from hand held / PDA devices at various Mandis.  The application should be scalable to provide Government to Government (G2G) interfaces so that the other departments/corporations interacting with the Haryana State Agriculture Marketing Board should able to login to get the requisite information normally required by them.  The bidder should consider application interface with Common Service Centers(CSC) and other initiatives started by Government of Haryana.  The bidders are required to design suitable solution architecture to support the functional architecture as illustrated below: Note 1: HSAMB reserves the right to outsource one or more modules to another vendor based on their Page 18 of 145
  • 19. RFP FOR FUNCTIONAL INFORMATION SYSTEM requirement. Figure 3: Functional Architecture Page 19 of 145
  • 20. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.113.3 Detailing of Functional Requirements Indicative functional requirements have been detailed in Annexure 1. The detailed Functional Requirement Specifications have been specified here for use by the vendor for effort and cost estimation. It is expected that the vendor would do a detailed system study and prepare Software Requirement Specifications based on the functional requirements mentioned in Annexure 1. 1.123.4 Network Architecture The Software Vendor shall plan a suitable network design based on latest technologies to implement the application taking into consideration the parameters specified by HSAMB and HARTRON. The Network architecture proposed by the software vendor shall be evaluated by HARTRON / NIC. The network resources required shall be clearly identified and communicated to HSAMB by the software vendor. HSAMB shall provide the Hardware resources to the vendor. HSAMB may ask the vendor to provide network software on a case to case basis. While designing the Network Architecture, the bidder should consider the State Wide Area Network (SWAN) and State Data Centre being planned by Government of Haryana. The details of the same shall be arranged from HARTRON / NIC. Indicative network architecture of HSAMB is schematically portrayed below: Page 20 of 145
  • 21. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB HSAMB, Head Quarter, Panchkula Internet Connection Internet Connection Internet Connection Zonal Office Zonal Office Zonal Office Internet Connection District Office Division Office District Office Division Office District Office MC ! MC 2 MC 51 MC 52 MC 106 MC 105 Figure 3 Indicative Network Architecture Page 21 of 145
  • 22. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.133.5 Application Architecture and Application System Design The proposed architecture of the solution is a web-based front end with the applications residing on application servers. It is proposed that the FIS for HSAMB should be developed using open Internet technologies platform. Proper Web technology with n - tiered architecture should be employed for implementing enterprise-class applications and web based applications. The main aim of technology should be to create simple development model for enterprise applications using component based application model. Application Architecture Presentation Layer Middle Layer Data Layer Firewall Business Processing Layer DB Connection Business Functional Logic Information System Decision Logic DB Connectivity RDBMS Client Client Validation Input Output Plug in Client Software / Script Language Data Data HTML, XML) Middleware Client Tier Middle Tier FIS Tier Figure 4 Application Architecture 1.143.6 System Specification HSAMB has adequate IT infrastructure like Computers and Printers in Head Quarter, Field Offices and Market Committees. An illustrative list of the current IT infrastructure is given in section 4.4. It shall be the responsibility of the software vendor to optimally employ the existing IT infrastructure. Requirement of additional IT infrastructure shall be raised by the software vendor in a planned manner so that it does not affect the progress and schedule of the development process and thereby Page 22 of 145
  • 23. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB the implementation activity. Plan for optimal utilization of the existing IT infrastructure is one of the selection criteria of the software vendor. 1.153.7 Mail/Messaging System The proposed solution shall offer mail/ messaging and related collaborative services for facilitating HSAMB users to communicate among themselves and other user communities. The mail server should support minimum 2000 users The mailing solution should support the following features: a) The mail server should support standard protocols like POP, IMAP, SMTP, HTTP, LDAP b) Support browser based email access with features including schedulable Out of Office messages (internal and external), Managed E-Mail Folder access etc. c) Support for Separate out-of-office messages to be set for internal and external recipients. d) Support Sent messages to be recalled by the sender e) Provision for out-of-box push based mail, any information on Windows Mobile based PDAs, Symbian, Nokia & Palm Pocket PC and smart phones f) Provision to support for HTML Messages. Should provide support for collaborative application development and support for integrated workflow scenarios and Web services g) Support single integrated directory for NOS and messaging with unified management capabilities h) Compliance: Messaging System should have inbuilt compliance engine to enforce government compliance & regulation requirements i) Email Classification: Messaging solution should be able to provide customizable message classification like confidential, personal, company/department confidential, do not forward. Compliance engine should be able to create rules based on the message classifications and other message parameters j) Should support Multi-Mailbox Search - Administrators should be able to perform fast, full-text search across all mailboxes if required for legal or other purposes. k) Messaging Solution should support clustering with a minimum of one passive node Page 23 of 145
  • 24. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB l) Provision for core anti-spam capability out-of-box; Mail server should have an ability to have an internet mail filtering functionality to Separate spam; the messaging server should have built-in server-side filtering and also Client-side filtering m) Connection filtering, Real time safe & block lists, Sender and recipient filtering including blank sender filtering, Recipient lookup, Real-time block list–based filtering, Suppression of sender display name resolution, Ability to restrict relaying, Ability to restrict distribution lists to authenticated users, Should support Dynamic distribution lists, Should support virus scanning API n) Support single sign-on integrated with the supported network operating system‟s Directory Services authentication database; Should able to support Smart card Authentication and Finger-Print authentication 1.163.8 Disaster Recovery Plan The requirement of Disaster Recovery has been planned by deploying DR server at Panchkula or any other site as later decided by HSAMB, which will have a replica of the database server and the application server at the central server location of HSAMB. The synchronization between these two servers will have to be timed in such a way so as to ensure that the database is replicated in the fastest possible time and that there is no peak load on the connectivity due to any other transactions happening through the application. Accordingly, it is recommended that the replication take place in the second half of each day (preferably between 4pm to 10pm), after the peak load is over and before the peak load of arrivals at the gates begins. The selected bidder should ensure that at any time there is an availability of a back-up database. 1.173.9 Security The highest level of security through encryption, firewall etc. is required to be provided. The Vendor shall formulate a detailed policy on the security approach to be adopted in the system. The vendor should develop the software employing coding standards for security and perform security audit on the system to assure threat from hacking and intrusions. The vendor is expected to observe guidelines with regard to the security of data and the software, an indicative list is as below: Page 24 of 145
  • 25. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.17.13.9.1 User Accounts  A single login should be provided to a user for an application.  Login filters should be built-in.  Time-out should be built-in for inactivity, and the access should get locked, such that a reauthorization is required to continue.  Multiple accesses using a single login account should not be possible.  Last login for every user should always be displayed. 1.17.23.9.2 Password Usage  Password for authentication should be sent to the server in an encrypted form.  User should be able to change his/her password.  A password policy for the users should be formulated and implemented. 1.17.33.9.3 Audit Trails  All audit trails at the database levels should be enabled.  Audit trails should be built at the application level  A policy for audit generation, review and retention should be formulated and implemented. 1.17.43.9.4 Backup and Recovery  A rugged backup policy with detailed procedures should be formulated.  Audit trail for the database and procedures for database recovery from the audit trail should be developed. 1.17.53.9.5 Anti-Virus Checks  An anti-virus policy should be formulated for the server and the clients. 1.17.63.9.6 Database and System Administration  A detailed policy for system and database administration shall be formulated and implemented. 1.183.10 Integration Requirements The Functional Information Systems to be implemented under the project should be integrated for information interchange based on indicative requirements listed in this Tender document and based on the successful bidder‟s interaction with different departments/ offices at HSAMB. Page 25 of 145
  • 26. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.193.11 System Integration It shall be the responsibility of the software vendor to successfully integrate the hardware, network and the software. Software vendor will develop the application, identify and request hardware components and design the network. Therefore, it shall be the exclusive responsibility of the software vendor to ensure the fool proof system integration. Project Coordinator reserves the right to seek the assistance of HARTRON and Wipro Consultant to review the system integration plan submitted by the vendor. 1.203.12 Critical Success Factors Critical Success Factors are vital elements of strategy to achieve the project mission. The key areas of performance are made explicit to provide a common point of reference for the entire organization. Thus, the project initiative that HSAMB undertakes must ensure consistently high performance in these key areas; otherwise, the organization may not be able to achieve its goals and consequently may fail to accomplish its mission. The identified critical success factors must be addressed during the execution of the project. 1. Ease of Use The extent of user friendliness of the proposed application will be the prime factor for the acceptability of the developed application. The vendor must consider the E-readiness of the users for development of application and should ensure that the user is comfortable in using the application. The system should provide menu driven graphical user interface with bilingual support in English and Hindi, as required by HSAMB. 2. Contents The reports generated by the application must ensure the standards of relevance, accuracy and currency. Any form of deviation in content of report generated will impact the acceptability of the application. 3. Service Delivery and Management Reports The proposed application aims to improve the quality of service for accessing the information and decision making. The application must generate instant need based reports, as and when required by stakeholders. The application should enable the storage of reports in exportable formats. The System must generate reports in the form of Tabular charts involving one or more than one field. The Page 26 of 145
  • 27. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Application must have the capability to convert these reports into charts viz., Bar Charts, Pie Charts etc. Reports for time series analysis, trend analysis should be designed using charts viz., Pie Charts, Bar Charts, Tabular Reports etc. Information which is not up-to-date becomes trivial. Hence, the vendor must ensure the timely updation of data as defined by HSAMB. Any delays in the updation of data will deteriorate the performance of the application. 4. Inter-Department information exchange The application should enable instant data updating and inter department information sharing as governed by authority to access the information. 5. Feedback and Control There should be a mechanism to capture feedback of system users at all levels. The vendor should consider the feedback to control and enhance the performance of the developed application. 6. Information Need Assessment The vendor must perform a detailed information need assessment exercise through discussions with Top & Senior management and with other users of the system. This would define the type, nature, periodicity and structure of reports to be generated by the application. 7. Human Resource Development and Change Management The vendor should assess the training needs for the users and facilitate the capacity building of HSAMB employees. Management of change is crucial to effectiveness, efficiency and success of a project. Many a times resistance occurs simply because people do not know what the change is meant for. Educating the user about the advantages of information system and empowering him with the required know how about it‟s usage would bring smooth transition from the existing system to the envisaged IT enabled system. Effort must be made by the vendor to achieve the above. The vendor in coordination with HSAMB would make effort to manage the change. 8. Process Champions The identification of the appropriate process champion helps in developing better understanding of the required application. The vendor in consultation with the process champion would capture all the processes in detail to cover the functionality of the application. Page 27 of 145
  • 28. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 9. Data Analysis The systems should also be able to perform intelligent analysis on vital data like Accounts reconciliation, Project costs, Project progress, Produce arrival and any other data as required by HSAMB. The system should intimate the users with necessary alarms to initiate appropriate actions as and when the need arises. 10.Data Uploading The systems should facilitate uploading of data as may be deemed fit by the competent authorities on the HSAMB‟s website on a regular basis. 11.Service Oriented Architecture The system should support a service oriented architecture to incorporate new services and modules for accomplish future needs. This may include amongst others, services to farmers providing information on pricing, produce arrival, weather, agricultural inputs, biometric identification of Farmers, Commission Agent or other intermediaries. The application should be accessible from Common Service Centres, being developed across the state by the Government, so as to provide information to and facilitate farmers. The software should also have the provision to transmit the data to the national agramarknet website/application. The application should be designed to communicate with futuristic applications such as Artiya/Purchaser Management applications etc and provide complete end- to-end computerization solutions of the procurement, marketing, purchase and warehousing. 12.Business Logic and Performance of the System Business logics should be implemented at the Middle tier or Database level to achieve optimum performance in terms of lesser response time. Single data entry points must be defined to eliminate duplication of efforts. All validation of data must be done at the interface level by using scripting language. This would reduce data entry error in the system. Page 28 of 145
  • 29. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 13. Short Message Service: An interface with the back-end server application/ database is also proposed to be incorporated into the proposed project to make a provision for auto messages through short message service of the related information to the concerned stake holders. 14.Implementation strategy The software should be develop considering role based access and availability of existing infrastructure at Mandis i.e Computer and internet availability. Initially, all the data entry will be done through one computer at each location and later on all the users will be provided computers/required infrastructure. In addition, at Mandi level, Internet connectivity may or may not be available. In case, internet connectivity is available then a separate application/ utility would be developed which will transmit the data ( as & when required ) to update the centralized database through net. On the other hand, in case of non-availability of internet connection at Mandi level, the data backup would be taken through proper backup utility, which can be restored at some other place like concerned District Office/Market Committee Office or other nearest office wherever internet is available and from there itself it will be transmitted (as & when required) to update the centralized database through net. Page 29 of 145
  • 30. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Technical Requirements 1.214.1 Modules overview In its endeavor to streamline operations and deliver better services, HSAMB, has embarked upon deployment of Software to control and manage their operations. The proposed solution framework would form the Functional Information System (FIS) aimed at serving the stakeholders of HSAMB and Market Committee. Based on the functional requirement study, it was proposed by HARTRON and approved by HSAMB that the software would have 6 functional modules, which are: 1.21.14.1.1 Enforcement and Regulation System In this module the focus has been “automation” of the current manual processes of Enforcement and Marketing functions. The module comprehensively captures all the functions of the Enforcement Department. Planning for new mandi, market fee collection, making license for market functionaries, rent collection etc are covered in this module. It also covers the recording and reporting of Court Cases of Market Committee. As the spread of HSAMB is across the entire state of Haryana, automation of the operations would empower the Management with their information needs for better control over the Market Committees and decision making. The functions covered under this focus will be:  Gate recording and Agent Allocation  License making process and track record of the licensees.  Heuristic analysis with past data for planning for development of mandi.  Monitoring the functioning of Market Committees.  Sale transaction of Agriculture produce and capturing the details of auction and inserting the data in the System.  Capture the details and progress of Court Cases of Market Committee.  The system to should be designed to allow Commission Agents/Artiyas to directly enter the data through a web portal, view their market fees payable and make the payments online. 1.21.24.1.2 Mandi Management System This module will cover the functions carried out in the Mandi. It would have the information of the assets of the mandi and their usage, the current works going on in the mandi, financial management of the mandi, detail employee information. The Page 30 of 145
  • 31. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB information of the complete assets, physical, financial and human resource shall come in the system and the same shall be available online to the Management for better control and monitoring. This layer is an important layer to have control over the market/ mandi and improve the efficiency. The information captured in this module would be an important input for the management to watch and monitor important activities and thereby improve the performance for the organization. The functions covered under this focus will be:  Assets management  Market Committee budget planning.  Personnel Management of the Market Committee.  Interfacing with Enforcement and Marketing department.  Interfacing with Construction department in respect of existing construction work being pursued. 1.21.34.1.3 Construction and Engineering System The module automates the functioning of Construction wing of HSAMB. Construction wing is spread across the entire state of Haryana, as such; there is time lag in flow of information in the various functions performed at the different levels of hierarchy. This module would expedite the two flow of information from the bottom to top and vice versa and speed up the decision making. Top management shall have the information regarding the development work being performed at the division layer. This would abet the management in monitoring and controlling the work and quick decision making. Reports and Performa shall be designed for online flow of data. The functions covered under this module are:  Assessment of work and subsequently create a Preliminary Report.  Design Layout planning.  Preparation of Rough Cost Estimate and corresponding online approval.  Preparation of Detailed Estimate and its corresponding online approval.  Preparation of NIT/DIT and its corresponding online approval.  Tender Works execution measurement.  Automation of Inventory planning and management and vehicles monitoring.  Capture the details and progress of Court Cases of Construction department. Page 31 of 145
  • 32. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.21.44.1.4 Land Acquisition System The module would capture the processes in Land acquisition. The module would provide the management the information required for tracking an acquisition process and taking quick decisions. The details of the acquisition process captured in the module would abet the management in pursuing the acquisition with government agency. Suitable interface with accounts and market committee would eliminate the time lags of inter – department / market committee communication. Information related to delay in acquisition process shall be available with the management and accordingly help the management in taking prompt decisions. The functions covered in this module are:  Assessment and evaluation of land needs.  Site selection process.  Acquisition process passing through different stages of the Land Acquisition Act.  Auction of plots  Capture the details and progress of Court Cases relating to Land Acquisition. 1.21.54.1.5 Accounts Information Management System The focus of this module would be to cover the accounts functions in all the layers of HSAMB and the Market Committee. It would automate the accounts functions of all the layers of management of HSAMB. It would automate the processes being pursued manually to a Software based system. This would bring benefits as it would eliminate duplicate efforts of entry of data. Calculations shall become accurate with no possibility of mistake. The functions covered in this module are:  Consolidated Expense Monitor  Consolidated Income Monitor  Consolidated Budget Monitor  Deposit Work Monitor  Loans and Advance processing and monitoring.  Payroll processing.  Bank Reconciliation  Pension Monitor  Investment Monitor Page 32 of 145
  • 33. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.21.64.1.6 Management Facilitation and Reporting The module is essentially intended for the senior management of HSAMB in reviewing the various activities going on in HSAMB and Market Committee. GUI based customized reports shall be generated about the different activities and works pursued in HSAMB and Market Committee. The module would assist the senior management in reporting to the government the status and progress of the works being pursued by HSAMB in different parts of Haryana. Management would get the information with prompt and alacrity to control and monitor the functioning of Market Committees and review and control the various development works. Reports Control and disciplinary procedures of HSAMB has been automated in this module and various pending disciplinary proceedings can be tracked for ensuring strict discipline. The module would empower the Senior Management with information to control and monitor the operations of HSAMB. The functions and reports covered in this module are:  Report on progress of CM announcement works  Customized report for State Government  Reports on ongoing different Construction Works  Reports on Revenue collection in different mandis  Reports on various Courts Cases of HSAMB.  Disciplinary proceedings against erring employees of HSAMB and their status report.  Pension and ex gratia functions of Board Page 33 of 145
  • 34. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.224.2 Proposed Architecture The proposed architecture of the solution is a web-based client/ browser based front end with the applications residing on application servers and accessed within the HSAMB, intranet. The bidders are expected to decide upon the development platform and tools. Figure 5 Technical Architecture 1.22.14.2.1 Instructions  The RDMBS should support Windows or Linux based platforms and should work with CPU based licenses.  Suitable design/ CASE tools and Project Management tools shall be provided by the software vendor.  The application software should support both Firefox/Internet Explorer browsers as front ends.  The web server should be compatible to the framework proposed. Page 34 of 145
  • 35. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  All Applications would be deployed in the HSAMB, Intranet Environment with physical servers located in the Mandi Bhawan, Sector 6, Panchkula, Haryana.  The user community will be accessing the applications on Windows based machines (Win 2003/2000/XP/NT/98) using a web browser over the intranet and internet.  The application architecture/ framework needs to be homogenous across all the application suites.  Use of XML for standardization of data exchange protocols wherever required.  The system should have provisions for bilingual support and should support Hindi language, so that if HSAMB, wants to go ahead with some activities in Hindi the software can support the same.  Ensure data security and integrity by scheduling backups, tight user access controls, and encryption techniques.  Suitable anti virus software should be proposed.  The system would be deployed on a prospective basis with all operations to be taken up on line from the date of installation. However, relevant data to run the application software needs to be created as elaborated in the subsequent section.  The system should have adequate Artificial Intelligence Tools that should be able to perform robust data mining exercise for generating Analytics and MIS reports as required by HSAMB.  The project Software Development Life Cycle (SDLC) and project plan should ideally follow the Waterfall model of execution with clear demarcation and timelines for various phases: SRS preparation, System Design, Prototyping, Software Development, Testing, User Training and Handholding, User Acceptance & Final Deployment followed by the Warranty period  The bidder has to provide an on site warranty of 2 years and subsequently Annual Maintenance for 3 years for all the application software suites from the date of user acceptance. Adequate staff should be deployed in Mandi Bhawan, Panchkula, Haryana during the entire on site warranty period of 2 years for troubleshooting, maintenance, training and handholding of users.  The Intellectual Property Rights of all the software code, data, algorithms, documentation, manuals, etc. generated as a part of implementation of this project shall solely vest with the HSAMB, Haryana. Page 35 of 145
  • 36. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  It may be noted that the 6 modules mentioned above are not necessarily compartmentalized. There would be sets of data and users overlapping across the applications and it are imperative that they must be able to talk to one another wherever required to generate meaningful reports/information.  The application modules are likely to share master tables and common data files  The final configuration of the FIS application suite along with functional requirements will be freezed at the time of the SRS sign off.  The application should have the capacity to handle 5000 transactions per hour for 250 concurrent users.  The Proposed solution should support Unicode standard for Hindi on server operating system, RDBMS & desktop operating system etc.  The Operating System and Database Software shall be proposed with Two Years of Patches and with Security updates cost. 1.234.3 Data Migration Plan The objective of Data Entry is mainly to utilize the data for searches and modification. The current process is completely manual and hence the data digitization is not happening. 1.23.14.3.1 Historical Data Historical Data entry means the capturing of the past transactions in Digitized form. Due to the nature of working of HSAMB the Historical data is equally significant for meeting the objectives of HSAMB. HSAMB requires historical data for two major reasons; one to understand the region wise commodity inflow in mandis and their trend and time series analysis as also for record keeping. Based on these information management can make future development plans. Secondly, HSAMB has made significant investment in development of infrastructure across the state. Detailed information of the same would abet the management in planning optimal utilization of the current infrastructure as also make plans for future investments. In addition to the above, historical data may be required for Legal cases, Licensee details, financial transactions etc. The exact plan for undergoing this exercise would be developed post selection of the final Software Implementation Vendor. Page 36 of 145
  • 37. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.23.24.3.2 Master Data The Accounts branch, HSAMB has a Tally application running. Office of the Chief Engineer, Construction department has project related data in Fox pro based utility. Details of current applications and their functionalities at HSAMB are given in the subsequent section. Thus, HSAMB has, some of the master data for Accounts, Construction wing, details already captured in the existing applications, however, there is a need of Master data entry for other sections of HSAMB and the Market Committees. The data in digitized form shall be migrated by the successful bidder to the proposed application. The vendor shall develop a data migration strategy for migrating the digitized data to the proposed system and get is approved by HSAMB. Market Committees have all their data in hard form in various books of accounts. These data are required to be inserted into the system. The Vendor needs to develop an exact plan for the Master and Historical data entry exercise. The FIS would be capable of entering the Historical data at any stage even after the implementation and handover. For the purpose of data creation, the following needs to be provided:  Data entry screens  Adequate Manpower with data entry skills  Hardware and software setup within the HSAMB Panchkula and / or Market Committees, for data entry  Integration of the data created with application software  Quality checks to ensure error free data 1.23.34.3.3 Terms & Conditions of Data Entry The bidders will estimate the volume of data to be entered in consultation with project coordinator, HSAMB as per the requirement of PAPM Act, 1961 and bye-laws and schedules of HSAMB as also for RTI Act. It shall be the responsibility of the successful bidder to enter the non digitized data in the proposed system. The vendor shall make an estimate of the historical data to be entered in consultation with HSAMB. Data entry may require scanning of some records also. The bidder shall submit in the commercial proposal the rate for entering data in the system. Rate should be quoted per record basis. A typical record may consist of on an average of 10 fields (both numeric and alphanumeric) with each field around 10 Page 37 of 145
  • 38. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB characters. Scanning charge per page shall also be quoted in the commercial proposal. The data entered in the system by the successful bidder shall be tested for its correctness. The bidder should ensure correct data entry in the system. Payment for data entry is subject to the correctness of data entered in the system. Preservation of Data The bidder should give due consideration to the preservation of data at HSAMB. The respective records of the Board and Market Committee are preserved for the periods noted against each in the schedule hereto annexed. SCHEDULE Description Period Budget 5 Years General Cash Book Permanently Establishment Bill 35 Years General Bill 3 Years Balance Sheet 10 Years Ledger 10 Years Register of Deposit Permanently Application in Form A Permanently Other Application Form 5 Years Returns of daily purchase and sales One year after audit Sales 3 Years Receipts 3 Years Register of sale and purchase of 10 Years agricultural produce Register of Licences 10 Years Provident Fund Register 10 Years or till all account to which it relates are closed Page 38 of 145
  • 39. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Service books of the employees 5 Years after retirement or death (which ever is earlier) Register of proceedings of the Board or Permanently Committee or Sub – Committee Register of Correspondence Permanently Cheque Books 10 Years Pass Book 10 Years Traveling Allowance Bills 3 Years Lease deeds Allowance Bill 10 Years from the date they cease to have effect Security Bonds - do - Treasury Challans 5 Years Imperest Account Register 3 Years Attendance Register 1 Years Moveable Property Register 10 Years Library Register 10 Years Demand and Collection Register 10 Years Register of Court cases 10 Years Investment Register Permanently Files about the appointment, removal 35 Years and dismissal of employees Other record which the Board or Such period (not less than 10 years) Committee may decide to preserve for as may be prescribed by the Board or more than three years Committee In addition to the above, legacy data as identified by HSAMB, shall be maintained for a period not less than 20 years. 1.244.4 Existing IT Infrastructure at HSAMB. 1.24.14.4.1 Current IT set up in HSAMB and Market Committees S# Item Quantity Page 39 of 145
  • 40. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Head Office, Panchkula 1. Server (with 1 GB RAM) 2 Nos 2. P-IV Computers 44 Nos 3. P-III Computers 10 Nos 4. P-II Computers 5 Nos 5. P-I Computers 1 No 6. DeskJet Printers 23 Nos 7. LaserJet Printers 19 Nos 8. Dot Matrix Printers 18 Nos 9. Web Camera 3 Nos 10. Scanners 3 Nos 11. CVT 7 Nos 12. UPS 53 Nos In Market Committees 1. P-IV Computers 97 Nos 2. P-III Computers 34 Nos 3. Dot Matrix Printers 131 Nos 4. UPS 131 Nos Page 40 of 145
  • 41. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.24.24.4.2 Current Applications at HSAMB S# Application Department Key Functionalities/ Data Platform/Future Value Use 1 Construction Construction Data regarding updates on Stand Alone System Update construction works from different divisions is inserted. Lotus/ Negligible Reports are generated High 2 CM Announcement Construction Data of works undertaken by Stand Alone System Works Updates C&E department on CM announcement in different Fox Pro / Negligible divisions is inserted. Reports are generated and sent to NIC. High 3 MC 30 Accounts Report of Revenue collected Stand Alone System (Market Fee) which is spent on HSAMB employees are sent Fox Pro / Negligible on a monthly basis. These data are inserted in this Software. Consolidation of monthly accounts is done. High 4 MC 70 Accounts Report of expenditure on Stand Alone System deposit works are entered in this system and the account is Fox Pro / Negligible consolidated. High Fox Pro / Negligible 5 Salary Accounts Salary is prepared manually Stand Alone System and the data of the Salary of each employee is fed in this Fox Pro System and Salary slips are generated High 6 Tally Accounts Accounting Product Very High 7 Excel worksheet Accounts Worksheet has been MS Excel / Negligible programmed through macros for aggregating and consolidating various accounts received from Market Committees Medium Page 41 of 145
  • 42. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Operational Requirements 1.254.5 Introduction This section outlines the operational requirements of Software development at HSAMB. It should be noted that the Vendor selected for the Software development would be involved in the implementation of the solution as well as ongoing support during the warranty period. 1.264.6 Support Requirement Vendors must specify the support they propose to offer under the following heads. The selected Vendor would assume primary responsibility for:  Authenticity of bid(s)  Implementation support  Testing  Warranty support and Annual Maintenance Page 42 of 145
  • 43. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.26.14.6.1 Implementation Plan The software vendor shall implement the system on pilot basis, at HSAMB (HQ) and one Market Committee within a district, to ascertain its stability. The above shall be done upon successful user acceptance testing of modules and the system. Similarly, the Software shall be tested in one of Construction Divisions. On successful implementation the stability of the software shall be tested across all the other mandis and field offices within the same district. Thereafter, the system shall be rolled out across the state in all the mandis and field offices. The indicative Project Plan for the implementation activity is given below: Months Project Activity 1 2 3 4 5 6 7 8 9 10 System Design Preparation and approval of SRS Preparation and approval of Systems Integration Plan Preparation and approval of Technical Design Document Legacy Data Entry Estimation of Volume of data entry Data entry of legacy data Software Development Coding of Modules UAT of Modules and fixing of bug UAT of Functional Information System and fixing of bug Deployment of Software on Pilot basis and UAT Deployment of Software on Pilot basis UAT of Functional Information System on test data UAT of Functional Information System on live data Rolling out of Software and UAT Rolling out of Functional Information System across state UAT of Functional Information System (on test and live data) Training Preparation of Training Plan and Course Content Training of HSAMB and Market Committee employees Page 43 of 145
  • 44. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.26.24.6.2 Time Schedule The indicative time schedule for execution of Software Development and implementation initiative would be as follows: Sr. No. Milestones Time of Completion Signing of agreement with the successful 1 T1 bidder 2 Project Initiation (P1) T1 + 0.5 months 3 Preparation of SRS Document & Sign Off P1 + 2 months Design, Development & Customization of 4 P1 + 6 months Software 5 UAT of modules P1 + 6 months Testing, Modification & User Acceptance (Pilot 6 P1 + 8 months basis) Testing, Modification & User Acceptance 7 P1 +10 months (across state) 8 User Training P1 + 6 months onwards 9 Data Entry and Migration Complete P1 + 6 months 10 System ready to go live P1 + 10 months “System go live” onwards 11 Hand Holding for next 24 months Time Schedule for Software development It should be noted that suitable penalty would be imposed on the Software vendor in case of delay from their end and the same would be finalized in the contract. It may be noted that T1 is the event marking HSAMB signing the agreement with the successful bidder, who is also called the Software vendor. P1 is the event marking the project initiation. The Software vendor has to design and implement a very detailed plan of implementation that seeks to execute several activities in parallel, Page 44 of 145
  • 45. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB adopts critical path method and commits additional resources to activities falling behind schedule so as to keep up with the overall deadline of implementation in 10 months. The “go-live” means that the software is ready in all respect i.e. designing, development, testing & implementation and can be used by all the end users together as has been envisaged in the initial Detailed Software Requirement Specifications document. “Hand Holding” is that period for which the Software vendor provides active support to the end user in using the software application and solving the teething problems that may occur during the usage of the software by the users. It may be noted that the time schedule for each milestone shown in the table above would be enforced independently, even though some of them are inter-dependent. This would have a cascading effect of penalties for delays in all other milestones dependent on the precedent milestone. Therefore, the Software vendor will have to be extremely careful in establishing an excellent project management set-up. 1.26.34.6.3 Payment Schedule The payment process followed will be milestone based as per the following schedule. It is made clear that the payment schedule is not including the AMC component. AMC payment schedule shall be decided by HSAMB at any later stage after the system goes live and before the expiry of two years of warranty period. Sr. No. Milestones Payment 1 Signature of Letter of Intent with PO. 18% SRS and Technical Design Document & Sign 2 10% Off Testing, Modification & User Acceptance of 3 15% modules Testing, Modification & User Acceptance after 4 10% rolling across state 5 Data Entry and Migration Complete 10% 6 User Training Complete 10% 7 System go live 11% Page 45 of 145
  • 46. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 8 End of Warranty period 16% The outstanding payment of 16% of contract value mentioned in serial 8 of above table shall be made in 8 equal quarterly installments of 2%. These payments shall be made at the end of each quarter from the commencement of the warranty period. The payments are subject to compliance of Service Level Parameters discussed in section 5.6 of this document. 1.26.44.6.4 Penalties In case of delays in achieving milestones by the successful vendor, penalties will be charged based on the following:  In case of delay in a single milestone based on reasons solely attributable to the vendor, 5% of the Payment amount of that milestone will be charged as Penalty.  In case there is delay in subsequent milestones as a result of a cascading effect, the penalties will also be suitably cascaded. For example, if there is a delay in third milestone because of a delay in first milestone, a penalty of 5% of the payment amount of the third milestone will be charged as penalty.  In case the vendor is able to cover up for the delay by maintaining the total time schedule constant, then the penalty amount may be refunded.  In any case the total penalty amount shall not be greater than 10% of the total cost of the tender. 1.26.54.6.5 Warranty Support and Annual Maintenance Contract (AMC) The warranty for the software developed will be for a period of two years from the date of its acceptance by HSAMB. This warranty should also cover adapting the software for any additional requirements that might come to the notice of the HSAMB at the time of actual use of the software. Adequate support staff per application module should be deployed at HSAMB for the on site warranty period. The vendor has to provide an on site warranty of 2 years and Annual Maintenance for the next 3 years for all the application software suites from the date of User Acceptance. After completion of warranty period a supplementary agreement shall be drawn for Annual Maintenance Contract. The vendor shall provide adequate maintenance support for the next three years to ensure smooth functioning of the software and reduces downtime to the minimum possible extent. Page 46 of 145
  • 47. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.274.7 Project Management Software development is a multi-departmental initiative. Its implementation is complex and can go out of control in absence of comprehensive and effective project management methodology. The following requirements are therefore prescribed in this regard: The Software vendor must employ appropriate software project management techniques to ensure that the software is developed and implemented in the defined time period. A copy each of the project management schedule shall be handed over to HSAMB and Wipro Consultants to keep track of the progress of the project. 1.27.14.7.1 Work Program The vendor shall design a detailed Project Plan, which should include the following components: A copy of the following documents should be handed over to the Project Coordinator, HSAMB and to the Wipro Consultants for monitoring the Software development plan.  Project Organization and Management Plan  Software Development Plan  Delivery and Installation Plan  Testing Plan and Methodology  Training Plan, Methodology and Training Details  Change Management Plan  Any other relevant items related to the Program Development 1.27.24.7.2 Program Implementation The vendor shall:  Assume overall responsibility of managing and monitoring the project as per the indicative Time Schedule as specified in the Tender  Monitor the progress of change management plan and data migration plan as laid out in the Tender in order to enable smooth transition to the new system  Keep HSAMB updated about the above activities on a monthly basis. 1.27.34.7.3 Reporting The vendor shall submit Monthly progress reports to the Project Coordinator, HSAMB summarizing:  Results accomplished during the period Page 47 of 145
  • 48. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  Cumulative deviations to date from schedule of progress on milestones as specified in Tender read with the agreed and finalized Project Plan  Corrective actions to be taken to return to planned schedule of progress  Proposed revisions to planned schedule  Other issues and outstanding problems, and actions proposed to be taken  Interventions which the Software vendor expects to be made by the Project Coordinator, HSAMB and/or actions to be taken by the Project Coordinator, HSAMB before the next reporting period  Test results of training 1.284.8 Documentation The Software vendor is required to submit documents as mentioned in different sections in this Tender. 1.294.9 Training Requirement This section provides broad outlines of the different types of training to be provided as part of the Software Development and Implementation project:  Training on new Processes  Software Training  System Administration Training 1.29.14.9.1 Training on new Processes  The topics to be covered under this have to be prepared and would cover mainly the post operationalization of the Software.  The training is to be provided to the selected employees of HSAMB identified for accessing the computers.  Training material:  User manual 1.29.24.9.2 Software training a) Training on the Software  The software vendor would prepare a comprehensive training course on the FIS application for the different user groups of the respective modules  During this training the trainees could also be asked to carry out the routine functions using the software. Page 48 of 145
  • 49. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  Training material  User Manual b) Training on Master Data Entry  Preparation of a comprehensive training course for the master data entry software by Vendor  Training material: User Manual 1.29.34.9.3 System Administration Training  Training on system and database administration, basic hardware problems and solution. Training on basic networking and transmission of data should also be covered in this module  The training would be provided to selected staff of HSAMB and Market Committees.  Training Material: Appropriate literature on System Administration topics Page 49 of 145
  • 50. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.304.10 Service Level Parameters Baseline Lower Performance Breach Basis of S.N. Service metric parameters Metric Credit Metric Credit Metric Debit Measurement Ease of Use 15 5 -5  User Interface User Feedback  Language support 1 >85% 15 60-85% 5 <60% -5 Form (per  Data insertion forms month)  Other parameters Report Generation 15 5 -5  Selection of multiple fields  Structure & Formats  Styles (Charts etc.)  Exportability  System generated alerts User feedback 2  Other parameters >85% 15 60-85% 5 <60% -5 Form(per month) Page 50 of 145
  • 51. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Baseline Lower Performance Breach Basis of S.N. Service metric parameters Metric Credit Metric Credit Metric Debit Measurement Application Performance 20 15 -10 Application availability 3  8 am to 8 pm 99 % 5 99% 5 < 99% -5  8 pm to 8 am 95 % 95% <95% Enterprise Average response time for Functional < 10 sec. 4 5 10 to 18 sec. 4 > 18 sec. -2 Application Information System server logs Average response time for retrieval of information from Application < 10 sec. 5 10 to 18 sec. 4 > 18 sec. -2 Server logs Server Average Archived / History data Measured over 5 < 12 sec 5 12 to 18 sec. 2 > 18 sec. -1 opening/ loading time 128 kbps speed. Technological Performance 15 3 -5 Equivalent of capacity to handle 5000 < 4000 Relevant Server Capacity of the custom built software 6 transactions transactions -3 logs and Application 10 per hour for for 250 users monitoring tools 250 concurrent users Average 1 MB document download/ 120 to 150 Measured over 7 upload time from local/ remote < 120 sec. 5 3 > 150 sec. -2 sec. 128 kbps speed server Page 51 of 145
  • 52. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Baseline Lower Performance Breach Basis of S.N. Service metric parameters Metric Credit Metric Credit Metric Debit Measurement System Updating 15 -5 As per agreed Non- Apply new patches of software on ToR with 15 compliance to -5 Feedback form need basis as identified by HSAMB HSAMB ToR Help Desk Support 20 12 -10 C+D Hand Holding minor % of calls (P1) % of calls (P2) % of calls (P3) C3= P3*(- 8  Support user in using sw addressed in < C1=P1*10 attended in C2=P2*6 addressed in C= C1+C2+C3 5)  Attending to users queries 10 min 10-25 min >25 min Hand Holding major (response time to attend the call of the user)  Data insertion at Market % of calls (T1) % of calls (T2) % of calls (T3) Committee D3= T3*(- 9 addressed in < D1=T1*10 addressed in D2=T2*6 addressed in D= D1+D2+D3  Data insertion in Division 5) 15 min 10-25 min >25 min office/Field Offices  Data insertion in Accounts Dept (HQ) Total 100 40 -40 Page 52 of 145
  • 53. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Important Note: 1. Vendor would provide tool based monitoring and online system of reporting. The tools should have the capability such that the client can log in anytime, without the knowledge of vendor, to see the status. At the same time vendor would provide online helpdesk for users to log the calls. 2. It may be noted that in respect of the technological parameters, where there is no lower performance level, the operator will have to necessarily comply with the service level metrics. 3. All credits or / and debits to Implementation Vendor‟s account in a particular quarter will be computed as per the matrix given above and will then be accumulated to arrive at final credit or debit score for a particular quarter. This credit or debit score will be divided by 100 to arrive at the percentage (%) of total contract value that is to be paid to software vendor for that quarter, however the maximum quarterly payment due to the vendor can not exceed 2% of total contract value quoted by the vendor in response to this RFP. Illustration: If the vendor is able to achieve all the baseline performance levels in a quarter he will have a credit score of 100 for that particular quarter and hence he will be eligible for full quarterly payment, that is, 2%. 1.314.11 Handover Clause At the end of the specified AMC / Warranty period, HSAMB may exercise its option to extend the AMC with the existing Software Vendor or may invite fresh bids for subsequent AMC. If handover is required to a vendor other than the Software Vendor, at the end of the existing AMC / Warranty or otherwise, the Software Vendor would be responsible for handing over the complete know-how, documentation records, software logs, and all such relevant items that may be necessary for the transition process. Page 53 of 145
  • 54. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Testing and User Acceptance HSAMB, will undertake an exercise of Testing and User Acceptance of the Information System as soon as the Software vendor declares the system to be ready for the exercise. The Selected bidder shall test the application and invite HSAMB to test the modules/application. HSAMB reserves the right to take the services of external agency for Testing of the Software. 1.325.1 Acceptance Criteria The primary goal of Testing and Acceptance is to ensure that the project meets requirements, standards, specifications and performance prescribed by the Tender, by ensuring that the following are associated with clear, quantifiable metrics for accountability:  Performance  Availability  Security  Manageability  Standards and protocols The project is to be designed to meet all functional, non-functional and management requirements as mentioned in the Tender. 1.335.2 Requirement from Software For each of the features and software requirements, there are operational requirements, deliverables and a set of standards, wherever applicable as per the following: 1.33.15.2.1 Performance Performance is that aspect of service, which is measured in terms of throughput and latency. Higher throughput and lower latency values represent good performance of a service. Throughput represents the number of service requests served. Latency is the round-trip time between sending a request and receiving the response. 1.33.25.2.2 Availability High Availability is a key requirement. The project must provide employees with timely, continuous access to information - all day, every day. The project must also be able to rebound or recover from any planned or unplanned system downtime, ensuring a minimal impact on the operations. Page 54 of 145
  • 55. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Availability is the quality aspect of whether the service is present or ready for immediate use. Availability represents the probability that a service is available. Larger values represent that the service is always ready to use while smaller values indicate unpredictability of whether the service will be available at a particular time. Also associated with availability is time-to-repair (TTR). TTR represents the time it takes to repair a service that has failed. 1.33.35.2.3 Security Security is the aspect of the service of providing confidentiality and non-repudiation by authenticating the parties involved, encrypting messages, and providing access control. The applications can have different approaches and levels of providing security, depending on the service requester. 1.33.45.2.4 Manageability Manageability needs to be a crucial aspect of an Enterprise Solution. Software vendor has to ensure that the solution deployed has adequate monitoring and tracking features for measuring the utilization and availability of resources. This includes:  Remote Monitoring of Status and Statistics of all high-level components  Management capability to start/ stop/ restart services and systems  Auto discovery of all components manageable  Auto discovery of all other system components  Ability to track changes in configuration of the system components to help track service  System disruptions Page 55 of 145
  • 56. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Bid Documents 1.346.1 Distribution of Tender Documents A complete set of the Tender Document shall be available on the websites www.hsamb.gov.in. The last date for issue of the tender document is as per the section 8.1. The bidder shall bear the risk of delay in receiving the Tender Documents for any reasons whatsoever. 1.356.2 Cost of Bidding The bidder shall bear all the cost associated with the preparation and submission of bid including presentation. HSAMB will in no case be responsible or liable for any costs. 1.366.3 Instruction for the Bidder The bidders are expected to examine all instructions, forms, project requirements and other information in the Tender documents. Failure to furnish all information required by the Tender documents or submission of a bid not substantially responsive to the Tender documents in every respect will be at the Bidder's risk and may result in rejection of its Bid. 1.376.4 Documents comprising the bidder’s bid The following documents should constitute the bidder‟s bid: a. Bid Letter in Annexure 3 (Covering Letter) b. Technical bid along with all relevant attachments/ schedules duly completed and signed by the Bidder c. Technical Bid should address all the requirements specified in the Tender and should contain but not be limited to the sections specified in the Annexure 4. d. The Bidder's Commercial Bid with content as mentioned in Annexure 5. e. Any other information that is to be submitted during the course of bid process 1.386.5 Preliminary Process to be confidential Information relating to the examination, clarification and comparison of the bids and recommendations for the award of the project shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced. Page 56 of 145
  • 57. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Bidding Process 1.397.1 Important Dates Sr. Event Date Location No. 1 Start Date of Distribution of Tender Publishing of HSAMB, Sector-6 Advertisement Panchkula 2 Last Date of Distribution of Tender 12/08/09 upto HSAMB, Sector-6 3:00 pm Panchkula 3 Last Date of Submissions 12/08/09 upto HSAMB, Sector-6 5:00 pm. Panchkula Date & time of opening of technical 13/08/09 at HSAMB, Sector-6 4 bid 3:00 pm Panchkula 18/08/09 at HSAMB, Sector-6 5 Date & time of opening of financial bid 11:00 am Panchkula Please note that the dates and times are indicative in nature and HSAMB reserves the right to change the same at any point of time. The bidders would, however be intimated of the changes as and when it happens. 1.407.2 Bid Submission, Format and Signing The bidder shall submit in a sealed cover consisting of one copy of the entire bid documents subscribing on the right hand side top corner as “Original Bid”, consisting of the following: i. Technical Bid Super-scribing on the right hand side top of the cover as “Technical Bid”. The bidder must also submit 1 copy of the Technical Bid in softcopy in a CD, which shall be enclosed in the envelope along with Technical Bid. ii. Commercial Bid (under a separate sealed cover/ envelop): Super-scribing on the right hand side top of the cover as “Commercial Bid”. The bid, consisting of the documents listed in the instructions, shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. Page 57 of 145
  • 58. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB The authorization shall be indicated by written power of attorney and shall accompany the bid. All pages of the bid, except for appended printed literature, shall be initialed by a person or persons signing the bid. Please note that HSAMB will not be responsible for in case there is a discrepancy between the hard copy and the soft version of the bid submitted by the bidders. The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in the case it is declared “late” pursuant, and for matching purposes. If the outer envelope is not sealed and marked as above, HSAMB will bear no responsibility for the misplacement or premature opening of the Bid. All the documents comprising the bid shall be serially page-numbered, separately in respect of each volume. Only detailed complete bids in the form indicated above received prior to the closing time and date of the bids shall be taken as valid. 1.417.3 Language of Bid The Bid and all correspondence and documents related to the Bid exchanged by the Bidder shall be written in English language only. Supporting documents and printed literature furnished by the Bidder may, however, be in another language provided that they are accompanied by an accurate translation of the relevant passages in English language. 1.427.4 Earnest Money Deposit (EMD) The bids should be submitted along with an EMD of Rs. 5,00,000 (Rupees Five Lakh Only). Those bids without this EMD will be summarily rejected. The Demand Draft/Banker‟s Cheque/Pay Order of Scheduled or Nationalized Banks/Call deposit receipts payable at Chandigarh should be drawn in favor of “Haryana Marketing Development Fund” Payable at Panchkula. The EMD of those companies that are rejected during the technical evaluation stage will be returned within one week from the date of the decision. The EMD of the remaining unsuccessful companies will be returned after one week from the date of signing the agreement with the successful bidder. The EMD of the successful bidder shall be returned to the vendor on the successful and implementation of the project. The vendor shall not claim any interest on the EMD. Page 58 of 145
  • 59. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB The Successful Bidder will have to submit a Performance Guarantee based on which a Letter of Intent (LoI) will be issued. However, if the successful bidder is unable to sign the LoI/contract within 15 days from the award of the contract, the EMD will be forfeited and the award will be treated as withdrawn. HSAMB reserves the right to award the contract to the next lower bidder(s), at the price of L1, who will also be required to sign the LoI/contract as per the terms and conditions of this tender document. Incase the tender documents have been downloaded from the website, a demand draft of Rs.5000/-(Rs Five Thousand only) should be deposited along with the bid. The draft should be in favor of “Haryana Marketing Development Fund”, payable at Panchkula. 1.437.5 Venue for submission of Bids Bids must be submitted to HARTRON at the address specified: Office of the Chief Administrator, Mandi Bhawan, Haryana State Agricultural Marketing Board C – 6, Sector-6, Panchkula, Haryana – 134109 1.447.6 Late Bids Bids received after the due date and time for any reason whatsoever shall not be opened and shall be returned to the respective bidder. 1.457.7 Modification, Substitution & Withdrawal of Bids The Bidder is not permitted to modify, substitute, or withdraw the bid after its submission. Page 59 of 145
  • 60. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Technical Bid Evaluation 1.468.1 Venue of Opening the Technical Bids The venue of opening of Technical Bids is given as below: Venue: Office of the Chief Administrator, Mandi Bhawan, Haryana State Agricultural Marketing Board C – 6, Sector-6, Panchkula, Haryana – 134109 If the specified date of bid opening is declared a holiday for HSAMB the bids shall be opened at the appointed time and location on the next working day/specified date. 1.478.2 General Guidelines for Opening of Bids Bids will be in two parts (Technical and Commercial) as indicated in the Tender. There will be two bid – opening events, namely Technical Bid Opening and Commercial Bid Opening. The eligibility documents submitted along with the Technical bids will be evaluated first and only those vendors, which are found Eligible, as laid down in Press Notice Inviting Tender and RFP, will have their Technical Bids evaluated. 1.488.3 Opening of Technical Bids Bids will be opened in the presence of the Bidder or the bidder's representatives. If the bidder‟s representative is present at the event, he/ she shall sign an attendance register to acknowledge his/ her presence for the same. 1.498.4 Clarification of Bid During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for clarification of its bid. 1.508.5 Correction of errors Prior to the detailed evaluation, HSAMB will determine the substantial responsiveness of each bid to the bidding documents. For purposes of these clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviations. Page 60 of 145
  • 61. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB HSAMB may, at its discretion, waive any minor infirmity or nonconformity or irregularity in a bid, which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder. If a bid is not substantially responsive, it will be rejected by HSAMB and may not subsequently be made responsive by the bidder by correction of the nonconformity. 1.518.6 Eligibility Criteria of Bidder  The bidder should be an established, reputed & reliable IT solution provider having minimum SEI-CMM level–III or equivalent certificate that have adequate past experience of the works of similar nature.  The agencies / firms should have satisfactory completed three works of similar nature each of value not less than Rs. 60 lacs or two similar woks each of value not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120 lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives during the last five years ending October, 2005.  Consortiums / Joint Ventures are not accepted.  The completion certificates issued by the officer of the client of the rank of Executive Engineer or equivalent will have to be furnished along with the application. The completion certificate must clearly indicate the past work done. If work is not done in a Govt. department then along with the experience certificate proof of income tax deducted at source (TDS) has to be produced without which experience shall not be considered. The experience certificate should indicate:- a. The date of start and date of completion of work. b. Nature of work. c. That the work has been completed satisfactory. d. Amount of work completed. 1.528.7 Evaluation Procedure The Technical Bids and presentations of only the eligible vendors will be considered for evaluation. Technical solutions proposed shall be evaluated as per the requirements specified in the Tender. An indicative list of evaluation criteria is given in Annexure 4. The Commercial Bids of only the Technically Qualified bidders will be opened for further processing. Page 61 of 145
  • 62. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Commercial Bid Evaluation 1.539.1 Venue of Opening of Commercial Bids The venue of opening of Commercial Bids will be intimated separately. If the specified date of bid opening is declared a holiday for HSAMB the bids shall be opened at the appointed time and location on the next working day/specified date. 1.549.2 Opening of Bids The Commercial Bids of only those Bidders, who are technically qualified during the technical evaluation, would be opened. Bids will be opened in the presence of the Bidder or the bidder's representatives. If the bidder‟s representative is present at the event, he / she shall sign an attendance register to acknowledge his/ her presence for the same. The bidders‟ names, bid‟s modifications or deviations, withdrawals, and such other details as the HSAMB officer at his discretion, may consider appropriate, will be announced at the opening. 1.559.3 Clarification of Bids During evaluation of the bids, HSAMB may, at its discretion, ask the bidder for clarification of its Commercial Bid. The bidder may be required to produce detailed price break-up to demonstrate the internal consistency and justification/ reasonability of those prices. 1.569.4 Correction of errors If there is a discrepancy between the quoted rate in figures and the quoted rates in words, quoted rate in words will take precedence. If there is a discrepancy between the unit rate and the total price that is obtained by multiplying the unit rate and the quantity, the unit rate shall prevail and the total price shall be corrected, unless in the opinion of the evaluation committee there is an obvious misplacement of the decimal point in the unit rate in which case the total cost as quoted will govern and the unit rate are corrected. 1.579.5 Evaluation Procedure and Criteria The technically qualified bidders shall present the break–up of cost for the entire Software Development Life Cycle (SDLC), Training, Hand Holding, and AMC, in the format mentioned in Annexure- 5. Page 62 of 145
  • 63. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Commercial evaluation would be done based on the commercial quote being made by the bidders. For evaluation purposes the following method will be used:  Commercial Quote for Software Design, Development and Implementation including warranty (S)  Training (T)  Security Audit of the Application( SA)  Middleware Licensing Cost (L)  Hand Holding (H) = H1(Year 1) + H2(Year 2)  Annual Maintenance Amounts (A) = A1 (Year 1), A2 (Year 2) and A3 (Year 3) Total Quote (T) = S + T + SA + L + H + A The bidder with the lowest commercial quote would be considered as the successful bidder. 1.589.6 Acceptance or Rejection of Bids HSAMB reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected. Page 63 of 145
  • 64. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Award of Contract 1.5910.1 Notification of award Prior to expiry of the period of the bid validity, HSAMB will notify the successful bidder in writing that its bid has been accepted. Upon the successful bidder‟s furnishing of Performance Guarantee, HSAMB will promptly notify each unsuccessful bidder and will discharge their Earnest Money Deposit (EMD). 1.6010.2 Signing of contract At the same time as HSAMB notifies the successful bidder that its bid has been accepted, HSAMB will ask the bidder to submit Performance Guarantee within 15 days of the issue of such notification. If the bidder does not submit the Performance Guarantee within 15 days of such notification then his full EMD will be forfeited. On receipt of the Performance Guarantee, the LoI will be issued and agency will submit a non-judicial stamp paper of Rs 50/- for execution of the contract. Failure of the successful bidder to sign the contract proposed through the award letter/LoI, shall constitute sufficient grounds for the annulment of the award, in which event, HSAMB may make the award to the next lowest bidder at the cost of L1 or call for new bids. 1.6110.3 Performance Guarantee On receipt of notification of award from HSAMB the successful bidder shall deposit an irrevocable performance guarantee equivalent to 5% of the award value of the contract, as bid by the vendor in his bid. The guarantee shall be in the form of Deposit at Call Receipt/Banker‟s Cheque/Pay Order/Demand Draft/Guarantee Bond from any Nationalized/Scheduled Bank in favor of „Haryana Marketing development Fund” payable at Panchkula. The performance guarantee shall be initially valid up to the stipulated date of completion plus 60 days beyond that. In case the time of completion of work gets enlarged, the vendor shall get the validity of the Performance Guarantee extended to cover such enlarged time of completion of work. After recording of the completion certificate for the work by the competent authority, the Performance Guarantee shall be returned to the vendor, without any interest. Page 64 of 145
  • 65. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB In the event of contract being determined or rescinded under the provision of any of the Clause/Condition of the agreement, the Performance Guarantee shall stand forfeited in full and shall be absolutely at the disposal of the HSAMB. The bidder shall not seek any interest or appreciation of the EMD amount deposited with HSAMB. Page 65 of 145
  • 66. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Miscellaneous 1.6211.1 Delays in Performance Schedule The Vendor shall perform the tasks under the project in accordance with the activity schedule specified by the department as per this Tender document. An unexcused delay by the Vendor in the performance of its contract obligations shall render the Vendor liable to any of the following sanctions:  Forfeiture of its Performance Guarantee  Termination of the contract for default If at any time during the performance of the contract, the Vendor encounters conditions impending timely completion of the services under the contract and performance of services, the Vendor shall promptly notify HSAMB in writing of the reason for the delay, its likely duration and causes. As soon as practicable, after receipt of the Vendor‟s notice, HSAMB shall evaluate the situation and may at its discretion extend the Vendor‟s time for performance, in which case the extension shall be ratified by an amendment of the contract. 1.6311.2 Corrupt, fraudulent and unethical practices “Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of HSAMB official in the process of contract execution. “Fraudulent Practice” means a misrepresentation of facts in order to influence a Tendering process or the execution of a contract detrimental to the interests of HSAMB and includes collusive practice among Bidders (prior to or after bid submission) designed to establish prices at artificial non-competitive levels and to deprive HSAMB of the benefits of free and open competition. “Unethical Practice” means any activity on the part of bidder, which tries to circumvent Tender process in any way. Unsolicited offering of discounts, reduction in financial bid amount, upward revision of quality of goods, etc. after opening of first bid will be treated as unethical practice. HSAMB will reject a bid for award and also may debar the bidder for future Tenders in HSAMB if it determines that the bidder has engaged in corrupt, fraudulent or unethical practices in competing for, or in executing a contract. Page 66 of 145
  • 67. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.6411.3 Resolution of disputes and jurisdiction HSAMB and the Bidder shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the contract. Any matter arising out of the above contract or project or for the procedure for the appointment of the vendor shall be governed by the Laws of Union of India. Only Courts at Panchkula (with exclusion of all other Courts) shall have the jurisdiction to decide or adjudicate on any matter or dispute which may arise. 1.6511.4 Notices Any notice given by one party to the other pursuant to this contract shall be sent to the other party in writing or by telex, email, cable or facsimile to the other party‟s address, and confirmed in writing by the other party. A notice shall be effective when delivered or tendered to other party whichever is earlier. 1.6611.5 Use of documents and Information The Bidder shall not, without prior written consent from HSAMB, disclose/ share/ use the Tender document, contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of HSAMB in connection there with, to any person other than a person employed by the Bidder in the performance of the contract. The Bidder shall not, without prior written consent of HSAMB, make use of any document or information made available for the project, except for purposes of performing the Contract. All project related document (including this Tender document) issued by HSAMB, other than the contract itself, shall remain the property of HSAMB and shall be returned (in all copies) to HSAMB on completion of the Bidder‟s performance under the contract if so required by HSAMB. 1.6711.6 Currency of the bid Currency of the Bid should be in Indian Rupees only. 1.6811.7 Period of bid validity The bid shall be valid for 180 days after date of opening of the bids. If any bidder withdraws his tender before the said period or makes any modifications in the terms and conditions of the tender which are not acceptable to HSAMB, then the HSAMB Page 67 of 145
  • 68. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB shall, without prejudice to any other right or liberty, be at liberty to forfeit the entire said Earnest Money Deposit absolutely and HSAMB will intimate the registering authority accordingly. In addition to all these, the party will not be allowed to tender for any work of HSAMB for a period of five years. 1.6911.8 Force Majeure a. War, invasion, revolution, riots, sabotage, lockouts, strikes, work shut-down imposed by Government Acts or legislature or other authorities, stoppage in supply of materials, fuel or electricity, act of God, epidemics, fires, earthquakes, floods, explosions, accidents, sea navigation blockades or any other acts or events whatsoever which are beyond reasonable control and which shall directly or indirectly prevent completion of the project within the time specified in the agreement, will be considered Force Majeure. The Vendors shall be granted necessary extension of time to cover the delay as caused by Force Majeure without any financial repercussions. b. Should one or both parties be prevented from fulfillment of the contractual obligations by a state of Force Majeure, the two parties shall consult each other and decide regarding the future execution of the contract. Page 68 of 145
  • 69. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Annexure 1: Detailed Functional Requirements This section details the Functional Requirement Specification as identified by the consultants after studying and analyzing the processes of HSAMB and Market Committee. This detailed Functional Requirement Specifications have been provided here to be used by the vendor for the effort estimation. It is expected that the vendor would do a detailed System Design and prepare System Requirement Specifications based on these requirements. The Functional Information System for the Board has been functionally decomposed into six functional modules. For the purpose of e – governance, the modules have been marked as G2G, G2B, G2E and G2C. The modules marked are indicative and are subject to review by HSAMB on a later date. These are as follows: 1. Enforcement and Regulation System (ERS) 2. Mandi Management System (MMS) 3. Construction and Engineering System (CES) 4. Land Acquisition System (LAS) 5. Accounts Information Management System (AIMS) 6. Management Facilitation and Reporting (MFR) The detailed functionality of the proposed modules is discussed as under: 1. Enforcement and Regulation System 1.1.Arrival Estimation System Location: HQ Level, Circle Level Linkages: MCs The Arrival Estimation System sub module is required for collection, compilation and analysis of entity-wise legacy data of total arrivals for future revenue estimation & procurement planning. The indicative functionality of the sub module is discussed as under:  The system should maintain a record of MC-wise past arrival data of each commodity for a period as specified by HSAMB.  The system should give aggregate and entity wise past arrival information of each Market Committee for any specified period.  The system should give consolidated and entity wise market fee realized by MC for any specified period.  The system should assist in projecting the collection of market fee. Page 69 of 145
  • 70. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should compare the estimated produce arrival with actual arrival in mandis and generate caution reports to concerned authorities.  The system should assist in analyzing trends of arrival of produce in mandis.  The system should generate reports of estimated arrivals as required by HSAMB.  The system should generate any other report as required by HSAMB. 1.2.Arrival Recording System(G2C module) Location: Circle Level, MC Level Linkages: MCs The Arrival Recording System is required for recording the daily arrivals of agricultural produce at different market yards, sub-yards and purchase centers. The indicative functionality of the sub module is discussed as under:  The system should record the details of the farmer like name, village, contact number, type of produce and any other field defined by HSAMB at the entry gate of mandi premises.  The system should record the approximate weight of the produce brought by the farmer.  The System should also be able to record the weight of the produce through third party software which captures the weight from the weighing machine at the gate. **  The system should capture the details of the purchaser and validate the details of the produce at the exit gate as specified by HSAMB.  The system should generate daily report of approximate produce arrival in mandis. ** Electronic weighing Machine may be used for capturing the weight at the entry in some of the mandis on a pilot basis. HSAMB may extend the usage of electronic machine to other mandis also in a phased manner. 1.3.Agent Allocation Module (G2C module) Location: MC Level Linkages: MCs The Agent Allocation Module is required for allocation of appropriate commission agent to the farmer and recording of existing alliances and arrangements. The indicative functionality of the module is discussed as under:  The System should store the list of Agents with their details as defined by HSAMB.  The System should have the status of the license of Agent in terms of disciplinary action/ suspension of license etc. Page 70 of 145
  • 71. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The System should allocate the agent to the farmer at the gate when the gate pass is being made.  The System should generate the gate pass with the details of the Agent like Agent Name, Shop No. etc.  The system should generate a unique gate pass id across all the mandis for all the gate passes generated.  The system should generate any other report as specified by HSAMB. 1.4.Licensee Monitoring System (G2C module) Location: Circle Level, MC Level Linkages: A/C Wing The Licensee Monitoring System is required for appointment and monitoring of various Licensees, including Kacha Arhitya of MCs on basis of targets, performance sheets, etc. The indicative functionality of the module is as under  The System should store all the categories and sub categories of licenses of the Market Committee.  The System should record the application made by an aspirant of license.  The System should enquire and validate the check list of documents and fee for license application.  The System should intimate authorized personnel for approval/disposal of applications.  The System should track the status of the application made by an applicant for grant of License and the stage and place where it is pending.  The System should capture information regarding the movement of files and the place where it is currently pending.  The System should capture information about the action taken in all the applications.  The System should capture information about the number of license issued with date and other details in a specified period of time within all categories for each Market Committee and district.  The System should capture information and display in GUI about the number of licenses within each category and sub category and their dates of application and expiry.  The System should capture information about the action taken against any licensee in respect of rule violation.  The System should capture the details of the sale transactions executed via the licensee and his performance in past. Page 71 of 145
  • 72. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The System should record the track record of the licensee in terms of his conduct with respect to compliance of PAPM Act, 1961. 1.5.Auction Management System (G2C module) Location: MC Level Linkages: MCs The Auction Management System is required for automation and standardization of the complete process of sale, including auctions: bases on pre-defined variables. The indicative functionalities are discussed as under:  The System should store and display previous rates of commodities for the period as required by HSAMB.  The System should record each and every sale transaction of agricultural produce within mandi.  The system should display mandi wise auction prices of each commodity with minimum lag time.  The system should capture data from external device / PDA‟s of the auctions on a real time basis with third party software or interface. **  The System should store the information about the commodities and their corresponding market fees.  The System should capture the record of the auction details like quantity sold, sale price, incidental charges, brokerage, market fee, HRDF Fee, Sale Tax and any other field defined by HSAMB.  The System should record the date, time, farmer name, buyer name, Agents name in respect of each sale transaction and cross validate with the entry details made at the gate.  The System should calculate the liability of the person to pay the fees to the Market Committee and the last date for payment of the same. ** A prospective external device could be Wireless Hand Held Terminal which would capture the live rates of auction. Vendors may put forth their suggestion for any other device. Other devices could be PDAs, Simputer, smart card based devices etc. 1.6.Fee Monitoring System(G2B) Location: Circle Level, MC Level Linkages: MCs The Fee Monitoring System is required for collection and monitoring of committee- wise market fees in correlation with estimated arrivals. The indicative functionalities are as under:  The System should provide the details of outstanding market fee. Page 72 of 145
  • 73. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The System should generate a list of defaulters who have not paid their market fee and other charges within a stipulated period as specified by HSAMB.  The System should caution the appropriate level of authority to take suitable step to recover the market and other fees.  The System should provide report of an estimate of the expected market fee realizable and the actual fee realized.  The system should have appropriate linkages with Revenue Monitoring system sub-module of Mandi Management System.  The system should generate reports as specified by HSAMB. 1.7.Rent Monitoring System Location: Circle Level, MC Level Linkages: A/Cs Wing The Rent Monitoring System is required for monitoring and facilitation of the rent collection and maintaining records of outstanding dues, with action initiated. The indicative functionalities are discussed as under:  The System should have the details of the commercial properties of the Market Committees and HSAMB Board.  The System should store the details of tenants/lessee/purchasers of the properties.  The System should record the rent/lease payment/EMI received by the Market Committee against each property.  The System should record the payment details along with date and mode of payment.  The System should raise alert in respect of default or delay in payment by a tenant/lessee/purchaser.  The System should give the list of defaulters and raise alert at appropriate level for initiation of action.  The System should record the action taken against a defaulter and the compliance or the lack of it by the liable.  The System should record whether a non compliance matter has reached the Court from either side i.e., from Market Committee or the tenant/lessee/purchaser. Page 73 of 145
  • 74. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 1.8.MC Monitoring System Location: HQ Level, Circle Level Linkages: A/Cs Wing The MC Monitoring System is required for monitoring the operations of various MCs on periodical basis, including revenues, arrivals/purchases, financial status, etc. The indicative functionalities discussed as under:  The System should give user defined periodic information about the performance of the Market Committee in terms of revenue collection vis-à-vis revenue estimation.  The system should display entity wise revenue collection of all Market Committee and the corresponding estimates for the same.  The system should generate a list of Market fee and rent defaulters and their details.  The system should generate a report on action initiated against the defaulters and compliance or lack of it from the defaulters.  The system should generate report on the financial status of the Market Committee  The system should generate report on past conduct of License holders and their past track record.  The system should allow the appropriate authority to raise questions and seek explanation from the concerned authority at Zonal Level, District level or Market Committee level.  The system should have appropriate linkages with the Mandi Management System. 1.9.Court Case Monitoring System Location: HQ Level Linkages: Establishment Wing The Court Case Monitoring System is required to monitor various pending legal cases of wing, including case & counsel details, proceedings, current statuses, etc. The indicative functionalities are discussed as under  The system should record case details like Case Type, Case No., Court Name, Petitioner and Respondent, Stage of Case and Counsel details for all cases pending in which the Market Committee is a party.  The system should maintain a list of Court cases pending in the different Courts. Page 74 of 145
  • 75. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The System should record the details of property in dispute, for which matter is pending in Court.  The system should record the interim orders passed by the Court in each case.  The system should record the judgment in a case and the compliance of the order of the Court.  The system should record the name of the Counsels and the cases being handled by them.  The system should record professional fee structure of the counsel.  The System should record the opening of a new case file as also the closing of old case files.  The system should give customized report to the management in respect of the pending cases, case types, stage of case and the expenditure incurred in the case.  The system should record the judgment of the case and the compliance of the order of the Court.  The system should record whether opinion is required from Counsel for moving a superior Court.  The system should record the name of the Counsel and his opinion. 2. Mandi Management System (MMS) 2.1.Asset Monitoring System Location: MC Level Linkages: Establishment, A/C Wing The Asset Monitoring system is required to supervise the physical and financial status of all the assets of the MC and initiation of appropriate action for Asset Optimization. The indicative functionality of the module is as under: Movable Assets  The system should store details of all movable assets as specified by HSAMB.  The system should manage the online issuance and approval work flow of assets.  The system should record the details of repair and maintenance of assets as defined by HSAMB. Note: The record of vehicles is covered under Vehicle Monitoring System sub-module of Construction & Engineering System. Immovable Assets  The system should store details of all immovable assets and properties as specified by HSAMB. Page 75 of 145
  • 76. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should store details of land viz., plot number, khasra no. title holder and any other field as specified by HSAMB and the corresponding infrastructure developed on the land.  The system should record details of allotment of booths/Shops/Go downs.  The system should record details of renewal of allotment of booths/Shops/Go downs.  The system should collect the details of rent received from booths/ Shops/ Go downs.  The system should record the details of allotment of residential property.  The system should record the details of repair and maintenance of commercial assets as defined by HSAMB.  The system should generate report of outstanding rent and generate reminders to concerned personnel for further action.  The system should generate consolidated report of rent received/recovered in particular period as required by HSAMB. 2.2.Works Monitoring System Location: MC Level Linkages: LA wing, C&E wing The Works Monitoring module is required to monitor the status of on-going works of construction, maintenance and land acquisition in the notified market area. The indicative functionality of the module is discussed as under:  The system should have the facility to record the project plans and bids submitted by the contractors, if required, and as per standard formats.  The system should record the plan with the status of each stage or milestone as defined by HSAMB.  The system should record the progress of work in specified reporting formats.  The system should allow the user to prepare documents detailing work done by the contractor.  The system should allow the user to prepare bill for each contractor as per user defined criteria.  The system should allow online workflow review and approval.  The system should be able to monitor deviations, item wise under various works in execution.  The system should be able to track the Earnest Money and Security Deposit and should caution about their timely refunds. Page 76 of 145
  • 77. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 2.3.Revenue Monitoring System Location: MC Level Linkages: E&R wing, A/Cs wing The Revenue Monitoring module is required to record and monitor the entity-wise arrivals, sales and revenues at different yards & sub-yards. The indicative functionality of the module is as under:  The system should record the arrival of produce from entry point in yards & sub-yards.  The system should be able to record auction details such as name of purchaser, name of seller, name of commission agent, quantity, price, type of produce and any other field defined by HSAMB.  The system should be able to record the details of unsold produce.  The system should calculate the market fee and HRDF fee on the auction value of produce sold.  The system should record the receipt and payment of HRDF fee collected by MC.  The system should record the market fee received by MC.  The system should be able to verify the market fee details in H-register and M- return form as defined by HSAMB.  The system should be able to compare and verify the M-return received from commission agents and purchasers respectively.  The system should identify the auctions for which the market fee is not paid in stipulated time.  The system should generate report of non-payment of market-fee within the stipulated time along with the details of the purchaser.  The system should generate report of outstanding market fee as required by MC and HSAMB.  The system should be able to record details of the produce exiting from mandi premises.  The system should be able to give estimated stock of produce with commission agents.  The system should be able to send daily price report from MC office to Agmark in format defined by HSAMB.  The system should generate daily arrival report as required by HSAMB.  The system should generate periodic report of collection of Market fee. Page 77 of 145
  • 78. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should provide adequate interface with other modules as required by HSAMB. 2.4.Arrival Estimation System Location: MC Level Linkages: Establishment, E&R wing The Arrival Estimation module is required to assess village-wise productions and tentative arrivals and sale-process & procurement planning. The indicative functionality of the module is as under:  The system should have suitable linkage with Arrival Recording System sub- module of Enforcement and Regulation System.  The system should allow the user to enter information of estimated produce arrival in standard format.  The system should maintain a record of past arrival data of each commodity for a period as specified by HSAMB.  The system should give aggregate and entity wise past arrival information for any specified period.  The system should give consolidated and entity wise market fee realized for any specified period.  The system should assist in projecting the collection of market fee.  The system should compare the estimated produce arrival with actual arrival in mandis.  The system should assist in analyzing trends of arrival of produce in mandis.  The system should be able to generate reports of estimated arrivals as required by HSAMB.  The system should generate any other report as required by HSAMB. 2.5.Mandi-Space Management System Location: MC Level Linkages: C&E wing, E&R wing The Mandi Space Management module is required for planning and management of space in mandi for revenue maximization, cost reduction process facilitation. The indicative functionality of the module is as under:  The system should record the land usage details under Market Committee in standard format defined by HSAMB.  The system should maintain usage details of booths/shops/go-downs/plots under MC and HSAMB.  The system should maintain a record of allotment of booths/shops/go- downs/plots. Page 78 of 145
  • 79. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should assist in analyzing requirement of facilities in mandi and development works.  The system should be able to generate report of land usage details, as required by HSAMB. 2.6.MC Budget Planner Location: MC Level Linkages: Establishment, A/C wing The MC Budget Planning module is required for preparation of annual budgets for the MC and monitoring the allocated budgets and financial progress. The indicative functionality of the module is as under:  The system should maintain pre-defined formats for entering budget data.  The system should be able to assist in generating budget estimates for successive years.  The system should be able to prepare head-wise budgets estimates for MCs.  The system should maintain electronic version of budget registers as per the requirements of HSAMB.  The system should update the appropriate budget head on the sanctioned amount and monitor allocated funds subsequently.  The system should compile and generate receipt and expenditure budget reports.  The system should have facility to monitor actual versus budgeted receipts and expenditure.  The system should have ability to calculate budget variances  The system should have facility to create budget for the next year (as per requirement of HSAMB) before the current financial year closes.  The system have facility to roll forward actual and budget to the next financial year.  The system should maintain information about surplus or shortages of funds under budget heads.  The system should have the ability to caution the user on any approaching shortages. 2.7.Personnel Information System(G2E) Location: MC Level Linkages: Establishment wing The Personal Information sub module is required to maintain complete bio-data of all the employees of the MC with service records, leave records, ACR, etc. The indicative functionality of the module is as under: Page 79 of 145
  • 80. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should maintain employee file with the details of each employee like Name, Department, Designation, Pay Scale, Seniority, and any other defined field.  The system should allow the creation and deletion of employee file.  The system should maintain the payroll data of each employee such as Basic, DA, HRA, Allowances, GPF, LIC premium and any other defined field.  The system should maintain records of transactions done by the employee in the entire duration of his tenure with the HSAMB such as: PF contributions, IT deductions, Loans and advances, Medical reimbursements, Increments, Grants and any user defined field.  The system should maintain service records, leave records and ACR records of employee in prescribed format.  The system should allow modification of records as and when required only by authorized personnel.  The system should maintain audit trails of any changes made in the records of employee files.  The system should update the employee database as and when the transactions are made in respect of an employee.  The system should interact with Payroll Processing module for generation of monthly salaries.  The system should generate reports as specified by HSAMB. 2.8.Farmer Facilitation System(G2C module) Location: MC Level Linkages: Establishment, E&R wing The Farmer Facilitation module is required to analyze and study farmer-related data and preparation of farmer-facilitation databases. The data collected shall facilitate the decision making and assist in achieving high level objectives of the HSAMB. The indicative functionality of the module is as under:  The system should give the details of farmer and produce brought in a yard, sub-yards as defined by HSAMB.  The system should give a report of the region / area wise agricultural produce trend.  The system should record the details of Knowledge Centers being managed and run by HSAMB at each district, market committee. Page 80 of 145
  • 81. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to disseminate information to farmers through Short Message Service, System Generated calls or any other medium proposed by bidder.  The system should disseminate information to farmers on market prices, produce arrival in Mandis and any other details specified by HSAMB.  The system should be scalable to share information with other initiatives of the state government like Ekal Sewa Kendra, E-Disha etc.  The system should be able to generate reports as required by Marketing & Enforcement wing, HSAMB. 3. Construction and Engineering System 3.1.Works Assessment Module(G2G module) Location: Circle Level, MC Level Linkages: MCs Work Assessment module is required for the assessment and fixation of various developmental & maintenance requirements at MCs across the state. The indicative functionality of the module is discussed as under:  The system should record the details of initiator of any construction work. The system should also record the details of proposal received for the above.  The system should record the details of the proposed construction work.  The system should store the details of the assets of the mandi with their design specifications and their date of construction.  The system should record the requisition for maintenance of assets by Market Committee.  The system should allow online preparation of preliminary report, its review and approval.  The system should allow online review and approval of the preliminary report by competent authorities. 3.2.Planning and Drawing Module Location: Circle Level Linkages: LA wing The Planning and Drawing module is required for preparation of Site-drawings & Lay-out Plans for various constructional requirements on selected sites. The indicative functionality of the module is discussed as under:  The system should store standards drawing patterns approved by HSAMB and PWD.  The system should have tools for drawing of layouts for constructional requirements. Page 81 of 145
  • 82. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to store all design layout plans of HSAMB.  The system should allow online review and approval by competent authority. 3.3.Cost Estimation System(G2G module) Location: HQ Level, Circle Level Linkages: Establishment wing The Cost Estimation System is required for preparation of various Rough Cost Estimates & obtaining corresponding Administrative Approvals. The indicative functionality of the module is discussed as under:  The system should store the PWD Haryana Scheduled Rates, 1988.  The system should store the rate of non scheduled items.  The system should allow for updating the scheduled rates/non scheduled items rates in terms of premiums allowed on percentage basis on the scheduled item.  The system should allow the premiums to be updated in scheduled rates.  The system should record the case history of each construction work.  The system should provide pre-defined format for preparation of cost estimates as specified by HSAMB.  The system must take inputs for preparation for Rough Cost Estimate from the specifications of the design layout prepared.  The system should allow the user to calculate the Rough Cost Estimate based on the scheduled and non schedules items and the percentage premium allowed on each scheduled rate items on the insertion of quantity only.  The system should calculate the value of the Rough Cost Estimate on quantity inserted by the end user.  The system must maintain an audit trail for the editing done by Competent Officers.  The system should allow the Rough Cost Estimate prepared be sent online to the Competent Authority for Administrative Approval.  The system should send information to the concerned branch (Accounts, Market Committee, Circle, Division, Construction Cell HQ or any other as specified by HSAMB) regarding approval of the Rough Cost Estimate. 3.4.Technical Sanction Location: HQ Level Linkages: Establishment wing The Technical Sanction module is required for preparation of Detailed Cost Estimates & finalization of various drawings for obtaining corresponding Technical Sanctions. The indicative functionality of the module is discussed as under: Page 82 of 145
  • 83. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should allow the user to prepare the Detailed Cost Estimate of any construction work.  The system should retrieve the case history of each construction work.  The system should retrieve the rates from the database which stores the rates of the Haryana PWD Schedule of Rates, 1988.  The system should take inputs for preparation for Detailed Cost Estimate from the specifications of the design layout prepared.  The system should calculate the value of the Detailed Cost Estimate on quantity inserted by the end user.  The system should allow the user to get the detailed cost estimate scrutinized and validated by the appropriate authority.  The system should allow incorporation of the prevailing rates as approved by the Competent Officer.  The system should allow the editing by appropriate authority of the Detailed Cost Estimate prepared by the end user.  The system must maintain an audit trail for the editing done by Competent Officers.  The system should allow preparation of Detailed Cost Estimate and online review and approval by the Competent Authority for Technical Sanction.  The system should send information to the concerned branch (Accounts, Market Committee, Circle, Division, Construction Cell HQ or any other as specified by HSAMB) regarding approval of the Detailed Cost Estimate. 3.5.Tender Management System Location: HQ Level Linkages: Establishment wing The Tender Management System is required for the preparation of NIT & DNIT, review of submitted bids, awarding the tenders & maintenance of contractor databases. The indicative functionality of the module is discussed as under:  The system should maintain a database of registered Contractors of HSAMB and their category in terms of department viz., Electrical, Mechanical, Civil and their classification in terms of commercial standing or any other parameter as specified by HSAMB.  The system should allow the user to prepare NIT/DNIT in a format as specified by HSAMB.  The system should take the details for preparation for NIT/DNIT from the Detailed Cost Estimates of the specified construction work. Page 83 of 145
  • 84. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system must take inputs for preparation for NIT/DNIT from the specifications of the design layout prepared.  The system must allow the NIT/DNIT prepared be saved in format which can be sent to the appropriate agency for publishing in newspapers.  The system should allow online approval of NIT/DNIT by competent authority.  The system should record the details of the Tender Case received against the tender along with the name of the firm and date of submission.  The system should prepare the comparative financial statement of all technically qualified bidders in a formatted chart as specified by HSAMB.  The system should allow the user to generate a letter of allotment of work to the successful bidder.  The system should store the name of the contractor who has been awarded the tender.  The system should be scalable and interoperable with a third party software for the purpose of e – procurement. 3.6.Works Allocation System Location: HQ Level Linkages: Establishment wing The Works Allocation System is required for allocation, demarcation and physical & financial requirement analysis for all outstanding/new works. The indicative functionality of the module is discussed as under:  The system should store the information for any outstanding work/ new work as requested by a concerned department or assessed by construction cell.  The system should allow analyzing the requirements of these construction activities in terms of the money involved and the time required.  The system should abet the planning process for these outstanding/new requirements. 3.7.Works Monitoring System Location: HQ Level, Circle Level Linkages: Establishment wing The Works Monitoring System is required to monitor the physical & financial progress of various works by collection & compilation of daily worksheets, payment details, etc. The indicative functions are discussed as under  The system should record the measurement of work with details required as specified by HSAMB.  The system should allow preparation of running bill for the quantum of work done by the contractor. Page 84 of 145
  • 85. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should allow validation of the measurement and bill by appropriate authority.  The system should allow the passing of the bill by appropriate authority including all previous bills.  The system should prepare work status reports in a format as specified by HSAMB for review by Senior Officers for each contract work. 3.8.Inventory Management System Location: HQ Level, Circle Level Linkages: Establishment wing The Inventory Management System is required to maintain dynamic inventories of various raw materials (cement, bitumen, etc.) & generating periodical stock statements. The indicative functionality of the module is discussed as under:  The system should store the inventory item of construction cell at each division as categorized by HSAMB.  The system should keep information about the stock items available in the home divisional store and other divisional store.  The system should update item quantity in case of transaction (inward or outward) of item.  The system should allow the user to seek approval of the concerned officer to withdraw an item if item is available in the home division store.  The system should allow the user to seek the approval of the Competent Authority for withdrawal of stock from another store.  The system should raise an alert for the Competent Authority to accord sanction.  The system should record a minimum inventory level for each item. The inventory level should be defined by HSAMB against each item.  The system should store an Economic Order Quantity and lead and lag time for each item as specified by HSAMB.  The system should raise an alert when the stock item goes below the minimum inventory level for an item.  The system should generate a report of items available and their quantity as also the stock out items in each store for the Senior Officers for procurement planning.  The system should generate the monetary value of the items available in the store. 3.9.Vehicles Monitoring System Page 85 of 145
  • 86. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Location: HQ Level, Circle Level Linkages: Establishment wing The Vehicles Monitoring System is required for monitoring & scheduling various vehicles by creation of digital logbooks, fuel consumption charts, routing plans, etc. The indicative functionalities are discussed as under  The system should maintain a record of all vehicles, their model and year of purchase as defined by HSAMB.  The system should have the list of vehicles and the name of officer to whom the vehicle is allotted. Driver allotted to vehicle should be also in the list.  The system should record the fuel consumption of each vehicle.  The system should have record the total distance traveled by each vehicle.  The system should record the maintenance and repair cost incurred in each vehicle.  The system should record the bookings of each vehicle.  The system should allow the designated officer to raise a request for purchase of new vehicle.  The system should allow for online approval of the purchase request.  The system should allow the user to initiate the process of sending a request to State Condemnation Board for purchasing a new vehicle.  The system should allow the user to append the number of vehicles purchased their model, rate and expense occurred in the purchase of a new vehicle.  The system should allow for storing the insurance, tax and other charges for each vehicle.  The system should raise an alert within a period as defined by HSAMB when the insurance, tax or other charges expire.  The system must record the vehicle details which go to the State Vehicle Condemnation Board for auction.  The system should allow for recording the price received in the auction of a condemned vehicle.  The system should generate reports for vehicles in terms of their usage and fuel consumption pattern. It should give the repair cost incurred in each vehicle. Page 86 of 145
  • 87. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 3.10. Court Cases Monitoring System Location: HQ Level Linkages: Establishment wing The Court Case Monitoring System is required to monitor various pending legal cases of wing, including case & counsel details, proceedings, current statuses, etc. The indicative functionality of the module is discussed as under:  The system should record the name of the Contractor and the Contract details embroiled in arbitration.  The system should record the name of the arbitrator and the date on which the proceedings has begun.  The system should retrieve the contract details on which the arbitration has initiated. It should also record the point on which the arbitration proceedings have initiated.  The system should record the proceedings of the Arbitration process.  The system should record the findings of the Award.  The system should record the Award of the Arbitration and its details.  The system should record the execution of award or the lack of it.  The system should store the list of cases pending against the Construction Cell and the case details in terms of Case No., Name of Court, Petitioner and Respondent, Stage of Case, Name of Contract under litigation, Division, Market Committee under impact.  The system should record the name of the Counsels and the respective cases being handled by them. Their professional fee structure should also be recorded.  The system should allow the user to prepare monthly report in a format as specified by HSAMB to be sent to legal department and accounts department for professional bill processing of the Counsel.  The system should give customized report to the management in respect of the pending cases, case types, stages of case and the expenditure incurred in each case.  The system should record the judgment of the case and the compliance of the order of the Court.  The system should record whether opinion is required from Counsel for moving a superior Court.  The system should record the name of the Counsel and his opinion. Page 87 of 145
  • 88. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 4. Land Acquisition System 4.1.Requirement Analysis System Location: Circle Level, MC Level Linkages: Establishment, A/Cs wing The Land Acquisition System is required for determining & fixing actual land needs of various MCs on basis of previous arrivals, future estimates, etc. The indicative functionalities are discussed as under:  The system should give report of the past arrival data of each entity in each Mandi for any specified period.  The system should give the aggregate arrival of all entities of each market committee for any specified period.  The system should give reports in format as specified by HSAMB for analyzing the past arrivals and the time series analysis of the produce for any mandi.  The system should give future arrival estimates based on past data and trend in arrival patterns.  The system should prepare a chart of trend of arrivals of entity of each mandi which should abet the management in planning for construction of new mandi or expanding / upgrading an existing mandi.  The system should allow the management to analyze the requirement of additional land for construction of new mandi on pre defined parameters or any other parameter as specified by HSAMB. 4.2.Site Selection Module (G2G module) Location: HQ Level, Circle Level Linkages: C&E wing, MCs The Site Selection Module is required for selecting & short-listing prospective sites for acquisition on basis of factors like location, price, etc. The indicative functionality of the module is discussed as under:  The system should record the details of the land recommended by the Competent Authority for acquisition.  The system should record the name of the owner/owners of the land, per unit rate of the land and any other field as specified by HSAMB.  The system should be able to store GIS boundary maps of land and other property owned by HSAMB.  The system should allow users to make on-line queries on land details by clicking on the map.  The system should record the comments of the members of the Site Selection Committee. Page 88 of 145
  • 89. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 4.3.Acquisition Monitoring System (G2G module) Location: HQ Level, Circle Level Linkages: Establishment, C&E wing Acquisition Monitoring System is required for facilitating time-bound & sequential compliance of total process of obtaining NOCs for acquiring selected sites. The indicative functionalities are discussed as under:  The system should record the requisition for acquisition of land. It should also store the documents for requisition viz., Resolution passed by Market Committee etc.  The system should record the evaluation made in terms of technical and administrative details at the HSAMB Head quarter.  The system should record the request made to the State Government for acquisition of land.  The system should record the number of requisition proposals pending with the State Government and their stages of acquisition process.  The system should record the stages of acquisition process initiated by State Government / Land Acquisition Collector.  The system should record the objections and disputes raised at all the stages of acquisition process. Acquisition process is initiated by the State Government under the Land Acquisition Act, 1884. The stages of land acquisition run under various sections viz., Sec 4, 5, 6, 7, 8 and 9. The system should record the movement of the acquisition process within these sections. The objections and litigations, if any, and their details should get recorded in this system.  The system should have the facility to drop the land acquisition activity requested by the Board and the corresponding details in terms of letters, date etc. should get recorded in it.  The system should capture the quantum of money to be given to the Land Acquisition Collector as also the Award announced by the Collector against a particular piece of land.  The system should record the name of the land owners and the compensation to be paid to them.  The system should record the details of payment given to the Land Acquisition Collector and the action taken by the concerned officer in distributing it to the recipients.  The system should generate report as specified by HSAMB. Page 89 of 145
  • 90. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 4.4.Auction Management System(G2C module) Location: HQ Level, MC Level Linkages: C&E, A/Cs wing Auction Management System is required for sale & distribution of various plots, shops, booths, etc. at MCs by auctioning & maintaining database of each transaction. The indicative functionality of the module is discussed as under:  The system should record the details of plots, kiosks and go downs developed in the mandi.  The system should record the reserve price of each plot, kiosk and rental of go downs.  The system should record the auction rate of each plot and kiosk.  The system should record the details of properties given in reserve price and market price and the details of the recipients.  The system should record the date on which possession of the property is given to the recipient and the details of the recipient.  The system should record the down payment made on plots and the number of installments and EMI fixed on the outstanding amount.  The system should record installment received against each plot. It should also record the non payment or dispute, if any, against a plot or kiosk.  The system should record the details of construction made on plots.  The system should generate report as specified by HSAMB. 4.5.Court Case Monitoring System (G2C) Location: HQ Level Linkages: Establishment, A/Cs wing Court Case Monitoring System is required to monitor various pending legal cases of wing, including case & counsel details, proceedings, current statuses etc. The indicative functionality of the module is discussed as under:  The system should capture the details of any dispute between the recipient of the plot or kiosk. It should also capture details of the appeal filed before the Chief Administrator. Outcome of the appeal should be recorded in the system.  The system should store the different land related dispute pending in different Courts and their stages.  The stage of the case and the property in dispute should be recorded in the system.  The system should store the list of cases pending in terms of Case No., Name of Court, Petitioner and Respondent, Stage of Case, Name of land owners/plot holders under litigation, Division, Market Committee under impact. Page 90 of 145
  • 91. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The System should record the opening of a new case file as also the closing of old case files.  The system should record the interim orders passed by the Court in each case.  The system should record the name of the Counsels and the respective cases being handled by them. Their professional fee structure should also be recorded.  The system should allow the user to prepare monthly report in a format as specified by HSAMB to be sent to legal department and accounts department for professional bill processing of the Counsel.  The system should give customized report to the management in respect of the pending cases, case types, stage of case and the expenditure incurred in the case.  The system should record the judgment of the case and the compliance of the order of the Court.  The system should record whether opinion is required from Counsel for moving a superior Court.  The system should record the name of the Counsel and his opinion. 5. Accounts Branch 5.1.Consolidated Expenses Monitor Location: HQ Level, Circle Level Linkages: All wings, MCs The Compilation Expense Monitor module is required for compilation of MC-wise, branch-wise & head-wise details of all revenue & capital expenses including of construction works. The indicative functionality of the module is discussed as under:  The system should be able to collect & record expenses of Branches, Market Committees, and Field offices (including deposit works) under prescribed heads.  The system should be able to compile and consolidate expenses of Branches, Market Committees and Field offices as required by HSAMB.  The system should prepare branch-wise, MC-wise & Field office-wise details of all revenue & capital expenses under prescribed heads.  The system should provide access right to authorized personnel for addition or deletion of expense heads.  The system should generate periodic expenditure statements as defined by user and should be able to prepare Payments and Annual Accounts. Page 91 of 145
  • 92. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should generate Ledger balances.  The system should generate Trial balance of the final accounts.  The system should prepare a comparative statement of actual expenses with budgeted expanses. 5.2.Consolidated Income Monitor Location: HQ Level, MC Level Linkages: All wings, MCs The Consolidated Income Monitor module is required for compilation of MC-wise, branch-wise & head-wise details of all incomes, including market fees, property rents, plot-sales, etc. The indicative functionality of the module is discussed as under:  The system should be able to collect & record receipt/income of Branches, Market Committees, and Field offices under prescribed heads.  The system should prepare branch-wise, MC-wise & Field office-wise details of all receipts and income against rent, market fees, recoveries, fines, plot sales, deposit works etc.  The system should be able to compile and consolidate income of Branches, Market Committees, and Field offices for property rents, market fees, recoveries, fines, plot sales etc.  The system should provide access right to authorized personnel for addition or deletion of receipt/income heads.  The system should be able to generate user defined periodic receipt/income statements and prepare Annual Accounts.  The system should generate a report of outstanding balance with Branches, Market Committees, and Field offices.  The system should generate Ledger balances.  The system should generate Trial balance of the final accounts.  The system should prepare a comparative statement of actual income with budgeted income. 5.3.Consolidated Budget Monitor Location: HQ Level, MC Level Linkages: All wings, MCs The Consolidated Budget Monitor module is required for preparation of head-wise budgets for various wings/MCs and monitoring allocated funds subsequently. The indicative functionality of the module is discussed as under:  The system should maintain pre-defined formats for entering budget data. Page 92 of 145
  • 93. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to assist in generating budget estimates for successive years.  The system should be able to prepare head-wise budgets for various wings/MCs and Field offices.  The system should be able to record budgeted income and expenditure statements from branches at HSAMB (HQ), offices of MCs and field offices of ZAs, ZMEOs, DMEOs, CE, SEs and XENs.  The system should be able to generate reminders for concerned branch/office, if the budget details are not submitted in time.  The system should compile and consolidate the budget heads from all the branches/ offices.  The system should allow online approval/sanction for the budgets by competent authorities.  The system should maintain electronic version of registers as per the requirements of HSAMB.  The system should update the appropriate budget head on the sanctioned amount and monitor allocated funds subsequently.  The system should have facility to enter receipt and expenditure budgets branch wise.  The system should compile and generate receipt and expenditure budget reports.  The system should have facility to monitor actual versus budgeted receipts and expenditure.  The system should have ability to calculate budget variances  The system should have facility to create budget for the next year (as per requirement of HSAMB) before the current financial year closes.  The system have facility to roll forward actual and budget to the next financial year.  The system should have facility to transfer funds between different budget heads.  The system should allow authorized personnel to add or delete budget heads.  The system should maintain information about surplus or shortages of funds under budget heads.  The system should have the ability to caution the user on any approaching shortages. Page 93 of 145
  • 94. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 5.4.Deposit Works Monitor Location: Circle Level, MC Level Linkages: C&E wing, MCs The Deposit Works module is required for compilation of all expenses incurred by MCs on various Deposit Works, including civil, electrical & public health works. The indicative functionality of the module is discussed as under:  The system should maintain a Deposit works database with the details like date of approval, MC involved, sanctioned amount, date of commencement, progress of work, revision of sanctioned amount etc.  The system should collect and update information regarding monthly progress of deposit works from divisions and MC offices.  The system should store and compile all expenses incurred by MCs on various Deposit Works, including civil, electrical & public health works.  The system should store and compile all receipts from MCs against deposit works.  The system should maintain details of Letter of Credit issued to divisional offices.  The system should generate periodic reports on the progress of deposit works.  The system should assist in analyzing the progress of deposit works by assessing project completion, cost and other parameters defined by HSAMB.  The system should generate reports on the expenses incurred and income receipts against deposit works.  The system should generate report of financial status of deposit works as required by HSAMB.  The system should have appropriate linkages with Expanse Monitor module. 5.5.Bank Reconciliation Module Location: HQ Level, Circle Level Linkages: Bank, MCs The Bank Reconciliation Module is required for monitoring & reconciliation of all financial statements of deposits/withdrawals from various banks. The indicative functionality of the module is discussed as under:  The system should maintain a record of all financial transactions with banks.  The system should have ability to compare the debit and credit entries in cash book with bank.  The system should generate a report of outstanding balance of Cash Book and Bank.  The system should allow validation of data. Page 94 of 145
  • 95. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should allow the users to put their comments online for error correction.  The system should maintain the audit trail of correction/changes in the transactions. 5.6.Payroll Accounting Module(G2E) Location: HQ Level, Circle Level Linkages: All wings, MCs The Payroll Accounting Module is required for processing & preparation of all salaries, allowances, increment schedules, taxes, GPF, CPF, arrears, etc. The indicative functionality of the module is discussed as under:  The system should maintain the details of each employee like Name, Department, Designation, Pay Scale, PAN, and any other defined field.  The system should maintain the payroll data of each employee such as Basic Pay, DA, HRA, Allowances and deductions like GPF, LIC premium and any other defined field.  The system should maintain the leave records of each employee.  The system should enable authorized users to update leave data on a regular basis.  The system should be able to calculate for each employee Salary, Increments and Promotions, Deductions, Income Tax, Advances, Miscellaneous recoveries, etc.  The system should generate the monthly salary slip with details including Basic, DA, HRA, Allowances, GPF, LIC premium, projected earnings, projected tax liability, details of any outstanding loan and any other field defined by HSAMB.  The system should consider the current as well as projected earnings & savings of employees for TDS calculations.  The system should be able to prepare the Form-16 for employees of HSAMB.  The system should allow only the authorized/restricted users to access the payroll information.  The system should allow only the authorized user to edit the payroll data for an employee (in case of promotions, penalties etc).  The system should add increments according to each employee‟s pay scale and date of increment as marked in the service record.  The system should have appropriate linkage with the Personnel Information System and Pensioner‟s Module. Page 95 of 145
  • 96. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should generate LPC (Last Pay Certificate) for employees transferred or discontinuing services with HSAMB.  The system should prepare user define periodic reports of salaries disbursed.  The system should allow authorized user to create/delete new head in salary statements.  The system should allow calculation and disbursement of arrears.  The system should provide adequate interfaces with concerned departments/establishments as required by HSAMB. 5.7.Loans & Advances Monitor(G2E) Location: HQ Level, Circle Level Linkages: All wings, MCs The Loans & Advances Monitor module is required for maintaining records of loan & advances given to Board‟s employees and loans given by Board to Market Committee & other institutions, pertaining to out-standing dues & for approval of loans/long-term advances. The indicative functionality of the module is discussed as under: 5.7.1. Loans & Advance to Employees  The system should provide facility to employees for application of loans & advances.  The system should allow online approval/sanction for the loans & advances by competent authorities.  The system should provide adequate interface with payroll accounting module so that deductions may be made whilst the generation of salaries.  The system should provide details of outstanding dues (including interest) of employees.  The system should be able to generate need based reports of sanctioned/disbursed/rejected loan cases. 5.7.2. Loans & Advance to MC & Other Institutions  The system should provide facility for application of loans/ Grant-in-Aid by financially week MCs and other Institutions.  The system should allow online approval/sanction for the loans & advances by competent authorities.  The system should provide adequate interface with Budget & Cash accounting module so that disbursements & recoveries may be made.  The system should provide details of outstanding dues. Page 96 of 145
  • 97. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to generate need based reports of sanctioned/disbursed/rejected cases. 5.8.Pensioners’ Module(G2C) Location: HQ Level, Circle Level Linkages: All wings, MCs The Pensioner‟s module is required for generation of different pensioners‟ bills, statements of commuted/family pensions, etc. for different applicants. The indicative functionality of the module is discussed as under:  The system should allow employees to apply for pension payments.  The system should allow authorized personnel to initiate the process of sanction of pension for employee retiring for reasons other than by way of superannuation.  The system should be able to compute pension of the employee considering his service record.  The system should calculate the other retirement benefits of an employee.  The system should assist in preparation of pension cases and finalization thereof.  The system should assist in verification of service from service book records.  The system should allow online approval/sanction for the pension by competent authorities.  The system should be able to generate pension‟ orders to employee and bank.  The system should generate the report of pension disbursed every month.  The system should generate the list of retiring employees.  The system should provide the current status of pending cases for pension payment.  The system should assist in preparing budget estimates for contribution to pension fund of ensuing year.  The system should keep a record of contributions made to the pension fund.  The system should provide reports of contributions to the pension fund as required by HSAMB. 5.9.Investment Monitoring Module Location: HQ Level, Circle Level Linkages: All wings, MCs The Investment Monitoring module is required to monitor Market Committee-wise & wing-wise status of investments, surplus funds & savings for planning future capitalizations. The indicative functionality of the module is discussed as under: Page 97 of 145
  • 98. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to generate report of funds available with Market Committee, Field Offices and HSAMB (HQ).  The system should keep a record of Fixed Deposits and other investments.  The system should be able to compute the interest earned on Fixed Deposits.  The system should generate report of interest earned on a Fixed Deposits, as defined by the user.  The system should keep a track of Fixed Deposits maturing in near future.  The system should keep account of overdraft against Fixed Deposits maintained with banks. Page 98 of 145
  • 99. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 6. Management Facilitation and Reporting (MFR) The Management Facilitation and Reporting Module would be the focal point, around which the complete application architecture would be constructed. This module shall facilitate the Top-level Management at HSAMB Head Office to gather the required processed data from various information systems functioning at different levels in the Board, and process the same for generation of desired reports for the State Government, Legislative Assembly and the Accountant General Office. This application shall have interface with all the Master and Transaction Databases of various wings and MCs. The modules undertaken should be able to provide Government to Government (G2G) interfaces so that the other departments/corporations interacting with the Haryana State Agriculture Marketing Board should able to login to get the requisite information required by them. The authority to access the information should be decided in consultation with HSAMB and HARTRON. The modules of this application include: 6.1.CM Announcement System(G2G, G2C module) Location: HQ Level Linkages: All wings, MCs The CM Announcement System is required to monitor status of various works initiated as per CM Announcements. The indicative functionality of the module is discussed as under:  The system should generate need-based/ periodic reports on progress of work on CM announcement.  The system should have adequate interface with Construction and Engineering system.  The system should collect information to monitor the status of works initiated as per CM Announcements.  The system should generate report about physical and financial progress of construction works as required by HSAMB.  The system should be able to update CM Announcement monitoring application (developed by NIC) deployed at Construction cell, HSAMB and send information to CM Office through the application.  The system should generate report as specified by HSAMB. Page 99 of 145
  • 100. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 6.2.Assembly Question Module(G2G module) Location: HQ Level Linkages: All wings, MCs The Assembly Question Module is required to prepare appropriate and timely replies, with details of action taken, for different issues raised in the State Legislative Assembly regarding Board‟s functioning and performance. The indicative functionality of the module is discussed as under:  The system should record issues raised in the State Legislative Assembly regarding Board‟s the functioning and performance.  The system should record the details of issue raised in the format defined by HSAMB for appropriate action.  The system should allow user to record details of action taken to address issues raised in Assembly.  The system should provide adequate interface with master databases to prepare appropriate and timely replies to issues raised in Assembly.  The system should generate report of issues addressed/ unaddressed in the Assembly.  The system should generate report as specified by HSAMB. 6.3.Daak Monitoring System Location: HQ Level, Circle Level Linkages: All wings, MCs The Daak Monitoring System is required for receiving & monitoring all official correspondence from various departments & external agencies. The indicative functionality of the module is discussed as under:  The system should record all Incoming and Outgoing letters.  The system should maintain a Diary/ Despatch register.  The system should keep a track and maintain the status of postal communication.  The system should be able to reveal the status of despatch in transit.  The system should be able to generate reports like Receipt Report, Despatch Report, and any other report as specified by HSAMB. 6.4.Instructions Monitoring System Location: HQ Level, Circle Level Linkages: All wings, MCs The Instructions Monitoring System is required to monitor the subject matters, dates of issue, receipt & circulation and statuses of consolidated instructions. The indicative functionality of the module is discussed as under: Page 100 of 145
  • 101. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should maintain a record of instructions issued with details like officer, subject matter, date of issue and any other defined field.  The system should be able to record the receipt and circulation status of instructions.  The system should allow authorized personnel to update the action taken/ feedback of instructions.  The system should generate report of instruction issued and action taken, as required by HSAMB. 6.5.Works Monitoring System Location: HQ Level, Circle Level Linkages: All wings, MCs The Works Monitoring System is required to monitor financial & physical status of various works of construction and land acquisition initiated by the Board. The indicative functionality of the module is discussed as under:  The system should record the project plan with details of each stage and milestone as specified by HSAMB.  The system should maintain record of status of Land acquisition work.  The system should record progress of work in specified reporting formats.  The system should allow the user to view documents detailing work done by the contractor.  The system should allow the user to view bill for each contractor.  The system should allow workflow review and approval.  The system should be able to monitor deviations, item wise under various works in execution.  The system should be able to track the Earnest Money and Security Deposit and should caution about their timely refunds. 6.6.Revenue Monitoring System Location: HQ Level, Circle Level Linkages: All wings, MCs The Revenue Monitoring System is required to monitor the entity-wise revenues generated at different MCs for trend analysis using previous arrival/purchases data. The indicative functionality of the module is discussed as under:  The system should provide auction details such as name of purchaser, name of seller, name of commission agent, quantity, price, type of produce and any other field defined by HSAMB.  The system should provide details of unsold produce.  The system should give the receipt and payment of HRDF fee collected by MCs. Page 101 of 145
  • 102. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should make available the market fee received by MCs.  The system should assist in verifying the market fee details in H-register and M-return form as defined by HSAMB.  The system should be able to compare and verify the M-return received from commission agents and purchasers respectively.  The system should identify the auctions for which the market fee is not paid in stipulated time.  The system should generate alerts for non-payment of market-fee.  The system should generate report of outstanding market fee as required by MC and HSAMB.  The system should give details of the produce entering and exiting from mandi premises.  The system should give estimated stock of produce with commission agents.  The system should assist in trend analysis using previous arrival/purchases data  The system should generate daily arrival report as required by HSAMB.  The system should generate report of year/month/season wise collection of Market fee.  The system should provide adequate interface with other modules as required by HSAMB. 6.7.Personnel Information System Location: HQ Level Linkages: All wings, MCs The Personnel Information System is required to maintain consolidated records of all employees, including name, designation, code, date of joining, current posting, etc. The indicative functionality of the module is discussed as under:  The system should maintain consolidated record of all employee with the details like Name, Department, Designation, date of joining, Pay Scale, Seniority, and any other defined field.  The system should maintain the payroll data of each employee such as Basic, DA, HRA, Allowances, GPF, LIC premium and any other defined field.  The system should maintain records of transactions done by the employee in the entire duration of his tenure with the HSAMB such as: PF contributions, IT deductions, Loans and advances, Medical reimbursements, Increments, Grants and any user defined field. Page 102 of 145
  • 103. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should maintain service records, leave records and ACR records of employee in prescribed format.  The system should allow modification of records as and when required only by authorized personnel.  The system should maintain audit trails of any changes made in the records of employee files.  The system should update the employee database as and when the transactions are made in respect of an employee. 6.8.Charge-sheet Monitoring System Location: HQ Level Linkages: All wings, MCs The Charge-sheet Monitoring System is required to maintain records of all Charge-sheets under Rule 7 & 8, including contents of complaints, enquiry details, statuses, etc. The indicative functionality of the module is discussed as under:  The system should maintain a record of all charge-sheeted employees and the details like section, department and the Charge - Sheet.  The system should update the service record and personal file of employee, if charge-sheeted.  The system should record the status of complaints and enquiry details against charge-sheeted employees.  The system should be able to generate report of charge-sheeted employees as specified by HSAMB. 6.9.ACR Monitoring System Location: HQ Level Linkages: All wings, MCs The ACR Monitoring System is required to maintain comprehensive resumes of ACRs, including employee details, briefs, authorities involved, overall assessment, etc. The indicative functionality of the module is discussed as under:  The system should maintain a record of ACRs of all employees.  The system should allow the In-charge and Supervisors to update and complete the ACRs of the employees.  The system should allow online transfer of the ACR to the Administration department.  The system should allow the Administration department to send the adverse remark passed to the affected employee.  The system should be able to generate report of ACRs of employees as required by HSAMB. Page 103 of 145
  • 104. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 6.10. Complaints Monitoring System Location: HQ Level Linkages: All wings, MCs The Complaints Monitoring System is required to maintain detailed records of various pending enquiries & complaints, along with important dates & details of actions initiated. The indicative functionality of the module is discussed as under:  The system should maintain a record of all complaints at MC, Field offices and Head Quarter level.  The system should allow creating new complaint record.  The system should be able to record the action initiated to take up the complaint as required by HSAMB.  The system should allow authorized personnel to update the status of complaints.  The system should provide the current status of all complaints at MC, Field offices and Head Quarter level.  The system should maintain a record of all enquiries at MC, Field offices and Head Quarter level.  The system should allow creating new enquiry record.  The system should generate a report of number of enquiries between any given periods and the reasons thereof.  The system should record inquiry details like dates of enquiry, dates of examination of witnesses and recording the evidences and any other field defined by HSAMB.  The system should provide for drafting of Inquiry Report  The system should send Inquiry report online to the Competent Authority.  The system should record the date of the verdict and the verdict given by the Competent Authority.  The system should record the dissent note, if any, of the Competent Authority on the draft Inquiry Report.  The system should record re–inquiry details, if any.  The system should record the details of appeal like date of filing, Competent Appellate authority, outcome of the appeal and any other field defined by HSAMB.  The system should provide the current status of all enquiries and appeals.  The system should generate report of pending complaints & enquiries as required by HSAMB. Page 104 of 145
  • 105. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 6.11. Court Cases Monitoring System Location: HQ Level Linkages: All wings, MCs The Court Cases Monitoring is required to monitor various pending legal cases of Board, including case & counsel details, proceedings, current statuses, etc. The indicative functionality of the module is discussed as under:  The system should maintain a record of all legal cases of MC, Field offices and Board.  The system should allow creating new court case record.  The system should record the details of the case like department of the aggrieved, date of notice, subject matter and any other field defined by HSAMB.  The system should provide the current status of all court cases pending at MC, Field offices and Head Quarter level.  The system should allow authorized personnel to update the status of court case.  The system should generate report of pending court cases as required by HSAMB.  The system should store details of empanelled counsels.  The system should maintain a record of performance of counsels i.e. number of cases allotted, pending cases, cases for which final judgment is given, number of case won/lost and any other field defined by HSAMB. 6.12. Pension & Ex-gratia Module Location: HQ Level Linkages: All wings, MCs The Pension & Ex-gratia Module is required to maintain detailed pension & ex- gratia records of various employees, along with remarks, decision taken, etc. The indicative functionality of the module is discussed as under:  The system should maintain a list of employees retiring in near future, as defined by HSAMB.  The system should assist in preparation of pension cases and finalization thereof.  The system should assist in verification of service from service book records.  The system should keep a record of contributions made to the pension fund.  The system should provide the current status of pending cases for pension payment. Page 105 of 145
  • 106. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB  The system should be able to assist in preparing budget estimates for pension contribution.  The system should generate the report of pension disbursed every month.  The system should compare the budget estimate and actual contributions made for pension and caution the concerned personnel for any shortages.  The system should generate report of pension & ex-gratia records along with other details as required by HSAMB.  The system should generate any other report as specified by HSAMB. Page 106 of 145
  • 107. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Annexure 2: Process Maps Budget compilation Accounts Initiation of process for Compilation & consolidation Verification & (HQ) Compilation of budget by all Preparation of head budget preparation by of income & expenditure for scrutinization of sections of Accounts wing wise budget Budget Section the ensuing year budget data Committee Market Requests for cost Expenditure on Estimation of income & Compilation of income estimation of deposit works is expenditure under & expenditure for the deposit works ascertained different prescribed heads ensuing year ZA office Compilation of income & expenditure for the ensuing year Divisions Input on cost Estimation of income & expenditure of deposit under different prescribed heads works Circle Compilation of income & expenditure for the Approval by SE ensuing year Budget sent to HSAMB Compilation & consolidation of Approval by CA/ Approval by State Govt for (HQ) budget by Administrative wing/ Approval by CA Approval by CE Chairman Board accord of sanction Store Keeper (including (including DMEO HQ) Estimation of income & expenditure under different prescribed heads ZMEO HQ) Compilation of income & expenditure for the ensuing year Page 107 of 145
  • 108. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Pay-bills processing Medical Bills Loans & Advance TA Bills Makes an application of loans Submits the medical bills along with Seeks permission & advance in prescribed to apply for loan/ Makes a request for travel supporting documents to the Disbursement of Employee format to the concerned to the concerned officer/ concerned officer/ branch in-charge advance officer/ branch in-charge payment to branch in-charge Disbursement of employee # payment to Disbursement of employee # Submits TA bills along Intimation of payment to with supporting rejection to employee # documents applicant Accounts (HQ) Bill sent to Scrutinizes the Bill sent to Voucher sent to cashier eligibility of Verification cashier cashier employee of TA bills Paybill Verification of the bills submitted N Entry in medical bill Approval of Entry in demand & Counter Entry in TA billls budget register request collection budget Signature by budget register register CFA Y HSAMB (HQ)/ Field office Approval by N Sanction by Y Sanction of tour Sanction by competent competent program by competent authority authority competent authority authority Y # If employee is based at MC/ Division/ Field office then the amount is disbursed to employee through the concerned branch office Page 108 of 145
  • 109. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Pay-bills processing Employee Payroll Processing Disbursement of payment to employee # Receives notification of Paybill Section Salary bills along change in DA from Preparation of with schedules Government monthly salary sent to cashier Update ECR ECR Vouchers and schedules sent to Compilation section HSAMB (HQ)/ Field office Sanctions from Branch sends monthly Order for increment/ Board for report of leaves & penalty/promotion/ LPC updating DA absent of employees etc from Administration # If employee is based at MC/ Division/ Field office then the amount is disbursed to employee through the concerned branch office Page 109 of 145
  • 110. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB GPF/CPF Accounts Compilation Compilation of GPF/CPF Opening of Closure of Compilation GPF/CPF Loan GPF/CPF GPF/CPF Monthly schedules of Section deductions Reconciliation of Account Account GPF & CPF deductions accounts from MCs/ Divisions/ Field offices Entry of schedules Disbursement of GPF/CPF Disbursement of in Broad sheet Loan # account number payment # GPF section Preparation of demand note for deductions Updation of Entry in broad-sheet employee cards Reconciliation Sanction by mentioned in schedules of accounts competent Authority & employee card Entry in broad-sheet (CA/CFA/Secy) & employee card Deposit demand draft Entry of records in New GPF/CPF in Bank account GPF S/W Verification & account is opened Verification & scrutinisation of sanction of closure eligibility for loan of account Employee Application of Yearly GPF/CPF Application for opening GPF/CPF Loan to Application for closure of account statement of GPF/CPF accounts the concerned GPF/CPF accounts to to the concerned officer/ officer/ branch in- the concerned officer/ branch in-charge charge branch in-charge Application is made within 12 Cashier Preparation of demand months of draft appointment # If employee is based at MC/ Division/ Field office then the amount is disbursed to employee through the concerned branch office Page 110 of 145
  • 111. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Pension Contribution Disbursement Section Admn Status against any Sanction by Computation of pending case/enquiry/ Competent pension punishment is checked Authority Department Branch/ Concerned DDO prepares complete service record and pension papers N Y Employee Application for pension is made to concerned HOD Copy of PPO prior to 6 months of retirement Accounts Contribution from Verification of PPO is issued If budget provisions pension with signature of No Objection calculation CFA Pension section Monthly report of Reconciliation of Quarterly installments pension disbursed pension payment for pension disbursed through bank Copy of PPO Bank Monthly pension Report of pension Deposit in pension Verification of life certificate disbursed to disbursement at account in bank to disburse Family pension individual end of month Page 111 of 145
  • 112. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Cash Management Disbursement Fixed Deposit Receipts Y Receives pay bills from Paybill Draft sent to Update Reinvest in Cashier (HQ) Section Division Receipt cash book Collection of FD prepared FD receipts FD matures Draft register N updated Money against Update FDR records Receipt Register demand is sent to in Computer Money in updated Makes payment Update investment against the bill Bank for making DD register savings Account Draft deposited Bank Deposit money in Interest Draft prepared in savings a/c Bank payments or as FD MC & Field MC sends payment against Office Contribution of Market Fee, Bills for recoupment Loans, deposit works, rent from field officers received, old liability etc. Verification of demand by HSAMB (HQ) Accounts wing Approval by Instruction from CA to Daily cash position Approval by CA report to CA from CFA invest in fixed deposit Cashier CE recommends Verification of demand for demand by approval Accounts wing Division (XEN) Submit demand Sends to for construction Construction work Cell (HQ) Institutions Payment of loans Other repayment, deposit works etc. Page 112 of 145
  • 113. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Accounts activities at the Market Committee Level Accounts @ MC Preparation of Receipt of market Preparation of Preparation of pay- monthly Income/ fees & updation of N- Preparation of Income Preparation of monthly bills & salary schedules for GPF/ Expenditure register Tax statements HRDF statement Loans & Advances statement Update Cashbook Updation of IT register Updation of Deposit HRDF Updation of demand & monthly Deposit of IT HRDF register & payment in & collection register @ local IT branch cashbook Bank Pacca Aartiya Updation of: M-Return form & Establishment Check register Market fees TA bills register Miscellaneous expanse A-Return & register HRDF fees Budget register Kaccha Artiya M-Return form HSAMB (HQ) Monthly Income/ Expenditure report Page 113 of 145
  • 114. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Compilation of Accounts at HQ Divisions Monthly account report from Divisions & Field offices Committee Market Monthly account report from Market Committee Compilation Section Consolidated monthly Information is Compilation of income/expenditure income/ expenditure posted to final statement for MCs/ Divisions/ Field Offices statement for Divisions/ books of accounts using FoxPro based utilities & MS Excel Field Offices Information is updated in Tally software Consolidated monthly Consolidated income/ income/ expenditure expenditure reports for Segregation of statement for MCs CA/ CFA/ IT Dept schedules section GPF Schedules of deductions for GPF & CPF GPF, CPF & GPF loans Compilation Section Paybilll Schedules of deductions for Information is updated in Cash book & vouchers of loans & advances corresponding registers income/ expenditure @ HQ through cashier Deposit Works Schedules of deposit Information is updated in works details at MC deposit works register Page 114 of 145
  • 115. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Processing of Loans/ Grant-in-Aid to MC & Other Institutions Committee Market Application for Loan/ Disbursement of Grant-in-Aid from Loan/Grant-in-Aid HSAMB HQ Budget & Loan Section Verification of Preparation of case file with Cashier updates Preparation of bill Cashier prepares loan/Grant-in-Aid loan/Grant-in-Aid disbursement Demand & by DDO demand draft documents and loan repayment details Collection register HSAMB (HQ) Approval by Competent Authority Institution Application for Loan/ Other Grant-in-Aid from Disbursement of HSAMB HQ Loan/Grant-in-Aid Page 115 of 145
  • 116. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Details of unsold goods are Management of Auction & Market fees entered in HH register Fees include : Market fee, HRDF Fee, Sale Tax One copy retained at gate and two copy handed over to Kacha Arhatiya is N Register Tally H with N farmer If produce is Y Payment updated on Register Farmer liable to pay fees Auction recorder updates vegetable? made payment of arrives at the H register. Market Fee Gate of Mandi supervisor updates N Market Tallying the weighment register Committee mismatch with produce N Purchaser/ Dispute in Market Committee Licensee liable Y Preparation payment of 3 copies Daily market of Gate pass Prepare price report to Matter Shows I list of Agmark referred form at defaulters Details of Gate Secy, MC, / farmer and Entry made in Board produce Register at Gate recorded , Send notice Agent Preparation Reconciliation of for payment allocated of daily M-returns with H- arrival report register of MC Preparation of Exit for DMEO monthly status report for HQ Send notice Buyer departs for payment to gate Case Compounded Commission Agent Mandi Supervisor Open Auction of produce Farmer arrives inspects H Register in the presence of Auction at the outlet of J form I form of Commission Agent Recorder (Cleaning, the allocated issued to issued to M return agent and weighing and packaging) Stock farmer with buyer with sent to hands over register auction details of Market one copy of Details of Gate pass is details and auction and Committee Gate pass recorded in the H updated payment payment Register of Agent DMEO Daily arrival report from Compilation all Market Committees of daily within his juridiction arrival report for HSAMB HSAMB (HQ) Monthly report of Daily arrival report from receipts/ expenditures all DMEOs from MCs Page 116 of 145
  • 117. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB License Procesing All licenses issued expires on 31st March of ensuing year Application and Preparation of Scrutiny of fee for new/ license Market Committee documents renewal of license Y Is application License handed At month end is received u/s 13 approved over accounts are Is license u/s updated and 13 or 10 reconciled Sorting and N Entry in Form C consideration of register application Application rejected & intimation sent to applicant u/s 10 Scrutiny of the Is application Preparation of License sent to documents Y approved license Market Committee DMEO Application u/s 10 and supporting Entry in Form C documents register received from MC N Monthly Report Application rejected & intimation send to applicant HSAMB (HQ) Monthly report Monthly report from DMEO from MC Post Office Security fee is Receipt of the deposited for Security fee license u/s 10 Page 117 of 145
  • 118. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Property and Rent Management Allotment of Houses (HQ) Vacation of Houses Immovable Property management N Application status is pending for allotment Is house M.E. II (HQ) available for allotment House rent register is Information is House rent register updated updated in register is updated Y Category wise Allotment letter & seniority list of Possession is given to applicants is prepared concerned employee HSAMB through (HQ) accounts Allotment approval by @ HQ competent authority Committee Market Committee Details of: Market sends details of Rent  Allotment of booths/ received for booths/ shops/ godowns shops/ godowns  Usage of land area Cashier Rent received from employees Employee Application Application for vacating for allotment house of house Construction Cell (HQ) Notify ME II of Verification of vacant house pending bills. Page 118 of 145
  • 119. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Plot Auction and Allotment Market Committee Values & Plots are sold Possession of specifications of plots through open Allotment plot is given to to be auctioned are Dispute/ Default auction Allottee ascertained of payment Court Cases Account is closed Land Acquisition WIng Values & Y Allotment specifications N HSAMB (HQ) Advertisement Appeal decided by of Auction Allotment CA, Board Allottee Files Appeal Is allotee Letter of Y before CA, Board satisfied Allotment End Construction Wing Values & specifications Page 119 of 145
  • 120. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Construction of Link Road Depending on the value of the CM announces deposit work CMO construction of link approval is given Preliminary by the appropriate road Report authority Depending on the approval value of the deposit work sanction is accorded by the HSAMB appropriate (HQ) Matter referred to Preliminary CE Admin authority Report Approval approval approval Construction CE instructs Preliminary (HQ) concerned SE and Report Admin Approval XEN to prepare approval Technical Preliminary Report approval sanction Construction Construction Cell (Division) Cell (Circle) Preliminary Report Technical Approval Admin sanction approval approval Rough Cost SDO Preliminary Estimate Technical SDO/JE submits Report Prepare Tender prepared and sanction Preparation conducts to XEN approval Detail Work sent for of DNIT/ survey Estimate Execution Administrative Approval Page 120 of 145
  • 121. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Depending on the value of deposit Construction of Mandi work approval is given by appropriate authority Depending on the value of HSAMB, HQ Land deposit work sanction is Approval by Admin accorded by appropriate Acquisition CA approval authority Process by CA/ Chairman Approval Construction and Construction Construction & & Engineering Engineering Phase wise plan Admin Technical (HQ) Senior Town Planner, for Mandi approval Approval prepares phase wise construction sanction design layout of Mandi (Circle) Admin Technical Approval approval sanction Engineering (Division) Rough Cost Estimate preparation by XEN Detail Prepare DNIT / Tender Work (Civil) Estimate Redraft DNIT Execution preparation by XEN(Civil) Committee Market Possession Plot Auction of Mandi and Allotment Page 121 of 145
  • 122. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Tender Works Execution Tender floated by Rate approved by Monthly work progress CMO appropriate authority based appropriate authority based report in NIC application on the value of tender Tender case received in on tender value appropriate office based on the value of tender Y Rate Construction If work is of CM approval announcement Cell, HQ by TAC Tender Tender floated case Rate received approval Information updated by CE in comp cell Construction Cell, (Circle) Rate approval Tender by SE floated Send for Rate Construction Cell, Rate JE prepares Checked by Passed by approval approval Bill SDO XEN Running Payment Tender by XEN Measurement disbursed (Division) Tender case of work floated received Financial N statement prepared Letter of work If final allotment given Execution of If Dispute payment Final payment Selection of to contractor work disbursed Contractor N Finance and Y Accounts Y (HQ) Confirmation for CFA reviews tender CFA satisfied Y final payment work related documents Observation called N from XEN Arbitration Parties N Court Cases satisfied by CA appoints Both parties put Arbitrator records Award is Award Arbitrator forth their points their points announced Award executed Page 122 of 145
  • 123. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Mandi Development Works HSAMB (HQ) Depending on the value of the Depending on the deposit work value of the approval is given deposit work Admin by the appropriate sanction is approval authority accorded by the appropriate authority Construction and Construction & Engineering, HQ Admin Approval approval Technical sanction Engineering (Circle) Technical Admin Approval sanction approval N Engineering (Division) SDO Rough Cost Construction and approves and Estimate prepared Technical JE and sent for sanction Preparation Tender Work submits to Prepare Detail conducts Administrative of DNIT/ Execution XEN Estimate survey Approval Y Is work value <= Prepare Detail Technical Preparation Rs.50,000 Estimate sanction of DNIT/ Market Committee Y Request to provide additional Admin Tender by facility in Mandi Aproval Market Committee Page 123 of 145
  • 124. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Tender by Market Committee Cell (Division) Construction Financial Statement Rate approval Measurement prepared Work Execution of Work for payment Market Committee Tender Case Selection of Work allotment Update Tender floated Contractor letter to Contractor Payment of bills Received accounts Page 124 of 145
  • 125. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Stores Keeping Checks if item is available Item available in different Item available in different N N Stores Stores in same Circle Stores in different Circles Y Request for item Update Item issued Stock Register Department Sends request Approval by Branch N END for item in charge Update stock register Committee Purchase Y Can goods be Y Purchase goods purchased Circle Office Item issued Item issued Approval of SE of both circles Approval of SE N Update Update Stock Register Stock Register HSAMB, HQ Approval from Competent Authority Page 125 of 145
  • 126. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Vehicle Monitoring Purchase of New Vehicle Maintenance of Vehicles Disbursement of Running bills Requisition for Intimation Post field tour driver updates maintenance of vehicle to driver the vehicle log book & Driver to concerned allottee produce the running bill Disbursement Requisition Employee for vehicle for Application for field tour Approval by maintenance of concerned vehicle Intimation to officer employee Update XEN receives delivery of Old vehicle XEN (Mech) Vehicle vehicle sent for Auction Maintenance/ records Approval of Repairs done @ maintenance workshop Request Approval of Initiate request XEN places Intimation of Condemnation bills for purchase of the order to Vehicle auction new vehicle board for auction Update Repair manufacturer of old vehicle register Approval Approval of by SE maintenance by SE Approval of HSAMB (HQ) bills Approval by Approval CA sanctions the concerned by CE amount for purchase Approval of purchase of officer accessories for new vehicles is given by CE & CA Approval Verified by Bills sent to by CA Approval by AO Cashier Board Institution Approval by Other Approval Request for Intimate Condemnation by FCA, Auction of departments for Board of State State Govt. Vehicle auction of Government vehicles Page 126 of 145
  • 127. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Complaint and Inquiry Y Competent Authority Complain received CA issues Memo Complaint and Inquiry (HQ) Are allegations pronounces against employee Y against the Is reply Delinquent Charge- Y punsihment prima facie true N delinquent satisfactory? sheeted Matter dropped Held guilty Matter referred N Y to CA Matter end Y N N Exonnerated If delinquent N Chief Designated officer replies? Administrator conducts inquiry Competent designates Officer for ascertaining Is reply Authority assesses Is Re- inquiry Reply submitted required for Preliminary the correctness of satisfactory draft finding of the by delinquent Inquiry the allegations inquiry No, Referred for inquiry Yes, referred for re-enquiry Inquiry Wing Witnesses Examined If delinquent Delinquent and Cross Examined, IO prepares Inquiry Inquiry Officer appear? examine witness document exhibited Report Issues and sends to Competent Summonses Ex Parte N Authority proceedings Appellate Authority Does Delinquent file Delinquent files appeal appeal Y against order of Files matter in Appeal heard and Order N Y Court Cases Competent Authority Court order passed reversed N END END N Department Y Presenting Officer is appointed by department And record sent to I.O. Administra tion Information updated in Service Book Page 127 of 145
  • 128. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Acquisition of Land for construction of Mandi Market Committee Takes loan from Sends resolution Identification of land by HSAMB for acquisition of Site Selection Committee Market Committee land for mandi N deposits the cost of land with Land Court Cases Construction of Matter referred to Recommendation of Y Acquisition Office Mandi Site Selection 3-4 prospective sites Is money available Committee for acquisition with MC Land Acquisition Proposal Land estimate prepared for Proposal is evaluated by the department collected from acquisition of department- Assistant & DRO land Suprintendent with technical and administrative details Y Finalization of site for acquisition HSAMB (HQ) Information regarding Price of land distribution of Compensation Notice received Is land Requisition to State communicated sought from Land Acquisition required Government for to Market Office Analysis of past acquisition of land Committe arrival data for the need of land N Proposal dropped State Government Govt. notification u/ Objection filed u/s 5 Price of land Announces s 6 LA Act for the LA Act sent to HSAMB Compensation Possession of land Govt. issues purpose of acquisition given to MC notification u/s 4 CM Announcement LA Act stating the for new mandi intention for acquisition of land Govt. authorises Distributes LAO disposes off Acquires land LAC u/s 7 LA Act to Compensation objection within 1 month acquire land Page 128 of 145
  • 129. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Court Cases Market Committee / Engineering/ Land Construction and Case file Payment of Bills created, case Monthly Report to Counsel Case file updated in Acquisition date noted prepared to be Court Notice terms of stage/order, Copy of Judgment sent to HSAMB, next date of case HQ Counsel Approval of Bills Court Case appointed for tracking Diary the case Monthly Report sent to Chief Legal, HQ Information to Draft approval Monthly Report Administrator Take opinion Board Judgment in of Counsel to N favor move Higher Court Stack of Monthly Reports Y End N Counsel Sends Counsel gets Case Drafts/Redrafts Takes steps in the Professional Bill file reply of the Approved draft filed case till the disposal of notice/case with GPA and affidavit the case Court Stage/Order/date in case Judgment Page 129 of 145
  • 130. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Court Cases (Service Matter) Monthly Report to Copy of Judgment Matter resolved Case details CA with date Is Judgment in Y updated in terms Receipt of Court favour of date and order. Notice Legal Seek opinion of Stack of Counsel for Monthly N moving Superior Date wise case is Reports Court Counsel appointed Is draft tracked till Final to pursue the case approved (Secy) Order/Judgment is passed Bill Approval Administrtion Service Book Case file created updated and handed over to Counsel Y Finance and Accounts N Professional Bill Bill Payment to Counsel Counsel Draft Reply filed Draft reply / with GPA and Argues case/ Redraft affidavit of Takes step in case Prepares Counsel Receives Secretary professional Bill payment Final Order/ Court Order/Next Date Judgment Page 130 of 145
  • 131. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Recruitment and ACR Order Appeals to Order Put employee in Reviewed by Employee appeals passed govt. passed Moves court Y respective Department Supervisor to Competent department Authority Court N N Case Remarks N Remarks Request for expunged End Y expunged employee Annual Confidential Report prepared by In ACR sent to Y End charge Administration Y Are entries Compilation of total adverse Advertise, Screening List of successful employee Receive Test, Interview candidate Offer Appointment requirement of all Documents N End Letter/ Probation Administration departments vis a vis sanctioned post for 2 years Selection through HSAMB Service Book Y Scrutiny of Documents Y Send letters to Is selection via Scrutiny Open Service Sanctioned posts successful HSPC/SSC or satisfactory Reject Book and available candidates HSAMB Candidature Personal File N Accounts Entry made in N ECR Sends Candidates List Government including Documents from Sanction of post HSPC / SSC Selection through HSPC/SSC HSPC/SSC List of successful Selection Process candidate Page 131 of 145
  • 132. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Promotion HSAMB,HQ Report by Competent Competent Administration Authority decides Authority seeks the matter report from Administration Administration Update service Evaluates book Prepares Gradation List, Report ACR, Service Book and Roaster Employee Employee gives Is employee Is employee representation END Y N Court Case satisfied satisfied for promotion N Y END Appellate Authority Employee files Appeal decided appeal before and order FCA passed Page 132 of 145
  • 133. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Daak Management Despatch Section Entry made in Letter filled in Stamp ticket affixed with pre Letter no. given Despatch Register envelope paid Franking Machine Diary Section Letters received Entry made in from Field Offices / Diary Register Entry made in Letter sent to Outside along with number. Peon Book. concerned branch Details noted Letter put in Department Letter delivered to Letter marked to N appropriate file If letter Receipt Clerk concerned Assistant Letters sent by for further action department for confidential despatch Delivered to Y named recipient Post Office Drop letters in Post Box Page 133 of 145
  • 134. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Store Keeping- HQ Bulk purchase of routine Items Issuance of Items Store keeper prepares file of: Work order Y Cost of floating tender issued to tender Quality & quantity of item to be purchased allotted firm Members of inspection committee Is Item Asks for quotation N available from suppliers Store Receipt of File, Bills, Stock register Purchase of items & inspection committee items report sent to AO1 Tender Approval by Approval by floated Superintendent Superintendent Update stock Update stock register register HSAMB (HQ) Approval by Approval by Secretary Secretary Approval by Approval by CA CA Approval by Branch Incharge Branch Item delivered to concerned branch Demand of stationery to branch incharge Accounts Verification & Disbursement Verification & Disbursement Approval of bills through Cashier Approval of bills through Cashier Page 134 of 145
  • 135. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Annexure 3: Bid Letter Submission Letter Date: [Insert Date] To The Chief Administrator Haryana State Agricultural Marketing Board Mandi Bhawan, C-6 Sector, 6, Panchkula, Haryana -134109. Dear Sir, [Sub: Bid for Design, Development, Implementation of Functional Informa tion System Software ] Having examined the Tender Documents, the receipt of which is hereby acknowledged, we, the undersigned, offer to design, develop, test, deliver, install, pre-commission, commission, and put into operation the aforementioned software, in full conformity with the said Tender Documents. We undertake, if our bid is accepted, to commence work on the Project and to achieve Installation and Operational Acceptance within the respective timelines stated in the Tender Documents. We declare that we have studied the Tender Documents and are making this bid with a stipulation that you shall award us Contracts for the Development/ Delivery/ Installation/ Commissioning/Implementation of the software including all maintenance/ improvement/ customization services and other services specified in the Tender Documents. We have read the provisions mentioned in the Tender Documents and confirm that these are acceptable to us. We further declare that additional conditions, variations, deviations, if any, found in the bid shall not be given effect to. Page 135 of 145
  • 136. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB We undertake, if our bid is accepted, to commence the work on the project immediately upon your Notification of Award to us, and to achieve Completion within the time stated in the Tender Documents. If our bid is accepted, we undertake to provide a Performance Guarantee in the form and amounts, and within the times specified in the Tender Documents. We agree to abide by this bid, consisting of this letter, the technical specifications, the Price Schedules, the duly notarized written power of attorney and Attachments [specify the number of attachments] to this Bid, for a period of bid validity from the date fixed for submission of bids as stipulated in the Tender Documents, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until the formal final Contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding contract between us. Dated this [insert number] day of [insert month], [insert year] Signed: In the capacity of [insert Title of Position] Duly authorized to sign this bid and on behalf of [insert Name of Bidder] Attachments: 1. 2. Page 136 of 145
  • 137. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Annexure 4: Technical Bid Evaluation Criteria The bid submitted by the companies will be screened by the technical committee of the department. The committee will shortlist the bidders for presentation. The presentation will be evaluated on following criterion: Presentation Evaluation Sno Attribute Explanation Points 1 Detailing of The clarity of vendor bid and completeness of the solution 3 proposed proposed relative to other vendors. Make one vendor as the solution benchmark and compare other vendors relative to this vendor. 2 Detailing of Whether the vendor has mentioned the deliverables in 2 Deliverables detail, including all documentation. 3 Project Plan Logical sequence of activities to be undertaken during 2 implementation. 4 Proposed How well does the proposed software component fit the 3 software requirements mentioned in the Tender and the existing components hardware in HSAMB. and use of existing hardware. 5 Experience in Experience of the bidder in successful implementation of 5 Implementing Agriculture based software project in the any State in India. 6 Satisfactory How does the vendor respond to the queries raised by the 5 replies to the committee members during the presentation for evaluation. queries raised The more the questions and responded with confidence and clarity, more will be the marks. Totals 20 Page 137 of 145
  • 138. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Companies scoring over 15 points in presentation will be shortlisted to participate in further process. The companies found competent in the presentation would be invited to submit detailed technical and financial proposals. The evaluation criterion for the technical bid will be as follows: Technical Bid Evaluation Sno Attribute Explanation Points 1 Implementation The bid should address clearly as to how the Bidder has 10 Methodology conceived the requirements and proposes to implement and install the solution, the completeness and ease of implementation, etc. 2 Requirement At a high level, assess the compliance of the Bidder to all 5 Addressed the requirements mentioned in the Functional Specifications section of the Tender. Bidders knowledge of the requirement and proposed solution with details of MIS reports generated by the solution. 3 Existing solution The bidder should have some existing solutions for the 5 to be customized. project. The bid will be evaluated on the basis of how easily and speedily the solution can be customized to meet HSAMB requirements. 4 Data Security and Assess on the basis of tools proposed for ensuring of the 5 Integrity solution. What application level. Role based security can be defined and what level security is being addressed. 5 Inter - operability How does the bidder in his bid, intend to utilize the 3 with existing / existing servers of HSAMB and Market Committee and proposed HSAMB other hardware present in terms of how the solution can setup ( if reqd ) be placed on top of the servers, etc. The better the proposed realization, the more will be the marks. 6 Data backup and The level of details mentioned in the Bid concerning data 5 recovery policy back-up mechanisms and recovery policy to be followed by the bidder. Page 138 of 145
  • 139. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 7 Detailed Project Logical sequence of the activities mentioned in the 5 Plan Project Plan and the level of detailing. Better visualization will carry higher weight. 8 Warranty of The level of detail with which the Bidder includes the 5 Solutions warranty terms and conditions in the Bid. A warranty plan adhering to the Tender will be higher score. 9 Completeness of A checklist where all sub points to be mentioned by the 5 Bids Bidder gives assessment of completeness of the bid. Higher compliance will get more weight. 10 Proposed COTS Vendor's solution will have some COTS component, which 3 software will be evaluated on the basis of the market acceptability and usage of these COTS components vis-avis the requirements. More the COTS value, more the marks. 11 Integration with How well does the vendor plan to utilize the existing 4 existing HSAMB applications viz., payroll, MS 30, MC 70, Tally and others, solutions in terms of the existing functionality of these applications and the data that resides in them. The better the proposed utilization, the more will be the marks. 12 Proposed As mentioned by the vendor in the bid, whether the 5 manpower skill personnel meet the requirements of relevant experience sets ( team proportional to position. The more the experience, and structure and skill skills of the people mentioned the more will be the sets) marks. 13 Client The references mentioned by the vendor in his bid and / 10 Testimonials and or during presentation on, then what these references References have to say about their experience with the client. The better the reference feedback the more the marks. Page 139 of 145
  • 140. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 14 Hindi Interface How does the vendor propose to provide the Hindi 5 Capability – interface to HSAMB and whether it will be a run time Proposed system application or he will develop the Hindi Interface should support separately. Better technology will carry more marks Unicode standard for Hindi on server operating system, RDBMS & desktop operating system. 15 Experience in Experience in implementing & delivering of IT 10 Implementing Infrastructure, including hardware/ software, manpower for organizations in the State of Haryana. 16 Local Presence in How well the vendor is located in the State of Haryana 5 the State vis-à-vis implementation of IT applications in Government. 17 Capability of Does the bidder has any Service Level Agreement with 5 implementing any Govt org in Haryana for Application in implementation/maintenance of IT Applications at Haryana remote locations (1 year or more till date). 18 Value Add Apart from specifications mentioned in the tender, the 5 bidder can propose additional functionalities / features in the software which will add value to the product developed. Totals 100 The Vendors who get a score of 70 or more in the technical bid round shall be considered to be technically qualified. Page 140 of 145
  • 141. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB Annexure 5: Indicative Commercial Bid Template Cost Break-up Activity Estimated Total Cost Software Development, Testing and Deployment (S) Security Audit of the entire application.(SA) Middleware Licensing Cost (L) Training (approx) 500 persons (T) ( 25 batches of 20 each ) Others (please specify) Others (Please Specify) Total (A) (Please mention the amount in figures) Annual Maintenance Year 1 Year 2 Year 3 Cost1 Amount Hand Holding support in HSAMB, Field Year 1 Year 2 Offices and Market Committees Amount Data Entry Rate Amount Data Entry rate per record: Scanning charge per page Refer section 4.3.3 of the RFP Implementation Cost Amount Cost per data entry operator Cost per technical support staff at each location. Page 141 of 145
  • 142. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB 6: Press Notice Inviting Tender Sealed item rate tenders are invited on one bid system basis on behalf of Chief Administrator, Haryana State Agricultural Marketing Board, Panchkula, Haryana 134109 up to 3.00 PM on date indicated below from the established, reputed & reliable IT solution providers having minimum SEI-CMM level–III certificate or equivalent who have adequate past experience of the works of similar nature of specified magnitude for the under mentioned work: S.No NAME OF Earnest Cost of Time of Last date Last Date . WORKS Money Tender Complet for issue of receipt (Rs.) (Rs.) ion of Tender of tender Document & s opening of technical bid 1. Design, Rs. Rs.5,000/ 10 12-08-2009 18-08- Development, 500,000/- - (Rupees Months 2009 Implementatio (Five lacs five n of Functional only) thousand Information only) System (F.I.S.) Software. The earnest money as indicated above shall have to be deposited by the tenderers along with application for issue of tender by a Bank Draft/Pay order of a scheduled/nationalized banks or call deposited receipt in favor of “Haryana Marketing Development Fund”, payable at Panchkula. 1. Eligibility criteria:  The agencies / firms should have satisfactory completed three works of similar nature each of value not less than Rs. 60 lacs or two similar woks each of value not less than Rs. 75 lacs or one similar nature work of value not less than Rs. 120 Page 142 of 145
  • 143. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB lacs in Central Govt./State Govt./Public Sector Undertakings / co-operatives during the last five years ending October, 2006.  Consortiums / Joint Ventures are not accepted.  The completion certificates issued by the officer of the client of the rank of Executive Engineer or equivalent will have to be furnished along with the application. The completion certificate must clearly indicate the past work done. If work is not done in a Govt. department then along with the experience certificate proof of income tax deducted at source (TDS) has to be produced without which experience shall not be considered. The experience certificate should indicate:- e. The date of start and date of completion of work. f. Nature of work. g. That the work has been completed satisfactory. h. Amount of work completed. 2. If any information furnished by the tenderer is found incorrect at any stage, then his tender shall be rejected. 3. As following: a. The tenderer shall submit the offer under one Bid system i.e. Technical Bid and Commercial Bid in a sealed envelope. Packet “A” marked as Technical Bid shall also have documents in support of eligibility criteria, Packet “B” marked Commercial Bid shall have tender forms, rates, schedule of quantity. b. In case of downloaded tender the earnest money deposit and cost of tender, in the form of Demand Draft shall be kept in a separate sealed envelope marked EMD / CTD. c. All the sealed envelopes as in 3(a) and 3(b) above shall be kept in a separate bigger size sealed packet-mentioning Name of work, NIT No. and due date of opening. 4. No clarification regarding this tender document shall be entertained individually. A pre-bid meeting / conference to answer the queries of prospective bidders will be held on 25-05-2007 at the following address: Venue: Office of the Chief Administrator, Mandi Bhawan, Haryana State Agricultural Marketing Board C – 6, Sector-6, Panchkula, Haryana – 134109 Page 143 of 145
  • 144. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB The intending participants should have authorized letter from their organization along with an attested copy of SEI-CMM level-III or equivalent certificate of their organization. 5. The tenders shall be received till 30/05/07 up to 3.00 P.M and Technical Bid shall be opened on the same day at 3.30PM in the office of the Secretary, HSAMB Panchkula, in the presence of tenderers or their authorized representative who may like to attend. Tender received after the prescribed time and date shall not be considered. 6. The date and time for opening of Commercial Bid shall be intimated later on. The commercial bid shall be opened only for those tenderers, who are technically qualified. In this regard decision of competent authority shall be final and binding upon all parties. The HSAMB reserves the right to reject any or all the tenders without assigning any reason. 7. The Notice for Inviting Tender can be seen on website www.hsamb.gov.in and the tender documents can also be downloaded from the above website. In case of downloaded tender, the cost of tender and earnest money in the form prescribed above shall be enclosed as prescribed above in the tender failing which, the tender shall not be considered. The bidders are expected to examine all instructions, forms, project requirements and other information in the Tender documents. Failure to furnish all information required by the Tender documents or submission of a bid not substantially responsive to the Tender documents in every respect will be at the Bidder's risk and may result in rejection of its Bid. Page 144 of 145
  • 145. RFP FOR FUNCTIONAL INFORMATION SYSTEM HSAMB List of Abbreviations CE Chief Engineer COTS Component Off the Shelf DMEO District Marketing & Enforcement Officer FDR Fixed Deposit Receipt FIS Functional Information System HSAMB Haryana State Agriculture Marketing Board LPC Last Pay Certificate MC Market Committee SE Superintendent Engineer XEN Executive Engineer ZA Zonal Administrator ZMEO Zonal Marketing & Enforcement Officer G2G Government to Government G2C Government to Citizens G2E Government to Employee G2B Government to Business Page 145 of 145